AutoPay Schedule Builder

Overview

AutoPay — a feature of VC Pay — processes payments in scheduled AutoPay batches.  The AutoPay schedule builder is a tool for creating the AutoPay batches. AutoPay Schedules are configured on AR Payment Plans.  All payment plans that participate in AutoPay must have an AutoPay schedule.  This article outlines the key screens and process for configuring AutoPay schedules and creating AutoPay batches.

Batches must be set up at least 3 days before the first intended draft date.

Three days beforehand is the absolute minimum configuration lead time before a batch can be run (and more lead time is needed if you want the reminder email to be sent earlier); we recommend setting up batches weeks or even months ahead of time, and they can (and typically should) be configured even before families have registered for AutoPay.

AutoPay Schedule Builder Prerequisites:

  1. Default Parent Schedule Reminder Email 
    • The default is located in Invoice Defaults on the AutoPay homepage under setup.
    • Setting a default will assist in populating email reminder dates if using the Create AutoPay Schedules from Installments procedure. 
  2.  Default ACH and CC Checkout
    • The default is located in Invoice Defaults on the AutoPay homepage under setup.
    • AutoPay batches cannot be created without the default ACH and CC configured.

The AutoPay Schedule Tab

Access

Visit the AutoPay homepage in Accounting and access the AR Payment Plans query. The AutoPay Schedule tab and related action menu items are accessible to Axiom users with the AutoPay_Admin security role.

Configuration Fields

All data populated on the AutoPay Schedule tab is editable until the Setup Status is marked as complete.  Once Setup Status is complete, AutoPay batches exist and data cannot be modified without Veracross assistance.

FieldMeaning
Invoice TypeLocated in the header, invoice type for the payment plan is required for all AutoPay batches.  
Setup StatusDenotes the status of the individual schedule. The status will not display complete until the ‘Create AutoPay Batches from Schedules’ menu action is processed.
School YearSelect a year for each AutoPay schedule installment.
Schedule DateDate that approved AutoPay batch will be automatically processed.  
AutoPay Begin DateBegin date range for all unpaid invoice items included in the batch.  Unpaid items dated earlier than the begin due date make up the Overdue Amount.
AutoPay End DateEnd date range for all unpaid invoice items included in the batch.
AutoPay Reminder DateScheduled AutoPay Reminder date associated with the AutoPay batch.
  • Reminder emails will be sent to all payers in the batch with AutoPay Amounts greater than $0.
  • Scheduled reminder dates can be manually updated on the AutoPay batch header record after creation.
Installment NumberNumber of installments associated with your AutoPay batches.
  • Number of AutoPay schedule installments do not need to match the number of installments in the payment plan.   Often AutoPay schedules contain more installments than the payment plan to allocate for late enrollees, incidental charges or missed payments throughout the year.
AutoPay Batch IDThe AutoPay batch associated with your AutoPay schedule. The AutoPay batch ID will not populate until the ‘Create AutoPay Batches from Schedules’ menu action is processed.

Menu Action Procedures


Create AutoPay Batches from Schedules

Run the action menu ‘Create AutoPay Batches from Schedules’ on the payment plan to create AutoPay batches from the AutoPay Schedule.

  • AutoPay Schedule data must be populated for AutoPay batch creation
  • ‘Create AutoPay Batches from Schedules’ can be processed multiple times and will create new batches for newly entered AutoPay Schedules that do not display a completed setup status.

Create AutoPay Schedules from Installments

Run the optional action menu ‘Create AutoPay Schedules from Installments’ on the payment plan to create an AutoPay Schedule from installments. AutoPay Schedule should be reviewed for correct data and optionally modified for updated data including additional schedules.

  • Installments must be populated for AutoPay Schedule creation.
  • The AutoPay Schedule will be created from the most current school year installments
  • AutoPay Schedule Dates will be created based on the Installment dates with weekend and holiday AutoPay processing rules.
  • AutoPay Begin/End Dates will be created.  The first schedule record is created with a begin and end date of the day before the schedule date. Subsequent begin and end dates go from the previous schedule date to the day before the current schedule date.
  • AutoPay Reminder Dates will be calculated from the Parent Scheduled Reminder default set in the Invoice Defaults on the AutoPay homepage.
  • The procedure will not allow schedule records to be created if records already exist for the given payment plan and year. It will also prevent any records from being created if any of the schedule dates or reminder dates would fall on today’s date or past dates.

Setup & Creations Steps:

  1. Locate the AR Payment Plans via the AutoPay homepage.
  2. On the general tab select the invoice type associated with the payment plan.  
    • AutoPay requires invoice type for AutoPay batch creation.
  3.  Navigate to the AutoPay Schedule tab and configure.
    • Manually enter AutoPay schedule data or run 'Create AutoPay Schedules from Installments' and modify.
  4. Create AutoPay batches from Schedules by running the action menu ‘Create AutoPay Batches from Schedules’ on the payment plan.