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[Edlio Webinar] Edlio Pay 101: The Basics

Added Jun 05, 2020 •

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View this webinar recording to learn everything you need to know about Edlio Pay! 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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*no talking - Just slides* *no talking - Just slides* *no talking - Just slides* *no talking - Just slides* *no talking - Just slides* *pause* *no talking - Just slides* *no talking - Just slides* *no talking - Just slides* *no talking - Just slides* *no talking - Just slides* *no talking - Just slides* 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 create products for sale online and how parents or community members can purchase those products that you are selling for your school. We also have a technical support representative in the chat today who can answer any questions you may have.  The webinar is being recorded and will be accessible to everyone in the Help Center once, within about 24-48 hours. So let's go ahead and get started! *pause* So this is our demo Edlio website.  It may look similar to your edlio site that you're currently using if you use as Edlio websites. We'll have a notification button here that we can add that will take us directly to the web store.  We also have a ticker option that we can add to the website to be able to click on individual products that you may be selling. We also have an online payments shopping cart that you can add to your website either at the bottom or toward the top to make sure that everyone can find a web store to be able to purchase items. *pause* So first we're going to start with how to create our product.  So we're going to login into our Management Portal as a school bookkeeper *pause* *pause* We will select our school if we do have access to multiple schools.  If not we will just choose the one school we have access to, and this brings us to our Management Portal homepage. *pause* The OSMS news feed over on the left will have any new or pertinent information that we would like to share with all users. Over on the right we have our OSMS document guides and trainings.  So if you're looking for quick start guide those are available or full manuals as well. So now we will be walking through how we can create a product to be put on line for sale.  Under transactions, we will choose OSP products. Here you can see we have a long list of products that we have been using throughout the year.  If you have a one-to-one program for technology fees that you may be collecting.  Any yearbooks fees, gym shirts, spirit ware.  We can handle really anything that you're trying to sell to the parents or community members for your student body. So we're going to click on add new activity here, and we're going to create an item to put online for sale.  So first you will see little red circles with arrows, and these denote required fields.  The activity number will be filled in once we create and save our product. Under the activity name we're going to collect money for yearbooks. We can type in a short description here.  We allow for 522 characters, but don't worry we do have a longer description available if you need the room/space. *pause* So we can type in a short description, and then we will pull in our sponsor/teacher. So with each product, we do like to note what sponsor/teacher is in charge of this item.  So if it was a field trip for the third grade class, we would definitely want to put in that teacher for the third grade. So for this example, we will pull in a teacher, Cooper Bradley.  If you don't remember the email address, we have a neat magnifying glass where you can search, and you can search for sponsors very easily that you had previously used. *pause* Then we will choose our available dates for this to go online for sale.  So if you wanted to start and create you know 10 or 15 products to get ahead of the new school year.  You're welcome to do that and just choose a date when you're wanting it be available to go online for sale.  So we wanted to put it in the future we absolutely could, and we would not see that item available until July 1st. We're going to choose the month of June for this year book sale for the 1st of 30th, and then we will choose our price type.  So we're going to put in $25 as a fixed price.  So if I go on to purchase this yearbook I have to pay $25.  I can't pay more and I cannot pay less. So I have to pay as the bookkeeper you setting a price type is fixed.  The purchaser must pay the price denoted here on the item. Now if you were doing donations or a lost library book, and you wanted to leave it up to the purchaser to enter in the price they wanted to pay. You would choose the variable price type, and that just means that each purchaser can put in the amount of their wanting to pay. We will leave it as our fixed price of $25, and then we will choose our fund account or our activity account that references in our accounting software. So you can enter these in or we can search.  So we're going to select our yearbook account, and this account will match what is being used in the accounting software to track the funds for yearbooks. We can also associate a grade level if needed.  We will click on save, and we have now saved our yearbook product. If you're doing multiple products for yearbook, you can click copy and you can just make any changes needed.  It makes it very easy if you're using this item you know every year or updating it.  You can click copy and make the necessary changes. You can also add a product image to a product, and then we also have, as I mentioned, a longer description if needed as well as terms and conditions. So now that we have created our yearbook. We're going to link to our webstore which is were parents and community members can go and make purchases.  We would denote your school or district name here the top, and then you would the parent or purchaser would find the school that they're wanting to purchase items from. So for this example were using Sunnydale High School. *pause* *pause* *pause* It is going to take us to our webstore to show the various products that we looked at on the other screen under the Management Portal. Where it says select activity.  If you have a general message that you would like to send to your parents and community members.  There is a paragraph available that you could say thank you for visiting our store or any information that you would like to have here at the top. You'll notice we have a long list of products. So we can drill down and find specific items that were looking for by these categories over here on the left, and as a school user a bookkeeper of the management system.  You are able to create your own categories and choose what products go into those categories. *pause* So if we wanted to click on school clothing.  We would only see items under here that would pertain to School Clothing. We can choose our spirit t-shirt, and this will show our product image, and then we have options.  So we can create various sizing options or different options underneath a product. So if we wanted to choose a large. It would show our price.  We could increase our quantity if we need, and then add it to our cart. *pause* So this is the shopping cart.  It shows the items that we have in our cart.  We see the red x there where we can remove the item from the cart.  Then we have our subtotals.  So our subtotal is $7.50 with the convenience fee added.  The total would be $8.15. We can continue shopping, and we can take a look at our full items. So we want to take a look at the full list. Then we'll find the yearbooks that we created. *pause* *pause* So we'll click on our yearbook item.  We have our quantity as one. Our price.  