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Complete User Manual

1. Communication People Winris Report Enter the amount you need to credit to the correct account and ensure you place a note in the Internal Comments and Notes to Payer box to provide evidence of your actions for the audit trail Click Credit Payer Pupil Year hirs Goldingay 4ch Goldingay 3 bir amd Mrs Ellis 3 Shelley Se0ith Shelley Seaith hir ard Mrs Ethan 3 Shelley Seaith She lley Sesith Cancel Credit ParentPay Ltd Quantity Page 87 Transferred from sibling ace Notes to payer araferrad from sibling acd PPTA Feb 2015 Version 13 1 Refunds Debit Credit Payments A card payment can be reversed if it has not been settled and was not made as part of a cross school transaction refunded after it has been settled Please note that transaction charges are applied to refunds Both processes are carried out in the same way You can refund all or part of a payment Cash and cheque payments These can be cancelled in ParentPay if they have not been banked and the cash cheque returned to the parent If a cash cheque payment has been banked we recommend recording a refund as an other adjustment and refunding the parent via school cheque PayPoint At present PayPoint payments need to be recorded as an other adjustment and refunded by school cheque NB The ability to create a PayPoint Barcoded Credit Note will be a feature offered by PayPoint in the future To refund an online paym
2. 1 50 according to your selections The TOTAL field will show you the total number of debtors from your selection s this number and a breakdown of recipients by communication channel is visible in the Pick recipient summary section at the top of the screen ParentPay Ltd Page 50 PPTA Feb 2015 Version 13 1 The Pick recipient summary section also tells you if the SMS message you have chosen to send exceeds one SMS message size enabling you to manage costs quickly and effectively If you want to view the recipients their balance and the channel to be used click Show bottom of screen the full list of recipients from your selections will appear on screen Recipient list Hide recipients Select Recipient narne Pupil staff name Year Req Channel Long Send to Actions ali group SMS T FJ Chezza Beckham David Beckham 3 3CC A Preview Z Julia Seith Winston Smith 3 30C 2 deans shelley parentpay com S Preview F Mir and Mrs Alpha Adam Apiha 6 BAB a Preview 7 Miss Brawo Mary Bravo E 6ce Q Preview Ms Charlie Ben Chariie 5 5AA S Preview Hints amp tips Click Show to check the individual recipients you can preview the message to be sent by clicking on the 1 icon in the Actions column and remove any individuals by un ticking the tick box on the right NB the preview will not show signatures or barcodes The Potential delivery problems field in the Pick recipients summary section will tell you how ma
3. Due date Item description Name Amount Dinner money for The Denewood Community Rachael 0 00 4 Add to basket School Dinner money for The Denewood Community April 0 00 4 Add to basket Makasi e Enter the username and password for the child they want to add e Click Search e The school pupil name year group and class will show on screen Adding from account r2etqluz paris Foster School Pupil Year Reg group Sunnyside Schoo Nathaniel Norman 1 1DC Add child to your account After you confirm the add these pupils will be transferred to the account you are logged into and the old account will be disabled ParentPay Ltd Page 124 PPTA Feb 2015 Version 13 1 e Click Add child to your account to confirm this is the child they wish to add to their account They can repeat the above process to add more children to their account up to a maximum of six Changing their username and or password If at any time they want need to change their username or password they can do so as follows Go to the I want to area of their home page View edit profile gt Your details want to Your details Edit login credentials Please confirm your password to make changes to your login details Go to homepage Co ae Confirm existing password Pay for items gt Change username parent22 Make bookings o A A A A A A A E Your password must contain between 6 and 30 characters and contain at least one le
4. Go to Settings gt Calendar fr My ParentPay Attendance meals amp events Payment items Communication People Finance Home Payments Pupils Reports Communication Bookings Settings B Page content Calendar Mealtypes FSM Allowance Sitedata Manager Files Static menus Manage financial year Choose financial year use the drop down menu to check if your financial year has already been setup if not Click Choose Name your financial year i e 2012 2013 Enter the Start and End dates Click Save Manage term dates Choose academic year use the drop down menu to select your academic year e Click Choose e Enter your half term Start and End dates for the whole year in the period sections e Click Save Manage closing days Choose academic year use the drop down menu to select your academic year Click New Click Choose Enter the Start and End date for your Inset occasional closing day Click Save ParentPay Ltd Page 25 PPTA Feb 2015 Version 13 1 Meal types If you are using ParentPay Dinner Money you will need to set up meal types so that ParentPay knows what to charge for what type of meal Go to Attendance meals amp events gt Settings gt Event types and prices PY My ParentPay BANGLE AAE Payment items Communication People Finance Event types and prices Change event prices and manage event types FSM allowance PayPoint cards Manage meal types Choose time Lunch time Choose type
5. ome message child Send options Verified email address only F Registered mobie number on Allow SMS size to excesd one text per mobile n Li Click Continue ParentPay Ltd Page 60 PPTA Feb 2015 Version 13 1 Choose your recipient group s This is the really clever part of the ParentPay Communication Centre You can select various recipient groups to drill down to the end recipient list In the Add recipients section use the drop down menu alongside Add group to select your recipients for your message All pupils All pupils amp staff year group class individual pupil etc Recipient groups Category Group Add exclude Number in group Recipients Actions Individual pupil Emelie Adams 1 1 it Individual pupil Vanessa Akinbobola 1 1 m Individual pupil Sophie Johnson 1 1 f Service assignment Dinner money for The 536 T Denewood Community School ae 3 Delete all Add recipients Add group Individual pupil X Year R v Vanessa Akinbobola v Add i Exclude Recipient list Hide Recipient name Pupil staff name Year Reg Channel Long Send to Actions group SMS Emelie Adams 1 1Violet Printed letter A Vanessa Akinbobola R RYellow Printed letter A Karen Hine Sophie Johnson 1 iBlue E Printed letter m Back Continue NB you must select a payment item that the pupils are assigned to in order to generate a barcode letter for the pupil and associated payment item if you do not sele
6. ParentPay Complete User Manual e Payments solutions for education www parentpay com Table of Contents Tape OF COMLSINS vacatcacunnn das E RAA EEEE AEE A E EERS AEEA N 2 ADOUE Nis Manual cncccacansinnieteccsccanaetiatensmacienernietainccasamKnieteeatasinintneimunkesunecuadons 8 Example Screens irisirireririsironirasiienini nirt ni ninin nA AA AE aia 8 The ParentPay web platform sssessssssnssssnsssonensnnssnsnsnnsnnnnensnnsaneneunnnesnsnennsnrnnenrnne 8 Pre conditions before setup ssssssssssssssonsssonesrnnssnnnesnsnsnnsnsnnsnronenrnneannnesnrnennnnenn 8 SOL Wale MMStallAUOM rea a a a E a 8 Data PTO CUO a EE EEE E E EEA EE EE E E E E 8 Se CUI ATAI E EA E T E E A E ET E E E E E E A T T 9 SUPPO ane arava ats aa E E E E E EE E EE E EE 9 Paroni Pay ONID SUDDOF merrnin on aa RA ERa a 9 SOE SC e EA A E E e vane saan E E E E E E E E 10 Koreji a EAE E E E E E A E E E E A E N E E A E E E A E 10 Importing and Managing Cala videvcanincaseae ence rnini Ea a aai 10 Download MIS Sync desktop software sssssssrssrsrrnnsnrsrsnrenrnrenrnnrnrnnrerrnnrnrnnenrnn 10 SPUD MI V a S E ee re ee 11 Configuring MIS Sync to link with your MIS ssssassssnnnsnnnnnrnnsnrnrnnnnnrnnrrrnrerrerenrenne 11 Pupi uploads SIMS Sel S scsocccecvsneasdesadesenviscasuestonenserudandes EN ON 11 Pupil ploads NoN SIMS USO oe eee nee ee ee eT 12 Problems with pupil uploads all MIS SyStEMS cc ccccececceeeeeeeeee seen eee eeeeeeeeeeaaaaees 1
7. Service School Meals for Oceania Primary School No of payments 76 Total amount 1755 00 In favour of Reg Service name Year Amount Paid date Means Actions Forename Surname group School Meals for Oceania Primary Winston Smith 3 3CC 20 00 18 Sep 2013 Visa Q View receipt make School 10 12 16 refund School Meals for Oceania Primary Winston Smith 3 Et is 20 00 25 Sep 2013 Visa Q View receipt make School 13 38 07 refund Specify a date range and click Search To tailor the information you require for your payment report click on the Advanced options button and tick the boxes alongside the information required ParentPay Ltd Page 114 PPTA Feb 2015 Version 13 1 Payments by individual for a particular payment item Go to Payment Items gt View Payment Item ft My ParentPay Attendance meals amp events View payment item pe Access payment items that you have already created to view and edit their current details view payments and view and edit assigned people Click to see all live payment items Payment items Reports Communication People Locate your item on screen and click Actions gt View assigned people Actions Actions a View payment item F Edit payment item La View assigned people P Edit assigned people f My ParentPay Attendance meals amp events Trip to the London Zoo The trip to London Zoo will take place on Monday Ist November and will cost 10 00 If you ar
8. group_code group_code HouseName House Number Meal Mapped fields ParentPay Ltd File fields Field type Key Chosen Name Sumame DateCt Birth Gender Key group_code Year RegGroup Display name Admission number free_meal free_meal_start free_meal_end W Required Salutation TEE T House Number Min field size HouseName Street Town Pad with o 1m Religion Diet Map Page 13 PPTA Feb 2015 Version 13 1 GENDER you need to select Gender from both columns gt tick REQUIRED in the KEY and enter M for Male and F for Female SOLIS IL LAG LALIT County DateOf Birth group code Year Diet 2 Regroup Gender District 4 Salutation Ethnicity House Name Display name Gender free_meal House Number free_meal_start Street free _meal_end District M Required Town County Male M group Postcode House Name Diet House Number free_meal Penak F Meal free_meal_start Postcode free_me al_end Recoup Religion Regroup Ethnicity Religion Apartment Map Salutation m Email FREE MEAL you need to select Free Meal from both columns gt tick REQUIRED in the KEY and enter T for True and F for False Admission Number Admission Number Apartment DateOf Birth County DateOf Birth group_code Year Diet L RegGroup Gender District F Salutation Ethnicity House Name Display name Gender free_meal House Number free_meal_start d Stres i free_me
9. details in the template You need to ensure you list a group and sub group against each staff member we would suggest putting STAFF for both group and Sub group e Click Save Go back into MIS Sync Click Staff gt Manage Data Click on the Import Tab Click in the radial box File Click on the Yellow folder to Browse for your file Select the file type Excel template xls and locate your file Click Open Click Import Go to the Manage tab and check all the information is as you expect remember to Save any additions deletions that you make This will take you to the Upload tab e Inthe Export section click in the radial box alongside ParentPay website e Click Export Your staff will now upload to your ParentPay site NB for future updates you will need to first Import your staff from the ParentPay website use the Manage tab to add delete staff and then Export the data back to ParentPay in order to update Adding Visitors for the first time Login to MIS Sync Go to File gt Create import template file Name the file and save locally to your computer Locate and open the file on your computer Click on the Visitors tab in the template Enter the details in the template Click Save ParentPay Ltd Page 19 PPTA Feb 2015 Version 13 1 Go back into MIS Sync Click Visitor gt Manage Data Click on the Import Tab Click in the radial box File Click on the Yellow folder to Browse for your file Select the fi
10. e Click Save ParentPay Ltd Page 26 PPTA Feb 2015 Version 13 1 Check your new meal type t My ParentPay BAGEUR UFU Rae Payment items Communication People Finance Apis es as cee hemes ae a Event types and prices Change event prices and manage event types FSM allowance f PayPoint cards Manage meal types Choose time Lunch time a Choose type Select all x e Click on Attendance meals amp events gt Settings gt Event types and Prices e Choose time select ALL from the drop down list e Click Search show Edit delete meal type price Select the time from the drop down list alongside Choose time Select the type from the drop down list alongside Choose type Click Manage periods Edit your period by clicking on the Edit period icon in the Actions column Add a new period if the price changes e g mid year simply type in your start date and end date price etc This will overwrite the previous period date if applicable School menus You can upload your menus to ParentPay and enable your parents to view what is on offer from their ParentPay account If you are using our data capture module with a cashless catering till system it may be that your till provider can feed the menu information into ParentPay from the till please contact the ParentPay support team for confirmation Upload your menus Click Attendance meals amp events gt Other menus My ParentPay EAGLE MUTU Aa
11. mean In the event that the Account name column displays the above text this indicates that you have money settled to this bank account directly using your own internet merchant account not via the ParentPay collection service As such ParentPay do not hold your bank details therefore you must contact your internet merchant account provider to implement any changes Can I switch my bank account to the ParentPay collection service Yes you are able to switch to the ParentPay collection service Please contact the Service Desk Team who will be able to assess your present account and advise you of the best process to Switch over Adding bank accounts In order for a new bank account to receive income through the ParentPay Collection Service it needs to be fully approved This includes the school providing ParentPay with evidence of ownership of the bank account Evidence you need to provide to ParentPay Evidence should be a scanned amp emailed or a faxed copy of one of the following e Bank Account Statement e Cheque e Confirmation letter from bank less than 28 days old including contact details of the bank These should be sent to Email banking parentpay com or Faxed 01278 501070 The evidence needs to clearly show the account number sort code school company name and bank account name e g Grange Hill High School Grange Hill School Fund Account 11 22 33 123456789 ParentPay will normally complete all approval
12. system and then map the report to MIS Sync The compulsory fields are as follows e PUPIL SURNAME e PUPIL FORENAME e ADMISSION PUPIL ID NUMBER WARNING watch the pupil id s remember to pad to leading zeros if necessary check on ParentPay to make sure you are using the correct same id numbers remember that you need to upload the whole school and not duplicate id s UPN DATE OF BIRTH GENDER MUST BE M FOR MALE AND F FOR FEMALE YEAR GROUP REG GROUP It is also recommended that you include the following PARENT SALUTATION ADDRESS LINE 1 HOUSE NAME ADDRESS LINE 2 HOUSE NUMBER ADDRESS LINE 3 STREET ADDRESS LINE 4 DISTRICT ADDRESS LINE 5 TOWN ADDRESS LINE 6 COUNTY ADDRESS LINE 7 POST CODE ENTITLED TO FREE SCHOOL MEALS MUST BE T FOR TRUE OR F FOR FALSE FREE SCHOOL MEAL START DATE required for FSM pupils FREE SCHOOL MEAL END DATE ETHNICITY RELIGION DIETRY REQUIREMENTS EMAIL ADDRESSES There must be no commas in any field the upload must be of the whole school and all have original id s As soon as you have created your Pupil data file you need to save it as a CSV file You then need to map your template via MIS Sync if you always create the same column headings in the same order you will only need to create your Mapping once We Suggest that you save the column headings as your Pupil Master Template to refer back to and use this as a guide every time you produce a new pupil csv file You ca
13. 2015 Version 13 1 Print meal numbers You are able to print meal number reports to provide to you kitchen canteen staff There are several reports available The most popular report is Report 05 which gives a Summary of the meal numbers however a lot of schools also use Report 13 which is the Advanced Event Supervisor list To access the reports go to Attendance meals and events gt Reports ft My ParentPay BRN rE r E moe Attendance Kitchen numbers Other menus Reports e Click on Reports Payment items Communication e Click on Attendance Meals and Events People Finance e Select Summary returns general Report 05 or the report you require e Choose Start and End date Leave today s date e Click Show report e Click Download to Excel to print Report 05 summary retums general All Oceania Primary School Total 22 Jan 2014 23 Jan 2014 Meal numbers Pupil Attendant 122 Billed 115 FSM 7 Value balked mealzs E 247 50 Value free meals 14 45 VAT element billed meals HE Kitchen numbers 0 00 0 00 0 00 Visitors o 0 5 0 00 0 00 0 00 Others 0 00 0 00 TK Total 122 115 241 50 14 45 0 00 If you need to record your meals served in ParentPay you can do so via Attendance Meals and Events gt Kitchen Numbers Some schools and Local Authorities use this to track the difference between the number of meals booked and the number of meals
14. 33 PPTA Feb 2015 Version 13 1 Period select the period of the settlement you need a statement for Statement type Cards online payments or PayPoint Filter by bank account check the bank account you want the statement for is correct Filter by Payment Item select an individual payment item to report on or leave as All for a report across all payment items linked to that bank account Totals broken down by use these drop down menus to define how your report will show Click Show report Oceania Primary School O1 Dec 2013 15 Dec 2013 rn cri Tho Total eral Fed wi TEE wot g WT L pa a Tele Hira p pd rF reer DEEN PEPI ae he CET ee Fj ge i z i T Oceania Fri a Schoo Fiesls Oceania Fri a fei i Gt oe VAT Invoices VAT on transaction fees VAT invoices are available for you to download once payment has been settled Go to Finance gt Reports A My ParentPay Attendance meals amp events Payment items Communication People Higurtule 4 Cash and cheques Record adjustments Manual card payment lik Reports View debt and income reports F CEP a eo Reports Select Collection Service Invoices and clink on the link to access the relevant invoice you require ParentPay Ltd Page 34 PPTA Feb 2015 Version 13 1 Reconciling your settlement statements You can run a payments report in ParentPay to show the gross amount collected in the settlement period this will match the Total paid c
15. Amount Quantity intemal comment Notes to payer 3 20 12 60 7 20 Version 13 1 PayPoint card ordering Schools that wish to enable their parents to continue paying cash but do not want to handle cash in school can opt to use PayPoint allowing parents to make cash payments to school at local convenience stores Currently PayPoint cards are only available for school meals payments all other payment items use the PayPoint barcode letters generated using the ParentPay Communication Centre Getting ready to order PayPoint cards Go to payment items gt view edit an existing payment items fi My ParentPay Attendance meals amp events Beyiitogicute Communication People Finance ie View payment item Create payment item Reports Payment items View and edit payment item details Pinned Q View or edit an existing payment item ie Access payment items that you have already created to view and edit their current details view My pinned items payments and view and edit assigned people You don t currently have any pinned items Check the heln ahove for tins on how to use ninnina e Locate the School Meal payment item on screen e Click on the Options gt edit assigned people icon Options v Q View payment item J Edit payment item View assigned people Edit assigned people e Choose group 1 Pupil e Choose group 2 select the appropriate year group from the drop down menu e Click Search pupils
16. Paid out 2 Paid im E Balance 01 Jan 2013 Opening balance 0 00 OF Oot 2013 ParentPay tH 10 00 10 00 22 Jan 2014 Cloging balance 10 00 Click on the clickable link in the Description column to access the payment receipt screen for the online or unbanked cash cheque payment Click Refund Reverse Payment or Cancel Cash Cheque Payment NB Payments reversed never go anywhere the payment process is simply cancelled They are not sent back to the payer s card as the payment has not been processed therefore the transaction will not show on the payer s bank statement it is literally as if it never took place at all If you need to reverse payment that was part a cross school transaction please contact our Service Desk Team who will be happy to do the reversal for you ParentPay Ltd Page 89 PPTA Feb 2015 Version 13 1 ParentPay Dinner Money No two schools manage school meals in the same way You will already have started to develop the way you do things so please decide what process works best for your situation Meal patterns and groups To enable ParentPay Dinner Money to automatically tick the attendance screens you can allocate meal patterns to groups of pupils YOU ARE FREE TO CHOOSE WHETHER THIS WORKS FOR YOU OR NOT This would only normally be done during your setup or at the beginning of an academic year term First you need to set up a group to allocate the meal pattern to SIMS users Firstly are all the c
17. ParentPay recommend If you want automated updates from SIMS MIS Sync can be launched in what is called GUI less mode This will allow MIS Sync to perform the update routine and quit automatically To invoke the GUI less mode you will need to tell MIS Sync with the command line switch quiet When you install MIS Sync the default to perform a SIMS extraction and upload is sims To extract data from SIMS in GUI less mode MIS Sync needs to be installed in the normal manner Please follow the installation instructions and carry out a successful upload from SIMS to ParentPay Using sims implicitly uses quiet All user names and password are encrypted within MIS Sync s password file You will not need to specify the application password at the command line in plain text MIS Sync will run the sims routine without its password because none of the sensitive information protected by the application password can be viewed or changed while in GUI less mode Activity logs and error message are stored in the logs folder within the configuration settings folder These logs should be monitored to ensure the GUI less process is correctly set up and continuing to send and receive data correctly In addition to the automated SIMS upload there is now a feature that can perform the Same operation for none SIMS users There are slightly more command line options needed missing a single one will cause MIS Sync to ignore them and start up normally The comman
18. Pay for items in the I want to area on the left of their screen Click on the child s name tab Pay for items Choose the items to pay for from the list below All items Dan Nathaniel Rachael April Christine Other Item description Name Amount School Meals for WEBEX Test School Nathaniel 0 00 4 Add to basket The minimum amount payable is 10 Please ensure you keep your school meal account in credit Provided by Sunnyside School Balance 2 30 a Edit amount or add notes Tuck shop topup Nathaniel 0 00 ra Add to basket Minimum payment 5 Provided by Caterer 6 Doug Balance 0 00 ar Edit amount or add notes They will see all items available to that child and can proceed to select which items they wish to pay for at that time by clicking Edit amount or add notes Add to basket Each time they add an item to their basket they 22 Hello Pamela Boyle parent22 will be directed to the top right of the screen and View edit your profile Log out a preview of their Basket will pop up Basket 0 00 0 Once ready to make payment go to their Basket and click Checkout ations Description Amount Dan Sunny Meadow Primary School meals Pre booking service Pupils Pay for more items 9 75 Checkout They will have the opportunity to review their purchases remove any they did not intend to make or edit those they did before proceeding to make their payment as normal by cl
19. Quick view of till link status sesesessssusensnnrnnrnrennnrrrnrnnnnnnrrrnrnrnnrnrnrnrnnnnrnerrnrnnne 109 VVC CRINGE ID al CC iu aa 110 MCL CHOICES cirine eE E E thes docsters E E E EOE 111 Who to contact when you need SUpport s ssssssssrsrsrrsrrnrsrrnnrrrnrrnrnrrnrenrnrrrrnrrrene 111 REPONIT roaraa E EE OE E E E A E E danas 113 Pay Mel MED Oi e A A E E E E E I E E E E A E E A A mous 114 Quick view of payments received across all payment itEMS cccceeeeeeeeeeeeeeeee 114 Payments by individual for a particular payment item sessssessersrrnnsrrnnsrrersrrnns 115 In depth payment reporting sssssssssssssnssnsnssnsnsnnsnsnnssrenenrenessnnssnnneensnennnnrnn 116 ParentPay Ltd Page 5 PPTA Feb 2015 Version 13 1 Ser jel HOD ON CUI a ancccsecaaenas cp EE A wel sy E AAE a E 117 Mea NUMDOI O orarie EE EE E E ancricokv nadie EA E ENR ENNEA 117 FoM enU UEmMmeENE reniris aa ra a ied iendeewannn ans 117 FoM UDCA a E E E 117 Say POUN erT E dabnvar sue ie eteenecsiwanecadeeenneaiae 117 ParentPay and your finance package sssssssssnssnsnssnssronenronenrnnesnsnrnnsnennsnnnnenrnne 118 Export payment data from ParentPay sssssssssssssssssnnsnnrnnsnnrnnrnnrnnrnnsnnnnnrnnrnnrnn 118 Faronte ACCOUN E aa E S E E A sence sedans 119 Usernames and passwordS sssssssssssnssrennsrrsnenrerrnrsrenrrrennrrrnnrnrnnrnrnnrnrenrnrrnnn 119 Resetting passwordsS s ssssssssssrrnrsrrnnsnrsnrnrrnrnrrrrnnrnrnnenrnnen
20. Tick the appropriate boxes in the PayPoint column and click Save z E Balance 5 2 gt indivi First t ete eng individual id ue a Year Reg DOB Bue Payments orf paid Comment o 2 a amount name name group amount w ee paramore total O 0OM P 1122334455 John Doe 1 Black 15 03 2000 0 00 2 20 00 O 0OM A1122334455 Holly Moran 1 Black 14 02 2000 0 00 1 2 00 Smith O0 OM A6677889911 Josh Moran 1 Black 14 02 2000 0 00 0 12 00 Smith ParentPay Ltd Page 75 PPTA Feb 2015 Version 13 1 Ordering PayPoint cards Go to Attendance meals amp events gt Settings and select PayPoint cards ht My ParentPay BROCE CA CE Payment items Communication People Finance O Event types and prices PayPoint cards pe Manage PayPoint card orders FSM allowance PayPount cards A list of the pupils you have selected will appear once you have checked that all the pupils are present and details correct click Send order Event types and prices PayPoint cards Manage PayPoint card orders FSM allowance Card orders sent now will be collated on 27 Dec 2013 produced and posted to arrive in schools by 03 Jan 2014 in the meantime you can issue barcode letters using the Communication centre Cards cost 1 50 VAT invoiced in arrears Card orders will be sent to the school s address as found via Settings gt Site data Pupil Parent School Reorder Last order Adam Aplha Mr and Mrs Alpha Oceania Test Site v Order neve
21. balance information is reported back to ParentPay at the end of each day once the catering staff in the canteen have carried out their end of day procedure on the till system Quick view of till link status ParentPay Data Capture schools have a Till connection section on the home page of their site Attendance meals amp events Paymentitems Communication People Finance is notifications AEA a m Tills have never connected B IA ay Be ma adi Attendance meals j You have 0 people with low amp events Payment items Communication balances No FSM expiring within 30 days oe i You have 0 new messages from parents w i You have 0 PCC delivery failures during the last run People Finance Help i You have 0 uploads that have failed in the last 24 hours No payments in the last 3 days The Till connection section indicates the number of records awaiting data transfer to ParentPay from the till system Click on the No Contact from tills for over button to view a detailed report ParentPay Ltd Page 109 PPTA Feb 2015 Version 13 1 Checking balances Go to People gt Pupils and staff fi My ParentPay Attendance meals amp events Pupils and staff Payers Groups Uploads Pupils and staff View and edit details for pupils and staff e Choose group 1 People e Choose group 2 select the year group the pupil is in e Click Search Payment items Communication Big jom Finan
