HELP - Profile 1 Introduction... 2 2 Update Profile... 3 2.1 Contact Details... 4 2.2 Configuration... 6 2.3 Registration...10 2.3.1 Registration Settings...10 2.3.2 Registration Types...12 2.3.3 Registration Questions...13 2.3.4 Registration Selection Lists...14 2.4 Client Payment Options...17 2.4.1 For organisations using PayPal...17 2.4.2 For organisations using Ecommerce...19 3 Add New Administrator...21 4 Receipts Emailed...23 4.1 How to issue a Refund...25 4.2 How to issue a credit note...28 5 Billing Card Payments...31 6 Billing SMS Messages...32
1 Introduction The Profile option enables administrators to tailor EasyPaymentsPlus (EPP) to their organisation s requirements. There are five functions in the Profile menu option. Update Profile This option enables you to store and maintain your organisation data. It also allows you to indicate data you want to retrieve from clients during registration, questions you want to ask clients during registration and to indicate client payment details. Add New Administrator - This function allows you to add new administrators to the EPP system. Receipts Emailed This option shows you all the receipts that have been emailed within a specified period. Billing Card Payments - This facility enables you to view details of the bills they receive from EPP for the processing of card payments. Billing SMS Messages - This facility enables administrators to view details of the bills they receive from EPP for the SMS messages sent. 2
2 Update Profile You can tailor EPP to your requirements by updating your organisation s profile. This profile contains data relevant to your organisation and will define what data should be retrieved from clients during registration. Choosing the Update Profile option will show you 4 profile options, each one of which is described in the following sections. 3
2.1 Contact Details The first profile option enables you to input contact data relevant to your organisation. Mandatory fields are indicated with an asterisk *. Organisation Name* Input the name of your organisation. Organisation Id This is a pre-defined identification number assigned to your organisation by EPP. Product From the dropdown list provided, choose an organisation type that best describes your organisation. Organisation Address* Fill in the address of your organisation (max 50 characters per line). County/State From the dropdown list provided, choose the county/state in which your organisation is located. 4
Country From the dropdown list provided, choose the country in which your organisation is located. Organisation Email The organisation s email address is already input here. Organisation Web Address Input the web address of the organisation. Contact Firstname* Input the firstname of the administrator for contact purposes. This information is only available to EPP staff and is not displayed online. Contact Surname* Input the surname of the administrator for contact purposes. This information is only available to EPP staff and is not displayed online. Contact Mobile* Input the mobile number of the administrator for contact purposes. This information is only available to EPP staff and is not displayed online Phone* Input the organisation s phone number. Fax Input the organisation s fax number. Company Registration Number Input the company registration number of your organisation (if applicable). This will be displayed at the bottom of invoices produced from EPP s invoicing facility. Directors Names Input the names of the organisation s director(s). This will be displayed at the bottom of invoices produced from EPP s invoicing facility. Company VAT Number Company VAT number is used for invoicing purposes. This will be displayed at the bottom of invoices produced from EPP s invoicing facility. VAT Rate From the dropdown list provided, choose a VAT rate to be applied to all fees. Please note, although this rate will appear as the default VAT rate during the definition of a new fee, this rate can be modified. Update - saves all changes made to the profile in this screen and continues to the next screen. 5
2.2 Configuration The second profile option enables you to configure settings particular to your organisation. Reporting Start Date Select the start date for all reports by using the date, month, year dropdown lists. Terms and Conditions Input the location of the terms and conditions file for your organisation or use the Browse facility to search for the required file. 1 1 Please note you must save the Terms and Conditions file in html or pdf format before uploading. This can be done in Microsoft Word by selecting Save as in the File menu option and then choosing Web Page as the document type. 6
Logo Input the location of the image file you want to appear as the organisation logo. You can also use the Browse facility here. 2 Banner Input the location of the image file you want to appear as the organisation banner. You can also use the Browse facility here. 2 Use Banner by default If this is set this to Y the banner loaded above will be used by default on all screens presented to the public. Otherwise, if this is set to N, the logo loaded above will be used. The screens below show what EPP will look like using the banner and logo uploaded in Profile. Screen1: Example of EPP screen when banner is set to Y 2 Please note: For organisations whose clients do not register with EPP, a banner should be displayed across the top of the screen so that moving from their website to EPP looks seamless. Otherwise, for organisations whose clients do register with EPP, only a small logo should be displayed so users sense they are being brought to a different site for payment. 7
Screen2: Example of EPP screen with banner set to N Use Codes in fee definition set this to N if you do not want to use fee codes when defining fees. Display list of fees by default Set this to N if you do not want your clients to see the full list of fees by default. Instead, clients will be presented with a drop down list of fee types (see screenshot below). When they select a fee type all the fees of this fee type will then be displayed. Short name to append SMS - By default the organisation name is appended to each SMS message sent. If required, a shorter name can be defined here in Profile. This will save space on the Text message as it is limited to 140 characters. In the example reminder text below (set up in the Reminders menu option), there are 134 characters remaining as school (6 characters) is appended to the message.
