Batch Recurring Payments

Overview

Increase your efficiency with Batch Recurring Payments.

Procare Desktop provides an option to send Recurring Payment Request links to multiple payers simultaneously via text message and email. Administrators can monitor the status of form submissions and receive instant email notifications when a payer submits their payment authorization form via link, offering status updates in real-time.

Who can use Batch Recurring Payments Request form?

This form will be available for all Desktop users using Family Accounting with Payment Processing. The permissions from this form match the individual recurring payments link.

Opening the form

The Batch Recurring Payments Request form can be found at Family Data & Accounting > Functions > Family Accounting > Batch Recurring Payments Request.

For information on how to send an individual payment request form see Set Up Recurring Payments.

Anatomy of the BRPR Form

1. This list is based on your filter settings, ## Accounts indicates the form will display accounts from any filters in place on the Account Summary screen, and this is the total when the form loaded. The BRPR Form could be filtered further but this count will remain the same.
2. Request Form Configuration
   1. Payment Methods accepted by center allows the center to choose which payment options to display on the request link.
   2. Authorization Submitted Notification determines the email address that will receive completed authorization forms.
   3. The Send Request Form via options provides two methods to send the links. Selecting Text will send the authorization form link to the cell phone number set up on the payer’s record. Selecting Email will send the form to the email address on the payer’s record.
3. School Contact Information
   1. The Phone Number and Email Address fields pull from the Edit School Information screen.
      1. Edit the phone number/email address on this screen or permanently update this information by navigating to Configuration > System > Locations & Users > Regions & Schools > Select a school, then click Edit.
      2. The contact information will display on the email message received by families allowing them to email or call with any questions regarding the form.
4. The Grid displays the accounts from the initial filter and the following payer information:
   1. Primary Payer on each account.
   2. Displays if each payer has a cell phone and/or email address added to their record.
   3. A checkmark in the Payment Method on File column indicates if there is a current payment method on file.
   4. A checkmark in the Active Request column indicates if an authorization link is still active for this account.

Form Loads

In some instances when you first open the Form, there will be a box that says “Loading Account Information”, this message indicates the system is pulling Payment Method on File statuses.

By default, Text and Email will be checked, Authorization Submitted Notification will be set to None and no Payment Methods will be selected. After successfully sending a link from this form, the selected options for these fields are saved and will load the next time the form is launched. If you Exit the form without clicking Send, any changes to the parameters will not be saved.

Account Payer

The Account Payer initially shows up as the Primary Payer from the account. This Payer will display, even if they do not have a valid Cell Phone Number or Email Address.

If you click the Payer’s name you get a pulldown menu of other Payers on the account. These Payers will be in the normal sort order, but if a Payer has no Texting or Email address then they will not display on this list.

If you select a different Payer, then the Text and Email columns will change accordingly and if the new Payer’s eligible contact methods are different from the previous Payers, then the state of the account selection box on the far right could be changed.

Active Request

This checkbox shows if there is still an Active Link for this Account. If the payer submits the link or the link expires, then nothing will show in this column. You can filter on whether a checkbox exists for an account or not. The link is for the entire account so even if you change Payers, there checkbox state will not change. The authorization form expires four days after it has been sent. Payers must complete the form in this time period. If needed, a new link can be issued using the same steps.

Account Selector

The checkboxes let you select accounts to send links to. The account selection box will be grayed out (in a disabled state) if the Payer is unable to be contacted by the currently selected communication methods.

• If you click the main Select All box at the top, it will select all currently enabled boxes.
• If Email is checked and the Payer has the Email icon, then the selection box will be enabled.
• If Text is checked and the Payer has the Text icon, then the selection box will be enabled.
• If the Pay does not have an icon matching a currently selected communication method, then the checkbox will be disabled.
• Checking or unchecking Email or Text will change the selection box statuses immediately. Changing the Payer on an Account record will change the selection boxes immediately.
• If a box was selected and a change is made to disable that box, then the box will also be unselected as well as disabled.
• If a box has been enabled, it will only be auto-selected if the Select All box at the top is checked.

Sending Links

Once you’ve selected at least one Account on the list, the Send button will be enabled for you to click. After you click the button you’ll get the alert below to review before you complete the process.

If it looks good then click Yes and you’ll see this window until the links have completed sending.

Select Accounts With Active Link

If any selected accounts have a check under Active Request Sent, an alert will display warning you that you can proceed, but the existing link will be cancelled so only the new link can be completed.

Payment Method Not Selected

Since the payment methods load unchecked by default, if you don’t choose any before clicking Send then you’ll see the warning below.