Online payments in PFM

 

 

Inbuilt PFM Online payment system

Autoreading existing standing orders and direct debits

 

Linking Sims Agora transactions

Linking Parentpay transactions

Linking Parentmail transactions

Linking sQuid transactions

Linking Teachers 2 Parents transactions

Linking SchoolComms transactions

Linking Payments4Schools transactions

 

 

Inbuilt PFM Online payments - Click here to view demonstration

 

Please click here for online payment notes.& here for Autoreading Standing Orders and direct debits

 

 

 

Linking Parentpay transactions

 

Payments received from parents via ParentPay can be easily imported into PFM without the need for re-entry. There are a couple of bits of setup that need to be done, and after that it should be simplicity itself on a day to day basis.

 

  • Creating/amending services in ParentPay

    For PFM to recognise payments from parents, the service set up in ParentPay must note the PFM short code. Log into ParentPay and go to PAYMENT ITEMS. Click on VIEW OR EDIT an existing payment item. If the trip does not already exist you will need to create it using Create a new Payment Item.

     

    Click on the item to edit then choose EDIT PAYMENT ITEM DETAILS

     

    Scroll down for existing trips, until you reach the FINANCE AND ACCOUNTING area.

     

    In the Group Code 1 - ACCOUNT CODE box, enter the short code of the trip from PFM. This must be exactly the same as on PFM – same spacing etc. It might be easier to COPY and PASTE from PFM to be sure it is identical. Save the amendment. (If you use Group code 1 for something else - SAP etc - enter the PFM code in Group code 2 or 3 but tell PFM in Tools - ParentPay options)

 

 

  • Adding cash/cheques through ParentPay

    If parents make all their payments through ParentPay, then the balance they owe will show correctly on ParentPay. However, if they pay some money through ParentPay and some as cash/cheques, then the ParentPay balance will not be up to date. A way round this is to use the option in ParentPay for entering Cash/Cheques as a batch. (FINANCE - CASH/CHEQUES) This will update the PP balance, and the transactions will then appear in PFM as cash/cheques waiting to be banked. Clearly, you should not ALSO enter them into PFM in the usual way, and this will lead to duplicates. Enter them into PP and then import entries from PP ready for banking along with other cash/cheques not related to trips on PP.

    It is much more straightforward if parents do not mix and match online payments with cash and cheques for any given trip, but of course we can’t stop this happening.

 

 

  • Downloading the list of payments received from ParentPay

    You will be receiving payments from parents for trips etc., on an ongoing basis. Depending on the quantity, and how frequently you wish to update PFM with this information, you will need to download the report showing the payments received. If you want PFM to be up to date, then this will need to be done pretty regularly.

    To download the report, go into ParentPay and to PAYMENT ITEMS Choose REPORTS.

     

    CLICK ON PAYMENT REPORT

     

    DATE RANGE – this needs to overlap the previous report run. PFM needs to find at least one item it has already processed, to know where to start the new download from. It will not duplicate any entries. If there is no overlap, PFM will warn you, and you may have missing transactions.

    Once the date range is selected, click on the third button – Excel Full Report. Choose to SAVE the spreadsheet created, and save it to the PFM folder – into the subfolder called UNPROCESSED INTERNET PAYMENTS. Make sure the Unprocessed folder is EMPTY when you save this new file to it – if there are any old files showing, delete them.

 

  • Import the payments into PFM

     

     

    Go into PFM – to Trans Entry – Receipts – Internet Receipts. Click on the button bottom left to READ INTERNET RECEIPTS FILE

    PFM may find information in the file that it does not understand. If there is a short code that has been entered in ParentPay and is different on PFM, you will see a screen telling you the Group Code 1 is not valid. You will be able to select the Short Code that it should be showing.

    PFM may find a pupil who is not on PFM – maybe a new starter, or pupil from another school. Again, you will be able to manually pick the student this money should be allocated to.