22. bookings for e Reviewing current bookings selections and making more Stan Ackton Lunch time Week 4th Apr 2011 Show symbols Help Hide info egetable Beany Hotpot Curry with with a Bread a Rice Wedge v v Jacket Potato with Baked Sweetcorn amp Green Beans Cheese asa Jacket Potato filling alternative Fresh Bread Fresh Fruit or Yoghurt Chilled Water Cold Milk Garden Peas amp Cauliflower Cheese asa Jacket Potato filling alternative Fresh Bread Fresh Fruit or Yoghurt Chilled Water Cold Milk Fresh Carrots and Broccoli Florets Cheese 4s a Jacket Potato filling alternative Fresh Bread Fresh Fruit or Yoghurt Chilled Water Cold Milk Fresh Roasted Vegetables amp Fresh Cabbage Cheese as a Jacket Potato filling alternative Fresh Bread Fresh Fruit or Yoghurt Chilled Water Cold Milk Baked Beans amp Garden Cheese asa Jacket Potato filling alternative Fresh Bread Fresh Fruit or Yoghurt Chilled Water Cold Milk e Click a cell to select a choice e Click the cell again to de select a choice e When sufficient selections have been made the day date box at the top of the Save and select more Cancel column will change from blue to green with a white tick Fri 25 Mar e Click to Save and select more or Checkout ParentPay Ltd Page 107 PPTA Feb 2015 Version 13 1 FAQ s When are bookings charged to account
23. captured from the till system to us and we are unable to assist we will forward your issue to your cashless catering till system provider for resolution If you believe that your balances are not updating in ParentPay there are a few things you can check before you contact ParentPay or your till provider Is the till system switched on and connected to the internet This is a common issue in schools remember that the communication between ParentPay and the till is internet based therefore data will not transfer is the till is not Switched on and connected to the internet What does the Till queue status section on your home page tell you If this section says Lost then there is no connection between the till and ParentPay check the till is on and connected to the internet If it is then you need to contact your till provider for assistance ParentPay Ltd Page 111 PPTA Feb 2015 Version 13 1 Can you see an updated balance against the pupil account Go to Pupils gt Pupils and search for the year group the pupil is in if the balance on screen does not show today s date then there may be an issue with the links between the till and ParentPay you need to contact your till provider for assistance Can you see payments made in ParentPay If the answer is yes it is likely there is an issue with the link between ParentPay and the till system and it is best to contact your till supplier in the first instance ParentPay s sup
24. cheque payments Payment items Communication People Finance The bank report will confirm the cash and cheque bankings you have taken to the bank post office or sent via security pickup Report options Choose school Oceanis Primary School Choose start date 20 01 2014 Choose end date 22 01 2014 Or choose date range from list Specified date range Choose payment method Cash and cheque Please check to show till balance and uncheck to show banking list Report 08 Bank report 20 01 2014 22 01 2014 Cash and cheque banking list Oceania Primary Schoal Cheque banking Pupil Payer Rebeocs Prendergast Parent guardian hauna Woolscott Parent guardian Cash bankings Amount E ParentPay Ltd Cheque sum ber 125456 O01 122 Banked on Amount Paid on 10 00 10 00 22 Jan 2014 22 Jan 2014 Page 83 Barleed on 22 Jan 2014 22 Jan 2014 Ranking ref Banking ref tt test Bank aocount Anecurrt 2 Account 2 Total 20 00 Total 0 00 PPTA Feb 2015 Version 13 1 Checking balances Go to People gt Pupils gt Pupils amp staff fi My ParentPay Attendance meals amp events Payment items Communication W3 1C Finance Pupils and staff Payers Groups Uploads People Manage pupils staff and payers Pupils and staff View and edit details for pupils and staff e Choose group 1 Pupil e Choose group 2 select the year group the
25. down menu e Click Next e Name name your trip such as Visit to Isle of Wight e Description Enter information about your trip such as the cost installment information etc e Notes field select the type of notes field you would like if you want your parent to send you supplementary information when making payment e Default amount enter the Maximum amount of the trip e Variable amount will be ticked e Minimum amount minimum online payment i e 25 00 e Maximum amount enter the total cost of the trip e Allow partial payments tick e Due date select a date you need to receive payment by e Use due date tick e Require payer consent tick if you want your parents to tick their consent at the time of making payment e PayPoint barcode enable tick if you wish to be able to generate barcode letters for cash based families e Credit payments to select the bank account that payments will be directed to e Click Save e Click OK ParentPay Ltd Page 42 PPTA Feb 2015 Version 13 1 Editing a live payment item Once you have setup a payment item you may edit the details any time you wish Schools have the opportunity to change the bank account linked to a live payment item and can even set a future date they wish the change to take place i e the date that funds will be settled to the new account from Click on Payment items gt View payment items Finance fA My ParentPay Attendance meals amp events BeVieicuce Co
26. e Select search criteria Pupil e Select search criteria Meal e Select group School meal e Click Create Pattern Select search criteria Pupil v Select search criteria Meal Ww Select group School meal YV Edit group Un tick the children that the meal pattern you are creating does not apply to or leave them all ticked You then have a couple of options 1 you can create a pattern Monday to Friday from the next day until the end of term year etc for all the ticked children or 2 just select the children that have meals on a particular day s Monday Wednesday Friday etc Click Save and Finish when you have created each pattern NB Meal patterns cannot overlap if they do ParentPay Dinner Money will warn you and ask you to confirm in order to overwrite the information Non SIMS users First you need to create your Meal group in ParentPay Click on People gt Groups In the Group description section e Click on New group e Name your group School meal e Tick Visible in registers e Tick Usable by all managers in school Group description Name of group School Meal Visible in register _ Visible for parents Usable by all managers in school ParentPay Ltd Page 91 PPTA Feb 2015 Version 13 1 In the Add pupils section e Choose group 1 Pupil e Choose group 2 select a year group or leave as ALL e Click Search e Tick the pupils to add to your group e Scroll down to the bottom of the page and click Add to
27. eDm2 ParentPay eDm DC ParentPay Data Capture ParentPay Shop ParentPay MIS Sync School Trends ParentPay Shop and Pay24 7 are all trademarks of ParentPay Limited This document contains unpublished confidential and proprietary information of ParentPay Limited that is protected by copyright and other intellectual property laws All other trademarks service marks and trade names referenced herein are the property of their respective owners ParentPay Limited software and its attendant documentation are subject to and made available only pursuant to the terms of a User Agreement with ParentPay Limited and may be used or copied only in accordance with the terms of that agreement ParentPay Limited takes reasonable measures to ensure the quality of the data and other information produced by ParentPay Limited that is made available herein However these materials may contain technical inaccuracies or typographical errors and are not guaranteed to be error free Information may be changed or updated without notice ParentPay Limited has no obligation to update the information in this material based on changes to its products or services or those of third parties ParentPay Limited may also make improvements or changes to the products or services described in this information at any time without notice ParentPay Limited Registered office Flat 11 Kingsley Lodge 13 New Cavendish Street London W1G 9UG ParentPay Ltd Page 139 PP
28. ensure payers can make regular payments within the limit set by the school ParentPay Ltd Page 39 PPTA Feb 2015 Version 13 1 Go to Payment items gt View payment items Pr My ParentPay Attendance meals amp events BeWiitsieiciitm Communication People Finance bed Click Create Payment Item Select the Repeatable variable amount option using the drop down menu Click Next Name Dinner money for XXX school Description Enter information about your dinner money payment item such as the price of a meal where you have a fixed price the price of a week s meals the minimum top up amount required etc e Default amount 0 00 so parents can pay any amount over the minimum amount e Variable amount tick to allow payers to pay any amount between the minimum and maximum amount set e Minimum amount the minimum amount you want your parents to pay at one time e Maximum amount the maximum amount you want your parents to pay at one time e PayPoint barcode enable tick if you wish to be able to order school meal top up cards for PayPoint payments generate barcode letters for cash based families e Credit payments to select the bank account that school meal payments are to be directed to e Click Save e Click OK Once only fixed amount payment item Setting up a Once only fixed amount payment item such as a school trip that s a once only fixed price Go to Payment items gt View payment items e Click Create payment item e S
29. events Payment items B eutuliiitetteim People Finance Send message Create letter Communication history Messages from parents Contacts Files Settings Choose your template ParentPay Ltd Page 64 PPTA Feb 2015 Version 13 1 Select the letter template you would like to use ParentPay Communication Centre select starting point Get online support View payer accounts Display old messages and templates Most recently sent first eg Message Template type Owner D Num Channels a Subject ERO times Actions ParentPay Gentle d All created V All rentPav Gente ag Gol eee e Creste new Clone message ParentPay Gentle debt dinner Dinner money Oceania School Manager 25 Sep 29 Oct 1 eS a Actions money reminder 2013 11 34 2013 07 11 ParentPay Gentle debt dinner Dinner money 01 Sep 0 G lle Actions money reminder 2000 00 00 We are going to use the ParentPay Gentle debt dinner money template for this example All your old templates are still available to you and can be found using the drop down menus in the columns headed Message Template type and Owner Click on the Title of the template in the Message Template type column or click on the Clone icon in the Actions column Edit your template You will see a preview of the letter on screen with the Printed letter Email and SMS tick boxes ticked Click Edit to make any changes you require or use the existing message text remember to Save any changes you make i
30. group Add pupils Choose group 1 Pupil lt Choose group 2 f Iv ID First name Last name Group Year group Reg group P 1 122334455 John Doe Pupil 1 Black A1122334455 Holly Moran Smith Pupil 1 Black 46677889911 Josh Moran Smith Pupil 1 Black Cancel PUGER eE In the Pupils section e Click Save Next you need to create a meal pattern for your group Create a meal pattern fi My ParentPay Attendance meals amp events Payment items Communication W490 G8 Finance Pupils and staff Payers Groups Uploads e Go to People gt Groups e Select search criteria Pupil e Select search criteria Meal e Select group School meal e Click Create Pattern Select search criteria Pupil v Select search criteria Custom groups Select group School Meal Group 7 Simei Delete group Un tick the children that the meal pattern you are creating does not apply to or leave them all ticked ParentPay Ltd Page 92 PPTA Feb 2015 Version 13 1 You then have a couple of options 1 you can create a pattern Monday to Friday from the next day until the end of term year etc for all the ticked children or 2 just select the children that have meals on a particular day s Monday Wednesday Friday etc Click Save and Finish when you have created each pattern NB Meal patterns cannot overlap if they do ParentPay Dinner Money will warn you and ask you to confirm in order to overwrite the information Editing removing meal
31. messages and encourage parents to engage in other relevant communications ParentPay refers to this text as your public description Do not forget to click Save each time you make a change via this screen Edit home page text Click on Settings the little cogwheel on the right hand side of the screen gt Site data My ParentPay Attendance meals amp events Payment items Communication People Finance Go to the Public description field in the Company information section You can edit your Public description as often as you like Try making your text interesting by using different styles and links to relevant information e Using bold italics for bold use in front of and after the text for italics use in front of and after the text e To link to other websites or documents placed on your own website simply enter the full website address i e http www parentpay com file e To link to an email address use the format mailto office myschool com Public description Welcome to the Oceania Primary School site Enclose text in asterisks to typeset in boldface and use percent to achieve italics Click Save Enter school contact details Enter your contact details and ensure that your school s address main contact email address and contact numbers are correct The email address you supply here will be used by ParentPay to contact you and will also be the email address that replies to emails you send y
32. notes field you would like if you want your parent to send you supplementary information when making payment Default amount Enter the cost of the trip Due date select a date you need to receive payment by Use due date tick Quantifiable this will be ticked Default quantity enter your default allocation i e 1 Minimum quantity minimum number of places available i e 1 Maximum quantity maximum number of places available i e 1 Use stock control ticked Availability limited to enter the total number of places available i e 25 Require payer consent tick if you want your parents to tick their consent at the time of making payment PayPoint barcode enable tick if you wish to be able to generate barcode letters for cash based families Credit payments to select the bank account that payments will be directed to Click Save Click OK Repeatable limited availability payment item You can setup a Repeatable limited availability payment item with quantity for items such as tickets for a production with limited places available and even two price bands Go to Payment items gt View payment items ParentPay Ltd Click Create payment item Select the Repeatable limited availability option Click Next Name name your payment item such as Tickets for Christmas Production Description Enter information about your first price banded tickets Default amount Enter the cost of the first price band tickets Due date select a date
33. recipients section use the drop down menu alongside Add group to select your recipients for the activation letters individual year group all pupils all pupils and Staff individual pupil etc ParentPay Ltd Page 55 PPTA Feb 2015 Version 13 1 Pick recipients summary Get online support Choose the recipients for your message Enabled channels Message run name ParentPay Activation Letter Dinner Money Subject Priority Norm al Number of recipients 30 0 SMS O email 30 printed Potential delivery problems None SMS messages 0 exceed one SMS message in length Recipient groups Category Group _ Add exclude Number in group Recipients Actions m Add recipients Add group All pup ds amp staff m Recipient list currently hidden Show recipients Back Click Add Sending to individuals Select Individual pupil from the drop down menu the two fields below the Add group field will become active Use the left hand field to select the class the pupil is in and use the right hand field to select the pupil s name click Add If sending to an individual staff member select Individual pupil from the drop down menu the two fields below the Add group field will become active Use the left hand field to select the staff group and use the right hand field to select the staff member s name click Add Hints amp tips Click Show to check the individual recipients you can previ
34. s child using the drop down menu alternatively select All e Click Search A list of the pupils with their allocated payers will appear locate the payer View payer accounts Choose group 1 Pupil Choose group 2 Rag FCC mal Choose search criteria All Payer Em ail Pupils Beckham Chen SUD Sorte parertpay o0 David Beckhas Chezza Beckham David Beckham parent guardisn Caitlin Ford parent guardian Becky Sheedy parent guardian Gma Sankey parent guardian Bern Dalby parent guardian Chante Dem psey Stewart parent guardian Louis Taylor parent guardian Liam Dennis parent guardian Harry Stevens Smith Julia deana shelley parentps Winston Smith yom If a payer has NEVER activated their ParentPay account you will be able to see their Year Reg group 3 OC 3 300 3 IOE 3 Io J Io 3 300 3 IoC 3 Io 3 300 3 OC 3 IoC Communication Usenmname beckham 123 VFCTMEZU LLAT AHR UCAJNCOJ HOYSTAIL VAEITJPH KEKEKZMCL WHET PINJA ZOETE CPOEDCWL winston gia People Finance Password Changed by user ad6 PO2345 a26534655 alO261675 as5624215 a202135120 edgar 5294 a9a 185626 ath4697356 al4asaariz Changed by user Options Optone T Options F Options T Options T Options T Options F Options T Options T Options T Options T ptione T Username and Password activation codes in the relevant columns on the screen If a payer has activated the
35. screen Name choose the child they want to view payments for or leave as All to report on all payments across all their children Payment item narrow their report down to the item they paid for or leave as All services for a complete history of payments across all items in that period Start date Enter their start date DD MM YYYY or use the pop up calendar to select the date End date Enter their start date DD MM YYYY or use the pop up calendar to select the date Click Search Payments want to Please select the child item s paid for and dates you would like to Go to homepage Co search Pay for items gt Make bookings gt Name View transaction history Rachael Boyle v in some Payment item Account statements l All Services v Start date 01 11 201 01 11 1 ny E End date 31 01 2012 tans A comprehensive list of all payments they have made and any refunds the school may have made to them will show on screen ParentPay Ltd Page 132 PPTA Feb 2015 Version 13 1 selected period 01 Nov 2011 31 Jan 2012 Number of records 74 Total 1513 8 i Payment Date Child Payment item Paid to Notes method Amount paid Rachael Greenacres visit to London NA 15 00 20 The 2012 Dec Denewood s 2011 Community School Rachael Greenacres visit to London ParentPay 15 00 20 The 07810 541350 2012 07810 541350 online Dec Denewood s 2011 Community Crha School Rachael Cherry Orchar
36. setup of bookings as requested by you your caterer LA What control may a Caterer or LA have over their schools payment item setup booking cut off charging policies etc where applicable If you are part of a Caterer or Local authority project with ParentPay it is likely that your payment item parameters will have been setup globally for you to reflect the Caterer or LA s requirements The system s flexible so if they would like to apply a separate configuration to a specific school or set of schools they can do so How will parents use Bookings and what will they see Parents will see a weekly menu to book a day or a weekly menu with selections The parent either books the relevant day or selects the meal choices and are prompted to pay for the days booked when they save their changes If a parent does not pay for their booking in time is their booking cancelled Most schools require pay on booking however those that do not should be aware that unpaid bookings will result in meals being cancelled on the day What happens if Javascript active scripting is disabled in school Do not worry you can still use Bookings The page you will see will be slightly different to the screen shots included here but you will be able to perform all the same functions Do parents have to have JavaScript active scripting enabled on their computer Parents without JavaScript or active scripting enabled will not be able to use online bookings relia
37. the channels you wish to use and click Edit NB Comprehensive lists of the mail merge fields you will need are available from our support site All mail merge field codes must be prefixed by lt and end with gt so the text editor knows it is a merge field not plain text Hints amp tips To insert a mail merge field signature graphic in your message body highlight the mail merge parameter you wish to use such as lt signature gt in the List of field codes on the right of the screen left click your mouse and simply drag and drop the field into the appropriate place When uploading your signature file please ensure it is not in a word document it must be an image file jpg tiff or similar Hints amp tips If you are sending your message using a combination of channels there is no need to edit each one individually Simply click Copy in the preview area of the channel you have created edited the template for and the text you have created will be copied into the remaining two channels great when you need to send a message via letter and email just remember if you do copy text to the other channels un tick the channel you do not want to use such as SMS IMPORTANT Your template text will not be saved until you have completed your message run if you cancel out of the process now any changes you have made to the template will be lost Now you are ready to select your message options Message options This screen allows y
38. type and the total number of chargeable SMS messages you are sending Click Confirm Send A quick view report of your message run will appear on screen and your SMS messages will have been sent queued for sending ParentPay Ltd Page 73 PPTA Feb 2015 Version 13 1 Payments Recording opening balances If you are just setting up ParentPay you may want to record opening balances for various payment items that you already have in school and will be migrating to ParentPay such as dinner money Go to Finance gt Record adjustments Record adjustments Transfer balances and record adjustments to a balance or account Using the drop down menus e Choose payment item e Choose reason e Choose group 2 e Click Search Payer Pupil Year parent guardian parent guardian parent guardian parent guardian parent guardian parent guardian parent guardian Chloe Beale Sophie Evers Niall Ford Skye Freeman Daniel Lewis Megan Lowise Morrison Yasmin Wood e Type in the Amount to credit against each pupil e Enter an Internal comment where appropriate i e Opening balance e Enter a Note to payer i e Opening balance parents will see this against the transaction in their ParentPay online account Choose method 4 400 400 Click Credit and click OK ParentPay Ltd 0 00 for which you wish to record an opening balance against such as dinner money credit other select the year group All
39. your registers e Click Show day or Show week e Scroll down to the bottom of the register e Click Print as pdf Register reports Register Report 04 View and print event registers Advanced event supervisor report Report 13 Advanced register report for event supervisors Record attendance Recording your meal attendance in ParentPay has never been easier Use the below guidance to help you record how many of your pupils are taking a meal whether they are being charged for the meal and the type of meal they are taking From the home screen click Attendance Meals amp Events in quick links Pr My ParentPay ENGLE A Payment items Communication People Finance Attendance Kitchen numbers Other menus Reports Settings e Click on Record Attendance e Event time Lunchtime e Group 1 Pupil or Staff Visitors etc e Group 2 Select a class or leave as ALL e Choose date e Click Show day or Show week NB If you want to view past attendance for leavers you will need to tick the Include Leavers box You can also use the options at the top to show your Free School Meal entitlement to Show the pupils account balance and to also view the Event Key You will see a list of students next to their year and registration group You will also see the specific day you have selected or the whole week ParentPay Ltd Page 94 PPTA Feb 2015 Version 13 1 If you have set meal patterns your attendance screen will show t
40. 011 Closing balance 476 09 ParentPay Ltd Page 133 PPTA Feb 2015 Version 13 1 Alerts and communications Another great feature enabling parents to view a history of all automated alerts messages sent to them by their children s school s and any messages they have sent to school via ParentPay Communication history Go to View communications gt Communication history in the I want to area on the left of their screen want to ee Communication history Go to homepage gt j View all alerts and communications from the last 90 days in the table Change alert settings Pay for items gt eG P below Your alert settings can be altered on your profile Make bookings TEPEE 5 4 eee ere eee o 1 10 of 172 alerts amp communications gt Show all o View transaction history gt a E E Date Type Subject View menus amp choices gt EEEE RAR E AETA E T TE AE T AG MMA 14 Dec 2011 ka Letter View communications 14 Dec 2011 Letter Communication history ZZS Contact schools 14 Dec 2011 Letter 14 Dec 2011 5 Letter Th ey can ch oose 14 Dec 2011 A Sent message to Show all or 08 Dec 2011 Letter select Only 08 Dec 2011 Letter messages from i 08 Dec 2011 E Letter schools or Only 08 Dec 2011 Letter messages to schools 07 Dec 2011 Sent message If they wish to change their alert settings they can do so by going to View edit profile gt Alert settings or clicking on the Ch
41. 23 Feb x Fri 24 Feb A e Penne Pasta with Beef Hawaiian Pizza with Roast Chicken with Minced Beef Cobbler Salmon Fish Fingers Vi ew m e n u S Bolognaise Potato Wedges Sage amp Onion Stuffing with New Potatoes with Chips 7 a Vegetable Quiche with Potato amp Chickpea Curry Lentil roast and Roast Quorn Vegetable Wrap i Event time d efa u Its New Potatoes v with Steamed Rice v Potatoes amp Gravy Macaroni Cheese v with Chips v to lunch time e Week commencing choose the week to view the child s school menu e Click Show menu e Click on the Make bookings button if to make bookings at this time Viewing existing past future bookings for a child The Dan s menu for the week beginning 20 Feb 2012 area in the screen shot below will show the booked meals for Dan during that week yi Dan s menu for week beginning 20 Feb 2012 lt View previous week View next week gt gt Dan Nathaniel Rachael April Christine Mon 20 Feb x Tue 21 Feb of Wed 22 Feb of Thu 23 Feb x Fri 24 Feb K School meal School meal School meal School meal School meal Make bookings Click View previous week or View next week ParentPay Ltd Page 138 PPTA Feb 2015 Version 13 1 Terms of Use 2012 ParentPay Limited and affiliated companies All Rights Reserved ParentPay is a registered trademark of ParentPay Limited ParentPay for Schools ParentPay mealScene ParentPay Central Collection ParentPay Dinner Money ParentPay
42. 5 Pre admission uploads for SIMS SCHOOIS ccceeceeeeeeeeeeeeeeeeeeeeseeeeeeeeeegeueeeetseaggnnes 16 Pre Admission Uploads for Other MIS users ccccccceseeeeeeeeeeeeeseeeeeeeeeegeeeeeenteagenngs 16 MIS Sync and scheduled updates 2 0 cece ecccccceee cece eee eee e ee ee eee eeee essen eee eens eeeeeeeaaaaaaes 17 Adding a Scheduled task iN WINGOWS ccccccccceee cece cence eee e sees eeeeee eee e eee e ee eeeeeeaaaaaaes 18 Importing Managing Staff and VISICOIS eee ccc eee eee cece eee e seen eens ee eeeeeeeeeeeeeeeennees 19 Adding Staff for the first tiMe ssssssssssssssnrssnsnnsnnnnnrnnrnnsnnennnnnrnnrnnrnnrnnrnnrnn 19 Adding Visitors for the first time ssssssssnsrssnnrsrrnnsrrnnrnrnnrnrenrnrrrrnrsrrnnsrrnnenennr 19 Updating Staff and ViS tOrS ccceccccceeeeee eee eeeeeeeeeeeeeeeeeseeeeeeeeesgeeeeettsegaeeeeennseggs 20 SILG ImlenaG Cie Mt ceacirecaceceacseecevecavaem cosuacereusreie E A E E E E E T 21 Personalise your site s ssssesssrsnrnrsrrenrrrrnrrrrnrrrrnrrnrnnrnrenenrenrnrrnrnarnrnnnnrnnrnrnnrnrnn 21 ParentPay Ltd Page 2 PPTA Feb 2015 Version 13 1 Contact details UDG Sle GIalllvecsncs ce cacacetestewcdpanvnsersanrwsteeserecerenurausnseanetseeaeretrnearns 23 Add remove Manage S ceasctasencec ae rasuras vack vaca ecavavirete vane eaceveaavace vane eee vneeenee tents 23 AGING ANS gts oe rude ch eva cask eurncesk ee a eurrcesk Our E E T E T a ured 25 MIS li HY DC Jen E E meen E monroe e
