Normally, the system won’t let you refund a fee that is managed by the automatic process of assigning fees from the Student Information System. So if you find yourself needing to apply a discount to an already assigned fee, follow these steps:
- Change the dollar amount of the fee (under Products) to reflect a prorated value, for example from a $100.00 to $50.00 for a registration fee. Make a similar adjustment under the REDUCED coupon, if applicable.
Alternatively, you can leave the existing product as-is, clone it, and make the cloned product serve as the prorated fee. Then reuse the billing code from the original product in the cloned product. Creating a clone has the advantage that you can quickly reuse the products year-over-year.
- Temporarily deactivate the student that you want to prorate the fee for.
- Refund the fee with a note “prorated fee”, for example.
- Activate the student again.
Note: When you deactivate a student, the system allows you to make refunds of any SIS assigned fees.
Overnight the system will realize the student is missing a fee — because you refunded it — and will charge it again. Because the fee was adjusted in the Product’s configuration the new charge will reflect the new price. In addition, every new student who comes to your district will be billed this prorated fee going forward.
Don’t forget to restore the original prices of product(s) that you prorated before the start of the next school year.