Notifications & Reporting for Payment Plans – QuickSchools Support

Email Notifications 4.1  

The following email notifications are available for the payment plan:

Failed Payments

An email notification will be sent when the initial scheduled payment or automatic retry fails.
The email will either state the next scheduled automatic retry OR that the last attempt failed, and to contact the school directly to have the payment manually charged.

Email notifications for Failed Payments are based on the Maximum Automatic Retries and Wait time between Retries (Days) configured.
**(See Enabling & Configuring the Payment Plan for more details.)

Notification Behaviour
› Currently, only email notifications are available.
› Notifications are applicable for Automatic Payments / Retries only. Manual payments / transactions will not receive any notification.
› Emails are sent to the Payer set for the Payment Plan.
› Option to set CC and BCC are available.

Sample Emails

Automatic Retry Email Notification

Last Attempt Email Notification

Upcoming Payments

An email notification will be sent if there is an installment that is scheduled exactly 3 days after the current date (or the date of scheduled payment notification)
The email will include a note if the payer set doesn't have any payment method on file.

Upcoming Payment (with CC Expiry)

An email notification is sent out to the Payer on file if the scheduled installment date is exactly 3 days from the current date, and the credit card on file is:
- Already Expired
- About to Expire - where the current date being the last day of validity
- About to Expire - where the validity is less than or equal to 30 days from current date
The email will include a note on the Expiry, depending on the conditions met.

   Email notifications for Upcoming Payments are dependent on how the scheduled upcoming payments check is configured.
     **(See Enabling & Configuring the Payment Plan for more details.)

Notification Behaviour
› Currently, only email notifications are available.
› Notifications are applicable for installments scheduled 3 days in the future.
   ↪ Scheduled upcoming payments check needs to be configured in order for the system to know when to check for upcoming payments.
› This will also check the payment method on file for the following:
   ↪ No Payment Method on file
   ↪ Expired CC
   ↪ Upcoming Expiration for CC (>= 30 days)
› If any upcoming payments meet the criteria above, additional information is added to the email notification.

Sample Emails

Upcoming Payment Email Notification

Upcoming Payment w/ No Payer Email Notification

Upcoming Payment w/ CC Expiry Email Notification

Reporting 4.2  Notes:
- Currently the Summarize and Graph options in the Report Creator ar not supported.
- The Payment Plan module cannot be used with other modules in the Report Creator. 

Summary Reports

The following Summary Reports are available for the Payment Plan:

Payment Plan Report by Date
- This report would list the Payment Plan Installments by Student and would have a total per Status (including a Grand Total)
Payment Schedule by Date
- This report would list the transactions by Installment Date and would have a total per Status (including a Grand Total)

Configure Access
   You can give users access to the Payment Plan Summary Reports, by doing the following:
› Go to "App Store" > "My Apps" tab.
› Search for "Payment Plan" > Select the App from the list.
› Click on "Configure".
› Add the user's name in the "Who can run summary reports?" option > Click on "Save"

Accessing Reports
   You can access the Payment Plan Summary Reports, by doing the following:
› Go to "Reports" > "Summary Reports" tab.
› Search for "Payment Plan".
   ↪ Click on "View" to run the summary report.
   ↪ Click on "Excel" to export the report.

Step-by-Step Guide and Sample Report

Go to "App Store" > "My Apps" tab > Click on "Configure" for the Payment Plan

Add the user(s) to the "Who can run summary reports?" option > Click on "Save"

Go to "Reports" > "Summary Reports" tab > Search for "Payment Plan" > Click on "View" or "Excel" beside the report name

Sample of the "Payment Plan Report by Date" Summary Report

Sample of the "Payment Schedule by Date" Summary Report

Report Creator

In the case that you are needing a more specific kind of report, you can either:

Request to have a Custom Summary Report created.
Or create your own report via the Report Creator App

Creating Payment Plan Reports
You can create reports for the Payment Plan, by doing the following:
› Go to "Reports" > "Report Creator" tab.
› Click on "Create New Report" > Enter the Report Name > Click on "Create".
› Under "Core Modules", check the "Payment Plans" option > Click on "Next".
› Select the fields you would want to report on > Click on "Done".
↪ You can then add filters, update the sorting, or re-arrange the fields.

Step-by-Step Guide and Sample Report

Go to "Reports" > "Report Creator" tab > Click on "Create New Report" > Enter the Report name > Click on "Create"

In "Step 1: Select the modules to report on.", select "Payment Plans" under "Core Modules" > Click on "Next"

In "Select fields for your report", select the Payment Plan fields you would want to report on > Click on "Done"

Sample of a Payment Plan Report created in the "Report Creator"