9.2 Reverse a Student/Corporate Charge

Purpose: Use this document as a reference for the steps to take to reverse a charge off of a student or corporate account.

Audience: Student Financials Staff

To reverse a student charge - Navigation: NavBar > Student Financials > Charges and Payments > Reversals > Reverse Charge

To reverse a corporate charge - Navigation: NavBar > Student Financials > Charges and Payments > Reversals > Reverse Corporate Charge

  1. On the Find an Existing Value tab of the Charge Reversal page, enter:
    1. Business Unit
    2. ID - Student or External Org ID - Corporate
  2. Select the Search button.
Charege Reversal - Find an Existing Value tab

The Charge Reversal page looks very similar to the View Customer Account page.

  1. Select the Account Details link to verify the type of charge to be reversed.
Charge Reversal page with account line details
  1. If there is more than one charge, select the Item Details link to verify further regarding the charge to be reversed.
  2. Select the Return link at the bottom of the Item Details page to return the Charge Reversal page after charges have been verified.
Charge Detail page with charge amount and Reverse button
Item Details page with charge amount details
  1. Select the Reverse button to go to the Reverse Detail page.
Charge Detail page with Reverse button highlighted
  1. The Item Effective Date always defaults to the item effective date that is on the student's account. You don't need to update that.
  2. Enter a brief description for the reversal into the Description field.
  3. Use the looking glass to select the appropriate Reason for the reversal. Line Reason codes:
    1. ADM = Administrator Request
    2. CBK = Charge Back
    3. ERR = Clerical Error
    4. NSF = Not Sufficient Funds
    5. SYS = Computer System Error
  4. Select the OK button.
Reverse detail page
  1. You are taken back to the Charge Detail page where the charge amount is at a 0.00 balance.

Note - Because there is no longer a change amount, the Reverse button no longer appears on the Charge Detail page.

Charge Detail page with 0.00 amount and no Reverse button

View Customer Accounts

Whenever something has been done to a student's account, it is extremely important to go back and view the account to verify the actions applied were done correctly.

Navigation: NavBar > Student Financials > View Customer Accounts

  1. On the Find an Existing Value tab of the Customer Accounts page enter:
    1. Business Unit
    2. ID (This may default to the same student's ID from the previous process.)
  2. Select the Search button.
Customer Accounts - Find an Existing Value tab
  1. Select the Account Details link on the Customer Accounts page of the line item that was previously reversed.
Customer Accounts - Account Details link highlighted
  1. Select the Item Details link of the Account Details page to verify steps were applied successfully.
Account Details page - Item Details link highlighted

For a reversed charge, there is only a negative number displayed in the Item Amount. Notice there is no "R" next to the Item Amount that was reversed as there is in a reversed payment.

Payment Line Details negative item amount