It has our message here for our description and we can add that to our cart. Now we have an item t-shirt as well as the yearbook, and again we can continue shopping and we may want to make a donation.  So we will find our donation product here.  So 20/20 donations for Sunnydale High School. *pause* We can add in a description.  So will say this is a donation for band, and you can require a description from the purchaser.  Our quality is marked.  We cannot increase that because it's just a one-time quality of a donation.  We would not need to use more.  So that is a restriction that you can add on the setup of the products or item.  Now our price type here is variable.  So you can see, we can type in any amount we need. So if we wanted to pay $50 or actually we prefer to pay $75.  We can make that change, and then we can add that to our cart.  So now we have three items. Again, our t-shirt, yearbook, and donation. Our subtotal $107.50 with the service fee added for the grand total of $112 and $.15. *pause* Then we'll click on checkout. So each user will need to create a username and password, but it's very easy. So I already have a current user, but if you do need to create a new user.  You would create a username, add in an email, your first and last name, password, and then you can even put password hints with the password answer. If the parent or purchaser forgot their username and password, they can manage that directly from the login screen.  That's not something that they would need to get help with from the school or District. So we'll click on login and it takes me directly back to my shopping cart. With step one of the purchase process.  So you can require students to be attached to these individual items. So for example for the spirit t-shirt.  This might be for Todd, for the yearbook it maybe for Steve, and then I'm doing a donation to the band on behalf of my child Mary Ann. We will click on next, and this will ask us to enter in our billing address.  If we have previously saved our billing address it will show here, or we can type it in, and we'll click on next. The third step is, we get an order review.  So we can who it is being sold to, the items, and then we can add any purchase notes, and then the purchaser would agree to the payment terms, and then click on next, and this is where we would enter in the card information. *pause* We'll put in our card number.  We do not save the card information because we are PCI compliant. We don't save the card information so it will need to be entered in, but we do tokenize the last 4 digits of the card number.  If an item ever need to be refunded.  It is easily refunded back to the original card. *pause* So we'll click on place order, and then we will get our order confirmation with an order number. Again, listing all of our items being purchased with our grand total. We do have a user profile here.  So under my account, we can edit or add anything here to our address book.  So if our address changed or we have a different shipping address. Purchaser can also see their order history.  So we can copy items back to the cart.  They give you details. We're able to change their password, update their email password, or name, and then under student profile, this is how the purchaser will add the student to their user profile.  They will click add student.  They can also do this during the purchase process.  We would require the first name, last name, middle name is optional, and then the Student ID number. *pause* We also allow for recurring payments.  So if there is a big ticket item such as you know a band trip or a big field trip and it's over five or six hundred dollars, whatever threshold you may deem necessary to allow for recurring payments. You can allow the purchaser to process and pay a one time, the one time fee or set it up as recurring, and they can choose their card to be charged on the 1st or 16th of every month, and it can be considered a recurring payment, and they can manage it here under their account profile.  So we could at any time at a new card or we could cancel this recurring payment. So that is the purchase process and the user account in total. Back under our Management Portal.  We have various options for reporting on items sold online.  So under statements. We can look and see any statment that has hit our bank account.  So if we have $1,000 that hit our account. We can also see where the money was supposed to go.  So to the specific fund account.  This was a return of $1,000, but you can still see that it was a return and what detail by fund account it belongs to.  So the refund is back to the field trip account fundraiser account. *pause* Under inquiry, we can look up payment inquires by purchaser name, student first and last name, or order number as well as payments by student.  So we can look it up by student ID, student first name, or student last name. We can also look up all dates for the entirety of the students time at the school or we can enter in a date range. So if we enter the full 19/20 school year.  We can quickly see how many payments were made under the student Steve Harvey.  So we have a number of records of 41.  We can quickly see what they paid for and then print it out as well. We also have a under reports sponsor/ teacher activity.  So this is a neat report and you can give access to sponsor and teachers to see any products that they are in charge of.  So if we choose our sponsor teacher Bradley Cooper. We can see that he has a 9th grade field trip going on as well as selling spirit ware. So we can see the student information, the student name the purchasers name, the exact order number, the time and date stamp of the order, and then what amount was collected for that order as well as if an item has been returned. We can also see totals for how many students bought this item as well as the grand total collected. So you can give access to sponsor/teachers to run these reports. We also have an activity date range that's available.  You can enter in a beginning and ending date, and then you can display and this will show you per day how many items were sold.  So we can see there was a t-shirt on May 4th, along with a media book, the one-to-one program, other school fees and t-shirts.  So we can see the total transactions, total collected. So that way you can see what you are expecting and know what has been sold *pause* Each time a purchase is made, the school the sponsor or teacher will get an email as well as the school bookkeeper as well as the parent the person who made the purchase.  So each party is notified and able to save that email for their records. Under reports, we have a lot of additional reports.  We have over 80 reports available.  So you can definitely see payments that have been made. Under transaction reports, we have a long list.  So you can run by date range, you can run by specific fund or activity account, you can run by specific product, students, etc. You can also look up various products by fund account. If they have certain categories and other additional options.  All of our reports can be exported to PDF or Excel very easily. That brings us to the end of our webinar.  Thank you so much again for joining today. As a reminder, if you have any questions please feel free to reach out to your client success specialist at Edlio.  If you aren't sure who your client success specialist is please email clientsuccess@edlio.com We will be here for just a few more minutes.  If anyone has any additional questions please put those in the chat window.  We would be happy to answer.  We hope you all have a wonderful day and thank you so much again for joining our My Edlio Webinar.

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[Edlio Webinar] Edlio Pay 101: The Basics

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