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Edlio Pay Year-End Webinar

Added Dec 16, 2020 •

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Prepare for the New Year by signing up for Edlio Pay to make remote collection of school products and fees seamless! - No Budgeting required - Free Online Payment Solution by passing along the convenience fee. - Link each product easily to your school's Chart of Accounts - Connect your Edlio Pay Online Store with your Edlio Website - Quick and Easy Implementation - Get setup within a week!

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Good morning or good afternoon everyone!  Thank you so much for joining us today for our Edlio Pay Webinar. Today we will be covering the basics of Edlio Pay, going over how to create an item to put online for sale as well as walking through the purchase experience within the web store. We have a technical representative in the chat today who can answer questions you may have as we're going through the webinar.  The webinar is being recorded and will be accessible in The Edlio Help Center. So we'll go ahead and get started. This is our Online School Payments Management Portal with Edlio Pay.  So this is where we're going to start as a school user, whether it is your School Bookkeeper School Treasurer, Financial Manager at the school or the district that would be able to log in and manage the web store. So we would login to the Management Portal with our username and password. Then we will choose the appropriate school. So we can have access to multiple schools if needed. Which brings us here to our home screen. So we have our News Feed over on the left, and documents and training guides over on the right. So if we ever need any quick how to functions those are always available, those guides are always available over there on the right hand side to be downloaded, printed off, or saved to your computer. We're going to begin with creating an item to put online for sale. So under Transactions, we will go to OSP Products.  So these are our Online School Payment products that we currently are selling online. So these are showing all active items, and we have a lot of different items: AP exam fees, school fees, uniforms fundraisers, yearbook sales, lots of different options that you can create items for sale online to collect those payments online.  We can include inactive items.  So if we are looking for an old item that we want to reinstate, and we can also edit an existing item. So if we create a new item here we can add new activity.  So we're going to create an item that we are selling at our school to allow for parents or community members to be able to purchase online with our web store.  So this is the first step in creating. We're going to assign an activity name. So these are all required Fields. We'll give a very specific name. So we will say 2020-2021 yearbook sale, and then we can come and give a short description. So in our short description we could say order your memories today. If you do need a longer description that is available underneath the Additional Text Fields where you can share a lot more information if there's a link that you would like to include, it's available under the Additional Text Fields. Then we will come down to our Sponsor/Teacher email address.  So the nice thing when creating an item you can attach a specific sponsor or teacher that is helping with the event or activity or the sale of a specific item where they are notified when a purchase has been completed for that specific item they are attached to.  So for this example Bradley Cooper, on this item for the yearbook sale is ordered and the order has been confirmed he would get an email notification of that order as the sponsor/ teacher. As you are using sponsors and teachers you can view your list of sponsors through the sponsor teacher list here. You can page through or you can search through your list of sponsors to pull in on a product. Think you will come down and choose you're available dates for sale. So you can pick and choose as a manager of the online store when you want items to be added online for sale and when do you want them to come offline. So you can determine how long this sell period is for this specific item. So let's say we don't want any sells to come over the holiday break. So we can say that we want this to be sold from the 9th through the 20th. The we come down to our price type. We have two main price types: fixed and variable. The fixed price type is where we would type in a specific amount that we must collect at the school to cover our cost of the purchase of this item. So we'll say that we have to collect $20 for the yearbook. So adding as a fixed price and the amount as 20 this is saying that when a purchaser goes online and as the item to their cart they must pay $20. They cannot pay more and they cannot pay less. With a variable price item, you can choose to set this as variable and allow the parent or purchaser to type in the amount that they would like to pay.  So generally the variable amount is used for donations or if there is a lost Library fee.  Obviously that fee varies from student to student based on the time period that they have lost the book, so the price varies. So you can set that as variable and it will be up to the parent to type in the amount that they need to pay. For our example today we are going to do a fixed price item of $20, and then we can pull in our fund account. So one of the great features of Online School Payments is to be able to specifically track all purchases to specific fund accounts or a fund account within your school activities funds or your associated student body financial accounting program. So if I click on our magnifying glass, we can see the list of accounts that we have created. So this can be specific to your chart of accounts that you are tracking.  So we are tracking this to our yearbook account.  