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[Edlio Webinar] Edlio Pay Training: Student Invoicing

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Check out this webinar where we show you how to set up obligations via Edlio Pay so parents can easily pay online for things like senior dues, childcare, clubs, and so much more.

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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 invoicing through Online School Payments. We appreciate you joining us for recording and we'll go ahead and get started. So to first create an item as an invoice, you would login to the OSMS Management Portal. So you would login with your user credentials. Which would take you to the homepage.  So in order, again, to create and start with an item that you can use for invoicing, you would go under transactions and OSP products You'll see your list of items that are currently available for sale online. We're going to add a new activity here. So for Online Student Invoicing the purpose is to be able to attach a specific item to a specific student. So for example we're going to create an item for graduation fees.  So all seniors need to pay this graduation.  So we're going to set it up. We're going to put in our activity name for graduation, graduation fees for 2020 through 2021, and then give a short description.  So all Seniors please pay your graduation fees. You can put in the Sponsor/Teacher if there's a main sponsor for the seniors. You can search or page through your list of sponsors. It will pull in their sponsor email first and last name, and then you would put in the available dates for sale. And this is where the important part comes in on the price type.  So if you're doing an invoice and your wanting to attach this fee to a specific student, you would choose the obligation option.  So under the obligation option it would show no price here. So you could choose obligation.  The price would be $0 because you're assigning the price to the individual student. Then you'll come down, assign it to your fund account. So I'm going to assign it to my seniors.  You would do it relative to the account that you're tracking This revenue for the graduation fees.  You can even restrict it to the twelth grade level.  So you can put the grade level as twelfth and click on save. So now we have added the graduation fee and the obligation type has been selected.  So if we go to the web store, under Sunnydale high school for our example. We will not see this graduation fee available because we set it up as an obligation. So it is an invoice that we are going to attach to a specific student. So it's not going to show under the regular school store. So we'll see here, if we scroll down, it is not under the graduation. We do not see that item available. So if we go back to the Management Portal, under student. So you would need to have your students loaded. So under Student Information and this is information and the steps you can take to get all the set up. We can help you on the client success team, and the feature for the Online Student Invoicing is an additional cost.  So again please contact us if you're interested.  If you're not currently using this obligation feature please contact your client success specialist. So under students, you would add in your student information. So it will have your student ID number, the first and last name.  You can add students manually or upload your list of students. We even have integrations that are available that we can help with and discuss pricing with you. So we will go under, to add this obligation to a specific student . We would go under Detailed Obligation. You can see here we have a list of obligations that are outstanding.  We're going to add a new detailed obligation. We're going to select our student. So this is our list of students.  This is why we need the student information because we would want to be able to choose our student that it would assign to this obligation. We've got Todd's information pulled in, the school information.  We can put in the obligation date.  So we're adding the obligation on the 27th, and then we have our obligation type.  So the obligation type - this field is populated based on when we traded the item under OSP products originally, and chose the obligation type, that is what has created and populated this list for the obligation. So we're going to choose the graduation fees, and then we can put in a description, and then we can put on the obligation amount.  So if you have different amounts for different students.  You can type in the amount based on what you're wanting them to pay.  So we'll say the fee is $50. You can also write off an amount.  So if the fee is $50, but you're going to write it off, you know you're going to write off $10 because they're only supposed to pay $40. You can do it that way.  You can also change the obligation amount.  We're going to leave the obligation amount at $50. The obligation due is $50, and we're going to click on update.  So now we have added to Todd Harvey the graduation fee for 2020-2021. So now if their parents have been alerted they login.  There's a different place that they would go instead of going to High and then Sunnydale High School. To pay the obligation, the parent would go to Pay Obligation, login with your user credentials, and then choose their student.  So they can choose Todd, and they can see here they do have an obligation outstanding.  They can also choose Steve or Mary Ann.  So if any of their students, if they each have an obligation they can be multiple obligations at once at that individual school. So we're going to pay this $50 graduation fee and click add to cart.  So instead the purchase experience is a little different for the obligation.  So instead of going to the high school, they would go to Pay Obligation, login, and then any student that is attached to their account would show up, and they would be able to select each student to see the outstanding obligations due. We can click on check out. Our information for our student is already filled in. Put in our billing information. We would agree to our payment terms. Put in our card information. So the check out process would be the same. It would already, with paying that obligation, it would already assign a student which is helpful. They can purchase additional items at Sunnydale High School with the purchase of the obligation, and then they can click place order.  So now that they placed their order, you as the bookkeeper or as the main point of contact would get an email of this order, the purchaser, as well as the sponsor So if we go back under students and detailed obligation, this is a quick place that you can look to see what obligations are outstanding, and you can see now that Todd is no longer showing with an outstanding obligation. To find the payment you can look up an inquiry.  So a payment inquiry or payment specific to that student.  So you can look by student name, purchaser name, order number, or cardholder name, and search, So you can see the different detail information, and click on detail to see that purchase. You can also run a report for the Sponsor/Teacher, an Activity Date Range Report, or under Additional Reports, you can run Obligation reports.  So if you want to see at any point your outstanding obligations, those that have been paid, or left unpaid, you can go to the obligation balance report. You can also see the write off report. So if you have written off any balances for these obligations you can see all of the right offs that have been done. If we run the balance report, we can choose the beginning and ending date range. You can sort by the list of students, you can group the students by grade, by homeroom, by their current school, or you can run it by the obligation type. You can do a summary view or student per page, and then you can choose paid obligations or unpaid obligations. The partially paid obligations is an option if you are using our Online Teacher Receipting feature.  You are not allowed, purchases are not allowed to make partial payments online through the web store.  They would only be able to make partial payments if you agree to do that at the school level under the Online Teacher Receipting if you were collecting the money in person from the student or parent making the payment for the obligation. So we'll just choose paid or unpaid, and then now we can see for individual students.  We can also see for individual obligations here. So if we click on graduation fees we can see that Todd paid his obligation, the obligation date, the amount, if any amount was written off, and the amount owed.  So his already paid that obligation. We can see for any band fees, any 10th grade algebra fees. So we can drill down see these obligation dates.  Click on them to see what is due and the amount owed. So this is an easy way to track specific items that a student has to purchase for an activity, or an event, or the grade level they may be associated with.  So this could also be used for AP exam fees. So if they sign up for AP classes and they have to pay $50 exam fee or whatever that cost maybe.  You would be able to use this obligation.  So thank you again for joining us today.  As a reminder if you have any questions please feel free to reach out to your Client Success Specialist at Edlio. So if you're interested and not currently using the student invoicing obligation feature please reach out. If you're not sure who your Client Success specialist is please email clientsuccess@edlio.com clientsuccess@edlio.com Thank you again for joining our webinar.  We will be conducting these webinars on Tuesdays and Thursdays at 12 Eastern Time.  So please feel free to join and thank you again for joining our My Edlio Webinar!

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[Edlio Webinar] Edlio Pay Training: Student Invoicing

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