CompassPay

What is CompassPay?

CompassPay is our payment and billing management system. You may have received your CompassPay login details already. If not, please email us at support@compass.edu.au.  We can only distribute the CompassPay login details to the Business Manager, Principal, or Compass Sponsor at the school.

Using CompassPay you can:

• - View product and services invoices from Compass Education Pty Ltd
• View live details of any online payments through Compass
• Refund transactions
• Verify your banking details
• Update school contact information
• Hold or reinstate CompassPay transfers (payment/merchant settlements)
  
• Order additional products including kiosk paper and barcode scanners
  
• View details of your Compass licence commitments

Accessing CompassPay

To access CompassPay, go to www.CompassPay.com/admin

1. Enter your CompassPay login ID
   
2. Enter your CompassPay login password

Please note: Your CompassPay login details are different from your personal login details for your school Compass portal.
If you do not know these details please contact the Support Team at support@compass.edu.au to request these in writing. This request must come from the Business Manager or another member of the Leadership Team at the school. Please keep these details strictly private. If you wish to change your password at any time, please contact Support.

Parent Guide: To assist with rolling out online payments to your school community, click here to access our Parent Guide

CompassPay Overview

Home Page
Here you can see all Pending Client Transactions, Charges and a Transfer of Funds diagram.

All transactions are considered pending until the funds are moved to your registered account. These will then appear in your daily Transfer Reports.

Order Online
This is where you can order Consumables and Products, such as a barcode scanner and kiosk paper.

Reports
Here you can generate payment reports made through the CompassPay for a specific date period. 

Invoices
Here you can find a complete list of:

•  - Usage Invoices - which includes consumables such as SMS messages, replacement ID cards, and merchant fees.
• - Service Licence Invoices - these are invoices from JDLF (Compass Education) for the annual subscription cost of your package or modules within Compass.

Please Note: Here you will also find a list of all active module subscriptions. 

Transfers
Here you will find daily transfer reports for the payments that have been made into your designated bank account. You will see the amount of money that will come into your account the day before it clears, but you won't be able to open the report until the funds are in your account.  This typically takes two business days and excludes public holidays, see "Transfer Cycle" below for further details. Once the funds have cleared you'll be able to click the date to access the report, from which you should do bulk receipting back into CASES. From this page you can mark transfers as processed to assist you with the receipting process. 

Account Details
This is where your account information is stored and managed. If your school contact details or account name changes this is where you would need to update this. 

Please ensure that the contact information provided here is regularly monitored as this will be our main point of contact should there be any issues with your CompassPay service. If you need to update your school's BSB or Account Number please contact the Support Team on support@jdlf.com.au.

CompassPay Merchant Service Activation

When CompassPay is first enabled for your school, you will need to set up your Merchant Facility.

Getting Started

Once you have set up your Merchant Facilities and had the payment features in Compass enabled, you are now ready to start taking payments online (your school’s Compass subscription will determine which types of payments can be made online).

At this point, please review your bank and account details in CompassPay under the Account Details tab.

Once you have reviewed these details, please uncheck the 'Hold Funds' checkbox, to enable the transfer process. See the 'Hold Funds' section below for further information on this.

Payments in Compass are divided into a number of areas:

• Event/Excursion Payments (Attendance and Events modules required)
• Course Confirmation/School Fee Payments (Course Confirmation module required)
• Ad-hoc Payment Plans (Payment Instalments module required)
• Cash Payments (Compass Kiosk required)

Transfer Cycle

Our transfer process includes the majority of school holidays. We provide transfers each day, excluding public holidays and weekends.

While we try to transfer money to your registered bank account as soon as possible there are sometime delays that are out of our control.

Hold Funds

The feature was introduced at the request of some Business Managers, to allow funds to be held at specific periods during the year. For example, you may wish to hold funds during school holiday periods or at EOM or EOFY.

The hold funds feature does not prevent a parent from making payments online, it simply holds the funds from being transferred to your school's registered bank account.

To enable or disable the Hold Funds option, login to your CompassPay portal.
Click to the 'Account Details' tab.

     

If funds are being held, you will see the 'Hold Funds' section ticked.

     

To disable (untick) or enable (tick), near the bottom of the screen click 'Edit Details'.

     

Tick or untick the Hold Funds section and then click 'Update' at the bottom of the screen to save you change.

     

You can change this setting as needed.

Refunds

On the Transaction screen, if a refund is possible, you will see a 'Refund' button next to the specific transaction.  If the total transaction amount has already been refunded, the option will be greyed out.

To process a refund or partial refund, click 'Refund' for the transaction. 

In the pop-up, key in the amount to be refunded (please note, if there has already been a partial refund issued for this transaction, it will only allow you to refund the remaining amount). 

Click 'Submit' to process.

You will then have the option to add an email address that confirmation of the refund will be issued to.

GL Consolidation - Compass Kiosk Required*

CompassPay also provides the ability for schools to receive cash payments. The GL Consolidation feature is designed to assist with receipting ‘small payments’. This may include cash payments made for print top-up. To enable or disable GL consolidation, login to CompassPay, select Account Details and check/uncheck the GL Consolidation option.

For example:

With GL Consolidation enabled

Student X tops up her print balance on a Kiosk by 50 cents on Monday
Student Y tops up her print balance on a Kiosk by $2.00 on Tuesday
Student X tops up her print balance again on a Kiosk by $2.60 on Wednesday

On the last Friday of the month, a single deposit is provided to the school for all of these small transactions. This deposit totals
$5.10. This amount is then receipted as a GL entry, not associated to an individual student.

With GL Consolidation disabled

Student X tops up her print balance on a Kiosk by 50 cents on Monday.
Student Y tops up her print balance on a Kiosk by $2.00 on Tuesday.
Student X tops up her print balance again on a Kiosk by $2.60 on Wednesday.

On Tuesday morning, the 50 cent deposit is sent to the school and requires receipting.
On Wednesday morning, the $2.00 deposit is sent to the school and requires receipting.
On Thursday morning, the $2.60 deposit is sent to the school and requires receipting.