How do I refund dinner money for a cashless balance?

Please note: For you to be able to refund the dinner money back to the parent, the payment is required to be made on ParentMail. If the money was transacted via ParentMail 2 or added via the tills, you are required to make a till side adjustment and refund via Cash or Cheque instead.

Firstly, you will need to go to Payments > Cashless Reconciliation:

If you do not see this section, it is most likely that you are missing the permission to ‘Manage Cashless Catering’. Please advise the main admin to grant this permission by following the instructions here.

Next, you will see a list of all users that have a cashless account.

In the search field under ‘Name’, please enter in the name of the user you would like to refund and click ‘Filter’ to see the user.

This will then show the user and their details. Please click onto the blue balance under the header ‘Current Balance’:

On the right-hand side, you will have the balance showing and underneath will be a field to enter in the amount you would like to refund.

You are only able to refund the amount of the balance.

Please enter in the value of the balance or the amount you would like to refund and click the Refund button.

If you receive the error message, “You are not allowed to refund more than the £0.00 that has been paid against this item” this means that the money has not been paid onto ParentMail and therefore, unable to refund via ParentMail. You will need to make a till adjustment to remove the balance and then refund the parent by Cash/Cheque.

If you receive a message with a refund summary, it will confirm the amount you will be refunding and the payment method.

When you click ‘Next’ you will receive a successful message.