edge lets caregivers pay school fees, billable items and donations online through the caregiver portal, using your school's chosen payment provider. This article covers the school-side setup and reconciliation of online payments, with a focus on the EzyPay integration. EzyPay is feature-switched and must be enabled for your school — contact support if the EzyPay Settings section does not appear on your Finance Settings page.
edge lets caregivers pay school fees, billable items and donations online through the caregiver portal, using your school's chosen payment provider. This article covers the school-side setup and reconciliation of online payments, with a focus on the EzyPay integration. EzyPay is feature-switched and must be enabled for your school — contact support if the EzyPay Settings section does not appear on your Finance Settings page.
Before you set up EzyPay
The Finance Settings page lists the prerequisites:
- Complete account setup as a merchant with EzyPay.
- Contact EzyPay to request a Merchant ID, Username and Password.
- Check that all Financial Officers have valid email addresses, so EzyPay transaction processing can notify them of errors and validation issues for follow-up.
- Allow caregivers to access the online caregiver portal (from the Setup > School Settings menu) so they can make online payments.
Setting up EzyPay
- Go to Finance > Configuration > Finance Settings (requires the Manage Financials permission) and find the EzyPay Settings section.
- Tick Enable EzyPay Integration.
- Optionally tick Parent To Pay Fees to allow caregivers to pay fees online.
- Enter the EzyPay Account Name, EzyPay Merchant ID and Password supplied by EzyPay.
- Optionally tick Enable Sweep (this enables the sweep option on the caregiver payments page).
- Click Save. edge validates the credentials with the payment provider before saving — if they are invalid you will see "The payment provider credentials provided are invalid." The Merchant ID and Password are stored encrypted.
Screenshot: EzyPay Settings section on the Finance Settings page
Batch settings for online payments
Also on the Finance Settings page, the Batch Settings section controls how online payments are grouped for reconciliation:
| Setting | Purpose |
|---|---|
| Finance Officer Batch Mode | Single Batch or Multi Batch mode for finance officers |
| Separate Batch For Online Payments | Keeps online payments in their own batch, separate from over-the-counter receipts |
| Close Online Batches | How often the online payments batch is closed automatically |
| Closure Time | The time of day the online batch closes |
If Edge Pay has been enabled for your school, the online payment batch settings are fixed and cannot be changed.
Screenshot: Batch Settings section showing the online payment batch options
Monitoring EzyPay transactions
Once EzyPay payments are enabled, three list pages appear under Finance > Lists (they are hidden while EzyPay is disabled). Each page retrieves transactions live from the EzyPay processing service and offers a CSV download:
| Page | Shows |
|---|---|
| EzyPay Processing | Transactions still pending with EzyPay |
| EzyPay Payments | Completed transactions, for a date range you choose |
| EzyPay Declined | Declined transactions, for a date range you choose |
If a page reports that your school is not using EzyPay, check that the integration is enabled on Finance Settings and contact support if the problem persists.
Screenshot: EzyPay Payments list showing completed transactions with the CSV download
Reconciling online payments
Successful online payments are recorded automatically as payments received in edge, so they appear alongside other receipts on Finance > Transactions > Payments Received and in the online payments batch. When the online batch closes (per your Batch Settings schedule) it can be processed and exported to Xero from Finance > Processing > Batch Processing like any other batch.
For detailed reconciliation against your provider statements, the edge support team can run exports for your school on request:
- Online payments export — every online payment for a date range, showing the payment provider, transaction reference, paid amount, surcharge amount, billed amount, payment status, payee and the student(s) paid for. It can be filtered to one provider and to successful transactions only.
- Online payment summary — totals grouped by billable item, GL code and payment method for a date range (payment counts, item counts and total amounts).
- Online payment details — each payment with the individual items paid within it, including the payment number, merchant reference, bank, student and payer.
Contact support with your school name and the date range you need.
Donation payment summaries for caregivers
Where caregivers pay donations, the payments summary produced from Finance > Processing > Record of Payment serves as their record for donation purposes. On request, the edge support team can bulk-email each caregiver the most recently printed payments summary file for their student (for files printed after a date you specify), sent from your school's verified finance email address where one is configured. A test run is done first to show how many emails will be sent and to whom.