Useful Information
This page explains how to complete refunds of Orders via VMS to ensure the parent receives the refund back to their original payment card.
If you are unsure whether you are using VMS for online payments, you can check by clicking on the Configuration tab in SCO > Banking configuration > Bank accounts/cost centres > Click on the bank account name and under Online Payments it should say SCOPAY with a VMS org and bank a/c ID.
Refunding Orders via VMS
When managing Orders the 'Cancelled; give a refund' option will record a refund in SCO but it will not return the funds back to the parents original payment card (via VMS).
To do this, you must refund the parent via their original online transaction.
See the below steps on how to find the original online transaction in SCO and how to manage the Order once the refund has been processed.
1. Locate the online transaction
- In SCO click on the Accounts tab
- Double-click on the pupil
- Double-click on the transaction to open it
2. Complete the online refund
- Locate the transaction as described 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 Order Cancelled
- Click on Refund
*If the Transaction refunds button is greyed out, you may not have the correct Permissions (click here)
3. Complete the Order
- Go to the Orders tab
- The Orders management screen is displayed
(If you see Stock level management displayed, then click on View orders at the bottom left of the screen) - Select the Order to be refunded. If not all products are to be refunded click on the + sign to expand the order.
Select each individual product and follow the instructions below. - On the left select Update status or give refund
- Select Complete and OK
If the payment has been refunded using the original online transaction (step 2), then you should not select ‘Cancelled; give a refund’ as this will record the refund twice in SCO.
Selecting ‘Complete’ instead will prevent the refund being recorded twice but it will affect the stock level of Stock Products. Therefore, you will need to re-add this stock by following the below steps.
4. Adjust the Stock Level (stock products only)
- Click on the Orders tab
- Select View stock products
- This will display all products that are flagged as stock products
- Click to select an item line and click Edit stock product
- Select Increase stock level by and enter the quantity of products you refunded
- Select OK
- Repeat for other products as necessary
See also
Orders Report
Refunds Required Orders Report
Online Payment Refunds
Refer to the relevant sections here:
