Top Tip: You can't refund payments made in a previous system by card - you'll need to use cash or cheque.
Permissions
- Finance: View - See balances, and be able to access the Payments area of profiles.
- Finance: Administer - Manage and refund top-ups.
If you don't have permission, you'll need to ask your admin team to give you permission using these instructions.
Refunding by Cash or Cheque
Please note: This process only logs the refund in the system. It is up to your school to actually carry out the physical refund.
To refund club or trip payments, you'll need to do this from the club or trip pages. Click here to see how to refund clubs and here to see how to refund trips.
From the Payments area
Go to School > Payments > Accounts > Refunds. To issue a new refund, click +Add.
Fill in the details on the slide over, including the Student, Account, and Amount and click 'Add Refund'. The refund will then be recorded, and this will be reflected in the student's Account Balance.
From a student's profile
From the left-hand menu select Payments then select the top-up account to add a refund to and select Refunds.
Click +Add to add a new refund.
Choose to log the refund as being made by cash or cheque, add the amount and click Add Refund.
The balance will then reflect the refund that has been logged.
Refunding by Card
From the Payments area
To refund a Meal Top-up fully or partially, go to School > Payments > Accounts > Top Ups and select the card payment you would like to refund.
Please note that the original transaction fee will not be returned to you.
In the slide over, click the Refund top-up button.
Add a reason for making the refund and the amount to be refunded, then click Refund top-up and confirm the refund.
The refund will then be processed. If it is successful, clicking on the payment again from the Top Ups page will show the refund date.
The refund will also display on the Accounts > Refunds and Card Payments > Card Refunds pages.
From a student or staff member's profile
From the left-hand menu select Payments then select the top-up account to add a refund to and select Top Ups.
Click into the top-up you want to refund.
In the slide over, click Refund top-up.
You can then choose how much to refund back to the original payment card, then click Refund top-up.
The account balance will then show the refund. If you click into the top-up again you can see further details about the refund, and make further refunds if you didn't refund the whole amount.
What if a payment was made via Apple/Google Pay?
You can use the same process as refunding card payments. The amount will automatically refunded to the card the guardian has linked to Apple or Google Pay.
What if I need to reverse a charge?
Please Note: If money is not being paid out to a Student's parent/guardian, but a charge needs to be reversed, a refund should not be issued. Instead, please cancel the Invoice (for help with this, read this article).
This does not apply for club or trip payments. To refund these, you'll need to do this from the club or trip pages - click here to see how to refund clubs and here to see how to refund trips.
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