In rare cases, online payments done by parents could not be mapped to the fee dues defined. Such transactions gets tagged as Anomaly and needs manual intervention from the school accountant/admin to map it. Adjustments screen help you in dealing with those transactions.
Lets go through the possible scenarios for a transaction to get tagged as Anomaly.
1. Double Payments
If a transaction takes time to confirmed by the bank, transaction status will be marked as Pending. In such cases, system keeps checking with the bank to confirm the payment. Hence, the system places a temporary lock on the dues and does not allow a parent to retry the payment for 30mins. Post that, parents can re-attempt a transaction. In case the parent makes the 2nd attempt and after some time, both the transactions get success, it will result in double payment from a parent for a single fee due.
In such cases, receipt gets created for the first transaction that gets marked as success. 2nd transaction will get tagged as anomaly
2. Fee Structure Change
Lets say a parent started a transaction for online payment. Before it gets completed, admin/accountant from the School does some fee settings changes because of which fee due structure of the student changes, then the transaction amount may not match with the expected fee due. This results in transaction becoming an anomaly.
If the parents were paying fees at midnight, and fine got computed before the transaction got success, it will lead to the anomaly in the fee transaction.
Alerts are sent to both the admin and the parent immediately when a transaction gets tagged as anomaly. A banner is also shown in the online transactions to remind the admin/accountant about the such transactions.
The school admin/account is expected to adjust these anomaly payments against the future dues or issue a refund.
School gets the following options in the Adjustment screen.
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- Adjust against other dues
- Money received in the transaction can be used to pay existing (current/future) dues of the students.
- 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.
- Refund the amount
- User can choose to refund the extra amount received from the parents.
- Only fee amount would be refunded in this case.
- Service charge & GST charged extra from the parents cannot be refunded as per the agreement is done between the payment gateway provider & the school.
- 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.
- Refund request raised would be processed in 8-10 business days and would be deposited back to the parent’s account.
- Adjust against other dues
NOTE: It is advisable for the school user to confirm with parents once on the course of action, before doing the adjustments.