d6 vs. Fease Balance Discrepancy (API Data)
What is the core reason for the balance difference?
The discrepancy stems from how the API (Application Programming Interface) currently provides learner data. The API returns two distinct types of learners: those with outstanding debt and those who either have no debt or who have left the school.
Why can't the system automatically correct this difference?
The API does not specify which learners in the second category have merely cleared their debt and which have actually exited the school system. This means the Fease balance likely includes the outstanding debt of learners who are no longer active at the school, causing the difference with the d6 amount.
Sticitt Payment Gateway Fees
What is the collection fee charged by Sticitt?
Sticitt charges a 4% collection fee on the amount paid by the parents.
On what amount is the Sticitt collection fee calculated?
The 4% collection fee is calculated on the amount that parents have paid online or via a cashless payment.
Legal Actions: Section 41 Letter of Demand
A Section 41 Letter of Demand is a critical legal requirement for public schools in South Africa. Under the South African Schools Act, schools must provide this formal notice before they can enforce payment or hand over an account for debt collection.
Statement Labeling & Settings
● The Red Label: A red “Section 41 letter” label will be displayed on the account Statement if the account has received a Section 41 letter and meets the display criteria.
● Configuration: This setting can be toggled on or off. To edit this, navigate to: Configuration > Settings > Communication Section > Enable Section 41 Statement Notice
When does this notice display?
The notice does not remain on the statement indefinitely. It is triggered only when the following three conditions are met:
1. Trigger: After a Section 41 (Registered Letter or SMS) has been successfully sent to an account.
2. Duration: The label will remain visible for a period of 30 days from the date the Section 41 was sent.
3. Payment Status: The notice will only display if no payments have been received since the Section 41 start date. If a payment is captured, the label is automatically suppressed.
Translations
To ensure clear communication with parents and guardians, this notice is dynamic. It will automatically display in the account holder's correspondence language preference, provided that the translation has been configured in the system.
When do I send a Section 41 Registered Letter of Demand?
Under the South African Schools Act (SASA), a school can only initiate legal action to recover fees if specific conditions are met:
● Arrears: The parent must be in arrears (usually by one month or more).
● Exemption Investigation: The school must have investigated whether the parent qualifies for a fee exemption.
● The 3-Month Rule: Legal action can only proceed if the parent has failed to pay the fees three months after the date the Section 41 notice was sent.
What is a "Proof of Section 41" and why is it important?
The Proof of Section 41 refers to the certificate of delivery (often from registered post or a digital equivalent) for the Registered Letter of Demand.
● Legal Validity: It serves as formal evidence that the letter—which warns the debtor of their outstanding fees and their right to apply for exemption—was successfully sent.
● Handover Prerequisite: Debt collectors and attorneys cannot legally process the account without this proof, as it demonstrates the school has complied with its statutory obligations.
How do I find the certificate for a Registered Letter of Demand in Fease?
You can locate the certificate by navigating through your workflows or checking the individual account history:
Option 1: Via Workflows
1. Go to Workflows from the top menu.
2. Select the relevant workflow (e.g., Standard).
3. Locate the Registered Letter of Demand action within the workflow's follow-up actions.
4. Click on the Completed accounts number.
5. Click on the View button next to the specific action to see its history and download the certificate.
Option 2: Via Individual Debtor View
1. Navigate to the specific Account in the Debtors module.
2. Select the Action tab.
3. Click View on the Letter of Demand entry to access the delivery history and certificate.
Mid-Year Onboarding: Managing Existing Debt
When a school joins in the middle of the year, their accounts are imported with existing debt history. Because this debt has already aged, the system logic will automatically place these accounts into older age brackets.
Understanding Workflow Logic for Aged Debt
● Communication Intensity: Since accounts may immediately fall into later brackets (e.g., 90+ days), the system will prompt for more aggressive actions, such as a Final Letter of Demand (LOD), instead of starting with initial "soft" reminders.
● 180-Day Rule: Debt older than 180 days will fall "outside" of the standard workflow if no specific prerequisite is set for an action.
○ However, if an action has a prerequisite—such as requiring a Letter of Demand (LOD) or Registered Letter of Demand (RLOD)—the account will remain in that bracket until that required step is completed.
