Refund a payment
Reverse a recorded payment, in full or in part, with a reason.
A refund reverses a payment that was already recorded — for example after an overpayment or a cancelled service. You can refund the full amount or part of it.
Who this is for
Finance staff correcting or reversing a collected payment.
Before you start
- Find the payment to reverse in the payments list.
- A refund cannot exceed the amount that was paid.
Steps
Open the payment and choose Refund
Find the payment in Finance → Payments, open it, and choose Refund.
Enter the refund details
Complete the fields below.
| Field | Required | Notes |
|---|---|---|
| Refund amount | Yes | How much to refund. Cannot exceed the original amount paid. |
| Reason | Yes | Why the refund is being made (3–500 characters). |
| Cancelled by | Yes | The guardian the refund is attributed to. |
Process the refund
Confirm. The payment's status reflects the refund, and the student's installment balances are adjusted accordingly.
Refunds are traceable
The refund amount, reason, and who it was attributed to are stored with the payment. Enter an accurate reason — it is part of the financial record.