Parent Hub helps you track cash and cheque payments and refunds, so you can manage all of your payments in one handy place. In this section, we’ll show you how to:
Record a payment
When you receive a cash or cheque payment, add this to the student via SLIPS > Response Slips > slip name > Actions (for the student) > Add payment
Enter the amount, method and parent, plus a reference number and note if you wish. These will all be shown in your exports and when you view the transaction details.
You can record a payment for any amount, up to the amount still to pay. After adding the payment you will be prompted to send a message to the parent if you wish.
Process a refund
To refund a transaction, first find it in Transactions table for this slip, then click Actions > Refund transaction. Parent Hub will automatically fill the original amount, method and payer. Once you’ve returned the money to the parent, click Issue Refund.
The original payment will either show FR (Full Refund) or PR (Partial Refund) in the Status column.
Tip: anti-money-laundering best practice recommends refunding transactions using the same method used to pay. For example, cash & cheque should not usually be used to refund payments that were made electronically.
Bank cash & cheques
For this, head to the Banking Activity page of the linked account Admin > Banking Activity > account name (or just Admin > Banking Activity if you only have 1 payment account set up)
The REFUNDS TO COMPLETE tile tracks cheques you’ve issued, so you can record them as banked as soon as the cheque is cashed by the parent. This automatically changes the refund transaction in the Request from ISSUED to COMPLETE.
In the table, select the cheques that parents have cashed, and then click Mark as Banked
The MONEY TO BANK tile tracks cheque payments, as well as cash payments & refunds. Click Actions > Create Manual Pay-in. All unbanked transactions will be pre-selected, but you can de-select/re-select as needed.
You can also adjust the cash amount to be banked by applying an adjustment from the CASH ADJUSTMENT tile.
Tap Create Pay-in once the cash & cheques are counted and ready to take to the bank.
After you’ve deposited the money at the bank, record the pay-in reference number when you mark the pay-in as banked via Actions > Mark Pay-in as Banked. This also ensures the reference will appear in your exports.
Download settlement statements and transaction list exports
Use the Actions button to download a PDF settlement statement for pay-ins and cheque refunds, just as you would for your weekly Stripe pay-outs.
Settlement statements group transactions by Request, whereas export details creates a spreadsheet showing each and every transaction, together with reference numbers and notes, if recorded.