Manual Transactions - Refunds/transfers

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To process a refund via manual transactions

• Open Payments.
• Click on Manual Transactions on the left hand side of the screen.
• Search for and select the school member, if they are a leaver they will show in Former Members and you can access their details at the bottom of the list.
• At the top of the screen you can select the Payer name

  Please note: By selecting a payer this will send the payer a receipt of the transaction you are going to process via email.

• Find the payment request you wish to process the manual transaction for.

• Select the manual transaction type by clicking the drop down arrow where it says No action.
  e.g.: full refund or partial refund. If you selected full refund the amount will be pre-filled, if you selected partial refund you will need to specify the amount to refund as a minus number. 
• Enter the amount. Please note this will be a negative amount for a recording a refund or if doing a manual adjustment to move money from this payment request.
• Add a comment (please do not enter any special characters, e.g. & within the body of the text).
• Click on Apply Actions in the top right hand corner under the heading Transaction Controls
• You will see a Manual Transaction Summary. N.B if you haven't selected a payer you will see a warning message at this point.
• If a payer has been selected there will be a tick box on the bottom left of this screen asking if you wish to send a transaction receipt to payer.
• If you are happy with this transaction please click Confirm.
• You will see a message in a green box at the top of the screen confirming that the transaction has been processed successfully.
• you will then need to refund the parent/carer with either cash/cheque or a direct transfer from the schools bank account to the parents.

To record a payment

• Open Payments.
• Click on Manual Transactions on the left hand side of the screen.
• Search for and select the school member, if they are a leaver they will show in Former Members and you can access their details at the bottom of the list.
• At the top of the screen you can select the Payer name

  Please note: By selecting a payer this will send the payer a receipt of the transaction you are going to process via email.

• Find the payment request you wish to process the manual transaction for.

• Select the manual transaction type by clicking the drop down arrow where it says No action.
  e.g.: Cash, bank transfer, cheque, discretionary allowance, standing order or manual adjustment, pupil premium, child care voucher.
• Enter the amount. 
• Add a comment (please do not enter any special characters, e.g. & within the body of the text).
• Click on Apply Actions in the top right hand corner under the heading Transaction Controls.
• You will see a Manual Transaction Summary. N.B if you haven't selected a payer you will see a warning message at this point.
• If a payer has been selected there will be a tick box on the bottom left of this screen asking if you wish to send a transaction receipt to payer.
• If you are happy with this transaction please click Confirm.
• You will see a message in a green box at the top of the screen confirming that the transaction has been processed successfully.

To transfer an amount from one payment request to another

We would advise only transferring across payment requests if they both have the same bank account.

• Open Payments
• Click on Manual Transactions on the left hand side of the screen
• Search for and select the school member, if they are a leaver they will show in Former Members and you can access their details at the bottom of the list.
• At the top of the screen you can select the Payer name

  Please note: By selecting a payer this will send the payer a receipt of the transaction you are going to process via email

• Find the payment request you wish to process the manual transaction for

• Select the manual transaction type by clicking the drop down arrow where it says No action.
  e.g.: manual adjustment. 
• Enter the amount. Please note this will be a negative amount for a recording a refund or if doing a manual adjustment to move money from this payment request.
• Add a comment (please do not enter any special characters, e.g. & within the body of the text).
• Find the payment request you wish to move the amount from and select the action type ‘Manual adjustment’. In the amount column type the amount as a minus amount. Enter a comment if you wish.
• Then if you are transferring the amount to the same pupil go to the request you wish to transfer the amount to. (If you are transferring across siblings you will need to Apply Actions and repeat the above against the sibling)
• Select the action type ‘Manual adjustment’.
• In the amount column enter the amount.
• Enter a comment if you wish (please do not enter any special characters, e.g. & within the body of the text).
• Click on Apply Actions in the top right hand corner under the heading Transaction Controls
• You will see a Manual Transaction Summary. N.B if you haven't selected a payer you will see a warning message at this point.
• If a payer has been selected there will be a tick box on the bottom left of this screen asking if you wish to send a transaction receipt to payer.
• If you are happy with this transaction please click Confirm.
• You will see a message in a green box at the top of the screen confirming that the transaction has been processed successfully.