> ## Documentation Index
> Fetch the complete documentation index at: https://docs.deandesk.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Transactions & refunds

> View payment history, search transactions, and issue full or partial refunds.

<Info>
  **School-level feature** — managed within your school portal at `yourschool.deandesk.com`.
</Info>

The Transactions and Refunds tabs in the Finance section give you a complete view of every payment processed through your school's Stripe account. You can search and filter transactions, issue full or partial refunds, and track refund status.

## Transactions

Open **Finance → Transactions** in the admin sidebar.

### Transaction list

Each transaction row shows:

| Column           | What it shows                                                              |
| ---------------- | -------------------------------------------------------------------------- |
| **Date**         | When the payment was processed                                             |
| **Description**  | Payment description and payment method (card, ACH, or Link)                |
| **Payer**        | Who made the payment                                                       |
| **For**          | Who the payment is for (may differ from payer for parent-paid enrollments) |
| **Amount**       | Total charge amount (with refunded amount shown below if applicable)       |
| **Refund State** | Not Refunded, Partially Refunded, or Fully Refunded                        |
| **Receipt**      | Link to the Stripe receipt                                                 |
| **Action**       | Refund button                                                              |

### Summary statistics

Four metrics appear at the top of the page:

* **Total Count** — number of transactions
* **Gross Processed** — total amount collected from successful payments
* **Total Refunded** — total amount refunded across all transactions
* **Net Collected** — gross processed minus total refunded

### Searching transactions

Use the search bar to find transactions by:

* Customer name
* Charge ID
* Invoice ID
* Payment description

### Filtering transactions

**By payment method:**

* All methods
* Card
* ACH (bank transfer)
* Link

**By refund state:**

* All states
* Not refunded
* Partially refunded
* Fully refunded

### Pagination

Transactions are paginated with configurable page sizes of 10, 25, or 50 rows. Navigate between pages using the Previous and Next buttons.

### Export to CSV

Use the export control at the top of the Transactions tab to download transactions as a CSV file:

<Steps>
  <Step title="Choose a date range">
    Pick a **begin date** and **end date** with the date pickers next to the export control.
  </Step>

  <Step title="Export">
    Click **Export**. A CSV containing every transaction in the selected date range downloads to your computer.
  </Step>
</Steps>

<Tip>
  Export month-by-month or term-by-term ranges for financial reconciliation or to import payment history into your accounting software.
</Tip>

## Issuing refunds

You can issue full or partial refunds directly from the Transactions tab.

<Steps>
  <Step title="Find the transaction">
    Use search and filters to locate the payment you want to refund.
  </Step>

  <Step title="Click Refund">
    Click the **Refund** button on the transaction row. The button is disabled if the transaction has already been fully refunded.
  </Step>

  <Step title="Choose refund amount">
    The refund dialog shows the **available refund amount** — the original charge minus any previous refunds.

    You have two options:

    * **Partial refund** — enter a custom dollar amount (minimum \$0.01, maximum the available amount)
    * **Full refund** — click **Full Refund** to refund the entire available amount
  </Step>

  <Step title="Add an internal note (optional)">
    Enter a note for your records. This note is visible only to admins in the refunds overview.
  </Step>

  <Step title="Confirm">
    Click **Refund**. The refund is processed through Stripe and the transaction's refund state updates accordingly.
  </Step>
</Steps>

<Note>
  Refunds are processed through Stripe and typically take 5–10 business days to appear on the customer's statement. The refund amount is deducted from your Stripe balance.
</Note>

## Refunds overview

Open **Finance → Refunds** for a dedicated view of all refunds issued from your school.

### Refund list

Each refund row shows:

| Column           | What it shows                                                     |
| ---------------- | ----------------------------------------------------------------- |
| **Date**         | When the refund was issued                                        |
| **Refunded For** | The person the refund applies to                                  |
| **Requested By** | Who initiated the refund                                          |
| **Type**         | Category (Fee Waiver or Manual Refund) and sub-type if applicable |
| **Amount**       | Refund amount                                                     |
| **Status**       | Succeeded, Pending, Failed, or Canceled                           |
| **Notes**        | Fee names (for fee waivers) or admin notes (for manual refunds)   |

### Summary statistics

Four metrics appear at the top:

* **Total Refunded** — sum of all succeeded refunds
* **Pending** — number of refunds still processing
* **Fee Waivers** — number of refunds linked to approved fee waiver requests
* **Other Refunds** — number of manually issued refunds

### Refund categories

DeanDesk tracks two categories of refunds:

**Fee waiver refunds** are created automatically when an admin approves a fee waiver request (e.g., waiving an application fee). These show the fee names in the Notes column and include a sub-type indicating whether it was an application fee or child application fee.

**Manual refunds** are issued directly from the Transactions tab by an admin. These show the admin's internal note in the Notes column.

### Filtering refunds

**By category:**

* All categories
* Fee waiver refunds only
* Manual refunds only

**By search:**

* Search by customer name or order reference

### Refund statuses

| Status        | Meaning                                                |
| ------------- | ------------------------------------------------------ |
| **Succeeded** | Refund has been processed and funds are being returned |
| **Pending**   | Refund is still processing                             |
| **Failed**    | Refund could not be processed                          |
| **Canceled**  | Refund was canceled before processing                  |

## Best practices

* **Prefer partial refunds when appropriate.** If a student attended part of a program, a partial refund is more appropriate than a full one.
* **Always add internal notes.** Notes create an audit trail that helps when reviewing refund history later.
* **Check the Refunds tab after issuing refunds.** Confirm the refund status changed to "Succeeded" — failed refunds need to be re-issued or investigated.
* **Use fee waivers for application fees.** If a student requests a fee waiver, process it through the admissions fee waiver workflow rather than issuing a manual refund. This keeps the waiver linked to the original application.