Online School Payments (OSP) User Guide

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1 Online School Payments (OSP) User Guide November, 2013

2 OSP User Guide Table of Contents Overview...3 Site Information...3 Login to Portal...4 Activity Setup...6 OSP Activity Setup Form...6 Add Activity...7 Copying an Activity Adding Attachments to an Activity Activity Lookup Edit Activity Remove Activity Setting up Variable Payment Options What are Variable Payment Options? Setting Up a Summary Obligation for Donations Deleting a Summary Obligation Activity Reports Viewing Reports Printing Reports Exporting and Saving Reports Adobe Acrobat (PDF) Format Microsoft Excel Format Save As Returning from Reports Obligation Payments Report Viewing Report Refunds Lookups View Statement P a g e

3 Posting OSP Transactions into School Funds Online (SFO) Password Management Update Password Student Data Viewing Student Information Parent Site Account Setup Making an Online Purchase Making an Online Donation Customer Support Support by Phone Support via Online Support P a g e

4 Overview Online School Payments (OSP) is a school activity funds payment solution that allows parents, students, and guardians to pay with a credit or debit card online using a web browser from any location, 24 hours a day. The system allows for school bookkeepers to easily set up school activities, events and other activity items online for purchase from within an easy to use web based portal. Parents then can go online, view these activities, add them to a shopping cart, check out and pay by using a credit card or an e-check. After payment is made the system will automatically deposit those funds received online into each individual school s bank account. A receipt is then ed to the purchaser and subsequent is sent to the Teacher/Sponsor of the activity notifying them that a payment has been received for a student. In addition, reports are available for teachers, bookkeepers and administrators from within OSP to view online sales activity. When funds are deposited from OSP into a school s bank account the bookkeeper is notified via that a deposit has been made and a statement report is available. The information from the statement is broken down by fund account and is reading for importing into School Funds Online (SFO) as a cash receipt. Site Information Parent Site Where parents make purchases osp.osmsinc.com/volusia OSP Management Portal Where activities are created by the Bookkeeper osp.osmsinc.com/volusiaportal Portal Login User Name First initial + last name Password Must be at least 6 characters Support The will notify all support staff on call. 3 P a g e

5 Login to Portal Open your internet browser and enter the web address of the OSP Management Portal (osp. osmsinc.com/volusiaportal) Enter your login credentials and click Next. Select your school from the dropdown and click Login. If you see a school in the right corner, you are now logged into the OSP Management Portal 4 P a g e

6 If you have received a Login Failed message, please verify that you have: Entered your username and password correctly. That Caps Lock is turned off if necessary. You are at the correct OSP Management Portal for your District. If you still cannot remember your password, click the Forgot Password link. Fill out your User Name and click the Send Password link. A new password will be sent to your address. 5 P a g e

7 Activity Setup An Activity is the item to be sold (ex. yearbook, field trip, class dues, P.E. uniforms, etc.) To ensure that you have all the required information to set up an activity in OSP, have the teacher/sponsor complete an OSP Activity Setup Form. Here is a sample OSP Activity Setup Form with explanations for each required field. OSP Activity Setup Form OSP Activity Setup Form Field Required Additional Info Activity Name Yes 31 character field Activity Information Yearbook Sales Activity Description No 100 characters field Appears directly below the Activity Name on the website. Can be a description or instructions. Pre-order your yearbook now. Please keep your receipt as proof of purchase. Yearbook distribution will be in May. Grade Level Yes Values of K, 1st, 2nd 12th, All, and NA All Course/ Class No 31 character field na Used for activities that are grade specific (ex. graduation). Can also choose All or NA. Can be used to give the parent a better idea of what course/class the activity is associated. Price Yes Dollar amount field, 2 decimal places $80.00 Activity Date No The date the Activity is to occur or NA na Can be used to give further information about the date of the activity (ex. date of field trip). Fund Account Yes Leave blank if unknown This is the account that will be credited with the sales revenue when the activity is purchased. 6 P a g e

