OTR3_0_Upgrade_July2017 OTR3 0 Upgrade July2017
OTR3_0_Upgrade_July2017 OTR3_0_Upgrade_July2017
User Manual: OTR3_0_Upgrade_July2017
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Online Teacher Receipting: Version 3.0 Upgrades 7.10.2017 Hi Everyone, We’re very excited to announce that OTR Version 3.0 is completed! The upgrade is expected to be fully deployed by ~6am EDT on Friday 7/21. Please note, you will be able to use options from the new OSP upgrades (like the new OSP Products page) in conjunction with this OTR upgrade. OTR 3.0 is the largest overhaul of OTR in over three years. Among the biggest enhancements includes receipting payments made via credit card and a “view all” feature so bookkeepers can now view the work for their school staff. A full list of the new enhancements is below. Additional features are currently being developed and we are expecting a OTR 3.1 (or “phase 2”) sometime in winter 2017. If you would like a feature that is not yet available, please be sure to let us know so it can be considered for development. As always, if you have any questions or any comments please contact the OSMS Support Desk by email support@osmsinc.com or by phone at 703-378-8298 x204. Have a good summer break and a great Back-To-School season! -The OSMS Support Desk Contents 1) OTR 3.0 – Summary................................................................................................................................................................................................ 3 2) New Features – OTR Receipting Page .................................................................................................................................................................... 4 OTR Receipting Sections ............................................................................................................................................................................................ 4 Show All Users’ Receipts ............................................................................................................................................................................................ 4 Void Another User’s Receipts .................................................................................................................................................................................... 7 No Student ID Required ........................................................................................................................................................................................... 12 Activity Quick Pick .................................................................................................................................................................................................... 12 Detailed Obligations................................................................................................................................................................................................. 14 Variable Obligation Comment Field ......................................................................................................................................................................... 14 Payments by Credit Card.......................................................................................................................................................................................... 15 Split Payments.......................................................................................................................................................................................................... 18 Purchase Notes ........................................................................................................................................................................................................ 19 3) New Features – OTR Teacher Deposit Page......................................................................................................................................................... 19 OTR Teacher Deposit Sections ................................................................................................................................................................................. 19 School Wide Deposit Access .................................................................................................................................................................................... 20 Show All Users’ Deposits (Bookkeepers Only) ......................................................................................................................................................... 20 Void A Teacher’s Deposit ..................................................................................................................................................................................... 21 OTR Void Deposits Report.................................................................................................................................................................................... 24 OTR Deposits with Split Payments ........................................................................................................................................................................... 26 OTR Deposit Total Changes ...................................................................................................................................................................................... 26 1) OTR 3.0 – Summary Online Teacher Receipting (OTR) is a full Point of Sale (POS) system for schools to receipt payments of school activity funds. Think of it as cashier for things like field trips, donations, lost library books or any school item made in person. Effectively it is an upgrade to your Online School Payments (OSP) accounts. Any products made in OSP can “double dip” as products in OTR as well. OTR works by utilizing 2 different roles: the bookkeeper role and the teacher role. • The bookkeeper act in charge of the entire school, makes the products to sell in OTR, ensures funds go to the bank, does receipting in other school activity fund software (like School Funds Online). Bookkeepers are above the teacher role. Typically, there’s only 1-3x bookkeepers per school or program. • A teacher is typically the individual making the receipts, and batching them into a OTR Teacher Deposit. Teachers are below bookkeepers. Typically, there are 10-100+ teachers per school site. 2) New Features – OTR Receipting Page OTR Receipting Sections The OTR Receipting page has been completely redone. There are 3 distinct sections to the page: receipt/basic data, product details, and payment details. Show All Users’ Receipts We have now added a Show All Users List of Receipts feature. Teachers and bookkeepers will be able to confirm any previously made receipts, and can also re-email or reprint them as needed. To use, go to the magnifying glass adjacent to the Receipt Number field. This will open