Fee payments are sometimes recorded by mistake: against the wrong student, twice, or for the wrong amount. Deleting a payment outright hides what happened, which is risky for any school's accounts. This update introduces a safer way to correct mistakes.
What is new
- Void instead of delete – the payment stays in the records but is marked as voided
- Reason required – staff must enter why the payment is being voided
- Who and when – the system records the user who voided the payment and the time
- Invoice recalculated – the related invoice's paid amount and status are updated automatically
- Clear in history – voided payments are shown clearly in payment history and excluded from collection totals
Online payments need extra care
If the payment was made online through the payment gateway, voiding it in Class Command does not automatically return money to the parent. The system asks staff to confirm that a refund has been handled with the payment gateway before the payment can be voided. This avoids situations where the record says "voided" but the money was never returned.
Why voiding is better than deleting
- Accountability – every correction is traceable
- Accurate reports – collection reports exclude voided payments without losing history
- Audit-ready – auditors and management can see exactly what was corrected and why
How to use it
- Open the payment history screen
- Find the payment and choose the void option
- Enter the reason and confirm
- For online payments, confirm that the refund has been processed
The invoice will return to unpaid or partially paid, as appropriate, and can be collected again correctly.
Ready to make this part of your school simpler? Talk to the Class Command team and get a free, no-obligation walkthrough.