KIDS PAY USER MANUAL
Contents
1. Gender F AMEP Other O Work Details Relationship to Children Employer Work Address Parent Category optional Unassigned DI Work Phone Credit Card Details Bank Account Details Preferred Invoice Interval wks Name MARY J CITIZEN Title C102 Las dall Card No 5555 1234 5678 9990 BSB ees A c No O No Reminder Invoices n M a PENERE Expiry Date 07 11 Debit Record la 14 gt P of 92 Active Direct Debit Customer to Bank Account ALL KIDS PAY USER MANUAL USING THE PROGRAM Main Interface Description Kids Wizz Ezidebit File Payment Batch Dates Service Paymt Family Name Amount Debit Date Method Status Sent Payment ID Settlement 11 10 2009 PENINSCH 1 NEILL 52 40 23 10 2009 DEBIT SENT SCHEDULED 2 08 2009 PENINSCH 2 PAY 16 80 23 10 2009 CCARD SENT SCHEDULED SUNBRYPS 1 HUDSON 85 50 23 10 2009 CCARD SENT SCHEDULED SUNBRYPS 2 RILEY 100 55 23 10 2009 DEBIT SENT SCHEDULED Create Paymts Query Paymts The main elements of the interface are shown in the above image are Batch Dates 1 Batch dates are populated at program startup after logging on The logon uses the same user names and passwords as Kids Wizz 2 Close dates of invoice batches that are created in Kids Wizz and which already have a Debit Date entered for the batch are listed 3 Clicking on a batch date listed retrieves and displays Ezidebit payment entries that have been created for the batc2. SOFTWARE PTY LTD MARCH 2011 KIDS PAY USER MANUAL SETTING UP KIDS WIZZ FOR EZIDEBIT The Settings form Open the Settings form using the Setting menu item on the Tools menu and enter details on the Invoicing tab as shown e Settings Service Details Locations Funding Approvals Invoicing Receipting Automatic Customer ID Show due date on invoices Automatically generate Customer IDs Week Due Day Due None Mo BPAY Customer Reference Options O ist Tue O 2nd O 3rd Cost Centre Prefix optional 4th O Accept BPAY payments by credit card Start Customer CRNs from 000000 Payment Options shown on payment slip Ezidebit Digital Key Gach Cheque EFT 7901F580 3CC9 443F 9486 9A5915838C36 BSB 062806 A C No 12345678 Min Debit 2 00 Max Debit 300 00 i The Min Debit and Max Debits shown are just examples Please enter the amounts that you prefer The Customers form Customers can choose whether they want fees to be debitted to either their credit card or from a debit account savings cheque i Family Details Customer CITIZEN Mrs Mary Citizen i Active An New Delete Find Print Summary Customer Children Bookings Contacts Account History CCB Enrolments Attendances Centrelink Customer Details First Name Mary Middle Name Jane Last Name Citizen Customer CRN 555 123 456K Date of Birth 26 02 1974
3. ete the payment against the Ezidebit system it also deletes the entry in the list e If Ezidebit disallows the deletion a failure message is given 2 You can create a replacement payment in Kids Pay If required by clicking on the Create Paymts button 3 Kids Pay does not attempt to delete a payment that has already been creditted to the customer s account and acknowledged on an invoice You need to delete the later invoice first to proceed
4. h date Payments Listing 1 Payments for all services data files are included in the same list where those payments relate to the selected close date and where a debit date has been set for the invoice close date Action Buttons e Create Payments generates payment amounts for each parent relating to the selected batch date close date e Send Payments submits the payments listed to Ezidebit e Query Payments queries each payments details status against Ezidebit KIDS PAY USER MANUAL Creating a Payment Batch The Create Paymts button creates payments for the selected batch date If payments are already listed it creates payments if any that are not already in the list eg if a payment was previously missed due to the parent not having any debt at the time It does not replace listed and unsent payment amounts with revised payment amounts When the Create Paymts button is clicked the following occurs 1 Existence of matching invoice batches checked Services with only one data file the usual case will only have an invoice batch close date list in the Batch Dates list if the invoice batch already has a debit date entered If a service manages multiple services data files the program cycles through each service managed to checks that it has an invoice batch and a debit date for the batch date that has been selected If no debit date has been set or there is no matching invoice batch the service
5. it or has not been accepted recorded by Ezidebit The ERROR status can be set by either the program or Ezidebit as follows 1 Errors identified by the program Before sending a payment the program itself ensures that all the needed details are available Examples of problems that prevent a payment being sent are o The customer s Last Name has not been entered on the Customer page o The customer has been flagged for direct debit by credit card but either a the name on on the credit card has not been entered b the credit card number has not been entered or c the credit card expiry date has not been entered o The customer has been flagged for direct debit by bank account but either a the bank account name title has not been entered or b the bank account number has not been entered or c the BSB has not been entered 2 Errors identified by Ezidebit Upon sending a payment Ezidebit does some initial verifications that may prevent the payment being accepted Examples of the types of problems identified by Ezidebit at submission time are o Payment amount must be at least 2 dollars o Debit date must not be a date in the past o Invalid credit card number o Invalid BSB etc Errors are displayed in the text box portion below the list for all payments with a Status of ERROR KIDS PAY USER MANUAL Correcting payments with an ERROR status The correct action to take in response to an error is 1 Click o
