‘Spider’ Payment Portal · 2020. 8. 26. · With DPS Payment Express payment gateway this can be done via the DPS.xml file by adding the text of your terms and conditions into

© PCSchool 2017 ‘Spider’ – Caregiver Payment Portal

Updated 22052017 1/20

‘Spider’ Payment Portal

Table of Contents

Introduction ................................................................................................................................... 2 Prerequisites ................................................................................................................................. 3 Payment Gateway Options ........................................................................................................... 3 Setting up Payment Portal in Spider ........................................................................................... 4 Surcharge – adding to payment ................................................................................................... 4 Select how you want your Caregiver to be able to pay their fees ............................................. 4

a) Via Payment Portal via Spider Login in ................................................................................. 4 b) Access Payment Portal via Embedded Link in School Fee Account Email ............................ 5

Once Caregiver logged into Spider what they will see ............................................................... 6 Backoffice and where the payments come from: .......................................................................... 6

Caregivers instructions on how to pay: ...................................................................................... 7 To Pay all outstanding fees ............................................................................................... 7 To pay Individual items ..................................................................................................... 7 To pay a Partial payment .................................................................................................. 8

Once you have selected the amount to pay ................................................................................. 8 Secure Payment Gateway ........................................................................................................... 9

How to link Discounts to Specific Cost Centres ....................................................................... 10 Setting up Other Payments: ....................................................................................................... 11

For ‘LEDGER’ types ............................................................................................................... 12 For ‘DEPOSIT’ & ‘VOLUNTARY’ ............................................................................................ 12 Example of Creating a payment for ‘Year 9 Dance’ ................................................................ 13 Activate Quantity Field ........................................................................................................... 15 Appeal and Visibility Tags to Hide or Show Donations ........................................................... 16

Adding ‘ Accept Terms & Conditions’ on your payment portal ............................................... 17 Receipting payments received from WebPayments ................................................................. 18

Import the Spider Payments into PCSchool ............................................................................... 18 Helpful Links ............................................................................................................................... 20

Payment Gateways .................................................................................................................... 20 PCSchool Video Instruction ....................................................................................................... 20

Troubleshooting: .................................................................................................................... 20


Updated 22052017 2/20

Introduction Through the PCSchool Web Application – ‘Spider’ – caregivers can now pay school fees and sundry fees via a secure payment portal. Schools have two options how to give the Caregivers access to pay their fees: 1. Caregivers are each issued with their own unique User Name and Password for logging on to

PCSchool Spider if the school are using the Parent Portal:

Once logged into the PCSchool the Caregivers will see the various controls they have access to. If they select Pay Student Fee

2. Or send a link via email when sending out statements as per e.g.

Parents will see this screen and be able to select what they want to pay:


Updated 22052017 3/20

Prerequisites To use the PCSchool Payment Portal you must:

PCSchool ‘Spider’ Web App must be installed and in use.

Subscribe to a supported payment gateway provider. o Currently supported providers are:

DPS (recommended option) PayPal DirectOne Westpac

Note: if you wish to use a Payment Gateway provider that is not listed (ie your bank – you will need to talk with them and see if they can manage online payments. Please note this can take a while to get approved. We can work with your provider to allow this, however there will be a fee involved in this of $100 per hour +GST ($AU).

Payment Gateway Options You can use the PCSchool Spider Payment Portal to connect to the Payment Gateway in two ways.

The first option sends the user to the Payment Gateway company for them to do the processing directly on their secure site.

The second allows you to process everything via PCSchool in the Spider and requires secure layer setup to talk to the Payment Gateway.

Option one is the easiest and most secure option as it does not require as much setup in Spider and may not require regular updates to communicate with the gateway company.


Updated 22052017 4/20

Setting up Payment Portal in Spider Path: Scholastic > Utilities > Identity Management > Active Directory You will need to have your Spider Url entered

Surcharge – adding to payment If you wish to charge a surcharge to recover your credit card fees with your merchant bank. Log into Spider > Setup and Utilities> Spider Management >Portal Administration > Configuration & Customise – then select [Configuration]

Add the percentage that you wish to charge as per screen shot.

Select how you want your Caregiver to be able to pay their fees

a) Via Payment Portal via Spider Login in

Caregivers can each be issued with their own unique User Name and Password for logging on to PCSchool Spider - please see link for how to do this: http://help.pcschool.net/help-category/user-account-control/

http://help.pcschool.net/help-category/user-account-control/


Updated 22052017 5/20

b) Access Payment Portal via Embedded Link in School Fee Account Email

If schools use the PCSQ (formerly PCSchool Print Tray) for emailing out school fee accounts to caregivers they can use the ‘Insert Pay Portal Link’ button in the email screen as shown below.