8 Yearbook Teacher/Sponsor Information Field Required Additional Info Yes Username.volusia.k12.fl.us Last Name Yes Teacher s Last Name First Name Yes Teacher s First Name Enter the address and name of the teacher/sponsor responsible for the activity. The teacher/sponsor will receive an at this address when changes have been made to the activity setup and each time the activity has been purchased online. Field Required Additional Info Period Offered Online Date to go Online Yes Date field mm/dd/yyyy - Defaulted to the system date Immediately This is the date when the activity should appear on the website to the public for purchase. Date to go Offline Yes Date field mm/dd/yyyy - Activities are recommended to be setup each year, therefore should have an end date within the school year 5/31/2014 This is the date when the activity should no longer appear on the website to the public for purchase. Add Activity To set up an activity in OSP, click on Transactions and then choose Activity Setup as shown below: 7 P a g e

9 Click the Add New Activity Link. You are now at the Add/Edit OSP Activity Page. Enter the information about the activity you wish to set up. There are several required fields when adding a new activity, these include the following and are denoted by a Red Arrow icon. Activity Number: Unique number generated by the application when New is clicked. Activity Name: Enter Activity Name. 8 P a g e

10 Description: Enter a description for the activity. This appears directly below the Activity Name on the website. Can be a description or instructions. Sponsor/Teacher Address*: Enter the address of the sponsor/teacher responsible for the activity. If the address is already in the system, the Sponsor/Teacher Last and First Name will be populated. This address will be notified when changes are made to the activity setup and each time the activity has been purchased online. Sponsor/Teacher Last Name Sponsor/Teacher First Name Date to go Online for Sale*: Used by the system to determine when the activity should be available to the public on the website for purchase. Date to go Offline for Sale*: Used by the system to determine when the activity should no longer be available to the public on the website for purchase. Price: Enter the price of the activity that parents will pay for the activity. Fund Account*: This is the account that will be credited with the sales revenue when the activity is purchased. Fund Account Description*: Description of the Fund Account used as it reads in School Funds Online (SFO). Grade Level: Each grade level is available along with the options NA and All. Other fields that are not required include: Date Activity Starts: Not required, but this date field can be used to give further information about the date of the activity being offered. For example, you could use this to put the day of the field trip. Course/Class: Not required, but can give a parent a better idea of what course/class the activity is associated. This Activity is for TRO use only: Click on this if the activity will only be used for Teacher Receipting Online (TRO) and will not be offered for purchase online. * Denotes information that is used by the application, but is not visible to a parent viewing the site online. If you need the following inventory or GPA fields, click Save and Proceed to Additional Options. If not, click on Save and Out to create the activity. If you do not want to setup the activity, simply click the Cancel Link and you will be returned to the Activity Setup Page. Additional Options on the next screen are: Activity Number: Unique number generated by the application carried over from the previous screen. No of Activity Sold: Not required, but can be used to reserve a certain inventory quantity for onsite sales. Enter Quantity: Not required, but can be used to track inventory. Enter the total number of inventory available. Once the inventory has been depleted, the next purchaser will receive a no quantity available message. Enter Minimum GPA Required: Not required, but can be used to only allow an activity to be purchased if the student has an eligible GPA. 9 P a g e

11 If you remain at the Add/Edit OSP Activity Page, you may be missing a required field and it will be highlighted with red text indicating the field is required. The completed activity will now show in the Activity Setup page, with other activities that have been set up. 10 P a g e

12 Once the activity has been created, an is sent to the Sponsor/Teacher associated with the activity. When the activity is available online depends on the Date to go Online for Sale that was selected. Copying an Activity To copy an existing activity, click on the Edit link to the right of the activity to be copied. 11 P a g e

13 Scroll to the bottom of the activity screen and click on the Copy and the Save and Quit links. The will create another activity exactly like the one copied, but with the next available activity number. 12 P a g e

