AM Mid-Point Review

Institution Profile

100

Lori Sheffield, a new contact at Community Christian School in Stockbridge, GA is not sure how her families need to setup their payment plan. Explain the process to her on what the parent would need to do, and then what the school would need to do (if applicable).

Her school is Insititution Finalized, so you would tell her to refer her families online to the school website (where they should have the Institution Link posted). Parents would click on the the "Setup A Payment Plan" link. They will enter demographics/payment plan/financial information. She would then need to enter the balance information and then finalize the payment plan to be posted to our system.

200

Chris Herring from Athens Christian School - 677 is calling stating she is trying to add charges for their School Trip Fees to some of her payment plans. She has used this account before, so she is not sure what she is doing wrong. What will you tell her? Are there any changes that you need to make, in order to make this happen for Chris?

The School Trip Fees are not currently being used for payment plans. To have this sub account on the payment plans, we would just need to 'Edit' and click on the box for this account under the Payment Plan settings. We would also need to verify what priority the School Trip Fees need to get paid.

300

Rena Howell from Cullman Christian School - 874 in Cullman, AL is really confused about how her funds are being collected for her payment plans (13/14) and wants you to explain how her accounts are setup.

The first person to explain this correctly - wins!

400

Does Cumberland Academy of Georgia - 1183 in Atlanta, GA allow partial payments on their incidentals (13/14 School Year)?

No

500

Carlton Preston from Chaminade-Madonna - 1148 in Hollywood, FL is calling in stating Dianne from the school retired and he is now the primary contact. What changes would you need to make?

1. Change Carlton's role to Primary 2. Remove Dianne's role 3. Deactivate her user account 4. Make her status inactive 5. Change to Carlton's email for unresolved fees (all active terms) 6. Change to Carlton's name for Contact in letters (all active terms) 7. Remove Dianne's email from month end reminders (all active terms) 8. Change to Carlton's name in the Invoice Profile (all active terms) 9. Finalization Reminder Email (all active terms)

Pending

100

Carol Mullen from Trinity Christian - 8845 is calling because one of her students was held back a grade since she skipped too many classes. She is wondering how she will reenroll this student - what would you tell her to do, or what would you need to do to make this happen? Student: Hannah Batcha; Parent: Diane Batcha

Hannah was a 12th grader last year, so you would need to roll over Hannah from 12th grade to 12th grade and then assign the payment plan to the customer. Once this was done Carol would be able to enter the balance information and finalize the payment plan.

200

Bnos Leah Prospect Park Yeshiva -869 is calling because she they would like to know when their deadline is to complete thher payment plans. What information would you give them?

You would just want to give her the finalization deadline for each payment date. Focusing on the first finalization date. She would be able to see all of these dates in the Pending queue under the Agreement List.

300

Vicki is calling from St. Thomas Aquinas Catholic School in Dallas, TX because she is not sure why she is not able to reenroll Lance Tyler's payment plan from 12/13 to 13/14. What information would you give her? Is there something that could be useful to show Vicki for future reference?

Lance's payment plan is not able to be reenrolled because his previous payment plan was terminated. I would suggest showing her the Reenrollment Status Report as this will show her any customer that cannot be reenrolled and why.

400

Jeannette from McKinney Christian Academy in McKinney, TX is calling because she would like to know what is the easiest way to enter charges & credits - as she has many sub-accounts for her school. What would you tell her?

Either importing the transactions or entering the transactions in mass. Entering the transactions in mass is usually the easiest as the school will be able to use filtering functions to help apply the charges/credits more quickly, whereas the importing function may take more time.

500

Donna from the AAM Training Academy is calling and she would like to know who can update the following information while the payment plan is still Pending; *A*: POM *B*: Changing the automatic payment plan to Invoice *C*: Changing the bank account to a CC *D*: Changing the Invoice to an automatic payment plan *E*: Changing the RP name due to legal name change

A: School or FACTS w/ the RP's request B: Neither, this will require a new payment plan C: Only FACTS D: Neither, this will require a new payment plan E: Only FACTS

Changes

100

Donna from the AAM Training Academy is calling because one of her families withdrew due to moving across town. What are the questions you would want to ask her in regards to how this change should be done? This family has a payment plan with FACTS.

*You would want to ask her if the payment plan needs to be terminated (thus making it not available for reenrollment). *You would want to ask if the balance needs to be cleared. *You would want to ask if the the customer needs to be inactivated (so they do not show on their customer/student lists, and does not roll over the customer information for the upcoming year).

200

Allison from Beacons of Hope is calling to add a payment date of the 20th to her school. She has a family - 102 498 866 for Adley that is a special case and needs to pay on the 20th. She would like this date not to show to any other family. What changes would you need to make?

You would not want to add the payment date of the 20th to the school profile, since this is an exception. Since this payment plan is still 'Pending' the school is not able to customize the date until the plan is finalized. Once it is finalized, they would just need to go into this customers payment plan and modify the existing due dates for all the payments to reflect the 20th of the month.

300

Donna from AAM Training Academy is calling in stating that she received a $568.20 check payment from Millie Banks (101 029 619) but it will not allow her to record the payment from her side without first paying the EF. She wants to know if there is any way that she can avoid the fee being paid, as the parent promised to bring in that amount next week. What would you tell her?

Essentially we do require the FACTS fee to be paid first when Applying a payment, but she would be able to get around the fee being paid if she applied the payment as a balance adjustment instead. Not something that we want to get in the habit of, but it can be done in certain cases if needed. We would want to let her know if the EF would not be paid by the termination date, the payment plan would be terminated.

