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[Edlio Webinar] Edlio Pay In-Depth: Add-On Modules

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In this webinar, we discussws our most popular modules that users add to their Edlio Pay suite, including School Care and Teacher Receipting.

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Good afternoon everyone. Thank you so much for joining us today for our Edlio Pay webinar. Today we will be covering Edlio Pay and doing a walk-through of a few add-on modules and features offered through Edlio Pay.  We have a technical representative today in the chat who can answer any questions you may have. The webinar will also be recorded and accesible to everyone in the help center. So thanks again for joining and we'll go ahead and get started. *pause* *pause* *pause* *pause* *pause* This should look a little familiar of the OSMS Management Portal. So we'll go through a brief overview of Online School Payments through Edlio Pay. *pause* The Online School Management System Portal is where you as a school user would be able *pause* to log in and create products to be put online for sale and for parents and community members to be able to go to your web store to purchase those items. So under the Management Portal this is where we're creating those products to go online for sale. So we're going to log into Sunnydale high school for example and go under transactions, OSP products. This is where within OSP in the management portal, you can create an items.  As you see here we have a lot of different activities for Yearbooks, field trips, school fees, t-shirts, etc. So once we create an item, for example, our one-to-one program, we have the designated required fields that show the red circle with the arrow. Once we save and add our information it will then be available here on the web store. So if we Link in the parents and community members want to make a purchase, we would link to Sunnydale high school and take us directly to our web store where we would be able to purchase the item that we would create on the management side. So that's just a brief overview of online school payments.  So what I want to talk about is an additional module called Online Teacher Receipting. So with Online Teacher Receipting, you are able to receipt students, parents, anyone that may come in to do any in-person payments at the school. So this is in person payment for cash, check, or credit card, and when you're receiving the funds if they are paying by credit card you can type in the card number or you can order a swiper, where you can swipe the card and it will automatically fill in the card information. So with Online Teacher Receipting we follow the same steps in order to create a product.  So we would go under transactions, OSP products, and we would add a new activity.  So if we wanted to add an activity for yearbooks for the upcoming new school year You can add a description. We have a short description here as well as a longer description option under the additional text fields. You would then pull in your sponsor/teacher again, if you're not sure of the email address you can always click the magnifying glass and do a search through your whole list. Then you would choose the available dates that it would be online for sale. So we will just for this example we'll choose the month of June. And then we can choose our price type.  So we have a fixed price if our Yearbook is $25 the purchaser would pay $25. If they had a variable price they would be able to put in the price that they wanted to pay. But for a Yearbook, we're going to do a fixed price of $25. Choose our fund account. Again, we can search using our little magnifying glass or if we knew the number we could automatically type that in. If we had a grade level we could choose all or not available. It doesn't, it's not applicable, it doesn't matter. So we will click on Save. And now we have created our yearbook product for the 2021-2022 school year. Under the additional options. If you were to create an item and you wanted it specifically for Online Teacher Receipting and to do a price override. That's only available with the Online Teacher Receipting. So basically if someone comes in and you're going to give them a discount you can override the price in person. *pause* Also, if you're creating an item and you do not want purchases to be made online, you only want them to be able to purchase in person. You can mark a product to be only restricted to use for Online Teacher Receipting. And the various other options apply where you can track an inventory the quantities of the items that you have. You can also verify grade levels and the minimum GPA. Under the additional text fields, if you want to add any further information for course or class, a longer description, or add any terms and additions you can.  As well as add a product image. *pause* *pause* So that is how we would create the item and at that point if we did not restrict it to just Online Teacher Receipting.  It would also be available in our school store here under Sunnydale High School for purchase. *pause* So parents would have an option of paying for the yearbook if you allowed either online or in person. *pause* So if a student comes in to pay. You would give access to your teachers or if you were wanting to do that at your desk, if you have a cashier station, but anyone that would be receipting the students directly for cash, check, or card payments they're wanting to make on behalf at the school. So under transactions, we would go to receipt entry. So now I'm acting as a teacher collecting money from my students. So you can type in the name of the student. You can type in the student ID.  You can type in the school name or email address. So we're going to find here Steve Harvey and when we pull this up we will see all of our products available to be purchased for that particular student. So let's say they're paying for a locker fee and also for a gym shirt. So we can just click on the addition button here to add any products that Steve may be paying for.  We'll say there just going, he's going to order those two items and will click on check out. You can choose your payment method by cash, check, or buy card.  