The account payer receives an email with a PDF account attached and a link to the Payment Portal:


Updated 22052017 6/20

Once Caregiver logged into Spider what they will see They will get this screen

1. General Credits: will list any credits attached to the student/s in the family. These may include discounts, rebates or refunds applied to the students account.

2. Outstanding Payments: will list any charges applied to the student/s through Debtors or Sundry Debtors in PCSchool.

3. Other Payments: will list any payments that should be receipted to the Ledger such as school trips, uniform deposits or donations. This information is drawn form an XML file.

4.

Summary: shows the actual invoice amounts owing compared to what invoices have been selected for payment.

Use Credits to Offset: If credits exist against the family you can tick the box to use them to offset the outstanding fees, this will reduce the amount you have to pay.

Terms and Conditions: Here the parents can view and agree to the terms and conditions of using the payment portal.

5. Individually select outstanding items Or Pay all outstanding fees Or Make a partial fee payment of amount – how the parent can select to pay

Backoffice and where the payments come from: Invoices listed under Outstanding Payments come from the Debtors/Invoice and Sundry areas of the family accounts in Debtors as shown below:


Updated 22052017 7/20

Caregivers instructions on how to pay: To make a payment tick:

To Pay all outstanding fees – place a tick as per e.g.

This will then take up all amounts owing and credits

1. Will show that balance owing

To pay Individual items

Place a tick in the charges that you wish to pay

1. This will show the Selected amount to pay


Updated 22052017 8/20

To pay a Partial payment

Type in the amount you wish to pay This system will take up any credits and apply to the first ones (note if you wish to change which ones it is automatically applying the payments too – zero the amounts and apply payment to the item you wish to pay.

1. This will show the Selected amount to pay

Once you have selected the amount to pay.

Place a Tick in I/We accept terms and conditions

The Proceed to Confirmation Page button will appear


Updated 22052017 9/20

The following payment page will now appear- you now can go BACK or CONFIRM PAYMENT

Secure Payment Gateway After selecting to Confirm Payment the secure payment gateway will open (eg DPS, PayPal). Caregivers enter their credit card details and select Submit. Caregivers will receive a message stating if the transaction has been approved.

The Finish Payment screen will then open giving the opportunity to print the payment details and advising the payment will be applied to their account within 24 hours.

<<End of Caregiver >>


Updated 22052017 10/20

How to link Discounts to Specific Cost Centres You may have credits that are only to be used to offset specific charges, such as Sibling Discounts only being used to offset Tuition Fees. These can be linked via the Financial controls in Spider.

NOTE: the charge and the discount cost centres must have the same invoice date for the link to work.

In Spider Path: Finance > Financial > Cost Centre Links You will need to have administration rights to be able to do this.

1. Select the main cost centre / charge the credits must be offset against.

2. Tick the cost centre / credits that should be applied against the main charge. Close the popup screen using the cross at top right corner (will save automatically).

When this is done, the linked cost centre/s show beneath the main charge with the same date and are greyed out. They only can be activated by choosing to pay the main account.


Updated 22052017 11/20

Setting up Other Payments: Invoices listed under Other Payments come from a Payments.xml file located on: To set up: On your Server in the PCSchool\Documents folder as shown below and right click and open with notepad

On your Server in the PCSchool\Documents folder as shown below and right click and open with notepad – see below for types of examples


Updated 22052017 12/20

For ‘LEDGER’ types: You must have a valid GL account in the CODE line. If using a sub account this must be represented as four digits.

Examples: Acc 235 Subacc 1 = 235.0001 or Acc 8016 Subacc 160 = 8016.0160 For ‘DEPOSIT’ & ‘VOLUNTARY’ You must have a valid Debtor cost centre in the CODE line.