    You can also choose to CANCEL the import, for example if you need to create a new short code for a new trip, or add a new student to the system.

    Once complete, the grid onscreen will be populated with all the online payments received since your last download. The Trans Entry –Receipts – By Short Code will also have entries added for any cash/cheque you entered onto ParentPay. You can now BANK IT as required.

 

 

  • Where do I BANK IT to?

    Cash and cheques will be banked to the usual bank account in the usual way.

    With online payments, you can choose – do the individual ParentPay transactions go straight to your school bank account? Or, do you receive a lump sum transfer from ParentPay once a week or fortnight? If the first case, you would BANK IT to the school bank account. In the second case, we would recommend setting up a dummy bank account called PARENTPAY HOLDING and bank all payments to this account. The payments sit here, until the lump is transferred out. (Create bank accounts in SETUP – ADD BANK ACCOUNT)

 

  • Bank transfer when ParentPay transfer money to you.

    If you receive a lump sum transfer weekly or fortnightly from ParentPay, record this on PFM using Transaction entry – Transfers – Bank Transfers. FROM – ParentPay holding , TO – School Fund bank account. Enter date and amount.

 

  • Enter ParentPay’s Collection service invoice

    Each time ParentPay transfer money to you, they will also issue a bill. The amount of the bill will be deducted from the amount of money you have received from parents, and the balance will be transferred to your school bank account.

    You can view the bill by logging into ParentPay, and going to Reports – Reports - Collection service invoice

    The invoice will need to be reflected on PFM. You will probably need to create a new short code for ParentPay Charges.

    Enter the transaction through Trans Entry – Direct Postings – Payments. Select the short code, and use the PP dummy bank account (as it will be automatically deducted from here)

 

 

  • Reconciliation –the final stage!

The last step is to reconcile the dummy ParentPay holding bank account. This will have all the monies in, the lump transfer out, and the invoice paid.

Log into ParentPay and go to Reports – Reports – Reconciliation report.

We have tp click on any transaction for a given date and at the bottom we are offered a subtotal for that day. It totals the same as the ParentPay reconciliation for that date, we can press the F1 functions key (at the top of the keyboard) and this will tick ALL the entries for that date

Some days may not agree – this is usually when payment has been made by Mastercard or Solo, which can take a few days to clear. However, this is only usually true if you are reconciling very quickly – it is much better to leave it at least a week before reconciling – ie don’t try reconciling 17th January until at least 24th January – that way, slow payments will have cleared and your reconciliation should agree.

Once you have agreed a series of dates with the PP reconciliation reports, click on COMMIT CHANGES. 

 

 

 

Linking Parentmail PMX transactions

 

Payments received from parents via Parentmail PMX can be easily imported into PFM without the need for re-entry.  There are a couple of bits of setup that need to be done, and after that it should be quite straightforward  on a day to day basis.

 

Setting up pupils in PFM to accept PMX transactions.

PFM uses the SIMS admission number as a unique identifier for students. PMX assigns its own special index to identify students,  so before starting to import payments from PMX we need to tell PFM what the PMX index is for each child.

 

If we do not do this process, then every time a pupil pays  on PMX you will have to manually select the pupil on PFM - it is better to import the PMX IDs in advance to save this.

 

In Parentmail Go to REPORTS - GENERAL REPORTS - PARENT STUDENT EXPORT

 

Click onto the ‘Generate Report’ button, this will take a minute or two to generate a report. Click OK and you will be notified for when the report has been generated.

Underneath the Download heading, you wil have two options: CSV and PDF. Click onto the CSV green button, this will then automatically download or first ask you to save the file. Once you have opened this download, you will see a list of students and their PMX ID’s.  SAVE this file to a location of your choice.

NOW RETURN TO PFM - In PFM go to TOOLS - PMX

Click on BROWSE - browse to the file created above,  click on IMPORT.

 

If any of students do not match exactly, you will be offered possibilities. Accept or Scroll through to the next one until the correct student is identified.

