Even though Famly takes care of the entire process of accepting payments, update accounts, and clear debt, you might want to follow the process.
This article covers
- Overview of past and upcoming transactions and payouts
- Overview of all payments made
- Set the date of automatic payments
- Keeping track of debt
Transactions and payouts
Accessing Famly Pay from the Setup page in Famly will take you to this overview:
(click to enlarge)
On the left hand side, you enable and disable the payment methods you allow the parents to pay by. You can also change when you want the next automatic payment run to happen by clicking 'Change'.
The 'Payout' section is a list of all past and pending payouts showing the total amount being paid out to the right - fee deducted in brackets. Clicking into a payout will breakdown which payments are included in the chosen payout.
Overview of payments and status
As always, 'All invoicing activity' in the Revenue & Debt app provides you with an overview of all payments created in Famly.
The 'method' filter is useful for getting a more overview of the same type of payment. You can even take it one step further and filter by transaction status:
Completed - All good!
Disputed - A complaint. A parent has contacted their bank or card provider and disputed the payment. In most cases, this only happens if the parent does not agree with the charge. If this happens, Famly will contact you.
Failed - Can happen due to a number of reason such as insufficient funds, card expired, the BACS mandate has been cancelled, or the bank account has been closed. The payment has not been processed or saved in Famly. The parent will receive an email informing that the payment failed. A failed payment will show on the bill payer's account, but the amount will not count towards the balance.
Pending - The payment has been created but not started yet. It will start when the payment method (BACS Direct Debit) is ready and then change to 'processing'. This takes about 2-3 days.
Processing - The payment has been started but it takes a few days to complete depending on payment method.
Refunded - The payment was completed but paid back to the parent. You need to contact Famly Support should you wish to refund a payment. It is not included in their balance.
Famly Pay can save you and your parents a lot of time by enabling automatic payments.
- Click 'Enable' to the left and tick 'Enable automatic payments'.
You choose when during the month the automatic payment run takes place.
You can select between:
- First working day of the month
- Last working day of the month
- An exact date in the month
To read more about the flow for automatic payments, click here and look for the 'Automatic direct debit payments' section.
One of the main ideas behind Famly Pay is that you will have fewer outstanding invoices. You can follow this from the 'Debt & Invoicing' report in the Revenue & Debt app.
Use the filters on the left to view the bill payers who have created an automatic payment method.
If a parent partly pays the invoice using vouchers, these vouchers must be confirmed before sending the invoices in order to prevent that Famly Pay will charge the parent the invoice total.
At the moment, Famly Pay does not offer refunds through Famly. Any credit you need to pay back to the parents must happen outside Famly. Just remember to add the activity to the parent's account by creating a negative payment.