OA_PAYMENTS
Table of Contents Invoicing & Reconciling... 3 Generating and Editing Invoices... 4 Reconciling Payments & Sending Reminders... 7 Customising Invoice Notifications... 9 Viewing & Editing Invoices...10 Marking an Applicant as PAID Manually...12 Exporting Payment Receipts in Bulk...16 Payment Types & Settings...17 Payment Settings Overview...18 Enabling Payments on a Form...20 Configuring Payment Methods & Instructions...23 Enabling Credit Card Payments...26
Invoicing & Reconciling Page 3
Generating and Editing Invoices In Bulk Via Payments, Invoice Generation You can generate invoices in bulk by navigating to Payments, Invoice Generation. Here, you can Filter on the right to determine which applicants appear in the list below Page 4
The Bulk Invoice Options box includes fields where the Issue Date, Due Date, and Amount of the invoices can be set. You can also select the option to automatically Send Invoice via Email. After you have ticked the applicants to be invoiced in the filtered list, click Generate Invoice to invoice the selected applicants. Individually Via Applicant Profile By clicking on an applicant to access his or her Applicant Profile, you can set the Issue Date and Amount and then click Generate Invoice for the individual applicant. You can also send an invoice notification to the parents by ticking the Send Request Email checkbox. Page 5
Editing Invoices via Applicant Profile To edit an invoice, navigate to the Applicant Profile and click the Pencil button in the upper right of the Invoices box. Here, you can edit the Issue Date and the Total Amount of the invoice and then click Update Invoice. Page 6
Reconciling Payments & Sending Reminders Marking an Applicant as PAID Manually By clicking on an applicant, you can easily mark their application fee as paid, while indicating the payment method (e.g. check, bank transfer) and the date of payment. To complete the reconciliation, click on the Reconcile Payment button. The applicant family will automatically be sent an e-mail receipt of payment when their application fee is marked as paid and reconciled. Credit card payments are automatically reconciled and marked as paid. Marking Applicants as PAID in Bulk By navigating to Payments > Reconciliation you can mark multiple applicants as paid, while indicating the payment method (e.g. check, bank transfer) and the date of payment. Once the information has been entered, you can complete the reconciliation by clicking the Reconcile Payments button. Page 7
Sending Payment Reminders and Receipts Payment reminders and receipts can be sent individually via the applicant profile. On the righthand menu, navigate to the outstanding invoice. Click on the icon to send a payment reminder or a receipt to the family via e-mail. Page 8
Customising Invoice Notifications Send Invoices and Receipts Automatically By navigating to Settings > Admissions > Status & Notification and clicking on Payment Notification you can choose to have invoices and receipts automatically sent to families upon application submission and payment. Make sure to to check the box under Payment Notification if you want the automatic e-mails to be sent. Alternatively, you may leave the box unchecked and generate notifications manually. Customising the Notification Below the checkbox you can edit the invoice notification that is sent when payment has been received and reconciled. By inserting values from the Legend of Values on the right side of the page, the notification can be set to be personalised for each recipient. Once you have completed editing, you can click to Preview email or Save Changes. Page 9
Viewing & Editing Invoices Viewing Payment Status Navigate to an applicant profile to review that applicant s billing details. On the right panel, you will see any outstanding or paid fees. Editing an Individual Invoice To edit an individual invoice, click on pencil icon to edit. You can adjust the issue date and total amount of the invoice. Page 10
Family View Families can view all outstanding and paid invoices by navigating to the Invoices & Fees page in the parent account. Page 11
Marking an Applicant as PAID Manually Via Applicant Profile By clicking on an applicant, you can easily mark their application fee as paid, while indicating the payment method (e.g. check, bank transfer) and the date of payment. The applicant's family will automatically be sent an e-mail receipt of payment when their application fee is marked as paid. Credit card payments are automatically reconciled and marked as paid. Page 12
Via Payments, Reconciliation By navigating to Payments, Reconciliation you can mark multiple applicants as paid, while indicating the payment method (e.g. check, bank transfer) and the date of payment. Page 13
Sending Payment Reminders and Receipts You can send a Payment Reminder to an applicant with an Outstanding or Past Due invoice via the Applicant Profile. Scroll down to the Payments & Invoices section and click on the Send Payment Reminder icon. Page 14
A Payment Receipt is automatically generated and sent to the applicant's family when an invoice is marked as Paid. You can resend a receipt via the Applicant Profile by clicking on the Send Payment Receipt icon. Page 15
Exporting Payment Receipts in Bulk Via the Payments Tab Click on the Payments tab to begin. Click the button to Export Reconciliation Report. This will include a list of all reconciled payments for the current enrollment year (e.g. 2015-2016 year). This data set will include: OpenApply ID Applicant ID Applicant First & Last Name Applicant Grade Parent Email Invoice Status Form Type Invoice Number Amount Paid Issue Date Due Date Payment Method Payment Date Card Number Card Type Payment Time Request ID Merchant Reference Number Authorization Code Notes Page 16
Payment Types & Settings Page 17
Payment Settings Overview General Enable invoicing from OpenApply. Define your accepted payment methods for application fees, and provide payment instructions to applicants and families. Please refer to the following tutorial for more detailed instructions: Configuring Payment Methods and Instructions Invoice Notifications Customise your invoice notification e-mail to parents. Please refer to the following tutorial for more detailed instructions: Customising Invoice Notifications Enabling Credit Card Payments We integrate with the following credit card processors: Stripe Paypal Hosted PCI Braintree Cybersource These providers remit payment twice a month and are subject to credit card processing fees. They handle the credit card information securely and allow us to remain PCI-compliant. (i.e. OpenApply does not touch or store credit card information.) To set up credit card payments on OpenApply, please first establish an account with one of our supported providers. Login to find the keys and IDs required for integration with OpenApply. Please refer to the following tutorial for more detailed instructions: Enabling Credit Card Payments Enabling Payments on a Form Via Settings, Forms you can enable payments for application, re-enrollment, and supplementary forms. Please refer to the following tutorial for more detailed instructions: Page 18
