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:

1. Click on the Configuration tab

2. Select User configuration

3. Double-click the User name, click OK

4. 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

5. Click Edit user group

6. Click Add to bring up the Add feature window (see diagram below)

7. Select Refund online transactions

8. Click OK, OK, Yes, Close

Open

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

1. Click on the Configuration tab

2. Select User configuration

3. Double-click the User name, click OK

4. 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

5. Click Edit user group

6. Ensure the Audit Feature is displayed with Read, Modify allowed
   If not, select Add to bring up the Add feature window 

7. Select Audit

8. Click OK, OK, Yes, Close

Open

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.

• When presented with a box reading: ‘You are going to refund £xx.xx back onto the online user's payment card. Are you sure you want to continue?’ Click Yes.

• The money will show on the parent’s card in 3-5 business days.

*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.