43. Cards cccccccceeeeeeeeeeeeensennnneeeeeeeeeseeeeegueanaannees 78 Manual payment by pupil card cash cheque ccccceeeeeeeeeeeeeeeseeeeeeeeegeeeeeetseageenns 79 Entering cash or cheques received in SCHOOL ccccecseeeeeeeeeeeeeeseeeeeeeeeegeeeeeetseaggenes 80 Banking cash and cheque payments ccccccceceeeee sees eee e ee eee eeeeee eee e eee e eens eeeeeeeaaaaaaes 82 Checking balances wsatintcenscswalcuatin tian scan teeuasauedan soar adavgnen ties aenrauanahentianeeeied iasuuneanes 84 Moving money to other accounts or other payment ItEMS cc cece cece eeeeeeeeeeees 85 RORUN I gstewaueccucccug devaciumaneusue coveusiaieuaus ua tarausieceaseun E T E 88 Pabentray DINNCr MONEY aiactcnutustensntunceauttereunertoniemietunisaietunt as soontessenuniecuetoneweeeae 90 Meal patterns and OWS ss eitaagas eas doa onetentntaca puis Snap eg wa sano A ane aa araeaa 90 AM SEN S a E E E E 90 Nonm o IM UE S A ere er A A E EA AEE 91 Editing removing meal patterns for an individual ccceeceeeeteeeeeeeeeeeeeseeneeetsegeenns 93 Print daily weekly meal reGiSters ccceeeeecssceeees ee nneneeeeeeeeeseeeeesennaannteeeeessseeeeaaans 94 Record ALICNG ANCE vivitar iicentiniatonientacondinintonaiececontiiiaeuiia dkeenaeecetanaentharndenbasoneteda ean 94 PANE meal NUIMDEKS otiancisuniencerehenmtnedimnniendisencnonmntenatisakiaumenmienntiaeiiaudiemmmenaceeaannt 97 RICCHCR TOMDI S vintnntarhietnateietontan a a eubhan dkeematere aden dh atm an
44. Due date Item description Name Amount ner money for The Denewood Communit Rachael 0 00 4 Add to basket e Enter the username and password for the child they wish to add e Click Search ParentPay Ltd Page 123 PPTA Feb 2015 Version 13 1 e The school pupil name year group and class will show on screen Adding from account r2etqluz paris Foster School Pupil Year Reg group Sunnyside School Nathaniel Norman 1 1DC Add child to your account Cancel After you confirm the add these pupils will be transferred to the account you are logged into and the old account will be disabled e Click Add child to your account to confirm this is the child they wish to add to their account They can repeat the above process to add a maximum of six children to their account New parent user Add a child If they have more than one child at the same school or children at different schools that use ParentPay and have been provided with a username and password for those children they should choose one child s activation username and password to activate their account This account will then become their main account login for all their children e Go to www parentpay com e Enter the username and password they have received for one of their children in the Account login area e Click Activate e Click on the Add a child tab on their home page p Overview Dan Nathaniel Rachael April Christine Cresson Items due for payment
45. OO O01 0 10 10 10 07 Oct 2013 Actions T Ti Test 3 Test Account 3 Online payments are via Cardnet KEX 421 0 55 82 99 10 Oct 2013 Actions asl School Schoo Name MOOT 111 11 11 11 23 Dec 2013 Actions Status icons in the Status column will indicate if those bank accounts are Live and approved payers are able to pay for payment items linked to this bank account and money can be settled to the bank account bank account but money CAN NOT be settled to the account until approval received by ParentPay Awaiting approval from ParentPay bank account can be linked to payment items however payers cannot pay against those services or money be settled for a Live awaiting approval payers are able to pay for payment items linked to this those payment items until the account is approved Please confirm details bank account has been setup but you have not confirmed the information supplied is correct therefore you are unable to link it to any payment items You need to click on View edit this account and click on Edit these details in the Account details area on screen in order to confirm the account details are correct Account nickname how you want to refer to your bank account in ParentPay to ensure users know which account it is ParentPay Ltd Page 29 PPTA Feb 2015 Version 13 1 Account name the name of the bank account as it appears on your bank statement cheque book etc What does Online payments are via Cardnet
46. Open pdfs to print your letters Troubleshooting lt Help the mail merge is not bringing in the information Check the following steps in this quick guide Step 1 Editing your template does the body text contain all correct mail merge parameters Step 2 Choose how what to send have you selected Primary payer only one message child in the Send to section ParentPay Ltd Page 57 PPTA Feb 2015 Version 13 1 My pdf s are not rendering Check the following steps in this quick guide Step 1 Editing your template does the body text contain all correct mail merge parameters Check that any bolded text starts with lt b gt and ends with lt b gt etc My pdf s will not open This is nearly always a local issue Some schools do not have permission to download particular items from the internet if you are given the option to save them please do so and then open and print them locally from your pc If you get an error message it is likely that a recent windows update has affected your settings in Internet explorer please visit our support site for guidance on how to resolve this issue If both the above are not the case please contact your IT support as ParentPay will be unable to assist you further ParentPay Ltd Page 58 PPTA Feb 2015 Version 13 1 PayPoint barcode letters Before you start Go to Payment Items gt View Payment Items and locate the payment item you want the barcode letter for Select Edit Payment Item fr
47. Pupil Peg Elance Amount Quantity Internal nt Notes to ayer m ear z ou i ral comme payer peup E hirs Goldingay 4ch Goldingay 3 JRE 107 25 kir smd hrg Ellis 3 JRE 35 00 ie ae 35 Transferred to sibling account naferresd to sibling accourt Shelley Sanith Shelley Smith TA pajani bir amd hrg Ethan 3 JER 40 00 Shelley Seaith She lley Seaith cc Next you need to credit the pupil payment item you want to move money to Go to Finance gt Record adjustments ft My ParentPay Attendance meals amp events Payment items Communication People Migirtira Cash and cheques Record adjustments Record adjustments Transfer balances and record adjustments to a balance or account Manual card payment Banking Manage bank accounts Reports ParentPay Ltd Page 86 PPTA Feb 2015 Version 13 1 Using the drop down menus Choose payment item Choose method Choose group 2 Click Search A My ParentPay Attendance meals amp events Record adjustments Manual card payment Banking Record adjustments Transfer balances amd record adjustments to a balance or account Choose payment criteria Choose service School Beals for Oceania Primary Schon El Choose method Credit Choose group or search for pupil Choose group 1 Pupil Choose group 2 Reg FRR Pupil name E Include leavers Manage bank accounts that you wish to move the money from select the year or reg group of the pupil
48. S is kept up to date with new starters leavers changes to FSM entitlement special dietary requirements etc All of this information impacts on both ParentPay accounts and the information accessible at till level on your cashless catering system if you have one ParentPay online and ParentPay MIS Sync the software tool installed locally on your PC are completely separate applications MIS Sync is used to manage Pupils Staff Visitors and others Pre admissions Download MIS Sync desktop software Login to ParentPay Click on the Help tab Go to the ParentPay MIS Sync software section Click Download MIS Sync software Click Run NB if you are not given the option to run the installer click Save and Save it to your computer for access locally e Click Run if requested click to Allow MIS Sync to access your PC The MIS Sync setup wizard will now launch follow the process and click Finish ParentPay Ltd Page 10 PPTA Feb 2015 Version 13 1 Setup MIS Sync PLEASE FOLLOW THESE INSTRUCTIONS CAREFULLY Click on the MIS Sync icon on your desktop e Enter your ParentPay username and password e Enter your Organisation ID as follows depending on where your school is located o England school 1 your 7 digit DFE DCSF number o Scotland school 3 your 7 digit DFE DCSF number o Wales school 4 your 7 digit DFE DCSF number o Northern Ireland school 2 your 7 digit DFE DCSF number e Select MIS SIMS or Other e If you have pro
49. Select all Click Search show to check if any meal types have already been set up Set up a new meal type Choose time use the drop down list to select the meal time Click Create new Event type name name your meal type i e Pupil meal Staff meal Tick Count as plate to tell ParentPay to deduct the price of the meal when taken Choose an appropriate plate size FSM Related when creating a Lunch Time meal type the FSM Related box will be ticked automatically to ensure that the FSM entitlement or UIFSM entitlement is deducted when FSM or UIFSM pupils take a meal e Available for tick the boxes to tell ParentPay which groups the meal type is associated with e Default type if you are setting up a pupil meal type item it may be that you want this to be the default type In the attendance screen tick the box NB you can only have ONE default type e Archived if at any time you wish to archive the meal type you can do so by ticking this box e Display options Event colour and Event icon both are designed to make it easy for you to identify the meal type you need when using the toggle function in our attendance screen e Click Save Set period for new meal type Use the drop down list to Choose time Use the drop down list to Choose type the meal type you have just set up Click Manage periods Complete all the fields Select the payment item the meal type is associated to using the drop down list
50. Set urgency amp sending preferences add attachments email only 4 Choose recipients Select various combinations to create your recipient list year group reg group custom group single family debtors etc 5 Confirm Send An opportunity to tell the system to display a pdf ONLY AVAILABLE FOR THE LETTER CHANNEL to the parent in their online account and double check your message selections and settings before sending 6 Message run summary Email amp SMS messages will have been sent queued for sending now is the time to print your letters elect to Show hide the pdf in parent accounts and view reports ONLY AVAILABLE FOR THE LETTER CHANNEL Before you create your messages you will need to consider what channel s you want to send your messages via There are lots of pre defined templates we have put together for you all of your old templates that you created using our old mail merge facility are still available to you also ParentPay Ltd Page 46 PPTA Feb 2015 Version 13 1 Generating letters emails and SMS messages Go to Communication gt Send message fi My ParentPay Attendance meals amp events Payment items B uituiliidtettei People Finance bd Send message Create letter Communication history Messages from parents Contacts Files Settings Send message Send email and SMS messages to parents carers and other payers Display old messages and templates you can use the drop down menu in the column
51. Site data gt Feature opt out e Un tick the Contact details update email option You will also be able to view a report showing the information you hold in your MIS versus the information supplied in ParentPay by parents via Communication gt Manage contacts gt Individual contacts User messaging Parents are able to send you messages from within their ParentPay login these messages are sent directly to your ParentPay site via our servers not via email if you do not want your parents to have this facility please do as follows e Go to Settings gt Site data gt Feature opt out e Un tick the User messaging option Add remove managers You can add as many school managers as you need with varying access rights referred to as roles in ParentPay Remember to deactivate a manager if they leave the school Add a new manager Click on Settings gt Manager My ParentPay Attendance meals amp events Paymentitems Communication People Finance e Click Add new manager Type the relevant information in the following mandatory fields o Title o Forename o Surname o Email address e Type a username for your new manager in the Username field e Type a password for your new manager in the New password field and re type it in the Confirm password field e Click Save ParentPay Ltd Page 23 PPTA Feb 2015 Version 13 1 View manager accounts Choose search criteria Active managers Last name First name Username Password Last login Rol
52. TA Feb 2015 Version 13 1
53. Taka tha tour mM Your will see a Warning message on screen Warning Some items in your basket identified by a below can only be paid for using a debit card If you need to proceed and pay by credit card click here to remove the debit card only items The associated items also have payment item name with a star in red as in example screenshot above You can individually remove the items you are unable to pay for during this transaction or click on the link in the warning message to remove all items that cannot be paid for at this time from your basket Go to homepage gt Your basket contains 1 item and comes to a total of 12 00 EA Pay securely now Item description Name Amount All cards test Abbey 12 00 3 Remove Provided by Academy School The i T Edit Debit card only was removed from your basket Add to basket Total cost 12 00 Pay for more items ES Pay securely now View school amp caterer The basket is refreshed and a message displaying the payment item name and message was removed from your basket ParentPay Ltd Page 131 PPTA Feb 2015 Version 13 1 Paying for Other items The Other tab will display items not necessarily associated with their child such as the SMS top up payment items for those parents that subscribe to our automated text alerts View payments made between dates they choose Go to View transaction history in the I want to area on the left of their
54. Te teeny Finance Attendance meals amp events A My ParentPay Send message Create letter Communication history Messages from parents Contacts Send message Send em all and SMS messages to psarents carers and other payers Write or edit your message text Get online support Back Continue Message run name Edit the Message Template type Type New message Printed letter Get online support Use for print E Body a Bh Copy Click the Copy button to copy this text and create messages for the other channel Email message Get online support Use for emails E Body a Copy Click the Copy button to copy this text and create messages for the other channel SMS message Use for SMS Eody Click the Copy button to copy this text and create messages for the other channel Signature Add a signature graphic to the message This will appear on all htm emails and printed letters Enable signature graphic Current signature Change signature graphic No fie selected Back Continue Click the Continue burtton to Continwe to message options ParentPay Ltd Page 48 PPTA Feb 2015 Version 13 1 Selecting the appropriate channels to send your message If you are using an existing cloned template the associated channels will already be ticked and you will see a preview of the message text on screen If you are creating a new message template you will need to tick
55. a Payment Item Once you have decided the type of payment item that suits your requirements you need go to Payment items gt Create payment item Fr My ParentPay Attendance meals amp events Weta Communication People Finance View payment item Create payment item Reports e Click on Create payment item e Select the payment item type e Click Next ParentPay Ltd Page 36 PPTA Feb 2015 Version 13 1 Complete the fields required for the type of payment item you are setting up a list of the fields and what they are used for is outlined below Name Short name Description Notes field Default amount Variable amount Minimum maximum amount Allow partial payments Due date Use due date Quantifiable Default quantity Minimum maximum quantity Use stock control Availability limited to Repayable Require payer consent Allow new item alerts PayPoint barcode enabled Credit payments to ParentPay Ltd make sure your payment item name is relevant and clear as it will be visible to parents and visible in all your reporting you can enter your own short name or ParentPay will generate one for you allows you to provide more information to parents about the payment item including hyperlinks to relevant websites and information you can choose to include an optional or mandatory notes field that parents can use to send you Supplementary information about the payment item standard charge per p
56. able to all parents only those that have children at schools that have subscribed to our bookings module e Book a meal session simply click on the day that they want to book the meal for and that day will turn green with a tick e Cancel a previously booked meal session click on Clear day in the column of the day the meal is booked for e Past event past bookings sessions will show with a Padlock sign as they are not editable after the event e Bookings breakdown the right of their screen will show a breakdown of meals sessions booked or cancelled during this login session credit to be added before they logout current balance of that account school meal account or similar and total cost of all bookings they have made during this session Dan Bolton Lunch time xe Seen Week 30th Jan 2012 Show symbols Help Hide info Dan Bolton Lunch time Bookings added 1 School meal School meal ai School meal Bookings cancelled 2 Credit added today 2 00 Balance today 0 00 Cost of all bookings 6 00 Payment due 6 00 Clear day Save and select more Cancel View monic amp choirac e lt lt Previous or Next gt gt use these buttons to go to the previous or following week to make more bookings at this time e Save and select more click to save the bookings on this screen and make bookings for another child before paying e Checkout click to go to their basket and confirm that they wis
57. aff are recorded as having the correct meal To toggle between meals you need to click on the icon to the left of the green tick ParentPay Ltd Page 95 PPTA Feb 2015 Version 13 1 Attendance Record attendance i Session Lunch time Pupil RR F Show balances E Show FSM entidem ent E Show kep Current week lt Previous week 20 Jan 25 Jon Next week gt m m TT A st A Tl rd ian Ash Goldingay 3 FRR E E R E Bi R A Ellis Shelley 5m ith i FRR E Ethan Shelley Seaith E Current waak lt Previous week 20 Jan 25 Jan Next week gt Cancel Save changes This will also allow you to toggle your other event meal types and change event event types for example Staff paid meal or Staff duty meal Your event types are all shown in a key you can view this by clicking the Show Key box at the top of the page a Hide key Events If you wish to remove a meal recorded in error or a child did not end up having a meal on a specific day you can simply click on the green tick and click save this will cancel the attendance by removing the meal and will adjust the pupils balance accordingly Once you have recorded your attendance remember to click Save Remember You can use the white tick boxes next to the listed names or below the week day to populate the meals for an entire day or week for an individual student or whole group selected ParentPay Ltd Page 96 PPTA Feb
58. al_end District i Required Town group_code County Male group_codeT Postcode House Name Diet X House Number free _meal Female F Meal free_meal_start Postcode free_meal_end Recoup Religion RegGroup Ethnicity Religion Apartment Map Once you are confident you have mapped all of the required fields click Save Uploading Pupil data Following the initial set up of your mapping to refresh the information in MIS Sync and in future to add any new pupils etc you just need to login to MIS Sync e Click on Pupils gt Manual update e Select your new pupil file e Select the Mapping you created previously e Click IMPORT e Check the data looks correct e Click UPLOAD The data will be re uploaded and your changes will be made ParentPay Ltd Page 14 PPTA Feb 2015 Version 13 1 Problems with pupil uploads all MIS systems In the event that you experience problems with your upload you can check the status of the upload on the ParentPay website To do this go to People gt Uploads Payment items Communication WkaJn GS Finance f My ParentPay Attendance meals amp events Pupils and staff Payers Groups Uploads Go to Upload history fi My ParentPay Attendance meals amp events Payment items Communication Big Gm Finance Pupils and staff Payers Groups Uploads Manual upload Upload history View past uploads Upload history Status Type Number of records Time queued Time completed Resu
59. and email messages you will see is as follows Email delivery 0 16 delivered this indicates that all 16 messages were sent successfully but have yet to be opened by the recipient this feature is dependent on the type of mail provider your users are with such as yahoo hotmail etc What a great way to tell if parents are reading your emails If you are sending a printed letter this is the point at which you will click to Open pdfs and print from the pdf Letter available via Parent Carer login you will also be given the option to Show hide a pdf of the letter to parents in their online account ONLY AVAILABLE FOR THE LETTER CHANNEL Messaging run sum mary Get online support Your messages have been queued for sending Messaging run ID 629241 2439927 Time sent 23 Dec 2013 12 05 37 Message run narre Email Reminder PE kit Subject Reminder to bring PE Kit Priority Norma Total recipients 2 SMS messages sent SMS delivery 0 0 delivered 0 failed Email delivery 0 1 delivered Printed letters Repest message run You can revisit this summary at any time via Communication gt Communication history ParentPay Ltd Page 52 PPTA Feb 2015 Version 13 1 Activation letters Click on the Communication tab fi My ParentPay Attendance meals amp events Payment items B uiliitielseim People Finance Send message Create letter Communication history Messages from parents Contacts Files Settings Choose your tem
60. ange alert settings button Sending a message to their child s school If your school has opted in to our send message feature parents are able to contact you directly within ParentPay via their ParentPay login Please note the send message feature is intended as a general communication tool in the event that parents need to contact school urgently or tell you important information pertaining to their child they are advised to contact you directly by phone Go to View communications gt Contact schools in the I want to area on the left of their screen ParentPay Ltd Page 134 PPTA Feb 2015 Version 13 1 want to Contact schools Go to homepage e Rachael e April Your school has opted out of this ParentPay feature Please contact your school in the usual way e g by telephone or email View communications Communication history IMPORTANT Please note that this message is sent directly to your child s school not to ParentPay Do not send a message here if it contains important information that could affect your child s well being Please contact the school directly Name Contact schools Dan v Message category Please select category v Enter message e Name select the child the message is in relation to e Message category use the drop down menu to select e Enter message free type their message in the text box e Click Send message In the event that your school has opted out
61. as we can ensure that any messages you send will go to the intended parent and not someone else ensuring that information pertaining to pupil s is not sent to the wrong recipient To check or amend your settings go to Communication gt Settings t My ParentPay Attendance meals amp events Payment items B uulullidtetteim People Finance eye Create letter Communication history Messages from parents Contacts Settings RFS Settings Manage settings for communications Verified email addresses entered and verified in ParentPay by the parent Verified mobile numbers entered and verified in ParentPay by the parent Unverified email addresses entered in ParentPay but NOT verified by the parent Unverified mobile numbers entered in ParentPay but NOT verified by the parent MIS email contacts email addresses imported to ParentPay from your MIS system NB these are not classed as verified MIS mobile contacts mobile numbers imported to ParentPay from your MIS system NB these are not classed as verified Send only to Priority 1 contacts if you have imported data from section 5 in SIMS you need to ensure that only the priority 1 contact information is used You can also set your system to allow or not allow parents to set automated email text alerts using their Alerts options In addition you can choose to subsidise SMS alerts set by parents i e you have a low income family that is not entitled to FSM and you would like
62. bly we recommend you encourage them to enable JavaScript or allow them to make their bookings in school on an enabled computer Can I switch migrate my current Dinner money payment item in ParentPay to become a Bookings item Yes you need to contact our support team for advice and guidance on this Will I still need to enter and maintain Meal patterns for Bookings No Meal patterns are superseded by parents going online and taking control of their own bookings so for any Bookings service meal patterns MUST NOT be used ParentPay Ltd Page 108 PPTA Feb 2015 Version 13 1 ParentPay Data Capture What is ParentPay s role ParentPay Data Capture is an innovative extension to ParentPay Dinner Money our dinner money collection and administration solution for schools and caterers ParentPay Data Capture provides a fully integrated solution with cashless catering till systems in school canteens allowing payment data to be downloaded to the till systems from ParentPay and data from those systems to be captured and reported back to ParentPay for schools parents and caterers to view Data captured includes account balances meal numbers meal choices and nutritional analysis How it works The till system is set to poll with ParentPay at intervals throughout the day once the till system is switched on and connected to the internet to bring in payments data Data captured during the lunch time payment item such as updated
63. c How to send Enabled channels oo Priority Normal Send to Primary payer only one message child age Always UNTICK this What to send Subject Reminder to bring PE Kit Attachments There are no attachments set Add attachment Noe sdeced Continus to choose recipients Back Continue NB If you want to capture all users regardless of whether they have registered their mobile number you need to untick the Registered mobile number only tick box Click Continue ParentPay Ltd Page 71i PPTA Feb 2015 Version 13 1 Choose your recipient group s This is the really clever part of the ParentPay Communication Centre You can select various recipient groups to drill down to the end recipient list Example you want to send a SMS message reminding parents that their child is taking an exam test on a particular date time you can select the relevant year group i e Year 6 and Add them The Number in group from list column alongside the original group selected in this case Year 6 will show you the total number SMS recipients according to your selection this number and a breakdown of recipients by communication channel is visible in the Pick recipient summary section at the top of the screen The Pick recipient summary section also tells you if the SMS message you have chosen to send exceeds one SMS message size enabling you to manage costs quickly and effectively Pick recipients summary Get onli
64. ce 4 For an in depth view locate the pupil on screen and click on the Actions icon amp View Statement in the drop down box e Choose payment item select the item the balance is for e Choose your Start and End dates to search between e Click Search Choose service Queen Elizabeth School and Sports College Dinner Mone Choose start date 01 12 2012 Choose end date 23 12 2013 Quicklinks December 2013 November 2013 October 2013 September 2013 la Selected period 01 Dec 2012 23 Dec 2013 Number of records 13 Total paid in during period 7 00 Total cost in period 7 07 Date 01 Dec 2012 18 Apr 2013 21 May 2013 21 May 2013 21 May 2013 21 May 2013 22 May 2013 22 May 2013 05 Jun 2013 06 Jun 2013 27 Sep 2013 02 Oct 2013 04 Oct 2013 04 Oct 2013 23 Dec 2013 ParentPay Ltd Description Opening balance Till software upgrade please ignore Lunch time Lunch from 21 May 2013 charged Morning Morning Break from 21 May 2013 charged Lunch time Lunch from 21 May 2013 charged From till Credit 64583320 Lunch time Lunch from 22 May 2013 charged Morning Morning Break from 22 May 2013 charged Lunch time Lunch from 05 Jun 2013 charged Lunch time Lunch from 06 Jun 2013 charged From till Credit 74566700 Lunch time Lunch from 02 Oct 2013 charged Lunch time Lunch from 04 Oct 2013 charged Lunch time Lunch from 04 Oct 2013 charged Closing balance Supplier Queen Elizabeth School and Sports Col
