Feoda Process & Updates Session-20260217_150820-Meeting Recording
February 17, 2026, 4:08AM
1h 26m 34s
Pearl Blanco started transcription
Ravi Ramanujam   0:03Is in that and all you guys are a little bit struggling and you're actually doing things on the fly, so appreciate what you've been doing. So we thought we need to go through the whole process of what we've done, what is in pimple.And more importantly, what we're going to do with this bundle, which is a very important for us to do for any schools, onboarding and everything. So I just want to first get an initial feedback or understanding so we know.What you guys understand. So I want you to each one of you describe in your own words what you've understand, what you think the fear of bundle is, particularly for the billing aspect. So I just want to get that.
Pearl Blanco   0:40I.
Ravi Ramanujam   0:49Feedback or things from you guys saying what is that actually is a fear of bundle to you and what do you perceive it?
Pearl Blanco   1:03Should I go first?
Ravi Ramanujam   1:05Yeah, as always, you're deleted.
Pearl Blanco   1:06OK. So based on what I understand, we'll create the billing, that's the billing instruction, that's where all the fees are. And then once the billing instructions are created versus the students, that's where we'll generate.The invoices. So if, for example, for Alphaisel, they only have one invoice for the whole term, for the whole school year. So that's where that's what we're going to send for parents. And then on the invoice they'll also receive the RPS link, the link.They can generate, they can create RPS if they want to pay it by term or pay it in full and then once they've already set up the RPS, we'll have the script to run if payments were per term based on the processing date that.The schools selected to be processed for payment to be processed and the script will run the payments. If it's through credit card, the script will automatically do that. If it's direct payment, the school administrator needs to.
Ravi Ramanujam   2:13Oh.
Pearl Blanco   2:23To run the direct debit and create an EBA file and that's what they need to upload in their bank. And then simultaneously payment records will be created against the invoice for those payment charges.And if the payments were dishonored or was not successfully successfully processed through credit card or direct debit, payment dishonor should be created against the payment record and then we'll have to reprocess the script again.For the next processing date for those payment dishonors and that's the food process.Until the invoice is paid.
Ravi Ramanujam   3:07OK.Yeah, that's pretty much a fair summary. Well, Jason, what do you understand?
Pearl Blanco   3:11Mhm.
Jayselle Sale   3:18If I will make sure the full the end to end billing process of Kimball, the sweetlet will be the one generating the billing order if it if it is termed to be an annually or.On a termly basis and then from there the suite the suite that will generate the invoice based on what's being selected by the parents and then invoice will be created and then the parents will.Proceed with payment their preferred preferred payment method and then apply the payment against the invoice and then.She do it if there is some.
Ravi Ramanujam   4:06OK.
Jayselle Sale   4:09Outstanding balance or remaining credit on the parents accounts.
Ravi Ramanujam   4:16OK, yeah, which is a short summary, but that's OK. Nevertheless, that's sort of what it is. Well, weather is not there. She dropped off.
Ash Alexander   4:29OK, she's joining back now.
Ravi Ramanujam   4:31So Ash, from your perspective, what do you think? Because you're probably more experienced than than anyone else.
Ash Alexander   4:36OK.So we do one couple of things that probably I don't. I think it's newer to from Al Faisal is a we not only push send the the the billing order or the invoice to be paid to directly to the parent, we also send it to.The school's portal if it's if that's an option that they want to have. Then we also another part is that we also bring in the data from their school system and make it sit in that suite. So we use that information to generate those invoices and then those invoices are.Sent either to the portal or either to the parent directly. They will access the invoice. They will select what they want to pay if and then they will move on to we'll we'll get that invoice in our NetSuite system.
Ravi Ramanujam   5:34Yeah.
Ash Alexander   5:35Once that's happened, the invoice is generated with an RPS and then the power process that Pearl mentioned happens. So this is on the AR side, the AP side. I'm not too across what happens. I'm not sure about what our FAM module does, the FAM module and the other aspects of it. I'm not too.Short of whereas in terms of and again the ally integration happened only for this client. So I'm not sure what we did in terms of the vendors for the other two clients that we had.
Ravi Ramanujam   6:06OK.Again, you're going through the details of it, which is fine. I'm just trying to get to understand if your guys overall concept of it. That's what I'm trying to get here.
Ash Alexander   6:14Your world.
Pearl Blanco   6:17Stop working.
Ash Alexander   6:19So the overall concept, if I have to say, if NetSuite is a great product, but it does for this particular sector, it does not cater to, it does not for schools, it does not cater to exactly what they need and I think that's that's the gap that we bridge.In terms of making raising 2000 invoices at one go, that's something that Netsuite can't do that we do for them and you know, doing the integrations, pulling in the data, sending it, doing the the payment portal, the click to pay, all of that.That's I think those that gap is where we we come, we we that's the value that we provide to the client at next we can't straight out-of-the-box.
Ravi Ramanujam   7:07OK, um.So what do you know? I know you've been relatively new from what you can understand.
Sarah Shalfoun   7:18Yes. So my understanding of the process still quite like high level. So like I know the like that we're that we have the processes are swallowing that we have like.
Ash Alexander   7:26Thank you.
Pearl Blanco   7:28And.In this.
Sarah Shalfoun   7:36A way for people to to do the application and be admitted to the school and then based on that and based on certain configurations we generate certain build rules that turn to invoices through some scripts and these invoices are sent.Share them paid and like reflected back on the system. Yeah, and this is like to all to customize.
Pearl Blanco   8:02OK.
Sarah Shalfoun   8:11Whatever NetSuite is providing, but for specifically to be to be related to the school's business, and that's my understanding of it.
Pearl Blanco   8:14Oh.
Ravi Ramanujam   8:24Yeah, that's OK. So everyone knows bits and parts and pieces. No one knows the actual flow or the fundamental and that is what the problem here we are having it. OK, so try to make this bit simple. My role is that it it's not a complex things.
Pearl Blanco   8:36All along.
Ravi Ramanujam   8:43It's just a standard process and we've done few automations and we've done certain processes here and that needs to be simplified to understand to you. So it's the same whether we do it in any schools for that matter, right? So what do you need to?Sort of remember is remember I'll give you a logic so it makes it easier to understand. It's four things are involved, so it's four into four. So you know the four into four pass which you like drives on all wheels.
Pearl Blanco   9:09Hey.
Ravi Ramanujam   9:17That's the same concept of something which we're doing here. It's a four and four kind of stuff, so I'll share my screen and then.Uh, going into it, OK.So let me know when you're going to see my screen.
Pearl Blanco   9:37Yes.
