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[Edlio Webinar] 2020 Wrap Up: Edlio Pay

Added May 28, 2020 •

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View this recorded webinar to learn everything you need to know about Edlio Pay, in time for the 2020/2021 school year! We show you how to collect online payments and recurring donations, to simplify your school's payment processes and improve financial transparency.

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Good morning, everyone! Thank you so much for joining us today for our Edlio Pay Webinar! Today we will be covering Edlio Pay and doing a walkthrough of how to wrap up your school year by cleaning up your products, cleaning up your inventory, and running any reports with year-end totals and balances per product. We also have a technical support representatives in the chat today who can answer any questions that you may have. The webinar is being recorded and will be accessible to everyone in The Help Center, so let's go ahead and get started. So this is the Edlio Pay Management Portal and this is where we will login to manage our products. So, I'm going to login and select my school And we're going to spend a little bit of time on the OSP products and cleaning those up making sure that we have the correct dates, the correct inventory and even copying and making new products for the new school year. So, under Transactions we'll click on OSP Products, and we can see here we have a long list of products and they are alphabetized, so from A-Z, from ascending to descending and then anything we can do is click on the end date to see which products we may need to expire or come offline for the 2019-2020 school year, so I'm going to choose to do the yearbook, I'm going to click on edit and this is our product that we've had out there, we created it on August of 2018 and it's been out there since through now and we've got our end date as June 30th 2020. If you would prefer that to go ahead and come offline you can definitely change that date to today's date or yesterday's date and it will come off line for sale. You can click on Save and then it will inactivate that product, so now it is offline and our purchase can no longer be made. Now we do have a neat copy feature that will help get you ready for the next year so you can do these things simultaneously so we can click on copy because we know we're going to sell yearbooks for the next year so we can click copy it lets us know that we have a copy of our activity and then we can change our date so we don't have to reinvent the whole product we can just: make a copy, change the dates, also change the date in our description, and you can change if you're going to be able to give refunds, where the yearbooks may be distributed, they may be a different time and place, if you have a different sponsor / teacher email address, you can click on that and assign a different sponsor teacher and then this is where you'll put the available dates for sale so if we're going to sell your books, we'll say starting in, and we'll just do October, and then we want it to come offline June 30th of 2021 So that's the dates that are available for sale so it will go on sale on the web store on October 1st. Again we have our price types of fixed or variable but we are going to leave that a $10 fixed price because that is the price of the yearbook and, if for some reason your fund account changed, you can look for a new fund account if needed, and update that. Or add a new one if needed. If you want to specify certain grade level or leave for all, you can do that and then click on Save so this is giving you an easy option to take an old product, copy it, and make it new for the next year. We do have additional options: you can not require a student ID at the time of purchase of the product, you can give them maximum units allowed, so if you only want a student to be able to purchase 3-year books, you can put in the number 3 and they cannot purchase more than 3 yearbooks. If you also deem that you want this to be a recurring payment, the purchaser can purchase that item, and their card will be charged monthly. If you have any restrictions or student restrictions on being able to purchase an item, you can verify the grade level as well as the GPA. If you also track inventory you can make sure you select that and that you're tracking your inventory so you know the school how many year books you may have left. There's an additional text field if you want to have a longer description or instructions of how to pick him up or if you may be shipping those you can have an activity start date, a course or class, and then you can add terms and conditions so if they are purchasing a yearbook and you want them to agree to some terms and conditions that you deem necessary, you can make those optional or require and they must agree to be able to purchase the product Then, you can also add a product image so you can if there's a yearbook image you've got from your supplier you can add that there. Back under OSP products, again we can sort by that end date to make sure we have cleaned up all of our products, so for the school fees 10th grade we'll click on edit, make any necessary changes So we want this product to go ahead and expire and then we'll click on Save. That's how easy it is to get in and clean up your products. Again, can you can clearly see if they're active, you can also look at your inactive, if needed. So if you want to include your inactive you can search for those that, it will include any product that you have set up for sale previously. Under transactions, if you're tracking inventory on your item so, for example, the yearbook, if we're going to track how much inventory we have, this is where we would go to adjust those quantities. So, under the inventory quantity adjustments we do have our yearbook. We have over 500 available, we just set that up as a late fee, but click on edit and we want to subtract the remaining quantity, and we can put in our reason: "Removing for purchase" and then you'll put in your total quantity and then you'll click on update. So, now we have successfully completed and we have zero yearbooks available. If we click on edit you can see your inventory adjustments and what has happened, so we ordered 500 from the vendor, we got a new shipment and added 10 more, but then we subtracted the 508 that we had left. We can also see our Sales and Returns the last we can always see who has purchased our item. Back under the inventory quantity adjustments if you're doing is some sort of fundraiser if you want to give spiritwear availability to be purchased over the summer and you're going to make a new order you can click on Edit we can add so: New Order for Summer 2020-21 school year, and we'll say that we ordered 100 Smalls and we can