65. chael items due for payment across all of their Provided by The Denewood s Community ch d ren School Locate the item they d like to pay for and click Edit amount on Add to basket 10 00 Min 10 00 Max 120 00 Edit the Amount to pay and provide any Notes if appropriate in the pop up window Add notes Click Add to basket and keep repeating the Cancel process until they are ready to Checkout amp Hello Pamela Boyle parent22 View edit your profile Log out Basket 0 00 0 Description Amount Dan Sunny Meadow Primary School s 9 75 meals Pre booking service Pupils Pay for more items ParentPay Ltd Page 128 PPTA Feb 2015 Version 13 1 View and pay across all children Go to Pay for items in the I want to area on the left of their screen The screen will default to the All ttems tab displaying each item available by child with a full Description of the item Due date and Amount want to Pay for items Go to homepage Choose the items to pay for from the list below All items Dan Nathaniel Rachael April Christine Other Due date item description Name Amount Dinner money for The Denewood Community Rachael 0 00 4 Add to basket School School meals at 2 00 per day Minimum payment is 10 1 week 10 half termly 60 termly 120 Any CI ick on Edit amou nt balances are carried over Any funds remaining at the end o
66. changes you will be see a warning message on screen Warning Are you sure you want to leave this page Refreshing or leaving this page will cause you to lose any unsaved data Are you sure you want to leave Make review selections ParentPay Ltd Page 104 PPTA Feb 2015 Version 13 1 Make selections for an individual in the group Click on Make review selections for this consumer Holly Moran Smith Week 23 12 2013 Previous Change consumer iz Next Previous Change week ixi Next Mon 23 Dec WY a Tue 24 Dec Wed 25 Dec Thu 26 Dec Fri 27 Dec Key to icons Ratatouille Fish Complete booking Incomplete booking Tomato Salad and potato fa Locked for payer rosti cakes V Ww la ly A a u Vegetarian Sausages V Quorn steak V Tomato pasta bake V amp Locked for all users fb Booked by payer Potato wedges Chips Garlic Bread Pasta twirls Chips GA Booked by manager v ba Cancelled by payer Pd Cancelled by manager Flapjack oe Meal taken Choose on day Info Back to previous step No changes to revert No changes to save Make the selections required by clicking on menu item required for that day each day that week NB your changes are stored as you go along therefore it is only necessary to click Save changes when you have finished making all your selections If at any time you need to go back to the prev
67. counts e Type in the surname of the pupil to merge to the account e Click Search e Tick the radial box alongside the child to merge to the account e Click Save Create second payer account for a child Recognising that families can change ParentPay gives schools the ability to create a second payer account for a child Both parents guardians are then able to make payments for the child Click on People gt Pupils and staff A My ParentPay Attendance meals amp events Paymentitems Communication Bigs iG Finance Pupils and staff Payers Groups Uploads Pupils and staff View and edit details for pupils and staff Choose group 1 Pupil Choose group 2 Use the drop down to select the year group class the child is in Click Search Locate the child and select Edit pupil details from the drop down menu Click on Add new contact e Complete the Title Forename Surname and Email address fields e Type in a Username usernames need to be unique and you will be notified if the username has already been taken e Type a password into the New password field and type it again in the Confirm password field password must be at least 6 characters long and include at least one number e Click Save e Click OK You can now generate an activation letter email for the payer see the ParentPay Communication Centre section of this guide for instructions or advise the second payer of their username and password by phone They will be prompte
68. ct the payment item no barcode will be generated and your pdf s will not render Example you want to send a barcode letter to pupils from a particular year group that are assigned to the dinner money payment item and also to a couple of individual pupils in other year groups classes 1 Select the payment item the barcode is to be associated with use the drop down menu alongside Add group in the Add recipients section to select Service All assigned in the field below use the drop down menu to select your dinner money payment item and click Add 2 You can then select your individual recipients groups Use the drop down menu alongside Add group in the Add recipients section to select a Year group class and click Add To select individuals to send the barcode letter to use the drop down menu alongside the Add group field in the Add recipients section and select Individual pupil use the fields below to select the class and then select the child click Add ParentPay will drill down to all those pupils that are part of your selection s who are assigned to the dinner money payment item See above screenshot for selections Remember to click Add after each selection to put them in your recipient group above ParentPay Ltd Page 61 PPTA Feb 2015 Version 13 1 Recipient groups Category Group Add exclude Number in group Recipients Actions Add recipients Add group All pupds amp staff Recipient list currently hidden S
69. d Primary visit ParentPay 78 00 14 The to Stans fled online Dec Denewood s 2011 Community school Rachael Visit to the Woodlands Centre ParentPay 6 00 14 The online Dec Denewood s 2011 Community School Rachael Dinner money for The ParentPay 20 00 09 The Denewood Community School online Dec Denewood s 2011 Community Pm ok aw al View statement of transactions for a selected month Their Account statements enable them to run a report by month on items where there may be transactions deductions displayed against the payments they have made such as for a school meal account Go to View transaction history gt Account statements in the I want to area on the left of their screen Name choose the child they want to view payments for or leave as All to report on all payments for all their children Account narrow their report down to the item they paid for or leave as All services for a complete history of transactions across all items in that period Statement month select the month and year using the drop down menus Click Search Total paid in during period 60 00 Total paid out during period 0 00 service provider Kenilworth School and Sports College Date Description Paid out Paid in Balance 01 Dec 2011 Opening balance 416 09 06 Dec 2011 ParentPay 0 00 10 00 426 09 07 Dec 2011 ParentPay 0 00 10 00 436 09 07 Dec 2011 ParentPay 0 00 20 00 456 09 09 Dec 2011 ParentPay 0 00 20 00 476 09 31 Dec 2
70. d email address only and Registered mobile number only as these have been recorded in ParentPay by the parent and we have verified that they are the recipient Choose message options Get online support r am o gt f can set or change options for sending your message How to send Enabled channels ij Priority Normal Pn Send to Primary payer only one message child Send options IER Jered ema address oriy Registered mobile number onh Allow SMS size to exceed one text per mobile Click Continue Choose your recipient group s This is the really clever part of the ParentPay Communication Centre You can select various recipient groups to drill down to the end recipient list ParentPay Ltd Page 66 PPTA Feb 2015 Version 13 1 Choose the recipients for your message Enabled channels o u Message run name ParentPay Gentle debt dinner m oney Subject Dinner money reminder Priority Norm al Number of recipients 70 0 SMS O em ail 70 printed Potential delivery problems None SMS messages 0 exceed one SMS message in length Recipient groups Category Group Add exclude Number in group Recipients Actions Service assignment School Meals for Oceania Primary School Bal lt 0 00 70 70 HM Ociete Total 70 Delete all Add recipients Add group Serwice Account Balance BELOW value mj Oceania Pris ary Schaol School Meals for Oceania Primar
71. d line to use for a non SIMS upload is nonsimsupload but for it to work you will also need to specify two other parameters a mapping to use and the name and location of the file to be read e g mapping xxxx datafile c my stuff xxx xml not forgetting the quotes around any path that has a space in For reference use the following example as a short cut or for the windows scheduler command c program files parentpay missync missync exe nonesimsupload mapping M y Map datafile c my stuff My File csv ParentPay Ltd Page 17 PPTA Feb 2015 Version 13 1 Adding a scheduled task in windows Open the scheduled tasks window from control panel or accessories and select add a scheduled task The wizard will show you six screens as documented below the seventh is an advanced properties screen to allow the addition of the GUI less switches Screen 1 Welcome screen Click next to continue Screen 2 Application selection Find MIS Sync on the list and click next to continue Screen 3 Name and schedule Enter a name for the task and select an option for how often the task will be run Click next to continue Screen 4 Time to run For better performance it is recommended that you schedule the task to run during the night If you are setting up several schedules for uploading different SIMS data extracts then it is recommended to space them out by at least 5 minutes Click next to continue Screen 5 Account information En
72. d to change the login details when they activate the account ParentPay Ltd Page 121 PPTA Feb 2015 Version 13 1 Editing a payers contact details Schools are able to edit a payers contact details however ParentPay recommend that the payer do this themselves via the Profile tab of their ParentPay account Click on People gt Pupils and staff mi My ParentPay Attendance meals amp ewents Payment items Communication 9igsyi Finance E Pupils and staff Payers Groups Upload Pupils and staff View and edit details for pupils and staff Choose group 1 Pupil Choose group 2 Use the drop down to select the year group class the child is in Click Search Locate the child and select Edit pupil details from the drop down menu Edit the details as appropriate and click Save ParentPay Ltd Page 122 PPTA Feb 2015 Version 13 1 Supporting your parents This section covers all aspects of how your parents use ParentPay and is a great reference for you when they have a query How parents activate their account 1 Go to www parentpay com 2 Type in the username and password received in the letter from school be careful when typing in UPPER and lower case letters also be sure not to confuse the letter for lemon with the number one 1 and the number O zero with the letter o for orange NB these user details are for one time use only and will become invalid after account activation 3 Follow the on screen instructions to
73. ded today 10 00 Wedges v Potatoes amp Gravy with Chips v Balance today 0 00 Jacket potato with Jacket potato with Jacket potato with Jacket potato with Jacket potato with Cost of all bookings 20 00 tuna tuna tuna tuna tuna Payment due 20 00 Jacket potato with tuna amp mayo Jacket potato with cheese Jacket potato with baked beans Jacket potato with cheese and baked beans Jacket potato with coronation chicken Ploughmans with ham Ploughmans with turkey Ploughmans with cheese Vegetable Hotpot Jacket potato with cheese Jacket potato with baked beans Jacket potato with cheese and baked beans Jacket potato with coronation chicken Ploughmans with ham Ploughmans with turkey Ploughmans with cheese Quorn Toad in the Jacket potato with tuna amp mayo Jacket potato with cheese Jacket potato with baked beans Jacket potato with cheese and baked beans Jacket potato with coronation chicken Ploughmans with ham Ploughmans with turkey Ploughmans with cheese Tomato amp Bean Jacket potato with tuna amp mayo Jacket potato with cheese Jacket potato with baked beans Jacket potato with cheese and baked beans Jacket potato with coronation chicken Ploughmans wity ham Ploughmans with turkey Ploughmans with cheese Mushroom amp Jacket potato with tuna amp mayo Jacket potato with cheese Jacket potato with baked beans Jack
74. down menu on the left side of the screen alongside Choose group 2 to locate the group that you wish to assign to the payment item this can be a year group or class for pupils or your Staff group and click Search pupils To bulk assign all pupils in the group click on the heading Assign in the left hand column A green dot will appear in each radial button If you wish to exclude any pupils simply click in the radial box alongside their name under the Deny column ParentPay Ltd Page 38 PPTA Feb 2015 Version 13 1 Balance g a Oo e az gt Individual First Reg Due z ovv Id Last name Year DOB Payments or paid Comment ods amount name group amount ee SS See P 1122334455 John Doe 1 Black 15 03 2000 0 00 0 00 A1122334455 Holly Moran Smith Black 14 02 2000 0 00 0 00 46677889911 Josh Moran Smith Black 14 02 2000 0 00 0 00 To customise the billing for individual pupils simply click in the Individual amount box and type in the amount you wish to charge them Once you have selected your pupils scroll down to the bottom of the page and click Save settings If you wish to assign two or three year groups to a payment item you may do so by following the same steps as above NB If you need to assign all pupils and staff to an item such as dinner money that all staff and pupils need to be able to make payment for you can use the Global assignment option on the right of the screen this will assign all pe
75. e Meal types screen NB If the cost of the sessions increases you will need to create a new period to reflect this ParentPay Ltd Page 100 PPTA Feb 2015 Version 13 1 Meal Bookings and Selections Some schools use ParentPay s Meal Booking and or Selection service This involves parents booking the meals they want their children to take via their ParentPay account instead of the school recording the attendance via the Manager Account There are two types of bookable services Meal Bookings Parents have the option to state the day that they want the pupil to have a meal No choices can be made the parent simply ticks to state they want to book a cooked meal on a particular day Meal Selection Parents have the option to select the meal choices they want the pupil to have for example fish potatoes and peas followed by yoghurt Setting up and managing bookings in school ParentPay will send you a checklist and spreadsheet that you need to complete There are a few steps to take and you will need to contact our support team for advice and assistance with this process What you need to supply us with A completed bookings setup checklist tell us what rules to enforce such as pay on bookings how many days in advance of the meal being served should parents not be able to edit make bookings and so on or A completed selections menu spreadsheet complete the spreadsheet with your menu items enter the rotation dates for
76. e Options Login MIS MIS1001001 MIS1001001 Never Overall Manager Oceania School oceanial 984 Changed by user 24 Dec 2013 08 32 44 Overall Add new manager Manage role privileges NB passwords must be at least 6 characters long and include one number and one letter Set manager role Go to Settings gt Manager ft My ParentPay Attendance meals amp events Paymentitems Communication People Finance Locate the manager on screen Click on the second icon in the Actions column Manager role Choose new role using the drop down list Click Save new role Deactivate a manager Go to Settings gt Manager f My ParentPay Attendance meals amp events Payment items Communication People Finance e Locate the manager on screen e Tick the box to the left of the manager e Click Deactivate The manager will disappear from your Active manager s screen You can also re activate a manager if needed Re activate a manager Go to Settings gt Manager ft My ParentPay Attendance meals amp events Payment items Communication People Finance Use the drop down list alongside Choose search criteria to select Non active managers Click Show Locate the manager on screen Tick the box to the left of the manager Click Activate ParentPay Ltd Page 24 PPTA Feb 2015 Version 13 1 Calendars You can manage your Academic years Financial years Term dates and closing days in ParentPay ensuring your system is always up to date
77. e Payment items Communication People Finance s You will see a link on this page directing you to the Excel Template Please click here to download Excel template When you open the Excel template it will open on the Help tab within the workbook read and follow the instructions for completing the Menus Cycle and Schools template tabs Once complete click File gt Save as and save to your PC as an Excel file Go back to Attendance meals amp events gt Other menus in ParentPay ParentPay Ltd Page 27 PPTA Feb 2015 Version 13 1 Upload menus Browse No file selected New Menus will be available immediately after the upload Please click here to download Excel template Save Click on Browse to locate your menu template click Open and click Save Linking the static menu tab to your own online menus You can also link to your school menus that you have hosted on your own your caterer website from the menu tab in ParentPay contact ParentPay support if you wish to link to menus on another site FSM allowance This screen is used to set FSM allowances for your till system to use this is only used by a limited number of cashless catering till systems When the allowance is set a pupil can purchase items at a higher value than their FSM allowance upon purchase the till will deduct the allowance as set in ParentPay and the balance is charged to the child s school meal account This is an important part of som
78. e aware that your emergency contact number has changed recently please enter your new number in the notes field Open in Excel id 285531246 29371347 J9372642424 D937261744 A862359315 29372642416 H937544111 J93724334 H93724314 2372219333 C937351412 H9371364 N8 amp 5531247 D93724321 H937229456 C9371351 00Z006 B93724337 A00110011 00c003 ParentPay Ltd Name Phillips George Parkes Abbie Louise Ramsell William Prendergast Rebecca Old Henry Kyle Ciaran Jones Anona Needham Bradley Lockett James Whiting Reece Taylor Louis Wright Kieran Woolacott Shauna Stevens Harry Saunders Jacob Sankey Gina Shelley Smith Ethan Sheedy Becky Hollywood Paul Charlie Ben Pupils Reports Payment items Communication People Reg group Due amount Payments Quantity TAA 10 00 o 3JJ 10 00 o SEE 10 00 0 1AA 10 00 o 1AA 10 00 0 3JJ 10 00 o 1AA 10 00 0 SEE 10 00 o SEE 10 00 0 3 10 00 0 3cc 10 00 0 SEE 10 00 o 1AA 10 00 0 SCC 10 00 0 SEE 10 00 o 30C 10 00 0 3RR 10 00 o 3CC 10 00 o SEE 10 00 o 5AA 10 00 0 Page 115 Finance Balance or paid total 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Finance Comment PPTA Feb 2015 Version 13 1 In depth payment reporting Click on Reports gt Payments ff My ParentPa
79. e ee eeeeannes 133 Al rts and COMMUNICIUONS tntivedaucedsniinauiserstced E EEE 134 Communication MISCOTY ssrmiranine eaei i eiea aa aian 134 Sending a message to their child s school ssssssssssnnnnnnnnsrnnnsnrnnnnrnnrnrerenrnrrnrrrene 134 Making bookings selectionS ssssasssssnsnrnnrnrenrnrerrnrrrrnrerrnnenrenenrrrrnnenrnnerrnnenenn 135 ParentPay Ltd Page 6 PPTA Feb 2015 Version 13 1 Booking a meal SESSION NO MENU selection cccceeeeeeseeeeeeeeeeeeeeeeeeeeeseeeeeeeneeaes 136 Booking a Meal SESSION MENU selection ccceeeceeeeseeseeeeeeeeeeseeeeeeeteegeeeeeeeneeggs 137 VIEW Menus amp CHOICES wadrniiesctvusnre earns sAvaniee cireaen a a a NN 137 MIC Vl T U ccasnecoceusaveans monwemgeun dee onempsumansmmiae mannose E see saaemenuaenemied aac 138 Viewing existing past future bookings for a child cceeeeeeeeeeeeeeeeeeeeeueeueueuauaeas 138 TS Or U ee ee er ae ee et en ee ee eee ee 139 ParentPay Ltd Page 7 PPTA Feb 2015 Version 13 1 About this manual This manual provides guidance on the day to day use of the ParentPay system However in many cases the solution may be used differently by schools to meet their needs and situation therefore certain sections may not apply to all users Example screens Where example screens are displayed only fictitious payment and user data is used The ParentPay web platform A small amount of data input is expected to be done by a school to enable them to o
80. e making your selections Click View consumers GMA Booking and selection Record bookings and selections Choose consumers p Choose consumers Make review selections Review edit your listed group then click to record selections per day or per week as appropriate Filter options Maximise Make review selections for week for all checked Session Lunch time Group Pupil Year 1 Week 15 12 2013 Included Iv Name Year Reg group Actions M Holly Moran Smith Year 1 Black Make review selections for this consumer lv josh Moran Smith Year 1 Black Make review selections for this consumer ParentPay Ltd Page 102 PPTA Feb 2015 Version 13 1 Make selections for all some consumers in the group Click on Make review selections for day for all checked Make review selections for week for all checked In the event there are consumers that you do not want to make selections for you can a Un tick the tick box alongside their name as in the above screenshot b Click Make review selections for day week for all checked and simply not make any selections for those consumers AA Booking and selection Record bookings and selections Make review selections gt Lunch time Pupil Year 1 Choose consumers o Make review selections Make review selections for the consumer listed Use Change week to move between weeks for the same consumer or Use Change consumer to make review selections for ano
81. e school setups therefore if this option is appropriate for your school the ParentPay support team will action this for you during your setup process ParentPay Ltd Page 28 PPTA Feb 2015 Version 13 1 Managing school bank accounts Before you get started there is some terminology you will need to know in order to understand your bank accounts in ParentPay Payee The name of the organisation that owns the funds and the bank account such as school caterer Local Authority or other 3 party provider Bank account Name of the bank account owned by a Payee linked to your site View bank accounts linked to your site Go to Finance gt Manage Bank accounts Pe My ParentPay Attendance meals amp events Payment items Communication People MALELE Cash and chegues Record adjustments Manual card payment Manage bank accounts View edit or add bank accounts All bank accounts linked to your site will be grouped by Payee and a list bank accounts linked to your site for that payee will be listed within that payee area An explanation of the key columns is detailed below the Icons Manage bank accounts Beit ge Oceania Primary School Edit details Status Account nickname Account name Account number Sort code Created on Actions s Oceania Account Oceania Test School Account Online payments are via Cardnet SOO ORS 0 19 84 29 Oct 2013 Actions t Account 2 Test Account 2 Online payments are via Cardnet SO
82. elect the Once only fixed amount option using the drop down menu e Click Next e Name name your payment item such as Trip to zoo e Description Enter information about your trip such as the cost time the bus leaves and returns to school etc e Notes field select the type of notes field you would like if you want your parent to send you supplementary information when making payment e Default amount Enter the cost of the trip e Due date select a date you need to receive payment by e Use due date tick e Require payer consent tick if you want your parents to tick their consent at the time of making payment e PayPoint barcode enable tick if you wish to be able to generate barcode letters for cash based families e Credit payments to select the bank account that payments are to be directed to e Click Save e Click OK ParentPay Ltd Page 40 PPTA Feb 2015 Version 13 1 Once only limited availability payment item Setting up a Once only limited availability payment item such as a trip or item with specific availability which requires a once only payment Go to Payment items gt View payment items Click Create payment item Select the Once only limited availability option using the drop down menu Click Next Name name your trip such as Trip to Alton Towers Description Enter information about your trip such as the cost time the bus leaves and returns to school limited places etc Notes field select the type of
83. ent or cancel a cash cheque payment e Goto People gt Pupils and staff A My ParentPay Attendance meals amp events Paymentitems Communication Bigs Finance Pupils and staff Payers Groups Uploads Pupils and staff View and edit detmils for pupils and staff e Choose group 1 Pupil e Choose group 2 select the year group the pupil is in e Click Search NB if you need to refund to a leaver tick the Include leavers tick box Locate the pupil on screen and select View Statement from the drop down menu Ess 5a Abbe Lowse Fares ay b Lee 14994 Arbone F Sankey 3 FCC 25 Jul 200 Actions E93 724537 Becky Sheedy 3 3CC 24 Jun 201K Actions OHDOT Ellis Shelley Senith 3 IRE 12 Dee 2004 Actions T Edit pupil details Hamaga FEM periods h Report on this dimer e select the payment item the refund needs to actioned against e Use the Start and End dates to find the payment e Click Search ParentPay Ltd Page 88 PPTA Feb 2015 Version 13 1 The links in the Description column take you through to the actual payment definitions can be as follows ParentPay Online debit or credit card payment PayPoint cash payment made via PayPoint Credit Cheque payment cheque payment entered using Manual payment by pupil or credit debit screen Credit Cash payment cash payment entered using Manual payment by pupil or credit debit screen Other adjustment other payments entered via Credit debit screen Date Description Related rewards
84. er of chargeable SMS messages you are sending Letter available via Parent Carer login you will also be given the option to display a pdf of the letter to parents in their online account Confirm messaging run Get online support Review details of message run and confirm to send Enabled channels ro tet Message run name Em ail Reminder PE kit Subject Reminder to bring PE Kit Priority Norms Total recipients I 0 SMS 1 email 0 print SMS messages Confirm ing will cost 0 SMSes Recipient liSt currently hidden Show recipients Message run summary The message run summary screen will show you how many messages have been sent delivered failed The breakdown of SMS and email messages you will see is as follows Email delivery 0 16 delivered this indicates that all 16 messages were sent successfully but have yet to be opened by the recipient this feature is dependent on the type of mail provider your users are with such as yahoo hotmail etc What a great way to tell if parents are reading your emails If you are sending a printed letter this is the point at which you will click to Open pdfs and print from the pdf Letter available via Parent Carer login you will also be given the option to Show hide a pdf of the letter to parents in their online account AVAILABLE FOR LETTER TEMPLATES ONLY ParentPay Ltd Page 68 PPTA Feb 2015 Version 13 1 Messaging run sum mary Get online
85. et potato with cheese and baked beans Jacket potato with coronation chicken Ploughmans with ham Ploughmans with turkey Ploughmans with cheese El Checkout lt lt Previous or Next gt gt use these buttons to go to the previous or following week to make more bookings at this time Save and select more click to save the bookings on this screen and make bookings for another child before paying Checkout click to go to their basket and confirm that they wish to Pay securely now View menus amp choices The ability to view menus and choices is dependent on the type of subscription the school has with ParentPay Some parents may be able to view the school menu but not what their child has eaten they have booked for their child where others may be able to view both or nothing at all Go to View menus amp choices in the I want to area to the left of your screen ParentPay Ltd PPTA Feb 2015 Version 13 1 Page 137 want to Menus amp choices View weekly menus and choices below Menu selections can be made Make bookings Go to homepage gt on the Make bookings page O yi View menus Giidid Event time Week Cumunenchtar Make bookings gt Lunch time 20 02 2012 View transaction history gt View menus amp choices gt a a ea Julia s menu for week beginning 20 Feb 2012 lt lt View previous week View next week gt gt Julia Mon 20 Feb x Tue 21 Feb RK Wed 22 Feb x Thu
