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.
Audit
Receipt
Refunds
Mark As…
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
Allow to pay later
This allows the parent to submit the form but pay for the charges at a later time
Submit after payment
The form that the parent is working on will only be submitted after the parent has made the payment
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.