Fees - Standard Mode Guide

Transcription

1 Fees - Standard Mode Guide Release 2018 May 2017 SISFSAUG

2 The Edupoint software and any form of supporting documentation are proprietary and confidential. Unauthorized reproduction or distribution of the software and any form of supporting documentation is strictly prohibited and may result in severe civil and criminal penalties. Information in this document is provided in connection with Edupoint Educational Systems, LLC. products. No license to any intellectual property rights is granted by this document. The screens, procedural steps, and sample reports in this manual may be slightly different from the actual software due to modifications in the software based on state requirements and/or school district customization. The data in this document may include the names of individuals, schools, school districts, companies, brands, and products. Any similarities to actual names and data are entirely coincidental. Copyright 2016 Edupoint Educational Systems, LLC. Edupoint, Synergy Student Information System, Synergy Special Education, Synergy Assessment, TeacherVUE, LessonVUE, StudentVUE, and ParentVUE are registered trademarks of Edupoint Educational Systems. Inspect is a registered trademark of Key Data Systems. Google and the Google logo are registered trademarks of Google Inc. Apple and ipad Pro are trademarks of Apple Inc. Microsoft and OneDrive are trademarks of the Microsoft group of companies. Other names and brands may be claimed as the property of others. Copyright 2016 Edupoint Educational Systems, LLC.

3 Fees - Standard Mode Guide 3 About This Manual Edupoint Educational Systems, LLC. develops software with multiple release dates for the software and related documentation. The documentation is being released in multiple volumes to meet this commitment. Conventions Used in This Manual Bold indicates user interactions such as a button or field on the screen. Italics indicates the option to select or text to enter. Notes, Tips, References, and Cautions appear in the margin to provide additional information. Before You Begin Before installing any of the Edupoint family of software products, please be sure to review the system requirements and make sure the district s computer hardware and software meet the minimum requirements. Software and Document History Document Version Release Date Software Release Description 1.0 Sep Initial release of this document - Oct No changes required - Dec No changes required - Apr No changes required 2.0 Jul Updated - Dec No changes required - May No changes required Copyright 2016 Edupoint Educational Systems, LLC

4 4 Fees - Standard Mode Guide Table of Contents About This Manual 3 Conventions Used in This Manual 3 Before You Begin 3 Software and Document History 3 Table of Contents 4 Chapter 1: Overview & Setting Up Fees 6 Overview of Fees 7 Defining Lookup Tables 9 Setting up the Fee Category table 9 Configuring District Fee Options 10 Selecting the District Fee Model 10 Disable fee check during No Show process 11 Setting the District Fee Total Type 12 Configuring Payment Services 12 Enabling online payments systems 13 Enabling fee payment through ParentVUE/StudentVUE 14 Upgrading to SchoolPay V4 15 Upgrading to Elavon Converge 17 Defining School Fees 22 Entering School Fee Codes 23 Setting Up Optional Fees 25 Entering Optional School Fee Codes 25 Chapter 2: Assigning Fees 28 Assigning Fees en Mass 29 Mass assigning a fee 29 Assigning Fees to an Individual 34 Assigning a fee to a student 34 Chapter 3: Entering Fee Payments 36 Entering Payments 37 Recording a payment to an individual fee 37 Recording a general payment 38 Chapter 4: Viewing Fee & Payment Histories 40 Viewing Fee History 41 Edupoint Proprietary and Confidential

5 Fees - Standard Mode Guide 5 Accessing the fee history and fee details 41 Viewing Fee System Transactions 42 Accessing the fee system history 42 Chapter 5: Running Reports 44 Reports Overview 45 Standard Fees Reports 46 FEE201 - Student Fee Profile 46 FEE401 - Student Fee List 48 FEE402 - Student Fee Collection List 50 Chapter 6: Setting Security 52 Security Overview 53 School Fee Codes Security 53 Student Fees Security 54 Copyright 2016 Edupoint Educational Systems, LLC

6 Chapter 1: Overview & Setting Up Fees Overview of Fees 7 Defining Lookup Tables 9 Configuring District Fee Options 10 Configuring Payment Services 12 Defining School Fees 22 Setting Up Optional Fees 25