Ravi Ramanujam   9:39OK, so there's, I said there's four processes and there's four elements to it. OK, so the first basic thing or the most important thing is the NetSuite records. So when Fiora is not something created on its own, Fiora is an automation.It's a rules and processes which is which is actually using NetSuite records. So that's the number one process which is the NetSuite records. Then the other process is the Fiat of billing configurator.Configurator. So if I go and do that, that's sort of the scenario. Don't worry about the 456. So the billing configurator. So you take NetSuite records. We do have a billing configurator and that billing configurator sets all these rules based on schools things.Certain schools will have sibling discounts, other schools will have boarding fees and all of that. So that's the configurator which actually puts all this together. The third part to that is the.Invoices. Now most of our schools are doing invoices. Pinball is an exception. It's doing a sales order or we call it a billing order. So that's the only difference. Don't worry about whether it's an invoice or thing. The end game is the.They need to have NetSuite records, they need to configure it and they need to produce a transaction. So it's either invoice or sales order. So in this case some schools will go sales order, some will go invoices and then once that's done, the 4th part is actually.Processing that invoice, getting the payment out from a parent, whatever ways, credit cards, debit, B pay, bank deposit, anything. That payment process is the 4th process to complete it.So those are the four parts realistically to all of this what we're doing. There's no deviations in these four parts. It's always the same. It's NetSuite records. Then we have our configurator, which does a configuration, then we produce.An invoice or transaction, your sales order and then we make the payments. That's the four parts in it. What's the other four parts we show? The other four elements I'm talking about is within the NetSuite records. So at data we always bill it to a data. We don't bill it to a parent, we never bill it to the parent.We always build it to a data which is a customer record in NetSuite because NetSuite is designed to build to a customer which is a family, not the students or the parents. But they are the most important thing. The students are the most important thing.Because it tracks which year they are. So based on the year they have a fees, based on the family order, they get discounts based on the grades they are, they have charges applicable. So that's all this record is, which is the fundamental #1 record in NetSuite.Then we move into items, which is the items which we set it up in the system. Again, these are standard NetSuite records. There's no change towards it. So these items would have different schools without different different items, different different fees.So next week takes care of that flexibility. We don't have to worry about it. So these are items which is charged, there's items which is discount. So it's the negative side of that. So if you have discounts, then the discounts are applied to it and they are deducted against those charges.So this is the fundamentals to connect the billing family, which is this student through items and then based on these items and the billing family and if you're a configurator, we produce a transaction.Now this transaction could be invoice or this transaction could be a sales order. So this in pingles it's a sales order here.
Sarah Shalfoun   13:47Sorry, sorry to catch you. Just a question. Is the item related to a student or the family? Like I see the item is.
Ravi Ramanujam   13:55Item is an item is an independent record. It doesn't applies to any family.
Sarah Shalfoun   14:00And where do we link it? Like do we link it to a student or to a family in this case because.
Ravi Ramanujam   14:08So we'd link it to the configurator. So that's what this configurator does it. So in the configurator which you need to tell that. So this is the configurator which we need to. We are working on redesigning it and making more.Intuitive is that they come here, which is now Ash is doing at the back end everything on the scripting. So this is where you have to say this billing record student here is applicable to student here and Kendi.So you do it in the configurator O you set them U in the business rules of the schools O that's what it linked.
Sarah Shalfoun   14:45Yeah, so when when you do this, when you say like, uh.We have.Like a student of year 6 and a student of year two, then this is linked to the family, to the debtor.
Ravi Ramanujam   15:01Correct. It's not linked. The billing configurated links and it. What we'll do is if I set this up to year one and set it up. Now when we generate the invoices, when you review it, the billing instruction will go and create the mapping.So you will say find out how many year one students are based on this record. So these are year one. So there's a student Calvin. He's year one and when I execute the configurator, it'll go search a script will go and search. Give me a student.Which is year one. So Calvin is going to get billed year one tuition fee.
Sarah Shalfoun   15:40OK.
Ravi Ramanujam   15:41And that tier one tuition fee will come over here and then that will generate the invoice.And that's what we call the billing instructions. So the billing configurator goes and sets up the billing instructions against each of those families. So if I go to here and have here, this is the link.This is the billing instruction which links all these things.And that's part of the configurator.
Sarah Shalfoun   16:11Mhm.
Ravi Ramanujam   16:14OK.So then it links all this stuff and based on this linking, the schools then could go to this portal and they can review the whole summary of what it linked and this is just a safe search.All this is is a safe search giving this information. So I have student year 6, two of them. This is probably wrong, but you'll have some quantity and then that's a total fee. So then you have student number here one, I've got one, so that's the charge.We'll have 2008. So this does everything based on the billing instruction and then this is where it links back to the datas and show what they're getting built for each year.There's more nitty gritty details in it, which is on the billing instructions in a family. So year 8, family order one, the billing term, so which period. So this is 2025. In Krembil's case they have four terms, so then there's a billing term as well.But in Alfaisal, Saint Edwards, they don't have these term billing. They don't do term billing. They do an annual billing. So it's all goes for period. There's no term for it. So this is the Holy Grail of everything that happens on the configurator.Exactly. If you guys don't understand all of you, don't hesitate to stop me and ask questions on that.OK, so once that's done, then we have the invoices which is generated.Right, so that is the 4th record in NetSuite. So that's the invoices which is created. From this invoice we create a customer suitelet link. So this is an external form which again our field runs, this engine runs.And presents it to the parents in a way which is not like this. This is the back end of what the schools see, but the parents get a more cleaner version of what those fees are. How much is it? What do I need to pay? What's my installment? So that's pretty much what the.What do you parents see that?Right, so when it loads up.I need to get an OTP for this, but you guys have seen the suitelets, right? So there's different different suitelets for.Different schools because of the logo theme and also because some schools have, for example, Saint Edward's will invoice them. So if I go back to the schedule. So this is Saint Edward's suite like which we first started.We would invoice them right and Saint Edwards will say we give them weekly, fortnightly, monthly payment options and they can select the dates which they want and once they select the date it will it will automatically create those RPS which is a recurring payment schedule.With Alphaiso, they don't give the dates for parents to choose. They say this is the date you need to pay, so we're going to take it on that particular date. So they give that date for Pimble is a bit different because they again.Don't do give dates. They're saying we will bill you for this term and this is the term you need to pay and this is the set date. So certain schools will say flexible dates, certain schools will say set date. It's again the configurator will help the schools determine how do they want to take the payments.2.OK. And based on this, the last part of it is the actual payment itself. So based on those instructions, so this particular invoice has got an instruction. The parents have set it up given the option what the schools have given and I have a payment recurring payment schedule, this one not here, but usually.There'll be 10 if for Saint Edwards, it'll be 4 for Alfaiso. In Pymble case, it'll be 1 because they're invoicing every term, so they'll have one RPS. So the RPS essentially processes that credit card or bank file and then makes a payment in NetSuite record.And applies it against this invoice and closes this invoice.Now all of these functions can be done manually by a school, but then they'll have to run a lot of things. They have to manually enter it and do it. So that what Vera has done is automated all these four processes for the schools based on the complexity.OK.Does that make sense?So if I go back into the four processes, so from a NetSuite perspective, it's the data records, which is the family records, the items, all the items we do.And the transaction, which is whether invoice or sales order, billing order is the same and then it's the payment which is applied to it. That's the four records we ever touch in NetSuite perspective, which is stock standard NetSuite.It's got nothing to do with Fiora.It's a stock standard process. You go into a software company, you go into a an any other company, it's pretty much the same. A software company will have a customer, it'll have an items to sell or a subscription and they will generate A transaction invoice and ask the customer to make a payment.It's universal, whether it's a school, whether it's a software, it's a distribution, anything they all will do. This is in NetSuite work. It's universal for records and that's what we're touching it. So for but then the processes which we do.Is again we go and set the configurator and generate billing instructions.From the NetSuite records, then we produce a transaction and the transaction is got RPS, the instruction how to make that payment.So every every phase, when you go from a data to an items to an invoice to a payment, Fiora's full configuration, it's slotted into each of this.And that's the automation for your a desk.Is that Leo Touts or anything? Everyone is silent, so I don't know whether it's a shock or something. It's just standard. This is standard. There's nothing magic in it.
