If a parent/carer has added more than 4 items or instalments to their basket and then paid for them in one transaction, you are limited to refunding only 4 of the payments via Online Transaction Refunds.
If this is the case and when you try to action a refund you will receive the following error 'maximum refund limit reached'.
The remaining items/instalments would then need to be recorded as refund(s) via the manual transaction process and you would need to reimburse the payer via cash or cheque.
To confirm, if a parent paid for 5+ instalments separately (i.e. checked out on separate dates/times), you would still be able to refund all of these. It is only if a parent paid for 5+ instalments or payment items at once (i.e. added them all to their basket and checked out) that you would be unable to refund all of them - for example, if a parent paid for 3 trip instalments and made two dinner money payments at the same time, you would only be able to refund a combination of 4 of these - whereas if they paid for them all separately, you could refund them all.
Unfortunately, this is a limitation imposed by the payment providers. As advised above, in those cases you would need to refund the remaining amounts via cash or cheque and record manual transactions in Schoolcomms to reflect this.
Any payments made outside of the 180 day window or payments made with cash, would have to be refunded as a manual transaction.
Please click here for instructions to assist you in refunding via Manual Transactions. When refunding via manual transaction you will need to refund the payer with either cash or cheque.