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Send, print or refund a receipt ​

When you need this ​

  • A parent asks for a copy of a receipt, or didn't get it when it was saved.
  • The school pays money back to a parent: an overpayment, or fees for a child who left.

Issue refund records money going back out to the parent. Use it only when the school really pays the parent. It is not a way to correct a mistake: see A receipt is on the wrong student below.

Steps ​

Open the receipt

  1. Open Receipts in the menu. Search by receipt number, or find the student's receipt in the list.
  2. Click the receipt to open it. Download receipt is next to Actions; the rest are under Actions.

Send it by email

  1. Actions → Send via email.
  2. To: is filled with the email addresses saved for the student. Add or change addresses if the parent gives you another one.
  3. Press Send Receipt.

Print or download it

  • Download receipt saves the receipt as a PDF, to print or send on WhatsApp yourself.
  • Actions → Print prints it on the desk's receipt printer. It is only there when the school has a receipt printer set up.
  • For a receipt that paid invoices, Actions may also offer a second layout, for example Download invoices-only receipt. Use it when the parent wants a copy that lists only the invoices it paid.

Issue a refund

  1. Actions → Issue refund. The Refund form opens.
  2. Refund Amount and Payment Method come from the receipt and can't be changed: the refund is for everything not yet refunded on this receipt.
  3. Cash account (refund destination): the account the money leaves, filled in from the receipt. Check it. If the school is paying the parent from another account (for example cash from petty cash, for a payment that came in by bank), choose that one.
  4. Reason: why the money is going back, for example Overpayment, Term 2.
  5. Reference: the reference of the payment out, if there is one (the bank or EcoCash reference).
  6. Date: the day the money goes back to the parent.
  7. If you didn't change the cash account, tick I confirm the refund destination is correct.
  8. Press Submit.

What you should see ​

  • Send via email: Success! Receipt sent successfully on the email page.
  • Print: Receipt sent to printer.
  • Issue refund: the receipt now shows Refunded, and a new receipt marked Refund is in the Receipts list. The invoices the payment had paid are unpaid again, and the student's balance goes up by the refund. The money is recorded as leaving the cash account you chose.

If something goes wrong ​

  • Issue refund is greyed out ("Already fully refunded"): everything on this receipt has been refunded.
  • "Confirm the refund cash account before submitting.": tick I confirm the refund destination is correct., or choose the account.
  • "Refund date cannot be before the original payment date": set Date to the payment's day or later.
  • The parent should get back only part of the payment: the refund always pays back everything left on the receipt. Ask the bursar before refunding.
  • A receipt is on the wrong student, or for the wrong amount, and no money is going back: don't use Issue refund. It would record money leaving the school's account that never left, and the cash book would no longer match the bank. There is no action to reverse a receipt yourself. Tell the bursar the receipt number and what it should have been; the bursar asks Modial support to correct it. Don't record a second receipt in the meantime.
  • The wrong receipt came from a bank statement line: undo it on the statement instead, with ⋮ → Unmatch on the line. See Work through a statement's lines.