click on Update it automatically increases to 142 now available Next we will look at our category, so we'll go over to our web store and you can see we have two categories here. We have school fees so when I click on that, the purchaser is only going to see what products they have available to purchase under school fees so it gives more of a breakdown of the fees that are available at the school so we only have the school fees here if we also so we'll have: 11th grade, 12th grade, and Ninth Grade, well these are old fees, we need to remove those and clean up our category. Same thing for field trips if we've got new field trips available and some that we need to bring offline, we can do that as well. So under transactions we will go to OSP Category, and currently we only have two categories set up. You can set up multiple categories, you can clean up your categories, if you no longer want your field trips to show, you can click on Delete and that will take them away. I know that there's probably not a lot of field trips planned right now so you can take that category off of your web store there. So, for the school fees, we're going to edit and clean up our school fees, so we'll click on edit and we see here we have our displayed activities as we saw on the web store, 2019 11th grade, 12th grade, and ninth grade fees, so we can select these activities and we will remove them from the displayed list, so they're old fees and we need to take those off and now we can add our new fees for the 2020 school year, so we can add our all grades, 2020 school fees for all grades and then click on Update So we have updated our school fees, when we come back to our school web store under school fees, we now see the 2020 school fees for all grades. We no longer see those old fees for 2019. So we can click on the school fees all grades and then we see we have our options for 9th, 10th, 11th, and 12th grade classes. So back to our management portal. We do have a few reports available, so if we want to run an inquiry on any student that has purchased an item, if we're just curious or we need to look to make sure that they have paid their dues, we can go under Inquiry" > "Payments by Students" and then we can choose either their student ID, student first name, or student last name, and then we can enter in our date range, so if we wanted to see a date range of just this fiscal year, we'll enter in that date range so starting 7/01/2019 and ending of 6/30/2020 So this is a way we can look up an individual student, we can see how many purchases, so 26 purchases were made throughout the year, and we can see the information, the activity that was purchased, the student name and ID, what the purchaser name, you can also sort by purchase date if needed if you wanted to look at it in order. You have the associated order number the purchaser's email and the amount of the product and then if you did any refunds, it will show you in this column if any of those items were refunded. That's just a quick way if you want to look up, you know, teachers are trying look up their classroom to make sure everyone's return and pay for their items or even at the bookkeeper or district-level. Back under Reports we can look at our Sponsor/Teacher Activities, so you can give access to your sponsor-teachers to be able to run these reports and they can see the information based on all of the products that they had for that year. If they want to include any inactives, that they made may have had a product from July through the end of the year through December, they can click on and include inactive accounts. Now if you're also printing off these reports for your teachers or sponsors, you can do that as well. You can export these reports as well as print them out so as a teacher I can see that I was in charge of the 9th grade field trip, I can see who all paid at each of my products that I was in charge of for this school year 2019-2020 Back under reports we have some additional reports and this is a report that you can run under the transactions report to give you a full total of your deposits for the entire year, so if we go under transaction reports, we can click on transactions with deposit information and then click on display we will give it an end date, so we'll type in 7/01/2019, then we can give an end date of 6/30/2020. We will select our sort. We do want to sort by deposit number and then we will do a summary instead of a deposit per page, when we click okay we will get a detail of all deposits that we received throughout the year and there are a lot of those on which you should hopefully see and we can go to the very last page. On the very last page you have a report summary. So you can see the total number of students that purchased, as well as the grand total that you collected through online payments and if you're using additional modules of Edlio Pay, you can see the grand total that you have collected throughout the year, so that's just an easy way to make sure and balance back if you're doing any sort of accounting reports, you can double-check that grand total matches. There are additional reports that may be helpful if you're tracking inventory and want to get a full list of your inventory just to make sure that everything looks good as you're cleaning up, you can run this and you can run it by product so we'll put in our 1:1 program we can choose a few other products if we click "OK" if we have any quantities and we're tracking our inventory we can see when one was returned and one was added, so we added 50, we sold 25 here and it will give you your total balance, so this is a report if you are doing inventory clean up and you just want to double-check that everything is how you need it, this is a quick report that you can run and just go page by page to make sure your inventory quantities match your records. Back under Additional Reports, if you want to look at any reverse transactions any refunds that you did throughout the year, you can run a full report listing on those reverse transactions as well, so Refund Transactions We can choose our beginning and end date Click "OK", then we can see on what dates items were refunded, and we can drill down through our quickbar here to see specifically the date, the item, and what total was refunded. So I want to thank you again for joining us today. As a reminder if you have any questions please feel free to reach out to your Client Success Specialist at Edlio. If you're not sure who your Client Success Specialist is, please email clientsuccess@edlio.com clientsuccess@edlio.com we will be here for just a few more minutes if any of you have any additional questions, we're happy to help. We hope everyone has a wonderful day and thank you so much again for joining our MyEdlio webinar today!

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