So now that we have flagged this yearbook sale to our specific yearbook account any sells that come into this 2020-2021 yearbook sale, we will see that that would go specifically to be receipted to the fund account for yearbooks in our financial accounting program. You can denote and show what grade level this item would be related to.  So we will say that all, it's for everyone, but you can put a specific grade level and showcase that to the purchaser. So now when we click on save, you will see that we have an activity number added.  That is added by the system. We do have a neat copy feature. So if you do have additional options available with this year book sale, and you're changing only a bit of information, you can copy, make your changes, and save, and then you've created a new item. So very easily done Under additional options you can choose to not require a student ID.  So on most purchases schools are requiring to know specifically what student it is for.  So the purchaser would put in the student name and student ID number.  If you not requiring that on donations you can turn that off.  You can set various other items.  Another main item that we find very helpful at the school level is to be able to track inventory.  So you can track specific inventory on item. So if you only purchased, you know 300 yearbooks, then you can flag that as a limited quantity item and when that item gets to zero, it will no longer allow for purchases to made. Under Additional Text Fields, you can also have that long description, if you do need to add any more information. You can put an activity start date, a course or class, as well as add terms and conditions. So you can require terms and conditions to be agreed to before the purchaser adds an item to the cart.  So if it's some sort of permission form where the parents are allowing their child to participate or if you're not wanting to give any refunds.  You can put your customized language here and turn that to required, and that could act as an electronic term and condition that they are accepting, and that way you don't have to keep up with manual paperwork. You can also add a product image a JPG or JPEG file to showcase the specific item that you are selling. So that's how easy it is to create an item for sale. Now we are going to switch gears and become a purchaser. So we are going to go to the web store for Sunnydale High School, and purchase an item. So this is our web store. It's specific in this example for Sunset County and I can go under high as it's broken out by levels within the district, and click on Sunnydale High School. You can have a customized message here at the top of the screen where it says "Welcome to our School", and then you can see here the available items that we have for purchase below. So we can scroll through the items that we have available.  We can also look at Categories. So on the management portal as a school manager of the web store, you can create categories and pull in various items to those specific categories. So this would give a more streamlined purchase experience for those that are coming to the web store to make purchases.  So for example if we click on school clothing, we will see the items available within school clothing. I can click the spirit t-shirt. I can see available sizes.  So if I click the drop-down I see that there's multiple options to this Spirit t-shirt.  So I'm going to choose a small. We can see here that the inventory is being tracked and then add that to our cart.  So that's how easy it is to add an item to the cart.  We can continue shopping. We can click on the Sunnydale High School, go to our main list and we see her our 2020-2021 yearbook sale that we have just created as our example and our price. We can click on it. We can also add multiple items.  So we can do a quantity of 2 and add that to our cart. If we accidentally added too many items, we could also remove an item. We can continue shopping, and we'll show where you can set up a donation item. So this is how that donation variable priced item.  So if we do donations to school, or Donations for Sunnydale.  We will put in a description.  So we'll say this is for the band class. We can type in the amount. So this is where we have created this donation item, set that as a variable price. So now as the purchaser I can type in any amount that I would like to pay. We'll see any information here. If there's a specific grade level or the sponsor teacher associated, and then add that item to our cart. So now we have three items. We have our t-shirt, our yearbook, and our donation. We'll proceed now through the checkout process. We can see our subtotal, the convenience fee.  So in this example, we are passing along the convenience fee. There are various ways to handle that convenience or service fee where you can also pick up the cost of the service fee or choose to pass that on. We can check out and we would login.  If we have created a username and password in the past we can login with that.  We can also set up a new username and password very easily over here on the right.  If we forgot our username and password, we can click on this link and easily reset. So now we have logged in. Our first step is to assign a student profile if needed. So this step one here list all of our items and then we see where it says select student profile. So we have to select a student for the t-shirt and the yearbook, but for the donation we do not need that.  We do not want to hinder anyone from donating if they do not have a student at our school. But for the spirit t-shirt and your book sells, school staff and administration need to know specifically who or what student got this item. So it will stay that Mary Ann has the size small, and that the Todd received the yearbook. We can very easily add a student to our profile right from the checkout process and it would bring us back to that page, or we can add it under our user profile which I will show in just a second. On our second step it will show billing information and then bring us to a review of the order. We can type in any purchase notes, and then agree to the payment terms. So with Online School Payments we are Level 1 PCI Compliant. So we do show a review of the order prior to entering in the card information.  