PayPoint - Quick Setup Guide
Useful Information
This page guides you through the steps to get up and running with PayPoint. This process would usually be completed alongside one of our Implementation Consultants.
This will enable parents to pay for Trips and events, Dinners, Extended day clubs and Cashless catering using a bar code at PayPoint retailers
If you don't have a license for PayPoint, please contact vms@tucasi.com
If you don't have a VMS account for PayPoint, please contact training@tucasi.com
PayPoint - Quick Setup Guide
Follow the steps below to set up PayPoint:
1. Check that you are on the correct version of SCO
In SCO, click on the Admin tab
Click on System status report
The Schools Cash Office version will be displayed
Ensure the version is 2.5.16.1 or later
2. Check that you are Licensed for PayPoint
In SCO, click on the Admin tab
Click on System status report
All Modules and the Status of the license is displayed
Ensure PayPoint is displayed as Licensed
If not, please contact sales@tucasi.com
Click on Close
3. Enable PayPoint in Bank configuration
You will need to notify us that you wish to set up PayPoint and we will enable your VMS account to accept PayPoint payments. Please contact training@tucasi.com
As part of this process, you will need to create a Cost centre to capture any Paypoint payments made against deleted trips or pupils
Select the Configuration tab
Select Banking configuration
Select Bank accounts/cost centres
Select the bank account to be used for Paypoint
(e.g. Main account in the example to the right)Select Add new cost centre at the bottom of the screen
Type a name such as PayPoint Misc
Select Done
Select the bank account again(Main account in this example)
Select Enable PayPoint
Select the Miscellaneous payments cost centre created above (PayPoint Misc in this example)
Select Done
Repeat for any other bank accounts to be configured for PayPoint transactions
4. Configure Pupil(s) for PayPoint transactions
In SCO, click on the Configuration tab
Select Account configuration
Select Pupils
Select the Pupil
Select the Account tab
Select Allow use of PayPoint
Repeat for any other pupils
Click on Done
5. Configure Trips and events for PayPoint
In SCO, select the Trips and events tab
Either select Add trip, or click on an existing trip and select Change trip
Under the Payment options section, select PayPoint enabled
Select Save and exit
Repeat for any other trips
Note that a trip bar code can be used multiple times and overpayments by PayPoint will be allowed, even when this option is not selected.
6. Configure Pre-payment Accounts for PayPoint
(Dinners, Extended day and/or Cashless catering)
In SCO, select the Configuration tab
Select Banking configuration
Select Pre-payment accounts
Select the relevant Pre-payment account
Select PayPoint enabled
Repeat for any other Pre-payment accounts
Click on Done
7. Generate PayPoint Letters/Emails and Bar Codes
Download the PayPoint templates here and save these to your shared template location
Select the Reports tab
Select Account reports
Select PayPoint barcode letter
Select Pre-payment account (for Dinners, Extended day clubs or Cashless catering configured for PayPoint)
orSelect Trips to list all current trips configured for PayPoint
Select the pupil's name or All accounts
Select the template letter paypointBarcodeLetter
Select the Email option, if you have the Tucasi Communications module, and Letter
Select Generate
Either an email or two files are generated - a Word document with a letter to the parent and a separate file with the barcode
If you see any errors or missing Item fields in the letter, you will need to download the new templates as instructed in step 7.1.
8. Generate PayPoint Bar Codes only
Select the Reports tab
Select Account reports
Select PayPoint barcode report
Select Pre-payment account or Trip
Select the relevant Pre-payment account or Trip
Select the pupil's name or All accounts
Select Display as labels, if required (see examples on right)
Select OK
Note that bar codes are linked to specific Pre-payment accounts (Dinners, Extended day clubs or Cashless catering) and must be used to top up the correct account. The name of the product is listed under the bar code
Note that a trip bar code can be used multiple times and overpayments by PayPoint will be allowed, even when this option is not selected
9. How does a Parent make a Payment?
The parent takes the bar code to the PayPoint retailer
(either a paper copy or on a mobile device)The retailer scans the bar code and the payment is made
It may take up to 7 days for the funds to appear in SCO, so it is important that the parent keeps hold of their PayPoint receipt
10. How do I report on Payments made by PayPoint?
Click on the Reports tab
Select Sales and payments
Select Sales reports
Select Sales by item - per account
Choose the following options:
Dates - select the required date range
Filtering - select to Exclude online transactions and Exclude 3rd party cashless transactions
Click OK
Any Credit/debit sales displayed in the Dinner money section will be Paypoint transactions
11. How do I view a receipt for a PayPoint payment?
Click on the Accounts tab
Double-click on the relevant pupil
All transactions for that pupil will be displayed
Select the relevant transaction
The receipt will display Paid with PayPoint and the Payment ID
12. How do I reconcile PayPoint payments?
Paypoint transactions will be displayed separately on the VMS Remittance Advice
See section Clear or Reconcile Online Payments via VMS
13. Useful Information
Bar codes are linked to specific Pre-payment accounts (Dinners, Extended day clubs or Cashless catering) and the correct bar code must be used to top up the relevant account
Trip bar codes can be used multiple times and overpayments will be allowed, even when this option is not selected
If a parent pays by PayPoint for a trip/club with limited places, their place will not be secured in SCO until the transaction comes through, which may take up to 7 days. However, if the parent shows you the PayPoint receipt, you are able to add them to the trip in the normal way to secure a place
Payments will automatically be assigned to the relevant cost centre in the SCO Banking screen
Bar codes cannot be cancelled, so parents are able to continue payment against items no longer available or when the pupil is no longer in school. If the cost centre is no longer available in SCO, or the pupil has been deleted, the funds will be credited to the allocated Miscellaneous payments cost centre (see image on right)
Bar codes are, ultimately, linked to a bank account. If a new bank account is created and existing cost centres are transferred to it, new bar codes would need to be generated for these products
Once a PayPoint transaction is made, this is received by VMS and SCO. Once the debt is settled, a Remittance Advice will be generated and the transaction will appear on the Net Settlement Report. This process can take up to 7 days
PayPoint transactions cannot be refunded
Income received for PayPoint transactions for deleted trips or cost centres, or for deleted pupils,
will be placed in the Banked column of the allocated Miscellaneous payments cost centre (PayPoint Misc in this example) for the relevant bank account:
For further help see:
Contact our Customer Support Team
support@tucasi.com | 02380 016 564
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