And again we can type that car number in or we can use a swiper. *pause* The standard convenience fees do apply to taking card payments in person, but there are no additional fees to cash and check in person. So will say that our check amount is for $30. The name on the check we can have that information as well as the check number. If we have any purchase notes. So we can say please note that Steve picked up *pause* the t-shirt.  So we already know that that t-shirt is already in his possession. *pause* And we can click add, proceed, and at that point we have receipted Steve.  We can enter an additional email to the one that's on file or we can review the receipt. So this is the receipt number for those items.  We can print that out immediately. If for some reason we needed to void you to have that capability or you can hit clear and then go to the next student. So we again we can quick fill in the name of the student. *pause* You will see the products again available at our school.  So we'll add a small T-shirt *pause* as well as an agenda. And then we can click on check out. We'll say that we got $50 in cash. The change due will automatically tell you. If you do need to put a name in here you can definitely do that. And then any purchase notes and then click proceed. Again that email address on file has been emailed a receipt, but you can enter in an additional email. View the receipt or clear the screen and continue to receipt students. So one you have receipted students throughout the day.  Underneath transactions you will need to post a deposit.  So whether it's the teacher receipting your students in the classroom or a cashier that is at the front office receipting students or parents as they come in.  Regardless when you're done collecting money for the day you will need to do a deposit. *pause* So under Teacher Receipting Deposit you'll see here I've got my username.  This is my information because I am the receipter. We've got our deposit date.  You can do it look up if you need to of deposit number. Then the grid below will show all of my receipts that I have done for the day.  For this example I did two receipts - One to Steve and on to Mary Ann. I can check mark all or I can select these one by one. *pause* At the bottom we do need to put in our totals for collected for cash and check.  This just helps balance and make sure that we have made no errors in collecting the funds. So I've got $20 in cash. I've got my $30 check.  So in total my deposit is for $50. So once I click deposit, what makes it very easy for your school bookkeepers, that are in the system, is they will automatically be emailed a Deposit ID statement. So they will get this in their email you can also print this out as a collector of the funds whether you're a teacher, cashier, or even the bookkeeper. You can always print this out and then we have various signature lines here at the bottom.  We also have what makes Edlio Pay and using the Online Teacher Receipting and modules very seamless for the financials, is we get a breakdown of the funds that goes to the specific fund account.  So we can see that gym uniforms received $25 of the $50.  Fundraisers received $15. Agendas received $10 for the grand total of $50. So we can close that out and with the Online Teacher Receipting, anything that is receipted within the system as well as purchased online will be available on all reports. So regardless if they paid in person or online you will be able to report on that.  So if we go under inquiry and payment by student.  We can look up our student for Steve.  We can put in date ranges or we can look up all dates. *pause* And then we can see the order number. So TR denotes that this purchase was made in person through the Teacher Receipting module.  And then the order number will show and verify against any orders that were made online.  So again it's a full system to be able to track in-person payments as well as online payments. Under reports, same thing any sponsor/teacher reports you run, any of the activity date range, as well as additional reports will house any payments that were made in person. *pause* So that covers our Online Teacher Receipting module. That is an add-on feature. Next, we will talk a little bit about student obligations or student invoices.  There is different terminology that different schools and districts may use, but essentially what a student obligation or a student invoice means, is it's a required fee if they are involved in a specific activity. So for example, if they sign up to take an AP course for Math and there is a designated exam fee to be able to take that AP math exam. You are able to integrate your student information system with our management portal in order to keep track of those payments. You can manually keep track of your obligations through the management portal, or again we can do a sync with the student information system. So under students, we can add our student information here.  So we can again do a one-time upload of the student information and manage on the screen.  Or we can do a nightly sync with your student information system and we are vendor-neutral there.  So we can edit if we needed to, Catherine and we needed to change this email address or make any changes and then we would just click on update. If we needed to add a new student.  We would put in the Student ID number, the first name, *pause* last name, and the email address associated. You would then select the school name, and if you only have access to one school you will only have access to that school under the drop-down.  And then you can also choose the grade level. And also enter in the current GPA. Then click on update. Once you have your students in the management system. If you need to create an obligation.  You do that the same way you would by creating any other product.  So it makes it very user-friendly and easy to know how to create these obligations. So under transactions, we have OSP products, and then we can add a new activity just as we did before for the Online Teacher Receipting example.  And then we can say AP exam fees for math. *pause* We would pull in our sponsor teacher.  We would put the dates that this would include for sale, and then on our price type this is important.  We would mark it as an obligation. And when we mark it as an obligation, the price will be affected when we attach it to that individual student. So we will then attach it to our general fund, and then we can even assoiciate a grade level.  