Payment Module

Introducing All NEW Powerful Madrasah Fee Payment Reconciliation Module. Whether the parent pays the Madrasah Fees by Preauthorized Bank Payment, Cash, Cheque, Credit-Card or Other, with Ad-Din Solution, you have the luxury to reconcile them all under one roof. 

 

  • Estimated time to complete: 30 Min

  • Difficulty: Moderate

  • Prerequisites:

    • Your Account has Admin rights.

    • All Teachers, Students and Parents accounts added.

    • Parent and Students accounts are linked. Students are linked to Classes

    • Premium Subscriptions are assigned to Admin and Parents account.

 


Introduction

In this article, we will learn to setup the Ad-Din Payment Automation module.

Ad-Din Payment Module Automation offers,  

  • Frequency-based fully automatic invoice generation with robust class-wise or organization wise sibling discount handling.

  • Automated Fee payments reminder to parents.

  • We have Automated the payment receipts.

  • Record fee payments either from Ad-Din Mobile App or Web.

  • Compelling Accounts Receivable and Aging report at your fingertip.

  • Your Accountant makes a single entry to the primary book/system.


Note: This module do not offer Payment Gateway to process the actual payments, instead it relieves the administrative burdens around it. 

Step by step instructions

Below is the matrix who can do what with Ad-Din Payment Module

Role

Payment Module Configuration

Payment Records

Role

Payment Module Configuration

Payment Records

Admin

Modify

Modify

Parent

View

View

Teacher

None

None

Student

None

None

Manageable From >

Web Portal

Mobile App + Web portal

 


There are three main tab [Paymnet] [Payment Type] & [Discount Rule]

Discount Rule

  1. You are required to create a Discount Rule to generate automatic invoices

  2. Navigate to Madrasah > Admin Portal > Payment from the left menu

  3. Click on Discount Rule Tab

  4.  Click on + Add

  5. Give a Discount Rule a meaningful name i.e. “Full Time Hifz Proram Discount Rule”, or “Academics Grade 1-6 Discount Rule”

  6. Select the Discount rule Child inclusion policy

    1. All Child: Discount will apply to all the child of a parent.

    2. Subsequent Child: Discount will apply after 1st child of a parent.

  7. Select the “Apply Rule”

    1. Class wise: Children will be counted from the Classes selected under Payment Type.

    2. Organization Wise: Children will be counted from all the classes under an organization.

  8. Add Condition by selecting:

    1. Operator: “Equals” or “Greater than”

    2. Child count: number i.e. 2, 3, 4

    3. Type: Value or Percentage

    4. Value: i.e. 5, 10, 15

Example 1: Below Rule will sound like,

Apply 15% discount to child Equal 2 - Class Wise to Subsequent child of a parent.

Apply 20% discount to child Equal 3 - Class Wise to Subsequent child of a parent.

Apply 30% discount to child Greater than 3 - Class Wise to Subsequent child of a parent.

i.e. if a parent has 3 child in Full Time Hifz Program, the first child will not get any discount, 2nd and 3rd child will get 20% discount.

Example 2: Below Rule will sound like,

Apply 10$ discount to child Equal 2 - Organization Wise to every child of a parent.

Apply 15$ discount to child Equal 3 - Organization Wise to every child of a parent.

Apply 25$ discount to child Greater Than 3 - Organization Wise to every child of a parent.

i.e. If a parent has 3 child, in grade 1, 4 and 7, all child will not get 15$ discount.

The Fee is specified on Payment Type Tab

You can modify the Discount Rule any time, it will be effective immediately on any unpaid invoices. Paid invoices will remain as is.

 


Payment Type

Approving the enrollment request from a parent from the “Pending Enrollment” page under “User Management” will trigger the invoice generation based on the payment type linked to that class.

Admin adding a student and manually enrolling in a class section will also trigger the invoice generation based on the payment type linked to that class.

The system will validate the existing invoices by Student, Class, Date and Payment Type, for any re-enrollments. PS, for any immediate removal and re-enrollments no new invoices will be generated if one found.

Updating the payment type will update all open unpaid invoices,

Example 1: You add an exception to the payment type after the invoice was generated for a student, the invoice is still open in unpaid status, the invoices will get an update with the applied exception.

Example 2: You updated the fees to the payment type, the open unpaid will get updated with the applied changes.

 

  1. Payment Type is responsible for generating regular invoices

  2. To create payment type Navigate to Madrasah > Admin Portal > Payment from the left menu

  3. Click on Payment Type Tab

  4.  Click on + Add

  5. Name: Give a meaningful name to Payment Type i.e. Grade 4-7 Monthly Fee

  6. Class: Select the relevant Classes

  7. Amount: enter the numeric fee value i.e. the program monthly fee is 350$

  8. Frequency: Weekly, Monthly, Yearly or One time

  9. Payment From: Select the date from when this Payment type is effective from, invoices will only being to generate from this date on a selected due date.

  10. Payment To: Select the date when this Payment type will end, invoices will stop being generated on this date.

  11. Due Date: Select the due date of the fee, an automatic Invoices will be generated for all the Students in the selected classes for the specified amount minus discounts if any.
    NOTE: Automatic Reminders are sent to parent next day. The Payment Reminders are automatically sent for any Unpaid or Partially paid invoices to parents next day of it is actually due.

  12. Automated payment due reminder Notification email and Push Notification looks like below.

     

  13. Rule: Select the applicable Discount Rule, for more info see Discount Rule section above.

  14. Description: Write any description explaining the Payment Type setup

  15. If there are any exception to this Payment Type click on Exception + icon on top right corner, expand the class and select the student and enter the different amount, these students invoices will be different from rest i.e. some students cant afford and if an organization has given any break to the parents.