86. evee eden E 26 Edit delete meal EV De 0 Ces ndceuencsiivaeinacivuannecdesmsvesueue nna euuebwecsvabinanaecanunteueeneoeres 27 e elman aee E E E E E E E E 27 FO UONE er a E E ee cence ee eee es 28 Managing School Dank aCGOUMES 23 sascescaocanncseiesanvadsonediutonscunesessaomenosedeneturmenucsseosian 29 Adding Dank ACCOUNS siitnsiscecacscctedesctavededaneiadeustacedevaasvacmiaseadedaeaveianaeavananenstedonas 30 How to add your new bank account 2 cccccccccceeeee seen eee e ee ee esses eeeeee seen eee eeeeeeeeeaanaaaes 31 Collection service statements and INVOICES ccc eee eee eee ener eens 33 Viewing ParentPay collection service settlement StateMents cc cece eee eeeeeeeeeeeeee 33 VAT IDY OCOS winccuatasauaneccuausuneccccsimamaucue Sieucenem cunuaeenessunameaanue E E E 34 Reconciling your settlement statements ccceeceeceeeeeeeseeeeeeeeeeseeeeeeeeeeggeeeeenseaggengs 35 Pay Me EO a E A 36 An Overview of Payment ITEMS sssssssnsssonesrnnssnsnrsnsnrnnsnronenrnnssnnneensnrensnennsnrnne 36 HOW tO Set Up a Payment Men suscencveuicte a EAEN 36 Assigning pupils staff payers to a payment item s sssssssessrrersnrersnrenrnnnrrnnrrrnnrnrnns 38 Example payment items the basics sssssnssssssnsssnnssrnnsssnnssnsnssnsnsnnsnesnssennesenns 39 Repeatable variable amount payment item ssssssssssrrnrsrrnrsrrnrrrrnrenrerrnrrrrnrrrene 39 Once only fixed amount payment item s ssssssssrsrrrrsrrnrsrrnrerrnrsrrnnr
87. ew the message to be sent by clicking on the 1 icon in the Actions column and remove any individuals by un ticking the tick box on the right ParentPay Ltd Page 56 PPTA Feb 2015 Version 13 1 If at any time you want to change your selections you can do so using the BIN icon in the Actions column of the Recipient groups section or use the Delete all button to remove all previous selections Once you are happy that you have selected the correct recipients click Continue Confirm send A final breakdown of your message run will appear on screen showing the channel s you have elected to send the message via the priority of the message total number of recipients with a breakdown of each channel type and the total number of chargeable SMS messages you are sending where appropriate Confirm messaging run Get online support Review details of message run and confirm to send Enabled channels Message run name Em ail Reminder PE kit Subject Rem inder to bring PE Kit Priority Norms Total recipients I 0 SMS Tt email 0 print SMS messages Confirm ing will cost 0 SMSes Recipient NST tcurrently hidden Show recipients IMPORTANT Do not tick the Letter available via Parent Carer login tick box this is an activation letter and therefore until parents carers have received this letter they will be unable to view the letter in their online account Click Confirm Send Print letters Click
88. f school can be refunded or transferred to or add notes Add to siblings on receipt of written instructions Provided by The Denewood s Community School basket alongside the Balance 476 03 item they wish to Day Edit amount or add notes for Dinner money for The Denewood Community April 0 00 4 Add to basket School Th ey will see all items School meals at 2 00 per day Minimum payment is 10 1 week 10 half termly 60 termly 120 Any aval la ble to that ch ild balances are carried over Any funds remaining at the end of school can be refunded or transferred to and can proceed to acs cies select which items they ne wish to pay for at that time by clicking Edit amount or add notes Add to basket Each time they add an item to their basket they will be directed to the top right of the screen and a preview of their Basket will pop up Once ready to make payment go to their Basket and click Checkout 2s Hello Pamela Boyle parent22 View edit your profile Log out Basket 0 00 0 Description Amount Dan Sunny Meadow Primary School meals Pre booking service Pupils 9 75 Pay for more items Checkout They will have the opportunity to review their purchases remove any they did not intend to make or edit those they did before proceeding to make their payment as normal by clicking Pay securely now ParentPay Ltd Page 129 PPTA Feb 2015 Version 13 1 View and pay by child Go to
89. ffer the solution to their parents and pupil guardians The expectation is that parents will have the option to choose to pay via ParentPay alongside other options currently offered although many schools are planning a wholly cashless environment in the future Pre conditions before setup the School is a customer of ParentPay and is setup on the ParentPay payment platform parents using the solution have children on role at the school account payable data is updated on the school system and is available for the parent to view all parents have a valid user account on the ParentPay platform this is a desirable but not essential pre condition Software installation The ParentPay solution is wholly web based and there is no software to install An application called the ParentPay MIS Sync enables data to be converted into a format that the web platform can accept This can be downloaded from your ParentPay account and installed on a local PC Data Protection ParentPay is registered as a data processor under the Data Protection Act DPA and operates at all times within DPA guidelines ParentPay takes data protection very seriously and our intention is always to provide a safe secure service to all users and we invest significantly in technology infrastructure and process to ensure this is the case ParentPay provides the infrastructure and the applications for the school but does not use or own the data hence
90. for whom you are making selections Use the drop down menu Change consumer to choose another consumer from the list or click on Next gt gt to go to the next consumer in the list Paul Ball Week 29 10 2012 Previous Change consumer Next gt gt When you have finished making all your selections click Save changes You will see confirmation of the weeks edited current balance total cost of bookings you have made and the total amount of unpaid bookings for all consumers you have made selections for during this session A Booking and selection Record bookings and selections Make review selections gt Confirmation Choose consumers Make review selections Your changes selections have been saved with exception of incomplete bookings You made reviewed selections for the consumers below Make review more selections for these consumers Session Lunch time Group Pupil Year 1 Week Included Name Year Reg group Weeks edited Current balance Cost of bookings Unpaid bookings Actions Holly Moran Smith Year 1 Black 06 01 2014 0 00 8 00 8 00 Make review selections for this consumer Make review selections for more consumers You can return to the landing page of the bookings tab by clicking on the Make review selections for more consumers button Make review selections for more consumers In the event that you navigate away from the bookings screens without clicking on Save
91. g e A child leaves the school with credit on their account and the parent wants it moving to the sibling account in school First you need to debit the pupil payment item you want to move money from Go to Finance gt Record adjustments Mm My ParentPay Attendance meals amp events Payment items Communication People Migirtira Cash and cheques Record adjustments Record adjustments Transfer balances and record adjustments to a balance or account Using the drop down menus Manual card payment Banking UPUPO ULETE Reports e Choose payment item that you wish to move the money from e Choose method debit e Choose group 2 select the year or reg group of the pupil e Click Search ParentPay Ltd Page 85 PPTA Feb 2015 Version 13 1 A My ParentPay Attendance meals amp events Paymentitems Communication People MaLCULS E Cash and cheques Record adjustments W UIE Bei ria tie Banking Record adjustments Transfer balances and record adjustments to a balance of account Choose payment criteria Choose service School Meals for Oceania Primary School ie Choose method Debit mal Choose group or search for pupil Choose group Pupil Choose group 2 Year 3 Pupil name Include leavers Enter the amount you need to debit against the correct account and ensure you place a note in the Internal Comments and Notes to Payer box to provide evidence of your actions for the audit trail Click Debit p
92. h to Pay securely now ParentPay Ltd Page 136 PPTA Feb 2015 Version 13 1 Booking a meal session menu selection This feature is not available to all parents only those that have children at schools that have subscribed to our bookings module Book a meal session simply click on the menu item they want to book for their child and that item will turn green with a tick Cancel a previously booked meal session click on Clear day at the bottom of the column of the day the meal is booked for Past event past bookings sessions will show with a Padlock sign as they are not editable after the event Bookings breakdown the right of their screen will show a breakdown of meals sessions booked or cancelled during this login session credit to be added before they logout current balance of that account school meal account or similar and total cost of all bookings they have made during this session a Mon Tue Wed Thu Fri 27 Feb 28 Feb 29 Feb 4 Mar 2 Mar Julia Bowen Lunch time Week 27th Feb 2042 Show symbols Help Hide info Spaghetti Pork Sausages Roast Beef aa Honey Glazed Crispy Battereq i Carbonara s with Mashed Yorkshire Pudding Chicken with Fish with Chips Julia Bowen Lunch time Garlic Bread Potato amp Onion with Roast Savoury Rice Bookings added 5 Gravy Potatoes amp Gravy Bookings cancelled 0 Margherita Pizza with Potato v Hole v with Roast Pasta v Cheese Omelette Cost ad
93. he Admission Number and the account will move out of Pre Admission and into the Pupil section This will ensure that any payment data and the parent login is retained and carried over to the Pupil account To upload pre admission pupils e Log into MIS Sync e Click on Pre admissions gt Manual update MIS Sync will communicate with SIMS and display a list of all the pre admission pupils ready to upload e Click Upload Pre Admission Uploads for Other MIS users ParentPay support will need to upload pre admission pupils for any schools that do not have a SIMS Management Information system Please contact the Service Desk to obtain the template you need to complete NB We can only upload your pre admission data once so please do not send us your pre admission file until you are aware it contains ALL of the pre admission pupils you want uploading The compulsory data we will need is e UPN Number e Surname e Forename e DOB e Gender Once you have complete the template with your pre admission data Run your pupil report in your MIS system and then copy and paste the data into your Pupil template created using the mapping guidance Upload to ParentPay Log into ParentPay Go to Pupils gt Upload Click Browse Locate the your pupil template file Click Upload ParentPay Ltd Page 16 PPTA Feb 2015 Version 13 1 MIS Sync and scheduled updates Whilst it is possible to set automated updates using Windows Scheduler it is not something
94. he Message Template type Type Tick the SMS tick box and click Edit to compose your message Hints amp tips Click Show to check the individual recipients you can preview the message to be sent by clicking on the 1 icon in the Actions column and remove any individuals by un ticking the tick box on the right NB the preview will not show the barcode only the pdf will show this once you confirm the sending of your message Remember to Save the message you have created in the text editor A preview of your message will show on screen SMS message Use for SMS wl Body lt reciptitie gt lt recipforename gt lt recipsurname gt SATS Exams begin tomorrow at 12 00 Regards School NB be careful on the length of your SMS message make sure you keep it brief so it only uses one SMS to send Click Continue ParentPay Ltd Page 70 PPTA Feb 2015 Version 13 1 Choose how what to send Choose the appropriate options for your letter what is the priority who do you want to send it to and how Fi My ParentPay Attendance meals amp events Payment items Meu Leii OLE People Finance QO f f Communication history Messages from parents Contacts Send message Send email and SMS messages to parents carers and other payers Send message Create letter Choose message options Cet online support You can set or change options for sending your message Back Contimu
95. he attendance according to those patterns Ji Attendance P Record attendance Session Lunch time Pupil 3RR Show balances FF Show FEM entitlement PT Show key Darciweck SRencecerck S E Meewedkes Mon 20th Tue 21st Wed 22nd The 23rd Fri 24th Ash Goldimgay 3 JRR kE AE Re RL Re Ellis Shelley Sm ith 3 FRR Ethan Shelley Smith Current week lt Previous week 20 Jan 25 Jan Naxt wask Cancel Save changes If you are recording attendance manually for example you have not set up patterns or you are removing attendance you will have the option to mark unmark attendance manually In order to record attendance click on the pound sign for a specific student and it will change colour to your default event type and put a green tick in the box which signifies that a meal has been taken and billed charged for 2 Attendance j Record attendance Session Lunch time Pupil 3RR Show balances P Show FSM entitement T Show key Current week lt Previous week 20Jan 25 Jan Next week gt Mon 20th Tue 21st Wed 22nd Thu 23rd Fri 2th Ash Goldingay 3 3 R Ellis Shelbey Sm ith 3 3 R Ethan Shelley Smith 3 R R R R R Re Total 3 Current week Previous week 20 Jan 25 Jan Next week gt Cancel Save changes If you have more than one meal type set up for example you provide a Hot Meal and Jacket Potato meal you are able to toggle between meal types to ensure pupils or St
96. header to select a template select a template listed on screen or click Show more to expand the list Subject select your message template according to subject Owner you can use templates you have created or those others have created by using the drop down menu in this column to select the Owner creator Date created locate a recent historical message template that you would like to clone Last cloned ensure you are using the most recent version of a template Num times cloned see how many times it has been used before Channels Email SMS and letter channels are represented by icons whatever icons you see in this column represent the channels available for that particular template you can use the drop down menu in the column header to elect to see only templates that apply to a particular channel Email E SMS text message Printed letter Actions click Clone to create edit the template you have chosen Once you have established the channel you would like to use and chosen your template to clone you are ready to edit create your message mm ParentPay Ltd Page 47 PPTA Feb 2015 Version 13 1 Creating editing message templates Once you have chosen your template and clicked to clone it you need to create edit the text for your message and channels chosen upload your signature etc Give your message a message run name This is the Message template type name that appears in the template list screen Payment items Wer L
97. hildren who have dinners recorded as having a school dinner or free meal in SIMS Section 9 Additional information If the answer is no you will need to update your SIMS pupil data in section 9 Additional information to reflect this so when you create a meal group every child who has a meal in school will automatically be put in the meal group for you Please watch out for any children ticked in section 9 as having sandwiches or home that are also recorded in section 6 Dietary under meal patterns as having even one day recorded as a meal this should be deleted altered as this one day will put them into the meal group which is not what you want if they are having only sandwiches or going home every day Once this data is updated in SIMS run MIS Sync to refresh your ParentPay site Click on People gt Groups In the Group description section e Select search criteria Pupil e Select search criteria Meal e Select group School meal e Click Edit Group The list that comes up will reflect the changes you have made in SIMS and then refreshed through MIS Sync Edit this group as necessary You can then create a meal pattern for all some of these children by doing the following ParentPay Ltd Page 90 PPTA Feb 2015 Version 13 1 Create a meal pattern ft My ParentPay Attendance meals amp events Payment items Communication Bigztjuim Finance i gt Pupils and staff Payers Groups Uploads Go to People gt Groups
98. how recipients Sack Continue If at any time you want to change your selections you can do so using the BIN icon in the Actions column of the Recipient groups section or use the Delete all button to remove all previous selections Hints amp tips Click Show to check the individual recipients you can preview the message to be sent by clicking on the 1 icon in the Actions column and remove any individuals by un ticking the tick box on the right NB the preview will not show the barcode only the pdf will show this once you confirm the sending of your message The Pick recipients summary section at the top of the screen shows the channel s you have elected to send the message via the priority of the message total number of recipients with a breakdown of each channel type and the number SMS messages that exceed more than one message size You will see for this template there are 60 printed letters in our group of recipients that we are able to send a letter to Message run name ParentPay Activation Letter Dinner Money Subject Priority Norm al Number of recipients 30 0 SMS O email 30 printed Potential delivery problems None SMS messages 0 exceed one SMS message in length Once you are happy that you have selected the correct recipients click Continue ParentPay Ltd Page 62 PPTA Feb 2015 Version 13 1 Confirm send A final breakdown of your message run will appear on screen showing the channel
99. ia Friman School WYariable Oceana Test School Account Options 271071 Trap to the Zoo 15 00 Test Account 2 D View payment item Edit peyment item J senices found p View wsignad pecole Edit assigned people This will provide a breakdown in BALANCE ORDER of the pupils staff visitors assigned to the School Meal payment item and their outstanding credit or debit balance The pupils marked 0 00 will be your free meal sandwich home pupils School Meals for Oceania Primary School i6 The minimum payment for school meals is 10 00 Open in Excel id Name Pupils Weards Reg group Due amount Payments Quantity Balance or paid total Comment AGG FRG99T1 Moran Sesith Josh I Elack FO 0 25 35 Tear 24322 Stinger Chine R Orange FOO 0 12 10 SIFS00 Cameron Dawid Stett Steff ZO 11 20 9371311 Davies Beatrice z 2EB 0 00 1 f 4 10 ParentPay Ltd Page 98 PPTA Feb 2015 Version 13 1 Breakfast and after school clubs In addition to managing your school meals you are also able to manage and record attendance for breakfast and after school clubs NB Before following the instructions below you will need to setup your breakfast or after school club up as a Repeatable variable payment item or contact our support team to request a Bookable selectable item if you wish parents to be able to book sessions online and assign your pupils Go to Attendance Meals amp Events gt Settings Py My ParentPay WCU trU GIER ge
100. ia heneen satin 97 B eaaa CIC e e E EEE E E A 98 Breakfast and after SEN00 CU DS essri E E E Ea 99 Meal Bookings and Selections ssssssssrensnrnnnnrrrrnrerrnnrrrnnenrnnrnrenrnrenrnnrnrnnrenrnnrnrnnn 101 Setting up and managing bookings in school ccc cececeee sees sees eee ee eee eeeeeeeeeeeeeeeennnes 101 What you need to supply US WIEN ccccces ene nee ee eeeeeeseeeeeenenanennneeeeeeeseeeeeannnnaannees 101 Actions you will need to take in your ParentPay SItC cccceccccceeeeeeeeee eee eeeeeeeeeeees 101 Make future selectins ceuentassevs sive tearesetertperinos ones tons toerna steeper iw sieeesebeat wasted 104 Change the consumer for whom you are making selectionS cccceceeeeeeeeeeeeeenenees 104 Make selections for an individual in the group ccceeeeeeeeeeceeeeeeeeeeeeeeeueuuuuuuuaaeas 105 ParentPay Ltd Page 4 PPTA Feb 2015 Version 13 1 Reporting on meals and DOOKINGS sssssssssssssssnssssnssennsssnnensnnessnnssnsnennsnennenenne 106 HOW parents Make DOOKINGS oicsecvsas ch aarennsacdenodshourndanhsdvratcawerwseracivasiraenvasasaeersadsaeus 107 Ee EE E cats E E E E EE E E agen seen oeaasows E E E 108 When are bookings charged to accounts sesssssrsrersnsrrnrnrnrsnrnrnrnrnrnnrrrrrnrenne 108 I am using bookings for meals when are meal numbers recorded sssesesssses 108 Who will be able to use it and is there an extra Charge ssssssssssnssrerrnrerrnrerens 108 Our catering s prov
101. icking Pay securely now Cross school payments Schools are able to restrict their ParentPay site to accept just debit cards should they wish if you are using a single account login to make payment to multiple schools in one transaction and one of those schools has restricted payments to debit cards only ParentPay will warn parents of this when they check out In instances such as this the items must be removed from the basket in order that parents can pay for the rest of the items Once parents have made payment for those items they are then able to go back and select those debit card only payment items add them to the basket and checkout as normal ParentPay Ltd Page 130 PPTA Feb 2015 Version 13 1 Parents select the items they would like to pay for as normal and go to Checkout want to Your basket Your basket contains 2 items and comes to a total of 22 00 EA Pay securely now Warning Some items in your basket identified by a below can only be paid for using a debit card If you need to Go to homepage proceed and pay by credit card click here to remove the debit card only items Item description Name Amount All cards test Abbey 12 00 Remove Provided by Academy School The T Edit Debit card only test Abbey 10 00 Remove Provided by Academy School The T Edit View school amp caterer gt Total cost 22 00 ParentPay support Pay for more items ES Pay securely now
102. ided by an outside caterer the LA who sets this up for us 108 What reports are available for Schools and which are available to Caterers and Local AUNORS scunausaaneceot dawsneoecney neon sees seuusanaseoudanasnwetest amen snes sonuseeuscotsannsanteeosuanns 108 How will Local authorities access their repOrts c cece cece eeeeeeeeeeeeee eee eenees 108 How do Booking cut offs and Charging policies work cccceeeeeeseeeeeeeeeeseeeneeees 108 What control may a Caterer or LA have over their schools payment item setup booking cut off charging policies etc where applicable cceeeeeeeeeeeeeeeeees 108 How will parents use Bookings and what will they S ccc cccccceeeeeeee eee e eee ees 108 If a parent does not pay for their booking in time is their booking cancelled 108 Do parents have to have JavaScript active scripting enabled on their computer 108 Can I switch migrate my current Dinner money payment item in ParentPay to become a BOOKINGS item cceee essen eee e teen eeeeeeeeee eee e nnn eeeeeeeeeseeeeenenanaanneeeeeenegs 108 Will I still need to enter and maintain Meal patterns for Bookings 00088 108 Parentray Data Capture sraxsaccnceyenedvie ninrin aine NENA r REE a EN AEE 109 What is ParentPay s role sssssssnssssnssnssssnsssnnsssnnsssnnssnsnssnssesnsnreneusnnesnsnesnsnene 109 HOW M WOKS crisisissnsaseear irinin rarai EaR EE E Ear E E aa EEE 109
103. ile Payment items Communication People Finance Manage meal types Choose time Choose type Search show Event time Lunch time Event type Pupil Paid Meal Counts as plate Plate size FSM Used for DC 4 J i Price to i Period Price VAT Provider school 2 00 2 00 o Oceania Primary School School Meals for Oceania Primary School e Choose Time Breakfast e Click Create new e Give the Event a name for example Breakfast Club e You do not need to tick Count as Plate or FSM Related e You can choose a Plate size to match your school set up however it will not affect the Breakfast Club set up if you leave this as the default e Click Save If you are setting up an After School Club complete the process above but Select time After School ParentPay Ltd Page 99 PPTA Feb 2015 Version 13 1 Go back to Attendance Meals amp Events gt Settings e Choose Time Breakfast e Choose Type Breakfast Club or the name you entered e Click Manage periods e Enter the date range i e Academic Year and set the cost as the cost of each breakfast club session e Select the payment item you created that parents will be crediting payments to e Click SAVE Repeat the process for your After School Club if necessary When you next go to Attendance Meals amp Events gt Attendance you will see that you are now able to record attendance for Breakfast Club After School Club and parents will be charged the session amount you have set in th
104. ious screen click on Back to previous step button at the bottom of the page Back to previous step In the event that you have made wrong selections for a consumer click on the Revert this week button to restore the original selections Revert this week Click Save changes ParentPay Ltd Page 105 PPTA Feb 2015 Version 13 1 Menu expiry dates It is important that schools know when their menus booking events expire to ensure they have sufficient time to change them and allow parents to continue to view and book without interruption Click on the Attendance Meals and Events gt Reports Then click on Booking Reports and Menu Expiry A My ParentPay WENGLER AAGE Payment items Communication People Finance Attendance Booking and selection Kitchen numbers Other menus Reports Paes a Menu expiry Menu expiry dates y Please plan ahead to ensure menus are available online in good time for parents to make bookings selections Event time Menu expires Last edited by Lunch time 31 07 2015 ParentPay Support on 26 07 2013 ParentPay will need at least three weeks notice to extend create new menus on your site Reporting on meals and bookings There are various meal related reports for you to use as well as some specific bookings reports Report 13 Meal supervisor s list daily Go to Attendance Meals and Events gt Reports Select Register Reports and then select Advanced Event Supervisor
105. ir account you will be able to see their Username but their Password will show as Changed by user ParentPay Ltd Page 119 PPTA Feb 2015 Version 13 1 Resetting passwords If a payer has forgotten their password and in ParentPay it is showing as Changed by user you can reset their password by clicking on the drop down menu next to the payer and selecting Reset password Payer Em ail Pupils Year Reg group Username Passwond Options Beckham Chery Support paremboay co David Beckham J IGC beckham 123 Changed by user Options T z Payer details Chezz Beckham David Beckham J 300 VRC PYMBZU e467 hess Merge or split accounts parent guardian Caitlin Ford 3 50 LLATXHKO a26534656 Reset password parent guardian Becky Sheedy 3 WDA AGO al 0261875 Report on this payer parent puardiasn Dina Sankey J 300 MOYS TAIL a556242 5 Send message parent guardian Ben Dalby J 300 WSEITJPH a20213120 Dptos T The new password will be emailed to the payer In the event that the payer has not entered an email address in ParentPay you will be notified of this on screen and the new password will be visible for you to notify the payer by phone as well as generate a password reminder letter email SMS Adding children to an account Where payers have more than one child at a ParentPay school even multiple ParentPay schools it is possible to combine the accounts to create one set of login details for all children Whilst schools are able to do th
106. is ParentPay recommend that parents add the children themselves by clicking on Add a child from the home page of their account If parents do this themselves they need to activate one of their children s accounts then merge the other children to that account using the activation codes provided to them Parents do not need to activate any of their accounts for the school to merge accounts for them Go to People gt Payers A My ParentPay Attendance meals amp events Payment items Communication 9g Finance a ee ee ee Payers Uploads j Payers View and edit details for parents carers and other payers e Choose group 1 Pupil e Choose group 2 select the year group of the payer s child using the drop down menu alternatively select All e Click Search A list of the pupils with their allocated payers will appear locate the payer Click on the drop down menu and select the Merge or split accounts action ParentPay Ltd Page 120 PPTA Feb 2015 Version 13 1 Reg Payer Email Pupil s Year Username Password Actions group Chezza David Beckham 3 3CC TSJHDHBG a42679236 Actions v Beckham Q View payer details parent guardian Tommie Bott 3 3J PRYFGHTE a27254453 Merge or split accounts parent guardian Ben Dalby 3 3CC PJPMBGAX a32499271 Reset password parent guardian Chante Dempsey Stewart 3 3CC GNYLJOZO a82469065 amp Report on this payer parent guardian Liam Dennis 3 JOC SWKEAIOX a38537881 Send message e Click on Merge ac
