PAC - EP Processing & Updates from PL

Overview

The ‘EP Processing & Updates from PL’ program handles the processing of Student Deposit Refunds via Electronic Payments (EP) and generates tasks to collect Parent bank details in Parent Lounge (PL).

This program can be accessed by navigating to TASS.web Finance > Parent Accounts > Student Deposit Refunds.

Important!

To use this program, there must be a batch of ‘Student Deposit Refunds’ requiring bank details to be collected from Parents.
For Parents to add their banking details in Parent Lounge, the 'Deposit Refund' permission must be enabled in TASS.web System Admin > Users > Portal Security Permissions for Parent Lounge.
You should also review the ‘Deposit Refund Task’ email template in TASS.web System Admin > Utilities > Email Settings.
The ‘EP Processing’ program does not support the splitting of Student Deposit Refunds for split families.

Click here for an Administrator Note.

User Security Permissions

For users to access this program, they need permissions assigned for the ‘EP Processing & Updates from PL’ security point in TASS.web System Admin > Users > User Maintenance or TASS.web System Admin > Users > Security Role Permissions.

For Parents to add their banking details in Parent Lounge, the 'Deposit Refund' permission must be enabled in TASS.web System Admin > Users > Portal Security Permissions for Parent Lounge.

The top bar of the 'EP Processing & Updates from PL’ program has four items:

Updates from Parent Lounge notification	The 'Updates from Parent Lounge' notification appears only when tasks from Parent Lounge require review. For example, when parents enter BSB or account details, these notifications appear on this screen.
Paid Refunds/Unpaid Refunds filter	The 'Paid Refunds/Unpaid Refunds' option filters the records in the Grid UI by their status as Paid or Unpaid.
Batch filter	The 'Batch' option filters the records in the Grid UI by their Batch number. By default, it selects the most recent batch.
Create Parent Lounge Task button	Once a batch of Student Deposit Refunds has been produced from TASS.web Finance > Parent Accounts > Student Deposit Refund > Apply Deposit Distribution, the ‘Create Parent Lounge Task' button can be used to create Parent Lounge tasks for parents. This will also generate emails (using a system template email) to notify parents to enter their BSB/Account details. It will also initiate the workflow in Parent Lounge. See the 'Create Parent Lounge Task’ section below for more information.

Example

Grid UI

Below the top bar, the Grid UI displays:

fields about the Student, Parents, and Refund (Batch, Amount, Add Num).
alert and status icons (see below)
a ‘Payment Details' link to add and edit EP Payment Details. Clicking it opens the 'Payment Details' screen. After populating, a 'Log' link appears next to 'Payment Details' to view changes.
ability to review and accept updates submitted by parents in PL

Example

‘Add Num’ is short for 'Address Number 'as recorded in the ‘Address' tab of the Parent General Record (See the 'Parent Account Inquiry’ article for more information).

Records with greyed-out checkboxes relate to records where Parent Lounge tasks have already been created (Orange tick), payment details are already present (Green tick), or the parent address has no email address defined (Red error).

When the 'EP Processing & Updates from PL' screen is loaded, the ‘Create Parent Lounge Task’ button is deactivated.

Create Parent Lounge Task

To activate the 'Create Parent Lounge Task' button, select the checkboxes on the right to choose parents for the task. Checking the 'All' box selects all; otherwise, select individually.

After clicking the 'Create Parent Lounge Task' button, a warning will advise what happens next:

First, a task will be created in Parent Lounge for the selected parents to enter their Payment Details (BSB/Account info) for processing this Deposit Refund.
Then, an email will be generated and sent to these parents using the Parent Lounge Deposit Refund system email template. The email addresses shown here come from the 'Email 1' and 'Email 2' fields of the 'Add Number (Add Num)' in the UI Grid. You can review this 'Add Num' for the parent in the Parent Account Inquiry program on the 'Address' tab.

You can activate and review the email template contents in TASS.web System Admin > Utilities > Email Settings on the ‘System Email Templates’ tab, by selecting ‘Deposit Refund Task’.

The 'Create Parent Lounge Task' button cannot be used for Parents without email addresses.

Important!

The Parent Lounge 'Deposit Refund' permission must be enabled before you can create this Task. Do this at TASS.web System Admin > Users > Portal Security Permissions for Parent Lounge. Ensure 'Deposit Refunds' is checked.

Alert and Status Icons

The ‘Grid UI’ shows the following alert and status icons in the untitled column between the ‘Parent Name’ and ‘Actions’ columns:

After creating the Parent Lounge Task, an ‘orange tick’ icon appears next to the record in the Grid UI.

When Payment Details are present, a ‘green tick' icon appears next to the record in the Grid UI.

The ‘red exclamation’ icon indicates the parent record has missing data requiring action. Hovering your mouse over the icons will provide a tooltip with a further explanation of the alert.

This appears when the parent address block lacks an email or the parent lacks access to Parent Lounge.

Review the Parent Account Inquiry record to resolve these issues before allocating the task.

Payment Details Screen

Select ‘Payment Details’ in the Actions column to review or manually adjust the banking details entered by the parent in Parent Lounge.

The ‘Payment Details Screen' contains the following fields:

Student	This read-only field displays the Student Code and Name.
Parent	This read-only field displays the Parent Code and Name.
Deposit	This read-only field displays the Deposit Amount.
* Parent Name	The parent populates this field after completing the task in the Parent Lounge. You can also manually enter a Parent Name for this refund if needed.
* B.S.B. Code	The parent populates this field after completing the task in the Parent Lounge. You can also manually enter a Bank Account BSB for this refund if needed.
* Account Number	The parent populates this field after completing the task in the Parent Lounge. You can also manually enter a Bank Account Number for this refund if needed.
* Account Name	The parent populates this field after completing the task in the Parent Lounge. You can also manually enter a Bank Account Name for this refund if needed.
* Email	The parent populates this field after completing the task in the Parent Lounge. You can also manually enter a remittance email for this refund if needed. This is the email address to which the payment remittance advice will be sent.
* Reason for Change	Use this field to enter a reason for change when manually adding or editing Payment Details (e.g., the Parent lacks an email address). If the details have been submitted via Parent Lounge but not accepted in TASS.web, they cannot be edited until accepted. Once accepted, they can be edited accordingly.

Log Screen

After payment details have been populated, a 'Log' link appears next to 'Payment Details' to view how these details were entered and any changes made since. The Log Screen displays the changes related to this payment, including updates from Parent Lounge.