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Payment Partnerships TM Coordinator Tour Rev: 27-Feb-13.

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Presentation on theme: "Payment Partnerships TM Coordinator Tour Rev: 27-Feb-13."— Presentation transcript:

1 Payment Partnerships TM Coordinator Tour Rev: 27-Feb-13

2 Background Information and System Overview Pay4SchoolStuffOnline.com was developed by parents and school administrators specifically to facilitate online payments between parents, schools and their affiliated organizations. The site allows parents to purchase any items offered by their school, PTA/PTO, Boosters and other affiliated clubs and school organizations, under the single integrated heading of the school. The site is designed to save parents time, and reduce school administrative costs and support staff burdens, by streamlining and consolidating fee processing and reporting. Built-in features enabling direct communication with parents, image and document upload, and form building/data gathering, result in direct cost savings, eliminating the need for postage. Labor stuffing backpacks, building rosters and directories, and chasing payments, is eliminated. Coordinators use a template to enter information about the item, and specify costs, when an item appears, and dictate information required from the parents (size, color, sports, choices, text, and information in custom-built forms). Real-time online reporting is available 24/7, 365. Pay periods are two weeks, with payments remitted via direct deposit one week in arrears. Payments are held for transactions totaling less than $100 within a pay period.

3 How it Works Schools and affiliated organizations post payment items under their schools heading. Parents relate their students to schools, and can pay for selected items offered under the schools listings. All transactions are tracked online, enabling immediate reporting for both administrators and parents. Funds are collected by Pay4SchoolStuffOnline and distributed to the organization responsible for listing the item. Innovative High School School Payment Partnerships TM Student: Cathy Innovative High

4 Site Navigation Getting around the site is easy! To create a new coordinator account, click here. Once logged in, simple drop- down menus provide access to Account Services, Reporting, and other administrative functions. Help Getting Started and other useful information is available online.

5 Creating an administrator account is easy! Enter your organizations name, your name, phone, fax and address Use a generic address (i.e. for your organization that is different than one you may use for your personal payment account. Reports and other communications will come to this address. Select your school by choosing the state and county names from the dropdowns. The address of the selected school will auto-populate. Call us at if you do not see your school listed. Indicate if you will require entry of Student ID when parent creates a student account. Account Setup

6 Select your Affiliation and Position Weve enabled various levels of access to the system, depending on your position, and if you are a member of the SCHOOL Staff (e.g. Principal, Business Mgr (PPC), Athletic Director), or a related or School Affiliated ORGANIZATION (e.g. PTA/PTO, booster clubs). Select your position from the appropriate drop- down. Enter your banking information. This is required for direct deposit. Check the box to enter up to 5 additional addresses to receive bi-weekly accounting reports. Click Submit and proceed to the agreement review. Account Setup

7 Review the Agreement The agreement outlines the terms of the relationship and fee structure. Fees: New Administrative accounts are subject to a one-time Start-Up Fee of $99. This fee can be paid in advance, or deducted from your bi-weekly accounting deposit. The Start-Up Fee covers account initialization, bank account verification, and up to one hour of dedicated technical support/training to help you get up and running quickly. Processing fees are 3.75% + $0.16/item., and are built into the final retail cost paid by parents. The agreement can be terminated at any time.

8 Account Setup Review the Agreement After reviewing the agreement, agree to the terms by selecting the appropriate check-box on the bottom of the page. Print a copy for your records. If you agree and click Submit your account setup is complete, and you will receive your proprietary Password and welcome package within 48 hours. Call us AT if you need it sooner.

9 The main administrative landing page provides coordinators with the ability to enter and activate selected items, generate reports, and edit their account information. To enter or activate specific items youd like to offer, click Select or Edit Items. Selecting or Editing Items

10 This list shows the types of items that administrators can make available for online purchase. Individual administrators can only see or edit items that they have listed. You can create your own category headings by clicking on the New Category Name icon on the bottom of the screen. Categories you have created will appear with an [E], which is a link to edit or delete the Category Name. You can click on [+] PREVIEW Items You Have Entered to see a summary of whats already been entered under each category. Summary information includes a quick view of the active date ranges, item name, retail cost, and inventory. Items shown un-bolded are inactive. To Select or Edit items in this Category, click Enter/Edit Selecting Items

11 If this is the first item within a Category, a blank template will appear. If you are selecting an existing item, stored information about the item is presented. Important Note: In order for any changes or additions to the Item Template to be retained, you must click SAVE Item. Selecting Items

12 Item Entry Template Review The Universal Item Entry Template provides flexibility for specifying characteristics of your items, and obtaining information from parents for items you are posting. Item Information: Enter the item name and descriptive information, specify item order, set contingencies, control inventory Price Controls: Determine the retail and net cost for the item Date Controls: Specify when an item is available Information Required From Parent Specify sizes, colors, seasons, choices; post forms and solicit answers Entering Items If you enter Cost, Retail Cost and Your Net will be calculated. The slider dictates how much of the margin and processing fee are paid by the parent. If you enter Retail Cost, it is assumed that the margin and processing fee are paid by the PPC. If applicable, indicate if youd like to offer the item with or for specific sizes, colors, genders or grade levels. You can also indicate that you would like the parent to provide feedback associated with the item or event. These choices become available to the parent, and must be specified by them when selecting an item. Administrators can disable their margin for a particular item by unchecking the Margin box.