7 Fees - Standard Mode Guide Chapter 1: Overview & Setting Up Fees 7 Overview of Fees This guide describes how to setup and configure the Fees screens, where Synergy SIS can track student fees and payments for items such as library fines and lab materials. It also shows the security options available. It illustrates how to enter and modify fee information, synchronize fees, and print related reports. Synergy SIS can track fees charged to student for a variety of activities, as well as the payments made. There are two methods to track fees: Standard and Direct Payment. The Standard fee mode has basic fee-recording capabilities. The Direct Payment fee mode offers expanded functionality including fee waivers, proration, quick payment options, and mass assigning fees based on grade, gender, or course. This guide covers the Standard Fee mode. Basic Features Feature Standard fee mode Direct Payment fee mode Add Fees Yes Yes Update Fees Yes Yes Delete Fees Yes Yes School Fees Code Setup Yes Yes Mass Assign Fees Yes Yes Group Fees Yes Yes Advanced Features Fee Proration No Yes Fee Waivers No Yes Fee Refunds No Yes School Course Fees No Yes Enrollment Fees No Yes Family Fee Caps No Yes District Fee Code Setup No Yes District Course Fees No Yes Fee Deposit No Yes Returned Check (NSF) Processing No Yes Payments Payments in Synergy SIS Yes Yes Quick Payment in Synergy SIS No Yes Payment History No Yes Copyright 2016 Edupoint Educational Systems, LLC

8 8 Fees - Standard Mode Guide Chapter 1: Overview & Setting Up Fees ParentVUE Payments Feature Standard fee mode Direct Payment fee mode Payschool Payment Yes Yes Evalon Payment Yes Yes UMB-ACH (e-check) Payment No Yes SchoolPay Payment Yes Yes ParentVUE Optional Fees No Yes Synchronization Course Fee Sync No (uses Mass Assign) Yes Program Waiver Sync No Yes Enrollment Fee Sync No Yes Family Fee Cap Sync No Yes Student Fee Summary Sync No Yes Fee Deposit Process No Yes Reports Individual Student Fee Profile Yes Yes Student Fee Receipt No Yes Reports List Student Fee List Yes Yes Student Fee Collection List Yes Yes Student Fee Refund List No Yes Fee Code Detail by Payment Method Fee by Class No Yes Fees Collected Detail No Yes Course Fee Collected Detail No Yes Student Fee Aging List No Yes Student Fees Daily Deposit No Yes Course Fees Totals List No Yes Student Fees Refund Paid List No Yes Reports Summary Fees Collected Summary No Yes Fee Code by Payment Method No Yes No Yes Edupoint Proprietary and Confidential

9 Fees - Standard Mode Guide Chapter 1: Overview & Setting Up Fees 9 Your district should select one fee model for all your schools. It is not possible to switch from one mode to the other without the possibility of losing historical data. After selecting the District s fee mode, compile a list of the fees and associated activities. You can also categorize fees for reporting and tracking. Your district should develop a standard list of these categories as well. Defining Lookup Tables You must set up the Fee Category table in Synergy SIS before you configure the rest of the fees options. Setting up the Fee Category table These categories should describe the area in which the fee or payment incurs. They can be highlevel categories, such as Enrollment-based fees. Individual fees such as a locker fee or a laptop deposit fee fall under these categories. Examples of high-level categories include, Enrollment-based fees, District-related fees, School-related fees, Course-related fees, Activity-based fees, and Optional fees. Fee categories also can be more specific, such as Lab, Textbook, Lockers, Library, Sports, or Field trips. Whether you use high level or individual fee categories, a Payment category should be included on the list. The payment category should have a ListOrder of 1 so that it appears at the top of the list. 1. Navigate to Synergy SIS > System > Setup > Lookup Table Definition. The Lookup Table Definition screen displays. 2. Navigate to K12.FeeInfo > Fee Category. The Fee Category lookup table displays. Fee Category Lookup Table 3. Click Add. A new row displays in the Lookup Values grid. 4. Enter the appropriate values in the new row. ListOrder Sets the order in which the values are displayed. If the numbers in the ListOrder field are the same or are blank, the Code is used to sort the list and then the Copyright 2016 Edupoint Educational Systems, LLC

10 10 Fees - Standard Mode Guide Chapter 1: Overview & Setting Up Fees Description. Code The abbreviated Fee Category. This value must be unique since it is used internally to link the tables in the database and it displays in the drop-down. Description The name of the Fee Category Other SIS Used to import data during the conversion process from another student records system. This field is optional. Enter any code used in the old system in this column. The State Code, Alt Code 3, and Alt Code SIF are not used in this table. Use Code as the State Code at the top of the table is not used either. If appropriate, a start date and end date may be entered for the code in the Status column to activate or deactivate the code for a particular year. If a code is inactive, it shows in data already entered but it is not available for selection for new records. For example, if a code is no longer valid for records beginning FY2011, select 2011 for the end year. 5. Click Save. To delete a code, select the box under the X column, and click Save. Configuring District Fee Options Selecting the District Fee Model 1. Navigate to Synergy SIS > System > Setup > District Fee Options. The District Fee Options screen displays. 2. Select Standard from the District Fee Model field. 3. Click Save. District Fee Options Screen District Fee Model Field Edupoint Proprietary and Confidential

