Transcript Slide 1

Payment PartnershipsTM Coordinator Tour
Rev: 27-Feb-13
Background Information and
System Overview
• Pay4SchoolStuffOnline.com was developed by parents and school administrators
specifically to facilitate online payments between parents, schools and their affiliated
organizations.
• The site allows parents to purchase any items offered by their school, PTA/PTO,
Boosters and other affiliated clubs and school organizations, under the single
integrated heading of the school. The site is designed to save parents time, and
reduce school administrative costs and support staff burdens, by streamlining and
consolidating fee processing and reporting.
• Built-in features enabling direct email communication with parents, image and
document upload, and form building/data gathering, result in direct cost savings,
eliminating the need for postage. Labor stuffing backpacks, building rosters and
directories, and chasing payments, is eliminated.
• Coordinators use a template to enter information about the item, and specify costs,
when an item appears, and dictate information required from the parents (size, color,
sports, choices, text, and information in custom-built forms).
• Real-time online reporting is available 24/7, 365.
• Pay periods are two weeks, with payments remitted via direct deposit one week in
arrears. Payments are held for transactions totaling less than $100 within a pay
period.
How it Works
 Schools and affiliated
organizations post payment
items under their school’s
heading.
School
TM
Payment Partnerships
Innovative
High School
 Parents relate their students
to schools, and can pay for
selected items offered under
the school’s listings.
 All transactions are tracked
online, enabling immediate
reporting for both
administrators and parents.
 Funds are collected by
Pay4SchoolStuffOnline and
distributed to the
organization responsible for
listing the item.
Student: “Cathy”
Innovative High
Site Navigation
Getting around the site is easy!
 To create a new
coordinator account, click
here.
 Once logged in, simple dropdown menus provide access to
Account Services, Reporting,
and other administrative
functions.
 Help “Getting Started” and
other useful information is
available online.
Account Setup
Creating an administrator
account is easy!

Enter your organization’s name, your
name, phone, fax and email address


Select your school by choosing the
state and county names from the
dropdowns. The address of the
selected school will auto-populate.

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Use a generic e-mail address (i.e.
[email protected]) for your
organization that is different than one
you may use for your personal
payment account. Reports and other
communications will come to this
address.
Call us at 877-397-2937 if you do not
see your school listed.
Indicate if you will require entry of
Student ID when parent creates a
student account.
Account Setup
Select your Affiliation and Position

We’ve enabled various levels of
access to the system, depending on
your position, and if you are a
member of the SCHOOL Staff (e.g.
Principal, Business Mgr (PPC), Athletic
Director), or a related or School
Affiliated ORGANIZATION (e.g.
PTA/PTO, booster clubs). Select your
position from the appropriate dropdown.

Enter your banking information. This
is required for direct deposit.

Check the box to enter up to 5
additional email addresses to receive
bi-weekly accounting reports.

Click “Submit” and proceed to the
agreement review.
Account Setup
Review the Agreement


The agreement outlines the terms
of the relationship and fee
structure.
Fees:
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New Administrative accounts are subject
to a one-time Start-Up Fee of $99.
This fee can be paid in advance, or
deducted from your bi-weekly accounting
deposit.
The Start-Up Fee covers account
initialization, bank account verification,
and up to one hour of dedicated
technical support/training to help you get
up and running quickly.
Processing fees are 3.75% + $0.16/item.,
and are built into the final retail cost paid
by parents.
The agreement can be terminated
at any time.
Account Setup
Review the Agreement

After reviewing the agreement, agree
to the terms by selecting the
appropriate check-box on the bottom
of the page.

Print a copy for your records.

If you agree and click “Submit” your
account setup is complete, and you
will receive your proprietary Password
and welcome package within 48
hours. Call us AT 877-397-2937 if
you need it sooner.
Selecting or Editing Items
The main administrative
landing page provides
coordinators with the ability
to enter and activate selected
items, generate reports, and
edit their account
information.
 To enter or activate specific
items you’d like to offer,
click “Select or Edit
Items”.
Selecting Items

This list shows the types of items that
administrators can make available for
online purchase.
 Individual administrators can only
see or edit items that they have
listed.