14 Click on the Edit link to the right of the new activity and make any necessary changes. Once all changes have been made, click on the Save and Out link to save the changes. Adding Attachments to an Activity To add an attachment to an activity, insert the following code in the Description field and alter the web address for your link. Complete the attached form, <a href="http://myvolusiaschools.org/">click here</a> and bring it with your receipt... OSP will look like this. When the purchaser clicks on the click here it will automatically take him/her to the attachment. Using the back arrow in the upper left corner of the screen will bring the purchaser back to the school s OSP site. Activity Lookup To locate an Activity from the list of activities on the Activity Setup page scroll through the list of activities or use the search field. To use the Search feature, enter text in the search box, and then click the Magnifying Glass icon. It may be necessary to check the box Include Inactive if the Date to Go Offline has already passed. 13 P a g e

15 Edit Activity The following steps are how to make changes to information about an activity. Changes made to an activity will immediately take place on the website. The teacher/sponsor will also get an notification of the changes. Lookup the Activity. See the Activity Lookup Section of the Manual. Click the Edit link next to the activity. Make required changes. Click Save and Out. 14 P a g e

16 If you do not want to accept the changes, simply click the Cancel button. This will not delete the activity, but will just clear it from the window unchanged and bring you back to the Activity Setup Page. Remove Activity The following steps are how to delete an activity. Lookup the Activity. See the Activity Lookup Section of the Manual. Select the Delete. 15 P a g e

17 The system will not allow you to delete an activity that someone has already purchased. If you cannot delete an activity because it has already been purchased, but do not wish it to be available for further purchase online, change the date to go offline to a date in the past and click Save. Refer to the Edit Activity Section of the Manual for more information on how to change the date to go offline. Setting up Variable Payment Options What are Variable Payment Options? Using the Summary Obligations option allows you to set up variable payment options for parents where they choose how much to pay for an item, such as a donation. Setting up summary obligations is similar to setting up an Activity, but the obligation never goes offline for sale. Summary obligations also have no set price since the purchaser will determine the amount to be paid. All summary obligations must have a specific fund account assigned to it. Once the summary obligation has been created, it is available immediately on the parent site and stays there unless you choose to delete it. Reports such as the Summary Obligation Payment report allow you to review which student obligations have had payments made against them. Setting Up a Summary Obligation for Donations Select Setup from the menu and then choose StudentOblig.Setup If a list of existing summary obligations does not appear immediately, it may be necessary to click on the plus sign (+) as shown below: Click on the Add New Obligation link. 16 P a g e

18 The Student Oblig Setup menu appears. Enter the information about the obligation you wish to set up. There are several required fields, these include the following and are denoted by a Red Arrow icon. Obligation Type ID: Unique number generated by the application when New is clicked. Obligation Type Description: Enter the name of the Summary Obligation (ex. Athletic Donation). Sponsor Address*: Enter the address of the sponsor/teacher responsible for the activity. If the address is already in the system, the Sponsor/Teacher Last and First Name will be populated. This address will be notified when changes are made to the activity setup and each time the activity has been purchased online. Sponsor Last Name Sponsor First Name ] 17 P a g e

19 Fund Account: This is the account that will be credited with the sales revenue when the activity is purchased. Fund Account Description*: Description of the Fund Account used as it reads in School Funds Online (SFO). Press the Update link to add this student obligation. The student obligation is now available online. Deleting a Summary Obligation Once a summary obligation has been created, it always appears on the parent site since there are no dates for an obligation to go online and offline for sale. The only way to hide an obligation from the parent site is to delete the obligation. Select Setup and then StudentOlig. Setup. Select the Delete option on the right side of the Obligation Type the you want to remove. OSP will display a message asking if you want to delete this obligation. Press OK to continue deleting this obligation. 18 P a g e