Ash Alexander   23:04Yeah.Yeah, not.Makes sense. Italies.
Ravi Ramanujam   23:11All right, what you guys are doing is yet you didn't understand the fundamentals. You're all going, OK, this is RPS. You're going into the nitty gritty details, which is fine from running a functional and a technical aspect of a of a billing, but in terms of.In terms of what we do, the constant is the same, this 4 into 4.4 next week records, 4 clearer process varies up and you produce a result.
Ash Alexander   23:36Yeah.Yep.
Ravi Ramanujam   23:48Any doubt on this one?
Ash Alexander   23:54Done for myself.
Ravi Ramanujam   23:57Uh, so.What I'd like to do is now go into the nitty gritty details of how we're doing it and things. So Ash, if you go to Saint Edwards and pull up and show that Saint Edwards process in Saint Edwards account what we've done.For 2026.Then Paul, I want you to run Alphaiso, which is the same. And how does Alphaiso sort of looks like their process looks like? Then we'll come back again to Pimble.
Pearl Blanco   24:31OK.Mm-hmm.
Ravi Ramanujam   24:36And then the Pimble is the one which is more complex and Ash can go through the Pimble aspects. So when you do it, just go back to the same thing, what I said, the 4 * 4 logic and run it through that. Then the team can see OK, what is the difference between this?
Pearl Blanco   24:46So.
Ravi Ramanujam   24:52Fundamentally, the difference is really comes to the payment. That's all the differences are.OK. And the other difference with Payable and all the rest of them is 1 is doing an invoice, one is doing a trans sales order, but again that's based on the payments what we expected to collect.
Ash Alexander   25:00OK.
Ravi Ramanujam   25:13OK, so Ash, do you wanna run through Saint Edwards quickly? I'll stop sharing.
Ash Alexander   25:14OK.Yep.Let me know when you can see this too.Uh, Yep.So again, Sen Edwards, they have the same billing configurator. They have the first. So what they do is.
Pearl Blanco   25:36Hold.
Ash Alexander   25:42They already have their items set up with the right items type.
Pearl Blanco   25:44People who help now.Oh, hey.OK.
Ash Alexander   26:10Yeah.So this is the item. They already have the item set up and then they go to the configurator. They they they follow the exact same step that was built for them. Step 1234. This is how they track their processes also. So if you check even if you paid attention to some of the support emails that come if they say.Hey team, we have an issue with step one, step two, step three. So that's how they even communicate. So this is the so they select their items, whatever is applicable to them.And then they they pay attention to, they then check the families if the right number of families are there, if they're. And then if they're happy with that, then they move on to their students, check if they have the right number of students that are there.So for example, recently we had a case where there were some students duplicating, there were three students duplicating. So we had to we've we've picked that up over here.And then if if you want to go even more granular, so if you click on this record it opens up the IT opens up the data record so that they can go and and check what the if it's the right data their relationship the families and all of that is correct. Similarly if they go down to the student and and click on this they can open up the student record.And check all of the details that's there in the in the system itself and then they go next.Here is where they actually select their. This is the this is where they select which item is applied to which student year or which type of family. That's the distinction that they have in there, you know, for them, but for certain schools it will change.But primarily the student fees part will stay the same but but your other items if I Scroll down you have levies your laptop hire fees. For example this is applied to only students from year 7 to 10 and even in Pimble's case we had one such fee that was applied only to you know kindergarten till year 4.So that's where we would come here and do all of that. We will select which year the group is applied to, whether it's only for all students or for staff students. For example, if you have staff discounts, you have that. So here you have staff response.So building staff, this building levy staff Wisconsin, you'll select for all staff. So like that they have different item categories that are there and then we'll select what how what item is applied to which student here and the next this is there. This is the period of which they say.Uh, for which period is it applied for? Is it um, the entire year? So they'll choose that.They don't use aging balance.For payment they this time they wanted to change the standard from 2430 to 20 or something like that. They made those changes and then they generated them. But this is what we are. This is what we offer to them.They didn't. Midyear is for when they wanted to raise midyear charges. They didn't do that much. Uh, from what I from whatever I've heard.And maintenance is when they want the instructions to be removed so.And then once that was done.They always do the review and summary and in fact this time we had to delete those instructions. So once the billing configuration is done, when you hit submit the billing instruction is generated. So billing instructions will be generated and it will be here against the.Against the family. So here this view is showing the 2024, but 2026 I don't think we have created a search for that.Yeah.So these are the 2026 charges. So once these are all generated based on the configurator, we will they'll it'll all populate in their billing review. This is the review review screen that they have. We'll they'll review the numbers so it all has to end up Maddy with the.First numbers that we saw on the first weekly, which is 920 students. All of this has to marry up to 920 students. So the they checked that, they checked the numbers. In fact, this time we had to delete the billing instructions twice and regenerate them again because the numbers weren't matching.And once they're happy with all of that, they go and check a couple of getters as well.If they're happy at all, everything that is shown, they will hit execute and then the invoices get generated.So let's see this one.
Sarah Shalfoun   31:04The invoices will be generated based on based on the Configurator and like the instructions generated from Configurator and based on the information entered per student for in the application.
Ash Alexander   31:14Right, so the.
Sarah Shalfoun   31:21Like the information that we have per student because I don't see where the optional items here will will like.Will fit like the optional items that you once described to me about like. I don't know, I don't have an example in my mind, but like the options that are not for all students.
Ash Alexander   31:48So if we go down here to laptop higher fee here for year seven and year 10 alone, it's not for all students, it's only for a particular group of students. And this particular group of students you can filter for this client. For this particular school, it's year 7, year 10.
Sarah Shalfoun   31:48Yes.
Ash Alexander   32:05For some people it can be a simple example will be boarding. If they have a boarding, if they have a boarding facility in the school, the boarding item will be applied to only the boarding students. So that will be another you know another drop down like how we have staff and all students. So like that it will be applied to only a specific set of.Families. All right. So once they once they generate the instructions that what we'll do is we'll blanket say everyone from. What this does is essentially it says everyone from year seven-year seven and year 10 will have a laptop high fee. That's it. And then similarly every rule like that is.Applied. So if you here say here the building levy staff discount, so everyone has to pay a building levy unless you're a staff, your staff will get a staff discount on their building levy which will negate that item. So it'll be a plus minus of the same value and once they have happy with that they'll generate a billing instruction. Billing instructions will again.We just show you that if you're so here we have laptop higher fee one which is year 7 and 10. It is only for 356 students who are part of year 7 and 10 and that's the value that's the that's the dollar value assigned to it. But this number will not be the same to.For the other optional item building or the other one, yeah, so that is specific only to students from year seven and year 10.
Sarah Shalfoun   33:29Yes, but that's that's just like for all the years, like for all the students in a certain year.
Ash Alexander   33:39Back.
Sarah Shalfoun   33:41Like, uh, this is not about the optional items. Like you said, sometimes there are extra courses or I don't know, extra.
