Welcome to the Pay 101: Fundamentals training walkthrough. This comprehensive recorded webinar guides bookkeepers, administrators, and school staff through the essentials of using the Edlio Payments (formerly OSP) platform — from understanding the purchaser experience and setting up online store products to reviewing bi-monthly bank deposits, issuing refunds, and running financial reports.
💡 Best-Practice Adoption Tip — Start with Fixed-Price Essentials: When launching your school store for the new school year, begin by setting up your essential, high-volume fixed-price items (such as standard activity fees, student agendas, or class shirts). Once your core product catalog is established and bookkeepers are comfortable with sales digests and deposits, introduce variable-priced donation items, custom digital questionnaires, and advanced product variations (covered in the Pay 201: Advanced training).
Pay 101: Fundamentals Video Walkthrough
Watch the complete 50-minute on-demand training session below. Use the chapter breakdown to jump directly to specific administrative workflows or review key operational rules.
📺 Watch Recording on Google Drive: Access the full video recording directly at Pay 101 The Fundamentals (Training Recording).
Video Chapter Breakdown & Timestamps
Jump directly to any section of the training recording:
00:00 – Introduction & Training Agenda: Meet your trainer, explore dashboard navigation, and locate the red Intercom support launcher.
01:52 – Platform Overview & Lifecycle: How payments flow 24/7 from product creation by the bookkeeper to parent checkout, instant email receipts, and automated bank deposits.
03:52 – Accepted Payment Methods: Credit, debit, prepaid, and charge cards carrying the Visa or Mastercard logo (all processed as credit transactions).
04:21 – Service Fee Structure: Understanding credit card processing fees (4% + $0.35 total; 1.7% Edlio + 2.25% + $0.35 Visa/Mastercard) and choosing between purchaser-funded vs. school-absorbed fee models.
07:17 – Purchaser Experience (School Web Store): How parents and community members browse products, filter by category/year, and add items (like spirit wear hoodies and field trips) to their cart.
09:57 – Account Creation & Checkout: Purchaser login options, creating a family store account, and resetting credentials.
10:44 – Associating Students & Staff Profiles: Linking a child's name and Student ID to an item in the cart, or adding a new student profile during checkout.
11:54 – Order Review, Terms & Security: Billing address verification, agreeing to payment terms, and PCI-compliant security (card numbers are never stored in the portal).
12:55 – Completing the Order & Receipt Delivery: Entering card information, order confirmation, and the 3-way instant receipt emailed to purchaser, bookkeeper, and teacher/sponsor.
15:09 – Navigating the Management Portal: Accessing admin tools, the top hamburger navigation menu, and the store management dashboard.
16:12 – Product Setup (Transactions > OSP Products): Reviewing existing items, including/filtering inactive products, and understanding auto-generated Activity Numbers.
18:09 – Creating a New Product: Clicking + Activity/Obligation, entering Activity Name, writing parent-facing descriptions, and assigning teacher/sponsor email contacts.
20:28 – Pricing Types (Fixed vs. Variable): Choosing between Fixed Price (standard school fees, tickets, yearbooks) and Variable Price (open-ended donations and fundraisers where donors enter the amount).
21:54 – Assigning General Ledger Fund Accounts: Selecting pre-configured school accounting fund codes to route incoming sales to the correct ledger.
24:47 – Additional Options & Controls: Requiring Student IDs for checkout, adding custom text input fields for purchaser notes, setting inventory limits, and designating employee-only items.
27:51 – Product Images & Merchandising: Selecting stock icons from the built-in catalog or uploading custom photos to boost visual appeal on the school store.
29:10 – Bank Deposits & Transfer Schedule: Bi-monthly automated deposit cadence (sales from the 1st–15th deposit on the 16th; sales from the 16th–end of month deposit on the 1st).
30:31 – Accessing & Reading Bank Statements: Navigating to Statements, reviewing statement dates, order totals, returns, net deposit amounts, and exporting to PDF.
32:22 – Statement Details & Fund Breakdown: Drilling down into order and return details, plus viewing sales sorted by individual fund account codes.
33:24 – Payment Inquiries & Order Lookup: Using the Inquiry tab, searching by Order Number or Student ID, and viewing detailed receipt breakdowns (cardholder, student, date, amount).
37:07 – Processing Refunds: Locating orders in Refund Transactions, issuing full or partial refunds, understanding the strict "one refund per item" rule, and non-refundable processing fees.
40:50 – Sponsor / Teacher Reports: Generating sales reports by sponsor/teacher to track classroom activity fees and roster payments.
43:04 – Activity Reports by Date Range: Reviewing daily sales breakdowns, transaction times, and printed report timestamps across custom date ranges.
44:22 – Additional Reports (Crystal Reports): Generating detailed transaction reports grouped by Fund Account, Product, or Student with custom sorting preferences.
46:32 – Reversed Transaction Reports: Auditing all refunded and voided transactions, viewing refund reasons, bookkeeper author notes, and total refunded amounts.
47:55 – Support Resources & Next Steps: Submitting tickets via the Intercom launcher, accessing the Knowledge Base, and signing up for Pay 201: Advanced Study Hall sessions.
Key Takeaways & Operational Rules
Automated 3-Way Email Receipts: The moment an order is approved, the system immediately emails an itemized receipt with unique Order Number to the purchaser, the school bookkeeper, and the designated teacher/sponsor.
Accepted Tenders: The web store accepts credit, debit, reloadable prepaid, and charge cards carrying the Visa or Mastercard logo. All transactions process through credit rails.
Card Security Standards: Card details are encrypted and tokenized in compliance with Tier-1 PCI-DSS standards. Card numbers are never stored in the portal, requiring purchasers to re-enter billing information for each new order.
Standard Service Fee Calculation: The standard consumer-funded transaction fee is 4% + $0.35 (1.7% Edlio + 2.25% + $0.35 Visa/Mastercard processing). Schools wishing to absorb transaction fees internally must submit an authorization form to the Payments team.
Bi-Monthly Deposit Schedule: Direct deposits land in your school bank account twice per month:
• Sales from the 1st through the 15th deposit on the 16th of the month.
• Sales from the 16th through the end of the month deposit on the 1st of the following month.Strict "One Refund Per Product" Rule: In Edlio Payments, a line item can only be refunded once. If an item costs $30.00 and you issue a partial refund of $10.00, the system locks that line item — you cannot issue a second partial refund later for the remaining $20.00. Always verify the total refund amount needed before submitting.
Processing Fees Are Non-Refundable: When an item is refunded, only the product purchase price is returned to the cardholder. Merchant processing fees incurred during checkout are non-refundable.
Fixed vs. Variable Pricing: Use Fixed Price when bookkeepers set an exact dollar amount (e.g., $15 T-shirt, $30 field trip). Use Variable Price when the purchaser determines the dollar amount at checkout (ideal for open-ended donations, annual giving campaigns, and fundraisers).
Step-by-Step Help Guides
Deepen your knowledge with detailed, step-by-step documentation for each workflow demonstrated in the video: