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Important Information

This section describes how to refund a transaction processed using the VMS payment gateway.

Refunds will be included in the VMS Remittance Advice, but if there have not been enough recent transaction payments to cover the amount of the refunds, VMS will invoice you for the negative balance, which can then be paid via BACS.

It is not currently possible to refund VMS payments made online using the SCO Lettings module.

For steps on how to refund Orders via VMS please click here.

Refund an Online Payment via VMS

You can refund payments (or part payments) back to the parent via SCO.

1. Assign Permissions to Refund online transactions

An Administrator User will need to update the settings for you to enable you to refund online transactions:

Click on the Configuration tab
Select User configuration
Double-click the User name, click OK
Note that the user belongs to a User group - editing this user group will give the same permissions to other users in that group. See User Groups - Create or Modify if you wish to create a new user group for online refunds
Click Edit user group
Click Add to bring up the Add feature window (see diagram below)
Select Refund online transactions
Click OK, OK, Yes, Close

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Ensure the User has full read/write access to the Audit tab:

Click on the Configuration tab
Select User configuration
Double-click the User name, click OK
Note that the user belongs to a User group - editing this user group will give the same permissions to other users in that group. See User Groups - Create or Modify if you wish to create a new user group for online refunds
Click Edit user group
Ensure the Audit Feature is displayed with Read, Modify allowed
If not, select Add to bring up the Add feature window
Select Audit
Click OK, OK, Yes, Close

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2. In SCO locate the original online payment

The transaction can be located from any of the 3 areas below:

Via the Accounts tab

In SCO click on the Accounts tab
Double-click on the pupil
Double-click on the transaction to open it

Via the Audit tab

In SCO click on the Audit tab
Select Income and expenditure log
Click on the Search button
Enter the Date, Amount or other identifier, click on Done
Click on the transaction to open it

Via Payment history

Go to the relevant SCO module (Dinners, Trip, Extended day)
Locate the pupil and select the Payment button
Select Payment history
Click on the transaction to open it

3. Record the Online refund in SCO

Note that refunds for cashless catering payments are not sent back from SCO to the cashless catering system, therefore you must also carry out Step 4 below to ensure the balances match on both systems.

Locate the transaction as described in step 2 above
Select Transaction refunds*
All items purchased on this transaction will be displayed (see diagram on right)
Select the item(s) to refund
The full amount will be refunded, unless you change the amount in the To refund box
(you can refund part of the original transaction amount, but not a greater amount)
In the Reason field enter narrative such as School Leaver, or Incorrect Purchase
If refunds have already been made against this transaction, select the Previous refunds button to view the details
Click on Refund

*If the Transaction refunds button is greyed out, you may not have the correct Permissions (see step 1 above), or this item might be linked to a bank account owned by a third party e.g. Trust or Caterer and extra Permissions are required.
For further assistance, contact Tucasi Customer Support.

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4. Update the Cashless Catering System (cashless link users only)

Note that refunds for cashless catering payments are not sent back to the cashless catering system, therefore you must carry out this step to ensure the balances match on both systems.