Ash Alexander   33:49That is, those are that those are extracurriculars that will again have a that is that will again have a a item here that for example an extracurricular. Let's just say we have another category called extracurriculars and we have.Let's say soccer. We will get the information from there. We need to get the information from the school saying who are all students taking part in soccer. Let's soccer might be about. For example, now we have a talk coming up. We need the school will give us information of who are all.A part of a tour or a part of the software and then we will again come and tell we will add that filter here. So if they're they'll have a drop down or a selection feature where we'll be able to select and identify certain students who are only a part of that and then that will be that particular item will be applied to that particular.particular set of group of students.
Sarah Shalfoun   34:42OK, OK.
Ash Alexander   34:44It's similar to this. It's similar to this, it's just that it has it applied to any this particular client.Alright, so once we once we've generated the billing instructions and we go ahead and generate the invoice.
Sarah Shalfoun   34:52Earth.
Ash Alexander   35:14After the invoice is generated, what they what school does is they might have balance from their previous year, so they will they'll either they usually do this to calculate opening balance step.This is to update it in on mass for all the students. If they want to do it individually, they use the button available on the record. So they'll say calculate opening balance. It'll do that and then it'll add opening balance over here to the invoice and which.And after that, when the parents receive the link to pay, they will, it'll they'll show them the opening balance there and then we'll make the payment.Uh, so let's see the payment record as well.This is a this is the invoice 2025. It has your RPS and then shows you what method they've chosen the data processing.The payment amount and.And then there's a script that runs almost every day which picks up the date as it goes.So if it's a processing date of today, then the invoice will be processed today.And once they're done with that, they will send a general. Once they're done with the step off for updating the opening balances, they will e-mail all of their clients, all of the families once they are using this step.So once they click on that button, it sends out an e-mail to all of the parents and then if they've if seven parents are not not paid, then they again click on this to do an e-mail reminder. Once that's done, they're pretty much done with the process for the year because they do only a yearly billing.Then they have uh. Then we also get they do um.They check how many people have paid with all of the searches that we've created for them. Then they have.This is opening.So this shows them the any remaining outstanding payments, what they need to collect and all of that information.So again, ties back to those four records that Ravi was talking about. It's pretty much the same 4 processes that we follow for all plans.Any other questions?
Ravi Ramanujam   38:42They all expert. Everyone understood. So there's no nothing to there's no questions.
Pearl Blanco   38:45Question is the billing configurator working for Alfaisal?
Ash Alexander   38:55I don't think so.Billing configurators working only for Saint Edwards.You and I are the building configurator for the others.
Pearl Blanco   39:06Yeah, 'cause 'cause I was wondering 'cause I saw the the debtor in in Alfaisal, but we never use that 'cause we we do the reconciliation and everything manually and then we run the script not manually, so.
Ash Alexander   39:18And.Correct.
Pearl Blanco   39:21I was just wondering.
Ravi Ramanujam   39:23Yeah, so the issue with alpha is why we don't run billing configure, but again, it's the same process. The script runs, it creates an invoice, it creates an RPS, everything. There's two reasons which we didn't do it for alpha. The main reason was that.
Ash Alexander   39:23Yes.
Pearl Blanco   39:28Yes.
Ravi Ramanujam   39:39The integration, the data integration, their family records which came from central.Right. Remember when MJ was doing the integration, it ran for a year.
Pearl Blanco   39:51Yes.
Ravi Ramanujam   39:52Because their data is skewed in Central. So Central is one of the worst database they have. The APIs was not posting the things properly and there was a mismatch always between the student information system then in NetSuite.
Pearl Blanco   39:55Mhm.Yes.
Ravi Ramanujam   40:10They never had. Um.They never had the data correct and so we couldn't get the data correct from an from a from an integration point of view. 2 when Saint Edwards bundle was there, Saint Edwards bundle had the.RPS any date, whereas Half Pfizer used to do termly billing as well because the way we have it, they agreed to do the yearly billing, but they wanted four terms payment rather than having the whole thing. So in order to take this bundle and go and put it.In it and modify it because of the time essence. Essentially the same thing. Alphas will have to go live quickly and we couldn't wait for the central integration. So we uploaded the data through CSV and then we uploaded the billing instruction through CSV.
   40:58Mm-hmm.
Ravi Ramanujam   41:02And that's why that billing configurator was never changed and kept it in alpha as a as a separate version. And MJ was working to get that configurator in the development accounts, but she never could have the time because she was then going other things and everything.
Pearl Blanco   41:13Mhm.
Ravi Ramanujam   41:17That's the reason Alphaisel doesn't have the billing configurator working, but it's still the same concept. The only difference is we're doing a manual upload of the billing instruction to Alphaisel and after that the scripts take over, does the invoice and does the RPS pay.So if you want to go start opening up Alphaisel and showing the same process, then you yourself will get that idea.
Pearl Blanco   41:33Yes.OK.Can you see the screen?Yeah, can you see my screen now?
Ravi Ramanujam   42:21Yep.
   42:21Yep.
Pearl Blanco   42:24OK, so this is the configurator we had in Al Faisal, but as mentioned, we never use this. It's just there. It's the same concept. We also had items in Al Faisal. So we had service items, these are the tuition fees and other extracurricular.Like their online programs, enrolled deposits and other charges that they may they might want to include in their invoices. We also had discount items. These are the negative ones.
Ash Alexander   42:56So.
Pearl Blanco   43:00And then like Ravi mentioned, we had to do manual reconciliation on the number of students to be processed or to be billed for the next school year. So for 2026 we do the same.We do the reconciliation with the school just to confirm if the number of students per campuses are exactly the same with what they had in Central. So we kind of had to do some manual correction to correct the.The campus that they belong to and we also need to upload update through CSV the period which is 2026 that would be used when we generate the billing instructions for for the invoices.And once those are updated and imported in NetSuite, we then run the billing instructions for 2026, which is this one.So it's the same concept. We finalized the amounts, the total expected amounts per year level to be invoiced. We confirmed it with the school just to to make sure that we capture every everything or all the students.And once they've agreed with the total amount per year level, that's the time we run the script to generate the invoices to be built. So once we generate the invoices, this is the saved search that we had.And all the invoices that that were generated through the billing instructions were also listed in here. And then we also do some updates on the e-mail templates that would be used to send out the invoices per family, so.That's where we had to update the the e-mail templates for per family and then we need to make sure that the attachments, the PDF copy of the invoices and the.Payment instructions are attached to all those emails and also wait, let's open one invoice. So once the invoice are generated.It also it will have the suitelet link for the payment which is this one. It's the same with the OTP, the one that Ravi showed earlier from the developer.Website. So this is the invoice and once we send it out we also need to update the script for the RPS. That's where we need to to input. I I don't know if it's hard coded the processing.8 per RPS for terms payment terms that they'd like to to have for the whole year.So once the parents click the the the payment link from the e-mail that was sent to them, they will RPS will be created once they've set up the payments.So this is the sample of the RPS that was created.For the full year. So it's the same with what we have for Saint Edward's. There will be a script that will run on a daily basis to pick up the processing date. If we have process, if we have RPS to be processed within that date.And payment record will be created as well.
Ash Alexander   47:04In so the create a. So when does it create a customer deposit and when does it create a payment?