11 Fees - Standard Mode Guide Chapter 1: Overview & Setting Up Fees 11 Disable fee check during No Show process When a student does not attend school (a no-show), withdraw them using the No Show process. By default, the system requires the student pay any outstanding fees before allowing the No Show process to finalize. You can override this setting, allowing students to withdraw using the No Show process even if they have unpaid fees. 1. Navigate to Synergy SIS > System > Setup > District Setup. The District Setup screen displays. 2. Select the System tab. District Setup Screen 3. Select Disable "No Show" Outstanding Fee Error. 4. Click Save. Copyright 2016 Edupoint Educational Systems, LLC

12 12 Fees - Standard Mode Guide Chapter 1: Overview & Setting Up Fees Setting the District Fee Total Type 1. Navigate to Synergy SIS > System > Setup > District Setup. The District Setup screen displays. 2. Select the System tab and scroll to the Other Options area. District Setup Screen 3. Select how to display and summarize the fees in the Fee Total Type field. The options include: Total fees for focus organization and focus year (school focused only) Total fees for focus organization and all years (school focused only) Total fees for all organizations and focus year (district focused only) Total fees for all organizations and all years (district focused only) 4. Click Save. Configuring Payment Services You can give parents and students the ability to view student fees on ParentVUE and StudentVUE. If you use a payment service provider, those fees can be paid directly through the ParentVUE and StudentVUE portals. If your district partners with an online payment service provider, such as PaySchool, Elavon Converge, ACH, or SchoolPay V4, you must complete some basic setup before using the payment services. Edupoint Proprietary and Confidential

13 Fees - Standard Mode Guide Chapter 1: Overview & Setting Up Fees 13 Enabling online payments systems 1. Navigate to Synergy SIS > System > Setup > District Fee Options. The District Fee Options screen displays. 2. Select the Online Payments tab and go to the Fee System Setup area. 3. Select Enable Online Payments. District Fee Options Screen Online Payment Tab 4. Select Enable Shopping Cart to allow parents to pay for more than one student s fees in a single online transaction. 5. Select Enable Partial Payments to allow parents or students to pay a portion of a fee over multiple payments via ParentVUE, rather than the total amount in one payment. 6. Click Add. A blank row displays in the Online Payment Configuration grid. 7. Fill in the fields in the Online Payment Configuration grid. Enable Fee System Select this to enable the fee system. Fee System Type Selects which fee system provider to use from all available fee system. Display Name Name of the fee system displayed to users Fee System Online Payment Method Select if the fee system will accept cash, check, credit, or online payments. Fee System URL Secure fee processing web address provided by the fee system provider Fee System ID ID assigned to your district by the fee system provider Fee System Additional ID Additional ID assigned to your district by the fee system provider PaySchools requires two unique fields to pass when processing transactions. Each client receives a District ID, which is entered in the Fee System ID field, and a Category ID, which is entered in the Fee System Additional ID field. Fee System Password Password assigned by your district to use this fee system provider Copyright 2016 Edupoint Educational Systems, LLC

14 14 Fees - Standard Mode Guide Chapter 1: Overview & Setting Up Fees Password is Set Indicates if a password is set for this provider Fee System Response URL (Optional) Your district URL that will receive payment status updates from the fee system provider 8. Click Save. Enabling fee payment through ParentVUE/StudentVUE 1. Navigate to Synergy SIS > System > ParentVUE > ParentVUE and StudentVUE Configuration. The ParentVUE and StudentVUE Configuration screen displays. ParentVUE And StudentVUE Configuration Screen 2. Select the Fee options in the Parent and/or Student columns. 3. Click Save. Edupoint Proprietary and Confidential

15 Fees - Standard Mode Guide Chapter 1: Overview & Setting Up Fees 15 Upgrading to SchoolPay V4 The SchoolPay credit/debit card payment provider upgraded to School Pay V4. This upgrade, titled School Pay V4, now appears in the Fee System drop-down menu and replaces the previous SchoolPay option. 1. Navigate to Synergy SIS > System > Setup > District Fee Options. 2. Select the Online Payments tab. District Fee Options Screen, Online Payments Tab 3. Disable or delete the original SchoolPay line in the Online Payment Configuration section. 4. Add the new option in the grid. a. Click Add. b. Select Enabled. c. Select School Pay V4 for the Fee System. d. Enter the desired Display Name. e. Select Credit/Debit for the Fee Payment Method. f. Enter the Fee System URL, Fee System ID, Fee System Additional ID (if required), and Fee System Password (if required). You can obtain information specific to your organization from SchoolPay. 5. Perform an IIS reset to clear the settings from the Web Server. SchoolPay Payment Screens There is no change to the ParentVUE fees portal, including the Cart, or the checkout process. With the SchoolPay payment method selected, upon clicking Checkout, Synergy SIS redirects you to SchoolPay. Copyright 2016 Edupoint Educational Systems, LLC