107. ith ParentPay In the event that parents are not able to set automated low balance SMS alerts a list of the children they are unable to do this for will show on screen Balance alerts they simply choose the type of alert they wish to receive Email or SMS text and set the Threshold for each child We recommend that this is set to cover the cost of meals for 3 days in order that parents have time to top up before their child may be refused a meal ParentPay Ltd Page 127 PPTA Feb 2015 Version 13 1 New item alerts they can choose to receive an alert when their child s school sets up a new payment item for their child Payment alerts cheques and cash parents can set up alerts to tell them when a cash cheque payment has been recorded against their child s account in school ensuring they know the payment has been received safely Payment alerts PayPoint in the event that they are a cash based payer and are using either a PayPoint card for school meal top ups and or barcoded letters to pay for trips they are able to set alerts to notify them once the payment shows in their child s account in school Message alerts a great way to know that their school has sent them a message in ParentPay Using their basket quick add items Parents can now pay for all their children in one easy place with our quick add basket The Overview tab on their home page shows T Dinner money for The Denewood Community School Ra
108. le type Excel template xls and locate your file Click Open Click Import Go to the Manage tab and check all the information is as you expect remember to Save any additions deletions that you make This will take you to the Upload tab In the Export section click in the radial box alongside ParentPay website Click Export Your visitors will now upload to your ParentPay site Updating Staff and Visitors Login to MIS Sync Click Staff or Visitor gt Manage Data Click on the Import Tab Ensure the Import from ParentPay web site box is ticked Click Import You will receive notification of how many staff or visitors have been imported into MIS Sync from your ParentPay site Go to the Manage tab and add amend or delete your Staff Visitor accounts remember to give any new Staff visitors a unique Id Click Save this will take you to the Upload tab Ensure the Export to ParentPay web site is ticked Click Export You will receive a notification confirming your changes Troubleshooting ParentPay Ltd If your staff or visitor upload fails the likely reason for this is that you are attempting to use a duplicated Id Follow the above process and edit the Id to ensure there are no duplications and re attempt the export Version 13 1 Site management Personalise your site Your home page is the first thing that parents see when they login to make a payment Many schools use this to communicate important
109. lege Total rewards 0 Child Bradley Summers Related rewards Paid out Paid in Balance 0 23 0 00 0 00 0 23 0 60 0 00 0 37 0 60 0 00 0 97 0 45 0 00 1 42 0 00 5 00 3 58 1 46 0 00 2 12 0 60 0 00 1 52 0 57 0 00 0 95 0 60 0 00 0 35 0 00 2 00 2 35 0 82 0 00 1 53 0 72 0 00 0 31 0 65 0 00 0 16 0 16 Page 110 PPTA Feb 2015 Version 13 1 Meal choices This information can be accessed in two ways By individual pupil ft My ParentPay Attendance meals amp events Payment items Communication W40 JC Finance Pupils and staff Payers Groups Uploads Pupils and staff View and edit details for pupils and staff Go to People gt Pupils and staff Choose group 1 Pupil Choose group 2 select the year group or class the pupil is in Click Search Locate the pupil on screen and click on the Actions icon to the right hand side in the drop down box select view meal choices Across a group of pupils ri My ParentPay Attendance meals amp events Payment items Communication People Finance ii Reports View meal and event activity selection and canteen till reports e Go to Attendance meals amp events e Inthe menu select Meal Reports gt Daily meal analysis by product Report 15 e Click the blue link amp show Who to contact when you need support Whilst ParentPay does not own control or even have access to the till systems in schools if you report an issue with balances or any other data
110. ls amp events Bevis Communication People Finance Reports Run reports that sum m arise the key points about your payment items such as debt warnings and income reports F Paym ent report View income reports for paym ent items Shop Payment report Summary of incom e vie online shops Payment Item select the payment item you want to report on From and to dates select the dates you want a report for Payment status processed Payment method select the payment method or leave as All Click on Advanced options tick the boxes to include the information you need for your report e Click Search Open in Excel NB PFM schools wishing to export a payment report for import to PFM should click on Excel full report Save the Excel report into the relevant folder for your Finance system and import the saved report from the folder into your system ParentPay Ltd Page 1 18 PPTA Feb 2015 Version 13 1 Parent accounts Usernames and passwords Activation codes are automatically generated for each payer when you upload your pupil data Once parents have activated their accounts they may at times need a reminder of their user details or a password reset Go to People gt Payers fi My ParentPay Attendance meals amp events Payment items Pupils and staff Payers Upload Payers View and edit details for parents carers and other payers e Choose group 1 Pupil e Choose group 2 select the year group of the payer
111. lt PUPILS 126 23 12 2013 10 37 51 23 12 2013 10 37 52 Est Failed VISITORS 50 03 12 2013 15 09 31 03 12 2013 15 09 34 Succeeded PUPILS 122 07 10 2013 16 29 53 07 10 2013 16 29 57 Succeeded Click the icon in the status column for the failed upload Status Type Number of records Time queued Time completed Result PUPILS 126 23 12 2013 10 37 51 23 12 2013 10 37 52 Est Failed VISITORS 50 03 12 2013 15 09 31 03 12 2013 15 09 34 Succeeded PUPILS 122 07 10 2013 16 29 53 07 10 2013 16 29 57 Succeeded A page will appear telling you the problem with the upload if it is possible to do so you can rectify the problems and attempt to upload the file again If the upload still fails please upload your file securely to the secure file share area via Communication gt Files and contact the support team for assistance NB due to Data Protection requirements we will not accept files sent via email ParentPay Ltd Page 15 PPTA Feb 2015 Version 13 1 Pre admission uploads for SIMS schools You need to ensure that your pre admissions in SIMS have a UPN and have Accepted status MIS Sync has been designed to import pre admission pupils if they have a permanent UPN number and the status of Accepted The permanent UPN number acts as the unique identifier prior to the pupils being given their unique Admission Number In September the system will automatically match the permanent UPN number to the pupil account The pupil id will be replaced with t
112. ly e Click Save lt date gt lt miscontactname gt lt consumeraddress gt Dear lt miscontactname gt Pupil lt consumerforename gt lt consumersurname gt Class lt class gt lt b gt Paying via PayPoint lt b gt I am pleased to inform you that your PayPoint card has been ordered and should arrive in school within the next 10 working days In the interim and to ensure you are able to keep your child s school meal account in credit please take this letter to your nearest PayPoint store and make payment The minimum payment amount is xx xx Please retain your payment receipt in case you need it as proof of payment in the future Once your card arrives you will no longer need to use this letter to make payments If you have any queries please contact the school office Yours sincerely Headteacher Please allow up to 48 hours for funds paid via PayPoint to credit your child s account lt paypointbarcode gt e Click Continue ParentPay Ltd Page 77 PPTA Feb 2015 Version 13 1 How to send area e Priority Normal Send to Primary payer only one message child Click Continue Add recipients area Assign your dinner money payment itemfor the barcode o Add group use the drop down menu to select Service All assigned o Use the now activate field below to select your dinner money payment item o Click Add Assign your recipients Add group use the drop down menu to select Year Class Individual p
113. mmunication People Q View payment item S Access payment items that you hawe already created to view and edit their current details view payments and view and edit assigned people Click to Search all live payment items Locate your payment item on screen in the right hand column go to Actions gt Edit payment item Actions Actions OQ View payment item Q View assigned people Edit assigned people Make any changes necessary and click Save IMPORTANT once a payment item has expired and you have finished taking money and reporting on it you can archive the payment item To do this you will need to place a tick in the Archive box on the payment item setup screen Schools are unable to archive a meal event type related payment item such as dinner money or a breakfast club You will need to contact our service desk should you wish to archive this type of payment item To un archive a payment item simply select Archives Payment Items from the drop down menu in the View payment items screen Select Edit payment item from the drop down menu next to the payment item un tick the Archive box and click Save ParentPay Ltd Page 43 PPTA Feb 2015 Version 13 1 Changing the bank account linked to a live payment item Go to Payment items gt View payment items Fi My ParentPay Attendance meals amp events BgeWiisieiciiitm Communication People Finance e Click Search e Locate the payment item that you need to cha
114. n always ensure these headings remain in any future uploads by copying and pasting the data from your created report into your saved Pupil Master Template ParentPay Ltd Page 12 PPTA Feb 2015 Version 13 1 Creating your Mapping Template In MIS Sync go to Tools gt Create mapping e Search for your saved Pupil data file Missync MapEdit File Pupils Staff V File Type CSV Header on Line 1 Give your Mapping a Name Separator comma Map info Example file c Documents Pupildata PupilFile I Select file type fe CSV XML Headeronline y Name of mapping PUPIL MAPPING Separator Ez Use this mapping for preadmission pupil files rather than regular pupal file imports Click OK Ok You will see a list of ParentPay fields on the left and you need to match these to your file column headers on the right Highlight the ParentPay Header on the left gt highlight the file field heading on the right and Click Map to move the mapped fields to the bottom of the screen IMPORTANT There are a few fields you need to amend the Key for ADMISSION NUMBER you need to select Admission number from the left and your Admission number Pupil Id from the right but before you MAP these fields you need to tick the REQUIRED box to ensure the Admission Numbers are padded to 6 digits you can then click MAP Mapping edit ParentPay fields Apartment ChosenName free_meal free_meal_start free_meal_end Gender
115. n the text editor If you need to send a barcode debt letter please note that only the printed letter channel will produce a barcode as these are not supported in email SMS messages You will need to ensure you have the lt paypointbarcode gt mail merge parameter at the bottom of your letter template Hints amp tips If you would like to add a mail merge field signature graphic you can do so as follows highlight the merge field code that you want to use in the Field code list lt signature gt left click on your mouse constantly and simply drag and drop it into the text editor where you would like the merged information to appear in your message NB be careful on the length of your SMS message make sure you keep it brief so it only uses one SMS to send Uploading your signature Tick the box alongside Enable signature graphic Click Browse to locate your signature Click Change to upload it to your template ParentPay Ltd Page 65 PPTA Feb 2015 Version 13 1 Your signature will appear on screen for you to preview Signature Add a signature graphic to the message This will appear on all htm emails and printed letters Vv Enable sagnature graphic Current signature George Onell Change signature graphic Browse No fille selected Click Continue Choose how what to send Choose the appropriate options for your message what is the priority who do you want to send it to and how We recommend that you tick Verifie
116. n their online account ParentPay Ltd Page 63 PPTA Feb 2015 Version 13 1 Messaging run sum mary Get online support Your messages have been queued for sending Messaging run ID 29241 2439927 Time sent 23 Dec 2013 12 05 37 Message run narre Email Reminder PE kit Subject Reminder to bring PE Kit Priority Normal Total recipients 2 SMS messages sent 0 SMS delivery O O delivered O failed Email delivery O 7 1 delivered Printed letters j Open pdfs View recipient exception report Repeat message run You can revisit this summary at any time via Communication gt History ft My ParentPay Attendance meals amp events Payment items Eer otic ILe tay Finance Send message Create letter Communication history Messages from parents Contacts Troubleshooting My letters have no barcodes First check that the child children you need a letter for are assigned to the payment item you need the barcode for Second check the following steps in this quick guide Step 1 Editing your template the body text copied from a barcode template or your created text contains the field code lt paypointbarcode gt at the end of the message Step 2 Choose how what to send have you selected Primary payer only one message child in the Send to section Step 3 Recipient groups have you selected Service All assigned Debt letters emails SMS Click on the Communication tab fi My ParentPay Attendance meals amp
117. nd secure as your Username and Password for future logins If you have two or more children at a ParentPay school you only need to activate one account to create your main account and then add your other children via the lt b gt Add a child tab lt b gt on your home page Please visit www parentpay com and activate your account via the lt b gt Account login lt b gt area on the home page of the site lt b gt Usernam e lt loginnam e gt Password lt password gt lt b gt ParentPay holds an electronic record of your paym ents to view at a later date Once you have activated your account you can make online paym ents straight away Those parents wishing to pay cash should contact the school office to request the option of paying via PayPoint Piease do not hesitate to contact the school office if you need assistance Your support in using ParentPay will help the school enors ously thank you Yours sincerely lt signature gt Headteacher Hints amp tips If you would like to add a mail merge field signature graphic you can do so as follows highlight the merge field code that you want to use in the Field code list lt signature gt left click on your mouse constantly and simply drag and drop it into the text editor where you would like the merged information to appear in your message Click Browse to locate your signature Click Change to upload it to your template Your signature will appear on screen for you to p
118. ne support Choose the recipients for your message Enabled channels Message run name SATS Exams 20 Subject Priority Normal Number of recipients 133 0 SMS 0 email O printed 20 Potential delivery problems 133 have no suitable contact details SMS messages 0 exceed one SMS message in length Recipient groups Category Group Add exclude Number in group Recipients Actions Recipient type All pupils amp staff 133 133 x Delete Total 133 Delete all Click Add Hints amp tips Click Show to check the individual recipients you can preview the message to be sent by clicking on the 1 icon in the Actions column and remove any individuals by un ticking the tick box on the right ParentPay Ltd Page 72 PPTA Feb 2015 Version 13 1 The Pick recipients summary section at the top of the screen shows the channel s you have elected to send the message via the priority of the message total number of recipients with a breakdown of each channel type and the number SMS messages that exceed more than one message size You will see for this template there are 20 in our group of recipients that we are able to send a SMS to Once you are happy that you have selected the correct recipients click Continue Confirm send A final breakdown of your message run will appear on screen showing the channel s you have elected to send the message via the priority of the message total number of recipients with a breakdown of each channel
119. ng approval by ParentPay which means your newly added account has been submitted to a ParentPay support team to enable payments to be made to payment items associated with this bank account b ParentPay settlements team for confirmation that the account details are correct in order to provide approval for the account to have payments settled to it If at this stage you click on Edit these details in the Account details area you will only be able to change the Account nickname Account reference and Email receipts sent to fields Payee details Payee Beneficiary Ceara Primary School Payee Beneficiary type Schon Payee Beneficiary email Payee Beneficiary phone Payee Beneficiary extension Edit these details Back to bank accounts If you are the Payee and therefore the owner of the bank account you can change the Payee details contact information at any time click on Edit these details in the Payee details area You can only edit the Payee beneficiary email Payee beneficiary phone and Payee beneficiary extension Once finished click Save these details ParentPay Ltd Page 32 PPTA Feb 2015 Version 13 1 Collection service statements and invoices Payment settlement Payments are settled in batches twice monthly and those are payments made that have been processed during the periods 1 to 15 and 16 to end of each month Payments to be credited to your nominated acco
120. nge the bank account funds are directed to e Click on the Edit payment item icon e Go to the Finance and accounting section Currently credits payments to Oceania Account A C 19841984 S C 00 19 84 Change bank account No change required 7 Change bank account from e Currently credits payments to confirmation of the existing bank account that funds for this payment item are settled to e Credit to different bank account use the drop down to select the new bank account that funds collected for this payment item should be settled to in the future e Use different bank account from choose the date in the future that payments will start being settled to the new bank account remember funds are settled via our collection service twice monthly 1 15 and 16 end of each month you may wish to choose to settle funds to the new account after the current settlement period or with immediate effect the following day ParentPay Ltd Page 44 PPTA Feb 2015 Version 13 1 ParentPay Communication Centre Overview and settings before you get started Choose the right settings for your school If you are planning to use ParentPay Communication Centre to send emails and or SMS messages you can define the settings that will tell ParentPay what types of email addresses mobile phone numbers you wish to use Please note that ParentPay has currently defaulted your settings to only allow you to send to verified emails mobiles
121. nt and Use for email tick boxes ticked If you are using one of your historical templates only the Use for print tick box will be ticked If you only want to send a printed letter simply un tick the Use for email tick box Click Edit to make any changes you require and remember to Save any changes you make in the text editor ParentPay Ltd Page 53 PPTA Feb 2015 Version 13 1 r Printed letter Get online support Use for print W Body lt m iscontactnam gt consum eraddress gt Dear lt m iscontactnam e gt lt b gt Pupil lt consum erforenam e gt lt consum ersurnam e gt Class lt class gt lt b gt In an attempt to rem ove all cash and cheques from school we are asking all parents to only use our e payment method to pay for lt b gt dinner money lt b gt This can be done online using a very secure website called ParentPay or in cash at local stores where you see the PayPoint logo lt b gt Already have a ParentPay account lt b gt If you already have a ParentPay account either with our school or another ParentPay school you can sim ply login to that account and add your other children via the lt b gt Add a child lt b gt tab on your home page You will need the below activation username and password to do this b gt New to ParentPay lt b gt You have a secure online account activated using a unique activation username and password you will be prompted to change these and to keep them safe a
122. ny of your recipients have No suitable contact details If this happens continue with your message run and on the Message run summary screen at the end of the process click to View recipient exception report so you can identify the individuals and create a new message for them from your template Once you have finished selecting your recipients it is time to review the options you have selected click Continue Confirm send A final breakdown of your message run will appear on screen showing the channel s you have elected to send the message via the priority of the message total number of recipients with a breakdown of each channel type and the total number of chargeable SMS messages you are sending Letter available via Parent Carer login you will also be given the option to display a pdf of the letter to parents in their online account ONLY AVAILABLE FOR THE LETTER CHANNEL ParentPay Ltd Page 51 PPTA Feb 2015 Version 13 1 Confirm messaging run Get online support Review details of message run and confirm to send Enabled channels Message run name Em ail Reminder PE kit Subject Rem inder to bring PE Kit Priority Norms Total recipients I 0 SMS 1 email 0 print SMS messages Confirming will cost 0 SMSes Recipient list currently hidden Show recipients Message run summary The message run summary screen will show you how many messages have been sent delivered failed The breakdown of SMS
123. o give you all the support and information you need to get the most out of your ParentPay service including bite size flash movie tutorials and printable pdf quick guides Telephone support The ParentPay Support Team is always here to help our phone lines are open Monday to Friday 08 30 16 30 Dedicated school support line telephone 02476 994 820 Email support ParentPay s Support mailbox is monitored constantly during normal business hours 08 30 17 00 and continues to be monitored outside of business hours and during school holidays Issues reported via email are directed to the most appropriate member of our team and answered as soon as we Can Please click on the following link to access the School Support Form or alternatively email support parentpay com ParentPay Ltd Page 9 PPTA Feb 2015 Version 13 1 Getting Started Login Go to www parentpay com e Click on the Login tab e Type in your Username and Password as supplied by ParentPay e Click Login usernames and passwords are case sensitive e Activate your user account following the on screen instructions During account activation you will change the username and password supplied by ParentPay and these should be used for all future access to your site Importing and managing data Pupil data from your school s MIS SIMS or other database is managed and uploaded to ParentPay using our desk top tool ParentPay MIS Sync It is extremely important that your MI
124. of our send message feature a message will be displayed to parents on screen with a list of children the send message feature is not available for and they will be advised to contact the school in another way Making bookings selections If your school is using our bookings selections module parents may be able to pre book meals or sessions for certain types of payment items such as school meals and before after school clubs Menu selections Go to Make Booking Type bookings in the I Lunch time gt want to area to Name the left of their ene ica screen Week commencing 30 Jan 2012 v want to Cancel Go to homepage current bookings Account Unpaid Payment Payment Dascuption balance bookings due by due Actina Dan Bolton Lunch time 0 00 18 01 2012 5 00 8f Edit Total cost 8 00 4 amp IMPORTANT To complete booking make payment before logging out ParentPay Ltd 015 Version 13 1 e Booking type select when the event is Lunch time Breakfast etc e Name select the child they want to make a booking for e Week commencing use the drop down menu to select the week they wish to make bookings for e Click Search They can then view current bookings for that booking type on screen as per the Current bookings area shown in the above screenshot e Click Make selections to proceed to make their bookings Booking a meal session no menu selection This feature is not avail
125. olumn in the settlement report Go to Payment Items gt Reports and select Payment Report Finance M My ParentPay Attendance meals amp events Wetu EE Communication People Create payment item Reports li Reports Run reports that summarise the key points about your payment items such as debt warnings and income reports r Payment report View income reports for payment items Payment Item choose an individual payment item or leave as All From date 1 or 16 of the month depending on the period you need to reconcile To date 15 or last day of the month depending on the period you need to reconcile Report options Service All From date 01 12 2013 Toj To date 15 12 2013 Tof Group by service Fj Tick to group payments by service Click on Advanced options Payment status select Processed in order to only capture payments that have been settled to you Payment method choose ParentPay Online or PayPoint according to the settlement statement you are reconciling Advanced options Payment status Processed Payment method ParentPay online Use the tick boxes to define what other information you want to include in your report such as the bank account the payments were directed to and click Search ParentPay Ltd Page 35 PPTA Feb 2015 Version 13 1 Payment Items An Overview of Payment Items There are a multitude of payment item types available to you as outlined below Once
126. om the drop down options and check the PayPoint Barcode Enabled box is ticked Click on the Communication tab f My ParentPay Attendance meals amp events Payment items Heute People Finance Send message Communication history Messages from parents Contacts Files Settings Create letter Choose your template Hints amp tips There are pre defined templates available to you that have a pre defined channel associated with them check the Channels column the icons you see there will indicate if the template you are selecting is designed for Print email SMS or a combination of the three PayPoint barcodes are only available to the printed letter channel View payer accounts Display old messages and templates i Most recently sent first a 3 J FE i J Create new Clone message ParentPay Activation Letter Oceania School Manager 10 Oct 0 E Actions Dinner Money 2013 11 30 ParentPay Activation Letter 01 Sep 0 Actions Dinner Money 2000 00 00 All your old templates are still available to you and can be found using the drop down menus in the columns headed Message Template type and Owner Click on the Title of the template in the Message Template type column or click on the Clone icon in the Actions column Edit your letter template The letter channel will be ticked and you will see a preview of the template text on screen Click Edit to go into the editor and make an
127. only fixed amount Once only variable amount Repeatable fixed amount Repeatable variable amount Once only fixed with quantity Once only variable with quantity Repeatable fixed with quantity Repeatable variable with quantity Once only limited availability Repeatable limited availability Partial services reducing balance Bookable selectable item fixed cost for one time payment one time payment the parent selects the amount to pay within the limit set by the school fixed cost for regular payment regular payment the parent selects the amount to pay within the limit set by the school parent selects quantity at fixed unit cost for one time payment within the limit set by the school parent selects quantity and unit cost for one time payment within the limit set by the school regular payment the parent selects quantity at fixed unit cost within the limit set by the school regular payment the parent selects quantity and unit cost within the limit set by the school a trip or item with specific availability which requires a once only payment a trip or item with specific availability but which can be purchased on multiple occasions a high value trip or event that allows parents to make regular payments and shows the balance still outstanding each time a payment item that allows parents to pre book or select meals this payment item can only be set up by ParentPay Technical Staff How to set up
