Processing Refunds

Owned by Richard Turnbull
Last updated: Jan 18, 2023
3 min read

  • This article explains how to process a refund, and generate the payment in Schoolworks to balance the Account.

  • Please note your school may have an internal approvals procedure for processing refunds. Please refer to your Line Manager for authorisation on processing a refund.

Example Case

  • Student books a course with you, they are invoiced (INV generated) and the student pays (REC generated).

  • At this point the Enrolment Finance will look similar to this:

  • They then subsequently cancel and you wish to return the funds to the student.

  • In order to process a refund, it is necessary to have a Credit Note to pay out against.

  • In this example, the Enrolment has been completely cancelled and so a credit note has been generated (CRE generated).

    • A Credit Note will be generated also for any reduction in the bookings, where the new invoice value is lower than the original invoice value.

  • As with Receipts, Payments are processed at the Account level.

    • Remember the Account Finance will consider ALL Enrolments. If the student had an outstanding balance on a previous Enrolment, the balance owed would be reduced accordingly.

  • Looking at the Account Finance for the example Student above, we can see a similar picture where the Student is owed £6052:

  • To go ahead and process the refund, use the Payment button:

  • This takes you through to the Payment screen where you can enter the details of the refund.

    • Note the picklist options may vary depending on your school’s configuration.

  1. Enter the details of the date, bank account the payment is coming from, method being used to make the payment and details.

  2. Tick the Allocate button to allocate the Payment to the Credit Note

  3. Optional - if you are only part-paying the credit note in this payment, adjust the value here (the difference will remain as an outstanding balance on the Account)

  4. When ready, press Process Payment

  • Returning now to the Account Finance, you will see the Payment reference and the resulting Account balance:

  • Make sure you Exit this screen when you are finished to unlock it for others to view.

  • This payment is also displayed within the Enrolment Finance:

 

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