AutoPay Tune-Up Quick Start Guide


Overview

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.

Responsible Parties

Below is a broad overview of what each party is responsible for.

PartyDuties
Point Person and Business Office Personnel 
Drive configuration changes, ask questions, supply updates. 
VC Account ManagerAdvise in the overall process, answer questions, and provide guidance as needed

AutoPay Refresher

If you need a quick refresher on what AutoPay is, please feel visit or revisit the Autopay Overview and Autopay FAQ articles if you need to re-familiarize yourself with this functionality.

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.

TaskResponsible PartyDeadline (to be filled out by you)
Finalize all Student Billing Pre-Requisites Business Office 
Create AutoPay BatchesBusiness 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. 

StepActionNotes
1Charge Items and Payment Plans have been created and assigned to relevant Person Records
  • Person Charge Items can be created in many different ways
  • These records can be created through the Online Enrollment integration, implementation imports and through utilizing our batch processing.
2Create Invoices for the new School Year 
  • Invoices are year specific, so they will need to be created every year
  • Utilize our batch process to make this step most efficient 
3
Split Charges
  • Splitting charges is the step that creates payment plan installments 
  • At this step, there is also the flexibility to change the amount of installments, and due dates if a separate agreement has been made with the family
4
Move Charges onto Invoices and Post Invoices
5
Apply Enrollment Deposits to Invoice
  • To complete Enrollment, parents (in most cases) will need to pay a Deposit. This will be paid via the Enrollment Module and come through a Payout to be processed
  • Once processed, the deposit record will need to be be applied and posted to an invoice 
6
Review fields on Invoice
  • Invoice fields that are specifically important and connect with AutoPay:
    • School Year
    • Invoice Type
    • Payment Plan
    • AR Invoice Item Due Dates
7
Review Non-Resident Invoice configuration
8
User Accounts for Parent Portal and New Family Portal have been created
  • Create Parent Portal and Future Parent Portal if not yet built out
9
Confirm Portal Instruction Text
  • Update the header text [example], from the Text Templates on System Homepage called: Checkout:  Household_Invoices_Header
  • Update the header text [example],  from the Text Templates on System Homepage called: Checkout: Checkout_Payment_Accounts_Instruction
10
Publish Invoices to Portals
  • Publish button the invoice button on the Portal, we suggest working together with your  Veracross point person or the department at your school that handles the Portals
  • Another option if the invoice button is already on the Portal and your school has suppressed the invoices via the "Suppress on Portal" is to now to batch update suppress to no

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.    


Step
Action
Notes
1Customize and Review AutoPay emails 
2Confirm default date for AutoPay Reminder Emails
  • In the Invoice Defaults link, there is a AutoPay Reminder Email days before batch field.  This field determines how many days prior to the AutoPay scheduled date the Parent Scheduled Reminder Email will be sent out 
3Use the AutoPay Batch Schedule Builder 
4Create AutoPay Batches
  • Review the AutoPay Schedules careful, once the Create AutoPay Batch action has been run, only engineering can update information 
  • Review Autopay Batches that are created under Future Scheduled Batches report on the AutoPay Homepage 

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.   

StepActionNotes
1Locate upcoming batches days before processing
2Manually “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.  
3Review payment record details for correct AutoPay Amounts 
  • Update AutoPay records if they need to be updated, and that includes excluding invoices, and/or populating override amounts
4Manually Review AutoPay Batch (optional) 
  • Utilizing the "Review" action in AutoPay is located in the AutoPay Batch via the action menu to time stamp and activate the modified record counter. 
5Before processing, Refresh the batch again to see if anything changed. (optional) 
  • If you have made an update to the AutoPay Batch or and Invoice Record we suggest refreshing the batch to view the most recent information 
  • The system will do this automatically during the overnight scripts, but this Refresh action allows you to see the changes now
6Send manual reminder emails (optional) 
  • Reminder emails will be sent automatically 2-10 days prior to the Scheduled Batch Date
  • If you want to send another email, utilize the resend reminder emails procedure 
  • This can be utilized to communicate to any payers where AutoPay amounts may have changed since the automatic reminder email was sent. 
7Repeat steps 2 – 6 as needed. 
8Manually "Approve" the Batch the day before scheduled processingApproved 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.