128. ople including those that are presently on ParentPay and any pupils staff that you add to the system in the future automatically to the payment item If you are unsure whether to set a global assignment against a payment item contact the ParentPay Service Desk Team for advice Now that you have assigned your pupils you need to communicate information about the payment item to your parents you can do this quickly and easily by email or letter using ParentPay s mail merge facility See the ParentPay Communication Centre section for instructions Assigning payers ParentPay refers to parents as payers The majority of payment items will be assigned to a group of pupils For example if you are setting up a trip for the children in year 7 8 and 9 then a parent who has two children in these years will be asked to make 2 payments one for each child However you may occasionally want to ask each parent to make a payment for a single item irrespective of how many children they have at your school e g if you were requesting donations to the school fund In this case you would select the appropriate year group from the drop down menu alongside Choose Group 2 and click on Search Payers Payers are assigned in the Same way as pupils simply follow the steps previously outlined above Example payment items the basics Repeatable variable amount payment item Setting up a repeatable variable amount payment item such as dinner money will
129. ou know the name of the pupil that you would like to make payment for type their surname in the Name box Alternatively select their year group using the drop down menu alongside Choose group 2 and click Search Select the pupil and click on the Make payment under actions ParentPay Ltd Payer mail Pupil Year Reg group Username Password Created on Actions Chezza Beckham Josh Moran Smith Black VFCYMBZU a46702348 18 Sep 2013 Make payment parent guardian Holly Moran Smith l Black YNYXBFTC a51425595 18 Sep 2013 Make payment parent guardian Josh Moran Smith 1 Black ELGUAXXK a49458553 18 Sep 2013 Make payment parent guardian John Doe 1 Black NCLVCSFE ycam4c 18 Sep 2013 Make payment Place a tick in the box alongside each payment item that the parent wishes to make payment for and enter the amount if required Scroll to the bottom of the page and click Continue Available payment methods Pay by credit or debit card Book in a cheque Cash or other transfers Cancel Continue Select payment method by clicking the radial button to the left of Pay by credit or debit card Book in a cheque or Cash or other transfers and click Continue Payment by card if this is not an option on your screen contact us Enter the payer s card details and click Make payment Book in a cheque Enter the amount and cheque number and click Submit Cash or other transfers Enter the amount and click Submit Confirmation of the successful t
130. ou to select the Priority of your message using the pre defined settings in Communication gt Manage contacts gt Default rules ParentPay Ltd Page 49 PPTA Feb 2015 Version 13 1 Choose message options Get online support ur message Enabled channels LJ Priority u Send to Primary payer only ome message cia agl Send options If you are sending an email this screen is where you will type in the subject of your email and add attachments attachments must not exceed 1Mb each and can be of any file type Excel Word and Pdf etc Subject Attachments Add attachment Browse No Me selects Add sascha Continus to choose recipeents Back Continue NB you can add attachments when using ONLY the email channel If you elect to send a letter and email or email and SMS you will be unable to use attachments Choose recipients This is the really clever part of the ParentPay Communication Centre You can select various recipient groups to drill down to the end recipient list For example you want to send an email and SMS message to dinner money debtors you select the All pupils group and Add them then select Service Account balance BELOW value then select the payment item you need to identify the debtors from Dinner money and type in the value amount such as 1 50 or 1 50 then Add that group ParentPay will drill down to all those pupils who have a dinner money balance of less than 1 50 or
131. our parents using our communication centre ParentPay Ltd Page 21 PPTA Feb 2015 Version 13 1 Go to Settings gt Site data and complete the relevant fields in the Company information section ft My ParentPay Attendance meals amp events Payment items Communication People Finance Contact name ParentPay Manager Contact email support parentpay com Receipt email is now set separately for each bank account Phone 01984 019840 Fax Company Name Address 2 Address 3 Address 4 Address 5 Click Save Upload your school logo ft My ParentPay Attendance meals amp events Payment items Communication People Finance Go to Settings gt Site data in the Company settings section click on the Browse button to the right of the Logo box Locate your logo on your computer and click Open We recommend files no larger than 150 x 135 pixels in size the following formats are Supported gif jpg jpeg or png NB logos in a word document cannot be uploaded Click Save If your logo does not appear immediately logout and log back in to reset your site ParentPay Ltd Page 22 PPTA Feb 2015 Version 13 1 Contact details update email Your site will default to Opt in to receive notification emails when Parents Carers have updated their contact details online when setup If you would like to Opt out simply y My ParentPay Attendance meals amp events Payment items Communication People Finance a e Go to Settings gt
132. patterns for an individual fi My ParentPay Attendance meals amp events Paymentitems Communication Bizet Finance Pupils and staff Payers Groups Uploads Go to People gt Pupils and Staff e Choose group 1 Pupil e Choose group 2 select the year group class the pupil is in Locate the pupil on screen and click on the actions column and select Edit Pupil Details Go to the Event Pattern section and click on Add event or click on the Edit icon Event pattern POGRA igese Cancel You can then add a pattern by ticking the day boxes and putting in the dates or you can edit the pattern by giving it an end date Pattern settings Choose time Lu nch time v Choose type Pupil Paid Meal rr m Start date 24 12 2013 Eal End date Open ended Defined end date 24 12 2013 ES W Consider closing days inst Cancel You can also Bin the pattern here if you have done it wrong or it is no longer needed Click Save and Finish ParentPay Ltd Page 93 PPTA Feb 2015 Version 13 1 Print daily weekly meal registers Py My ParentPay Bisen prU rE AA Payment items Communication People Finance s i Attendance Kitchen numbers Other menus Settings e Click on Attendance Meals and events e Click on Reports e Select Register Reports e Click Register e Choose group 1 Pupil e Choose group 2 Select a class or leave to print all e Select the information you would like to include on
133. plate Select the letter template you would like to use for the purposes of this guide we can choose ParentPay Activation letter all services or ParentPay Activation letter school meals only All your old templates are still available to you and can be found using the drop down menus in the columns headed Message Template type and Owner M My ParentPay Attendance meals amp events Payment items Beli People Finance a Create letter Create a pdf letter to parents carers and other payers K ParentPay Communication Centre select starting point Get online support View payer accounts Display old messages and templates Most recently sent first al Message Template type Owner Date man Num Channels aul al Subject ail al created ar times Printed letter rs Actions T cloned Create ew Clone Message ParentPay Activation Letter Tania School Manager 31 Dee Oo E Actions Y Dinner Money 2013 11 15 Farantfay Activation Letter All Oceania School Manager 23 Dee p Jan 2 E Actions F Services 2013 2014 15 10 13 57 New Trp Letter ParentPay Support 29 Oct 29 Oct 1 E Actions 2014 2013 06 54 06 55 ParentPay Activation Letter Tania School Manager 10 thet 31 Bex I E Actions T Dinner Money 2012 2013 Click on the Title of the template in the Message Template type column or click on the Clone icon in the Actions column Edit your template You will see a preview of the letter on screen with the Use for pri
134. port team is always on hand to help even if the issue is something that is outside our control ParentPay Ltd Page 112 PPTA Feb 2015 Version 13 1 Reporting ParentPay generates reports both live on screen or in a file that opens in Excel Below is a list of the key fields that can be reported on Payment Item Fixed variable repeatable etc Payment Item ID A unique ID for the Item for payment Payment Item The name you called this payment item it is important to name it name well Nene Code given to each item if the payer has paid for multiple items in Group key the transaction field for PayPoint transactions the word PayPoint will appear Auth code Authorisation code from card issuer In favour of ID Forename Surname Year Reg group Notes Comment Quantity Payer consent Amount Due amount Settled amount Paid date Processed date Bank account Name of the organisation that owns the bank account payments are Payee y settled to Means Card type PayPoint Cash Cheque Group codes 1 3 Management Your own defined identification codes codes 1 3 Authorised v Processed transactions Authorised The bank has allowed the payment to be accepted the time date recorded for this transaction will coincide with the time the parent made the payment Processed After midnight all Authorised payments are sent to the banking system to be settled This time date does not coincide with the time the transaction took place All pa
135. pupil is in e Click Search NB if you need to look at a leaver s account tick the Include leavers tick box e Locate the pupil on screen and click the Statement icon under the actions tab e Choose payment item select the payment item the balance is for e Choose your Start and End dates to search between Click Search Choose service Oceania Primary School School Meals for Oceania Primary y Choose Start date 01 12 2013 Quicklinks December 2013 November 2013 October 2013 September 2013 Choose end date 24 12 2013 BS Selected period 01 Dec 2013 24 Dec 2013 Supplier Oceania Primary School Number of records 2 Total rewards 0 Total paid in during period 2 00 Child John Doe Total cost in period 2 00 Date Description Related rewards Paid out Paid in Balance 01 Dec 2013 Opening balance 20 00 23 Dec 2013 Update Lunch time Pupil Paid Meal from 23 Dec 2013 charged 2 00 0 00 18 00 23 Dec 2013 FSM entitlement taken 23 Dec 2013 0 00 2 00 20 00 24 Dec 2013 Closing balance 20 00 ParentPay Ltd Page 84 PPTA Feb 2015 Version 13 1 Moving money to other accounts or other payment items You can move money to other accounts or to other payment items providing both payment items that you need to move money between have funds settled to the same bank account Instances that you may need to use this facility e A parent makes a payment for the wrong payment item for their child e A parent overpays for a siblin
136. r John Doe parent guardian Oceania Primary School v Order never Ash Goldingay Mrs Goldingay Oceania Test Site Order never Holly Moran Smith parent guardian Oceania Primary School 4 Order never Josh Moran Smith Chezza Beckham Oceania Primary School vj Order never A message at the top of the screen will inform you of the date your order should arrive in school NB When you click Send order the pupils you have ordered a card for at that time will disappear from this screen once the ParentPay Accounts Team have produced and posted the cards the pupil names will re appear with a Re order tick box alongside them in case you ever need to replace the card in the future ParentPay Ltd Page 76 PPTA Feb 2015 Version 13 1 PayPoint card order confirmation letter Now that you have ordered your PayPoint cards you need to provide the parent s with a PayPoint barcode letter to make payments against until their card arrives in school for distribution To generate a PayPoint card order confirmation letter click Communication gt create letter e Click on Create new message in the subject column e Message run name area in the Type field type in the name of your template PayPoint card order confirmation e Printed letter area tick Use for print e Click Edit e Copy and paste the letter template below into your template body NB when you copy and paste from word you may experience issues with layout and therefore you may need to enter line spaces manual
137. r for this payment item you can link your payment item to any bank account you have setup in ParentPay select the account that you wish payments to be directed to PPTA Feb 2015 Version 13 1 Page 37 ParentPay also allows you to use up to six different reporting codes if you wish to use these simply enter the information in the relevant boxes These can be free format or selected from drop down menus Please contact support parentpay com for further details Click Save and click OK Assigning pupils staff payers to a payment item Assigning pupils and staff Go to Payment items gt View payment items Py My ParentPay Attendance meals amp events BewWiueiciuiim Communication People Finance View payment item Reports Locate your payment item To the right of the payment item go to Actions gt Edit assigned people Actions Actions GO View payment item Edit payment item Q View assigned people Edit assigned people Choose group 1 Global assignment Pupil THIS ASSIGNS ALL PUPILS OR PARENTS IN THE SCHOOL TO THIS ITEM Use a global assignment if you want to make a service payable without Choose group 2 having to pick individual pupils or parents Do not use to assign classes or Year 1 groups to this item for payment No global assignment Choose search criteria only if querying payers All pupils All All parents Search pupils Search payers Save global assignment Use the drop
138. ransaction will appear on screen PPTA Feb 2015 Version 13 1 Page 79 Entering cash or cheques received in school If you have multiple pupils to enter cash payments for the best way is via the Credit debit screen in ParentPay Entering cash Go to Finance gt Cash and cheques GAGAL Attendance meals amp events Payment items Communication People Mautu iF Cash and cheques Ben OR oa ere E E L Cash and cheques Record cash and chegue income e Choose Payment Item for which you wish to record a payment e Choose method credit e Choose reason cash e Choose group 2 select the relevant class year group or select All e Click Search Choose payment criteria Choose service Trip to the Zoo ima Choose method Credit Choose reason Cash ge Choose group or search for pupil Choose group 1 Pupil Choose group 2 Year Ea Pupil name Include leavers Search Enter the cash payments received against the correct pupil s and click Credit ParentPay Ltd Page 80 PPTA Feb 2015 Version 13 1 Entering Cheques Go to Finance gt Cash and cheques iii Attendance meals amp events Payment items Communication People Mautu i Cash and cheques Record adjustments Manwal card payment Cash and cheques Record cash and cheque income e Choose Payment Item for which you wish to record a payment e Choose method credit e Choose reason cheque e Choose group 2 select the relevant clas
139. renrnrrrrnnenrnnenrnnenennr 120 Adding children to an account sessssssssssrsnrsrrnrsrrnnrnrenenrnnrnrrrrnnsrrnnsrrnnrnrerrnrrnns 120 Create second payer account for a child sssesesssssssnsrsnsnserrnrursnnenrnrnrnrnnrrerrnrerne 121 Editing a payers contact details s s ssssssssrersnrsrrnnrrrnnsrrnnrnrenenrrrrnnerrnrerennenrnnr 122 SUPPONE YOU DFE eaa E A RE 123 How parents activate their ACCOUNT ssssssssrsnsnrrrrnrrrrnnsnrnnrnrnnenrrnrnnrrrnnerrnnenenn 123 70552561100 TTO a T E AE T 123 Changing their username and or password ssssssssssssrsrrnnsnrnnenrnnenrerenrrrrnrrrene 125 Managing phone numbers and email addresses sssssssesensnrrrnrnrenrnrrrnrnrenrrrrrnne 125 Entering mobile numbers and email addresses cccceeeeeeeeeeeeeeeeeeeeeeeeegeeeeeeeneeags 126 ATS UN aana A AAA A A A a aa 127 Using their basket Quick add ITEMS ssssssssssnssrsrsnrenrnrsrenrsrrnnrrrnnsnrnnsnrerenrenne 128 View and pay across all children sssssssssssusssnnnsrrnnsnrsnrnrsnrnrsrrnnsrrnnsnrnrsnrerenrenne 129 VOW TADA DY CNG renren n A E a AE EE AEO AIN 130 Cross school payments ssssssssssensssonssronesnnnsnnnnsnnsnrnnsnennsnrnnenrnnsunenesnnneunsneenrnrnn 130 Paying Tor Other ONS arsine eo e a a a a aa e Ai aiena 132 View payments made between dates they ChoOSe sesssssssnrsrrnrsrennsnrnnenrnrrnrenns 132 View statement of transactions for a Selected MONTH c cece ceceeee eee eeeee
140. report Report 13 Report 13 meal supervisor s list 23 Dec 2013 Lunch time Pupil Paid Meal Attend MEI Name Gender Year Reg Group information Chicken casserole Vegetarian Sausages V Fruit and ice cream Holly Moran Smith Female Black v v Attending 1 pupils Attending 0 staff Total attending meal time 1 Download to Excel Print Report 23 selections production report Week to view Booked taken meals in the past Booked meals in the future Dietary requirements by child SAAS Go To Attendance Meals and Events gt Reports ParentPay Ltd Page 106 PPTA Feb 2015 Version 13 1 Select Booking Reports then select Selections Production Report Report 23 Report 23 Selections production report w c 23 Dec 2013 Lunch time Pupil Paid Meal Pupil Last booking changes for Monday Payers 23 Dec 2013 09 00 Managers 23 Dec 2013 Max in group 118 118 118 118 118 Choice Mon 23 12 Tue 24 12 Wed 25 12 _ Thu 26 12 Fri 27 12 Chicken casserole Steak Spaghetti Bolagnaise Ratatouille Fish Main Course 1 1 1 1 0 0 Vegetarian Sausages Quorn steak V Tomato pasta bake Vegetarian Pancakes Tomato Salad and potato rosti Main Course 2 v v v cakes V 0 0 0 1 0 Fruit and ice cream Chocolate Slab and Jelly and Ice cream Pink custard Flapjack TOOR custard TOTAL bookings TOTAL non booked GRAND TOTAL How parents make bookings e Login to ParentPay e Click the Bookings tab and choose what who and when to make
141. review Signature Add a signature graphic to the message This will appear on all htm emails and printed letters 7 Enable signature graphic Current signature George Orwell Change signature graphic No file selected Click Continue Choose how what to send ParentPay Ltd Page 54 PPTA Feb 2015 Version 13 1 Choose the appropriate options for your letter what is the priority who do you want to send it to and how NB for the purposes of an activation letter you must select Primary payer only one message child or Each payer when sending to a secondary payer for a child in this instance you will need to use the field codes lt consumerrepeater gt and lt consumerrepeater gt before and after any area of text that contains information pertaining to the pupil such as name and class Pi My ParentPay Attendance meals amp events Payment items Peopic Finance Choose message options Get online support You can setor change cobons for send ng your message Continue Back Enabled channels Priority Normal J Send to Primary payer only ome message child a Send options Veried email address ory Registered mobie number only Allow SMS size to excesd one text per mobile What to send Subject Reminder to bring PE Ke Attachments There are no attachments set Add attachment No Ste saSlected l Add machmem Click Continue Choose your recipient group s In the Add
142. rofile gt Phones amp Emails want to Phones amp emails Prone number GO to homepage 3 Pay for items SUF Mobile numbers Make bookings View transaction history View menus amp choices View communications 0900000 View edit profile Additional mobile numbers Your details Phones amp emails e Phone number home office or other number e Mobile numbers this area contains their main mobile number this will be the number the school uses to send them SMS text messages and will also be the mobile number that any automated alerts they request are sent to When they provide their mobile number they will automatically receive a registration PIN in order to register their mobile If they do not register their mobile they will be unable to receive automated SMS text alerts from ParentPay They do not need to register their mobile number in order for their child childrens school to send them SMS text messages Three easy steps to enable automated SMS text alerts Step 1 Registering your mobile number If they wish to subscribe to our automated SMS text alerts and have received their registration PIN they must log back into their ParentPay account go to the I want to area View edit profile gt Phones amp emails and click on the Click here if you have received a mobile registration PIN link to register their mobile The registration PIN is valid for 7 days Step 2 Top up yo
143. rrnrenrerrnrenne 40 Repeatable limited availability payment item sssssssssssnssnsrrnrsrrnnsrrsrenrrrenrrrrns 41 Partial services reducing balance payment iteM ssssssssssrsrrnrrrrenerrsrrnrrrerrrreno 42 Editing a live payment item s ssssssssssssnsnssnsssensnsnnsnrenennnnssnnnesnsnsensnennsnrnnenrnns 43 Changing the bank account linked to a live payment itemM ssssssssssrsrrnrsrrsrsrrsrns 44 Parentray Communication Centre M sesira en E AR AEEA 45 Overview and settings before you get Started s sesssrerssrersnrsrrnnrnrnnrnrnrrnrerenrennn 45 Understanding your message creation cccccceeeseeeeeeeeeeeeeeeeeeeeseeeeeeeeeeegeeeeettsegggengs 46 Generating letters emails and SMS messages ccc eecceceee cece nese nets ee eeeeeeeeeeeeeeenenees 47 Creating editing message templates eee eee eee e eee e eee e ee eee eee sees es ee beeen eee 48 ACEN ALION ETEO Sc cece neceacvesccesece nce cacuesescc ccs E E E E 53 ParentPay Ltd Page 3 PPTA Feb 2015 Version 13 1 Pay Ole Darcode letter S irririk re raa NAE aE NE eaii 59 Debt leters emails SMSrriureesrein niaar EEE EE ENN Era E 64 GrOUD SWS sosreasragaara a aE r EA 69 POE a Te eT ee re ee E ee Tr 74 Recording opening DalaNOES jccccueesstivaeisactvuansecdesesvesaeae nna evuebwecsvabinanieranunteveerwelevas 74 Pay POG Cala Or Geta sonciccvscceaeussanedausnaceaeuesencisawencea ues mosdes cea nen ensuanaGuaeeeeoatas 75 Ordering replacement PayPoint
144. s want to Alert settings Go to homepage Receive automated alerts from your account by email and SMS text message Balance alerts are not available in all schools Balance alerts are available in all of your schools Alerts unsubscribed Register your emails and mobile phones e SMS Terms and Conditions Trrrirititiiititiiititi ttt ttt ttt Parents uide Text alerts and school communication Balance alerts Max every 2 days when account balance reaches the level set by you View communications New item alerts Pace en ce ceca i ce cee cae cee ce Max once a day when school creates a new payment item for your children Payment alerts When school receives a cheque cash or PayPoint payment for your child Message alerts Sent as a text to inform you when your school sends you an email through the ParentPay Communication Centre View edit profile Your details Phones amp emails Balance alerts Child details Child contacts Service Child Threshold Email alert Text alert Normal School meals Dan Bolton Add a child to your account 9 00 Alert settings Sunny Meadow Primary School meals Pre Dan Botton Go to the I want to area of the home page View edit profile gt Alert settings The Alert settings screen will confirm if they are able to set balance alerts for all of their children this feature is not available to all schools and is dependent on the type of Subscription they have w
145. s Bookings will be charged to an account on the day the session takes place I am using bookings for meals when are meal numbers recorded You will see meal numbers appear in your usual meal reports as and when the meal sessions take place just as you have done in the past using ParentPay Dinner Money Who will be able to use it and is there an extra charge There is no additional charge for existing ParentPay users if you are not already using ParentPay Dinner Money just submit our Support request form and we will switch Bookings on for you Our catering s provided by an outside caterer the LA who sets this up for us If you are part of a Caterer or Local authority project with ParentPay which is moving to Bookings then the likelihood is that your new Dinner Money payment item will be configured for you You will hear more from our Project Manager for your area when it is time for you to start using Selections What reports are available for Schools and which are available to Caterers and Local authorities All ParentPay s existing reports which present data on meal numbers will of course include information on meals recorded through Bookings How will Local authorities access their reports Through their own secure online login these reports give an overview of the Bookings activity in their schools as well as traditional reports on meal uptake How do Booking cut offs and charging policies work These are defined during the
146. s is based on the ParentPay modules you are using All reports are accessed via the Attendance meals amp events tab in ParentPay Py My ParentPay P eesirute micriteea su iewms Payment items Communication People Finance s ii Reports View meal and event activity selection and canteen till reports r The most popular reports are as follows Meal Numbers Cost and non cost report for individual pupils e Meal Number Reports Report 03 individual meal numbers e Click the blue link FSM entitlement Entitlements by pupil within dates selected e Choose FSM report Report 07 FSM entitlement e Click the blue link FSM uptake Breakdown of total pupils entitled and pupils using the entitlement in percentages e Choose FSM report Report 12 FSM uptake e Click the blue link Summary returns Breakdown of meal numbers value of those meals and method of payment e Choose Summary report Report 05 Summary return general e Click the blue link ParentPay Ltd Page 117 PPTA Feb 2015 Version 13 1 ParentPay and your finance package Providing your finance package can accept Excel files for import you can use the payment data reports in ParentPay to populate your finance package We recommend you contact your provider for instructions on how to import the payment data to their software Export payment data from ParentPay Click on Payment items gt Reports and select Payment report mi My ParentPay Attendance mea
147. s within 3 working days of receipt IMPORTANT Evidence sent later than 3 working days before the end of the settlement period 15th or last day of the month may mean funds are not settled to the school until the next settlement run Please contact the Service Desk Team with any questions ParentPay Ltd Page 30 PPTA Feb 2015 Version 13 1 How to add your new bank account Go to Finance gt Manage Bank accounts and click on Add new bank account Back to bank accounts New Account Details Bank Account number Sort code Account name Account nickname Payment referente Email receipts sent to C ee Complete all the requested information and click Save these details An overview of the details of the bank account you are adding will show on screen check the details are correct and click Confirm new account Edit account Trips Account Skiing Back to bank accounts Edit Account Details Bank Barclays Mecon number SO 5 Sort code 1010 10 ACCOUNT name Oceania School Fund Account nickname Trips Account Skiing Payment reference Payment from ParentPay Email receipts sent to Nobody oceania ca uk E eo Contin new account In the event that you notice a mistake click on Edit details to make your amendments then click Confirm new account ParentPay Ltd Page 31 PPTA Feb 2015 Version 13 1 Confirmation of your new account details will appear on screen with the status of Awaiti
148. s year group or select All e Click Search Choose payment criteria Choose service Trip to the Zoo use Choose method Credit ass Choose reason Cheque Ea Choose group or search for pupil Choose group 1 Pupil usa Choose group 2 Pupil name Include leavers Enter the cheque payments received against the correct pupil s remember to include the relevant cheque number and click Credit ParentPay Ltd Page Si PPTA Feb 2015 Version 13 1 Reg Balance Cheque Fupil Ye Amount ti Internal t Notes t Payer pi ear Quantity aii commen Oo payer parent guardian Rebecca 5 1AA 0 00 10 00 23456 Prendergast parent guardian Willian 5 JEE 0 00 Ranasell parent guardian Jacob 5 SEE 0 00 Saunders parent guardian Shauna 5 1AA 0 00 eee Woolacott parent guardian Kieran 5 SEE 0 00 Wright cot ED Banking cash and cheque payments When you credit cash and cheque payments they are recorded in the section called Banking When the payments are physically taken to the bank you will need to Bank them in ParentPay Click on Finance gt Banking A list of the total non banked cash and cheque amounts held is displayed Cheques are automatically ticked to be banked un tick those that you do not wish to bank Type in the amount of cash you wish to bank in the Cash banked box Choose banking date enter your banking reference if you have one and click Save Ai My ParentPay Attendance meals amp events Paymenti
