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Edlio Pay Webinar

Added Jun 24, 2021 •

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Join us to learn everything you need to know about Edlio Pay! We show you how you can connect payments to your Edlio forms, as well as 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 and good afternoon everyone. Thank you for joining today's session on Edlio Pay or OSP by Edlio. Today we're going to learn a little bit more about OSP and what the payment processing system looks like. So, what is OSP? OSP is an easy-to-use software for online payments and it integrates with school activity fund software such as your Edlio website. You can pull up multiple reports for  payment details and you'll get bi-monthly bank deposits. It can also be linked to your Edlio website. The way the OSP process works is that the bookkeeper is going to be creating the product in the management portal side and the product is going to go online automatically at the scheduled date on the parent webstore site then the parent is going to go shopping online, the credit card will be charged and then three emails get sent out whenever a transaction is made. The three emails will go to the parent or to the purchaser, to the bookkeeper of that school, and then to the sponsored feature of that product. Lastly the money will be deposited and a statement will be generated. So, for using OSP, it's a free solution but there is a transaction fee for the purchasers. It is a 4% plus $0.35 transaction fee. This can be either paid by the school, this way it is free for the purchasers or it can be passed down the purchasers which makes it free to the school. The way it works is 1.75% of that will go to Edlio and then 2.25% plus the $0.35 transaction fee will go to Visa or Mastercard. This is a great example for a $10 purchase if you have a $10 product in the cart then the 4% plus $0.35 which is $0.40 plus the $0.35 comes to a total of $10.75. Now $10 will go to that school which is what you put the product up as and then $0.75 of the fees assessed will come back to OSP The way the big deposits work is sales are batched together so sales that are done from the 16th to the 31st will be deposited on the first of the month and then sales from the 1st to the 15th will be deposited on the 16th of the month. K'eep in mind that if it does fall on a weekend or holiday it's going to be processed the next business day and please allow 2 to 5 days  for the bank to process. Let me show you a little bit about the portal and the webs store. So this is the management portal. This is a test site and then this is the parent web store. This is a test site where parents are going to go and make purchases. To create a product, I would use the management portal to highlight a couple things on the homepage. We have our news feed which we will post our newsletters on the bottom left-hand corner . We have support and feedback if you'd like to submit. Your email and your name will be automatically generated you just have to input the message and send it. If you are new to the system you can have quick start guide and training available for you but when you login you would use the login for your  like school if you have multiple schools you would see multiple schools listed but if you're only a bookkeeper to one school then you would only see one school. I'm going to select my school I log in, making a product first. When I go to transactions and OSP products, I see no record so I have not posted a product so far so in the top right-hand corner I'm going to go to "Add New Activity/Obligation" Here I would add my product so my very first product I'm going to make a donation it's going to say "Donations to the school" So for your activity name you would just input their what you would like to name this product. Your short description is the description of the product that you're putting up so if for example this were to be a field trip you would put all the field trip details in the short description. For your sponsor teacher email address this is whoever is going be in charge of making sure that the fees are collected and going to the right place of this product. In this case we can just select Jenny Allen. If this is this is the first time that you are putting in information you would just type out the email address the last name and the first name and then it will save it for next time. Dates available for sale are when you want the products to go live. So we want them to start showing up today until let's say we don't want them to go off until 2025. The cool thing about this is you can future data and backdate it so if you're setting up products right now for the new fiscal year starting in August or September you can come in here and you can future date this to a later time. Let's put it to 8/21 and it's going to let you save or for example if you don't want the products active anymore let's say you don't want any more donations you would just backdate this to yesterday's date. The only thing to keep in mind is that products cannot be deleted once a purchase has been made so if you don't want the product to be active anymore just go ahead and make it inactive. For this this purpose I'm going to make this a variable price. A variable price type is a sliding scale price that allows purchasers to input however much they want to pay. This is great for the donation product because this way we don't set a minimum amount they can donate however much or however less they would like to pay. For a fund account, this is where the money is going to go after it has been deposited into your bank account. This is great if you have charter accounts, fund accounts. For this purpose I'm going to use general funds I see we have a