So now we'll enter in the card information here. We do not save the card information.  Again, since we are PCI Compliant, however, when we place the order and the order has been processed and completed, we will now have our order confirmation, and we do tokenize the last four digits of the card number in order to easily process refunds. So now we have our order confirmation.  Those emails have gone out to the appropriate parties to the Sponsor/Teacher associated to each item would receive an email, the bookkeeper or main point of contact at the school would receive an email of the full order, as well as the purchaser would see an email of the full order. They can also click on their person here to see their account information.  So they can very quickly see their order information, they can update and change their address, their email, their password, or their name on the account, and this is where they can add in the various student information needed. So they can add a student profile to their account putting in first name, middle name is optional, and then last name, and then Student ID number.  If the Student ID number isn't well known, you can to a unique number or date of birth in there, and the parent would be able to save the student to their profile. That completes the purchase process, the different information that we can see on the account orders, and now he will go back to our Management Portal to look at reports. So we do action automatic ACH deposits to the specific school bank account, and we do that twice a month on the 1st and 16th of every month. So we can come and run a statement. We would receive as a main point of contact for the school, you would receive an email of the deposit amount that hit our bank statement, and then we can see, come here and run a statement, to get further detail on the deposit. So we can see this deposit of $5,902 was made up of sales to these individual fund accounts. So this is where the statement makes it very easy for you to be able to receipt into your accounting program that you're using to reconcile your bank account. So all of these different totals to the fund accounts will equal to the to the full amount that was deposited into the bank. Then we can also see the full, any sales that were done with in this statement time. We can also see any details by fund account. So if we want to see the specific information for each account, each item that was ordered.  So we may have multiple products that are associated to one account, and we can see that here.  So for donations, parking passes, and prom tickets, they're all related to account 1000.000. So this is where were able to see the specific information and the grand total making up at 1,850 that should be receipted to account 1000.000. All of our reports are exportable to PDF, Excel workbooks data format, CSV, all those different file formats. We also have a way that you can quickly look up any purchases.  So if someone calling in and they want to verify payment, under inquiry you can look up a payment inquiry on order information or by a specific student.  So if we look up the payment inquiry, we can do it by student last name first name, the purchaser information, order number, or card holder name. So if the card holder, the card that was used to make the order was different than the account holder name or the purchaser name it will still be searchable.  We can click on detail and see the specific detail that was created, that was added within that order and purchased within that specific order. Under reports, sponsors and teachers can have access to run specific reports. They would choose their name from the drop-down list, and they would be able to see for their items they have available for sale.  For example this AP exam fee, they can see the student information, the purchaser information, and the time and date stamp of the order. Under the activity date range, this is where we can see specific information on a given day of the items that have been sold or purchased. You can also put in a wide date range that would show per day the items that were purchased. So we can see the information: the activity name, if the student information was required, we would see that there, the purchaser name the order number, time and date stamp of the order, and the amount received and we can see our grand total. Under Reports, we do have Additional Reports, and these are updated twice daily at 3 a.m. and 3 p.m. with a batching of card information, and these are where you can build your own reports. So you can pick and choose the information that you want included on these reports, and we have a lot of reports. So under transactions, you can run by specific fund account, by a date range by product, you can do transactions by student.  So you can see each student if they ordered, the different information, and products they may have purchased. You can run, if you're tracking inventory, you can run various product reports, product inventory if your tracking any on certain fund accounts.  You can see a full list of school products.  You can export reports directly to Excel that are already formatted.  You can run statement and deposit reports, refund or reverse transaction reports, and then any user or usage reports. So all of those reports are available. So that brings us to the end of our Edlio Pay Basic 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 at Edlio.  If you're not 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. We hope y'all have a wonderful day and thank you again for joining My Edlio Webinar

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Edlio Pay Year-End Webinar

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