If you have been through at least one season of utilizing the AutoPay portion of VC Pay with Veracross, this article will help you "tune up" your processes as you get ready for a fresh invoicing season. We recommend reading through this article, watching the accompanying videos, and reading the recommended documentation well ahead of time so you can re-familiarize yourself with the process. Please reach out to your account manager at least four weeks ahead of your anticipated first scheduled AutoPay batch.
What is the difference between a "first time" and "tune-up" experience? Your first time through AutoPay is a fairly involved process that is guided in large part by your Veracross account manager. Tune-ups are different: The onus is on you, the school, to drive the "tune up" process and your account manager serves as a consultant in the process.
Below is a broad overview of what each party is responsible for.
|Point Person and Business Office Personnel|
|VC Account Manager||Advise in the overall process, answer questions, and provide guidance as needed|
Before You Begin
We recommend setting some key deadlines for your AutoPay tune-up to manage expectations and ensure that all responsible parties are on the same page.
|Task||Responsible Party||Deadline (to be filled out by you)|
|Finalize all Student Billing Pre-Requisites||Business Office|
|Create AutoPay Batches||Business Office|
|Review amounts and information in AutoPay Batches||Business Office|
|Review Email Configurations and add any specific school messages to the email templates if needed||Point Person and Business Office|
Step One: Student Billing Pre-Requisites
Prior to utilizing AutoPay, certain Student Billing processing must occur. Setting up the Invoices is an important part of the AutoPay process because the AutoPay is based of these Invoices.
Navigate to the AR Workflow Homepage, and the Workflow section is a useful list to follow.
|1||Charge Items and Payment Plans have been created and assigned to relevant Person Records|
|2||Create Invoices for the new School Year|
|Move Charges onto Invoices and Post Invoices|
|Apply Enrollment Deposits to Invoice|
|Review fields on Invoice|
|Review Non-Resident Invoice configuration|
|User Accounts for Parent Portal and New Family Portal have been created|
|Confirm Portal Instruction Text|
|Publish Invoices to Portals|
Step Two: AutoPay Batch Setup and Creation
AutoPay batch creation should be completed two weeks prior to your first AutoPay processing to allow for manual review and appropriate time for automatic email reminder to be sent to payers before AutoPay processing.
|1||Customize and Review AutoPay emails|
|2||Confirm default date for AutoPay Reminder Emails|
|3||Use the AutoPay Batch Schedule Builder|
|4||Create AutoPay Batches|
Step Three: AutoPay Processing and Best Practices
All scheduled AutoPay batches must be reviewed before processing. We outlined some best practices below to use some optional features so that your AutoPay amounts are accurate, and payers are informed. See AutoPay Overview for full details, and AutoPay Onboarding Training for videos on the processes.
|1||Locate upcoming batches days before processing|
|2||Manually “Refresh” the batch via the action menu for updated payment record details. (optional)|
|3||Review payment record details for correct AutoPay Amounts|
|4||Manually “Review” AutoPay Batch (optional)|
|5||Before processing, “Refresh” the batch again to see if anything changed. (optional)|
|6||Send manual reminder emails (optional)|
|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|
AutoPay 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.