Message to appear at top of receipts Type in a message to be displayed at the top of receipts emailed to your clients. Attachment to send with receipt Click on Browse to attach a file with the receipts emailed to your clients. Registration details on emailed receipts Select Y if you want registration details to be shown on the receipts emailed to your clients. Otherwise select N. Please note that these registration details will not be shown on the displayed receipts, only on the emailed receipts. Online Registration By selecting Yes here, users can register themselves online. If this is set to No, users will need to contact the organisation and the administrator will register the client. This is used by clubs to control their registrations. Approve Registration By selecting Yes here, an administrator can approve the registration of each new customer. In this case, each new customer that registers will have a status of P (Pending) and it is then up to the administrator to decide if and when this customer can have an A (Active) status. Display on Organisation Name List Choose Y if you want your organisation to be displayed on the complete list of EPP organisations. Otherwise choose N. This is relevant in the scenario where a client goes directly to the EPP website to pay for a fee, instead of going through the organisation s own website. Update - saves all changes made to the profile in this screen and continues to the next screen. 9
2.3 Registration This profile option allows you to specify what data you want to ask your clients during client registration. There are four ways to specify these registration requirements: Registration Settings, Registration Types, Questions and Selection Lists. 2.3.1 Registration Settings DOB Choose Y if you wish to ask new clients for their date of birth. Otherwise choose N. Male/Female Choose Y if you wish to ask new clients for their gender. Otherwise choose N. Home Phone Choose Y if you wish to ask new clients for their home phone number. Otherwise choose N. Mobile Choose Y if you wish to ask new clients for their mobile number. Otherwise choose N. To the right of this heading you can indicate if the mobile should only be asked for input by the main client by selecting Y in the Main Name Only checkbox. This means that no other additional clients linked to the main client will be asked for their mobile numbers during registration. 10
Company Choose Y if you wish to ask new clients for the company they work for. Otherwise choose N. Nationality Choose Y if you wish to ask new clients for their nationality. Otherwise choose N. Type Choose Y if you want new clients to choose a user type. Otherwise choose N. Organisation Userid Choose Y if you wish clients to enter an existing id used within your organisation (e.g., their student id). Otherwise choose N. Label for Organisation Userid Input the label to be displayed if Organisation Userid is set to Y. This might be Membership number: or Student number:, for example. Add Additional Names Choose Y if you wish to ask new clients for any additional names. (E.g., for the family membership of a club, several names can be added during client registration).otherwise choose N. Instruction for Additional Names Enter the instruction you want to give your clients if you require them to add additional names. This will appear only if Add Additional Names above has been set to Y. Email Address Indicate if the email address should only be asked for input by the main user by selecting Y in the Main Name Only checkbox. This means that no other additional clients linked to the main client will be asked for their email addresses during registration. International Choose Y if you want to accept registrations from internationally located clients. Otherwise choose N. Update - saves all changes made to the profile in this screen. 11
2.3.2 Registration Types This option enables administrators to construct and maintain client types into which your clients can be grouped during registration. In a day school situation, the different client types might include First Year Student, Second Year Student, parent or Tutor. Defining client types enables administrators to communicate with and view reports on clients based on their type. Please note, a client type dropdown list will only be shown to the client upon registration if the heading Type has been switched on in Registration Settings. Choosing this option will result in the following screen: To add a new client Type, simply input the new name in the displayed text box. Then click on the Add button. Tick the Public checkbox if this client type should be displayed to the user. If Public is not ticked the client type can only be seen and used by the administrator. To delete an existing client Type, click on the associated Delete button. To edit an existing client Type, click on the Edit button and you can then Update or Cancel the changes made. To make Public Use the checkbox to mark a type as public or not. Types not marked as Public are for internal use only. E.g. In a school situation you may define a type as Tutor and assign all tutors with this user type. If you make this type available to the public then it is possible for a client to select this by mistake online. 12