question- "How can I retrieve a product that is no longer active or date has expired?" I can show you that in just a second after I save this product. So we're going to save. Everything that I needed to put in for information has been submitted. As you can see an activity number populates. If I go to additional options I'm going to select no student ID required because I don't want student information. We came out with a cool new feature that allows for guest checkout so if you make a product for example this donation products and you check off no student ID required they do not have to make an account with OSP. Now if the product does require student information, then they do have to make an account. If you're interested in learning more about these other check marks please contact your Client Success Specialist at Edlio and they will put you in touch with me and I can give you a quick description of them or they'll put you in touch with Mallory. I'm going to save. Perfect! Going back to the question, if I go to transactions in OSP products, if I check off include inactive it's going to show me all of the products that I've created in the past. I'm going to hit the magnifying glass and it's going to show me all of my products. In this case I only have one product active. Now that I've created this product I'm going to go to the parent web store. I'm going to go to my school and as you see there donations is up there. So what I'm going to do is I'm going to click on donations to put up a short description Now for the the very old variable price type that I just showed you I can type in the amount so I can donate $5, $50, or $500. In this case I'm just going to donate $50 and I'm going to add it to my cart. I'm not done yet. Let me go ahead and make another product. I'm going to go back to transactions and OSP products and it's going to take me to the page where we're at right now but it's only going to show me active products Let's make a fixed price type For my activity name let's put field trip-- field trip to the zoo Then I'm going to say bus leaves at 7 a.m. and comes back at 7 p.m.. Lunch will be provided Perfect. For my sponsor teacher if I want to still like Jennie Allen again I can, if I want to select someone else I can as well. It's going to be whoever is in charge of making sure that everybody that's allowed to go to this field trip is paid for. My dates available for sale again when the products are going to go active let's say the last day to purchase a ticket is July 30th I'm going to leave it as fixed and to go on the field trip that costs $100. For my fund account I'm going to select the field trip spend account and I'm going to save. I'm going to going to leave everything else intact because I do want student information. I'm going to save and go back to my parent web store. I'm going to go back to my school. I see field trips and donations so I'm going to add field trip to my cart. I have how to pay the $100 and as we see we have the description that I had put in earlier I'm going to add it to my cart now because I have a donation which does not require student ID and a field trip that does require student ID, it's going to default and it's going to ask me to put in my account information or make a new account if I have not already You see here the 4% + $0.35 which comes to a total of $156.35. I'm going to check out. I'm going to log back in and for the donation there is no profile required but for the field trip there is. I can select a student if they are already in my account if not I can add a student all I would need is a student ID the first name and the last name. In this case I'm just going to select Harry Potter and I'm going to select next. It's going to ask me to put my billing information and address. Next it's going to ask me is everything okay I'm going to accept the terms. Keep in mind that when I guess bookkeeper's make a refund they will not get back the transaction fee so they'll get back only the subtotal line items so which is $150. Next, I'm going going to put in the card number. This is a fake card and I'm going to place my order. My order is being processed and I get an order number. This order number is unique to every order so it will never repeat so we can say or let's say that Robert Smith accidentally made a $50 donation, he only meant to make a $5 donation. He can bring in the order number since I have it handy I'm just going to copy it and you as a bookkeeper can log into the portal and issue him a refund. You would go to transactions and refund and I think the best way to look up an order is by order number I'm going to hit the magnifying glass and it's going to show me the purchase details. So I can refund him the $5 that I'm sorry the $45 that he wants because he only meant to make a $5 donation. If you're going to make a issue a refund by check I recommend still coming in here and putting in $0 and then for the reason you can just put the check number in and it's going to let you know if something has been refunded or not it's going to grey it out. When it is time for statements you can also come in here and view your statements this is a test site so there are no statements but it'll show you from this time period to this time period. You should receive this amount in the bank You can also set up new users by going to set up user accounts and you can pull up reports. These are all the reports that you can pull up and you can go to additional reports and there will be more options. There are two reports at the very top that update in real-time. The rest of these will update at 3 p.m. and 3 a.m. eastern time, so keep in mind when you are trying to pull those reports up. That is it for the OSP basics.

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