Can we change the dates that a payment top up invoice was made or refunded?

The article explains that payment or refund dates for card payments and certain cash or cheque payments cannot be changed, nor can refund dates be edited or refunds deleted. However, dates for cash or cheque top-ups can be edited via the student's profile or the Payments section. To correct refund errors, additional cash refunds or credit notes should be added with explanations in the Narrative section for auditing.

What you can and cannot edit

It is not possible to change:

• Payment or refund dates for any payments made via card.
• Invoice or refund dates for payments logged via cash or cheque for School Shop items, Trips, Standard Clubs or Wraparound Care Clubs.
• It is not possible to edit refund dates or delete refunds, even if the refund was issued in cash

You can change:

• The dates recorded for a cash or cheque top-up of an account

Change cash or cheque top up date

1. Go to the Payments section of the student's profile and select the account.
2. Go to Top-Ups from the left-hand menu and click on the top up.
3. Click Edit and change the date.

You can also do this by clicking on the top up in School > Payments > Accounts > Top-Ups and clicking Edit.

What if we need to edit a refund?

Because it is not possible to edit or delete a refund for auditing reasons, you should balance out any mistakes in cash refunds by:

• Choosing whether to add an additional cash refund (if the refunded amount was too little) or to add a credit note (if the refunded amount was too much)
• Ensure you record why the additional refund or credit was added in the Narrative section when recording these, for auditing purposes.

For example, if you incorrectly refunded a student £100 when the refund should only have been £82, you would create a credit not for the difference (£18) to ensure the student has the right account balance.