2.3.3 Registration Questions This option allows administrators to: select pre-defined questions, define a new question, and maintain these questions. Selecting a pre-defined question Select a question from the dropdown list of questions that have already been defined. Main Only Tick here if you want this question to be presented to the main user only. If this is ticked, this means that no additional users linked to the main user will be asked this question during their registration. Internal Use Tick here if you want this question to be presented internally, namely to administrators only. If this is ticked, this means that users will not be asked this question during registration while administrators will be asked this question when they are registering new users. Mandatory Tick here if you want this question to be mandatory. Add Click this button when you are ready to add a selected question to the list of registration questions. There is an option to update these settings (see the screenshot below). Defining a new question Type in the question you wish to define in the textbox shown. Add Click this button to add this new question to the list of registration questions. 13
Maintaining Registration Questions Update Main/Internal/Mandatory settings Tick the Main Only, Internal Use or Mandatory boxes (as described above). Click on the Update settings button when you are finished. Delete Click on the Delete button to delete a question from the list. Change Order Click this button if you want to change the order in which the question is to be displayed to the user (see the screenshot below). Click on the Update or Cancel button when you are finished editing. 2.3.4 Registration Selection Lists This option allows administrators to: select predefined selection lists indicate who should be presented with these lists (the client/admin only) and create new selection lists. Selecting pre-defined selection lists The first part of this screen allows you to select predefined selection lists to use during registration and to indicate who should be presented with these lists. Main Only Tick here if you want this selection list to be presented to the main user only. If this is ticked, this means that no additional users linked to the main user will be shown this selection list during their registration. Internal Use Tick here if you want this selection list to be presented internally, namely to administrators only. If this is ticked, this means that users will not be shown this list during registration while administrators will be shown this list when they are registering new users. 14
Add Click this button when you are ready to add a selection list to the existing list of selection lists. Update Main/Internal/Mandatory settings Tick the Main Only or Internal Use boxes (as described above). Delete Click on the Delete button to delete the selection list. Change Order Click this button if you want to change the order in which the selection list is to be displayed to the user (see the screenshot below). Click on the Update or Cancel button when you are finished editing. Defining and maintaining selection lists The second part of this screen allows you to define, add and maintain selection lists. Add new selection list Simply type in the name of the new selection list in the text box and click on the Add new selection list button. A list of all predefined selection list names are displayed, which you can edit and delete. Delete Click on the Delete button beside a predefined list name in order to delete this selection list. A message indicating this list has been deleted will appear. Edit Click on the Edit button beside a predefined list name in order to edit this selection list. This list name will be displayed in the Update List Name text box on the right hand side of the screen. Its name and items can now be edited as described below. 15
Update List Name When a list has been selected for editing its name appears in the Update List Name text box. You can edit the name of the list here up to a maximum of 25 characters. Click on the Update List Name button when you are finished editing. Add new item Input the name of an item to add to the current selection list. Click on Add new item and this newly defined item will appear on the existing items list. A list of all predefined items is displayed together with the order in which they will appear. Please note, by default, the first item on the list will have an order number of 10. All following items will have order numbers displayed in increments of ten. This allows you to input items with order numbers before and after these predefined items. You can edit and delete these items and this order arrangement as explained below. Edit When a selection list item has been selected for editing, the Name and Order text fields for this item are ready for updating as shown in the screenshot below. Click on the Update button when you are finished editing. Otherwise click on the Cancel button. Delete Simply click on the Delete button to delete an item from the current selection list. 16
