ARM — Accounts Receivable Management
Summary
Feoda ARM automates fee billing, secures payments with full encryption, and simplifies payment scheduling with a "set it and forget it" approach. Built on Oracle NetSuite, ARM is designed specifically for schools and nurseries to manage tuition billing, parent payments, and accounts receivable.
ARM is built on the 4×4 Framework: 4 NetSuite records (Debtor, Items, Transaction, Payment) × 4 Feoda processes (NetSuite Setup, Billing Configurator, Transaction Generation, Payment Processing). This framework is universal across all client implementations — the underlying mechanics are the same; only the configuration varies.
Key Features
| Feature |
Description |
| Billing Configurator |
Proprietary tool that maps items (tuition, fees, levies, discounts) to students based on configurable rules — year level, family order, boarding status, staff discount, scholarship, etc. Supports both automated (step-by-step wizard) and manual (CSV/Excel import) modes. |
| Billing Instructions |
Generated by the configurator — define exactly what each family is billed for, including amounts, discounts, and billing period |
| Transaction Generation |
Generates invoices or billing orders from billing instructions. Includes review and summary screens for school verification before execution. |
| Secure Payments |
Encrypted payment processing via eway (credit card) and ABA files (direct debit). Card details securely stored for recurring payments. |
| Recurring Payment Schedule (RPS) |
Automated payment collection — parents set up their payment method and schedule once, and a daily script processes payments automatically. Supports weekly, fortnightly, monthly, term, and annual frequencies. |
| Payment Plans |
Flexible or fixed payment schedules depending on client configuration. Parents can choose dates (Saint Edwards) or follow fixed term dates (Al Faisal, Pymble). |
| Parent Payment Suitelet |
Secure external-facing form where parents view their billing summary, select payment method, choose schedule, and confirm. Supports OTP authentication and SSO via JWT token (Pymble). Unique URL per family. |
| SIS/SMS Integration |
Integration with Student Information Systems for importing debtors, students, and enrollment data |
| Automated Collections |
Automated reminders and collection workflows with saved search monitoring for outstanding/failed payments |
| Portal Integration |
Supports integration with school-branded parent portals (e.g., My Pymble) via debtor code and transaction ID passthrough |
The 4×4 Framework
4 NetSuite Records
| Record |
Type |
Role |
| Debtor |
Customer |
The family entity — billing is always to the debtor, not individual parents |
| Items |
Service / Discount Items |
Charges (tuition, fees, levies) and discounts (sibling, staff, scholarship) |
| Transaction |
Invoice or Sales Order |
The financial document — standard invoice or billing order depending on config |
| Payment |
Payment / Customer Deposit |
Payment applied against invoices, created via RPS processing |
4 Feoda Processes
| Process |
Description |
| 1. NetSuite Records Setup |
Create/import debtors, students, items, discounts |
| 2. Billing Configurator |
Map items to students, configure billing period and terms, generate billing instructions |
| 3. Transaction Generation |
Review, verify, and generate invoices or billing orders |
| 4. Payment Processing |
Parents set up payment via suitelet → RPS automates collection via eway or ABA |
Payment Channels
| Channel |
Method |
Processing |
| Credit Card |
eway integration |
Fully automated — real-time API response with authorization codes |
| Direct Debit |
ABA file generation |
Semi-automated — file generated by script, uploaded to bank portal manually |
| B Pay |
Australian reference system |
Parent-initiated via B Pay reference number |
| Edstart |
Third-party education fee payment provider |
Parent-initiated via Edstart platform |
Technology
- Platform: Oracle NetSuite (Feoda-built customization)
- SuiteScript Types Used: Scheduled Scripts (daily RPS processing), Suitelets (parent payment pages, review screens), Client Scripts (form behavior), User Event Scripts (record triggers), RESTlets (integrations)
- Other NetSuite Tools: SuiteAnalytics (saved searches for monitoring and reporting)
- Payment Integration: eway (credit card merchant), ABA file format (Australian bank direct debit)
- SIS Integrations: Direct API integration, CSV import, data warehouse export (varies by client)
- Authentication: OTP verification, SSO via JWT token (Pymble), unique URL generation (debtor code + transaction ID)
Process Documentation
Active Implementations
| Client |
Configurator Mode |
Transaction Type |
Payment Dates |
Payment Methods |
| Saint Edwards |
Automated wizard |
Invoice |
Flexible (parent chooses) |
Credit card, Direct debit |
| Al Faisal |
CSV upload |
Invoice |
Fixed term dates |
Credit card, Direct debit |
| Pymble |
Excel import |
Billing Order (Sales Order) |
Fixed term or Annual |
Bank, Credit card, Direct debit, Edstart, B Pay |