Updated 22052017 13/20

Example of Creating a payment for ‘Year 9 Dance’

To make the Other Payment item only appear for certain students create a tagset of those students in Back office, and save it in the PCSchool\Data\Documents\WebPayments folder on the server e.g. a) to create a tagset Path: Utilities >Crystal Generic Report Launch

1. Select Student – tick in use Tag Set 2. Yr/Form/House 3. From Year Level – select year ‘9’ 4. Add Selected to List 5. Return All in Grid


Updated 22052017 14/20

1. Select Save/Open 2. Give the tagset a name (no spaces) 3. Save as a tagset 4. Save on your server PCSchool\Data\Documents\WebPayments path 5. Give the file a name 6. Save

Depending on the Table Name in the xml these payments are then recorded in the relevant tabs in the Account Master File View:

Next in the Payments.xml add the ‘Tagset’ line as follows:


Updated 22052017 15/20

Activate Quantity Field

If parents are making payments for multiple items (eg two dance tickets at $25 each) you can activate the ‘Quantity’ column for the item by adding the Quantity tag line in the Payments.xml as below:

Using the above two added features the Other Payment item will only appear for students in the saved tag set and caregivers can enter the quantity they wish to pay for:


Updated 22052017 16/20

Appeal and Visibility Tags to Hide or Show Donations If schools have both a Student Fee payment portal and a Donations & Appeals payment portal they can choose to show the same or different voluntary donations in each portal by giving the VOLUNTARY types certain tags. For donations only to be an option for families / caregivers you need no additional tag lines:

For donations to be an option for both families / caregivers and outside parties you need the tag line of ‘APPEAL’:

For donations to be an option by only outside parties you need both tag lines of ‘APPEAL’ and ‘VISABILITY’:


Updated 22052017 17/20

Adding ‘ Accept Terms & Conditions’ on your payment portal Depending on which secure payment gateway you use you may have the option to include a tick box for parents to ‘Accept Terms & Conditions’. With DPS Payment Express payment gateway this can be done via the DPS.xml file by adding the text of your terms and conditions into the line as shown below. If no text is included here (eg. it simply shows <![CDATA[ ] ]>) then there will be no tick box required prior to being able to proceed to the confirmation page.

If the terms and conditions tick box is activated, the caregiver must tick that they accept the terms of using the payment portal, only then will the ‘Proceed to Confirmation Page’ button become available.


Updated 22052017 18/20

Receipting payments received from WebPayments These payment details are stored in the PCSchool/Documents/WebPayments folder on the server as xml files. Each parent payment is saved as a separate xml. To apply these payments to the caregivers account in PCSchool Debtors you will need to import the xml files into a Debtors Receipt Batch.

Import the Spider Payments into PCSchool Once you have received the amount on your bank statement from your Bank for the WebPayments. These now need to be receipted. Path: Debtors > Receipt Entry Create a new Receipt batch Select date of payment and Description e.g.WebPayments and date Tab down until AUTOLOAD button appears

Select Auto Load button


Updated 22052017 19/20

In the Direct Debit Automatic Load screen that opens:

1. Select File Type: select Spider Payments 2. In most cases this will default to the correct path for your file if not Select the File Name – e.g.

on your Server\PCSchool\Data\Documents\WebPayments (where the xml file has been saved as example) (note: if your document manager is in a different place this file will go there)

3. Select the execution date 4. When you select Import any payment xml files up to the date selected will be brought into the

Autoload screen.

1. Select Tender Selection: Usually EL (as you want one figure to appear on your ba 2. Tick to Auto Apply to Debtors 3. Select your Printing Options 4. Then select Add to Batch.

Once you have added all the xml’s for the day to the batch select Exit to view all Spider payments that have been added to the batch. You can now finalise the receipt batch.


Updated 22052017 20/20

Repeat this process with a new batch for each day – this will ensure that each days receipts from the Spider payment portal will match your bank reconciliation. Note: The system will automatically move payment xml’s that have been imported via the AutoLoad from the WebPayments folder into the WebPayments\Archive folder.

Helpful Links

Payment Gateways

DPS – www.paymentexpress.com

PayPal - www.paypal-australia.com.au www.paypal.com/nz

DirectONe - www.directone.com.au

PCSchool Video Instruction

For Staff (set-up)

For Caregivers (how to pay)

Troubleshooting:

If lots of transactions in General Credits Run housekeeping End of Period in Debtors to Consolidate Debtors Consolidate Credits – absorb Credits in Date order or Discrete Cost Centre To see what your payments are made up off see: Server\PCSchool\Data\Documents\WebPayments If already uploaded receipts see: Server\PCSchool\Data\Documents\WebPayments\Archive folder

http://www.paymentexpress.com/

http://www.paypal-australia.com.au/

http://www.paypal.com/nz

http://www.directone.com.au/