2.4 Client Payment Options The final profile option will allow you to specify details for all payments to be received from clients. Depending on whether your organisation uses a PayPal or an E-commerce Payment Service Provider (PSP), one of the following two screens will be displayed: 2.4.1 For organisations using PayPal Cash 3 Choose Y if your organisation will accept cash for payment. Otherwise choose N. Cheque 4 Choose Y if your organisation will accept cheques for payment. Otherwise choose N PayPal Select Y to enable PayPal. Invoice This facility is used for enrolment organisations. Choose Y if you wish to enable invoices, otherwise choose N. If this is set to Y, the organisation can hold customers places and put them on a debtors list. When customers subsequently pay, they are immediately removed from this debtors list. Voucher/Credit Note 4 Choose Y if your organisation will accept vouchers for payment. Otherwise choose N. 3 Please note: The option to pay by cash/cheque/voucher/credit note is available to the administrator only and is not available to clients paying online. 17
Processing Fee Charges Client Charges Client Pay Standard Charge ( ) Input a standard charge here if you want to apply a standard processing fee charge to your clients. Client Pay Standard Percent ( ) Input a standard percentage here if you want to apply a standard percentage processing fee to your clients. Processing Fee Charges EPP Rates EPP rate ( ) This is the rate EPP charges to process each transaction >= 50. EPP (%) This is the rate EPP charges to process each transaction < 50. SMS rate This is a predefined rate for sending SMS texts. Update - any changes made to the profile in this screen are saved. 18
2.4.2 For organisations using Ecommerce Cash 4 Choose Y if your organisation will accept cash for payment. Otherwise choose N. Cheque 4 Choose Y if your organisation will accept cheques for payment. Otherwise choose N Laser Choose Y if your organisation will accept Laser cards for payment. Otherwise choose N. Visa Choose Y if your organisation will accept Visa for payment. Otherwise choose N. Mastercard Choose Y if your organisation will accept Mastercard for payment. Otherwise choose N. 4 Please note: The option to pay by cash/cheque/voucher/credit note is available to the administrator only and is not available to clients paying online. 19
Invoice This facility is used for enrolment organisations. Choose Y if you wish to enable invoices, otherwise choose N. If this is set to Y, the organisation can hold customers places and put them on a debtors list. When customers subsequently pay, they are immediately removed from this debtors list. Voucher/Credit Note 4 Choose Y if your organisation will accept vouchers/credit notes for payment. Otherwise choose N. Processing Fee Charges Standard Client Pay Standard Charge ( ) Input a standard charge here if you want to apply a standard processing fee charge to your clients (all individual charges below will be ignored). Client Pay Standard Percent ( ) Input a standard percentage here if you want to apply a standard percentage processing fee to your clients (all individual charges below will be ignored). Processing Fee Charges Individual Client Pay Credit Card Charge Input the Credit Card charge that your clients will pay as a processing fee. Client Pay Debit Card Charge Input the Debit Card charge that your clients will pay as a processing fee. Client Pay EPP Charge( ) Input the EPP charge that your clients will pay as a processing fee. Client Pay Extra Charge( ) Input an extra charge that your clients will pay as a processing fee. Processing Fee Charges EPP Rates EPP rate ( ) This is the rate EPP charges to process each transaction >= 50. EPP (%) This is the rate EPP charges to process each transaction < 50. SMS rate This is a predefined rate for sending SMS texts. Update - any changes made to the profile in this screen are saved. 20
3 Add New Administrator This option enables you to add new administrators to the system. There are two types of administrators, those who can access the system in general (General Admin) and those who can only send out reminders to clients (SMS/Email). Firstname* This is the first name of the administrator. Surname* This is the surname of the administrator. Phone* This is the landline number of the administrator. Mobile* This is the mobile number of the administrator. 21
Email* This is the email of the administrator. Male/Female This is the gender of the administrator. Organisation This is the organisation of the administrator. Admin Type There are two types of administrators: those who can access the system in general (General Admin) and those who can only send out reminders to clients (SMS/Email). Password* Input the new administrator s password here. Re-enter Password* Input again the new administrator s password here. Tick to enable email and text notifications. Click on the Register button when you are finished and a message will be displayed indicating this registration has been successful. 22
