PayPoint - Quick Setup Guide

Follow the steps below to set up PayPoint:

1.  Check that you are on the correct version of SCO

1. In SCO, click on the Admin tab

2. Click on System status report

3. The Schools Cash Office version will be displayed

4. Ensure the version is 2.5.16.1 or later

5. Click here to view or download the latest SCO Version

2.  Check that you are Licensed for PayPoint

1. In SCO, click on the Admin tab

2. Click on System status report

3. All Modules and the Status of the license is displayed

4. Ensure PayPoint is displayed as Licensed

5. If not, please contact sales@tucasi.com

6. 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 

1. Select the Configuration tab

2. Select Banking configuration

3. Select Bank accounts/cost centres

4. Select the bank account to be used for Paypoint
   (e.g. Main account in the example to the right)

5. Select Add new cost centre at the bottom of the screen

6. Type a name such as PayPoint Misc

7. Select Done

8. Select the bank account again(Main account in this example)

9. Select Enable PayPoint

10. Select the Miscellaneous payments cost centre created above (PayPoint Misc in this example)

11. Select Done

Repeat for any other bank accounts to be configured for PayPoint transactions

4.  Configure Pupil(s) for PayPoint transactions

1. In SCO, click on the Configuration tab

2. Select Account configuration

3. Select Pupils

4. Select the Pupil

5. Select the Account tab

6. Select Allow use of PayPoint

7. Repeat for any other pupils

8. Click on Done

5.  Configure Trips and events for PayPoint

1. In SCO, select the Trips and events tab

2. Either select Add trip, or click on an existing trip and select Change trip

3. Under the Payment options section, select PayPoint enabled

4. Select Save and exit

5. 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)

1. In SCO, select the Configuration tab

2. Select Banking configuration

3. Select Pre-payment accounts

4. Select the relevant Pre-payment account

5. Select PayPoint enabled

6. Repeat for any other Pre-payment accounts

7. Click on Done

7. Generate PayPoint Letters/Emails and Bar Codes

1. Download the PayPoint templates here and save these to your shared template location

2. Select the Reports tab

3. Select Account reports

4. Select PayPoint barcode letter

5. Select Pre-payment account (for Dinners, Extended day clubs or Cashless catering configured for PayPoint)
   or

6. Select Trips to list all current trips configured for PayPoint

7. Select the pupil's name or All accounts

8. Select the template letter paypointBarcodeLetter

9. Select the Email option, if you have the Tucasi Communications module, and Letter

10. Select Generate

11. 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

1. Select the Reports tab

2. Select Account reports

3. Select PayPoint barcode report

4. Select Pre-payment account or Trip

5. Select the relevant Pre-payment account or Trip

6. Select the pupil's name or All accounts

7. Select Display as labels, if required (see examples on right)

8. 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?

1. The parent takes the bar code to the PayPoint retailer
   (either a paper copy or on a mobile device)

2. The retailer scans the bar code and the payment is made

3. 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?

1. Click on the Reports tab

2. Select Sales and payments

3. Select Sales reports

4. Select Sales by item - per account

5. Choose the following options:

   • Dates - select the required date range

   • Filtering - select to Exclude online transactions and Exclude 3^rd party cashless transactions

6. Click OK

7. 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?

1. Click on the Accounts tab

2. Double-click on the relevant pupil

3. All transactions for that pupil will be displayed

4. Select the relevant transaction

5. The receipt will display Paid with PayPoint and the Payment ID

12. How do I reconcile PayPoint payments?

1. Paypoint transactions will be displayed separately on the VMS Remittance Advice

2. See section Clear or Reconcile Online Payments via VMS 

13. Useful Information

1. 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

2. Trip bar codes can be used multiple times and overpayments will be allowed, even when this option is not selected

3. 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

4. Payments will automatically be assigned to the relevant cost centre in the SCO Banking screen

5. 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)

6. 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

7. 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

8. 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:

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