We are in the process of changing our Online Payment Provider that is used to process payments in MyChildAtSchool (MCAS). This is a phased move for all schools which we aim to complete by the end of the year.
This guide details the timeline and changes for both Schools and MCAS users (Parents).
IMPORTANT: There is no change to the transaction fee for Online Payments.
All schools are planned to be moved over by Christmas 2023.
You do not need to know the precise date that your school is being moved to the new platform but it is helpful if you are aware of the change for parents.
Changes for Schools
The only change for schools is the following scenario. An MCAS user contacts the school within 30 minutes of making an online card payment and asks for a refund of part of the order they have just made. For example if they ordered 3 items on MCAS and want a refund for one of the items.
In this example the school will go to Modules>MCAS>View Orders>Select the Order> Edit.
If this is done within 30 minutes of the Online Payment being made then the school only has the option to click Refund Order to Refund the whole Order instantly.
If Refund Order is selected within 30 minutes of making the online payment then the user will not see the transaction on their bank records as the transaction is still in the ‘capture’ stage, in effect the Refund Order will cancel the whole transaction completely i.e. it will not show as a payment and then a refund on bank transactions for the parent.
The option to click Refund Item will take up to 30 minutes to appear on the View Orders screen after the Online Payment has been made.
If Refund Item is selected and processed after the 30 minutes then the transaction is in the ‘authorise’ stage so this will show as separate transactions, i.e. one for the original total amount and then another refund transaction.
Changes for MCAS users
- Re-enter SAVED CARD details
- Enter Name, Address and Postcode
- World Pay pop up
- Requesting refunds
When using World Pay for the first time the MCAS users will have to re-enter any previously SAVED CARD details when paying as any previously saved card details will be deleted.
Once the card details have been saved as with all Online Payments the MCAS user will just have to enter the CVV (Security Code)
Users will also have to enter in their Name, Address and Postcode for each card payment. This requirement is temporary and will be updated in future releases so users will only need to enter the CVV ( Security Code) for future transaction.
The screenshots below show examples of making Online Payments with a card in MCAS through World Pay.
Items in Basket in MCAS
Click Use New Card
Enter your Address, City and Postcode, you will need to do this for every transaction. (This will change in a later release where it will prepopulate them)
If required click to Save card details for quick payment in the future.
Click Confirm & Pay
The World Pay pop up now appears.
- When using this for the first time enter your Card number, Cardholders name, Expiry date and Security code. For any future transactions you will only need to enter the Security code.
- See the Reference number in the Order summary panel. The first 13 digits of this Reference will be visible to your school as your Order Number once the payment has been made.
- If you want to return to MCAS click Cancel
When you have entered all the required Payment details click Make Payment.
The window will update and ask you to wait while the transaction is being processed.
Once the payment has been processed you will be returned to MCAS with the following confirmation
If you click on the drop down next to your name in the top right of the screen and select Payment History you will see the transaction.
In the scenario you want to request a Refund you can contact your school who will process this for you.
Be aware that if you contact your school to request a Refund within 30 minutes of making the payment in MCAS then your school will only be able to Refund the Whole Order as the transaction is still in the ‘capture’ stage. If your school then clicks to Refund Order this will cancel the whole payment completely i.e. it will not show as a payment and then a refund on your bank transactions.
The option for your school to Refund specific items/amounts will take up to 30 minutes after the payment was made in MCAS to appear on their Bromcom screen.
If Refund Item is selected by your school and processed after the 30 minutes then the transaction is in the ‘authorise’ stage so this will show as separate bank transactions, i.e. one for the original total amount and then another refund transaction.