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Reconciliation

Understanding isSettled Status

In the response body of the GET payment endpoints, the isSettled field is included within each individual payment item record. This value indicates whether a transaction is considered settled and is eligible for financial reconciliation. This field is not available as a query filter and must be evaluated from the returned data.

To ensure accurate reconciliation, integrators should only process records where isSettled=true, confirming that the transaction has successfully completed all processing steps and is ready to be matched with corresponding bank deposits.

Additionally, the Batch Status parameter can be used to isolate payments that have settled.

Credit Card Payments

Credit Card payments are marked settled when payment status="authorized" and the batch date has passed. Payments are batched each weekday for deposit to the designated bank account as follows:

Day of Deposit Day(s) of Transaction
Monday Saturday, Friday, and Thursday*
Tuesday Sunday
Wednesday Monday
Thursday Tuesday
Friday Wednesday

* Multiple bank deposits made on a single day will be posted in reverse chronological order.

Note: Banking holidays may delay deposits to the next business banking day.

ACH/eCheck Payments

eCheck Payments (ACH) are marked settled or returned based on confirmation from the payment gateway and banking systems. eCheck transactions are considered settled when the payment item has payment [status]="authorized" and checkStatus is either “settled” or “returned”.

For eChecks, disbursement takes approximately 5–7 business days.

Note: Banking holidays may delay deposits to the next business banking day.

Payment Identifiers

Field Name Description
paymentId Unique ID for each line item in a transaction (as seen from the appended characters at the end).
orderId Unique ID for a group of items processed together within a single MSB transaction. A single transaction may include various items like fees, store purchases, or other services. Items may share the same orderId or use separate orderIds when processed through different stores or routed to different bank accounts.
groupId Also termed Receipt ID in MSB reports, this value represents the logical grouping for related transactions (optional). It represents an entire cart, which may include multiple items. For example, all items in one transaction could include yearbook, fee, and meal balance could share the same groupId across multiple students.

To uniquely identify a line item within a transaction, use a combination of PaymentID and Sequence.

Tracking Cash Payments

Cash transactions are recorded with:

  • billingCode = Cash

  • billingAcctName = Cash

These can be filtered using transactionType or paymentStatus. Cash transactions will NOT have a batchId.

Working with Refunds

Refunds are returned as payments with a negative amount and transactionType of REFUND.

  • Refunds will have a unique paymentId

  • Refunds will retain the same orderId and groupId from the original purchase

  • Refunds issued for the full amount on the same day as the original payment will void the transaction. These will be returned with a Transaction Type of Refund.