up the List of Receipts page. Check mark the box called Show All Receipts, and you should now see This will open up the List of Receipts page. Check mark the box called Show All Receipts, and you should now see all the receipts at your school. Void Another User’s Receipts Bookkeepers only will be able to void another user’s receipts. Any void done this way will appear under the bookkeeper’s name. Teachers do not have the ability to void another teacher’s receipts. To do, simply bring up the receipt like you would to view, then select the Void Receipt button. Select OK to confirm the void. You will also need to select a Void reason then click OK. A message will confirm the void was completed successfully. The Voided Receipt can still be found and verified by going back to the List of Receipts page. You can also view and print the voided receipt. No Student ID Required Receipts now can be made without requiring student info. This means you can do payments that don’t require student info like student names or IDs. Simply select the No Student ID Required button and the system will autofill the relevant fields below with not required. Activity Quick Pick A new, faster Quick Picks screen is now available to add Products to the Shopping Cart. To use, select the magnifying glass adjacent to the Activities and Variables field. The system will bring up a new page called Select Activities where you can cherry pick multiple items and quantities at once. Be sure to select the Add to Cart button to save your changes. Detailed Obligations Detailed Obligations (aka, student debts or invoices) can now be made with a partial payment. Previously, payments could only be made in full. You can also cherry pick all or individual outstanding detailed obligations to the Shopping Cart. Variable Obligation Comment Field Variable payment items like lost library books now come with a description field. This way, teachers can make a comment for what the specific item was for. For example, if doing a lost library book, you can now type in the name of the book. Payments by Credit Card One of the most exciting new additions to OTR 3.0 is payments by credit card. Previously, payments made in OTR could only be done via cash or check. To use, select the Card button under the Payment section. This will open up a new, green pop up window. Card information can be entered either via the keyboard or via a hardware, like a magnetic card reader/swipe device**. Standard credit card info is required, liked the 16 digit card number on the front of the card, expiration date, billing zip code, 3 digit CVV (can be found on the back of the card), and name on the card. If your school district passes the convenience fee onto the parents, you will see this amount as part of the grand total. Finally, agree to the terms by check marking the Payment Terms button, and then select the Submit button. **For schools interested in purchasing hardware for swiping credit cards, please note that these must be purchased from another vendor. That is, at this time OSMS Inc. does not supply them. One model that we use for testing purposes can be found in the link below: https://www.amazon.com/MagTek-21040145-SureSwipe-Magnetic-Interface/dp/B00EUMXPC4 The system will update the info in the Payment section. Finally, select the Post Receipt button. The OTR Receipt will now appear as a new window. The Payment Method field will say Credit Card for OTR. You can print locally if needed. Please note, that as an OTR credit card, these receipts will not be visible in your OTR Deposit page like your cash or check sales. The funds will be deposited on the 1st or 16th of the month (exactly like your standard OSP sales). Split Payments All districts should now have the upgraded OTR Split Payment feature. So, if a parent wants to pay for items with both multiple checks or a mixture of cash and check, the receipt will accurately reflect the multiple payment methods. Please note that this feature cannot be used in conjunction with credit cards. Payments must be made in full via credit card. To use, simply add the first payment, and then select the + Another Payment button. This will add another line for the next payment amount. Continue as needed until the Difference field equals $0.00, and you can post the receipt. Purchase Notes OTR Receipts now come with a Purchase Notes field located at the bottom of the Payment section. You can type a message or comment on this payment. At this time, Purchase Notes can be viewed best either on the individually receipt or in the Purchase Notes Report, located under the Reports tab Additional Reports Transactions with Purchase Notes. 3) New Features – OTR Teacher Deposit Page OTR Teacher Deposit Sections The OTR Teacher Depositing page has also been completely redone. There are 3 distinct sections to the page: receipt/basic data, product details, and payment details. School Wide Deposit Access Show All Users’ Deposits (Bookkeepers Only) Bookkeepers will now be able to see receipts from all teachers at their school. Previously, they could only see their own deposits. This made it difficult if you needed to void or reprint another teacher’s deposit. Bookkeepers only will be able to void another user’s deposits. Any void done this way will appear under the bookkeeper’s name. To use, simply check mark the Show All Users box. The teachers’ usernames will appear in a new User column. Please note that teachers will not see this upgrade. Teachers will instead see a blank spot instead. Void A Teacher’s Deposit Bookkeepers can now void another user deposits. This will be helpful if you need to make a correction on behalf of a teacher, like a duplicate. First, select the Magnifying Glass button next to the Deposit Number field. Then, on the List of Deposited Statements page, change your date range (View All is recommended) then select the Show All Deposits check mark box. This will get you a larger list of statements you can view. Click on the Select button to open that specific deposit. Select the Void button at the bottom. You will also now to need to record a Void Reason. Select the OK button to confirm the void. If the deposit is voided successfully, you will get a confirmation message. OTR Void Deposits Report The best report to use to review any voided deposits is the Voided Deposits – Current School Report. It can be found under the Reports tab Additional Reports page Reversing Transactions Reports Section. OTR Deposits with Split Payments Any OTR Receipts with split payments will be indicated with multiple lines. For example, if a receipt has $125.00 in cash and $125.00 in check for a total of $250, that receipt will appear twice in the OTR Teacher Depositing page, 1 line per payment method. OTR Deposit Total Changes Among other efforts to consolidate or specify information in OTR, we have added a new column to the totals. This should make it easier to figure out when the totals don’t match during a deposit.
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