Detailed Obligations Student Payments
OSPDetailedObligationsStudentPayments OSPDetailedObligationsStudentPayments
User Manual: DetailedObligationsStudentPayments
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OSP: Detailed Obligations and Student Payments Table of Contents Why Use Detailed Obligations? .................................................................................................................... 1 OSP School District Prerequisites and Setup ................................................................................................ 2 Adding Student Detailed Obligations ........................................................................................................... 2 Creating an Obligation Type Category (One-Time Setup) ....................................................................... 3 Next Steps ................................................................................................................................................. 4 Creating Student Detailed Obligations ......................................................................................................... 4 To create a Detailed Student Obligation: .................................................................................................. 4 Importing Student Detailed Obligations ................................................................................................... 6 Detailed Obligation Reports ......................................................................................................................... 7 Generating an Obligation Payments Report.............................................................................................. 7 Generating a Detailed Obligations Type Balance Report ......................................................................... 8 How Parents Pay for a Detailed Obligation ................................................................................................ 10 Next Steps ............................................................................................................................................... 11 Why Use Detailed Obligations? Student Detailed Obligations allow you to push student payments for money owed to the school or school district directly to the student or parent. They pay for these Obligations through your district’s OSP Parent Site using a credit or debit card. This obligation type can be considered as something similar to a student invoice. It also allows you, as the school’s bookkeeper, to easily track the payment status for this money owed by the student. Parents can pay for Detailed Obligations for students in their OSP Parent Account>>Student Profile. When a parent pays for Detailed Obligations on the OSP Parent Site, OSP displays a list of Obligations due and allows the parent to choose which Detailed Obligations they want to pay for in this order. Any OSP: Student Detailed Obligations Detailed Student Obligations which are not paid for in that order remain as “Student Obligations Outstanding” and are available for future payment. Several reports are available to help you track the payment status for Detailed Obligations. These are Detailed Obligations which have: Been paid (refer to the Reports: Detailed Obligations Paid section) Yet to be paid (refer to the Reports: Detailed Obligations Outstanding section) OSP School District Prerequisites and Setup Detailed Obligations require that the following items be set up before you can use this feature: 1. Your student ID and student information integrate with our Student Web Services functionality. This requires that parents use the student’s Student ID when they create an OSP Parent Account. For more information about how to obtain the student ID numbers for your school district, please contact your Central Office. 2. Your OSP Student Information is up to date for the following required fields: o o o o Student ID – This is the Student ID number assigned from your school district First Name – This is the first name of the student associated with this Student ID Last Name - This is the Last name of the student associated with this Student ID Current School Name – This is your school’s name as it appears in OSP You can download a Student Information template from our Web site to use with the Import Student Information task. For more information on how to update student information or to run the Import Student Information task, refer to the OSP User’s Guide. Adding Student Detailed Obligations Setting up Detailed Obligations is a two-step process. First, you set up the overall category for the type of Obligation, such as “Overdue Library Books”. Once this category is set up, you can use it over and over again. These categories remain on the OSP Parent Site and never go offline, like an Activity. Next, you create the specific Student Detailed Obligation and assign it to a specific student. Once you create this item, it remains in the OSP system as an outstanding item until either the parent pays for the Detailed Obligation or you delete it from OSP. Add Obligation Category Create specific Student Detailed Obligation(s) 2 OSP: Student Detailed Obligations Once the Student Detailed Obligation has been created, it is available for payment on the parent site. Since there are no dates for a Detailed Obligation to go online or offline for sale, the Obligation continues to be associated with that student’s ID unless you choose to delete it. Reports such as the Detailed Student Obligation Balance Report or Detailed Obligation Type Balance Report reports allow you to review which student obligations have had payments made against them and which student still owe money to the school. You can also download this report into Excel format, customize and sort the data for your own records. Creating an Obligation Type Category (One-Time Setup) 1. Select Setup | Student Oblig Setup the main menu. Student Obligation Setup screen appears. All active Obligation Type categories are displayed. 2. Choose the Add New Obligation link. The Student Oblig Setup menu appears. The Obligation Type ID is automatically created by OSP for you. 3 OSP: Student Detailed Obligations 3. Enter the name of the Obligation category, such as Lost Library Book in the Obligation Type Description field. NOTE: The contents of this field is critical to copy if you are also importing detailed obligations. 4. Enter the Teacher/Sponsor’s information in the Sponsor fields. 5. Enter the Fund Account number where the funds will be deposited or choose from an existing Fund Account. The Fund Account number must match exactly with the SFO Fund Account number. 