You can create your own category
headings by clicking on the “New
Category Name” icon on the bottom of
the screen.

Categories you have created will appear
with an [E], which is a link to edit or
delete the Category Name.

You can click on “[+] PREVIEW Items
You Have Entered” to see a summary
of what’s already been entered under
each category.


Summary information includes a quick view
of the active date ranges, item name, retail
cost, and inventory. Items shown un-bolded
are inactive.
To Select or Edit items in this Category,
click “Enter/Edit”
Selecting Items

If this is the first item within a
Category, a blank template will
appear.

If you are selecting an existing
item, stored information about
the item is presented.
Important Note:
In order for any changes or additions to
the Item Template to be retained, you
must click “SAVE Item”.
Entering Items
Item Entry Template Review
The Universal Item Entry Template provides
flexibility for specifying characteristics of
your items, and obtaining information from
parents for items you are posting.

Item Information:
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Price Controls:


Determine the retail and net cost for
the item
Date Controls:
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Enter the item name and descriptive
information, specify item order, set
contingencies, control inventory
Specify when an item is available
Information Required From Parent

Specify sizes, colors, seasons,
choices; post forms and solicit
answers
Entering Items
Item Information Controls
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An Item Name is required.
Specify Item Display Order (optional,
will be alphabetical by default).
Check Inventory Item (optional) and
specify number of available items. You will
receive email notifications when inventory
< 5, and item will turn off at 0 remaining;
Click “Reset Inventory” link to reset.
By clicking the “Custom Description”
checkbox, you can enter a description of
the item that will be visible to the parents.
Use the custom description to explain
whatever information you may require
parents to provide.
For accounting purposes, you may want to
enter an alphanumeric Item Number
(optional).
Upload an image, document or form that
you’d like the parent to see, download, or
fill out and return.
Specify if this item is Contingent on one
or more other items being selected.
Entering Items
Item Information Controls

A Contingent item will not be visible to
the parents until items it is contingent
upon are selected by the parent. Select
up to three (3) previously listed items that
this item is contingent upon from the
drop-down list.

Always remember to “Save Item” to save
any changes you have made to this item.

To Delete the item, click here.

To add a new item under this category
heading, click ADD New Item.

To go Back to the previous page, click
here.

To return to the Main Menu, click here.
Entering Items
Price Controls

The “Parent Pays” Slider, Margin
check-box, and Base Cost interact to
calculate the final Retail Cost paid by the
parent, and the Net due to you for the
item.

The Slider controls how much of the
processing fee is paid by the parent.

If “Base Cost” is entered, and the Slider
is equal to 0%, no portion of the
processing fees are paid by the parent,
and these are deducted from the Net.

If “Base Cost” is entered, and the Slider
is greater than 0%, the specified
percentage of the processing fees are paid
by the parent, and these are added to the
“Retail Cost”.
Entering Items
Price Controls

By checking the Margin checkbox, an
optional 0.75% Margin is available when
Base Cost is specified and the Slider is
greater than 0%.

“Retail Cost” can be specified if you
want to dictate the final cost to the
parent.

The Slider is disabled if Retail Cost is
specified.

Information-only items that do not require
payment can be created – to solicit
volunteers, for membership and
permission forms, or for surveys. To
enter an Information-Only, No-Cost
Item, leave the Retail Cost and Base
Cost prices at “$0.00”.
Entering Items
Date Controls

You control when an item is available
for sale. Items can be turned “Off”,
remain “Always On,” or you can
specify the “Active From” and
“Active To” dates by clicking “Set
Dates”. Dates begin at 12:00:01AM,
and end at 11:59:59PM.

For items or events that occur on
specific dates, you can specify the
“Event Date” by clicking on the
calendar control. This date will
appear when a parent views this item.

An item will not be visible to the
parents if the date control is set to
“Off”, or if it is outside of the “Active
From” and “Active To” date ranges.
Entering Items
Information Required
From Parent Controls
COLOR

For items that require a Color to be
specified, check Color and select the
available colors for the item.

