Overview

The Stripe Dashboard provides a rich overview of the activity on your SchoolAdmin Billing account including real time charts and analytics to monitor the performance of your school's financials. You can manage payments and refunds, monitor unanswered disputes or identify verifications, and more.  This article will introduce you to some key pages that well help you manage your process.  Additional information is provided on the Stripe website via the links below.

  • Click here for Stripe's online documentation library.
  • Click here to watch a Stripe Dashboard tutorial from their website.

Important Note: Schools can have multiple Stripe accounts in the case of multiple campuses or a summer school. 

Searching in Stripe

  • Filters: Various pages have a set list of filters that pertain to that page/section.  Please note, custom filters are not currently offered by Stripe.
  • Search bar: You can type in key words to filter by other data that's important to you.  Click here for a list of Stripe search terms. 
  • Export: Various pages in Stripe can be exported to Excel.  You'll have the option to export pre-defined data columns or create a custom export with any of the pre-defined custom columns provided by Stripe.  Additional custom columns are not currently offered by Stripe.

Payments Page

Within the Payments Page along the left of your Stripe Dashboard, you can see the following from left to right:

  • Filter button: You can set filters for a standard list of options provided by Stripe.
  • Amount: The amount of the transaction.
  • Transaction status: Indicates if the transaction went through successfully.
  • Description: This displays the transaction reference ID, which is a long string of numbers and letters that will match the transaction reference ID in the SchoolAdmin Payment History report. (Settings-->Financial-->Payment History).  The Order ID is internal to SchoolAdmin for each payment.  
  • Customer: Email address of the payer.
  • Date: Date of the transaction.
  • New (+) button: Allows you to create a new/manual payment that's requested by the parent/payer. 
  • Export button: Create a standard or custom report.

How to Add a Manual Payment

To add a manual/additional payment that a parent requests over the phone, you will need to create the payment in Stripe and then record the payment in the payer's record in SchoolAdmin. Click here to learn how.

Payment Details

When you click on a transaction in the main payment page, you'll see some additional information and metadata that's passed over to Stripe from SchoolAdmin. In the payment section you'll see the following: 

  • Payment amount and status of the payment being processed.
  • Date of payment
  • Customer: Parent/Guardian (payer) email 
  • Payment Method: This will show a saved credit card or bank routing details for ACH. 
  • Transaction Reference id in the upper right: A long string of numbers and letters that will match the internal and unique transaction reference ID in the SchoolAdmin Payment History page (Settings-->Financial-->Payment History).  that's auto-generated for each payment. 
  • Refund button: Allows you to refund the amount that's posted. 

The payment details section displays the following:

  • ID: Transaction reference id (explained above).
  • Amount: Total payment amount including the Stripe fee.
  • Fee: Amount of the Stripe fee and any payment plan fees.
  • Net: Amount that the school collects after the Stripe fee has been taken out.
  • Date: Indicates date and time the payment was processed.
  • Description: If available, a description of the payment will display.

**Important Note about Payment Plan Fees: For any payment plan fees that are being collected, these amounts will display in the 'payment details' section of the transaction as an "Application fee" as defined by Stripe.  We unfortunately cannot change this terminology. If you click on the 'i' next to the 'Fee' line, we can see in the example below that the payment plan fee was $40.00 and the Stripe processing fee is $5.00 for a total fee amount of $45.00. 

Metadata

Within the metadata section of a payment transaction you will see the details described below, based on the entity.

Contract Entity

  • Payment Method: Indicates credit card, ACH or other valid payment methods.
  • IP Address: IP address of the parent’s/payer's computer.
  • Order ID: This is the Order ID generated by SchoolAdmin that's displayed in the payment history page of SA.
  • Entity Class: Defines if the fee came from an application form, ad-hoc form, or contract.  This matches the “entity” in the payment history page of SchoolAdmin. 
  • Email Address: The parent portal email address.
  • User Name: The parent portal username. 
  • School ID: This is the GUID (system generated ID) to identify the school's ID.
  • School Subdomain: Name of the school's site subdomain
  • School Name: Display name of the School  
  • Grade ID: This is the GUID (system generated ID) to identify the child's grade
  • Grade Name: Display name of the grade level.
  • Student Name: (that came from the form).
  • Year ID: This is the GUID (system generated ID) of the year ID.
  • Year Name: Display name of the school year 
  • Service Fee: The SchoolAdmin service fee and/or payment plan fee.

