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.

Payment Items

Basic Options

In order to incorporate payments into forms, Payment Items that parents can pay for must first be created.

These payment items have many options:

• Type

  • Can be a “normal” single payment, for incorporate a “recurring” monthly payment to allow parents to pay for things in installments.

• Name

  • The reference name of the payment item. This will appear in the parents basket as well as receipts.

• Category

  • The category of the payment for better organization in the interface.

• Description

  • A more elaborate description of the payment item. (But can be the same as the name) This will appear in certain modals when referencing the payment item.

• GL Code

  • And internal code that can be used to keep track of items when exporting payment data from SchoolEngage.

• Count

  • The maximum number of these items that are available to purchase. This setting is optional, but will prevent parents from buying more of the item than is available.

Recurring Payment Options

• Initial Payment

  • The portion of the price that will be paid on checkout.

• Amount Recurring

  • The number of times that payments should come out.

• Months to recur over

  • The number of months that the recurring payments should come out over.

• Month to start

  • The month that the recurring payments should begin.

Payment Orders

Payment orders and their statuses can be view in multiple locations within the SchoolEngage interface.

Orders on the Review Page

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.

Orders on the Payment Orders Screen

The payment orders screen lists all of the orders currently in the system. It also provides filtering options to allow users to better search for specific orders.

From this screen you can do many things with each order:

• 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.

From this screen, it’s also possible to send mass emails based on the selected and filtered orders by using the Actions with Selected button.

Order Detail Information

Below, you can see an example of the modal that appears when you’d like to further inspect payments in more detail.

Open

An example of the Order Detail Modal

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

Time to Charge

For the form there are three point that can be selected for when to charge the parent

1. Allow to pay later

   • This allows the parent to submit the form but pay for the charges at a later time

2. Submit after payment

   • The form that the parent is working on will only be submitted after the parent has made the payment

3. Charge on Approval

   • With this setting, the parent can submit the form and enter their payment information, but they will only be charged once the form is approved

Payment Conditions

You can select from any existing field on the form with multiple options to be a conditions. Conditions determine what payment item should be applied to the form when the parent submits it. Up to three conditions can be grouped at once to determine the proper payment items.

As an example, you could group the grade, distance, and program conditions on the form. In that way a Student who is in the Regular program Grade 4 and resides <2KM from school would pay a different item than a student who is in Kindergarten French Immersion and residing >2KM from the school.

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.