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Wisenet

      How to Refund StudyLink Payments

      If a learner is eligible for a full or partial fee refund after a course change or withdrawal, and the original payment was made by StudyLink, the training organisation must return the refunded amount to StudyLink.

      A typical process is:

      1. Update the learner’s unit and/or course enrolment to reflect the change or withdrawal.
      2. Find the invoice for the affected course fees and confirm that it was paid by a payment with the StudyLink payment method.
      3. Create a refund against that payment for the amount being returned to StudyLink.
      4. Wisenet automatically unallocates the payment from the invoice and asks whether to create a credit note. Choose Yes to create a credit note for the invoice.
      5. Later, include the refund in a StudyLink Refund Schedule. The credit note is not a refund record and is not added to the schedule.

      StudyLink batch imports and refund schedules are available only for Premium Edition customers.

      1

      Process a Refund

      1. Navigate to Payments

      You can access the Payment you want to refund in two ways:

      From an Invoice

      1. Navigate to the relevant Invoice Details page.
      2. Select the Payment link to open the Payment Details page.

      From Payments

      1. Navigate to LRM > Finance > Payments.
      2. Select the relevant Payment to open the Payment Details page.

      2. Enter the Refund details

      1. Click Action > Refund Payment
      2. Complete the refund details – The available refund options depend on how the Payment has been utilised.
        • If the Payment is fully utilised, the Payment can only be refunded in full.
          • Refund Amount – The full Payment amount is automatically populated and cannot be changed.
          • Refund Date – Automatically set to today’s date and cannot be changed.
        • If the Payment has an amount available to refund
          • Refund Amount – Enter the amount to refund.
          • Refund Date – Enter the date of the refund. The Refund Date must be on or after the Payment Date and after the Accounting Period Lockdown date.
          • Finance Payment Method – Auto-populated to Manual.
          • Payment Method – Auto-populated to StudyLink

      3. Process the Refund

      Choose how you want to complete the refund:

      • Issue to process the refund.
      • Issue & Email to process the refund and email a refund confirmation to the debtor.
      • Review the Refund Confirmation message and confirm

      2

      Create a StudyLink Refund Schedule

      A Refund Schedule is the .PAY file sent to StudyLink to report refunds paid back to them.

      Choose one or more eligible refunds to include. A refund is eligible when:

      • It is a refund of a payment, not a credit note.
      • The linked payment’s payment method is StudyLink.
      • The refund has not already been included in a Refund Schedule.
      • The refund has not been reversed.

      Each refund record in the schedule is linked to exactly one Wisenet refund. The schedule must contain at least one refund record.

      1. Navigate to LRM > Reports > StudyLink
      2. Click Refunds
      3. Click Create Refund Schedule
      4. Select the refunds to include in this Studylink refund schedule.
      5. Click Next
      6. Enter the Date Paid (The date defaults to today’s date and the date does not need to be after the accounting lockdown period)
      7. Click Create Schedule
      8. The refund schedule file is now created. Click on the .pay file under actions to download.