Pearl Blanco   47:11For the customer deposit, they do it manually because they they receive payments in advance. So it's the school who creates the customer deposits.
Ash Alexander   47:23OK, but I've seen some in Alphaisel where if it's direct debit usually or the payment method is a direct debit of bank, it creates a customer deposit instead of a payment record.
Pearl Blanco   47:29Mm-hmm.That I haven't checked.
Ash Alexander   47:43Because when that script was brought over into Pymble, that that's what it did.
Pearl Blanco   47:49Oh.I'll have to check that one. Yeah, 'cause they they don't use customer deposits for for bank debt. That's direct debit, right?
Ash Alexander   47:55OK. Anyways, yeah, anyway.Mhm.
Pearl Blanco   48:06Mm and.It's based on our discussions, on my discussions with Arsalan, customer deposits were only created.If payments were made in advance.
Ash Alexander   48:20Yeah.
Ravi Ramanujam   48:22No. So customer deposit is created through the enrollment module. So all files will send some seven or eight, seven years, seven and year one before the billing they do, they generate A enrollment and then they send it.
Pearl Blanco   48:35Mhm.
Ravi Ramanujam   48:40To the parents to take payments. So instead of taking a payment, it creates a customer deposit on enrollment for that law. For the RPS invoice, it's always payments.
Pearl Blanco   48:47Mhm.Payment.
Ash Alexander   49:03Um, one second.
Ravi Ramanujam   49:22OK.
Ash Alexander   49:22One second, I'll go through Pimble. I'm just connecting.
Pearl Blanco   49:28Exactly.Stop.
Ash Alexander   49:50OK, so.With.Oh, sorry, Paul, are you done?
Pearl Blanco   49:58Yep.
Ash Alexander   49:59OK, so with Premble again same process. We don't have the configurator, but we do have the the review suite like which we've.Updated a bit.So this is a review suite like where you have. So what I do is I I just go from scratch. So what I do is I generate using.The information that we got from their system, their, their, yeah, the data town, the data warehouse, we plug that information into NetSuite from using the information here. Again, this concept is the same I for example.So pick which students have scholarship applied or which students have yours, which year they are in. Based on that generating billing instructions manually on Excel. Import that in into this record which we calling the family billing profile and we have the billing instructions here. So you have your data, student, the tuition, the description, the amount.And then the department location and class. So what's missing on the screen is billing term which will say installment one and that that's what gets goes into the review suitelet. So the review suite looks like this.Where they have a bunch of filters that they can have and they will see the total of all of their items available. So if they want to see tuition fees or let's say they have a billing status of those who are.
   51:36I.
Ash Alexander   51:37You know, indigenous students with tuition fees, they want to see what the value is.On our mission.That's the style.Yeah. So this is filtered. We have that and then we go to the debtors, we can see the actual total invoice value. So this is how the client reviews all of the billing instructions and once they're happy with it, we hit submit which then generates the, in this case the billing order, but.Ideally would generate an invoice also. Once this is done, the billing order is generated against the family and.Take you to billing order.This is all that billing order will look like. It will have all of the all of the information of the family for a year. It will be charged that yearly amount and then once that's done we send the debtor code and the transaction ID.This is the data code and we send the transaction ID which is here. This transaction ID is what we send to the client because the client in this instant wanted to the parents to pay through their portal. So we send this there and then they pick that up.And they have a then this is when they click on the panel button on the portal, this is the screen that they'll see. It's actually there. This is the current live one right now. We've made changes to it, so I'll show you the live one now. So this is how it'll look like. It'll show them their billing title, the family code, the number billing.All of the fees applicable to them, the name of the student, and then it can show them if they have a credit balance or a debit balance. It can show them how much balance they have. And then once they hit next, they can choose this option of building levy. They want to contribute. They don't want to contribute.And then they move on to the next one, which then they where they choose a payment method. So if it's bank, credit, director, head start or repay. And then right now we have restricted it to just terminally, whereas actually the way it was was.Um.This is how it was. It'll show you two options. You can either pay by term or you can pay by annual. If you can pay by annual, some some parents will have bank limits. So for that they'll choose the date when they want to pay, how much amount they want to pay. So it can be, let's say 20,000 on.20th of Jan and then 21st I want to pay another 20,000. So based on their banking limits they'll select and add as many as rows as possible and once that they do that they will hit next which will show them our entire summary of what the choices that they made.So it'll show them the first first amount summary, then if they chose a building levy option, then they'll chose the show them that payment method and then their actual when the money is gonna be deducted and we also tell them that to include the building levy. So once I hit confirm and submit, the invoice is generated in NetSuite.Um.So if the if the parent selects term as an option, so this will be how the invoice will be look like. So we'll have the the invoice, we'll have their tuition fees as term and then we'll have the.RPS record that's created against this.So the RPS record will show you what the invoice amount is, what the payment method is. It'll link the bank account to the particular RPS, and then they'll we'll have the RPS recurrence. So in this instance we have only one recurrence, which is why we have one record of such.Which then once the scripts runs based on the processing date will generate a payment record and attach it to this. So on the payment record you will have you will it'll be attached to. So in this case it's one of the ideal cases actually. So you should see the reason why it's applied to three is that on our suitelet we should you remember we showed them the outstanding balance.The building levy and the and what they have to pay for a term. So in this instance the parent is chosen to pay termly and their outstanding balance and their building levy. So all of it has been up collected and applied at the same time. So one payment for essentially 3 invoices so.This is once this is done we then we will we are now working on sending out these invoices to back to their portal so that they can see and we are also emailing them out to their client once the invoices have been paid in full.
Ravi Ramanujam   56:33Um, can I can you go back to the billing suitelet of Pimble?So, so now you're asking me a question, why is Pimple going? What are the issues and things like that? The main reason is that it's probably it's our mistake, I would say, not from a technical development.We probably gave them every flexibility on Earth to do whatever they think they wanted to do in the system.And that's in a way we should have restricted and saying, well, no, we can't do all this thing. For example, the process of going from an invoice to a billing order itself is a new thing that we haven't done it before in it. So we said yes, we can do it because we know S Suite is flexible and we can do it.Then we gave them five billing options. Then they came back and said, can we add building fees and can we give an option? Then can we give 2.5% discount when they want for annual? And then some people will do billing internally and some people have balances, some people have this.So it just became an overblown, over engineered solution and we probably catered to what the client wanted rather than saying no, we can't do it because literally there's no system limitations but something like this.We probably needed more time and more because we don't know the whole thing what they had inside. So once we gave one one, they came after with 10.It's not that the system can't handle it, but the timing of it and then the whole process, what they had was probably far too much than what the time we had and the resources we had to go and execute.
Sarah Shalfoun   58:07Mhm.OK.
Ravi Ramanujam   58:20That was the issue with Pimble, but if you see from a Ole what Alphaiso and Saint Edwards were, it was not a complex problem, it was just a simple thing, simple solution. We worked the magic around it and made it automated.Whereas these guys have just gone to the next level and take it far beyond and they stretch the system a lot.Right. But it's not something which we haven't done this before because if you see what we've done for BPOS, which is our commercial client, Colin Ash knows that that was more complex than this.
Sarah Shalfoun   58:45OK.
Ravi Ramanujam   58:58Because they do software subscription billing. They do it across eight, eight companies, across six countries, across 4 businesses. But that solution was developed what in four years we iterated, iterated, iterated and now it's humming. We don't touch anything they do.
