What you will get
An understanding of the routine that works overnight for you. Every morning, before anyone at the school opens the system, EduPay issues the charges for the installments coming due and sends them to the students.
In practice: in most months nobody at the school has to issue anything. Issuing by hand exists for exceptions — the student who asks early, the enrollment created at the last minute.
How the routine decides what to issue
It looks for installments that meet three conditions at once:
- they are still Open;
- they do not have a charge issued yet;
- they fall due within the lead time the school configured.
Anyone who already has a slip does not get another. Anyone who has paid is skipped.
Changing the lead time
Whoever administers the EduPay account changes this under Settings, on the billing tab, in the field Days before due date to issue. The default is 3 days.
The block is called Billing Automation. The number shown here is your school's — the factory default is 3 days.
It is worth thinking about your students before changing it:
- Fewer days (2 or 3) keeps the slip fresh in the student's hands, with less chance of them forgetting it or losing the paper.
- More days (7 or 10) gives room to whoever has to ask someone else for the money before paying — which is common when the person studying is not the person paying.
How to tell it worked
The next morning, the installments falling due inside the window show a filled CHARGE column, and the students have the slip in their inbox. You do not have to do anything for that to happen.
If something goes wrong
An installment came due with no slip at all. Check whether it really was Open and without a charge. The most common cause is the school's payment account having disconnected — without it no charge goes out, by hand or on its own.
When the routine fails, whoever administers the account gets an email saying what it could not issue. If that email arrived, it is the best starting point: it names the installment and the problem.
You want the slip before the window. Issue it by hand from the installment's three-dot menu. The routine will not issue it again later, because the installment will already have a charge.
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