If you wish to cancel an intake and/or refund any applicants who have paid for their application, you can do so through the intake options menu. To do this, open an existing intake and click "Options" > "Cancel" in the top right corner.
A modal will display which outlines different cancellation controls and refund options.
Please Note: The cancellation function is intended for existing intakes which have received applications, but are no longer going ahead. Do not use the cancel function if you are unhappy with an intakes configuration.
Refunding Applicants
From the "Cancel Intake" window, there are two methods available for managing financial changes as a result of an intake being cancelled.
A cancellation with simple finance controls is useful if all applicants will receive a full refund (or no refund at all) on products and levies. The more granular CSV option is best for cases where applicants are only receiving partial refunds, or if you are refunding certain products for certain users.
Simple finance controls:
If you wish to remove all levy items from all existing applications check the "Remove all levies added to this intake's applications?" box. You can also remove all products from the intake's existing applications by selecting "Force the removal of all products added to this intake's applications?".
To apply a refund for these now void items, tick "Apply an automated refund to all applier's accounts after levies are removed for payments made?". Leaving this box unticked will not automatically refund applicants who have already paid for their application, leaving the user with a credit to the association.
By default users are emailed when a refund is processed. You can disable this by checking the "Silently issue refunds not emailing the user?" box.
Please note: Refunds can still be processed manually for each applicant via your organisation profile.
Granular finance controls:
If you wish to have more control over the order items for individual applicants, check the "Upload CSV providing granular control of finance cancellation" box. Following this, click on "downloading the CSV template" to download an export of all intake applicants and their order items.
Once opened you will see each applicant and their order items listed in a table, as per the below screenshot. Applications are listed in the y-axis, with their order items listed in the x-axis.
The amount outstanding for each applicant is listed in the "account_balance" column, and a unique id is given to each order item in the header row.
To edit the order items for each applicant, click in the relevant cell and change the price accordingly. Changing a product or levy's price to "0" will mark it as void in the system, removing it from the applicants order item list.
If an applicant has already paid for an item that is now marked as void, they will be credited the full amount of this void product.
You can also partially refund a user by reducing the cost of an order item in this table. This is useful in scenarios where there are non-refundable components of a levy or product.
Once satisfied with your changes to the document, save it as a CSV.
Note: Do not delete or change values in the header row.
Now navigate back to the cancellation screen in Dash and upload your newly created file.
Once your file is uploaded, to prompt the system to automatically refund any credits created by voiding/reducing items in the CSV, tick "Apply an automated refund to all applier's accounts after levies are removed for payments made?".
By default users are emailed when a refund is processed. You can disable this by checking the "Silently issue refunds not emailing the user?" box.
Click "Cancel Intake" to finalise the cancellation.
Please Note: Refunds processed through Dash do not return money to the applicant and are primarily used to clean up user accounts/balances. You are still required to manually process refunds via your financial institution.