Sometimes a receipt is captured incorrectly or an application is archived by mistake. This article explains how to cancel a receipt, what to do when a receipt cannot be cancelled, how to move a receipt issued to the wrong family, and how to make an archived application live again. It is for finance and admin staff at the school.

Finances > Cashbook > Receipts

How do I cancel a receipt?

1. Navigate to Finances > Cashbook > Receipts.

2. Find the receipt by filtering on receipt number, manual receipt number, family code, family, received from, amount or description.

3. Click Cancel receipt at the bottom of the page.

4. Select a reason from the dropdown.

5. Confirm the cancellation.

Why can I not cancel this receipt?

• Deposited receipts: A receipt that has already been deposited cannot be cancelled.

• Bank statement receipts: A receipt issued directly from a bank statement cannot be cancelled.

• How to correct it: Process a payment to reverse the amount, then issue the receipt again correctly.

What do I do if I issued a receipt to the wrong family?

Use a re-allocation to move the receipt to the correct family. The whole receipt amount moves, because partial re-allocations are not supported.

Finances > Debtors: Re-allocations

For the full steps, see the article How to perform a re-allocation.

How do I bring back an application I archived?

Applications can never be deleted or removed. They can only be marked as archived, so the learner's details stay on the system.

1. Open the learner's profile.

2. In the menu on the left of the learner's profile, choose to re-enrol the learner.

3. Complete the enrolment. The learner is live again.

Frequently asked questions

How do I delete a receipt?

Receipts are not deleted, they are cancelled. Go to Finances > Cashbook > Receipts, find the receipt, click Cancel receipt at the bottom of the page, choose a reason and confirm.

How do I reverse an incorrect payment on a receipt that is already deposited?

A deposited receipt, or one issued from a bank statement, cannot be cancelled. Process a payment to reverse the amount and then issue a new, correct receipt.

Can I move only part of a receipt to another family?

No. A re-allocation always moves the full receipt amount to the other family. Partial re-allocations are not supported.

How do I retrieve an application that was removed?

Applications cannot be removed, only archived. Open the learner's profile and re-enrol them from the menu on the left of the profile to make them live again.

Can I permanently delete an application?

No. Applications can only be archived, never deleted, so the record is always available if the learner returns.