4 Receipts Emailed This option allows administrators to view all receipts that have been emailed to their customers and to issue refunds. A screen such as that below will be shown, listing all receipts emailed to customers within the specified time period. To change this time period simply change the Start and End dates and click on the Set Date button. To view an individual receipt, click on the Receipt Detail button and a screen such as that below will be displayed. 23
Receipt This is the receipt number of the payment. Name This is name of the client relevant to the purchased item (in the case of an enrolment organisation, this will be the name of the person attending a course). Paid By This is the name of the person who issued the payment (user s name if paid online; otherwise the name of the administrator) Fee Name This is the name of the fee purchased. Date/Time This is the date/time the payment was made. Pay Type This is the type of payment involved. Fee Cost This is the original cost of the fee The Client Charges Fee Charged This is the amount charged to the client. If there was a change made to the amount by the administrator, this amount will be shown here (e.g., a discount). Processing Fee This is the client processing fee as defined in Profile Total Paid =FeeCharged + Processing Fee The Organisation Charges EPP Charge This is the amount EPP charges the organisation for each payment transaction. This is a predefined amount displayed in screen 1 of Profile. 5 Bank Charge This is the amount the bank charges for this payment. Net Received This is the net amount paid by the client and thus the amount received by the organisation from the client. It is calculated by subtracting all the Organisation Charges from the total of all the Client Charges. Net Received = Total Paid - (EPP Charge + Bank Charge ) 6 5 If there is more than one fee selected in a single payment, each fee is listed separately in this report but identified by the same unique receipt number. The charges incurred are divided between them. 6 It is important to note that if the report displays the Net Received amount to be less than the original Fee Cost for several fees, the administrator should think about increasing the client s processing fee as deemed appropriate in Update Profile. 24
Qty This defines the quantity of the fee purchased. Payment Status This displays the status of the payment, which might be one of the following:- Credit where the payment has been paid in full. Debit where the payment has not been paid in full. Recurring - where the payment is a recurring one and has not yet been issued (i.e., the start dates are still in the future) Installment where the payment is a recurring one and an installment has been issued. Refunded where the payment has been refunded. CNote Issued where the payment is in the form of a credit note. There are four facilities on this screen: Click on the Copy of Receipt button in order to obtain a copy of the receipt for this payment. Click on the Delete button to delete this payment. This is only valid for cash, cheque and nopayment entries. All deleted payments can be viewed in the Failed/Deleted payments report. To refund an individual payment transaction, click on Refund located to the right of the transaction. 7 See section below for a full explanation of the refund process. To refund all the transactions for the receipt number searched, click on the Refund total payment button. 7 See section below for a full explanation of the refund process. 4.1 How to issue a Refund The Refund facility allows you to process a partial or full refund of the initial cost of a fee. To carry out a refund follow the steps outlined below:- First search for the relevant receipt number. All the payment transactions relevant to this receipt are displayed as shown below: 7 Please note, the money will be refunded according to the method of payment. So a debit card payment will be refunded by debit card. However, after three months, refunds can only be given by cash/cheque. 25
A copy of the receipt can be displayed by clicking on the Copy of Receipt button. To refund an individual payment, click on Refund located to the right of the transaction. Otherwise click on the Refund Total Payment button to refund all the transactions on the receipt (if there are multiple transactions). You will then be shown the following screen: Organisation This is the name of your organisation. Refund Amount This is the total amount to be refunded to the client. Processing Fee Tick the box if you want the client to be refunded the processing fee. Total Refund This is the total amount to be refunded to the client (including the processing fee if the box is ticked above). Refund Type If the initial payment was made by cash/cheque, then the refund type options will be Cash or Cheque (with a text box to input the cheque number). Select Card if the money is to be refunded back to the client s credit/debit card. Otherwise select Credit Note if the client is to be issued with a credit note. Reason Input the reason for the refund. Delete from Class? The default entry is always No. Change the default to Yes if you want the person relevant to the class being refunded to be deleted from this class. Please note a heading for Vat will be displayed if there is a Vat amount involved, i.e., if Vat set in Profile or specified for a fee. You will have the option to refund this Vat amount. Click on Cancel to get back to the previous screen and cancel the refund. 26
