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Useful InformationFor schools using external caterers alongside Tucasi’s SCOPAY, parents are able to request refunds for unused cashless catering funds via SCOPAY. The caterer can then authorise such refunds via the Caterer refund portal. To request access to the Caterer refund portal, please email sales@tucasi.com |
If it is helpful to print this page for reference, the best option is to export to MS Word - follow these instructions. Otherwise, proceed to step 1 below:
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Caterer refund portal quick guide
Watch this short video to see how it works (use the Full screen button if necessary and press Esc when finished):
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We recommend that you read through all sections of the guide below or use these links to jump to specific sections:
Request a refund on SCOPAY
Log in to the Caterer refund portal
Approve a refund request
Auto-approve all refund requests
Decline a refund request
Generate a refund request on behalf of the parent or school
Failed refunds
Manual intervention
Export to Excel
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1. Parent functionality on SCOPAY
The parent logins in to SCOPAY via a browser or the SCOPAY app.
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If the child has a credit balance, the parent can request a refund for the full amount or a partial amount.
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The Available refund amount might be less than the account balance for either of the following reasons:
Some of the balance was paid with cash or cheques (not via SCOPAY)
Some of the balance was paid by a different parent/carer
Once submitted, the refund request will display on SCOPAY as pending approval.
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2. Caterer functionality on the Caterer refund portal portal
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a. Log in to the Caterer refund portal
The caterer logs in to the Caterer refund portal portal https://services.scopay.com/management (username and password will be provided by Tucasi).
The dashboard will display any refund requests and can be filtered by
School, Transaction status and/or Date range
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b. Approve a refund request
Select Approve to process any refunds (the current balance will be checked during the approval process).
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A message will be displayed to confirm that the refund has been approved.
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The parents will receive a notification that the refund has been completed and will appear on their payment card shortly.
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c. Auto-approve all refund requests
There is an option for caterers to Auto-approve all refund requests.
To set this up:
Select Settings (top right)
Select Auto-approve all refund requests
Select Save
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Any refunds will automatically be processed and the parent will receive a notification.
On the catering portal, the refund will be displayed, but there will be no action to take.
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d. Decline a refund request
If necessary, select Decline and enter a reason – the reason is used to notify the customer.
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Select Yes to confirm decline.
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The parent will receive a notification that the refund has been declined with the reason entered by the caterer.
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e. Caterer generates a refund request on behalf of the parent or school
The caterer is able to generate a refund on behalf of the parent (if the refund has been requested by phone or other method, probably by the school).
On the catering portal:
Select Add request (top right)
Select the School and Account
Enter the Refund amount
Select Submit
Select Approve
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f. Failed refunds
This example refund failed as the payment card has expired – another refund method will need to be used.
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This example refund has been partially made (£2 of the £6 requested).
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g. Manual intervention
The caterer can select Manual intervention to view any refund requests that need acknowledging by them. A list of items will be displayed with the Action Acknowledge.
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Select Acknowledge once actioned and a message will be displayed. The line will disappear from the Manual intervention screen.
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h. Export to Excel
If the caterer requires a list of the refunds requested and/or processed, with the relevant data displayed, select the Export report (top right of the screen) to generate a csv file of what is currently displayed on the screen.
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