The Online Payments module allows you to set up your school to accept credit card and ACH payments for the webstore and tuition: set up general ledgers, payment options, merchants, reconcile and closeout all financial transactions.
Once the Online Payments has been set up, tuition and webstore can be enabled. The Webstore can be used for a variety of reasons including but not limited to the sale of books, school supplies, spirit wear, student fines, registration fees, field trip fees, and more. In order to accept online payments, please inquire about merchant processing information from your client service representative.
You can set up Online Payments at the DCP or SCP level:
- If created at the DCP, the Online Payments will be considered district control. It will not be able to be edited at the SCP level. The DCP Webstore will be seen at all SCP's and in order for it to be activated for that particular school, you will need to activate the categories and items/fees/fines/donations in the SCP.
- If created at the SCP, the merchant cannot be transferred to the DCP or to any other school - it will remain within that particular SCP.
DCP or SCP SETUP:
Step 1: Create General Ledgers
It is required that all items/fees/financial obligations/donations be linked to an accounting general ledger (GL) so each transaction can be properly tracked. If you do not require GL accounts, you may create one with N/A. See Creating General Ledgers.
Step 2: Setup Payment Options
Set the payment gateway for Credit Card and ACH to "Active" depending on whether you choose to use it or not. These payment options will be set for the entire system. See Setting up Payment Options.
Step 3: Setup Merchant Account
Once you've created a merchant processing account, you will need to set it up accordingly in Transaction Express. This must be done prior to accepting payments so that you can track successful purchases. See Transaction Express (TXP) Virtual Terminal Setup.
Step 4: Create a Merchant
Each account will have its own merchant in K-12 Online. If you only have 1 merchant processing account, then you will only have 1 merchant in the system.
Selected items may be sold by various merchants (schools or organizations like PTA, PTO, ASB, etc) and grouped into separate categories and subcategories such as Books, Graduation, AP Exam Fees, School Fees, Clothing, Field Trip Fees, Registration Fees, etc. See Creating a Merchant.
Step 5: Reconciliation
The Reconciliation manager allows admins to reconcile the system’s cash and check amounts with on-hand amounts. It also reconciles the credit card transactions so that you can match it with the merchant processor’s statements. See Order Reconciliation.
Step 6: Closeout
The Closeout manager allows admins to closeout the reconciliations and then generate a closeout report which shows the following information:
- Reconciliation Summary
- Credit Card Detail
- ACH Detail
- Cash Detail
- Reconciliation Notes
- Expected Payment Summary
- Actual Payment Summary
- Sales by General Ledger Report
- Sales by Category Report
See Order Closeout and Closeout Summary Report.