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[Edlio Webinar] Edlio Pay Training: Taking Funds Online

Added Aug 13, 2020 •

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This is a training on taking funds online using Edlio Pay. We cover the basics of using Edlio Pay, how to set up products, running reports, statements, adding new users, and more.

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hello everyone welcome to the my Edlio Pay webinar today we're going to review well not review I guess go over how to get set up for accepting online payments we know that this year has brought a lot of challenges for a lot of you and that you know we're kind of looking for different ways to take online funds and so what I want to do today is show you just kind of the basics on how parents would make purchases and how you would been set up the products for the parent to you know, make that purchase and then some reports you can run to make your life easier and how to get user setup so this is just going to kind of be a quick overview of the basics of setting up to prepare for payment so I'm going to stop sharing the presentation here again don't worry if you have pulled away we will have a recording of this available in the Edlio Help Center site shortly and if you have any questions please feel free to comment in the chat and we'll be sure to get to them either at the end of the webinar or if not we'll be able to answer afterwards so I'm going to stop sharing my screen and I'm going to share a different screen just one moment all right so you should be seeing what the parent portal looks like what the store looks like so this is an example of the school store for what you would see and you have the district up here and then the individual school types with individual schools in the drop-down so this is where the parents would go shopping here you should see the management portal and this is where you would go to set up products and all of that so there are two different portals to get set up but you want to do is go ahead and just log into you'll have a login and then select your school from the drop-down so I'm logging in as a bookkeeper here and we can see over here there's denotes some information is available regarding any updates that we have and then up here at the top is where we can navigate so we're going to go to transactions and then OSP products so you can see this is um all of the products that we currently have available for parents and community members to purchase so we have the activity number of the activity name the price who the sponsor teacher is the start date to end date the account information and if the product is currently active and we can either edit or delete it we're going to create a new one we're going to come out to the top left-hand corner and click add new activities/obligation so as an example we're just going to do virtual learning technology fee so virtual learning technology fee or we can say for fall 2020 so the activity name is on how you want it to appear in the store and that's going to be the information that your parents are going to see when they go to make a purchase and then in the short description you can include more information say virtual learning fee is required for all students for the fall of 2020 just put a little bit of information in the short description and then we will also include the sponsor teacher here so for an example like this you know you can break these down into grade and have different teachers in charge or you one-point teacher and charge  the thing is you're going to be able to pull report that you can sort through as needed to this is really up to you and how you want to organize your store and how you want reports to be pulled so we can select a sponsor teacher by clicking that magnifying glass and then clicking through to the teacher click select and if we're using a teacher we've never used before we can actually just type right into these boxes here and it will create an account for them we can also create accounts which we'll do but here you can also just type right into the boxes so we have the email the last name and the first name now we will see the dates we want it to be available for sale so if we select today the product today and people can start making purchases as soon as this is saved if we want we can also set this date to next week or the first of September whenever you wanted to go on sale and then here you select the date that you want it to come off line so you know if you only want it available through you know October or something like that you can set a date and it will come off line on that date - excuse me and then the price type so for this type of fee your price type is going to be a fixed price because there is one cost your technology fee is x amount of dollars and everyone pays x amount of dollars much like a t-shirt or a transcript fee or something like that a variable price is something where the person who's making the purchase decides how much they're going to pay so for example a donation a lost library book maybe they know how much they need to pay for that library book they can come on and type in how much they want to pay that's what a variable product is and we are not going to worry about obligations that something else so we'll put in the price of the technology fee maybe it's $40 and then here we select the fund account the fund accounts are loaded into the system already so we click the magnifying glass and then we can click you know whatever this applies to so we say technology click select and then you can also break it down by grade level - excuse me i have the hiccups then we will click save and so now this product has been saved the activity number was automatically generated when we save the product and then something I want to show you as well is you can come back here to product image and add a photo it just has to be a. JPG image and it just makes the store look really nice when you have a nice picture in their you know for the product- we're  going to click save again now under additional options we don't need to worry about this now but if we were doing a product where you know something like a donation or you know tickets to the musical or something and you don't want a student ID to be required for purchase you can click this checkbox under additional options where it says no student ID required and then that will take away that requirement when the parent checks out in the store and we'll do a check out with this product okay so thats just something that you may need to know okay so we have now saved that product and we can find it back here in the store so here we have - not in the store sorry, in the products so here we have that product that we just created virtual learning technology fee for fall 2020 for $40 so if we go to the store it will be in here so we use high - Harbor High School and then we can just find that Virtual Technology fee on the next page Evidently we've set up a lot of fake Technology fees as examples but here we have a virtual learning technology fee for fall 2020 that's the one we just set up and if we click it it's $40 and we can add it right to the cart so here we can see the title that we gave the activity we can see the extra information we added, who the sponsor teacher is if a grade level is applicable we're going to add it to the cart now I'm going to show you an example of that variable price item just so you know what that looks like so in terms of the variable price item one of the example that I gave was a donation so we can go to the band boosters donation and see here` I can type right into the price box and decide how much I'm going to pay I do have to include a description so you can say have a great year alright so now we that $40 virtual learning technology fee for fall as well as the band boosters donation in our cart here's that service fee so there's a service fee of 4% plus $0.35 for every transaction I'm in most cases the school does not pay anything and this goes directly to the parent there are some schools who they cover that fee so you know that something that is up to your individual school or district here we can see that that total is $52.35 and then we're going to check out the right now this is the process the parents go through and so they would just sign in back here or create a user account if it's their first time using it okay so I'm now signed in as a parent and remember I