400

Donna from AAM Training Academy (13/14 School Year) is calling stating that the Cathy Brudvig-Rook (101 030 241) made the $40.00 EF directly to her at the school in error. She would like to know if that needs to be refunded to the family since that is a FACTS fee. What would you tell her?

Tell her that she would be able to accept that payment and apply it from her end, or we would be able to apply it from our end as well. Since she received the payment, we would then short her next remittance by the $40.00 that she collected.

500

Michael from your #3 school is calling stating that they would like to add a $50.00 Sports Fees for Track to all of their existing students payment plans to be attempted on 12/19.

This first person to make the change correctly, wins!

Random

100

Connie from Jamaica High is calling because her school decided not to offer the Invoice option for the 14/15 School Year. She is wondering if there is a way to notify her families that had invoice in the previous school year, that they would need to create a new payment plan. Any ACH/CC families will be reenrolled. Is there a place where we would be able to include this message? If so, what should the message say?

Yes, we would be able to include this infomation in the eCashier custom text. We would just want to relay the message that any families that had a payment plan with ACH or CC will be reenerolled, so they do not need to create a new payment plan. If a family had the Invoice option, they would just want to log into their user account (if online setup) and create a new payment plan.

200

Janet Morrison from Ashley Hall in Charleston, SC is calling because she had a student attending their 2012-2013 Early Education Center, that is now moving into the School - student Sebastian Mendez. Is she able to reenroll Sebastian into the 2013-2014 School Year for Kindergarten, or does the family have to complete a new payment plan? If you can, how would you do this?

Yes, you can do this. You would just need to find Sebastian on the student reenrollment list, and then choose the 13-14 School Year for the new term and then choose his new grade for Kindergarten.

300

Your contact from your #3 school is wanting a letter to send to their returning families that they can list how they would like to make their payments for the upcoming year. Go in and configure the letter for the school, including all pertinent information.

The first to do this correctly, wins!

400

Derek from Killian Hill Christian School in Lilburn, GA is calling because they are thinking about adding a $35.00 fee for a Registration Fee (charged to all families) then to be attempted next week for the 13/14 School Year. Is this something that we can do? If so, what information do we want to relay to Derek about how this is going to work?

Yes, we would be able to do this through a Scheduled Downpayment (on a payment plan - for any incoming families) or add the charges in mass for those payment plan already posted to the system. We would just want to make sure to let Derek know that since the fee is so low, and their school is paying the EF on behalf of the family, that they will not actually receive a deposit for those fees - since we would hold our EF from that next remittance after the downpayment/addt'l payment (actually showing an amount owed to FACTS). If he is still ok with having this fee, we would also want to make sure to tell him that all payment plans would need to be finalized prior to the scheduled downpayment finalization date.

500

Donna a new contact from AAM Training is calling because she is not sure how to send out her $100.00 Field Trip Fee to her 6th Grade Students. She would like this billed - how would you guide her to do this process?

You would want to guide her to the Billing Admin drop down menu and select "Create/Import" link. She will then be able to filter her 6th Graders and apply the $100.00 Field Trip Fee to only those students. She would just to make sure that she posts the transactions after she chooses the due date of the bill.

More Random

100

Your contact from your #3 school is calling stating that she has some families that still owe tuition from the 13/14 school year that she would like to add to their 14/15 payment plan. She would like to have this tracked seperate from the 14/15 tuition if possible for reporting purposes. Please make this change.

The first person to make this change correctly - wins!

200

Lynn Kessler from Christ the King Catholic School - 2726 in Atlanta, GA is calling stating she would like a pay in full plan for Jan 1st and Feb 1st also, since the July 1st full payment date has passed. She does not want the families to see both options, as she prefers the first date available. What would you need to do to create this payment plan?

You would just need to go in and 'Edit' the current full pay plan - push the + and choose Jan & Feb. The payment options are already set at 1, so only Jan will show until that date passes, and then Feb will apprear.

300

You are going through reenrollment for one of your school's that just migrated (old 1.0 data to 2.0) last year and you notice they do not have any grade information entered for those customers. After discussing it with them this is something that they would like to keep track of. Is there something we suggest/do to get this updated for the school?

We would be able to export a student list and email it to the school. The school would then need to enter the grade levels for those that have missing grades, or they would also be able to send the list back to us at FACTS and we could add them for the school (sometimes better for a lot of students). These can be added in mass through the students page and by checking the 'Grade' box and viewing the list.

400

Marian from St. Augustine Catholic School in Dallas, TX is calling because they are now offering a discounted rate to In-Parish families at their school, the most commonly used option. She would like to have the In-Parish families tuition seperate from the Out-of-Parish. Pre K tuition would remain the same. How would you set this up?

We would be able to change the current Tuition K-8 sub-account to In-Parish Tuition K-8 and then create a new sub-account for the Out-of-Parish Tuition K-8 (or visa versa - whatever is most common if charges have already been applied). We would need to make sure to add an Institution Fee Account to the new sub-account and also go under the Payment Plan term to check the box for the new sub-account and choose the allocation.

500

Judy from North Cobb Christian in Kennesaw, GA is calling to do her renewal call. She is stating that she would like the same payment plans as the previous year, but she would now like all families (new and returning) to have a $200.00 (per family) downpayment for their registration fee. How would you setup her payment plans?

You would need to create ER Only Payment Plans (for each of the options listed from last year) with a scheduled downpayment (since ER does not allow immediate downpayments). Then you would need to create the new payment plans with the immediate downpayment listed for the $200.00 Registration Fee per customer (since IFirst does not allow scheduled downpayments). For the Custom Paper families, she would need to go in and add the charges once the (down)payment plan is posted to the system - as paper does not have the downpayment option.