IN BRIEF
Partial refunds in iClassPro can be issued directly from a family’s ledger for most supported gateway transactions. This allows you to return part of a payment without removing the original record, ensuring accurate account balances and reporting. This article explains how partial refunds are processed, how to issue them, and how to handle manual refunds when needed.

• Overview
• Accessing the Feature
• Step-by-Step Instructions
• Refund Manually to Another Payment Method
• Important Notes
• Troubleshooting & FAQs
• Related Articles

Overview

Refunds in iClassPro must be processed using the same payment method used for the original payment, unless you are recording a manual refund.

• Gateway payments (credit card or eCheck) can be refunded through the gateway if the transaction is still valid.
• Cash, check, or external device payments must be refunded manually (e.g., physically returning cash or issuing a check).
• eCheck refunds through Payrix (formerly IntegraPay) cannot be processed electronically; these must be refunded by cash or check.

If the transaction is too old or the gateway account has changed, the refund may fail. In those cases, issue the refund directly through your gateway provider, then record the manual refund in iClassPro for accuracy.

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Accessing the Feature

1. In the Office Portal, navigate to the FAMILIES or STUDENTS page.
2. Search for the family or student.
3. Select the currency symbol/Ledger icon.
4. Choose Full Ledger to open the family ledger window.
5. In the dropdown under the family information, change the view from Charges to Payments.

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Step-by-Step Instructions

To issue a partial refund:

1. Locate the family or student and open their Full Ledger view.
2. From the Payments tab, locate the payment to refund and select Edit (or the red dollar sign).
3. Select Refund at the bottom of the window.
4. The system will evaluate:
   • The payment type (cash, check, credit card, eCheck, or credit).
   • Whether the payment has already been voided or refunded in full.
   • How much remains available to refund.
5. Depending on payment type and gateway status, one of the following may occur:
   • Transaction not found: Refund cannot be processed through the gateway.
   • Payment not settled: You will be prompted to VOID the payment instead (this cancels the entire transaction).
   • Payment settled: You will see a list of charges applied to the payment (and prior refunds) and can enter the refund amount for each line item.
6. If applicable, enter the partial refund amount and select Issue Refund.

NOTE: There is a 90-day limit for refunding a transaction directly back to the original payment method for credit/debit cards and eChecks.

When the refund is complete:

• The ledger will display a new Refund: Payment entry.
• The Applied/Refunded column will show the refunded amount.
• Changing the view to Refunds will also list the refund transaction.

For instructions on issuing full refunds, refer to our “How Do I Issue a Full Refund in iClassPro?” document.

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Refund Manually to Another Payment Method

If a refund cannot be processed electronically (for example, an expired card or gateway issue), you can manually issue a refund to another payment type.

• If the original payment was Cash, only Cash refunds are allowed.
• If the original payment was Check, eCheck, Credit Card, or External Credit Card, alternative refund options are Cash or Check.

Steps:

1. After selecting Refund, choose Change to pick another payment method.
2. Select the new refund type. The header will update to show that the refund will be issued to an alternate method.
3. Select Issue Refund to proceed or Cancel to exit.
4. Confirm the prompt “Are you sure you wish to refund this payment?” by selecting Yes.
   
5. The refund will then appear in the ledger under Refund: Payment with the date and amount recorded.
   

Important: Refunding a credit card transaction using cash or check may violate card brand rules. Only use this option when a refund to the original card is not possible.

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Important Notes

• Refunds can no longer be deleted from a ledger. To reverse one, you must VOID it instead.
• Voiding a refund removes it from the original payment record but keeps a voided entry in reports.
• Deleting a payment that has refunds will also delete the attached refunds.
• Partial refunds appear as Refund entries in reports (there is no “partial” label).
• If Technology Fees are enabled on your account, some ledger and editing restrictions are enforced.

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Troubleshooting & FAQs

• Why did I get an error when processing a refund?
  • The transaction may be too old or your gateway account may have changed since the payment was processed. Refunds must be sent through the same gateway that handled the original payment.
• Can I issue an eCheck refund through Payrix (formerly IntegraPay)?
  • eCheck refunds through Payrix are not supported electronically. These must be refunded via cash or check.
• Can I refund a credit card payment using cash or check?
  • This is not recommended, as it can violate merchant agreements and expose your business to chargeback risks.
• What happens if I delete a payment that had partial refunds?
  • The refunds will also be deleted. If the refund record needs to be retained, VOID the payment instead.

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Related Articles

• How Do I Issue a Full Refund in iClassPro?
• How Do I Edit/Correct an Existing Charge?
• How Do I Delete a Charge from the Family Ledger?
• How Do I Apply Payments/Credits in Family Ledgers?

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