Fees · Page guide

Refunds when leaving

Work out a leaving student's final money: refund, amount owed or write-off.

1 min readFees → Refunds when leavingFor: School admin

When a student leaves, what they still owe is taken off their security deposit. If money is left, the family is refunded. If they still owe, it is closed once paid, or written off if it cannot be collected. Each case moves through stages.

The Refunds when leaving page in the Fees area, as a school admin sees it: work out a leaving student's final money: refund, amount owed or write-off.

The stages (tabs)

Pending: just started.
Settlement worked out: the figures are fixed.
Refund paid: the refund was recorded.
Closed: finished.
Cancelled: stopped.
Written off: the unpaid amount was given up as bad debt.

Columns

Student, with class and roll number.
Reason, and the refund reference once paid.
Owes: their unpaid fees.
Deposit held.
Result: Refund (amount), Owes (amount) or Square. "Live figures" means it is still changing until the settlement is worked out.
Stage, and the next-step buttons.

Handle a leaving student

Select Add withdrawal and find the student.
Enter the Reason and, if known, the Last day at school. Select Start withdrawal.
On the Pending tab, select Work out settlement. This fixes the deposit and dues figures.
If the result is a Refund, select Record refund, enter the cheque, voucher or transfer Reference, and save.
If the student Owes, select Close case once the family has paid, or Write off if it cannot be collected.
If nothing is owed or left over, select Close case.