The PMXIDs are now in PFM.

 

Creating/amending services in PMX

For PFM to recognise payments from parents, item in PMX must include an ACCOUNTING COST CODE. This is your PFM short code.

 

How to set up a trip and where to enter Accounting Cost Codes

 

When logged into PMX, click onto Payments tab from the menu on the left hand side of PMX. This will then expand into 11 different sub-tabs. Please click onto the ‘create new item’ tab’.

·         Create New – To create a payment item from scratch.

·         Use Previous Item - If you have previously set up the payment item and need to adjust with different dates/prices, users etc.

 

Both options have the same screen

·         Create New – Blank fields.

·         Use Previous Item – Fields will include information from previously set up that you can adjust.

Here you can fill in the details that you need. You can hover over any of the options for more information on what they mean. To add accounting cost codes, you will need to tick the box next to the setting (detailed) named: Accounting Codes:

This will then open up the settings for the accounting codes. You can enter in the PFM short code into the accounting code here and then click the ‘save’ button.

 

 

Adding cash/cheques through  PMX

If parents make all their payments through PMX, then the balance they owe will show correctly on PMX. However, if they pay some money through PMX and some as cash/cheques, then the PMX balance will not be up to date. A way round this is to use the option in PMX for entering Cash/Cheques as a batch. This will update the PMX balance, and the transactions will then appear in PFM as cash/cheques waiting to be banked. Clearly, you should not ALSO enter them into PFM in the usual way, and this will lead to duplicates. Enter them into PMX and then import entries from PMX ready for banking along with other cash/cheques not related to trips on PMX.

It is much more straightforward if parents do not mix and match online payments with cash and cheques for any given trip, but of course we can’t stop this happening.

How to process a manual order

When logged into PMX, click onto Payments tab from the menu on the left hand side of PMX. This will then expand into 11 different sub-tabs. Please click onto the ‘manual order’ tab.

This will open the Contact Book – search for the student by using the search box, or search by ‘User’ or ‘Group’ type. Once you have selected the student – click ‘Next’.

You will then have the ability to view and select any payment items available for the child. To select an item press the basket option, next to the item.

You will then be able to select quantity or size if this option is available. Once you are ready press the “Add to cart” option in the bottom right corner.

You will then need to select ‘View Cart’, review the order and then select ‘Checkout Now’ on the right hand side. You will then be required to record who you are making the payment on behalf of.

 

The drop down box under “Select Payee Name” will list all the users who are connected to the student you originally selected from the Contact Book. You can select one of these users OR if the person who has come in or called in to pay for the item is not listed as a user on ParentMail, you can manually input their details. Please note, this will not add them as a user on the system. Once you have done this you will need to select the payment method from the drop down menu. The Payment Method you select will then determine the next page you see. If you select a card you will need to input the card details, for example.

 

To check that the payment has gone through, go to ‘Order History’ in the Payments Menu and the order you have just processed will be at the top of the list. Click on this to see the details of the payment.   You will also receive an email receipt that you have made a manual payment on behalf of the parent, and this will appear on the ‘Manual Payments for a selected date range’ report. You can use this email as a receipt, print it or email it to the parent.

 

Downloading the list of payments received from PMX

You will be receiving payments from parents for trips etc., on an ongoing basis. Depending on the quantity, and how frequently you wish to update PFM with this information, you will need to download the report showing the payments received.  If you want PFM to be up to date, then this will need to be done pretty regularly.

 

To download the report, go into PMX and to the REPORTS option on the LH menu -  then select Payment Reports from the sub menu.

Then, select the ISTEK transaction report from the payment report menu to the right.

You will then be asked to select a date range, use the calendars as shown below to do so.

Click Generate Report once you are happy with the date range selected.

After a short time, your report will be ready to download, press the CSV button to do this.

SAVE the report into the UNPROCESSED INTERNET PAYMENTS folder within the PFM folder.   Make sure there are NO other files in this folder.