Colors selected will be will appear in a
drop-down list for the parent to select
from.

If specified, the parent will be
required to select a Color from the
list prior to checking out.
Entering Items
Information Required
From Parent Controls
SIZE

For items that require a Size to be
specified, check Size and select the
available sizes for the item.

Sizes selected will be will appear in a
drop-down list for the parent to select
from.

If specified, the parent will be
required to select a Size from the
list prior to checking out.
Entering Items
Information Required
From Parent Controls
GENDER

For items that require a Gender to be
specified, check Gender and select
the available genders for the item.

Genders selected will be will appear in
a drop-down list for the parent to
select from.

If specified, the parent will be
required to select a Gender from
the list prior to checking out.
Entering Items
Information Required
From Parent Controls
SEASON

For items that require a Season to be
specified, check Season and select
the available seasons for the item.

Seasons selected will be will appear in
a drop-down list for the parent to
select from.

If specified, the parent will be
required to select a Season from
the list prior to checking out.
Entering Items
Information Required
From Parent Controls
SPORTS

For items that require one or more
Sports to be specified, check Sport,
click (show) and select the available
sports for the item.

Sports selected will be will appear in a
drop-down list for the parent to select
from.

If specified, the parent will be
required to select one or many
Sports from the list prior to checking
out.

Click (hide) to hide the list, and uncheck
to deactivate.
Entering Items
Information Required
From Parent Controls
CHOICES

For items that require a Choice to be
specified, check Choices, then click
(show) and enter up to 6 available
choices.

The Choices entered will be will
appear in a drop-down list for the
parent to select from. They must be
checked in order to appear.

If specified, the parent will be
required to select a Choice from the
list prior to checking out.

Click (hide) to hide the list, and uncheck
to deactivate.
Entering Items
Information Required
From Parent Controls
PERIOD

For items that require a Period (or
any number between 1 and 10) to be
specified, check Period and select the
available periods for the item.

The Periods selected will be will
appear in a drop-down list for the
parent to select from.

If specified, the parent will be
required to select a Period from the
list prior to checking out.
Entering Items
Information Required
From Parent Controls
NAMES

For items that may require the entry
of (Family) Names or other lists,
check Names.

If specified, the parent will be able to
enter up to 6 lines of text that will
be associated with their purchase.

This was developed for Family
Passes or tickets where a single price
is paid, covering a number of specified
family members.

Text entry is not required for this
option.
Entering Items
Information Required
From Parent Controls
FORM BUILDER

For items that require formatted
feedback from the parent , check
Form, followed by (show) to bring up
the form builder. Click (hide) to hide
form.

Click “Add” to enter a new form item.

Indicate item order (Pos), leave check
to Include, enter Item Name, Field
Type, and check or uncheck if the
item is/is not Required.

Click “Save” to save a new or edited
form item.
Entering Items
Information Required
From Parent Controls
FORM BUILDER

Under Field Type, specify the type of
information you will accept.

Click “Save” to save a new or edited
form item, or “Edit” to edit an existing
form item.
Entering Items
Information Required
From Parent Controls
FORM BUILDER

For Form items that require a
Choice to be specified, select
Choices.

Enter up to 6 Choices you want to
offer. Entered Choices must be
checked in order for them to appear
on the form in the parents view.

To change an existing form question,
click on “Edit”, or “Delete” to
delete.
Entering Items
Information Required
From Parent Controls
FORM BUILDER

Remember to select “Save” on the
right to save a new, or edited form
item.

Click “Add” to add a new form item.

Click “Save Form” at the bottom or
the screen to save your form.
Entering Items
Information Required
From Parent Controls
TEXT ENTRY

For items that require feedback from
the parent, check Text Entry.

If selected, the parent will be required
to enter text (255 char. max.) that
will be associated with the item.

Text Entry is required (by the
parent) if Text Entry is specified.
Entering Items
Information Required
From Parent Controls
DONEE

For items that require entry of a
Donee Name from the parent, check
Donee.

If specified, the parent will be able to
enter a Name that will be associated
with the item.