16 16 Fees - Standard Mode Guide Chapter 1: Overview & Setting Up Fees The Review Cart screen lists the fees to pay and identifies the name of the student associated with each fee. (You can place the fees of multiple students in the ParentVUE cart to include in a single transaction). Review Cart Screen In SchoolPay 1. After reviewing the fees, click Billing to advance to the Billing Information screen. 2. Enter the required address information, including the address you want SchoolPay to the Order Receipt to. 3. Click Credit Card. 4. Click Review Order. Billing Information Screen In SchoolPay 5. If all the information is correct on the Confirm Checkout screen, click Finish to complete the transaction. Confirm Checkout Screen In SchoolPay Then, you return to ParentVUE, where the fees display in the Paid Fees section (if paid in full). Edupoint Proprietary and Confidential

17 Fees - Standard Mode Guide Chapter 1: Overview & Setting Up Fees 17 SchoolPay s the Order Receipt to the address entered on the Billing Information screen in SchoolPay. Upgrading to Elavon Converge Order Receipt From SchoolPay Elavon Converge is replacing the Elavon merchant link system. This new option, titled Elavon Converge, now appears in the Fee System drop-down and replaces the previous Elavon selection. 1. Navigate to Synergy SIS > System > Setup > District Fee Options. 2. Select the Online Payments tab. District Fee Options Screen, Online Payments Tab 3. Update the option in the Online Payment Configuration section. 4. Disable or delete the original Elavon selection. 5. Perform an IIS reset to clear the settings from the Web Server. 6. Enter the Fee System URL, Fee System ID, Fee System Additional ID, and Fee System Password, then select Enabled to tell Synergy SIS to use Elavon Converge for a payment type. Copyright 2016 Edupoint Educational Systems, LLC

18 18 Fees - Standard Mode Guide Chapter 1: Overview & Setting Up Fees Example Example payment made on Elavon Converge in Student Fees: 1. Navigate to Synergy SIS > Fees Standard > Student Fees. Student Fees Screen The Provider Transaction ID is identical to the Synergy SIS Transaction ID. Payment Note includes both the Approval Code and the provider s true transaction ID. When paying fees via Elavon Converge, it is possible to exceed the Cart limitations. If the parent exceeds the Cart limitations, the parent receives a notification on-screen after selecting the payment type and pressing Checkout. Elavon Converge has a 999-character limit. Converge - Payment Field Setup Finalize Fee Payments Screen School Districts must set up Elavon Converge accounts prior to accessing the following settings. In the Converge portal, match your settings to the following: Converge Portal, Payment Field Setup Screen Edupoint Proprietary and Confidential

19 Fees - Standard Mode Guide Chapter 1: Overview & Setting Up Fees 19 ExtraData Items 1. Set ExtraData to allow a maximum of 999 characters. 2. Set Required to Yes. 3. Set Approved and Declined to forward. 1. Set Items to allow a maximum of 999 characters. 2. Set Required to Yes. 3. Do not forward on Approved or Declined. Converge - System Setup 1. Under Export Options, select Enable Export Script and populate the Approval URL with Converge Portal, System Setup Screen Copyright 2016 Edupoint Educational Systems, LLC

20 20 Fees - Standard Mode Guide Chapter 1: Overview & Setting Up Fees Converge Payment Screen There is no change to the ParentVUE fees portal including the Cart and the checkout process. With the Elavon Converge type selected, upon clicking Checkout, Synergy SIS redirects the parent to the new payment form: Converge Portal, SALE Screen Edupoint Proprietary and Confidential

21 Fees - Standard Mode Guide Chapter 1: Overview & Setting Up Fees 21 Converge Transaction Detail Once the parent enters their credit information and clicks Process, a Transaction Detail screen displays: Converge Portal, Transaction Detail Screen Return to PVUE takes the parent back to the Parent Fees portal page. Copyright 2016 Edupoint Educational Systems, LLC

22 22 Fees - Standard Mode Guide Chapter 1: Overview & Setting Up Fees Converge Receipt The number at the end of the subject is the Invoice Number This receipt goes to the address setup in the Converge system account as well as to the address the payee provides. Defining School Fees Receipt Once you define the fee categories and configure the district fee options, you can set up the list of fees used by each school. As the fees are setup at the school level, you must repeat these steps at every school that charges fees. Edupoint Proprietary and Confidential