Ash Alexander   59:00And hardware.
Ravi Ramanujam   59:16Most of it by themselves. So that timeline was not given to Pymble to settle in and there was too much loaded into into squeeze into this process and that's why we are chasing the tail. So a question to you if you have clients like this now you go to.
Sarah Shalfoun   59:31No.
Ravi Ramanujam   59:35Yeah, I'm pretty sure they'll have another 10 requirements like this. What do we do? Do we stop and say no, we can't do it or do we accommodate it and then go and do that? And that is why, I don't know, Ash, it's a next week issue. Or do you think even if you have done it in other programming?The issues we had will will still there because it's more of a timing and understanding vetting issue.
Ash Alexander   59:58It's it's from because I we've we've handled because where they wanted to treat a hardware item as a software item.That in fact breaks the rules of NetSuite and we've managed to do that and it's working well now. It's just, I think it's just the timing issue because there is there are it's the two, it's there are 2500 students to be invoiced and they each student has around six or seven lines of invoicing to be done and.It it varies student to student and even for something, even someone who's been doing it 30 years, Mangla got a couple of things wrong. So it's it's not fair enough to ask us to pick all of that up in the time that was given. So and all of the and it's not like we didn't anticipate that to be issues, so it's.
Ravi Ramanujam   1:00:36Mm.
Ash Alexander   1:00:46It's. I mean, it is what it is, but yes, given more time, it could have been done with lesser issues. I'm not saying issues would have completely been mitigated, but there would have been much lesser issues.
Sarah Shalfoun   1:00:59Yeah.And I would actually if a a new client like requests something like that, I wouldn't say no, we cannot do it, but I wouldn't give it. I would face it like I would have the plan to them in like.234 phases based on the requirements and give them what they urgently need if they're like in a rush for something and then have my time also for for the more sophisticated requirements.
Ash Alexander   1:01:33Yeah, when the problem becomes when everything is a requirement to do. So then also, for example, let's take the simple example of a credit balance to be shown on the street. What I mean by that is this particular one line.
Ravi Ramanujam   1:01:34Um.
Ash Alexander   1:01:47This they wanted this. They came to us after we went live and after that this one line which they said told us after we went live and after they got a couple of emails from parents. So that's when they wanted to do this. So in that case what do we do?
Sarah Shalfoun   1:02:02Yeah, and I think we should take our time to also design something that works for all schools, abstract enough to work for all schools, even if it's like.A little bit more complicated, I'm sure it will be, but but you won't have to keep repeating. If we abstract what we're doing for each cool right now, I think we can come up with something, a configurator for the configuration.
Ravi Ramanujam   1:02:16Yeah.
Sarah Shalfoun   1:02:33Later that will.
Ash Alexander   1:02:35Correct. So essentially essentially we'll be telling from from the pre sale we'll have to say that the school has termly building yada yada yada and then based on that we need to put those bundles into the school.
Sarah Shalfoun   1:02:48Exactly.
Ravi Ramanujam   1:02:49And that's the.
Sarah Shalfoun   1:02:50And then we won't have to do anything manually.
Ravi Ramanujam   1:02:53So the important point here in future what we're doing, what we're developing this, your thing of doing it in phase doesn't work because the schools will say I'm doing this billing now and I want to cater. They can't say I can't bill for half of the.Students who got this arrangement, but I want to build for the students who got this arrangement. The schools who won't say it, it's either in or no in. Yes, we can reduce some of this, but still it's there. So my thing is that it really comes down to our configurator. Now this is a good experience because.The schools which we have in Australia will probably fit into this category. The schools we get in Riyadh, there will be 3 variations from what Pymble is. Pymble is like the extreme of the world which we've taken it and solved it. So anything which is now coming will have variance, but not to this level our team is exposed to.So the important thing about is to build this configurator so we can handle all this situation, test them quickly and make sure the solution is there rather than on the fly changes which we are doing and that's the critical part which we need to do.Um.So Ash, go through still that and also go through the RPS payment in terms of how the credit card is processing, how the ABA file is generated. That's also more important for the team to understand that. I've gotta go now. I've got a call with Andy. He's calling me regarding a budget issues.At the moment, so I'll have to go, but you guys can continue. It's recorded and then if you need further clarification, we can always regroup it, but it's very important. Jay Steel, Pearl and Sarah and Veda to a certain extent understands.
Sarah Shalfoun   1:04:22OK.
Ravi Ramanujam   1:04:39The RPS processing, because that's one of the complex things which Pymble had it. And what's the difference? The RPS in Saint Edwards should be easy, but the RPS in Alphaiso is far more easier, but the RPS in Pymble is absolutely complicated.So I need to go through that difference, which is important. OK, but I'll leave it with you all. I'll have to go. Excuse me. Sorry for that, but it's an important call I need to take with you. All right. Thank you guys. See you then. Bye.
Ash Alexander   1:05:01Thank you.Sure.Trash.OK. So with Saint Edwards and RPS, so RPS stands for recurring payments schedule, the basic. So I don't know how how many of you are aware of EMI, the credit card offers credit card payment for you just take one big lump sum amount and split that into different dates and different installments, so.Essentially you buy any product, you go to your, you go to the bank page, you choose how much you want to split it by, you split it by 6 months, three months, four months, whatever, and then it gets split into equal payments. So that's the general concept of an RPS. Now think of that in terms of tuition fees, so.Saint Edwards, what they do is they say, you know you're the parent, you know when you want to pay your fees. I'm giving you an invoice. You pick which date you want to pay. So at any given instant, let's say if Pearl picks a date, JSL picks a date with all of you pick a date, a different different date of each week, the script runs every day.And each day we process, first day we process Pearl's, then mine, then JSL, then Sarah's, then Mia's. So like that each day one is being processed. Whereas in Alfaisal we have a strict set of dates of, you know, it's only gonna be processed on these four dates. It's not gonna change. It's the same for everyone. That's the most easiest.The only one small complication that comes into that is that we have something called as the bank, which is a bank account direct debit. What we do in direct debit is that that script runs and processes your credit cards as well as your direct debits. So what it does is that it creates a payment record with the payment as.I'll go through that now, but I'm just saying creates a payment record with the payment as set as bank and then we generate something called as an ABA. This is Australia specific something called as an ABA file which the the school then downloads it and uploads it into their bank portal.What that does it go, it goes and collects the bank account. It goes and collects the money from the people who want to pay by direct debit and then it puts the money into the bank account. Then they download a file and then they apply that payment into NetSuite and then that closes the transaction as a whole.In Pymble, the fundamental difference is that it has to run every day and it can be any day, whatever, however amount the amount doesn't change, the the amount keeps changing. I'm sorry, it can be for one day it can be 127,000, the next day it can be 8000.You you just don't know. So it just keeps changing for RP for credit card and for directed. So let me just share my screen and go through this so that you can understand what I'm saying.Right, so this is a this is a classic example of a customer's paid by bank. So what we do is we open.So this is the RPS record. So the RPS record has the information of what is the invoice amount, or rather what amount am I gonna capture as a whole. Also, another one key thing for us to note is that if you notice the invoice amount will be.8087.95 whereas the RPS amount will be 8332 and this is the amount that we'll actually take from the client. You'll ask me why this will be because a they could they have an opening balance.So that will be factored into this as well. B they might even have chosen to pay by via the building fee. So how do we know that over here if you see they'll say exclude building fee, which means that they wanted to pay a building fee. Maybe we could