Issuing a refund to a parent/contact. This article is intended for Admin. (Read time: 2 minutes).
Last updated: 19/07/2023
Issuing a refund
Refunds must be made to an individual student and cannot be applied in bulk, however there are a number of ways you can get to the refund screen in VSware.
- To issue a refund via Fee Management: go to the three lines > Fee Management > Find the relevant fee and click 'Details' > Find the relevant student and click 'View' > Find the payment and select 'Refund' > enter your VSware password and a reason for the refund > hit 'Refund'.
- To issue a refund via a group or base class: Click the 'Groups' or 'Classes' tab > Find the relevant group/class the student is in and hit 'View Fees' or 'Fees' in the case of the classes tab > Find the relevant fee and hit 'Details' > Find the relevant student and hit 'View' > Find the payment and select 'Refund' > enter your VSware password and a reason for the refund > hit 'Refund'.
- To issue a refund via an individual student: Search for the student > Hit 'Fees' on the left hand side > Find the relevant fee and hit 'View' > Find the payment and select 'Refund' > enter your VSware password and a reason for the refund > hit 'Refund'.
Removing a fee from a student's record
There may be situations where a fee that was previously assigned to a student is no longer applicable to them. For example, if a parent made a partial payment for a school trip but later discovered that they are unable to attend.
However, once any transaction has been made against a fee, it was previously the case that it could not be deleted. To address this, we have introduced a new feature that allows you to mark a student's fee as "not active." By doing so, the student and their fee will no longer appear in overdue or outstanding fee reports, and it will not be shown as upcoming or overdue to the parent. This feature provides a convenient way to manage fees that are no longer applicable to a student.
Go to the student's account > Fee > uncheck the box that reads 'Is applicable'. The fee will then be removed from the parent or student view. Please note that if any transaction was previously made on this fee, it will still show up on the school's internal card transaction summary report.
If you still have questions, please visit our knowledge base at support.vsware.ie. You can contact our support team via email at support@vsware.ie, via the chat bubble when you are logged into your VSware account or via phone on 01-5549628. Support hours are Mon - Fri, 08:30 - 18:00.