  16. Validate the settings and click on Save.

  17. Saving will immediately generate two month invoices, one for current month and one for next month.
    NOTE: You can not generate/add Historical invoices, this is an automation solution hence only current month and future invoices will be generated. For any historical invoices you can generate one time invoices using One Time Payment Type. For any help with this open a support case with Ad-Din Team.

Example: Below Payment Type will sound like,

350$ Monthly fee for Grade 4,5,6,7 students starting from Jan-1-2020 till Jul-1-2020, due every 1st of the month with sibling discount rule as specified in “Grade 1-8: Discount Rule”, plus an exception to three students, who will have their invoices generated at 150$, 50$ and 10$ rate.

You can modify the Discount Type any time, it will be effective immediately on any unpaid invoices. Paid invoices will remain as is.

  • Adding New Class to Existing Payment Type is not possible.

  • You must simply create a new Payment Type for the Newly Added Classes Only

If you deleted the Payment Type and re-created to include the newly added classes, you will end up seeing duplicate invoices.

If you run in to this issue you will have to,

  1. Manually cancel the duplicate invoices.

  2. One easiest way to do is rename the payment type name with “New” at the end and save it.

  3. This will update the invoices in queue with the name of the payment type that generated them.

  4. Further filter by the class and section, Select and cancel all the duplicate invoices, except the old invoices generated by earlier payment type.

  5. Keep the new invoices generated for new classes by new Payment Type.

  6. Once this is done your equation is now balanced.

  7. Next month onward the Invoices will be generated by newly created Payment Type for all the classes normal.

Below image explains how you can distinguish between the invoices generated by two different Payment Types

 


 

Payment

  1. As soon as Payment Type is saved the current and future month invoices will appear on this tab.

  2. You can filter the duration to see the past or future one month invoices.

  3. As you can see the Aayid Shaikh got 150$ invoice instead of 350$, as it was added as exception to payment type.

  4. From this point you can either manage the Receipts from Web portal or Ad-Din Mobile App.

 

Recording Payments from Web Portal

  1. Whether the parent has paid the Madrasah Fees by Preauthorized Bank Payment, Cash, Cheque, Credit-Card or Other you can mark them as following.

  2. for example to record payment of an invoices who pays through Preauthorized Bank Payment, select the invoices then

  3. Click on Receipt

  4. The total for selected invoices will be automatically populated, enter the date the payment was received.

  5. Select the Payment Method “Bank Payment / Preauthorized” or an actual.

  6. Click on Save

  7. On confirmation page click on Proceed

  8. Click OK on Successfully Added popup.

  9. Depending on the payments recorded Paid, Unpaid or Partial Paid status will appear against each invoices.

  10. Soon the invoice payment is recorded an automated email receipt goes to parent which looks like below

 


 

Canceling an Invoice

  1. In the event you have generated wrong invoices or a payment is noncollectable you can simply cancel the invoice.

  2. To do that select the invoice and click on Cancel

  3. Click OK on the Payment Cancelled popup.

  4. If there are any payment record against and invoice you will get warning like this, you first have to remove the payment record to be able to cancel the payment, See removing the payment Record on an Invoice section below.

  5. To convert the cancelled invoice back Active invoice simply select the cancelled invoice and Mark as Unpaid button will appear on top

  6.  

  7. Invoice will be sent back to the queue as Unpaid. You can now capture the payment against it whenever you receive a payment.

  8. You can also directly mark a Cancelled invoice as paid by selecting and clicking on Receipt button instead, if payment is already received.

 

Removing the Payment Record on an Invoices

  1. In the event you have made a mistake you can simply remove the payment record

  2. To do that select the invoice and click on Payment History

  3. click on X to delete the payment record

 

Resend the Payment Receipt

  1. There could be number of reason to resend the payment receipt

    1. i.e. Parent requested missing receipt

    2. Wrong email on parent account, receipts were never delivered

    3. Change of an invoice

  2. You can simply resend the receipt by selecting an invoice and clicking on Payment history

 

Export the list of payments

  1. You can export the list of all the payment records by simply clicking on Export button

  2. This will be a csv file for your record or analysis.

 


 

Stopping the Invoices

  1. There are two ways to stop the stop automatic invoice generations

    1. Simply delete the Payment Type (you can re-create it again any time)

    2. Edit the Payment To field in the Payment Type

 

 


 

Stop the Payment Reminder of an already Generated Invoice

  1. The Payment Reminders are automatically sent for any Unpaid or Partially paid invoices to parents next day of it is actually due.

  2. System by design automatically generates the two month invoices (current and 1 future month), to stop the reminder of any Unpaid or Partial Paid invoice, you can simply select and cancel it.

  3. Later if you received or expect payment for it, you can simply mark the cancelled invoice as unpaid to send it back in the queue for collection.

 


 

Payment Reports

Ad-Din solutions offer two carefully crafted Accounts receivables reports

  1. Accounts Receivable Report

    1. This report includes all the invoices regardless of its status between the selected duration

    2. You can filter the report by Class, section or individual Student.

    3. The Total (explained below) is the total amount you have in hand this month for deposit.

    4. If you need the data copied/exported in to excel for your own analysis you can simply click on Copy button and paste it in to excel or similar tool.

    5.  

    6.  

  2. Aged Receivable Report

    1. This report includes all the aged unpaid invoices of a parent, regardless of its status between the selected duration.

    2. You can filter the report by Class, section or individual Student.

    3. This report shows the aged amounts by 0-30-60-90 days

    4. If you need the data copied/exported in to excel for your own analysis you can simply click on Copy button and paste it in to excel or similar tool.