149. s you have elected to send the message via the priority of the message total number of recipients with a breakdown of each channel type and the total number of chargeable SMS messages you are sending Letter available via Parent Carer login you will also be given the option to display a pdf of the letter to parents in their online account Confirm messaging run Get online support Review details of message run and confirm to send Enabled channels ro tet Message run name Em ail Reminder PE kit Subject Reminder to bring PE Kit Priority Norms Total recipients I 0 SMS 1 email 0 print SMS messages Confirm ing will cost 0 SMSes Recipient liSt currently hidden Show recipients Message run summary The message run summary screen will show you how many messages have been sent delivered failed The breakdown of SMS and email messages you will see is as follows Email delivery 0 16 delivered this indicates that all 16 messages were sent successfully but have yet to be opened by the recipient this feature is dependent on the type of mail provider your users are with such as yahoo hotmail etc What a great way to tell if parents are reading your emails If you are sending a printed letter this is the point at which you will click to Open pdfs and print from the pdf Letter available via Parent Carer login you will also be given the option to Show hide a pdf of the letter to parents i
150. served to identify where discrepancies may lie f My ParentPay PRNQGiGr emcee aoe Payment items Attendance Kitchen numbers Other menus Reports as Kitchen numbers Record cooked and served meal numbers ParentPay Ltd Communication Settings Page 97 Finance PPTA Feb 2015 Version 13 1 Debt management ParentPay Dinner Money allows instant identification of pupils whose accounts have gone into debt Just click on the Debt link under the My Notifications section on your home page to get a quick view of who is in debt My notifications You have 10 people in debt You hawe 17 people with low balances From the Debt Notification page you can continue to the Communication area to produce Debt Reminders for parents whose accounts are showing a debt You can also see a full overview of the credits and debits on the pupils accounts by going to Payment Items gt View Payment Items and clicking View assigned people from the drop down menu next to your school meal payment item Am My ParentPay Attendance meals amp events Bevis Communication People Finance Oo QO View payment item i Access payment tem s that you have already created to view and edit their current details view payments and wiew and edit assigned people Live peyesertt ite El 3 items found tem ID lem mame Amount Due date Bank account Options 270574 Chess Club 10 00 Test Account 2 Ontions F 237995 School Meals for Ocean
151. successfully activate the account 4 Read the ParentPay terms and conditions and click in the box next to Accept terms and conditions at the bottom of the page and click Continue They will see an overview of their activation onscreen and will receive an email confirming their account settings click Continue The account is now activated and they are ready to start making payments In order to ensure they can receive password reset emails payment receipts and any email SMS alerts that they may wish to request please ask them to ensure they verify their email address by following the on screen prompts Cross school login In addition to a new look and feel one of the key features we have introduced is cross school login enabling parents with children at different schools to add up to six children to their account regardless of which school their children attend providing those schools subscribe to ParentPay Existing parent user Add a child IMPORTANT the parent must log out of all their ParentPay accounts before proceeding They need to choose one account to add the rest of their children to the username and password for this account will become their main account login details e Go to www parentpay com e Login to the account they wish to have as their future login for all children schools e Click on the Add a child tab on their home page ps Overview Dan Nathaniel Rachael April Christine 4 Items due for payment
152. support Your messages have been queued for sending 29241 2439927 23 Dec 2013 12 05 37 Email Reminder PE kit Reminder to bring PE Kit You can revisit this summary at any time via Communication gt History t My ParentPay Attendance meals amp events Payment items Eer L Ue try Send message Create letter Communication history Messages from parents Contact Group SMS Click on the Communication tab f My ParentPay Attendance meals amp events Paymentitems sutiliiditetieim People Finance Send message Create letter Communication history Messages from parents Contacts Files Settings Hints amp tips Click Show to check the individual recipients you can preview the message to be sent by clicking on the 1 icon in the Actions column and remove any individuals by un ticking the tick box on the right NB the preview will not show the barcode only the pdf will show this once you confirm the sending of your message Select the SMS template you would like to use or click Create new message to create your own View payer accounts Display old messages and templates 10 Oct 2013 11 30 ParentPay Ltd Page 69 PPTA Feb 2015 Version 13 1 We are going to use the Create new message template for this example Click Clone in the Actions column alongside Create new message Edit your SMS template First give your message run a name Message run name Edit t
153. tems Communication People Cash and cheques Record adjustment Manual card payment Banking Ei Record banking of cash and cheques and view unbanked income Finance Banking Manage bank accounts Reports Non banked cheque payments Bank account All Eal Cheque somber Amount E Bank account Paid on Paver Pupil Year Reg group 123456 10 00 Account 2 22 Jan 2004 10 31 13 Mr and hirs Shelbey Smith Ellis Shelley Sm ith 3 3RR gtl l2 10 00 decount 2 Zz Jon 2004 10 31 16 Mr and Mirs Shelley Smith Ethan Shelley Sm ith 3 3ER 2 cheques selected for banking 20 00 Total cheques shown 20 00 Non banked cash payments Cash banked 30 00 Total cash 30 00 Choose banking date 22 01 2014 Banking reference ACE 2456789 ParentPay Ltd Page 82 PPTA Feb 2015 Version 13 1 The selected cheques and cash amount entered now leave the system On the payment report cheques appear as Processed when entered on the system and Settled when banked An audit trail of your banking will be saved You can access the Bank Report via Finance gt Reports select Other Reports and run the Bank report M My ParentPay Attendance meals amp events Cash and cheques Record adjustment Manual card payment Banking ii Reports Invoice Reports Other Reports Reconciler View debt and incom e reports Gross amount of payments recerved on any given day Bank report Report 08 Record of all cach and
154. ter the user name and password of the Windows user account that this task will run as This should be the user who installed MIS Sync e g Administrator Screen 6 Confirmation of the task s details Before confirming the details of the task check the Open advanced properties option Screen 7 Advanced properties In the Task tab add the command switches you require to the end of the executable file name in the Run option For an automated SIMS upload you will need to add quiet sims Click OK to close the properties window Pitfalls Access violation when setting up the schedule path to program needs to be in double quotes e g C program Files ParentPay MISSync exe quiet sims There must not be white space surrounding the equal signs in any of the parameters ParentPay Ltd Page 18 PPTA Feb 2015 Version 13 1 Importing managing staff and visitors Adding Staff for the first time Please note if you are using our data capture module in conjunction with your cashless catering system you may need to import your staff data from the till system to ParentPay to ensure the ID s match If you are unsure please contact ParentPay Support for assistance Login to MIS Sync Go to File gt Create import template file Name the file and save locally to your computer Locate and open the file on your computer Click on the Staff tab in the template Copy and paste your staff data from your existing Excel file manually enter the
155. the DPA registration as a data processor The school and local authority will already be registered as a Data Controller Schools data remains their responsibility and they remain fully in control of accessing managing and updating all their data in the system ParentPay s commitment to the school to act responsibly as a data processor is covered in our terms and conditions and is covered in our data protection and privacy policy ParentPay Ltd Page 8 PPTA Feb 2015 Version 13 1 Security The web based application is hosted managed and maintained in a secure and reliable data centre environment The data centre is provided by NTT Europe Online part of the largest telecommunications company in the world and one of the largest hosting companies in the world The NTT service includes a comprehensive range of security management solutions including firewall anti virus and intrusion prevention and detection services to protect against external security threats Administrative access to the application environment is only possible with two factor authentication password and certificate and through encrypted data traffic VPN All user access parents schools and the local authority is through a standard internet connection and browser and is only allowed through 128 bit encrypted HTTPS the SSL certificate is issued and signed by Verisign Support ParentPay online support ParentPay s support site is specifically designed t
156. ther consumer in your group Holly Moran Smith Week 09 12 2013 Previous Change consumer ea Next Previous Change week ix Next Mon 9 Dec amp Tue 10 Dec Wed 11 Dec amp Thu 12 Dec amp Fri 13 Dec amp Key to icons Lasagne Fish fingers Steak pie Burger Fish Pie of Complete booking Incomplete booking Locked for payer Vegetarian pasta bake Tomato and Mozarella Cheese and Potato pie Quorn Sausages V Tomato and cheese 32 pay v ponto v paa amp Locked for all users o gt Booked by payer Make the selections required by clicking on menu item required for that day each day that week NB your changes are stored as you go along therefore it is only necessary to click Save changes when you have finished making all your selections If at any time you need to go back to the previous screen click on Back to previous step button at the bottom of the page Back to previous step In the event that you have made wrong selections for a consumer click on the Revert this week button to restore the original selections Revert this week ParentPay Ltd Page 103 PPTA Feb 2015 Version 13 1 Make future selections To continue to make selections for this individual consumer for the following week or future weeks use the Change week drop down to select the week commencing date or click Next gt gt alongside the drop down field lt lt Previous Change week BA Next gt Change the consumer
157. to pay the price of them receiving a low dinner money balance SMS alert from the system so they know it is time to top up their child s account Understanding the message priority settings ParentPay has currently pre defined the settings for communication deemed as Normal and Urgent These can be viewed under Communication gt Contacts and select Default Rules in Choose View ParentPay Ltd Page 45 PPTA Feb 2015 Version 13 1 You also need to be aware that parents can select which channel s they prefer you to use for each priority which is why the Payer communication preference is the first option in the Channels in use list for each priority default rule you are able to override this if you wish by simply clicking on it using the lt lt button to move it to the Unused channels list Understanding your message creation The ParentPay Communication Centre works in a logical fashion and creates whatever type of message or combination of channels you need letter and or email and or SMS or all three together in six easy steps 1 Select starting point Use or adapt a previous message by clicking Communication gt gt Send Message or start again with a new template by clicking Communication gt gt Create Letter 2 Write message Choose the channel channel method of sending i e Letter Email or SMS see tick boxes on letter Create a new message or edit an existing message or template upload your signature etc 3 Message options
158. tter and one number Passwords are case sensitive View transaction history gt To leave your password unchanged leave both new password boxes blank Code Onde enaeeoaeeeseeeseeseendeende cece eeaseeseeeescossendeeneeeecsendeccdnecaseedsendseecsenasencousssesce Change password View menus amp choices P SASS eA AEN ARS OEE CO GORI EAA EAA AANA AEA A AEA AAAA sic alan morani View communications gt Your currently stored secret answer is not displayed for security reasons To leave your secret question View edit profile unchanged leave the answer box blank Change secret question Your details Who was your favourite teacher v Secret answer i i Save Cancel First they will need to confirm ES their existing password then they can make any changes required and click Save Managing phone numbers and email addresses Providing their mobile number in ParentPay not only allows school s to send them SMS text message communications but also allows them to opt in to receiving our automated SMS text alerts for items such as a low dinner money balance for their child each of their children Automated text message alerts that they request are payable by them at 0 06p per message sent Text messages sent to them by their child s school are at NO charge to the parent ParentPay Ltd Page 125 PPTA Feb 2015 Version 13 1 Entering mobile numbers and email addresses Go to the I want to area of their home page View edit p
159. unts usually leave the Collection Service account within 5 working days of the above dates Payments credited to you will appear with one of the following references on your bank statement ParentPay Funds Cardnet Funds or PayPoint Funds Settlement statements Statements relating to the settlement s you receive are published online twice a month from 1 15t of the month and then from 16 to the end of the month These include a breakdown by individual service item card type and associated total transaction fees Schools that have their own internet merchant account for direct settlement should confirm with their provider the frequency of settlement payments Viewing ParentPay collection service settlement statements You can access your settlement statements quickly and easily for each bank account Go to Finance gt Reports A My ParentPay Attendance meals amp events Payment items Communication People BiguFule Cash and cheques Record adjustments Manual card payment lik Reports View debt and income reports F Manage bank accounts Reports Click on the Collection Service Statements Payee details Period 01 Dec 2013 15 Dec 2013 Statement type ParentPay online PayPoint Filter by bank account All l Filter by service All Totals broken down by Organisation A Then broken down by service Then broken down by No further breakdown A Download to excel ParentPay Ltd Page
160. upil Use the now active field s below to select the Year Class Class and Individual pupil e Click Add e Click Continue Click Confirm send Click Open pdf s to print your letters Ordering replacement PayPoint cards Go to Attendance meals amp events gt settings Pi My ParentPay EUC rR RAE Payment items Communication People Finance i PayPoint cards Manage PayPoint card orders Other menus Attendance Kitchen numbers Event types and prices FSM allowance a A list of the pupils you have previously ordered a card for will appear on screen Tick the Reorder box and click Send order Send onder Pupal Parent School Reorder Last order Adam Aplha Mr and hirs Alpha Oceania Test Site i Reorder 05 Jan 2014 Tommie Eott parent guardian Oceania Framar School E Reorder 05 Jan 2018 ohn Do parent guardian Oceania Praa School Reorder 05 Jan 2014 Ash Goldingay Mes Goldingay Oceanis Test Site Reorder 05 Jan 2014 Holly Moraun Senith parent guardian Oceanis Framar School Reorder 05 Jan 2014 Josh Moran 3enith Chezza Beckham Oceania Priman School Reorder 05 Jan 2014 ParentPay Ltd Page 78 PPTA Feb 2015 Version 13 1 Manual payment by pupil card cash cheque You can make a payment or add funds on behalf of a specific account holder either by phone from a debit credit card in cash or by cheque Click Finance gt Manual card payment Manual card payment Process a manual card payment for payers If y
161. upil for the payment item mandatory if using the Use custom amount option below this will be ticked if you have selected a variable payment configuration for your payment item enter the minimum maximum amounts within which parents can make a variable payment mandatory with Use custom amount this will be ticked if you have selected a partial payment configuration Choose a date that informs parents when payment should be made by tick to display the due date selected above this will be ticked if you are setting up a payment item to use quantities enter the prompted or suggested quantity shown to parents parents are able to change this quantity within the limits set by the school mandatory if using the Quantifiable option sets the minimum maximum quantity that parents can order mandatory if using the Quantifiable option this will be ticked if you have selected a quantifiable payment item enter total number of places tickets available to purchase this will be ticked if you have selected a repeatable payment item tick this box so that your parents will be required to tick a dedicated consent box when making payment a description of the consent can be included in your description of the payment item un tick this box if you do not want ParentPay to automatically send an email to those parents associated with the payment item that have an email address in ParentPay tick this box if you wish to be able to generate a barcoded lette
162. ur SMS text balance Automated SMS text alerts that they request are paid for by them at a charge of 0 06p per message sent as such they must ensure that they maintain a SMS text balance of at least 2 40 Topping up is easy they simply go to Pay for items via the I want to area of their home page and click on the Other tab ParentPay Ltd Page 126 PPTA Feb 2015 Version 13 1 Step 3 Choosing the alerts you want to receive Go to the I want to area of the home page View edit profile gt Alert settings Choose which alerts they wish to receive for their child each of their children and set the threshold balance at which they wish to receive alerts For more guidance please see our Alert settings area later in this guide e Additional mobile numbers parents are able to provide more than one mobile number to enable the school to send them text messages schools can choose to send to all mobile numbers in the event of an emergency e Email addresses it is likely that they provided an email address and verified it during the activation of their ParentPay account and this will show as their main email address they are able to provide an alternative email address if they wish e Preferred communication channel they can indicate which method they wish their school to use when contacting them for urgent and normal communications the school can disregard these settings if they choose Alert setting
163. xy settings in school click on the Proxy tab at the top and enter them here then click Test connection e Return to the Login tab e Click Continue Once logged into MIS Sync go to Tools gt Check for updates follow the link through as necessary Go to Tools gt Options e Click on the Connections tab Enter your e mail address in the Notification email field Tick Receive email on automatic uploads Tick Receive email on manual uploads Click Save Go to Tools gt Settings e Click on Auto update tab e Tick Check for updates at start up Configuring MIS Sync to link with your MIS Pupil uploads SIMS users Go to Tools gt Options e Click on the MIS tab e Enter your SIMS net username and password NB you must have sufficient SIMS access rights to enable MIS Sync to install a report in SIMS e Click on the yellow folder MIS Sync will locate your SIMS e Click Save it will look as though it has not done anything but it has Go to File gt Exit and then re start MIS Sync MIS Sync is now setup and you will not need to go to Tools again unless something changes Uploading pupil data Following the initial set up to refresh the information in MIS Sync from SIMS in future to add any new pupils etc you just need to login to MIS Sync e Click on Pupils gt Auto update ParentPay Ltd Page 11 PPTA Feb 2015 Version 13 1 Pupil uploads non SIMS users In order to upload data using MIS Sync you will need to create a report from your MIS
164. y Attendance meals amp events Payment items Communication People Finance as ii Reports Run reports that summarise the key points about your payment items such as debt warnings and income reports Payment report View income reports for payment items Shop Payment report Summary of income via online shops Payment Item select the Payment you want to report on From and to dates select the dates you want a report for Payment status authorised or processed Payment method select the payment method or All Click on Advanced options tick the boxes to include the information you need for your report Report options Service All From date 18 12 2013 To date 23 12 2013 Group by service Tick to group payments by service Advanced options Payment status Authorised Payment method All Exclude 3rd party payments e g revaluation payments from cashless systems Service name Amount due values Name details gO Settled amount gO Auth code Amount paid O Processed date O Consent Date Paid Means O Payee O Quantity O Notes O Accountancy codes O Operator O Com ments oO Bank account e Click Search Open in Excel Open in Excel Your payment report will be displayed Excel full report ParentPay Ltd Page 116 PPTA Feb 2015 Version 13 1 School meal reporting There are lots of school meal related reports not all schools will be able to access all reports acces
165. y Schdag Bal below 0 00 Recipient list currently hidden Show recipients Back Continue Example you want to send a letter email and SMS message to dinner money debtors In the Add recipients section use the drop down menu alongside Add group to select Service Account Balance BELOW value from the fields below select your Dinner money payment item and type in the Bal below such as 1 50 or 5 00 click Add ParentPay will drill down to all those pupils who have a dinner money balance of less than 1 50 or more than 5 00 according to your selections Hints amp tips Click Show to check the individual recipients their balance and so on you can preview the message to be sent by clicking on the 1 icon in the Actions column and remove any individuals by un ticking the tick box on the right The Pick recipient summary section tells you the total number of recipients and the type of channels to be used if the SMS message you have chosen to send exceeds one SMS message size enabling you to manage costs quickly and effectively Once you are happy that you have selected the correct recipients click Continue ParentPay Ltd Page 67 PPTA Feb 2015 Version 13 1 Confirm send A final breakdown of your message run will appear on screen showing the channel s you have elected to send the message via the priority of the message total number of recipients with a breakdown of each channel type and the total numb
166. y changes you would like to make NB make sure you have the lt paypointbarcode gt mail merge parameter at the bottom of the letter template Remember to Save the message you have edited in the text editor ParentPay Ltd Page 59 PPTA Feb 2015 Version 13 1 Uploading a signature Tick the box alongside Enable signature graphic Click Browse to locate your signature 7 Add a signature graphi Click Change to upload it to your template Signature gt the message This w appear on all htm emails and printed letters Enable signature graphic Current signature George Orcoctl Change signature graphic Browse o fle seis ctec Your signature will appear on screen for you to preview Click Continue Choose how what to send send it to and how yy My Pa rentPay reate better NB for the purposes of a barcode letter you must select Primary payer only Choose the appropriate options for your letter what is the priority who do you want to one message child or Each payer when sending to a secondary payer for a child and end ae Payment items LOM municaton Mizo Sena message Ser and SMS messages to pa ou cans Messages from parents ents c cmange cop People ji or facts carers and other payers hoose message options Get online support options for sendin How to TE to S Finance our message Enabled channels Es Priority Normal Send to Primary payer only
167. yments provided there are no problems in a processed batch will arrive in your bank about 3 4 days later this will vary from bank to bank ParentPay Ltd Page 1 13 PPTA Feb 2015 Version 13 1 Payment reports Quick view of payments received across all payment items Click on Payment items gt Reports and select Payment report Ai My ParentPay Attendance meals amp events BEV Communication People Finance E ee ua Eeports lits Reports ee Run reports that sum m arise the key points about your payment items such as debt warnings and income reports Paym ent report View income reports for paym ent tems Shop Payment report SUM mary of income vie online shops A list of payment items and total amount paid in the recent period dates as selected by you will appear on screen For a more in depth view of a payment for a particular payment item click on View receipt make refund in the Actions column on the right side of the screen EVOUCGLSiG LES Communication People Finance p f My ParentPay Attendance meals amp events ls Reports Run reports that summarise the key points about your payment items such as debt warnings and income reports _ _ Report options Service All From date 18 12 2012 EZM To date 23 12 2013 EJM Group by service r7 Tick to group payments by service Advanced options Open in Excel Excel full report Selected period From 18 December 2012 to 23 December 2013
168. you need to receive payment by Use due date tick Quantifiable this will be ticked Default quantity enter your default allocation i e 0 Minimum quantity minimum number of places available i e 1 Maximum quantity maximum number of places available i e 4 Use stock control ticked Availability limited to enter the total number of places available i e 50 Credit payments to select the bank account that payments are to be directed to Click Save Click OK Page 41 PPTA Feb 2015 Version 13 1 If collecting money for tickets with two price bands you will now need to repeat the above process for your concession child priced tickets Parents will then be able to purchase Full Priced or Concession tickets as per your payment item setup Depending on the types of tickets parents purchase initially you may need to alter the availability on both payment items i e if more Full Prices Tickets are sold you may want to reduce the availability of the Concession tickets and increase the availability of the Full Priced Tickets to ensure you sell your total ticket allocation Partial services reducing balance payment item Setting up a Partial services reducing balance payment item such as a high value trip or event that allows parents to make regular payments and shows the reducing balance outstanding Go to Payment items gt View payment items e Click Create payment item e Select the Partial services reducing balance option using the drop
169. your menus our support team can help with this Once we have the above we can setup your booking or selection service Actions you will need to take in your ParentPay site Ensure your calendars are correct Go to Settings gt Manage Calendar Manage term dates check your term dates are correct for the period where there are no term dates enter your term dates for each half term in the associated periods Manage closing days setup any INSET days adhoc closing days and so on Click Save ParentPay Ltd Page 101 PPTA Feb 2015 Version 13 1 Making selections via the Manager account Make selections for a day or week at a time Go to Attendance meals amp events gt Booking and Selection f My ParentPay WACC EUME Ae Payment items Communication People Finance GMA Attendance meals amp events Sr Record attendance and bookings print registers manage and report meal numbers and FSM manage menus and monitor tills a Attendance EY Record attendance GBB Booking and selection Record bookings and selections Kitchen numbers Record cooked and served meal numbers Session time select Lunch time Breakfast etc Group 1 Pupil bookings selections are currently only available for the pupils group Group 2 choose year group custom group or ALL Date enter or select the date from the calendar Tick to Include leavers or Show account balance and FSM status if you would like this data to show on screen whilst you ar

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