13 Item Information Controls An Item Name is required. Specify Item Display Order (optional, will be alphabetical by default). Check Inventory Item (optional) and specify number of available items. You will receive notifications when inventory < 5, and item will turn off at 0 remaining; Click Reset Inventory link to reset. By clicking the Custom Description checkbox, you can enter a description of the item that will be visible to the parents. Use the custom description to explain whatever information you may require parents to provide. For accounting purposes, you may want to enter an alphanumeric Item Number (optional). Upload an image, document or form that youd like the parent to see, download, or fill out and return. Specify if this item is Contingent on one or more other items being selected. Entering Items

14 Item Information Controls A Contingent item will not be visible to the parents until items it is contingent upon are selected by the parent. Select up to three (3) previously listed items that this item is contingent upon from the drop-down list. Always remember to Save Item to save any changes you have made to this item. To Delete the item, click here. To add a new item under this category heading, click ADD New Item. To go Back to the previous page, click here. To return to the Main Menu, click here.

15 Price Controls The Parent Pays Slider, Margin check-box, and Base Cost interact to calculate the final Retail Cost paid by the parent, and the Net due to you for the item. The Slider controls how much of the processing fee is paid by the parent. If Base Cost is entered, and the Slider is equal to 0%, no portion of the processing fees are paid by the parent, and these are deducted from the Net. If Base Cost is entered, and the Slider is greater than 0%, the specified percentage of the processing fees are paid by the parent, and these are added to theRetail Cost. Entering Items

16 Price Controls By checking the Margin checkbox, an optional 0.75% Margin is available when Base Cost is specified and the Slider is greater than 0%. Retail Cost can be specified if you want to dictate the final cost to the parent. The Slider is disabled if Retail Cost is specified. Information-only items that do not require payment can be created – to solicit volunteers, for membership and permission forms, or for surveys. To enter an Information-Only, No-Cost Item, leave the Retail Cost and Base Cost prices at $0.00.

17 Date Controls You control when an item is available for sale. Items can be turned Off, remain Always On, or you can specify the Active From andActive To dates by clicking Set Dates. Dates begin at 12:00:01AM, and end at 11:59:59PM. For items or events that occur on specific dates, you can specify theEvent Date by clicking on the calendar control. This date will appear when a parent views this item. An item will not be visible to the parents if the date control is set toOff, or if it is outside of the Active From and Active To date ranges. Entering Items

18 Information Required From Parent Controls COLOR For items that require a Color to be specified, check Color and select the available colors for the item. Colors selected will be will appear in a drop-down list for the parent to select from. If specified, the parent will be required to select a Color from the list prior to checking out. Entering Items

19 Information Required From Parent Controls SIZE For items that require a Size to be specified, check Size and select the available sizes for the item. Sizes selected will be will appear in a drop-down list for the parent to select from. If specified, the parent will be required to select a Size from the list prior to checking out.

20 Entering Items Information Required From Parent Controls GENDER For items that require a Gender to be specified, check Gender and select the available genders for the item. Genders selected will be will appear in a drop-down list for the parent to select from. If specified, the parent will be required to select a Gender from the list prior to checking out.

21 Entering Items Information Required From Parent Controls SEASON For items that require a Season to be specified, check Season and select the available seasons for the item. Seasons selected will be will appear in a drop-down list for the parent to select from. If specified, the parent will be required to select a Season from the list prior to checking out.

22 Entering Items Information Required From Parent Controls SPORTS For items that require one or more Sports to be specified, check Sport, click (show) and select the available sports for the item. Sports selected will be will appear in a drop-down list for the parent to select from. If specified, the parent will be required to select one or many Sports from the list prior to checking out. Click (hide) to hide the list, and uncheck to deactivate.

23 Entering Items Information Required From Parent Controls CHOICES For items that require a Choice to be specified, check Choices, then click (show) and enter up to 6 available choices. The Choices entered will be will appear in a drop-down list for the parent to select from. They must be checked in order to appear. If specified, the parent will be required to select a Choice from the list prior to checking out. Click (hide) to hide the list, and uncheck to deactivate.

24 Entering Items Information Required From Parent Controls PERIOD For items that require a Period (or any number between 1 and 10) to be specified, check Period and select the available periods for the item. The Periods selected will be will appear in a drop-down list for the parent to select from. If specified, the parent will be required to select a Period from the list prior to checking out.

25 Entering Items Information Required From Parent Controls NAMES For items that may require the entry of (Family) Names or other lists, check Names. If specified, the parent will be able to enter up to 6 lines of text that will be associated with their purchase. This was developed for Family Passes or tickets where a single price is paid, covering a number of specified family members. Text entry is not required for this option.

