Ad Hoc Actions are distinct workflows, separate from standard Workflows, that can be automated to manage specific financial activities like payment follow-ups.
The Promise to Pay feature allows schools to schedule follow-up actions for specific payment arrangements made by accounts.
Configuration and Enabling
Enabling Follow-up Actions: To use follow-up actions for Promise to Pays, the school must enable this feature under: Configuration > Settings > Account Settings > Enable Add On Follow-up actions
Workflow Type & Automation: The Promise to Pay workflow is an Ad Hoc Action. It functions similarly to a standard Workflow action but operates as a separate process. It can be automated under: Configuration > Workflows > Ad Hoc Actions.
Automatically send Promise to Pay reminders 1 day before the payment date is due.
Visibility: Once a Promise to Pay reaches the deadline set during its creation, it will appear in the “Accounts” and “To Do” columns for tracking.
Movement through Columns: Once a reminder is scheduled, the item moves through the workflow columns. It remains in the workflow until the reminder has been sent and the specific payment for that promise has been made.
Success Metric: The Success % is calculated based on whether the payment is received within 15 days after the reminder is sent.
Administrator Email Reminder: If a deadline passes without payment, the system automatically sends an email reminder to the administrator three days later to alert them of the outstanding activity.
Fulfillment: To officially close a Promise to Pay, an admin user must manually complete the fulfillment process within d6+ Finance.
Account Pausing and Reminders: Promise to Pay reminders will continue to be sent even if the main account is paused. This is because schools typically pause accounts to stop standard collection letters while a payment arrangement is active, but still require the system to follow up on that specific arrangement.
Best Practice for Pausing: It is recommended to pause the account at least 7 days after the Promise to Pay date. This provides a grace period for the parent to make the payment and gives the school sufficient time to reconcile the transaction.
This is a specific Ad Hoc Action designed to prompt users who started a digital payment process but failed to complete the transaction.
Goal: To remind a user to return and finalize an incomplete payment.
Message Focus: The reminder identifies that a payment session was started but not finalized.
Standard Message: It prompts the user to "finalise your payment at your earliest convenience" and advises them to "kindly disregard this reminder" if the payment was already completed.
Workflow Type & Automation: Like the Promise to Pay, the Abandoned Payment Reminder is an Ad Hoc Action and can be automated under: Configuration > Workflows > Ad Hoc Actions. Automatically send a payment reminder to parents who have started the payment process online, but did not complete it.
Automated reminders are sent 24 hours after payment is created.