Saint Edwards — Solution Design¶
ARM Configuration¶
Billing Configurator Mode¶
Saint Edwards uses the automated billing configurator (Step 1-2-3-4). The school follows this process each billing cycle and references the steps in their support communications.
| Step | Action | Saint Edwards Notes |
|---|---|---|
| Step 1 | Select applicable items | Tuition fees, campus levies, laptop hire fees (years 7–10 only), staff discounts |
| Step 2 | Verify families (debtors) | Confirm debtor count, check for duplicates |
| Step 3 | Verify students | Confirm student count, ~920 students expected; duplicates caught and resolved |
| Step 4 | Configure item-to-student mapping | Year level rules, staff children flag, boarding flag, sibling order |
After Step 4: - Billing period: Full year - Payment terms: Configurable (changed from 24/30 days to 20 days in the 2026 cycle) - Execute → billing instructions generated → invoices generated
Transaction Type¶
Invoice (standard NetSuite invoice). One invoice per family per billing cycle (yearly).
Billing Frequency¶
Yearly — one billing cycle per year. Once invoices are sent, the school monitors payments until all are collected.
Opening Balance¶
After invoice generation, opening balances are applied per family. This can be done in bulk or individually per debtor record.
Email Distribution¶
Invoices are emailed to families as PDF attachments via NetSuite. Follow-up reminder emails are sent for outstanding invoices.
Payment Schedule¶
Parents choose their own payment schedule via the payment suitelet: - Weekly - Fortnightly - Monthly
Parents select when they want payments deducted. This is flexible — no fixed school-mandated dates.
Payment Methods¶
| Method | Provider | Notes |
|---|---|---|
| Credit card | eway | Fully automated via RPS daily script |
| Direct debit | ABA file | ABA file generated by script, uploaded to bank portal manually by school |
Authentication¶
OTP (One-Time Password) — parents receive a unique URL and verify via OTP to access the payment suitelet.
RPS Processing¶
Daily scheduled script processes all RPS records with today's processing date: - Credit card: submitted to eway in real-time - Direct debit: included in ABA file generation
Monitoring¶
School uses saved searches to monitor: - Outstanding payments - Collection status - Payment history per family - Failed/declined payments
Process Mapping¶
| Client Process | Feoda Standard Process | Variation |
|---|---|---|
| Yearly billing cycle | ARM Transaction Generation | None — standard |
| Step 1-2-3-4 configurator | ARM Billing Configurator (automated) | None — standard automated mode |
| Flexible parent payment dates | ARM RPS (parent-selected schedule) | Flexible dates — parent chooses (not fixed school terms) |
| Opening balance application | Post-invoicing manual step | Applied after invoice generation, not part of RPS |
Design Decisions¶
| # | Decision | Rationale |
|---|---|---|
| D-001 | Yearly billing (single cycle) | School bills once per year and collects over the year |
| D-002 | Flexible payment dates (parent-chosen) | School allows families to choose their preferred payment cadence |
| D-003 | Payment terms set to 20 days | Changed from 24/30 days in 2026 cycle based on school preference |