26 Entering Items Information Required From Parent Controls FORM BUILDER For items that require formatted feedback from the parent, check Form, followed by (show) to bring up the form builder. Click (hide) to hide form. Click Add to enter a new form item. Indicate item order (Pos), leave check to Include, enter Item Name, Field Type, and check or uncheck if the item is/is not Required. Click Save to save a new or edited form item.

27 Information Required From Parent Controls FORM BUILDER Under Field Type, specify the type of information you will accept. Click Save to save a new or edited form item, or Edit to edit an existing form item. Entering Items

28 Information Required From Parent Controls FORM BUILDER For Form items that require a Choice to be specified, select Choices. Enter up to 6 Choices you want to offer. Entered Choices must be checked in order for them to appear on the form in the parents view. To change an existing form question, click on Edit, or Delete to delete. Entering Items

29 Information Required From Parent Controls FORM BUILDER Remember to select Save on the right to save a new, or edited form item. Click Add to add a new form item. Click Save Form at the bottom or the screen to save your form. Entering Items

30 Information Required From Parent Controls TEXT ENTRY For items that require feedback from the parent, check Text Entry. If selected, the parent will be required to enter text (255 char. max.) that will be associated with the item. Text Entry is required (by the parent) if Text Entry is specified.

31 Entering Items Information Required From Parent Controls DONEE For items that require entry of a Donee Name from the parent, check Donee. If specified, the parent will be able to enter a Name that will be associated with the item. Text Entry is required (by the parent) if Donee is specified.

32 Entering Items Information Required From Parent Controls AMOUNT For items that you want to offer the flexibility of a Parent-Specified Amount, check Amount. If specified, the parent will be able to enter an Amount of their choosing that will be associated with the item. This was developed to support donations and to enable Parent- Specified Donation Amounts. Any prices entered in the Price Controls are disabled if Amount is checked.

33 Reporting From the main administrative landing page administrators can generate reports using date ranges and other criteria. For report generation, click theGenerate Reports link, or click on Reports from the Coordinator Services drop- down.

34 Keeping track of your accounting is easy with Pay4SchoolStuffOnline Using the simple report generator, you can generate custom reports for … all items purchased, by date range all items purchased, by date range, by Parent Student or Student ID (new) Grade Activity or Item School or Administrative Position Item Number Parent contact reports are also available To generate a report, click here … Reporting

35 All reports include: Position responsible for item Item Name and Number Payment Date Grade Student Name Student ID (new) Quantity Costs and Net Parent Contact Info All of these columns can be sorted (by clicking on the header), so finding the information you need is easy. A helpful Info Show feature lets you see additional information about each transaction. You can Print the report, or save it to Excel. Reporting

36 Reporting A new feature lets you send s directly to selected parents from within the onscreen report grid. Once a report is generated select individual records or transactions by clicking the box on the far left for that record. Check the box in the upper left corner of the report grid to select all records. Click the link in the upper left corner of the report grid to place the selected parents addresses in the To: field of your default program.

37 Transaction payments are accumulated during a two week Pay Period. Payments are remitted via direct deposit, one week in arrears. A Pay Period schedule is available online after login, under the Information drop-down. Payments are held for transactions totaling less than $100 within a Pay Period. These are added to your present balance and deposited when more than $100 has accumulated. You will receive bi-weekly s detailing the deposit, including an Excel spreadsheet of all transactions. Note that all parent and student contact information is included within each transaction record. Payments To Your Organization

38 Account Services From the main administrative landing page administrators can edit their account information. You can specify an alternative contact name or mailing address for your school, and enter additional addresses to receive bi-weekly accounting reports under Edit Account, or from the Coordinator Services drop-down.

39 Administrators can: Quickly verify or change their contact information. Add additional addresses to receive bi-weekly accounting reports. For security purposes, once your account is setup, changes to banking information can only be made via written communication. Account Services Edit Account

40 Pay4SchoolStuffOnline does not list, track, deliver, or provide refunds for items listed and sold on the site. Questions regarding specific items, order status, or refunds should be directed to the School, PTA/PTO/PTSA, Booster Club, or other school-affiliated organization that listed the item(s). An receipt for each transaction is sent to the parent address used at login. Purchases can also be verified by parents using online reports. The price paid for each item includes all processing fees. You are responsible for any state, local or federal taxes. Credit and debit card information is not stored on the site, and must be entered at checkout. All transactions are transmitted securely using 256-bit encryption. Visa, MasterCard and Discover credit and debit cards are accepted. Other Things To Note …

41 We hope you enjoyed your Payment Partnerships TM Coordinator Tour Rev: 27-Feb-13

42 Contact Us … Please let us know if you have any questions, comments or suggestions. Technical Support: , option 2 If youre not using Pay4SchoolStuffOnline yet, contact us or your school representative today! By By phone: (877- EZPAYER ) By fax: By mail: Payment Partners, Inc W. Broad St. #756 Falls Church, VA 22046


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