Text Entry is required (by the
parent) if Donee is specified.
Entering Items
Information Required
From Parent Controls
AMOUNT

For items that you want to offer the
flexibility of a Parent-Specified
Amount, check Amount.

If specified, the parent will be able to
enter an Amount of their choosing
that will be associated with the item.

This was developed to support
donations and to enable ParentSpecified Donation Amounts.

Any prices entered in the Price
Controls are disabled if Amount is
checked.
Reporting
From the main administrative
landing page administrators
can generate reports using
date ranges and other
criteria.
 For report generation, click the
“Generate Reports” link, or
click on “Reports” from the
Coordinator Services dropdown.
Reporting
Keeping track of your accounting
is easy with Pay4SchoolStuffOnline
Using the simple report generator, you can
generate custom reports for …
 all items purchased, by date range
 all items purchased, by date range, by
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Parent
Student or Student ID (new)
Grade
Activity or Item
School or Administrative Position
Item Number
 Parent contact reports are also available
 To generate a report, click here …
Reporting
 All reports include:
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Position responsible for item
Item Name and Number
Payment Date
Grade
Student Name
Student ID (new)
Quantity
Costs and Net
Parent Contact Info
 All of these columns can be sorted
(by clicking on the header), so finding
the information you need is easy.
 A helpful “Info Show” feature lets
you see additional information about
each transaction.
 You can Print the report, or save it to
Excel.
[email protected]
877-397-5291
Reporting
 A new EMAIL feature lets you send
emails directly to selected parents
from within the onscreen report grid.
 Once a report is generated select
individual records or transactions
by clicking the box on the far left for
that record.
 Check the box in the upper left corner
of the report grid to select all
records.
 Click the “Email” link in the upper
left corner of the report grid to place
the selected parents email addresses
in the “To:” field of your default email
program.
Payments To Your Organization
 Transaction payments are accumulated
during a two week Pay Period.
 Payments are remitted via direct
deposit, one week in arrears.
 A Pay Period schedule is available
online after login, under the
Information drop-down.
 Payments are held for transactions
totaling less than $100 within a Pay
Period.
 These are added to your present
balance and deposited when more than
$100 has accumulated.
 You will receive bi-weekly emails
detailing the deposit, including an
Excel spreadsheet of all transactions.
 Note that all parent and student
contact information is included within
each transaction record.
Account Services
From the main administrative
landing page administrators
can edit their account
information.

You can specify an alternative
contact name or mailing address
for your school, and enter
additional email addresses to
receive bi-weekly accounting
reports under “Edit Account”,
or from the Coordinator Services
drop-down.
Account Services
Edit Account
Administrators can:
 Quickly verify or change their
contact information.
 Add additional email addresses to
receive bi-weekly accounting
reports.
 For security purposes, once your
account is setup, changes to
banking information can only be
made via written communication.
Other Things To Note …
• Pay4SchoolStuffOnline does not list, track, deliver, or provide refunds for items
listed and sold on the site. Questions regarding specific items, order status, or
refunds should be directed to the School, PTA/PTO/PTSA, Booster Club, or other
school-affiliated organization that listed the item(s).
• An email receipt for each transaction is sent to the parent email address used at
login. Purchases can also be verified by parents using online reports.
• The price paid for each item includes all processing fees. You are responsible for
any state, local or federal taxes.
• Credit and debit card information is not stored on the site, and must be entered
at checkout. All transactions are transmitted securely using 256-bit encryption.
• Visa, MasterCard and Discover credit and debit cards are accepted.
We hope you enjoyed your
Payment PartnershipsTM Coordinator Tour
Rev: 27-Feb-13
Contact Us …
Please let us know if you have any questions, comments or
suggestions.
Technical Support: 877-397-2937, option 2
[email protected]
If you’re not using Pay4SchoolStuffOnline yet,
contact us or your school representative today!
By email:
[email protected]
By phone:
1-877-397-2937 (877-EZPAYER)
By fax:
301-229-4479
By mail:
Payment Partners, Inc.
1069 W. Broad St. #756
Falls Church, VA 22046