Import the payments into PFM

Go into PFM – to Trans Entry – Receipts – Internet Receipts. Click on the button bottom left to READ INTERNET RECEIPTS FILE

Once complete, the grid onscreen will be populated with all the online payments received since your last download. The Trans Entry –Receipts – By Short Code will also have entries added for any cash/cheque you entered onto PMX.  You can now BANK IT. 

 

We recommend creating a 'dummy' bank account called PMX holding account and banking all money from Parentmail into this.  Then, when you receive a settlement from them that appears on your, enter a BANK TRANSFER from the dummy account into your real school fund bank account. This makes the reconciliation much more manageable. 

 

Enter PMX’s service invoice

Periodically Parentmail will issue a charges bill.  You will receive email notification of this bill. NB - Parentmail are planning to change this so that they

DEDUCT their fees at source

The invoice will need to be reflected on PFM. You will probably need to create a new short code for PMX Charges.

Enter the transaction through Trans Entry – Direct Postings – Payments.   Select the short code, and use the appropriate bank account (as it will be automatically deducted from here)

Recording the settlement from Parentmail

When you receive money from Parentmail , and IF you have used a dummy bank account, use TRANS ENTRY - TRANSFERS - BANK TRANSFER to record money coming FROM the dummy account into your real bank account. 

Reconciliation –the final stage!

The last step is to reconcile the PMX transactions.

If you have used a dummy bank account, we do this reconciliation in the DUMMY bank account on PFM. The idea is to match the individual transactions to the total amount settled.

If you have NOT used a dummy bank account, this will need to be done on your 'real' bank account to get the statement to balance.

All PMX transactions are allocated a BATCH NUMBER – but NOT UNTIL Parentmail actually pay you the money.

When a payment is received from Parentmail, go to TRANS ENTRY – BANK STATEMENTS – choose your bank account. Locate any one item within that batch – the batch number shows, as does the batch total, If the total agrees with the bank statement, press F1 to tick all the items.

NB – you must have the BATCH option ticked at the bottom left of the PFM Bank Rec screen.

 

 

 

Linking Squid transactions

 

Processing parental payments received through sQuid couldn’t be easier!  There is a dedicated import area in the package that will read transactions in with all their necessary details, provide a screen and report for checking and then allow you to post the transactions at the touch of a button! 

 

 

Configuring sQuid to link with Private Funds Manager

 

 

Its very simple to configure sQuid to link with PFM, as long as you are aware of how the link works.

 

PFM needs two linking fields – short code description– ie trip / item being paid for; and the student ID.

 

Description –

 

PFM looks at the description used in sQuid to identify the shortcode.   So when a new item for payment is created in sQuid the description used, must be the same as the description on PFM.   If you want additional detail you can introduce a DOT on the SQuid code, and anything after the dot will be ignored when it links to PFM.

 

Eg – the Ski Trip Feb 2012 to Colorado might look like this :

 

PFM – Short code SKI12COL            Description Ski Trip Feb 2012 Colorado

 

sQuid-  Description -   Ski Trip Feb 2012 Colorado

Ski Trip Feb 2012 Colorado. Yr 11     would also work (extra details
after dot)

 

 

Students -

 

PFM also needs a student identifier for each payment. In sQuid there are two options for student identifier – either the UPN is used, or a sQuid ID field.

 

If you have opted for the UPN, then nothing needs to be done for PFM to recognise the student.

 

If you have opted for the sQuid ID, you now need to link the students by identifier on PFM. You will need an alphabetical list of all students with both SQuid ID and admission number – sQuid will provide this for you as an Excel spreadsheet.

 

Go to TOOLS – Update sQuid Number

 

 

COPY and PASTE the list of Admission numbers from the spreadsheet onto column 1

COPY and PASTE the list of Squid ID numbers from the spreadsheet onto column 2.

Click on CHECK to confirm all values are correct.  If so, click on SAVE.

