Overview
Payments allow transactions through an external payment provider in SchoolEngage. These payments can be attached to fields in the forms to allow guardians to pay for the appropriate items based on their child’s needs.
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Payment orders and their statuses can be quickly viewed on the review page if any application that you’re reviewing has an associated payment. This can been seen with in the status column. If there is a green $ icon, that represents that the order has been paid. A red $ icon means that we are still awaiting payment for that application.
Regardless of the current status of the payment, hovering over the dollar sign icon will provide a short description of the payment and clicking on it will bring up the full order detail information.
Orders on the Application Screen
If an application has a payment attached to it, there will be a button in the right hand menu under the review section labeled “Payment” with the current status of that payment. Clicking on that button will once again open up the full order detail information.
In a scenario where the incorrect payment item has been applied to an application, it is possible to correct the form and save it. This should regenerate the payment items for this app as long as they currently have a Not Paid status.
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Send Emails with the Envelope Button
Open the order detail information with the “i” button
If a payment order has a recurring portion to it, it will have a button with a card icon appear under the card icon column. Clicking this button will display the information for each individual recurring payment.
Go direction to the associated application by clicking on the form name in each row
Go directly to the guardian or student profiles by clicking on the relevant user’s name.
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Below, you can see an example of the Order Detail modal that appears when you’d like to further inspect payments in more detail.
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From this screen, you can see all of the payment items and apps associated with this order as well as their prices, discounts, and penalties. The current status of the order can be seen at the bottom, and there are many options from this screen:
Audit
This allows you to view an audit history of the selected order. You can view any status changes that have occurred as well as when.
Receipt
Opens a copy of the receipt for the order. This receipt is viewable from the parents view as well.
Refunds
Allows a user to send full or partial refunds for the order back to the parent.
Mark As…
Allows you to set a virtual status in SchoolEngage in case payments or refunds are made outside of the system. This allows these statuses to still be tracked within SchoolEngage. This option also allows you to set if an order should be Waived or other additional statuses.
Attaching Payment Items to Forms
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When selecting the payment items, for ease of use, every option below the selected one that hasn’t been modified yet will match the new selection. Keeping this in mind while you’re selecting your conditions order could save some time on setup.
Payment Exports
All of the information regarding payments in SchoolEngage can be exported as .csv data. SchoolEngage has default options for exporting payment data, but if the division requires specifically formatted payment data, it is possible to request a customized export.