23 Fees - Standard Mode Guide Chapter 1: Overview & Setting Up Fees 23 Entering School Fee Codes 1. Navigate to Synergy SIS > Fees - Standard > Setup > School Fee Codes. The School Fee Codes screen displays. Scope of Fees to Include Determines how the fees display and summarize. The options include: Total fees for focus organization and focus year (school focused only) Total fees for focus organization and all years (school focused only) Total fees for all organizations and focus year (district focused only) Total fees for all organizations and all years (district focused only) The School Fee Total Type does not override the Fee Total Type set at the district level. If the Fee Total Type is changed at any school, it only changes it at that particular school, not at the district level. School Fee Codes Screen Standard Model Copyright 2016 Edupoint Educational Systems, LLC

24 24 Fees - Standard Mode Guide Chapter 1: Overview & Setting Up Fees 2. Click Add. The School Fee Detail screen displays. School Fee Detail Screen 3. Enter the appropriate values in the detail screen. Fee Code Abbreviated School Fee Code. This value must be unique since it is used internally to link the tables in the database and it displays in the drop-down list. Fee Description Name of the School Fee Code Fee Category Fee group that this school fee should fall under. The fee category is set in the Fee Category Lookup table. Fee Amount Standard price for this fee. This amount can be edited after it is assigned to a student or course. General Ledger Account Indicates if this fee should be associated with a specific general ledger account in an accounting system. 4. Click Save. Be sure to include a payment type for each category of fees so that the fees and payments balance correctly. For example, if one of the categories used at the school is Course, add a School Fee Code for Payment of Course Fees. School Fee Codes Screen Edupoint Proprietary and Confidential

25 Fees - Standard Mode Guide Chapter 1: Overview & Setting Up Fees 25 Setting Up Optional Fees Schools can have some of their optional fees available on ParentVUE and StudentVUE. Optional fees include such items as yearbooks, varsity athlete jackets, prom or dance tickets, and parking passes. Parents and students can pay the optional fees or purchase the items through the ParentVUE and StudentVUE portals. ParentVUE Fees Standard Model Entering Optional School Fee Codes 1. Navigate to Synergy SIS > System > ParentVUE > ParentVUE and StudentVUE School Configuration. The ParentVUE and StudentVUE School Configuration screen displays. 2. Select the Options tab and go to the School Optional Fees area. ParentVUE And StudentVUE School Configuration Copyright 2016 Edupoint Educational Systems, LLC

26 26 Fees - Standard Mode Guide Chapter 1: Overview & Setting Up Fees 3. Click Chooser. The Fees Chooser screen displays. 4. Find and select the appropriate optional fee types for your school. 5. Click Select. The optional fees display on the School Optional Fees grid on the ParentVUE and StudentVUE School Configuration screen. Fees Chooser Screen 6. Edit the School Optional Fees information as necessary. Fee Code Abbreviated School Fee Code. Set this value on the School Fee Codes screen. Fee Description Name of the School Fee Code Amount Standard price for this fee. Edit this amount here, if necessary. Min Units Minimum number of times a person can purchase this item. For example, if each family must purchase at least one lock for the student s locker, the Min Unit should be 1. If no Min Unit is designated, there is no minimum requirement. Max Units Maximum number of times this item can be purchased. For example, if each family can only purchase six extra graduation tickets, the Max Unit should be 6. If you do not designate a Max Unit, there is no limit. Frequency Number of times someone can purchase the item throughout the year. The options are Unlimited purchasing or Purchase can be made once a school year. For example, you may want to limit each family to one parking pass a year, but each family can buy tickets to sports events (football games, basketball games, etc.) throughout the year. Edupoint Proprietary and Confidential

27 Fees - Standard Mode Guide Chapter 1: Overview & Setting Up Fees Click Save. School Course Fees Tab - School Course Screen Copyright 2016 Edupoint Educational Systems, LLC

28 Chapter 2: Assigning Fees Assigning Fees en Mass 29 Assigning Fees to an Individual 34

29 Fees - Standard Mode Guide Chapter 2: Assigning Fees 29 Assigning Fees en Mass The Mass assign fees function enables you to assign fees to a specific group of students based on a course, gender, grade, or select individual students. Mass assigning a fee This process only runs while focused at an individual school. It does not run when focused on the district level. Only school-based fees are available for mass assignment. 1. Navigate to Synergy SIS > Fees - Standard > Mass Assign Fees. The Mass Assign Fees screen displays. Mass Assign Fees Screen Copyright 2016 Edupoint Educational Systems, LLC

