Configuring payment methods and instructions

Under Settings > Payments, you can enable invoicing via Finalsite Apply.

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Define your school’s fee payment preferences (i.e., cash, check, bank transfer, or credit card). One payment method will be indicated as the default method, and any non-credit card payment options will require instructions for prospective families.

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Click the button at the top to preview the invoice that will be automatically generated for families. You can upload your school logo for the invoice under Settings > School Settings > High Resolution Logo.

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Enabling credit card payments

Please contact Finalsite Support to discuss enabling credit card payments or to make changes to your current Payment Gateway.

Invoice settings

Define your invoice settings at the bottom of the payment settings page by selecting your currency, invoice address, payment terms, and the starting number for your invoice numbers.

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Enabling payments on forms

Within Finalsite Apply, all payments are tied to forms. To enable payments on a form, navigate to Settings > Forms and then select the form. Select “Yes” to enable payment for the form and then enter the default fee for this form. Note: Only Application, Enrollment, and Supplementary form types allow payments.

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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 be automatically processed once the “Submit” button is clicked.

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Customizing invoice notifications

By navigating to Settings > Admissions > Status & Notification and clicking on Payment Notification, you can choose to have invoices and receipts sent automatically to families upon form submission and payment. Make sure to check the box under Payment Notification if you want the automatic emails to be sent. Alternatively, you may leave the box unchecked and generate notifications manually.

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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 personalized for each recipient. Once you have completed editing, you can click to “Preview email” or “Save Changes.”

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Understanding the Payment Dashboard

The Payment Dashboard can be accessed from the left navigation off of the main dashboard. Here, you’ll have access to payment information for any Application, Enrollment, or Supplementary forms that have fees enabled. Use the tabs to toggle between form types, then the dropdown menu to select the correct form or enrollment year.

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Applicants are categorized as Current, Past Due, Late, To Be Invoiced, or Paid, based on the payment terms set within the Payment Settings. By clicking on the category, you can view the students within that specific group. To Be Invoiced students are those who have started the form but have not yet submitted it; the system recognizes that they will be invoiced once the form has been submitted, and therefore anticipates that revenue potential.

Generating and editing invoices

To manually generate or edit applicant invoices, navigate to the individual applicant profile. From here, 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 checking the “Send Request Email” box.

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To edit an invoice once it has already been generated, click the edit 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.”

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Invoices can be generated in bulk via the Payments Dashboard. Here, you can use the Filter option in the top-right corner to determine which applicants appear in the list.

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Under the Invoice Generation tab, 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 checked the applicants to be invoiced in the filtered list, click “Generate Invoice” to invoice the selected applicants.

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Reconciling payments and sending reminders

To manually reconcile applicant payments, navigate to the individual applicant profile. From here, 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.

You can opt to notify the family automatically by selecting the checkbox below the payment details. Credit card payments made by the family are automatically reconciled and marked as paid.

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Payments can be reconciled in bulk via the Payments Dashboard. By selecting 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 Payment” button.

Hosted PCI log

The Hosted PCI log can be accessed via the left navigation, beneath the Payments Dashboard. This log will show all successful credit card payments that have been processed on your Apply site. Included on the log are the date and time of the transaction, the name and email address associated with the credit card, the resource name and ID, the transaction amount, and the status of the transaction. While most transactions will show as “Finished,” there will occasionally be a status of “Needs Reconcile.” In these cases, the transaction has been completed, but the applicant profile will need to be manually marked as paid (see above for how to manually reconcile payments).

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