Tutorial · Oratory and children

Manage GrEst and after-school fees and refunds

Check the edition’s balances, record a payment, amend or cancel a registration with the adjustment, and refund the credit to the family.

5 minVerified on 26 Sept 2026Leaders and office staffAvailableAvailable on activation

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Step 1 of 4

In this guide

Start

1Step 1 of 4 · 30 s

Read the edition’s balances

Open Oratorio, then GrEst, and the Payments tab. Payments and balances sums up Total due, Net collected, Outstanding and Refunded. Filter by All, Outstanding, With credit, Settled or Payment in progress, or search for a participant. Select a row to open Items and Payments.

Payments and balances with the Outstanding filter — **Fig. 1**The filters show how many participants are in each state.

2Step 2 of 4 · 1 min

Record a payment

Open a participant with a balance and select Record payment. Check Amount (€), choose Cash, POS, Bank transfer or Other, add the Existing receipt number (optional) if needed and select Confirm payment. With Forms turned on, Issue receipt creates the receipt and fills in its number.

Record payment window with POS selected — **Fig. 2**Confirm payment records the payment against the balance.

3Step 3 of 4 · 2 min

Amend or cancel a registration

Amend registration opens Registration adjustment: change Weeks, Meals, Extras and trips, or tick Cancel registration. Write the Reason, select Calculate difference and check Previous total, New total and Difference, then Confirm amendment.

Registration adjustment with Cancel registration and the Difference calculated — **Fig. 3**Check the difference before confirming.

4Step 4 of 4 · 1 min

Refund the credit

If the family paid more than is due, the row shows the credit and Refund credit appears on the payment. Enter the amount, up to the maximum available, and the Reason, then select Confirm refund. The outcome appears under the payment: Refund completed, Refund processing or Refund failed with Retry refund.

Export payments CSV downloads every payment of the edition.

Participant with a credit and the Refund credit button — **Fig. 4**The credit comes from cancelling the registration.

What you have achieved

Every payment, amendment and refund is recorded on the participant’s balance.
You know which families still have to pay and who is owed a credit.

Troubleshooting

Record payment is disabled

An online payment is in progress for that participant: wait for its outcome before recording other payments.

I see “Check the fields and available amount. Enter a reason of at least 3 characters.”

The amount is higher than the balance or credit available, or the reason is too short.

I see “Operation not completed. Refresh and retry: the fee or permissions may have changed.”

Someone changed the fee in the meantime or your permissions changed: reload the page and try again.

I see “This refund needs reconciliation with the payment provider. No new refund was started.”

Do not repeat the refund: check the payment’s outcome first.