have named that a little better, but.That's that. And then if you see how they say that they've chosen to pay by term, we can see that over here. And then the other thing is this information that you can see here, termly data, summary data. This comes straight from the suite, which is the the screen that the parent sees.So they the parent selects the amount and if you see that amount that is there on the RPS 8833.7 comes from the sweetlet and that's the amount that we set on the RPS over here because this amount includes.The outstanding, the building levy and everything it's calculate from that and we're using that amount to reference the.RPS Now once the RPS is created, it's if it is a. Since it's a term, there's only one reference, right?Sorry.So we have only one RPS recurrence, which means that the RPS will be done only one time. So if you look into that recurrence, we have the recurrence ID, we have the payment amount which is 8833.7. Then we have the payment, the RPS tagged back to it, the invoice, the processing date.Payment method so now and the status of the. So what we do here is that let's say this is so the statuses are processed, pending, cancelled and refunded. So these are the different statuses that we have available. So currently it's processed. So what?Let's say it was pending. So what we would do in that instance is we will go to this page which is RPS payment processing.This is a suitelet in NetSuite. So what it does is it shows you let's say RPS from the first fill date if there are any.RPS to be processed. It will show you the list of all payments that all payment records that have been created by RPSS with the status as pending. So right now we build everything so there's no RPSS there yet to go. So once and once what happens after this is all of this gets listed down then we say.Select we select payment. So you have it will show you how much is selected and we'll show you the number of transactions selected and the total payment amount and once that's done it will then generate what's called as a a payment file.Um.RPS payment file administration, so it was it'll open one of these.The big one.Alright, so.This will show you there are 195 transactions. This is the total amount 3.333.4 million. It will show you the recurrence that is tagged against it. It will show you the payment record that is tagged against it and it will show you. This is the file that the this is the RPS or this is the ABA file that the.School will download. So how that file looks like is something like this. You will have your account details, you will have the account detail of the school, you will have the account detail of the parent. You'll have the reference code of the parent, which is which is this one. Then after that this file is basically formatted based on the bank.Requirements. So there there's a there's a there is a particular set of requirements that the bank needs us to follow and then this is we built that file based off of that and once they hit download they will upload it into the bank portal and after that they will.Then import it back. They'll download the report back into NetSuite and import it as a payment record as a deposit to the payment. So this is the payment. So what I meant by deposit of the payment is right now the payment, what it does, it goes to undeposited funds and then once they apply the payment to the apply the deposit to the payment.It it basically becomes a deposited and the transaction's completed. If you see a payment record over here it says payment option as bank. This will be payment option bank result was successful. So if you hit on view details it will show you the request ID that's generated from the ABF file.Process and then it'll and then on the invoice what will happen is it will tag back your. It'll tell you which ABA file it is a part of once it's processed and it'll tell you the processing date and the processing amount. So this way it closes the entire loop and you can track it on every level. This is for.For the this is for the bank. For credit card it's fairly simple. There's no there's no manual intervention. So for bank it's the the school has to go download, upload and then apply unless you have a direct bank integration which is not there for this one.So for credit card, let's say let's pick one.So same concept, you generate the RPS based off of the invoice the parent selects.The payment method on their screen that they see if it's selected as Amex, MasterCard, Visa. So in this one in this case it's Amex. Then if you go here you can see that the amount that they have, the amount is this that they need to be.Uh, collected and then once you go to the RPS reference, then you have your RPS record.Which is generated and then you have one recurrence because the parent didn't select. This parent seems to have a huge credit limit, so they didn't seem to select different dates to split it. And then what happens is it generates a payment with them so.What for credit card? We have an integration with the payment service provider called us. What they do is that they process so they're essentially like a payment merchant. So they they process the credit card for us. So what all we have to do is on NetSuite.Select the credit card information, store it against the data record. So in NetSuite it's stored. You go here to the data record, it is there under financial payment instruments. That's the credit card. So what eBay does is that eBay verifies.Um, the entered payment or the entered card details and then they processed the payment.And once it's processed, it'll say operation successful.And it will show you again the request ID and if it is failed it will show you why it's why it was failed. So this is the this is the reason operation was successful. This is the request that is sent directly to eBay and then once it once we get back we have the response here.If it so authorization code is what we read and if the code is 00 it means it's successful. If the code returns back as let's say 5 for something, that means it was declined because of insufficient funds or declined because the bank has a.Please on that card. So all of that information flows back into Netsuite. Um.On the payment record.Yeah.And Yep, now once we process the payment, uh, that's the invoice gets, uh, it gets deposited directly and the invoice gets paid in full.Any questions?
Pearl Blanco   1:16:54I have a question is most of the cases we had is for example the the the parent already selected which payment method they'd like or if it or if they want to pay it by termly or annual and then later on we received an e-mail from the school.
Ash Alexander   1:17:06Alright.
Pearl Blanco   1:17:14Will say they want to change the payment method, but the invoice is already generated so they can just simply change the payment method of the invoice manually.
Ash Alexander   1:17:18Mhm.Correct. They can, but then we have to, they have to go. So it's it's it's three things that has to be changed. So since this is coming from a billing order, there are two, there are two possibilities in this case, right? One one is that they're saying some cases came in where they said the parent themselves want to go and change.
Pearl Blanco   1:17:32Mm.Mhm.Mhm.
Ash Alexander   1:17:44The billing method or the payment method that chose. So for that what we need to do is you need to edit the billing order, remove this checkbox paid from portal, remove the summary data completely deleted and then it's completely reset and after that it's.
Pearl Blanco   1:17:47Mhm.Mhm.
Ash Alexander   1:18:02After that we'll they can go and generate an invoice. But let's say let's say this they they've already generated an invoice, right? Some there are two. There are two possibilities. A is they were logged in, they selected the one, they didn't hit submit. They're like, Oh no, I need to change it and then they come and change it. Let's say they already have an invoice.
Pearl Blanco   1:18:10Mm-hmm. Yes.
Ash Alexander   1:18:20So what we need to do is we need to they can't go back and go to the screen again. Or if they want to go to the screen again, they are getting. There are two things that we can do. If they want to go to the screens again, we need to delete the RPS, we need to delete the RPS reference, then we need to delete the RPS, then we need to delete the invoice.
Pearl Blanco   1:18:27Mhm.Mm-hmm.
Ash Alexander   1:18:37And then we need to reset this and then send it back to them. If they already have an invoice and they don't want to delete the invoice, OK, I just want to change the payment method and they gave the information to the school. Then we just go to the invoice, go to the RPS, change.
Pearl Blanco   1:18:38OK, reset.
Ash Alexander   1:18:54We have to go to the again first the REC that is the recurrence, change the payment method, change amounts will not change, it's just the payment method, right? So if if for example I say they want to pay by B pay, then we just change the method to B pay or Edstock or whatever.
Pearl Blanco   1:18:56Mhm, mhm.Yes.Mhm.Mm-hmm.
Ash Alexander   1:19:10We change the payment method there, we change the payment method on the RPS and then we come back to the invoice and then change the payment method on the invoice.
