If a payment request has been created without a Schoolcomms Dinner money payment type by mistake, any payments made by parents on this request will not update the balance on the Schoolcomms Dinner plan or on School Gateway. You will need to end the current request, create a new request selecting the correct Schoolcomms Dinner payment type and then transfer the payments from the old request to the new via manual transactions.
1) Generate a list of those who have already paid
- Go into Payments, Payment Requests and select the request from your Active Requests. Click on View Status Report on the right-hand side under the heading Payment Status.
- Select Transactions under Payment History and you will see all of the transactions for this payment request.
- To save this report click on Export under the heading Report Actions on the top right of this screen. You can then use this report when applying your manual transactions.
2) End the current request
Depending on when the due date for the request is you can either cancel or change the 'visible to' date so it is no longer visible to parents.
- To cancel go to Payments, Payment Requests, select the payment request and select Cancel on the right-hand side under the heading Payment Actions.
- To end the request by changing the 'visible to' date, go to Payments, Payment Requests, select the payment request and click on Edit on the right-hand side under the heading Payment Actions. Change the 'visible to' date to yesterday so no longer visible. You may also need to amend the due date if it is set to a date in the future. Click on Save.
3) Create new payment request
- Click on the relevant dinner plan
- Click on Create payment request, leave the payment type as Schoolcomms Dinner Flex
- Complete the remaining fields
- Save
4) Apply manual transactions for those that have already paid
- Go into Payments, Manual Transactions and using your report of people who paid, search for the member.
- Select the payer name at the top of the screen.
- Find the old request and select the action type ‘Manual adjustment’. In the amount column type the amount they paid as a minus amount. Enter a comment if you wish.
- Then go to the new request you have set up, select the action type ‘Manual adjustment’. In the amount column enter the amount paid. Enter a comment if you wish.
- Click Apply Actions at the top right-hand corner under the heading Transaction Controls.
- You need to repeat this for each student that has paid on the old request.
Once you have completed transferring the payments the student's balances will update on the dinner plan and on School Gateway.