Overview
Send Email to Payer With Transaction Document/OP_Send_Email_After_Transaction_Issued_Free_MassImport is a setting located under Financial Settings > General Settings > e-Payments, in the Transaction properties for addressing Payments via Mass Imports (Excel/DB) sub-group.
What This Setting Does
This is an on/off setting that controls whether the payer automatically receives an email containing the transaction document (such as a receipt or invoice) after Classter automatically addresses a payment brought in through a mass import (Excel file or external database). When enabled, payers are notified and receive their document without staff needing to send it manually.
Where It Is Used
This setting is not shown or referenced on any screen by name; it is read automatically by Classter in the background when a mass payment import is processed. Its effect becomes visible through the mass import feature reached from the following path.
- Main Menu > Financial > Financial Documents (Transactions tab) > Online Payments, using the Import action to start a mass import of payments; once the imported file is processed, this setting determines whether payers automatically receive an email with their transaction document.
- The actual matching and email-sending happens automatically once the import is submitted, and the result can be reviewed afterward on the Online Payments list and on the affected _Student_’s Arrangements List / Installment Analysis screens.
Business Logic / Behavior
- When enabled, an email containing the transaction document is sent to the payer for each transaction automatically created from the mass import.
- This setting only applies when automatic addressing of Mass Import payments is enabled, since it is triggered by the automatic transaction creation step.
- When disabled, transactions are still created but no automatic email notification is sent; payers need to be informed some other way or retrieve their document from the portal themselves.
- This setting is separate from the equivalent email notification setting used for online Free Value Payments, allowing different notification behavior for imported versus online payments.
Example(s)
Alpha Institute imports a batch of 320 payments collected offline at the start of the term, ranging from $75 activity fees to $2,400 tuition installments. With Send Email to Payer With Transaction Document (Mass Import) enabled, all 320 parents whose payments are automatically addressed during the import receive an emailed receipt right away, without the office needing to send 320 emails manually.
When to Use
When to Enable
Enable this setting when the institution wants payers to be automatically informed and receive their transaction document as soon as their imported payment is processed, improving transparency and reducing support inquiries.
When to Disable
Disable this setting if the institution prefers to control communication separately, for example when importing large historical batches where sending individual emails is not desired, or when documents are distributed through another channel.
Notes
- Prerequisite: the Mass Import payment feature and automatic transaction addressing for Mass Import payments should be enabled for this setting to take effect.
- Related settings: Allow Issue Payment Receipts if Invoice Is Selected (OP_Allow_Issue_Payment_Receipts_If_Invoice_Is_Selected_Free_MassImport in Financial Settings > General Settings > e-Payments > Transaction properties for addressing Payments via Mass Imports (Excel/DB)), Transaction Type (OP_Transaction_Type_Free_MassImport in Financial Settings > General Settings > e-Payments > Transaction properties for addressing Payments via Mass Imports (Excel/DB)), Payment Method (OP_Payment_Method_Free_MassImport in Financial Settings > General Settings > e-Payments > Transaction properties for addressing Payments via Mass Imports (Excel/DB)).
- K-12 vs Higher Education: This setting behaves the same regardless of whether Higher Education Mode (Enable Configuration for Higher Education/Xrisi_parametropoihshs_kolegiou) is enabled or disabled.
