Cancel versus Refund

If you process a batch of Tuition Express payments by mistake, you may request that the batch be canceled. However, if the batch has already been processed by Tuition Express it would be necessary to issue a refund. See: Batch Cancellation.

Refund Items in a Credit Card Batch

Please note processing fees apply to refunds.

1. Initiate the Refund Process

1. From the main screen of Family Data & Accounting and go to Functions > Family Accounting > Deposit Reports.
2. At the Deposit Reports screen dbl-click the batch from which the refund will occur.
3. When the Deposit Report for that batch appears click the Refund Batch button.

Hint: Make a note of the Batch ID number.

4. At the Refund Initiation screen click Refund Batch again. You will be prompted to confirm that you wish to initiate the refund process for this batch.

Note: You are NOT refunding the entire batch, rather you will be given the opportunity to select one or more transactions within the batch to refund.

2. Select Item(s) to Refund & Submit for Processing

1. Log on to your account at TuitionExpress.com. See article: Registration & Log In
2. Click Process Credit Card Refund (left hand side on the "Center Menu"). A list of pending batches selected for refund will appear.
3. Click Refund for the batch in which the original credit card payment was processed. At this point the total amount of the batch will be shown, however, the refund will only be for the item(s) you select within the batch.
4. Select the Item(s) you wish to refund. Click Next.
5. Click Submit.

3. Reverse Original Payment

Once you receive confirmation that the refund has been processed you'll need to reverse the original payment on the Family Ledger Card.

1. Look Up the family for whom the refund was issued.
2. Click the Ledger Card icon on the account toolbar (looks like a ledger sheet, next to the money bag).
3. Select the Description called "Credit Card Refund". You may need to add it to your list of Payment Descriptions first. Payment Descriptions are part of Charge/Credit Descriptions in System Configuration.
4. Enter a brief Comment to explain the reason for the refund (typically the Batch ID number of the original transaction).
5. Enter the amount of the refund as a NEGATIVE number to REVERSE the original payment. If the refund were for 250.00 it would be entered as -250.00.
6. Click Post & Exit. The Balance due will increase by the amount of the refund.
7. You'll also want to close a Deposit Report which includes the refunded item only.

Note: Depending on the reason for the refund it may be necessary to Void and repost other ledger card entries, for example if there had been an incorrect amount charged for tuition.