6. kids Wizz KIDS PAY USER MANUAL SCHOOL CARE SOFTWARE PTY LTD MARCH 2011 KIDS PAY USER MANUAL CONTENTS GENERALDESCRIPTON rl Individual Payment Management eeeeeeeeeeeeeneenennes SETTING UP KIDS WIZZ FOR EZIDEBIT cailaeli The Settings TN illa The Customers form 222 222 in denies sistssss USING THE PROGRAM i Main Interface Descriptioni ii Creating a Payment Batch lara Reviewing Payments before Sending ssesecccccececeseeeeecenecceceeeees Sending payments to Ezidebit cceeeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeeeaeaaeeeeeeeeeeeeaes Results Ales ENG aaa Correcting payments with an ERROR status r n Querying payments sent to Ezidebit 000i PaymentLife vole ucicania ilaria Stopping a payment entry after it has been SEnt KIDS PAY USER MANUAL GENERAL DESCRIPTION Kids Pay is designed to work with the Ezidebit online direct debit system It is a companion program to Kids Wizz that works against Kids Wizz data files in the same manner that Kids Wizz does Kids Pay manages groups of payments by linking them to invoice batches created in Kids Wizz in the following respects e The amount to be paid by a customer ie debitted to their account is taken from the amount shown on their invoice e The debit date specified when the payment details are sent to Ezidebit is
7. n the error payment and read the nature of the problem in the text box below the list Go to Kids Wizz open up the Customers form and correct the faulty or missing details D 3 Return to the Kids Wizz Ezidebit program DEU Reset payments with corrected errors back to UNSENT status by using the Resubmit menu item as shown in Figure 2 5 Click Send Paymts to send the unsent payment amounts Querying payments sent to Ezidebit Payment Life cycle 1 Under the best case scenario payments sent to Ezidebit change status from SENT gt PENDING gt DONE 2 The Query Paymts button will be active enabled if there are payments in the selected batch with a status of SENT or PENDING Payment batches should be queried once or twice up to the Debit Date then once or twice per day until all payments reach the status of DONE 3 Payment statuses may return as DISHON or FAILED when queried after the debit date has elapsed Kids Wizz payments automatically created 1 Kids Pay generates a payment entry in Kids Wizz as soon as the payment reaches PENDING status 2 If an Ezidebit payment entry later becomes DISHON or FAILED Kids Pay generates a payment reversal by adding a negative payment amount to the customer s Kids Wizz account Stopping a Payment Entry after it has been sent 1 You may attempt to delete a payment that is already at SENT or PENDING status e If Kids Pay can successfully del
8. nt to the amount owed that was calculated by the program or if the parent wants a different debit date than the one you have entered for the invoice batch Edit Payment St Mary s Primary School Customer DAVIES Amount 292 50 Debit Date 17 11 2010 Cancel You can cancel An UNSENT payment This prevents it being submitted to Ezidebit Cancelling a payment prevents it from being re generated by the program Deleting a payment enables Kids Pay to replace it with a revised entry at a later time Delete You can delete and UNSENT payment You may want to do this if the invoice on which it was based has since been replaced If you don t want the payment replaced cancel it instead After deleting a payment you can regenerate it using the Create Paymts button KIDS PAY USER MANUAL Sending payments to Ezidebit Use the Send Paymts button to send the payments to Ezidebit after reviewing the payment amounts created Results after Sending There are only two possible outcomes for a payment when first sent to Ezidebit A payment s status may go to SENT or ERROR e SENT indicates that the payment submission has been accepted by Ezidebit and that no immediately obvious problems were found e ERROR indicates that a problem was found either by the Kids Wizz Ezidebit program or that a problem was found by Ezidebit When a payment is marked as ERROR it means it was either not sent to Ezideb
9. s name is listed The user has to confirm if they wish to continue to generate payment entries as shown below Missing Debit Dates No Debit Date for close date 2 08 2009 has been set for the services listed below Do you want to continue The Peninsula School Sunbury Combined OSHC Choosing to continue does not prevent you from generating payment entries for the services at a later time If you want to generate payments for the problem services listed all you need to do create the relevant invoice batch and or enter the missing debit date then do another Create Paymts later Payment entries for the previously missed services will be added to the list Payments Calculated The program iterates through invoices for the selected batch date and uses the Please Pay amount to generate a payment entry For services with more than one data file it works through all data files that have a matching invoice batch and which have their debit date for the batch set KIDS PAY USER MANUAL 3 Payments Displayed The list of payments is then displayed Each new payment created is shown as UNSENT in the Status column Reviewing Payments before Sending Before sending the generated payments to Ezidebit users can perform either an Edit or Cancel against any of the listed UNSENT payments 1 Kids Wizz Ezidebit Service HLSBRGF FIGURE 2 Edit edit an amount if you want to debit a different amou
10. taken from the debit date set up in Kids Wizz for the invoice batch that the payment relates to By linking payments to invoices Kids Pay enables groups of payments to be managed as a batch where each batch is identified by the Close Date of the Kids Wizz invoice batch that is relates to and whose payments therefore share the same debit date A summary of Kids Pay functionality is that it 1 Creates payment amounts for submitting to Ezidebit These may be individually reviewed before sending them to Ezidebit 2 Provides for all payment entries in a batch list to be sent to Ezidebit as a single click operation Instant feedback is provided for each payment entry as it is submitted ie any error picked up by Ezidebit s front end processing is shown immediately 3 Queries the outcome of payment entries in a batch as a single click operation 4 Credits customers Kids Wizz accounts with a payment entry when Ezidebit tentantively advise the payment submission as successful 5 Generates a payment reversal if upon subsequent querying Ezidebit have flagged a payment as dishonoured or failed Individual Payment Management Users are also provided with the ability to perform operations on individual payment entries namely e Edit payment e Cancel payment e Delete payment e Resubmit payment Each of the above operations may or may not be available for a given payment entry depending on its Status setting SCHOOL CARE
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