Adjustments Overview

1. Adjustments are those transactions for which fee collection could not happen due to the mismatch of the dues and the fees being received.
2. These transactions don’t have a receipt against them. They have to be mapped by the admin manually.
3. Adjustment of the money received can be required in 2 cases:
   1. Anomaly Transactions
      1. If the parents had started doing a fee payment, and meanwhile admin/accountant from the School does some fee settings changes because of which fee due structure of the student changes, then the fees paid won’t match with the fee due structure as it has changed. This results in transaction becoming an anomaly.
      2. If the parents were paying fees at midnight, and fine got applicable, when the payment was successful, it may lead to the anomaly in the fee transaction.
   2. Duplicate Transactions
      1. The system gets blocked for 30 mins if a parent attempts a transaction and the system doesn’t receive any response from the Bank. Post that, parents can re-attempt a transaction.
      2. If for the 1st transaction, money got deducted, it is advisable for parents to not attempt another transaction (Even if the transaction status shows pending).
      3. But if they do, then it may result in duplicate transactions rarely
      4. Note that, only 1 receipt gets created in such cases. 2nd transaction becomes a duplicate transaction which gets added in the adjustments list.
4. School users should keep on checking the Adjustments as the money is floating until the school takes action on the transaction.
5. School gets the following options by clicking on ‘Adjust’ in case if they want to adjust the transactions which are lying here:
   1. Pay existing dues
      1. Money received in the transaction can be used to pay existing (current/future) dues of the students.
      2. By clicking on the option, the user would be redirected to fee collection screen where she would be able to adjust the exact fee amount that has been received from the parents in this transaction and a fee receipt would be generated.
   2. Refund the fees received (Note: Option available for gateways other than Billdesk)
      1. User can choose to refund the fee received from the parents.
      2. Only fee amount would be refunded in this case.
      3. Service charge & GST charged extra from the parents cannot be refunded as per the agreement is done between the payment gateway provider & the school.
      4. Any refund request can be raised in the stipulated time allowed by the provider. Stipulated time in our case will be the time before the fee settlement into School’s bank account.
      5. Refund request raised would be processed in 8-10 business days and would be deposited back to the parent’s account.

NOTE:

1. It is advisable for the school user to confirm with parents once on the course of action, before doing the adjustments.
2. For Billdesk, any refund to be done has to be done from the Billdesk console given to the School.