So any student that is in the same grade level we deam on this product would only be able to purchase this item.  So they were in ninth grade, only 9th graders would be able to purchase this.  Some people use this restriction for prom.  So if only Juniors and Seniors are allowed to go.  You can definitely restrict that to the grade level. We'll click on Save. We again have our additional options, text fields, and product images available.  And then we'll go under students, and student detailed obligation. So at this point on this screen we can see all of our obligations that are due.  So these are the students that are that owe an obligation to the school.  But we can add a new detailed obligation, and we can choose our student. It will automatically fill in the student, the student information.  So again in this drop-down you can type it in for a quick fill or you can scroll through.  It will have your school ID, and name, and then you can choose the obligation date. And then the obligation types.  So you'll see that we created an AP exam fee for math.  That's the product that we just created, and when since we marked it as an obligation.  It allows it to come here under our obligation type.  So we can select that obligation for the exam fee for math. If you have any description you can add that in there.  We do have user-defined fields.  So you can define if you know there is some specific that you're wanting to know on these obligations.  These are user defined fields that you can fill out.  Then you would put in your obligation amounts and then click on update.  So now I have assigned an obligation fee to Ivana for the $40. *pause* So we can go under transactions, and we can reciept that entry directly through our Online Teacher Receipting, and you can see as soon as I pull up Ivana, that we can see that they/she has one due obligation. We can add that obligation to our cart.  If they only have $20 to pay toward that obligation.  You can do a partial payment within the Online Teacher Receipting. So $20 we can add here, and will click on check out. We'll say that we got $20 in cash and then that automatically receipts that money, and again if we're done receipting for the day, we can make our deposit for that $20 fee. Verify our totals, and then the information will be sent to our bookkeeper. *pause* So if we go under students, and student detailed obligation. *pause* We now see *pause* Ivana paid $20 to the $40.  So the current amount due is $20. So again you can still track any partial payments, unpaid as well as any paid fees.  So you can have some additional filters.  If you wanted to search just for the AP exam you could do that.  You could select the obligation amount for that.  You can filter by obligation date.  We also have various reports under the additional reports for obligations. We can run a balance report at any time if we want to see any all paid fees for the year, all unpaid fees, partially paid fees, anything that we need to see we can add on this report. *pause* So we'll do our date range for the full calendar year.  You can choose to sort.  You can also view. We'll do a summary view, and then if you only want to see paid obligations.  You would put that here in your selected values.  If you wanted to see all, you could do all of them as well. We'll click okay and this is going to show you a list of all of your students, and what fees they have paid, what fees they have unpaid, or fees that you have written off. So if you are giving a discount or you know that that money is not going to be collected.  You can write off that obligation, but it will still save on all reports as an audit trail that, that amount was written off. *pause* So online in the web store, parents can also pay obligations online. So if we link directly to our web store, and I log in here as a parent. *pause* *pause* I've got my menu bar at the top and instead of going to Sunnydale High School, I can click on pay obligation. Choose my student from my student profile, and then see if there's any obligations due for my student.  You can also filter obligation by school if you have multiple students at a specific school.  So we can pay this $10 obligation. We do have to pay the full amount of the obligation when we're paying online, and then we just simply add that to our cart.  We can then check out.  It automatically is adding that student profile for me because I've added it on the obligation side. So as a parent when I go into purchase I would not have to select who that obligation is for because it's already attached. We'll click on next.  If we've got bill to information saved it will show here. We will get our order review, any purchase notes, agree to the terms and conditions, put in our card information. *pause* Again, they will need to type in the card information. Then we'll put our name. Then place the order. So now we have an order confirmation.  We can go back to our management portal, and now we can tell that they're no longer is a fee for Steve for that $10 item. It is no longer listed in our list here.  So there's a lot of options around student obligations. Again, we can do a one-time upload of your student information system, your information about your student, and manually go through and add those obligations.  We also can do again, a nightly sync with your student information system and also bring in any obligations.  So if you were tracking any fees or obligations in your student information system by student.  If you're tracking, you know for example the AP exam fees, we would be able to automatically pull those fees into the management portal for easy collection.  So you would not have to add a detailed obligation to an individual student.  That could be automatically done for you. *pause* So that brings us to the end of our additional features and add-ons here. Really appreciate your time.  As a reminder if you have any questions please feel 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. I want to thank you all for joining us today.  We will be here for just a few more minutes if anyone has any additional questions.  We hope everyone has a wonderful day and thank you so much again for joining our my Edlio webinar.

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