Billing Payment Entity

  • convenience_fee: Convenience fees assessed by SchoolAdmin (and collected as part of the payment).  
  • student_name: If the payment applies to multiple students, all names will display.
  • student_grade: grade of the student or students
  • custom_student_id: Ability to pass 3rd party ID's.  This can be adjusted under payment setup for which ID to pass such as SA generated student id's.  If there's multiple kids that the payment was applied to, multiple id's will display here.
  • payment_breakdown: The total amount of the transaction before Stripe and SchoolAdmin fees are removed. The data will be in the following format: Student School Year, Student name, split amount (if applicable), Student School Year, Student name, split amount (if applicable), Convenience fee amount.

**Important Note about Payment Plan Fees: For any payment plan fees that are being collected, these amounts will display in the 'payment details' section of the transaction as explained above, and they will also display as the 'service_fee' in the 'metadata' section.

Data Export for Reporting

In the Payments page of Stripe, you can export the data for reporting by clicking on the 'Export' button in the upper right.

Export options include pre-defined lists of columns, or you can create a custom report of what data you'd like to see.

Custom columns

Balance Page

The balance page displays the money that’s cleared and when it will arrive in your account.  

You can see details for what payments are expected to arrive to your bank in a batch,  estimated future payouts and when those are expected to arrive.

If you click on the blue text that states when the payment is expected to arrive, you'll see more details around the payment including the amount that's in transit, some overview information, a button to view the receipt and metadata if available.

Further down you can see the bank account details, a summary of charges, refunds and adjustments, transaction types and payments, and an event log which includes payment history events.   

Customers Page

In the Customers page of Stripe, you can see the following details for each payer:

  • Search bar: Use this to search by payer name, parent portal email address, etc. 
  • Filter: You can set filters for a standard list of options provided by Stripe.
  • Email: The SchoolAdmin Parent Portal email address of the payer.
  • Description: The name of the payer.
  • Default Source: The default saved payment method that's enabled for auto-draft.  You can click on it for more information such as managing the default payment method, account information, payment history, and activities such as when payment methods changed and past charges.  Important Note: If the default payment information is deleted, auto-pay will be disabled. Parents can update their auto-pay information in the SchoolAdmin Parent Portal which is then passed over to Stripe.
  • Created: This is when the payment was created.
  • New: Create a new customer account.
  • Export: Create a standard or custom report.

Transactions Page

Within the Balance Page, there's a sub-page for Transactions.  Within this page you'll see the following:

  • Filter:  You can set filters for a standard list of options provided by Stripe.
  • Type: Indicates the type of transaction such as a payout or charge.
  • Net: The Net Tuition amount that was collected after the Stripe Fee.
  • Amount: The amount that was charged through SchoolAdmin including the Stripe Fee.
  • Fee: The Stripe Fee that was charged.
  • Description: This will include if it was a payout or a charge.  Charges will display the transaction reference id. 
  • Available On: The day the funds are available.
  • Export: Create a standard or custom report.

Payouts Page

Within the Balance Page, there's a sub-page for Payouts.  This page shows the payments that have already been processed as well as the following:

  • Filter: You can set filters for a standard list of options provided by Stripe.
  • Amount:  The amount of the payout.
  • Status:  Indicates if the payout was paid, in transit, etc. 
  • Bank/Card: The bank and card that was used for the payout.
  • Date: The date of the payout.
  • Where's my payout?  Click on this text in the upper right and a dialogue box will open as shown below.  Here you can identify any missing payouts for reconciling. 
  • New: Create a new payout and set the criteria shown below.
  • Export: Create a standard or custom export report.

Additional Resources

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