Pearl Blanco   1:19:13Mm-hmm.OK.But let's say the invoice was not yet yet generated and they want to reset it. How can we send? Which link should we send them for them to redo it again on their own?
Ash Alexander   1:19:35They can't. We won't send them any link because we're not sending like how click to pay. We're not sending them a link. We're just sending pinbills portal, the parent portal. They call it my pinbill. We're just sending them. We're just sending them the transaction ID so that the data code, we're gonna send them the data code.
Pearl Blanco   1:19:39Mm.Hmm.Oh.Mhm, mhm.
Ash Alexander   1:19:54And then we're gonna send, we're gonna send them data code and then we're gonna send them this transaction ID. So. So what you want, what they will do on their end is that for example here I have they will they will enter. This is what Sarah built for us. This is the the authentication method. So they will enter the data code here, they will enter their.
Pearl Blanco   1:20:10Mm.
Ash Alexander   1:20:13Order ID, which can be the sales order ID or the internal ID of the sales order and then they will for each one they will. Every time that the parent wants to access it, they'll generate a URL like this.
Pearl Blanco   1:20:17Mhm.OK.
Ash Alexander   1:20:26So and which will be linked to their pay now button on their portal and once they click the button it'll take them to the URL and then it'll open the the it'll open the payment portal. But if this correct but if their check box this one is paid from portal is checked then they will show.
Pearl Blanco   1:20:30Mhm.Um.OK. And then they can set it up.Mm.
Ash Alexander   1:20:46Show only the summary screen. They will not show the first screen. We show only the this the final screen that they have.
Pearl Blanco   1:20:49Um.Hmm.
Ash Alexander   1:20:54They can see only the final screen and they can print the PDF, but if they've already, if we've reset it, then they can go through the entire screens again.
Pearl Blanco   1:20:54Oh, OK.OK, so that's the reset.
Ash Alexander   1:21:07Back.
Pearl Blanco   1:21:09OK.
Ash Alexander   1:21:10Because sometimes what happens is if one parent pays and forgets to tell the other parent, then the other parent also goes in and logs in and then they'll again. If we don't have that checkbox, they will again be able to pay for that invoice.
Pearl Blanco   1:21:15Mhm.Mhm.Yep. And that's where the duplicate will happen. Duplicate payment, OK.
Ash Alexander   1:21:27So it'll become double.Correct. Yeah.Your name?
Pearl Blanco   1:21:42They haven't set up this one, so.
Ash Alexander   1:21:44OK.
Pearl Blanco   1:21:46Can the the school generate a manual invoice an invoice on from their end?
Ash Alexander   1:21:55They they can generate a manual invoice from there and they just have to go hit next on the billing order and process the invoice. Normal next week process.
Pearl Blanco   1:21:58E.So Yep, so normal NetSuite. And then let's say the the the parent wanted to to do termly. So from the invoice, once they click the next bill, they'll just have to change the unit.
Ash Alexander   1:22:18Correct. They just have to change the units from annual to time.
Pearl Blanco   1:22:19U.OK, and the amount will auto calculate.
Ash Alexander   1:22:26Correct a lot of.
Pearl Blanco   1:22:29OK.OK, just making sure 'cause that's what we told them last time, yes.
Ash Alexander   1:22:34No, the most of the case of, I don't know, most of the cases are like that. I remember that's that's fine.
Pearl Blanco   1:22:38umm Yeah. So just wanted to make sure.
Ash Alexander   1:22:43And any other case that is related to this data not being there or the emails not there, phone numbers not there, it's not, it's not an US issue, it's it's the data that we get from their the integration essentially.
Pearl Blanco   1:22:50Mm.Mm-hmm.Hmm.
Ash Alexander   1:23:00That's that's where that data comes from. The e-mail, the billing, for example the the phone number and billing title Pearl, you imported it in. We didn't get it from integration. So so there are even for example scholarship, scholarship day or international or day or boarding, international or local, all of this information.
Pearl Blanco   1:23:08Yes, mm.
Ash Alexander   1:23:20So it's supposed to come from their system, which we have right now done it via Excel because Mangala gave it to us, otherwise we wouldn't have done it.
Pearl Blanco   1:23:22Mhm.Mm.Mm OK.
Ash Alexander   1:23:29So any case that comes along with that, you need to refer to the. You need to refer to that check. Check with me if we are getting this information on the portal. If not, I'll let you know and then you can reply that back.
Pearl Blanco   1:23:34Mm.OK. And then I just noticed because remember we had to do an import for the debtors, the initial debtors, I imported them using the billing title, so Mangla.
Ash Alexander   1:23:51OK.OK.
Pearl Blanco   1:23:58At one point Mangla questions why it's different the the debtor name with the debtor ID and something like that. So should we keep that one or?
Ash Alexander   1:24:04Right.Yep.We're going to use. So for example, if you notice, I don't know if you picked it up, but San Edwards also changed the way that they they store their their data ID. So we'll we'll stick to the data ID being either a number or an alphanumeric.
Pearl Blanco   1:24:21Mm.Mhm.
Ash Alexander   1:24:26And the debtor to be the mailing title.
Pearl Blanco   1:24:28OK, so we'll keep that one.
Ash Alexander   1:24:31We can, yeah, we'll stick to this. So the data name will always be this code and the mailing title will always be this.
Pearl Blanco   1:24:39OK.
Ash Alexander   1:24:41Yeah.Any other questions, doubts?They still.All good.
Pearl Blanco   1:24:58I think that's so far from.
Veda   1:24:59Mm.
Pearl Blanco   1:25:05Oh wait, I just remembered because there's one time Mangala closed the the the billing order. So what I told her is we I just exposed the check box for the closed check box. Is that?
Ash Alexander   1:25:05OK.
Pearl Blanco   1:25:24Correct.
Ash Alexander   1:25:25Yeah, yeah, because usually there's a.
Pearl Blanco   1:25:27And then I hide it again.
Ash Alexander   1:25:30No, why? Let it be. But how? How did she? But but how did she close it?
Pearl Blanco   1:25:31Just let it be.There's a close button beside the next bill or bill remaining. So she accidentally clicked that one and now the status of the billing order was closed. So she asked me to change it back and what I did is I exposed the close check box and.
Ash Alexander   1:25:39Oh, OK. OK.OK.
Pearl Blanco   1:25:55Then I checked that one, but I hide it again.
Ash Alexander   1:25:55Yeah.Got it. No, that's OK. That's fine.
Pearl Blanco   1:26:01OK.
Ash Alexander   1:26:06Yep, that's that's essentially standard standard process. That's standard.
Pearl Blanco   1:26:09Yes.I think.
Ash Alexander   1:26:13If no other questions, then yeah, I think we should be fine. If you guys have any other questions, feel free to reach out to hang on us, right?
Pearl Blanco   1:26:20OK. Yeah, I think that's all from me.
Ash Alexander   1:26:25Alright, thank you.
Pearl Blanco   1:26:25Thank you.Bye, bye.
Ash Alexander   1:26:28Thank you guys. Have a good day.
Veda   1:26:29OK.
Sarah Shalfoun   1:26:30Thank you. Bye-bye.
Ash Alexander   1:26:30Right.
Pearl Blanco   1:26:31Thank you.
Pearl Blanco stopped transcription