Parent Payments

 

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The Scheduled Payment Settings tab allows administrators to create or manage individual parent accounts and payment plans. This can be found under:

Profiles < Parents and Guardians < Select the parent profile (ensure they are the primary carer) < Scheduled Payment Settings.

  • Only active primary carer's can add billing details through their home.myxplor.com account. 
  • Administrators cannot add or edit banking information themselves.
  • Administrators are the only people who can update the payment plans: e.g. Day the payment is taken out and for how much each week, fortnightly or monthly.
  • If you wish to change something service wide please contact support.  
Checking Parent Saved Banking Details

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To check the payment details, head to the parent profile > Scheduled payment settings.

  • "Payment Details Saved" will say "Yes" or "No" to indicate if the parent has saved their details
  • "Details Saved" will indicate the date and time the parent had saved their payment details
  • Go to Reports > Service Reports > No Bank Details to get an overall summary of which parents have not saved their details across your entire service
  • Refer parents to this article for instructions to save their payment details: Parent Instructions: Adding Bank Details
Checking a Current Payment Plan
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  • If you did not discuss a different payment plan during your onboarding process, the default payment plan is weekly on a Thursday
  • There can only be one active payment plan at any given time
  • The current plan will be recorded as "active" in the "Status" column
  • "Inactive" payment plans are previous payment plans
  • The "Active" payment plan will be replaced by the most recent "Upcoming" payment plan from the "Start Week" (please note: please ensure that the start week always falls on a Monday. Otherwise, payments will not be generated for the first week. You can always select the payment day to be a different day.
Creating a Payment Plan
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Frequency

Weekly
Fortnightly
Monthly (the scheduled payment will come out on the week of the date set)

Payment Day Day that parent will be charged
Start Week   Effective start date. Please note: make sure that this is always a Monday for it to be effective from the first week
Direct Debit Limit Parent will never automatically be charged more than this amount. 
Fixed Amount Parent will always be charged the inputted fixed amount, even if their balance is less than the fixed amount. This is normally not recommended unless absolutely necessary.
Pausing a Payment Plan

This can be found under Profiles > Parents and Guardians > Select the parent profile > scheduled Payment settings > scroll down to 'Pause Payments; 

Pausing payment plans will prevent automatic scheduled payments from being generated between the "Start Date" and "End Date". You can still generate a one time payment for this period if necessary. 

The system will only allow you to select a start date in a future week. If you need to stop a payment in the current week - you will need to reject the payment first. 

 You can "Delete" any paused payments period in the "Pause Payments History" section. 

 

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PayNow

PayNow is only available to services using XPay by Debitsuccess.

The PayNow feature is managed through Settings > Service Settings > [Your Service] > App Settings. This menu item can be accessed by Super Admin users and Provider Level logins to Office.

To turn on PayNow:

  • Navigate to your App Settings
  • Scroll down to Home
  • Locate PayNow click the toggle until it appears as orange
  • Press save
  • Done

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To deactivate follow the same steps as above and ensure the toggle is grey then save.

 

PayNow transactions reconcile automatically. If you want to identify the transactions paid via PayNow, you can run the Parent Transaction report under Reports > Financial Reports > Parent Transaction. PayNow transactions will show in the report as DAILY PAY NOW, visible in the Receipt Method column.

Administrators Adding Parent Banking Information

It is essential that you get a hard copy Direct Debit Request (DDR) form signed by the parent/guardian that is going to be billed before you enter in payment details on their behalf. This will ensure that, if there are any payment disputes, you can provide proof of authority to the Payments Team, which they will forward as evidence to the bank to dispute any claims.

If you do not have a Debitsuccess DDR form that you can print and pass to parents/guardians to fill out and sign, please contact childcare@debitsuccess.com or payments@myxplor.com.

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The form will be pre-filled with any details that are on the Parent profile, however you can add additional information if it’s missing. From there, you’ll be prompted to agree to the terms and conditions. Once you’ve agreed, you’ll be redirected to a secure page to save the parent payment details.

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These may be a Credit Card or a Bank Account, which you can select from the options at the top of the form. After adding the parent’s card or account number, press “Add Details”

When these have been submitted, you will be able to see the saved details in place of the original form. To change or update those saved details, click the “change” button.

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BPAY

Once enabled, your Payment Integrations page in your Service Settings will show BPAY Enabled: Yes and show your Biller Code and Sub Biller Code populated.

BPAY will not be automatically enabled for all families. To enable BPAY for a parent account, please follow these instructions:

  1. Go to Profiles: Parents and Guardians
  2. Click into the Primary Carer
  3. Select Scheduled Payment Settings
  4. Generate BPAY CRN
  5. Click Update

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Taking the steps above will create a unique Customer Reference Number (CRN) for the parent to use when making payments via BPAY. Once generated, the number will appear on the bottom of the parent statement. 

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If a CRN has not been generated for a family, BPAY billing information will not appear on their statement.

The payment will appear on the Xplor statement once it has settled (which takes 2-3 business days). The transaction date on the statement will show the date it’s pulled through to Xplor.