20 Activity Reports Viewing Reports To view reports of purchases for a sponsor/teacher s activities choose Sponsor/Teacher Activities option from the Reports menu dropdown. Select the Teacher/Sponsor from the Drop Down List and then click the Magnifying Glass to view the report. To view activities that are no longer for sale online, check the Include Inactive box. 19 P a g e

21 The report will contain all Activities associated with the Sponsor/Teacher selected. Each activity will have a list of the students and parents who have purchased the activity and total amounts collected and count of students. Students that have had their purchase refunded will be marked with an asterisk (*) and will not count towards the activity totals. To navigate to other pages of the report use the VCR Buttons ( ). To print or save the report, see either the Printing Reports Section or the Exporting and Saving Reports Section of this manual. 20 P a g e

22 Printing Reports To print the report, click the printer icon on the Report Navigation Bar. A popup window will be displayed to choose the print range. Change the Page Range to All and then click OK. A new window will pop up, where you can print the report by using the printer icon in the top left. From this window you can also save the report as a PDF document on your local or shared drive. See the section entitled Adobe Acrobat (PDF) Format. Exporting and Saving Reports A report can also be exported and saved to your local or shared drive. To do this, click the Disk Icon, which is the left most icon of the Report Navigation Bar. 21 P a g e

23 This will bring up the export window where you will choose the format from the drop down window. Click OK, and the report will be exported to the format of your choosing. Adobe Acrobat (PDF) Format From this window, the file can be saved using the Disk icon, which should be the second icon from the left. See the section entitled Save As later in the manual for more information. The report can also be printed from this window. See the Printing Reports Section of this manual. 22 P a g e

24 Microsoft Excel Format Click Save to bring up the Save As Window. See the section entitled Save As later in the manual for more information. If you click Open, the report will be brought up in Microsoft Excel. 23 P a g e

25 Save As Once at the Save As window, you can save the file as you normally would save any file on your local computer. Returning from Reports Click the Return Button in the top left corner of the page. 24 P a g e

26 Obligation Payments Report The Summary Obligations Payments report allows you to see which students have paid for obligations within a date range. 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, you can export the report to an Excel.xls file and sort the data to fit your needs. Viewing Report Select Reports, and then Summary Obligations Payment from the main menu. Enter the start date for this report in the Beginning Payment Date field or use the Calendar link. Enter the last date for this report in the Ending Payment Date field or use the Calendar link. Click on the magnifying glass icon to start the report generation. The OSP Summary Obligations Payments report appears with the date range you specified. 25 P a g e

27 Refunds To process a refund, you will need the order number that was assigned to the purchase. This can be obtained several different ways: The order number is printed on all s sent to the purchaser, teacher/sponsor, and bookkeeper. Choose Payments by Students from the Inquiry menu dropdown. Enter either a student ID, last or first name and click on the magnifying glass to view the records. Students that have had their purchase refunded will be marked with a Yes in the Refunded column. Run one of several reports (Sponsor/Teacher Activities, Activity Date Range, Payment by Students). Students that have had their purchase refunded will be marked with an asterisk (*) at the left side, and the word Returned in the Returned column. Refer to the Lookups Section of the Manual for more information on how to lookup information on orders. To process a refund, choose Refund from the Transactions Menu. Enter the Order Number that you would like to return an activity from and click the Magnifying Glass Icon. The order will be displayed below. Click the Detail button to view the activities purchased on the order. 26 P a g e

28 Here you will view the lines of the order. Check the boxes of the lines to be returned. When ready to return the amount, click Refund in the lower right corner. 27 P a g e

29 You should receive a message that looks like: Order Number ####### has been refunded and returned. If you receive a message that looks like: Order Number ####### Transaction Denied you may need to contact support. In an emergency, support can process the refund for you. Lookups Click on either the Payment Inquiry or Payments by Students from the Inquiry dropdown from the Menu bar. You may need to click on the tiny box with a plus (+) sign to get the inquiry dropdowns to appear. 28 P a g e

