Xx.Xwork Instruction: Partial Refunds in Onestop

Financial Services

xx.xWork Instruction: Partial Refunds in Onestop

Financial Services Only

Responsible Position: / Manager - Financial Operations
Approved by: / Director Financial Services
Date of Effect: / June 2010

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Table of Contents

Overview

Purpose

Coverage

Partial Refunds

Workflow

Example

Relevant Policy and Guideline Documents

Other Related Documents

Policies

Procedures and Guides

Forms

Links

Contacts

Review

Overview

Purpose

This document describes how to process a partial refund through OneStop. This task should only be performed after all other options have been explored.

This document needs to be considered in conjunction with any other University policies, procedures and guidelines.

Coverage

This Work Instructionapplies to Financial Services Revenue Staff Only.

Partial Refunds

Workflow

From the main OneStop Training toolbar open the register screen.
Select the "Correct" button.
Select "Void Previous".
Tick the box "Void Older Transactions".
Enter the receipt number and tab to check it is the one you want to adjust.
Select under the reason "Partial Refund".
Select "OK", and "Yes".
This should bring up the tender screen, select "Cancel".
Select the same product in the register screen that was purchased on the original receipt.
Put in the amount box the amount that the new receipt is to be for, ie. the original amount minus the refunded amount.
Select Total, then EFTPOS and the amount due should be the refunded amount.
Process the EFTPOS and confirm the refunded amount is correct.

Example

A partial refund is due for receipt number 1243processedoriginally for $250.00 for student fees. The customer is now to be refunded $50.00 back onto their credit card.

At step 5 the original receipt number for the $250.00 transaction is entered.
At step9 select the product student fees.
At step 10 enter the amount as $200.00, that is the original amount less the refund.
Select Total, then EFTPOS and this will show a refund is duefor $50.00 to a credit card. Proces the EFTPOS as per the prompts, and once approved the new reciept should be completed for $200.00.

Relevant Policyand Guideline Documents

FINP 4.1 Invoicing and Receivables Policy

xx.x Cashiers Back Office Guidelines

xx.x Cashier and Revenue Collection Guidelines

Contacts

The contact officer for this guideline is:

Manager - Financial Operations

Financial and Business Services

Review

This Work Instruction will be reviewed as required by changes to operations.

FINP 4.1 – Invoicing and Receivables PolicyFinancial Management UnitPage 1 of 3

October 18Policies and Procedures Practice Manual