Initial Communication Strategy
Schools often prefer to send a "friendly" introductory reminder to all accounts before the automated workflow takes over.
To do this manually:
1. Navigate to Debtors > Accounts.
2. Filter/Select the age brackets you wish to contact.
3. Click Follow up and select the appropriate communication template.
Legal Compliance & Fee Exemptions
● Mandatory Notification: All initial follow-ups must include information regarding fee exemptions (e.g., "Apply for fee exemption if you cannot make payment").
● SA Schools Act Requirements: According to the South African Schools Act, schools are legally required to communicate the availability of fee exemptions to parents before an Article 41 notice can be issued.
Seamless Online Payments (SOP)
Schools have the option to activate online collections to simplify the payment process for parents. This feature enables a "frictionless" experience, allowing parents to settle their accounts directly from their digital statements.
How it Works for Parents
● Instant Payment: Parents can pay their fees seamlessly by simply clicking the Pay Now button located on their live account statement.
● Payment Methods: This generally supports various digital payment methods, ensuring convenience and higher collection rates.
Transaction Fees
● Service Fee: For every transaction processed through Seamless Online Payments, a fee of 4% is payable by the school.
Account Action When Payment is Made
● Automatic Pause: Once a cashless payment is made through this system, the account will automatically be placed on pause for 30 days.
● Purpose: This pause is designed to give the school sufficient time to perform the necessary reconciliation before the account resumes its automated collection workflow.
Reconciliation of Collections in d6+ Finance
The allocation and reconciliation of cashless collections within d6+ Finance is not automatic and must be managed by the school.
● Administrator Responsibility: The school's finance administrator is responsible for the reconciliation of these payments.
● Payout Reports: It is important for the school to understand that they must import the payout report from Sticitt at a specific time every week to facilitate this process.
● Future Automation: Schools will currently get a "feel" for how automated reconciliation works through this manual process until the automated feature is officially enabled within d6+ Finance.
South African Post Office (SAPO) Integration
For schools in South Africa, certain legal steps in the debt collection process require formal delivery methods. The system integrates with the South African Post Office (SAPO) specifically to handle the delivery of Registered Letters.
The Purpose of Registered Letters via SAPO A Registered Letter is a formal notification that provides proof of postage and tracking. In the context of school fee collections, this is primarily used for the Registered Letter of Demand (RLOD).
Why it is Important
● Legal Compliance: Sending a Letter of Demand via registered mail is often a mandatory legal requirement before a school can proceed with further legal action or hand an account over to debt collectors/attorneys.
● Proof of Delivery: It provides the school with a tracking number and official confirmation that the notification was sent to the parent's recorded address.
● Evidence in Court: Should the collection matter escalate to a legal tribunal or court, the registered mail receipt serves as vital evidence that the school followed the "due process" as outlined in the South African Schools Act.
● Weight of Communication: A physical, registered letter often carries more weight with parents than a standard email or SMS, indicating the seriousness of the outstanding debt.
How it Works in the System
When a Registered Letter action is triggered in the workflow, the system generates the necessary data to facilitate this through the post office infrastructure, ensuring the school maintains a solid legal trail for every non-paying account.
Managing Failed Emails and Registered Letters
When sending formal communications, especially Registered Letters, it is essential that the recipient's email address is valid. If a school sends a Registered Letter to an invalid address, they will still incur costs for the attempt.
Why Emails Fail
An email delivery may fail for different reasons, including:
● Incorrect Information: The email address was typed incorrectly or contains typos.
● Capacity Issues: The recipient's mailbox is full and cannot accept new messages.
● Invalid Addresses: The email account no longer exists or has been deactivated.
The "Fail-Check" Process
To prevent unnecessary charges, schools should perform a regular "fail-check" before triggering high-cost actions like Registered Letters. This ensures you are not billing the school for letters sent to "dead" addresses.
How to check for failed emails:
1. Navigate to Reports > Actions.
2. Use the status filter to select Fail.
3. Review the Reason column to understand why specific emails were not delivered.
Billing Rules for Failed Mail
● Charged: Schools will be charged for Registered Letters sent to failed email addresses, as the system has processed the formal delivery attempt.
● Not Charged: Schools will not be billed for standard letters (non-registered) if they fail to deliver.