Enabling Payments on a Form Reconciling Payments and Sending Reminders Payments can be reconciled in bulk via Payments, Reconciliation. Via the Applicant Profile, payments can be reconciled individually and individual reminders for outstanding payments can be sent. Please refer to the following tutorial for more detailed instructions: Reconciling Payments & Sending Reminders Page 19
Enabling Payments on a Form Application & Supplementary Fees To enable payments on a form, navigate to Settings > Forms and then click on the Title of the form. Click Yes to enable payment for the form and then enter the default fee for this form. Payment settings must first be configured at Settings > Payments to enable payments on a form. Before final form submission, the family can indicate the payment method that will be used to pay the fee. If credit card payments are enabled, the applicant can enter credit card details, which will automatically be processed once Submit Application is clicked. Each fee must be attached to a form, e.g. if there are supplementary fees for Health or Bus Services, then it is necessary to enable the fee on that supplementary form. This will create a supplementary fee, which the parent must pay when submitting that supplementary form. Enrolment Fee On Application type forms, an Enrolment fee can be enabled. Click Yes for Enable Enrolment Fee on the form and then enter the enrolment fee amount. Once the enrolment fee is enabled, the parent can automatically enrol their child once the status has been changed to Admitted, by submitting the enrolment form and paying the enrolment fee. The enrolment form will contain the same fields as the re-enrolment form, but the enrolment fee is defined on the application form. Page 20
Re-Enrolment Fee On the re-enrolment form, a re-enrolment fee can be enabled. Click Yes for Enable Payment on the re-enrolment form and then enter the re-enrolment fee. Once the re-enrolment fee is enabled, the parent can automatically re-enrol their child during the re-enrolment period, by submitting the re-enrolment form and paying the re-enrolment fee. Automatically Send Invoices Via Settings > Admissions > Status & Notification, you can choose to have the invoice automatically sent to the family via email, by checking the box under Payment Notification. Once a form is submitted, the invoice will be automatically sent via email. Page 21
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Configuring Payment Methods & Instructions Enabling Payments Navigate to Settings > Payments, to enable invoicing via OpenApply. 1. Select which payment methods your school accepts. 2. Choose a default payment method. 3. Provide payment instructions to applicants and families, for each enabled payment method. OpenApply supports the following payment methods: Cash, Check, PayPal Express Checkout, Credit Card, AliPay (via Stripe), and Bank Transfer Information on configuring credit card payments can be found here. Invoice Settings At the bottom of the payment page, invoice settings can be configured. 1. Select the billing currency. 2. Enter the invoice address for the school. Page 23
3. Set the payment terms. This will be used to automatically calculate and show a 'due date' for the payment of the invoice. 4. Set an initial invoice number. Only numeric values can be used. The invoice number will increase by one, each time an invoice is generated. 5. Set a preference for When the charge fails, in case a credit card payment is unsuccessful: Send an invoice and allow parents to pay later - form is still submitted, and parent can pay invoice later via their dashboard Decline form submissions - form data is saved, but is not submitted if payment fails. For example, applicant remains as Pending, rather than changing to Applied, if they do not pay the application fee successfully by credit card. Generate PDF Invoice Preview Click Generate PDF Invoice Preview at the top to preview the invoice that will be automatically generated for families. Once the payment settings have been configured, enable payments on a form to activate the payments. Page 24
The school logo for the invoice can be uploaded under Settings > School Settings > School Information > High Resolution Logo > + Upload Logo. Page 25
Enabling Credit Card Payments OpenApply integrates with the following credit card payment gateways: Stripe Cybersource Braintree Hosted PCI PayPal Express Checkout These providers remit payment in regular periods and each charge processing fees. They handle the credit card information securely and allow OpenApply to remain PCI-compliant (i.e. OpenApply does not touch or store credit card information). It is necessary to contact the payment gateways directly to find out which one best suits your needs. To configure credit card payments in OpenApply, it is necessary to establish an account with one of these supported providers. Login to your account with the provider to find the keys and IDs needed for OpenApply. Once you have enabled credit card payments in OpenApply and added the required keys, follow the instructions here to enable payments on a form. You may wish to submit a small test payment to ensure that the credit card integration has been configured correctly. Some of the payment gateways also provide test keys and test credit card details. Once credit card payments are enabled, if a parent chooses to pay by credit card while completing a form (or if credit card is the only payment method enabled), they will be required to enter their card details to make the payment, before they submit the form. Page 26
Applicant View - Invoices & Fees If credit card processing has been enabled, parents with Outstanding or Past Due invoices will have the option to Pay Now. Once the required credit card information has been entered into the form and the Make Payment button has been clicked by the parent, the credit card will be processed by the selected credit card processor. If the payment is successful, the invoice will be automatically reconciled and marked as Paid. Page 27