30 30 Fees - Standard Mode Guide Chapter 2: Assigning Fees 2. Select either to Assign Fees or Un-Assign Fees in the Action field. 3. Set the Transaction Date. This is the date the system assigns these fees. 4. In the Mass Assign Input Validation Rules field, select how the system should validate the mass assign fees. This helps prevent the duplication of fees entered manually. Options include: Transaction Date / Fee Code / Mass Assign Indicator This is the default validation rule. It checks to see if there is another mass assigned fee on the same date, with the same fee code. If there is, the system does not assign the new fee. Transaction Date / Fee Code The system checks to see if there is another fee (either manually entered or mass assigned) entered on the same date with the same fee code. If there is, the system does not assign the new fee. Fee Code They system checks to see if there is another fee (either manually entered or mass assigned) entered with the same fee code, regardless of date. If there is, the system does not assign the new fee. 5. Enter a Note to record any details or instructions related to this particular fee. 6. In the Student School Processing area, select if the changes apply to student in their home school and/or in their concurrent school. 7. Click Chooser. The Chooser screen displays. 8. Find and select the appropriate fees to mass assign. 9. Click Select. The optional fees display in the Fee Codes area on the Mass Assign Fees screen. School Fee Chooser Screen Edupoint Proprietary and Confidential

31 Fees - Standard Mode Guide Chapter 2: Assigning Fees Select the students you would like to assign the school fees to by using the filters in the Select Students By area or Chooser in either the Courses or Students area. Mass Assign Fees Screen You can make multiple filter selections. When you select a combination of filter options, they act as AND selections, such as Males AND 12th graders. In this example, we are selecting students. However, the process is the same to add courses to the Courses grid. 11. Find and select the appropriate student. Copyright 2016 Edupoint Educational Systems, LLC

32 32 Fees - Standard Mode Guide Chapter 2: Assigning Fees 12. Click Select. The students display in the Students grid on the Mass Assign Fees screen. Student Chooser Screen Mass Assign Fees Screen Edupoint Proprietary and Confidential

33 Fees - Standard Mode Guide Chapter 2: Assigning Fees Click Mass Assign Fees. The Job Status screen displays the job s process. When the job completes, a confirmation message displays and the fees appear on the appropriate students Student Fee screen. Job Status Screen Confirmation Message Copyright 2016 Edupoint Educational Systems, LLC

34 34 Fees - Standard Mode Guide Chapter 2: Assigning Fees Assigning Fees to an Individual Assigning a fee to a student 1. Navigate to Synergy SIS > Fees - Standard > Student Fees. The Student Fees screen displays. Student Fees Screen 2. Find or scroll to the appropriate student record. 3. Click Add. The Add Student Fee screen opens. Add Student Fee Screen Edupoint Proprietary and Confidential

35 Fees - Standard Mode Guide Chapter 2: Assigning Fees Enter the appropriate information in the Fee Information section of the screen. Fee Code Abbreviated School Fee Code. Set this value on the School Fee Codes screen. Fee Amount charged for this fee Description Standard description based on the fee code selected. You can edit this description. Fee Category Fee group that this school fee should fall under. Set the fee category options in the Fee Category Lookup table. You can select a different Fee Category here. Notes Record any details or instructions related to this particular fee. 5. To add a Payment History record, click Add in the Payment History section to add a row. 6. Enter all appropriate information in the new row. Transaction ID Number used for the transaction record Date Date of the payment Time Time of the payment Amount Amount of the payment Payment Method Payment method used: Cash, Check, or Credit/Debit Check Number Number of the check (if applicable) Payment Note Any additional information regarding the payment Provider Transaction ID Number used to identify the provider transaction Payment Status Current status of the payment: Pending, Denied, Error, or Successful Error Message Any error message associated with the payment Deposit Status Current status of the deposit 7. Click Save. The fee displays on the Student Fee grid on the Fees tab of the Student Fees screen. Copyright 2016 Edupoint Educational Systems, LLC

36 Chapter 3: Entering Fee Payments Entering Payments 37

37 Fees - Standard Mode Guide Chapter 3: Entering Fee Payments 37 Entering Payments You can record a payment against a specific fee. You can also record it as a general payment against the total balance. Recording a payment to an individual fee 1. Navigate to Synergy SIS > Fees - Standard > Student Fees. The Student Fees screen displays. 2. Find or scroll to the appropriate student record. 3. Select the fee from the Current Fees grid. 4. Enter the amount of the payment received in the Payments column. Student Fees Screen, Add Copyright 2016 Edupoint Educational Systems, LLC

