ePayTrak User Guide

FAQ (Frequently Asked Questions)

This FAQ section is to simplify finding resolutions to your questions. Click on the FAQ question link to see your answer expand in a drop-down. Clicking on the FAQ question link a second time will make the answer drop-down contract. Some answers will have hyperlinks that bring you to more detailed information elsewhere in these Help Files. A Table of Contents, Index and Search window are available to help you find answers quickly within the Help files.

Orders

• How do I process a refund in ePayTrak?

  How to Process a Refund

  • Open the order using the Order Manager.

  • Click on the Payments tab at the left.

  • Go to the box marked 'Tasks'.  

  • Click on Down-Arrow and select Issue Refund.

  • Click the Blue Arrow to begin the process.

  • Enter the refund amount (you can enter a partial refund).

  • Enter the last 4 digits of the customers' credit card # which is shown at the top of the screen.

  • Click the Refund button.

  • On the same page, check to see if your refund was successful.

  • It is necessary in ePayTrak to wait 24 hours before issuing a refund.  Due to the settings of ePayTrak, you are unable to process a Void.

  • For more detailed information, view Issuing a Refund.

  2021 © Edutrak Software, LLC

   

• How do I place an order for a customer?

  Create an Order for a Customer

  • Go to People/Users to locate the customer.  (if the customer isn't in ePayTrak, you will need to add that customer as a User)  See Users for more information how to add a new User.

  • Click the blue edit button next to the user.

  • That will open the user profile.

  • Scroll down and click the Create Order button in the Current Basket section.

  • Enter the product name (or Sku) and click search.

  • Click on the Green plus next to the product.

  • Click on Place order.

  • Check the Shipping and billing address as necessary.

  • Select Payment Method, and process the order.

  • For more detailed information, see New Orders.

  • Placing an order using ePOS is a nice alternative.

  2021 © Edutrak Software, LLC

   

• Can I create a recurring billing schedule in ePayTrak?

  Creating a Recurring Billing Schedule

  Our best new feature is creating a product for a recurring schedule with AutoPay.

   

  2022 © Edutrak Software, LLC

   

• How do I issue a duplicate receipt in ePayTrak?

  How to Issue a Duplicate Receipt

  We've made improvements and it's now simple to issue a Duplicate Receipt.

  • Open the order in the Order Manager.

  • On the Summary page click on the Tasks drop-down for Print Receipt.

  • You will see a prompt from your printer. Print as needed.

  2021 © Edutrak Software, LLC

   

   

   

• A parent enrolled her student for the wrong class. How do I change the order in ePayTrak?

  • Open the order in question in the Order Manager.

  • Click Edit Order Items on the left menu.

  • Drop the class that is incorrect.

  • Click Add Product to add the correct class.

  • Adjust pricing and payments as necessary.

  For more detailed information, see Edit Order Items.

  2021 © Edutrak Software, LLC

   

   

   

Customers and Store Configuration

• How do I add an image to my product?

  Adding an Image to a Product

  With your product open, click the Images and Assets tab from the left menu.

  • Click the Upload Image button.  

  • Click the BROWSE button to select a new image from your local hard drive.

  • After selecting the image, click in the Save as field in MS Windows.  This will automatically enter the name of your image.  You can change the name if you want.

  • Click the UPLOAD button and wait a moment for processing to complete.  

  • When the upload of your image is complete, you will be shown the three image sizes generated for this product.  

  • Save your changes when finished.

  • Save the product also.

  For more details see Uploading Images.

  2021 © Edutrak Software, LLC

   

• How do I setup shipping for my products?

  Setup Shipping

  Configuring your shipping is now done by ePayTrak personnel prior to your site going live. But for your products to have shipping you must select the correct Warehouse at the product level. Consult with ePayTrak personnel for the details.

  • Setup your Shipping Methods next.  For more information see Shipping Methods.

  • Go your product at Catalog > Browse.

