Refunding Trips

Some Of the nominals and ledgers used in this topic may be different to those in your chart of accounts.

Students can be refunded by BACS or cheque. This can be achieved by posting a miscellaneous payment or customer refund document.

If you do not use the STUDENT Ledger, you can also refund a balance to the same nominal used to record the income.

If you have managed your trip outside of IRIS Financials you need to reverse the income. For more information, please see Reversing Trip Income.

If you have used the applicable COSTCTR ledger for managing trips, or post any income and expenditure directly to the applicable TRIPS ledger, you can use the Miscellaneous Payment document input form to record the refund.

This process uses a miscellaneous payment document input form as an example.

  1. Select Documents, then select Document Input from the menu.
  2. The Document Input dialog is displayed. Select Drill (...) in Document type, then double-select to select either the ASB1 - BACS Payment or ASC1 - Cheques (where AS represents the location code of the document type) from the Select a document type dialog.
  3. Select Drill (...) in Input form, then select Miscellaneous Payment if ASB1 document type was selected, or Customer Refund if ASC1 document type was selected from the Select an input form dialog.
  4. For BACS Payments the document Number defaults to the next available number and you are unable to change this. If you selected Cheques, you need to enter the actual number on the cheque.
  5. The Date defaults to the date you are entering the information, i.e. today's date. The date must be the date the refund is being made. To change the date, select a date from the drop-down calendar.
  6. The Period defaults to the current period and only needs to be changed if the date has been amended to a date in another accounting period.
  7. Select OK to confirm your selections.
  8. The Miscellaneous Payment document input form is displayed, populated with the details entered in the Document Input dialog.
  9. Double-select in Bank, then select the required bank account from the Select account dialog.
  10. Enter the refund amount in Amount. If you are refunding more than one student, you need to enter the total amount that is being refunded.
  11. Enter an applicable description in Description, e.g. Disneyland 2021 Trip Receipt.
  12. For each student being refunded, double-select in Nominal, then double-select to select the applicable 9310 - Student Debtors nominal from the Select a nominal dialog.
  13. Double-select in Account, then select the student account to be refunded from the Select account dialog.
  14. Enter the refund amount in Gross, e.g. 250.00 (do not enter any currency symbols, i.e. £, $, etc.)
  15. Next, double-select in VAT Rate, then select the required rate from the Select VATRATE key dialog. The VAT£ and Net are automatically updated.
  16. Enter a description in Description.
  17. Repeat this process for each student being refunded, then press Shift+F5 or select POST to post and allocate the document.
  18. A blank Miscellaneous Payment document input form is displayed. The posted document is displayed in the Documents Posted panel. To view the document details in a Document Enquiry, select the posted document link.