Entering a Refund
When money is given back to a student, it must be recorded in the system. Note that a refund will not lower the amount that a student owes the studio – only a Cancellation can do that. A refund lowers the amount that the student has paid to the studio.
First, you must go to the student's financial page. At the bottom of the page there is a link that says “Enter a Refund”. Click it to open the refund form.
Type
Is this refund on a unit payment or a miscellaneous payment? If it is for units, it will affect the figure for the number of units the student has paid for. It will not affect the number of units the student is enrolled for. If it is for miscellaneous payments, it lowers the total for miscellaneous payments for that student. Both types will appear on the franchise reports.
Due Date
This has little effect other than the positioning of the refund in the list of payments.
Payment Date
If no payment date is set the program will assume the refund has not been issued, and will ignore it.
Amount
The amount of money refunded, before any applicable taxes.
Taxes
If your studio has taxes enabled, this should be the amount of tax that was refunded. This automatically updates when you change the amount, but can be changed to any value afterwards
Notes
Notes about why the enrollment was canceled.
Form of Payment
An optional value to record check number, last 4 credit card digits, etc. For reference purposes only
Receipt number
Record a receipt number for the payment. This may be included on franchise reports.
When you are done entering all the information, click Save to finish.
