How to Add a Refund

How to Add a Refund

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OVERVIEW

This tutorial provides a step-by-step guide on processing refunds in the Student Management System. It covers identifying eligible students, initiating refund requests, and recording the transactions in compliance with policies. By following these steps, administrators can ensure refunds are accurate, timely, and well-documented.

Info
NOTE: This exclusive feature is only available for Performance and Compliance Plus Package subscribers. Unlock the full potential of your SMS with the Performance and Compliance Plus Package. To upgrade your plan and access this feature, please contact our Support team.

Warning
IMPORTANT: Refund can only be applied to PAID Invoices

Notes
Step Tutorial

1. Go to the Students Page.
2. Select your student.
3. Click on the Financial tab.
4. Go to the Invoices Subtab
5. Look for the Invoice to be refunded. Make sure that the invoice is paid then click Action > Add Refund

Refer to the image below for steps 1 to 5


6. Complete the fields:
Date
Date of the Refund
Authorised by
Dropdown of Admin Users to select who authorised the refund.
Reason
Reason of Refund
Status
Dropdown with Pending and Processed as options
Apply Full Refund
Button that will apply the full Invoice amount as Refund.

7. Enter the amount for each Program Fee to be refunded. Cannot exceed the Invoiced amount.
8. Click Save.

Refer to the image below for steps 6 to 8

Export Refunds to Xero

Refunds can be exported to Xero, similar to Invoices. The following are key details regarding this: 
  1. The same Account codes for Tuition, Resource and Others will be used for Refunds. 
  2. In Xero, Refund Reports will show as Credit Notes. 
  3. Invoices and Refunds exporting to Xero will now run every 2hours daily.  

Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to the contact support via email.