Introducing Refunds

Introducing Refunds

Introduction 

Managing refund requests efficiently is critical for maintaining student satisfaction and ensuring smooth financial operations for your institution. The Refund Page in Collexo serves as a centralized hub for handling all refund-related information, whether you're creating new refund requests, searching through existing ones, or managing refund statuses and documentation.

This guide will walk you through the full set of functionalities available under the Refund page, helping you make the most of the tools provided for managing student refunds accurately and at scale.
  1. Go to the menu.
  2. Click on Transactions
  3. Select Refunds

Refund Overview

The Refund page displays all refunds processed within your institution. The page includes a comprehensive table with the following columns:
  1. Refund ID - This is a unique identifier for each refund record.
  2. Order ID - This is a reference to the original payment order.
  3. Order No - It's the order number of the applicant for which the payment was made and the refund is being initiated.
  4. Mobile No -Its the student's contact number 
  5. Paid Amount - This displays amount originally received
  6. Refund Amount - This displays amount being refunded
  7. Status - Current status of the refund (e.g., Refunded, Pending, Failed)
  8. Created - Date and time when the refund was created

How to Issue Refunds?

Notes
Note: Before creating a refund, ensure you have the required permissions to process refunds.
To create a new refund, follow these steps:
  1. Click on the "Issue Refund" button located in the top-right corner of the Refund page.
  2. The "Refund (Offline)" pop up will open, displaying the following fields:
    1. Order ID - Enter the Order ID from the original payment. Note: Ensure that the Order ID is entered correctly, as it links the refund to the original transaction.
    2. Refunded Via - Select the refund method from the dropdown. Three options are available:
      1. DD (Demand Draft) - For institutional refunds via formal banking instrument
      2. Cash - For direct cash refunds
      3. Bank Transfers - For direct account transfers 
    3. Refund Ref. No. - Enter the refund reference number. This could be a DD number, transaction reference, or check number. This field helps in reconciliation.
    4. Refund Notes - Enter detailed notes explaining the reason for the refund. For example Student withdrew an application on [date] so full refund approved per institutional policy , Duplicate payment detected, Scholarship approved.
  3. Once all fields are completed, click the "Submit" button to process the refund. 
  4. The refund will immediately appear in the Refund page with the status "Refunded"

Searching Refunds

To search for a refund, follow these steps:
Click on the Search icon.
Select a search parameter from the dropdown next to the input field (such as Refund ID, Order ID, Student Name, Mobile Number, etc.).
Enter the relevant value in the input box and press Enter to view the matching results.

Filtering Refunds

  1. You can click on the filter icon at the top right to narrow down refund records. 
  2. Apply filters using the available dropdown or date fields. 
  3. This makes it easier to quickly identify specific refunds that match your criteria, such as refunds created within a specific date range, refunds with a particular status, or refunds processed through a specific method.

Downloading Refunds

To download refund records:
  1. Select the records you want to download and click on the download button.
  2. You can select to download refund records based on filtered results, specific search value, or the complete dataset by selecting the desired records from the list view.
  3. In the confirmation pop-up, click Continue to proceed with the download request.
  4. A message will appear stating that your download is being processed, and you will be notified via email once it's ready. 
  5. Click OK to close the pop-up.
  6. The system will begin processing your request, and once completed, the file will be available on the Download Request page (in case you have  permission for this page ). Click on the download button on the request page to download the file.

Viewing Refund Details

  1. To view detailed information about a specific refund:
  2. Click on the Refund ID or select the three dots action menu for a particular refund row. Select "View Details" from the options.
  3. A detailed view will open showing the refund details.

Conclusion

This article walks you through how the Refund Records page in Collexo helps you manage all refund-related data in one place. From creating and updating refund records to searching, filtering, or downloading them, it's all made simple and efficient. By utilizing these features, you can ensure that refund processes are handled systematically, maintain proper documentation for compliance, and provide students with transparent and timely refund management.

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