Otherwise click on Process Refund and a receipt like that below will be displayed and the receipt details sent by email to the client and to the administrator. Note: An email receipt is only sent for card refunds. No email receipt is sent for cash/cheque refunds or for credit notes. Finally, when the administrator views the All Payments report (see below), this refund will be displayed with a Payment Status of Refund and the reason for this refund shown under the Note heading. Also shown under this Note heading is the receipt number of the original payment for which the refund has been issued. Sample All Payments Report 27
4.2 How to issue a credit note The Refund facility allows you to issue credit notes for your clients. First select the relevant receipt number from the list of emailed receipts and you will be shown a screen such as that below. Click on Refund Total Payment (to refund all transactions for this receipt) or Refund (to refund an individual transaction). The following screen will then be displayed: Organisation This is the name of your organisation. Refund Amount This is the total amount to be refunded to the client. Processing Fee Tick the box if you want the client to be refunded the processing fee. Total Refund This is the total amount to be refunded to the client (including the processing fee if the box is ticked above). Refund Type If the initial payment was made by cash/cheque, then the refund type options will be Cash or Cheque (with a text box to input the cheque number). Select Card if the money is to be refunded back to the client s credit/debit card. Otherwise select Credit Note if the client is to be issued with a credit note. Reason Input the reason for the refund. 28
Delete from Class? The default entry is always No. Change the default to Yes if you want the person relevant to the class being refunded to be deleted from this class. Please note a heading for Vat will be displayed if there is a Vat amount involved, i.e., if Vat set in Profile or specified for a fee. You will have the option to refund this Vat amount. Click on Cancel to get back to the previous screen and cancel the refund. Otherwise click on Process Refund and a receipt like that below will be displayed and the receipt details sent by email to the client and to the administrator. When the administrator views the All Payments report (see below), this refund will be displayed with a Payment Type of Credit Note and a Payment Status of Refund. The Note heading will show the reason for this refund and the original receipt number for which this refund was issued. Please note that this original receipt number now has a Payment Status CNote Issued. Sample All Payments Report 29
A list of all credit notes issued to clients is recorded in a report called Credit Notes in the Clients menu option (see below). By selecting this report, all the credit notes issued to clients are displayed. Finally, when a client who has been issued a credit note is making a payment again, the Accept Payment facility will automatically add this credit note to their bill as shown below. 30
5 Billing Card Payments This facility enables administrators to view details of the bills they receive from EPP for the processing of card payments. By choosing the Select button, the administrator can view the details of the individual payments on this EPP bill. Receiptno This is the receipt number of the payment. Paid By This indicates the name of the person who issued the payment (administrator s name or client s name if the payment was made online). Date/Time This is the date/time of the payment transaction. Billed This is the date EPP billed the organisation for this payment. Pay Type This is the type of payment involved. UserEmail This is the email of the person relevant to the fee purchased Total Cost This is the Total Cost of the payment (i.e., Original cost plus Client Processing Fee) 31
6 Billing SMS Messages This facility enables administrators to view details of the bills they receive from EPP for the SMS messages sent. By choosing the Select button, the administrator can view the details of the individual messages on the EPP bill. Date This is date the message was sent. No. Sent This specifies the number of messages sent. Sent By This is the name of the person who sent the message. Message This displays the actual message sent. Print- print this screen. Return -return to the previous screen. 32