The Webstore module allows you to set up your school store for both the Online Webstore and POS. (Point of sale / In-person sales); process payments, track, reconcile and closeout all financial transactions.
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 create a merchant at the DCP or SCP level:
- If created at the DCP, the Webstore 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 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.
Step 1: 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 2: Create General Ledgers
It is required that all items/combo-packs/fees/fines/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 3: Set up Payment Options
Each merchant may accept one or more payment methods (such as credit cards, e-checks, or cash/check) through specific payment gateways. See Setting up Payment Options.
If your school requires a convenience fee for online payments, you will be able to set this up in the payment options. See Convenience Fee.
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: Create Categories
In order to allow parents to easily maneuver through the parent portal, it's best to set up categories and subcategories to organize the items that your school will be selling. See Creating Categories.
Step 6: Create Items / Combo Packs / Fees / Fines / Donations
Once you've done steps 1-5, then you can create the items you wish to sell in your Webstore. There are differences between the different available features, so be sure to read through the items, combo packs, fees, fines, and donations to determine how they will fit your schools' needs.
Step 7: Assign DCP Items, Combo Packs, Fees, Fines, and Donations to the SCP
In order for items created at the DCP to show in the parent portal, you will need to assign them to the SCP. This can be done by going into each SCP Webstore and changing the status to "Active." See Assigning District (DCP) Items, Fees, Fines, Donations to the School (SCP).
Step 8: Open your Webstore
Most schools enable the Webstore when they open registration. They do this in order to make sure student purchases are linked to the student accounts (orders are linked only when a student is logged into their account). Otherwise, the purchase is considered a public payment and is not linked to an associated student account.
If you need to run any refunds involving online payments, please keep in mind that this must be done through TXP and by the FULL amount that was paid. See TXP Refunds.
Step 9: Run Reports
If necessary, there are predefined reports that you may use for reporting:
- Purchase by Item & Order Summary Report
- Individual Item Purchase (Non-Registration Form)
- Donation Report
- Fee Report
- Student Fine Report
Step 10: 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 11: 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