6. If you are an OTR customer and want to make this an OTR-only obligation, enable the This Obligation is for OTR use only field. Note: When this field is enabled, this obligation type can only be receipted in school with the OTR application. Parents will not be able to pay for this obligation type online with a credit card. 7. Press the Update link to add this Obligation Type category. The new Student Obligation now appears on the OSP Student Obligation Setup list. The Obligation Category is now available for you to create a Student Detailed Obligation and assign it to student(s). Next Steps Now that you have created an Obligation Category, you can create one or more Detailed Obligations and assign them to an individual student. Creating Student Detailed Obligations Creating a student Detailed Obligation is a task you can run 1 or more times once you have an Obligations Category already set up. Running this task allows you to set the amount of the money due to an individual student. Any OSP parent profile which has that student ID attached to their profile can pay for this obligation online with a credit card. If you are an OTR customer, your teachers can also receipt Detailed Obligations in the classroom. Student Detailed Obligations can be created via: Detailed Student Obligation menu – This option is useful if you have only a handful of Detailed Obligations to add for your school. Student Obligations are added one by one with this task. Import Detailed Obligations – This option is useful if you have many Detailed Obligations to add for your school. Student Obligations are imported in bulk via an Excel spreadsheet template. To create a Detailed Student Obligation: 1. Choose Student | Student Detailed Oblig from the main menu. The Student Detailed Oblig screen appears with a list of all Detailed Obligations. 4 OSP: Student Detailed Obligations 2. Select the Add New Student Detailed Obligation link. The Student Detailed Obligation screen appears with an Obligation ID number already assigned for you. 8. Enter data into or choose options for the following fields. Student ID First name Last Name School ID (School Name) Obligation Date Obligation Type (Category Type) Obligation Amount Obligation Description 9. Select the Update link to save this Detailed Obligation and assign it to the chosen student. 5 OSP: Student Detailed Obligations OSP saves this new Detailed Obligation and displays it on the Student Detailed Obligation screen. Importing Student Detailed Obligations This task requires that you use our Import Detailed Obligations template and add student obligations to this file before you can import the obligations into OSP. The Import Detailed Obligations template can be found here. Save a local copy of the file to your computer. The following guidelines are important: 1. The Excel document must be in .xls format. 2. Extra columns are not supported. All extra rows must be blank too. 3. Every Obligation ID must be unique. 4. Summary Obligations must be set up first. This is the general category for the Detailed Obligation. 5. The worksheet name must be Sheet1. 6. The Obligation Type spreadsheet column must match exactly (including uppercase, lowercase letters and spaces) with the Obligation Type Description field from the Obligation Type Category setup. If they do not match, the spreadsheet rows will not import into OSP. To import Detailed Obligations into OSP: 1. Select the Import/Export | Import Detailed Obligations menu. 6 OSP: Student Detailed Obligations The Import Detailed Obligations menu appears. 2. Select the Choose File button. Your local computer directory appears. 3. Navigate to the location of your Import Template and select the Open button. The OSP Detailed Import screen appears with the chosen file selected. 4. Select the Import from Excel link to import your file into OSP. Once the file has been imported successfully, OSP displays the “Detailed Obligations Imported message”. Detailed Obligation Reports There are two Detailed Obligations reports which are helpful to track and maintain payment made versus payments outstanding. There reports are: Detailed Obligations Payments Detailed Obligations Outstanding Generating an Obligation Payments Report The Detailed Student Obligation Balance Report report allows you to see which students have paid for obligations. It also includes the first and last name of the Purchaser as well as the obligation amount paid and the information which was entered into the Description field. The report is organized by student ID. The report also gives a total amount of funds collected for that date range at the bottom of the report. As with all OSP reports, remember that you can always export the report to an Excel .xls file on your computer and sort the data to fit your requirements. 1. Select Reports | Additional Reports | Detailed Student Obligation Balance Report from the main menu. The Detailed Student Obligation Balance report screen appears. 7 OSP: Student Detailed Obligations 2. Choose one or more Obligation Types and select the OK button to generate the report. The Detailed Student Obligations Balance report appears. The report information is sorted by student name in the left column. Generating a Detailed Obligations Type Balance Report The Detailed Obligations type Balance report allows you to see which students still owe money for each obligation type. The report is organized by Obligation Type and then student ID . The report also gives a total amount of funds collected for that date range at the bottom of the report. As with all OSP reports, remember that you can always export the report to an Excel .xls file on your computer and sort the data to fit your requirements. 8 OSP: Student Detailed Obligations 1. Select Reports | Additional Reports | Detailed Obligation Type Balance Report from the main menu. The Detailed Obligations Type Balance report screen appears. 2. Choose one or more Obligation Type IDs for this report and select the OK button. The Detailed Obligations Outstanding report appears with a list of outstanding obligations for your school. 9 OSP: Student Detailed Obligations How Parents Pay for a Detailed Obligation 1. The parent logs into your school district’s OSP site. If this is a new parent account, they also have to add the student to their profile to be able to pay for a Detailed Obligation. 2. They select the Pay Obligations option along the menu bar. The Detailed Obligation Payment screen appears. 3. They choose the student from the Select Student Profile dropdown list box. 4. They select the school the student attends so that funds are sent to the correct school. 5. They review this list of unpaid Detailed Obligations for this student and click to select the Pay checkbox to the right of each item. OSP totals the selected Detailed Obligations in the Amount to Pay field. The parent cannot edit this field for partial payments. They can only choose which Detailed Obligation line items to pay in full. 10 OSP: Student Detailed Obligations 6. Once they have selected the Detailed Obligations for this order, they should press Add to Cart to add this Obligation to their shopping cart. The Detailed Obligation now appears in their shopping cart with the student’s name assigned to the right of the item. The student name cannot be updated since this Detailed Obligation is tied to this student. Next Steps Parents can now check out and pay for the Detailed Obligation with a credit card. The Check Out process is the same 4-step Activity Check Out process. 11
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