30 Select how you would like to lookup the order from the Search By dropdown box. Enter the name or beginning portion of the name and then click the Magnifying Glass. Mark all schools to search for the order at other schools in the district. This should be used in the case that a parent may have made a purchase from the wrong school. The list below will include all orders based off the criteria entered. 29 P a g e

31 Click the Detail button next to the order to view the activity line items. View Statement Around the 1st and 16th of each month the school bookkeeper will receive an similar to the one shown below. This is notification that the funds have been deposited to the school s bank account, a statement is available in OSP for printing, and an electronic deposit is ready to be posted in School Funds Online (SFO). To view the details, log into the OSP Management Portal. Click the Statements Menu option. Here you will see your school s unviewed statements. 30 P a g e

32 To view previously viewed statements, put a check in the Include Previously Viewed box and click the Magnifying Glass. Click the Display link to view the statement. The first page of the statement is the summary by account. Total amount deposited by account To view the other pages of the statement, which include detail, click the VCR Buttons ( navigate through the pages. ) to 31 P a g e

33 The following page(s) list in detail each online order by account. Verify that all your s during the time period are accounted for on this statement. To print the statement, click the printer icon on the Report Navigation Bar. A popup window will be displayed to choose the print range. Change the Page Range to All and then click OK. A new window will pop up, where you can print the report by using the printer icon in the top left. From this window you can also save the report as a PDF document on your local or shared drive or it. See the section entitled Adobe Acrobat (PDF) Format. 32 P a g e

34 Posting OSP Transactions into School Funds Online (SFO) Log into School Funds Online (SFO) and choose Receipts and Post Electronic Deposit. Select the statement number that was provided in the from the dropdown list. Change the date to the STATEMENT date (when it was deposited to your bank account). Then click on the Print/Post Receipt button. 33 P a g e

35 Make sure you print your receipt before clicking on the Print Deposit button. Print the Deposit Analysis Report. 34 P a g e

36 One way to see the actual transaction(s) that was posted is to click on Reports, choose Receiptee and then choose Receiptee History. Select the date range that pertains to the deposit, choose OSP from the Receiptee dropdrown list, and click on the button to view the report. The report that is generated will supply the receipt number that was assigned, receipt date, and a summary by account number of the deposit. Should equal total on statement 35 P a g e

37 Password Management Update Password To update your password, click the Manage Password button. Then click on the Manage Password link. In order to change your password, you will need to provide your current password, as well as your new password and a confirmation of your new password. Once this is all entered, click on the Change Password link. Student Data Viewing Student Information To look up a student, click on the Students button and choose Student Information. 36 P a g e

38 Enter either a student ID, last name, or first name and click on the magnifying glass. If you are unable to locate a specific student, it may be because the student is new to your school and has not been loaded into OSP. Contact the Finance Department for a student load refresh. 37 P a g e

39 Parent Site Open your internet browser and enter the web address of the Parent Portal Site (osp.osmsinc.com/volusia). The Parent Portal Site home page looks like this. To navigate to a specific school, select the type (elementary, middle, or high), then click on the desired school. This is where the parent/purchaser will begin selecting activities to purchase. The purchaser is charged a small handling fee (4% of the total purchase) for online orders. 38 P a g e

40 A hyperlink can be added to your school s home page linking to the OSP portal directly associated with your school. Account Setup All parents/purchasers must set up an account prior to the final checkout. This can be done at any time by clicking on the Your Account button and entering a username, address, first & last name, and a password under New Users. The password must be at least 8 characters long. The password hint and answer are not required fields. When finished entering the data, click on the Create New button. The Order History screen will appear. From here you can either begin shopping by clicking on the Start Shopping link or add a student to your student profile. Click on the Add Student Profile button. 39 P a g e

