Payments
Overview
System administrators with permission to manage payment will be able to set course payments and manage invoices for course payments within Professional Learning. Instructors will be able to set fees for the courses they own and manage the charges for their learners on the roster. Learners will be able to pay for courses in the registration process, keep records of their invoices of transactions, and check out their payment history.
The Course payment page allows administrators to:
Enable the payment feature for courses
Set up payment processors
View and manage the payment invoices in the system
Configure and manage automatic refunds
Manage system-generated notifications for specific payment-related events
The Course payment section is split into:
Manage Payment configuration
Administrators can configure users' ability to pay for courses they register.
Payment configuration has three sections:
General settings
General settings allow administrators to configure the payment processor learners can use to pay, configure the disclaimer text, and choose whether a learner can pay for a course when they are waitlisted.
When Payment processing is enabled, the system allows users to use payment processors to pay for their courses across Professional Learning.
When Global Payment Processor is selected, learners across Professional Learning can use the global payment processor configured by the site administrator. Refer to Configure Global Payment Processor for more information.
When Office Payment Processor is selected, it will override global payment processors and different offices can configure the payment processor.
When both Global Payment Processor and Office Payment Processor is selected, then offices can configure the payment processor for themselves and see the options of global payment processors if set up.
Administrators can contact the PowerSchool support or implementation team to set up a payment processor.
The Payment Processor Disclaimer and Payment Processor Policy text fields allow administrators to create custom disclaimers and policy texts, respectively.
When Pay for waitlisting is selected, learners are required to pay for courses they have been placed on a waitlist. Conversely, when this option is not selected, learners pay for the course only when they are removed from the waitlist and placed on a roster. They can use a payment link for the course within the My courses page to pay.
Global payment processing
This section lists all the global payment processors supported by Professional Learning. Administrators can enable the payment processors they want learners to use to pay for their courses.
To enable, select the radio button beside the preferred payment processor.
Refunds
Courses can be canceled:
When the course instructor chooses to cancel, or
When the course does not have the minimum number of learners required
The Refunds section allows administrators to configure how course payments are refunded.
When Allow automatic refunds is selected, learners are automatically refunded when the instructor cancels a course or section or if a course does not have the minimum number of participants. The refunds are issued to the learner’s original payment method—credit, debit, cash, or check. If the original payment method is cash or check, the invoice will display the refund status as Payment pending until an administrator verifies the transactions and updates the status in the invoice.
When Allow refunds for user-initiated course withdrawals is selected, administrators can issue refunds for courses learners have paid in complete but have canceled or chosen to withdraw. Concurrently, administrators can also define a Cut-off date for user-initiated withdrawals. Administrators can set a number of days before or after the course start date.
If the learner withdraws from a course outside the specified cut-off duration, they will get a Cancel button but no refund. However, if they withdraw from the course within the cut-off duration specified, they will be refunded automatically.
When Allow refunds for user-initiated course withdrawals is not selected, the learner will not be refunded.
Manage Payment notifications
Administrators can configure when and how a learner is notified of specific payment triggers.
When a specific Notification trigger is enabled, learners are sent an automatic email message when that event is triggered. To edit the notification, click the edit icon. Administrators can specify a custom message using built-in macros, teaser text, and email addresses that get copied to. Administrators can send a copy of a notification to the course instructor or site administrators when learners receive it.