Financial Services
XX.X WORK 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 ................................................................................................................................................. 2
PURPOSE ...................................................................................................................................................... 2
COVERAGE ................................................................................................................................................... 2
PARTIAL REFUNDS .................................................................................................................................. 2
WORKFLOW ................................................................................................................................................. 2
EXAMPLE ..................................................................................................................................................... 2
RELEVANT POLICY AND GUIDELINE DOCUMENTS ..................................................................... 2
OTHER RELATED DOCUMENTS........................................................................................................... 3
POLICIES ...................................................................................................................................................... 3
PROCEDURES AND GUIDES ........................................................................................................................... 3
FORMS ......................................................................................................................................................... 3
LINKS ........................................................................................................................................................... 3
CONTACTS .................................................................................................................................................. 3
REVIEW ....................................................................................................................................................... 3
FINP 4.1 – Invoicing and Receivables PolicyFinancial Management Unit
July 16
Policies and Procedures Practice Manual
Page 1 of 3
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 Instruction applies to Financial Services Revenue Staff Only.
Partial Refunds
Workflow
1.
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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 1243 processed originally for $250.00 for
student fees. The customer is now to be refunded $50.00 back onto their credit card.
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At step 5 the original receipt number for the $250.00 transaction is entered.
At step 9 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 due for $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 Policy and Guideline Documents
FINP 4.1 – Invoicing and Receivables PolicyFinancial Management Unit
July 16
Policies and Procedures Practice Manual
Page 2 of 3
FINP 4.1 Invoicing and Receivables Policy
xx.x Cashiers Back Office Guidelines
xx.x Cashier and Revenue Collection Guidelines
Other Related Documents
Policies
Procedures and Guides
Forms
Links
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 Unit
July 16
Policies and Procedures Practice Manual
Page 3 of 3