41 Enter the student s first and last name, and student ID. The middle name is not required. The first and last name fields are not case sensitive, but the student ID field is. You must enter a 1 before the alpha ID and the alpha ID must be in ALL CAPS (ex. 1ABCD). If you did not use all caps for the student Id, you may have received the following error message: Once all information has been entered correctly, the selected student will appear under your student profile. To add more students, click on the Add Student Profile button and repeat the process. Making an Online Purchase A parent/purchaser will access OSP either via a hyperlink on the school s home page linking to the OSP portal directly associated with the school or by entering the web address on his/her internet browser. Hyperlink If using the internet browser, navigate to a specific school by selecting the type (elementary, middle, or high), then click on the desired school. This is where the parent/purchaser will begin selecting activities to purchase. 40 P a g e

42 Some activities may have additional instructions, such as complete the attached form included in the description. Click on the Click here link, which will automatically load the attachment. Using the back arrow in the upper left corner of the screen will bring the purchaser back to the school s OSP site. Select the activity to purchase by clicking on the Activity Name in bold and underlined. NOTE: Quantity must always be a 1. If you would like to purchase more than one, simply choose the activity from the list again. Although the field allows you to enter a number other than 1, you will get the following message at checkout: 41 P a g e

43 Once you have clicked on the activity, click on the Add to Cart button. The Shopping Cart screen will appear with the activity name, price, quantity, amount, and total purchases. To delete a purchase, click on the x to the right of the purchase. If you are not finished shopping, click on the Continue Shopping button. Once you are finished shopping, click on the Checkout button. 42 P a g e

44 If this is the first time you have used this site, enter the requested information under New Users and then click on the Create New button (refer to the Account Setup section of this manual). Returning users can enter their username and password under Current Users. The Step 1 of 4 Assign Student Profile to Activity screen will appear. If this is the first time you have used this site, you will need to add a student profile to your account (refer to the Account Setup section of this manual). Returning users can select a student from the Select Student Profile dropdown list. Click on the Next button. New users only 43 P a g e

45 Step 2 of 4 - Address asks for your name, address, and phone number. Once you have entered everything, click on the Next button. Step 3 of 4 - Payment asks for your credit card information. This information is not stored on the website and will have to be reentered each time for security purposes. Click on Credit Card and enter credit card information. Click on the Review Order button. 44 P a g e

46 Step 4 of 4 Review Order: Your order should now appear on the screen. Once all information has been verified, check the payment terms box and click on the Place Order button. Your order will be processed and your account charged. The handling fee is 4% of the total for each online transaction. Making an Online Donation Schools accepting online donations will have instructions on their school s OSP page similar to the example below: Once the donor clicks on the click here, the Summary Obligation Payment screen will appear. Since OSP requires the selection of a student, a generic student (John Doe ID# 9999) has been added for situations such as 45 P a g e

47 these that really do not apply to student purchases. Any first time users will have to add John Doe to their student profile. This can be done from the Summary Obligation Payment screen by clicking on (If Student is not listed add them by clicking here). Instructions appear at the bottom of the Edit Student Profile screen. Type John in the first name field, Doe in the last name field, and 9999 for the student ID. Click the Save Changes button. Returning back to the Summary Obligation Payment screen, the donor would now select John Doe from the student profile dropdown list. Then the donor must select the school they wish to donate to. If a school only has one donation account set up, the Obligation Type will automatically populate. The last thing the donor must do on this screen is enter the amount of the donation and a description if necessary. Once the screen is completed, click on the Add to Cart button. 46 P a g e

48 Donor can continue to the shopping cart as explained above. Customer Support This section will walk you through several ways to get support from Online School Management Systems (OSMS). Support by Phone Online School Management Systems (OSMS) can be reached by phone at Support via An to will notify all support staff on call. Online Support Online School Management Systems (OSMS) website address is videos and documentation on OSP. This site contains training Support can also be obtained directly from the OSP portal. Scroll to the bottom of your school s OSP home page. Enter your address, name, and a brief explanation of the problem. Click on the Send link to send a message directly to OSMS. 47 P a g e

49 48 P a g e

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