AutoPay Processing Workflow

Best Practices for AutoPay Processing

  • Reviewing and Approving your AutoPay batches should happen as frequently as you have batches scheduled.
  • Review your batch starting at most 2 business days ahead of your batch date.
  • If you suspect 

Recommended Batch Processing Workflow

  1. Locate upcoming batches days before processing via AutoPay Homepage.
  2. Manually “Refresh” the batch via the action menu for updated payment record details. (optional) 
    • Batches in an unapproved state will automatically refresh nightly.  Manually refreshing the batch will update payment record details in real time.
  3. Review payment record details for correct AutoPay Amounts including any overrides or excludes
  4. Manually “Review” the batch via the action menu to time stamp and activate the modified record counter. (optional)
  5. Before processing, “Refresh” the batch again to see if anything changed. (optional)
  6. Send manual reminder emails to any payers where AutoPay amounts may have changed since the automatic reminder email was sent. (See Query: AutoPay Reminders Not Set on the AutoPay homepage)
  7. Repeat steps 2 – 6 as needed.
  8. Manually “Approve” the batch the day before scheduled processing.
    • Approved batches are locked and do not refresh nightly.

When will my AutoPay batch be processed?

Batches must be approved by 9:00 AM local time to be processed the same day. 
  • Batches approved after 9:00 AM are automatically rescheduled for the following business day.  
  • Automatic AutoPay processing occurs Monday - Friday between 9:00 am ET - 5:00 pm ET.
  • AutoPay processing does not occur on weekends or holidays. See the full AutoPay processing schedule here.

Action Menu Items

There are several Action menu items to help you review and approve AutoPay batches:

  • Review Batch: Marks the batch as reviewed and resets the modified field on the batch. Optional if helpful in your office’s workflow.
  • Approve Batch: Approves the batch for processing. Required to process the batch. An approved batch is locked. Unapprove, to make edits before it is processed.
    • All batches including those with $0 must be approved or set obsolete. 
  • Unapprove Batch: Unapprove an approved batch to make additional edits.
  • Refresh Batch: Force a refresh of the overnight process that refreshes the batch. Here’s what happens:
    • Any missing items are added.
    • Expected amounts are updated to include any changes from the invoice as well as any pending payments.
    • Payment accounts are updated if the parent made a change.
  • Full Reset: Clears all payments and re-creates the entire batch. Overrides and excludes are removed as are any other settings you may have manually adjusted.
  • Set Batch Obsolete: Marks a batch as obsolete if it does not need to be processed.
    • All batches including those with $0 must be approved or set obsolete. 
  • Resend Reminder Notification: Sends a reminder email to any payer associated payments that have “Resend Reminder Email” checked

Refresh the Batch

Unapproved batches are refreshed overnight, picking up any student billing changes that happened since the last refresh. You can manually run the process at any time for any unapproved batch:

  1. Click the Action menu (lightning bolt).
  2. Click Refresh Batch and confirm the action when prompted.

When a batch is refreshed, overrides and excluded payments are retained. Here’s what is updated:

  • Any missing items are added.
  • Expected amounts are updated to include any changes from the invoice as well as any pending payments.
  • Payment accounts are updated if the parent made a change.

When doing a final review, refreshing the batch is recommended to ensure that any recent changes are reflected.

Review the Batch

Reviewing batches is optional but can be beneficial to your AutoPay workflow.

When a batch is reviewed:

  • The modified record counter is activated on the first review and reset with additional reviews. The modified record flag displays any system or manual record modifications since the last review.
  • Review date and person are populated on the batch.
  • Review date and person are capture in the audit log.

Approve and Unapprove the Batch

AutoPay batches must be approved in order to be processed. To manually approve a batch, on the AutoPay batch detail screen:

  1. Click the Action menu (lightning bolt).
  2. Click Approve Batch and confirm the action when prompted.

Once the batch has been approved, it is locked and cannot be edited. To make a change before the batch is processed, first unapprove it:

  1. Click the Action menu (lightning bolt).
  2. Click Unapprove Batch and confirm the action when prompted.