 

Configuring Private Funds Manager

 

To configure PFM you simply need to confirm the folder that you will use to store sQuid reports. PFM needs to know this, to look in the right place for the necessary import file.  Go to TRANSACTION ENTRY – RECEIPTS – INTERNET RECEIPTS.  Click on the button SETUP INTERNET RECEIPTS.

 

As a default, PFM will look to the file called Unprocessed Internet Payments for import files.

 

The only other configuration would be to create a new bank account on PFM IF payments from parents sit online and are only transferred to you bank account once a fortnight or another time period. We would recommend creating a bank account that holds all the individual payments, from which a lump transfer is made into your main bank account.  If each payment from a student goes directly and individually into your bank account, then a dummy would not be required.

 

Exporting Internet Payment Details from sQuid

 

There are just 2 steps to processing the internet payments – the first is to run a report in sQuid and the second is to import that report into PFM.

 

Go to sQuid and run a report of payments received.

 

IMPORTANT – make sure you pick a date range that OVERLAPS the previous report run. So if your last report went from 1/4/11 up to 12/4/11, make sure that the next report goes from 12/4/11 and not 13/4/11.  This makes sure that no payments are missed, and any duplicates in the overlap are automatically removed. This is important because if you ran a report at 4pm on 12/4/11 up to the date 12/4/11, there could of course be transactions coming in up to midnight on that date, and if you started your next report from the date 13/4/11 then transactions would be lost.

 

Save the report as an Excel spreadsheet into the folder called UNPROCESSED INTERNET PAYMENTS (or other folder as specified in earlier setup) and close.

 

Importing transactions into Private Funds Manager

 

Our final step is to import the Excel file into PFM.  Go to TRANSACTION ENTRY - RECEIPTS – INTERNET PAYMENTS.

 

Click on Read Internet Receipts file.

 

If the description created in sQuid does not tie up with a short code description in PFM 3 choices will be offered :

 

Choose the correct short code that this item relates to - SAVE

Cancel – check the descriptions, amend in PFM or sQuid as necessary

Ignore – do not import any transactions from this item on sQuid EVER

 

If any students listed on the payments received report are unidentified within PFM, you will be asked to select a student from the PFM pupil list.

 

If there is not a date overlap, you will be warned and asked to re-run the report.

 

The receipts screen will then be populated with the internet payments, for you to check and then bank  Once banked, the Excel report is automatically moved from the UNPROCESSED INTERNET PAYMENTS folder to the PROCESSED INTERNET PAYMENTS folder in case you need to look back at. 

 

 

Entering sQuid invoices

 

Paying sQuid charges will occur in one of two way – either payments from parents will be received net or charges, or an invoice will be issued and paid as a lump. Either way you will probably want to create a new short code called something like sQuid charges.

 

To process invoices -

 

Enter this amount on PFM in Transaction Entry – Direct Postings – Payments. Select the short code to use for sQuid charges and enter the amount. Select the appropriate bank account to take the money from - either the new dummy bank account if you are receiving payments net of charges, or from your normal bank account if you are paying invoices separately.   Save.

 

 

Transfering money from sQuid account to School Bank Account

 

ONLY if you receive fortnightly money transfers : Once a fortnight, when a lump of money is transferred from sQuid to your bank account, use Transaction entry – Transfers – Bank Transfers. The  ‘FROM’ bank account with be the sQuid bank account, and the TO will be your school fund account.

 

 

Reconciling the Dummy sQuid Bank Account

 

ONLY if you receive fortnightly money transfers and have created a dummy bank account : You will probably want to reconcile the amount of money that sQuid have transferred to your bank account, with the payments received from parents up to that date MINUS the invoice for the amount sQuid have charged you.

 

Go to Transaction Entry – Bank Statements – select the sQuid bank account at top left

Reconcile money received in and the sQuid invoice relating to the period. The reconciled total should equal the amount transferred to your bank account.  There will always be items left, that came in after the transfer point. Commit Changes to accept.

 
 
 
 

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