said the stuent ID required button so here you can see the band boosters donation there's no student ID required so I don't have to click anything from the drop-down the virtual learning technology fee we do want to know what student this is for so they have to select the student that they're buying the technology fee for and then they can check out so this saves the parents directory information but we do not save any card information they will have to enter that every time we can give our items a final check and then here we put in the payment information I'll be using a fake card here it only works because this is a test site on your site people do you have to use real payment methods alright so now that I placed the order I get a thank you note and the order with order number and what I've ordered and this receipt will also go to the bookkeeper as well as the sponsor teacher so Jess Day, and the parents will all get emails with that information as will the band boosters sponsor teacher so the teacher for each product that's purchased will get the email the bookkeeper and the parent as the parent I can also come up here and click the little person and see my account and I can see a review of all the orders that I have purchased in the past and you know what was on those orders I can see the details of what I purchased so that way the parents have this information back here as well as you and your reports okay so that's how the parent makes a purchase for the product that we just made we're going to jump back into the management portal next okay and so next thing I want to do is show you how to run an inquiry so here we have that order number for the products we just made or for the purchase made so we can go to inquiry and do a payment inquiry and we can search by order number and pull up the details of that purchase or if we don't have the order number you can also search by student name, last name, first name just make sure you leave that space out and search oops - sorry I accidentally clicked something there we go alright and so now we can see all the purchases that have been made for Daphne Conrad and we can find the purchase that we just made just by checking the dates you know if they don't have the order number or that information - click detail and now we do have that order number here and we can see the details of the purchase and if it's refunded over here on the right hand side the Box will be checked off in order to do a refund we can come up to the top and hit transactions and then refund and then now we have that order number to run the refund search, click detail and then this allows us to run refunds so let's say that you know maybe dad already bought this technology fee so we accidentally purchased it twice for this student we can just click this box and refund this product if we're refunding the whole purchase you can come back up here and mark all of them and refund the whole thing or you can also do partial refunds for example so you could refund half of that if you needed to say accidentally purchased twice double purchase just put some notes in here up the refunds click refund it will ask you if you're sure that you want to refund it click okay and then it lets you know that this has been refunded and returned onto the parents card so that's how you would also run a refund for a purchase something else that I'd like to tell you it's how to set up that teacher account so you saw that we typed right in on the page but we made the product but you can also come to set up and then school teacher add new sponsor teacher over here on the right and then you just type in the teachers email address last name and first name click update and then that is how you create a new teacher so for example you know we could just say and then click update and this has now been added into the system so now when you go to make a product you can just click that magnifying glass and find that teacher and use them for products in the future another thing I want to make sure we highlight are the reports that you can run so if you come up to the screen menu again and go to reports the sponsor/teacher activities report is what allows you to see your report for anything like really real time like a purchase I just made will show up on this report so this allows you to see all of the products assigned to the specific teacher and all of the purchases that have been made for that product so for example if we want to see those for Steve Buscemi we just select him we can include inactive products as well click the magnifying glass and now we can see all of the products that are assigned to him so he was in charge of the parking passes, Chromebooks fees and a field trip okay so we can see all of the purchases that were made for example for this field trip the student ID number, the student, the parent who made the purchase, the order number, when it was purchased and the time, how much it was purchased for and if there was a refund we see "returned" over here on the right showing that it was refunded and so how many students were signed up so by the time all these refunds and everything were said and done there were only two students actually signed up and $40 were collected then you can export this by coming up to the left hand side and clicking that rectangle with the arrow and you can export it as a few different options you know a PDF, an Excel document that you can sort whatever works best for you and then you just click export and you're good to go so that allows you to see all of the products for that sponsor/teacher the next reports that I'm going to show you is the activity date range report so this allows to see all of the purchases that have been made in the store during a certain date range so if we could go all the way back to March through today we can now see by date all of the purchases that have been made in the store so on March 4th here are the purchases that were made, the student it was made for, the purchaser, the order number and the time and date of the order, much they paid, and if it was refunded is marked over here and again you can export that report over here on your left hand side and then another report that you can do - if you come over to that reports tab again and you come down to additional reports and transaction reports transactions by product - product select this report is going to allow you to see what transactions have occurred within a date range for a specific product so it allows you to break down that information even further and as you can see we have a ton of reports over here so if there's ever anything you specifically need or want to run, just let us know and we can either let you know what report that would be or even create a report for you although that may take a little bit of time so we'll click display and now we just picked the date range that we're going to run this report for how we want to sort it if you want to include any additional information like email addresses comments or purchase notes then we would just pick the product that we want the information for so let's say maybe we do this field trip move it over click okay and again here we can see all of the transactions for this product within the date range of the 1st through the 8th through today so we can see all of this purchases if it was returned we can see the email associated with the purchaser account the time and date of the order of the order number then again the student information and then again remember you can come over to the left-hand side and Export it okay so now if anyone has any questions you know we'll be here to answer those questions for you but those are the key takeaways and things that you need to know in order to get ready to take payments as the school year starts how to setup a product the different types of products what it looks like for a parent to purchase how to run an inquiry and a refund how to set up a teacher and also how to run different reports so you have any questions please put them in the chat we will stick around for a bit to answer this question, you can also reach out to your Client Success Specialist and they will be happy to assist you with anything you need you know regarding getting used to using Edlio Pay moving forward so thank you so much for joining us and hopefully we'll see you on the next one but like I said we will stick around and answer any questions in the chat

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