Refunds, Discounts and Write Offs

Any type of refund or price adjustment can be processed back to a wallet for the parent to use against other activities, or to be refunded through the original payment method.  There are two ways of doing this - either cancel the booking from the Activity container, or cancel the fees from the Fees Summary tab.

Cancelling a Booking & Refunding the Fee Automatically

1. Go to 'Activities & Clubs Admin' and search for the container.  Click 'Manage'

 



2.  Click 'View Events/Bookings'.  Use the filters to choose the group or event and click on the date of the session you would like to cancel the student from.  Click the trashcan symbol next to the student's name in Attendees.

 



3.   In this screen you can choose whether to adjust the charges to zero and refund to the parent wallet, or untick this option and the booking will be cancelled without a refund.  

 



4.  The student has now been cancelled from the event and any linked events going forward.

 



5.  You can check for a record of the refund by visiting the 'Wallet Accounts Overview' tab.  Search for the parent's name and click 'View transactions' to see further details.  You may need to adjust the date filter to see more transactions.

 



 




Cancelling Fees from the Fees Summary tab

1.  Navigate to the 'Fees' 'Summary' page.  Adjust the dates if they do not cover the period of the activity to refund/adjust.  You can either select a group to find the previous charges or go directly to the student you wish to refund.

 



2. After selecting the student, click + to expand the relevant group and see all sessions.  Click + again next to the date of the session to be refunded/ adjusted.  Then click the black 'Adjust fee' icon on the right hand side.

 



3.  Enter the amount to adjust (the amount of money to return to the parent wallet).  Add a description and reason for the adjustment.  Then click 'Submit'.

 



4. On returning to the Student's details in the Fees Summary page you will now see the adjustment logged under the event.  The payment is refunded to the wallet of the parent who made the booking initially (in this example we noted that Mum cancelled the booking but the money has been refunded to Mr Hawkins' wallet).

 



5.  You can also check the refund has processed by visiting the 'Wallet Accounts Overview' tab.  Search for the parent's name and click 'View transactions' to see further details.  You may need to adjust the date filter to see more transactions.

 



 


Refunding Money Back to the Original Payment Method

Users who have the 'Advanced Fee Admin' permission level can process a withdrawal from the wallet in SchoolsBuddy. 

1. Go to the 'Wallet Accounts Overview' tab under 'Fees'.   Search for the parent's wallet and click 'Withdrawal'.

 


2.  Enter a description and reference as appropriate.  Choose the amount you'd like to withdraw and click 'Withdraw'.  You will then need to process the refund through the original payment method.

 




Giving a refund through Stripe

Giving a refund through Checkout.com

Giving a refund through Paysafe

Giving a refund through AsiaPay