Customers and Students
Any active customer and student records can be rolled forward to the new term. If grade levels are listed for each student, at re-enrollment, the grade level will increment to the next grade for the new term. Students who were at your top-grade level for the previous term will not be rolled over. This step of re-enrollment is completed by the FACTS Account Manager.
Assign Payment Plan
Each re-enrolling agreement will be assigned a payment plan in the new term based on the name of the plan they were enrolled in. For example, agreements listed as Monthly Payment Plan for the current term will be rolled over to the Monthly Payment Plan for the new term, unless that option is not available. This step of re-enrollment is completed by the FACTS Account Manager. However, they may contact the institution for assistance, particularly if plans offered in the prior term are not offered in the new term.
NOTE: If you customized a plan for a customer in the existing term, you might need to customize their plan for the new term.
Once the list of re-enrolling agreements is available, your first step is to delete agreements for students who are not returning. This gives you a clean list to work from when you are ready to send notices or add transactions.
FACTS has two notices available for you to use.
- Preference Notice:
- The institution can list up to 4 payment plans for the customer to choose from
- No balance or payment amount listed
- Verification Notice:
- Lists plan name, payment day, number of payments, 1st payment date, balance and 1st payment amount
- Provide student name(s) and grade(s)
- Provide payment method (account type and last four digits)
- optional Custom message from the institution
- optional Signature line for customer
Update Customer, Student, Financial or Plan Information
If the re-enrolling customers have made any changes, you may need to edit their information. As a reminder, a change in Plan Owner (Responsible Party) requires a new agreement.
You will need to provide a balance for each customer or student, depending on whether you are tracking balances by family or student. You can enter both charges and credits or a net balance.
Transactions can be manually entered or uploaded in a file. The file must match our format exactly, or it will not import. If you are using Payer 1st or Institution 1st online payment plan enrollment, your new agreements will be displayed with your re-enrolling agreements.
When you have finished making updates and entering transactions, you will need to finalise the agreements. This is the step that posts the agreements to the FACTS system.
FACTS will send a Confirmation Notice to each customer to let them know that his/her agreement has been finalised.