Invoicing Parents

Overview:

• Uses limited to requesting payment for self pay sessions and courses
• All Payment requests are completed using SchoolPay
• Because SchoolPay payment request type is a “Fee” and not an “Item”, this payment request will become inactive once paid.
• Funds are visible in Project Ledger XXXASESSSP

Creating SchoolPay Session and Course Self Pay Payment Request

• Copy the fee “ !SESSIONS SELF PAY MASTER TEMPLATE “ OR “ICOURSES SELF PAY MASTER(do not alter master template) to create the payment request. Template differences between the two are in Title only.

• Complete the new “fee” fields:
  • Allotment Title – “SESSIONS” (COURSES) , session description and student name if applicable
  • Description – Repeat Item title (Copy/Paste), add additional description.
  • Category- General School Use
  • Settlement Account-MSB District Depository Account
  • Enter Item Amount
    • Chart of Accounts: DO NOT EDIT: 379.xxx.140.0691.2.0.450.00000 (DO NOT EDIT) (KNC and TBC)
    • Chart of Accounts: DO NOT EDIT: 100.091.140.0629.1.0.450.00000 (DO NOT EDIT) (MCS)
  • Hidden Custom field – DO NOT EDIT

• Make fee visible in Payment Center – Default setting is to allow for guest checkout, not targeted to a specific student in SchoolPay target drop down (optional)

Overview:

• Uses limited to requesting payment for self pay workshops
• All Payment requests are completed using SchoolPay
• Because SchoolPay payment request type is a “Fee” and not an “Item”, this payment request will become inactive once paid.
• Funds are visible in Project Ledger TBCAWRKSP

Creating SchoolPay Session and Course Self Pay Payment Request

• Copy the fee “ !WORKSHOP SELF PAY MASTER TEMPLATE “ (do not alter master template) to create the payment request.

• Complete the new “fee” fields:
  • Allotment Title – “WORKSHOP” , workshop description and student name if applicable
  • Description – Repeat Item title (Copy/Paste), add additional description.
  • Category- General School Use
  • Settlement Account-MSB District Depository Account
  • Enter Item Amount
  • Chart of Accounts:  DO NOT EDT: 100.091.140.00000.1.0.450 (DO NOT EDIT)
  • Hidden Custom field – DO NOT EDIT

• Make fee visible in Payment Center – Default setting is to allow for guest checkout, not targeted to a specific student in SchoolPay target drop down (optional)

Overview:

• Uses limited to requesting payment/reimbursement when student allotments have been overspent
• All Payment requests are completed using SchoolPay
• Because SchoolPay payment request type is a “Fee” and not an “Item”, this payment request will become inactive once paid.

Instructions

• Copy the fee “ !ALLOTMENT OVERAGE MASTER TEMPLATE “(do not alter master template) to create the payment request 
• Complete the new “fee” fields:
  • Allotment Title – “ALLOTMENT OVERAGE” Last Name, First Name, “$xxx” (REMOVE “!” in front of Overage
  • Category- General School Use
  • Description – Repeat Item title (Copy/Past), add additional description if needed
  • Settlement Account-MS district Depository Account
  • Enter Item Amount
  • Chart of Accounts: 100.xxx.140.0691.1.0.450+ 
• Complete Custom field- Hidden/Project Code- Student’s Allotment Project Code XXXAXXXX (TBCA12345) example  
• Attach fee to a Specific Student (by select student, the fee will only be visible to the SchoolPay account holders associated with the student 
• Make fee visible in Payment Center 

Overview

• See SchoolPay Manual for more information about Virtual Terminal and Online Payments
• All Payment requests are completed using SchoolPay. Online Payment is the preferred method of collecting funds
• Because SchoolPay payment request type is a “Fee” and not an “Item”, payment request will become inactive once paid.

Instructions

1. COLLECTING PAYMENTS
   1. Online Payments- Parents will login to SchoolPay account, select appropriate fee/payment request, and checkout to complete the transactions.
   2. A payment request link may also be sent to the parent via email. 
   3. In Person Payments -Cash, Check and Card payment methods may be collected in person at front office.
      1. Select “VT” (Virtual Terminal), then “Office Terminal” 
   4. Select desired fee/payment request 
   5. Select student, and complete the checkout process,    Cash/Check, manual card entry,  Swipe Payment Card,  Complete Checkout process. 

Overview

• Uses limited to requesting payment/reimbursement when a reimbursement is expected for a posted student allotment deduction.
• All Payment requests are completed using SchoolPay.
• Because SchoolPay payment request type is a “Fee” and not an “Item”, payment request will become inactive once paid.

Instructions

• Copy the fee “ !ALLOTMENT REIMBURSEMENT MASTER TEMPLATE “(do not alter master template) to create the payment request 
• Complete the new “fee” fields:
  • Allotment Title – “ALLOTMENT REIMBURSEMENT” Last Name, First Name, “$xxx” (REMOVE “!” in front of Overage
  • Description – Repeat Item title (Copy/Paste), add additional description.
  • Category- General School Use
  • Settlement Account-MSB District Depository Account
  • Enter Item Amount
  • Chart of Accounts: 100.xxx.140.0691.1.0.xxx (choose correct chart of Accounts). If correct GL account is not built, send a request to the Accounting Supervisor for the Chart of Accounts to be built in SchoolPay for your location. 
• Complete Custom field- Hidden/Project Code- Student’s Allotment Project Code XXXAXXXX (TBCA12345) example  
• Attach fee to a Specific Student (by select student, the fee will only be visible to the SchoolPay account holders associated with the student 
• Make fee visible in Payment Center 

Overview

• Uses limited to requesting payment/reimbursement when a reimbursement is expected for a posted expense in the GL that do not hit GL Program code 0691, or a student allotment project
• All Payment requests are completed using SchoolPay
• Because SchoolPay payment request type is a “Fee” and not an “Item”, this payment request will become inactive once paid.

