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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.
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 link and then select the "Setup A Payment Plan" link. She would then need to enter the balance information and finalize the payment plan from her end.
100
Jeannette from McKinney Christian Academy in McKinney, TX is calling because one of her students was held back a grade. 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: Kaelen Malone; Parent: Lorna Tucker-Malone
Kaelen was a 12th grader last year, so you would need to roll over Kaelen from 12th grade to 12th grade and then assign the payment plan to the customer. Once this was done Jeannette would be able to enter the balance information and finalize the payment plan.
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?
*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 reports).
100
Donna from the AAM Training is calling because her school decided not to offer the Invoice option for the 13/14 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.
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
Chris Herring from Athens Christian School 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.
200
Dana from Southwest Christian in Ft. Worth, TX is calling because she would like to know when her deadline is to complete her payment plans. What information would you give her?
You would just want to give her the finalization deadline for each payment date. Focusing on the first finalization date.
200
Allison from Beacons of Hope is calling to add a payment date of the 20th to her school. She has a family - 102 089 652 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 need to add the payment date of the 20th to the school profile. You 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.
200
Janet Morrison from Ashley Hall in Charleston, SC is calling because she had a student attending their Early Education Center for 2011-2012 - Lavina Maybank, that is now moving into the School. Is she able to reenroll Lavina into the 2012-2013 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 Lavina on the student reenrollment list, and then choose the 12-13 School Year for the new term and then choose his new grade for Kindergarten.
200
Lynn Kessler from Christ the King Catholic Academy in Atlanta, GA is calling stating she would like a pay in full plan for February 1st now since the July 1st full payment date has passed,and she has a family that would like to pay in full. 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 Feb. Once you save that, the full payment plan will show up on the eCashier page.
300
Rena Howell from Cullman Christian School in Cullman, AL is really confused about how her funds are being collected and wants you to explain how her accounts are setup.
The first person to explain this correctly - wins!
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 Marty Buckholt's payment plan. What information would you give her? Is there something that could be useful to show Vicki for future reference?
Marty'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.
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.
300
Your contact from your #3 school is wanting a letter to send to their returning families that they can list their payment option for the upcoming year. Go in and configure the letter for the school, including all pertinent information.
The first to do this correctly, wins!
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
Does Cumberland Academy of Georgia in Atlanta, GA allow partial payments on their incidentals?
Yes, for Field Trip Fees & No for their other incidentals.
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/credit - 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.
400
Donna from AAM Training Academy (12-13 School Year) is calling stating that the Amelia Pond (101 029 164) made the $20.00 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 $20.00 that she collected. We would also want to see if she would like to reactivate the payment plan for Amelia.
400
Derek from Killian Hill Christian School in Lilburn, GA is calling because they are thinking about adding a $35.00 downpayment for a Registration Fee (charged to all families) then to be attempted in May for the 13/14 School Year (once 13/14 is setup). 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. 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 (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.
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. 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
Carlton Preston from Chaminade-Madonna 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) ***Most cases you would also check the Pending Defaults - but this school does not have defaults setup
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 bank account to Invoice C: Changing the bank account to a CC D: Changing the Invoice to a bank account 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
500
Michael from your #3 school is calling stating that they would like to add a $50.00 track fee to all of their existing students payment plans to be attempted on 2/1. He would also like to give all the girls a $10.00 credit towards this fee for participating in a Cancer Walk. Make these changes.
This first person to make the change correctly, wins!
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.
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).