38 38 Fees - Standard Mode Guide Chapter 3: Entering Fee Payments 5. Click Save. The balance updates on the line item and on the student s overall fee information. Student Fees, Fee Added Recording a general payment 1. Navigate to Synergy SIS > Fees - Standard > Student Fees. The Student Fees screen displays. 2. Find or scroll to the appropriate student record. 3. Click Add. A row displays at the bottom of the Current Fees grid. 4. Enter the information for the payment in the row. 5. In the Fee Category, select the Payment option (if you have set a Payment option up in the Lookup Tables). Student Fees Screen, Add Edupoint Proprietary and Confidential

39 Fees - Standard Mode Guide Chapter 3: Entering Fee Payments Click Save. The balance updates on the line item and on the student s overall fee information. Student Fees, Fee Added Copyright 2016 Edupoint Educational Systems, LLC

40 Chapter 4: Viewing Fee & Payment Histories Viewing Fee History 41 Viewing Fee System Transactions 42

41 Fees - Standard Mode Guide Chapter 4: Viewing Fee & Payment Histories 41 Viewing Fee History The History tab of the Student Fees screen shows the student s fees for all school and all years. Each line item fee shows the transaction date, fee code, description, the fee, any payments, the balance, fee category, fee status, the associated school and year, and any related course ID and title. You can access any additional details for each line item using the Show Detail feature. Accessing the fee history and fee details 1. Navigate to Synergy SIS > Fees - Standard > Student Fees. 2. Find or scroll to the appropriate student record. 3. Click the History tab. Student Fees History Screen 4. Select the row of the fee you want to see the history for. 5. Click Show Detail. The Fee Detail tab opens. Copyright 2016 Edupoint Educational Systems, LLC

42 42 Fees - Standard Mode Guide Chapter 4: Viewing Fee & Payment Histories The Fee Detail tab details the fee and any payments, waivers, or refunds associated with it. Student Fees History Screen Viewing Fee System Transactions The Fee System tab of the Student Fees screen displays a list of student fees paid using an online payment service. The Fee System Transaction grid lists each transaction, including the Parent s name, the fee code, fee description, fee, fee date, payment, payment date, and any errors the fee system encountered. Accessing the fee system history 1. Navigate to Synergy SIS > Fees - Standard > Student Fees. 2. Find or scroll to the appropriate student record. Edupoint Proprietary and Confidential

43 Fees - Standard Mode Guide Chapter 4: Viewing Fee & Payment Histories Click the Fee System tab. Student Fees History Screen Copyright 2016 Edupoint Educational Systems, LLC

44 Chapter 5: Running Reports Reports Overview 45 Standard Fees Reports 46

45 Fees - Standard Mode Guide Chapter 5: Running Reports 45 Reports Overview Four types of reports display in the PAD tree. Individual 200-level reports are Individual reports. These print information for a single student per page and can be printed for multiple students at once. List 400-level reports are List reports. These show details for multiple values, such as students or teachers, on one page. Summary 600-level reports are Summary reports. These provide numerical totals for each category specified. Extracts 800-level reports are Extract reports. These export information from Synergy SIS into a text file that can then import data into another program. The Job Status page shows the Job ID, Description, and Status during processing. Any processing errors show in the Status field. When the report completes, the Job Status window closes and a PDF file of the report opens. Job Status Screen Reports use the current focus to pull data unless specified otherwise in report options. You can run report information at the district, organization, or school level. The Sort/Output option and Focus option determine if inactive students display in reports. This section covers only the customizations specific to the reports used for this guide. To view information on additional report options, see the Synergy SIS Query and Reporting Guide. Copyright 2016 Edupoint Educational Systems, LLC

46 46 Fees - Standard Mode Guide Chapter 5: Running Reports Standard Fees Reports FEE201 - Student Fee Profile Synergy SIS > Fees - Standard > Reports > Individual The Student Fee Profile creates detailed individual reports of all fees assigned to each student. This report includes the date of the incurred fee, the fee code, fee category, a description of the fee, associated notes, the fee amount, any payments received, and the current balance due. You can also find the FEE201 report on the Student Fees screen by selecting Student Fee Profile from the Menu. Report Options: Student Fee Profile Report Interface Screen Student Info Selects an individual student or group of students based on the Student ID, Gender, Last Name, First Name, Middle Name, or Grade. Example: if you select grade 12, Edupoint Proprietary and Confidential