Instructions

• Copy the fee “ !NON ALLOTMENT REIMBURSEMENT MASTER TEMPLATE “(do not alter master template) to create the payment request 
• Complete the new “fee” fields:
  • Allotment Title – “NON ALLOTMENT REIMBURSEMENT” Last Name, First Name, “$xxx” (REMOVE “!” in front of Overage
  • Description – Repeat Item title (Copy/Paste), add additional description.
  • Category- General School Use
  • Settlement Account-MSB District Depository Account
  • Enter Item Amount
  • Chart of Accounts: 100.xxx.140.0000.1.0.xxx (choose correct chart of Accounts expense was paid from). If correct GL account is not built, send a request to the Accounting Supervisor for the Chart of Accounts to be built in SchoolPay for your location. 
• Complete Custom field- Hidden/Project Code- Project String if Applicable). This field will rarely be used. If student allotment project, then this is not the correct template to use 
• Attach fee to a Specific Student (by select student, the fee will only be visible to the SchoolPay account holders associated with the student 
• Make fee visible in Payment Center 

Overview

• Uses limited to requesting payment/reimbursement when a reimbursement is expected for a posted expense in the GL that do not hit GL Program code 0691, or if 0691 was used but the student is no longer enrolled in Synergy
• All Payment requests are completed using SchoolPay
• Because SchoolPay payment request type is an “Individual Item” and not a “Fee” this payment request must manually be made inactive once paid. 

Instructions

• Copy the fee “  !!NON ENROLLED STUDENT REIMB/REVENUE MASTER TEMPLATE (USE IF STUDENT HAS WITHDRAWN) “(do not alter master template) to create the payment request 
• 
• Complete the new “Individual Item” fields:
• • Allotment Title – “NON ENROLLED” Last Name, First Name, “$xxx” (REMOVE “!” in front of Overage
  • Description – Repeat Item title (Copy/Paste), add additional description.
  • Category- General School Use
  • Create a Custom Link to send to the parent 
  • Settlement Account-MSB District Depository Account
  • Enter Item Amount
  • Chart of Accounts: choose correct chart of Accounts expense was paid from. If correct GL account is not built, send a request to the Accounting Supervisor for the Chart of Accounts to be built in SchoolPay for your location. 
  • 
• Complete Custom field- Hidden/Project Code- Project String if Applicable). 
• Do not make fee visible in Payment Center 
• Send custom URL link via email to the parent
• Inactivate item after payment is received.

Overview:

• Uses limited to requesting payment for buy out of equipment
• All Payment requests are completed using SchoolPay
• Because SchoolPay payment request type is a “Fee” and not an “Item”, this payment request will become inactive once paid. 
• Only only Student Allotment Project Code per Buy out item created

Buy Out-Equipment Purchase Made in Current Fiscal Year

• Copy the fee “ !Equipment Buy Current Fiscal Year Master Template “ (do not alter master template) to create the payment request. 
• 
• Complete the new “fee” fields:
  • Allotment Title – “Equipment Buy out” , item description, student last name first name, cost. Make sure to remove the “!” at the beginning.
  • Description – Repeat Item title (Copy/Paste), add additional description.
  • Category- General School Use
  • Settlement Account-MSB District Depository Account
  • Enter Item Amount
  • Chart of Accounts:  Enter GL Code Used for Original Purchase.  If for multiple items, all GL account codes to make purchase must be the same (otherwise create multiple SchoolPay Buy out fee items)
  • Hidden Custom field -
    • Current Year PO / Pcard Document Number /Invoice number – Enter PO or Pcard Document ID for when the purchase was originally made.  For multiple purchases, a comma in between information.
    • Date of Purchase - For multiple purchases, a comma in between information.
    • Student Allotment Project Code: Enter Student Allotment Munis Project Code -Only one Student per Buy Out item. 
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• Make fee visible in Payment Center – Default setting is to allow for guest checkout, not targeted to a specific student in SchoolPay target drop down (optional)
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Buy Out-Equipment Purchase Made in Prior Fiscal Year

• Copy the fee “ !Equipment Buy Out Previous Year Master Template “ (do not alter master template) to create the payment request. 
• 
• Complete the new “fee” fields:
  • Allotment Title – “Equipment Buy out” , item description, student last name, first name, cost. Make sure to remove the “!” at the beginning
  • Description – Repeat Item title (Copy/Paste), add additional description.
  • Category- General School Use
  • Settlement Account-MSB District Depository Account
  • Enter Item Amount
  • Chart of Accounts:  DO NOT EDIT: 100.000.000.0000.0.0.230
  • Hidden Custom field -
    • Previous Year PO / Pcard Document Number /Invoice number – Enter PO or Pcard Document ID for when the purchase was originally made.  For multiple purchases, a comma in between information.
    • Date of Purchase - For multiple purchases, a comma in between information.
    • Student Allotment Project Code: Enter Student Allotment Munis Project Code -Only one Student per Buy Out item. 
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• Make fee visible in Payment Center – Default setting is to allow for guest checkout, not targeted to a specific student in SchoolPay target drop down (optional)

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