  • Assign a Ship Cost to your product using the Ship Cost field if that is the method you chose.

  • Select your previously created warehouse to your product.  For more information, see Products, Shipping.

  • Add a tax code if necessary.

  2021 © Edutrak Software, LLC

   

   

• Should I use a Product Template or a Particpant Form for my product?

  We are often asked, Should I use a Product Template or a Participant Form? The Product Template is generally the better choice but it depends on your needs.

  Some advantages of the Product Template.

  • Easier to create.

  • Can be used for multiple products.

  • A new Forms Report Entry is created every time you attach a template to a product. They are listed by Product Name.

  • Forms Reports combine some financial information with all the data the customer entered. Easy to export.

  • The product template fields appear as soon as you click on the product creating a smooth workflow for the customer.

  Some disadvantages of Product Templates.

  • Only a Text box can be a required field.

  • Date/Phone and other filters are not available.

  • Detailed instructions can't be included in the Product Template.

  • You can not edit fields in a product template after purchases are made or you will lose data!

  • Not very customizable.

  Some advantages of the Participant Form.

  Many Minnesotan schools prefer a Participant Form for annual Athletic Participation forms. Here are a few reasons:

  • It can display complicated fields and pages of text.

  • More required field ability, including filters for data entry.

  • Easy to create new forms year to year by exporting and importing.

  • If a Participant Form is completed by the parent for one sport (football for example) that form will not appear to the customer if the student registers for another sport in the spring (like baseball).

  2022 © Edutrak Software, LLC

   

• How can I create a hyperlink in a product?

  How to Create a Hyperlink

  • Open the product and enter the text for the hyperlink (like MNZoo) in the Description field.

  • Click and drag the mouse to highlight your text. Click the Hyperlink Manager icon on the top right.

  • Enter the URL and change the Target to New Window if desired. Click OK. Save the product.

  • That's all there is to it. You might want to check the link before you make your product public.

  Hyperlink instructions in the Help Files.

  2021 © Edutrak Software, LLC

   

• How do my customers (or myself) reset a password?

  Your customers can reset their own passwords in SmartSchoolK12.

  • Go to the Login page, and click the reset link to reset your password of if you are locked out.

  The customer will receive an e-mail to reset their password. They just need to follow the prompts to be successful.

  Any school admin can click the reset password link under the user account found under People>Users to start the process.

  Click the Reset Smart School Password link to send the e-mail to the customer.

  

  2021 © Edutrak Software, LLC

   

• Can I create a Wait List for my classes?

  Wait List

  ePayTrak has Wait List capabilities.  A Wait List is helpful  to capture the names of interested students for a class that is full.

  • Open your product and click product details.

  • Scroll to the Inventory Control section.

  • Select Track Product.

  • Enter your stock levels.

  • The Allow Backorder button must be unchecked to enable Wait List management.

  • Place a check in the Allow Wait List box.

  • Save your product/class.

  For more detailed information, please visit Products Wait List and Wait List Management.

  2021 © Edutrak Software, LLC

   

• How can I be sure a customer sees the Description field information before making a purchase?

  Product Descriptions and Summary Fields

  If you have crucial information that a parent must see before making a purchase, you will want to add your information to both the Summary and Description fields in ePayTrak.

  • Open your product and add your description in the default Design View.

  • Format your description using the .html editor in Design View.

  • Click the .html button at the bottom. There you will see the .html coding.

  • Select the text by clicking and dragging. Right-click and select copy.

  • Click in the Summary field and right-click and select paste.

  • Now the text will appear the same in the Summary and Description field.

  • Of course, you have the option of making them different.

  For more detailed information, please visit the Product Description page.

  2021 © Edutrak Software, LLC

   

  related topics:

• Help File Links - If you don't see the Table of Contents due to browser issues, these are supplemental links to help you navigate the help files. The links are arranged by the ePayTrak menu items.

2022 © Edutrak Software, LLC