47 Fees - Standard Mode Guide Chapter 5: Running Reports 47 the report prints an individual report for each student in grade 12. Sort and Display by Organization Sorts the report by school name Transaction Date Includes fees for a particular date or date range. Scope of Fees to Include Select how the fees display and summarize. The options include: Total fees for focus organization and focus year (school-focused only) Total fees for focus organization and all years (school-focused only) Total fees for all organizations and focus year (district-focused only) Total fees for all organizations and all years (district-focused only) Fee Code Only includes selected fee codes in the report. Fee codes are defined in the School Fee Codes screen. Fee Category Only includes selected fee categories in the report. Fee categories are defined in the Fee Category Lookup Table. Student Fee Profile Report Output Copyright 2016 Edupoint Educational Systems, LLC

48 48 Fees - Standard Mode Guide Chapter 5: Running Reports FEE401 - Student Fee List Synergy SIS > Fees - Standard > Reports > List The Student Fee List report prints out a list of only those students with a fee balance. This report includes the student s name and Perm ID, the total fees and payments incurred by the student, and the student s current balance due. All students compile into a single list. Student Fee Profile Report Interface Screen Grade Selects a group of students based on their grade. For example, if you select grade 12, the report prints an individual report for each student in grade 12. Transaction Date Includes fees for a particular date or date range Balances To Include Includes either all balances or only non-zero balances Scope of Fees to Include Selects how the fees display and summarize. The options include: Total fees for focus organization and focus year (school focused only) Total fees for focus organization and all years (school focused only) Total fees for all organizations and focus year (district focused only) Total fees for all organizations and all years (district focused only) Fee Code Includes only selected fee codes in the report. Fee codes are defined in the School Fee Codes screen. Edupoint Proprietary and Confidential

49 Fees - Standard Mode Guide Chapter 5: Running Reports 49 Fee Category Includes only selected fee categories in the report. Fee categories are defined in the Fee Category Lookup Table. Student Fee List Report Output Copyright 2016 Edupoint Educational Systems, LLC

50 50 Fees - Standard Mode Guide Chapter 5: Running Reports FEE402 - Student Fee Collection List Synergy SIS > Fees - Standard > Reports > List The Student Fee Collection List creates detailed individual reports of all fees that students currently owe. This report includes the date of the incurred fee, the fee code, fee category, a description of the fee, the fee amount, any payments received, any waived or refunded amounts, and the current balance due. Student Fee Collection List Report Interface Screen Student Info Select an individual student or group of students based on the Perm ID, Last Name, First Name, Middle Name, Grade, or Gender. For example, if you select grade 12, the report prints an individual report for each student in grade 12. Transaction Date Includes fees for a particular date or date range. Minimum Amount (Student Total Balance) The minimum amount owed to include on the list. If the minimum balance is $100, only students who owe more than $100 display in the report. Edupoint Proprietary and Confidential

51 Fees - Standard Mode Guide Chapter 5: Running Reports 51 Scope of Fees to Include Selects how the fees display and summarize. The options include: Total fees for focus organization and focus year (school focused only) Total fees for focus organization and all years (school focused only) Total fees for all organizations and focus year (district focused only) Total fees for all organizations and all years (district focused only) Comments A message or description that appears on each student s collection fee list report Fee Code Includes only selected fee codes in the report. Define fee codes in the School Fee Codes screen. Fee Category Includes only selected fee categories in the report. Define fee categories in the Fee Category Lookup Table. Student Fee List Report Output Copyright 2016 Edupoint Educational Systems, LLC

52 Chapter 6: Setting Security Security Overview 53 School Fee Codes Security 53 Student Fees Security 54

53 Fees - Standard Mode Guide Chapter 6: Setting Security 53 Security Overview The PAD Security (System > Security > PAD Security) and the Security Definition screen (System > Security > Security Definition) define security for each of the screens discussed in this guide. This chapter outlines the security location for each of the screens within Security Definition. While the Security Definition screen contains report security options, Edupoint recommends that users only secure reports through PAD Security. For more details regarding security definitions, see the Synergy SIS Security Administrator Guide. School Fee Codes Security This security node, found under Synergy SIS > Fees - Standard > Setup, controls the entire School Fee Codes screen: K12.FeeInfo.Setup.SchoolFee School Fee Codes Screen Copyright 2016 Edupoint Educational Systems, LLC

54 54 Fees - Standard Mode Guide Chapter 6: Setting Security Student Fees Security The entire Student Fees screen, found under Synergy SIS > Fees - Standard, is controlled by the node: K12.FeeInfo.StudentFee Student Fees Screen The following security nodes do not provide a visible change in security on the screens: K12.FeeInfo.StudentFeeUI K12.FeeInfo.SIFStudentFee K12.FeeInfo.StudentFeeSummary Edupoint Proprietary and Confidential