Auto-Pay Configuration (Finance)

Auto-Pay Configuration is a record that represents a collection of rules for payment processing for Automated Payment Processing,  used to pay invoices using the Stored Payment Info, or to accept payments for Contracts or through the CMS. Navigate  to Finance > Maintenance > Auto-Pay Configurations to set up Auto-Pay configurations.  You need the FinanceAR Full role to access this page.  Note:  For fully automated payment processing, create a Customer Invoice Filter which selects the invoices to be paid.  The filter should be sufficiently generic that on any given day, it selects the desired invoices to be paid.

Auto-Pay Configuration Type determines how the Auto-Pay operates.
    - Inactive: The auto-pay configuration is no longer used.
    - Auto: The auto-pay is processed automatically.  The Customer Invoices paid are determined by the Customer Invoice Filter.
    - Manual: The auto-pay configuration is available when using the Finance > AR > Invoices, Auto-Pay multi-action or to accept payments for Contracts or through the CMS.

Payment Configuration is the Payment Configuration used to process the payments.

Stored Payment Type is the type used when processing payments.  For Contracts and CMS if this is specified then the payment used will be recorded with the Stored Payment InfoNote: If no Auto-pay type is specified, no Stored Payment Info is recorded. Note: When paying invoices via multi-action, if a customer doesn’t have a Stored Payment configured with this Stored Payment Type, no payment is processed for that customer.

Payment Method determines which Stored Payment method this configuration is applicable for.  

Pay Type determined how to charge the invoice.
    - Due Amounts: charges the next due amount as well as any overdue amount.
    - Low Balance: charges the Autoload Amount if the current balance drops below the Autoload Balance. Note: This is typically used to auto-charge for Lunch ledger balances.  
    - Overdue Amounts: charges overdue amounts only.

Pay Options is either Per Customer or Per Student.
    - Per Customer: One payment is charged per customer for all their payable invoices.
    - Per Student: One payment is charged for each student for all that student’s payable invoice.
Note:  If the Application Setup is set for Finance Require Student, then choose the Per Student option.  Otherwise, to minimize convenience fees charged, select Per Customer.  Example:  If a customer has 3 students and 5 invoices to be paid for each student, the Per Customer option initiates only 1 charge to cover all 15 invoices.  The Per Student option initiates 3 charges, one for each student paying the student’s 5 invoices.  

AR (Credit) Account is the Accounts Receivable account used for the customer receipt.

Deferred/Unearned Account is the unearned account used for payments applied to future invoices.  Note: The Unearned/Deferred Account is used for deposit receipts being applied to future invoices.  When you finalize the deposit, the reported Accounts Receivable balance will be adjusted from the deposit date through the invoice issued date as long as the invoice is dated later than the deposit.  Example:  In the following example, the customer paid their deposit on 6/1/2016.  The invoice is issued on 7/1/2016 for the next fiscal year.  The unearned account is specified as “Unearned Revenue (Tuition).”  When the receipt is “Finalized,” the following transactions are added to the general ledger.  This results in the AR being reported accurately during the period between when the receipt was received and the invoice is issued: AR is re-increased during the span between the receipt date and the invoice date.

Account Fiscal Year Date Type Amount
Unearned FY16-17 7/1/2016 Debit $1000.00
AR FY16-17 7/1/2016 Credit $1000.00
Unearned FY15-16 6/1/2016 Credit $1000.00
AR FY15-16 6/1/2016 Debit $1000.00


Classification determines the classification used for customer receipts.

Deposit choose “New Deposit” for Credit Cards.  For E-Check, you may specify a deposit which will act as an Undeposited Funds which never gets posted, or “New Deposit”

Deposit Account determines which general ledger account appears on the deposit.  This account represents the bank account where the Payment Processor deposits funds.

Deposit Description determines the description which appears on the deposit.

Deposit Date is required for the initial setup, but the current date is used when creating the actual deposit.

Deposit Classification determines the classification used on the deposit.

Receipt Method determines the receipt method appearing on the customer receipts.

Receipt Memo is the public customer memo used for the customer receipts and statements.

Internal Memo is any internal comment that is not visible to customers.

Convenience Fee Product is the product used to determine any convenience fee for each payment.  Note: The convenience fee is applied as a separate invoice.  Note: Fee information is not required.

Fee AR (Credit) Account is the Accounts Receivable account used for the Convenience Fee invoice.

Fee Classification is the classification used for the Convenience Fee invoice.

Convenience Term is the payment term used for the Convenience Fee invoice.  Note: The payment term is typically set to  “Due Immediately” or similar terms.

Convenience Memo is the customer memo that appears on the convenience fee customer invoice and customer statements.

Post Fee Invoices determines if the convenience fee invoices are posted to the general ledger automatically.

Customer Invoice Filter determines which invoices are eligible to be paid by the auto-pay configuration.  Note:  This field is only applicable if the Auto-Pay Configuration Type is “Auto.”  Note: Customer Invoice filters are configured on the Finance > AR > Customer Invoices page.  You need FinanceAR Full or FinanceAR Read to access this page.  Note:  The Customer Invoice Filter should only include unvoided invoices with an unpaid balance.  Add additional conditions to restrict the invoices based on due dates.  Additional restrictions are at your discretion.  Example: Add additional restrictions for posted only invoices, or Contract 2018 only invoices.

Receipt Email Template is the template for the email that is sent after their payment has been made successfully.  This template is based on an email merge using the Finance > AR > Receipts multi-action Email Merge. You need FinanceAR Full or FinanceAR Read to access this page.

Administrator Emails are email addresses which receive a payment summary email once the payments are processed.

Note: Convenience Fee Product, Fee AR (Credit) Account, Fee Classification, Convenience Terms, Convenience Memo, and Post Fee Invoices are fields necessary for creating a Convenience Fee invoice.  If no fee is to be charged, leave all of these fields blank.
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