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Complete User Manual www.parentpay.com

1. Save the Excel report into the relevant folder for your Finance system and import the saved report from the folder into your system 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 Communication Finance GQ Payment items Ai My ParentPay Attendance meals amp events People 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 View payer accounts Choose group 1 Pupil Choose group 2 Reg 3CC el Choose search criteria All esa Ea Payer Email Pupilis Year Reg group Username Password Options Beckham Chen SUDO Ort pare rtp ayo David Beckham 3 300 beckham 123 Changed by user Optone T m Chezz Beckham Darid Beckham J 500 YFETHEZU a b702J4E Options T parent guardian Caitlin Ford 3 300 LLATXHKO a2 6554655 Options T parent guardian Becky Sheedy J 50C WA wo al 02615375 Options T parent guardian Gma Sankey 3 300 OVS TAIL he a Options T parent guardian Bern Dalby 3 300 VSEITJPH 202135120 Options T parent guardian Chante Dem psey St
2. Change week Next gt lt lt Previous Change the consumer 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 28 10 2012 lt Previous Change consumer Next 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 AA Booking and selection Record bookings and selections Make review selections gt Confirmation Choose consumers pa 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 f Print this page 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
3. 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 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 2012 V1i2 1 Page 50 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 name Pupil staff name Year Reg Channel Long Send to Actions all group SMS Chezza Beckham David Beckham 3 30C Q Preview Julia Ses ith Win
4. Priority Norm al Number of recipients 30 0 SMS 0 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 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 Confirm messaging run Get online support Review details of message run and confirm to send Enabled channels 2 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 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 w
5. View payment item Create payment item Reports e Click Search e Locate the payment item that you need to change 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 Change bank account from _ __ 52 12 9012 oly Eo J j Lj w 2 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 2012 V12 1 Page 44 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 ph
6. e Choose method credit e Choose group 2 select the year or reg group of the pupil e Click Search Ai My ParentPay Attendance meals amp events Payment items Communication People MiLELIs Cash and cheques Record adjustments Manual card payment Banking Manage bank accounts Reports M Record adjustments Transfer balances amd record adjustm ent to a balance or account Choose payment criteria Choose service School Meals for Oceania Primary School El Choose method Credit l Choose group or search for pupil Choose group 1 Pupil Choose group 2 Reg FRR Pupil name E Include leavers Search 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 Balance Reg Payer Pupil Year Amount Quantity internal comm ent Hotes to payer group E hirs Goldingay 4ch Goldingeay 3 JRE 107 25 hir ered Mrz Ellis 5 JRE 000 Shelley Se0th She lley Senith 35 10 Trane ferred fro H weferred fro H Shelley Saith Shelley Smeith ioiai sere from sibling acd Cancel Credit 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
7. 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 e Go to the Manage tab and add amend or delete your Staff Visitor accounts remember to give any new Staff visitors a unique Id e Click Save this will take you to the Upload tab e Ensure the Export to ParentPay web site is ticked e Click Export You will receive a notification confirming your changes Troubleshooting 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 ParentPay Ltd 2012 V12 1 Page 20 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 messages and encourage parents to engage in other relevant communications ParentP
8. ParentPay Complete User Manual e Payments solutions for education www parentpay com Table of Contents Table Ore OnE eender aeea Ee ENEE EEA EEEE A EEA EO ETE Ea E 2 ADOUE Nis Manual cncccacansinnieteccsccanaetiatensmacienernietainccasamKnieteeatasinintneimunkesunecuadons 8 Example Screens irisirireririsironirasiienini nirt ni ninin nA AA AE aia 8 The ParentPay web platform nssnesnssnsnnsnnsnrnnrnnrnnrnnrunrnnrnnrunrunrunrnnrnnrnnrnnrnnrnnrnnrnn 8 Pre conditions before setup s ssssssssssrsnrrnrnsnnsnnsnnsnnrnnsnnrnnnnnsnnrnnrnnrnnrnnrnnrnnrnnrunne 8 SO Wake ASA O ea a e E E E NE 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 SOFWALE cceeeeeeeecccccccccccccccccccccccccccccccccccsssesesseegs 10 PUP PS STG a nen ouausenseaeocenssgeescasavennen 11 Configuring MIS Sync to link with your MIS ccccccceee cece cece cece eres seen seen eeee eee eeeees 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 e
9. 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 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 Open pdfs to print your letters Troubleshooting 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 ParentPay Ltd 2012 V1i2 1 Step 2 Choose how what to send have you selected Primary payer only one message child in the Send to section 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 Inte
10. 120 Any CI ick on Edit amou nt balances are carried over Any funds remaining at the end of 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 09 item they wish to pay Edit amount or add notes for Dinner money for The Denewood Community April 0 00 gt Add to basket a School They 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 a nd can proceed to siblings on receipt of written instructions H Provided by The Denewood s Community School select which items they SPREE wish to pay for at that time by clicking Edit l 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 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 View and pay by child Go to Pay for items in the I want to area on the left of their screen Click on the child
11. 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 ft 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 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 829241 2439927 Time sent 23 Dec 2013 12 05 37 Message run narre Em ail Reminder PE kit Subject Reminder to bring PE Kit Priority Norm a Total recipients 2 SMS messages sent SM
12. 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 wewe oO O 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 Entering Cheques Go to Finance gt Cash and cheques P iii Attendance meals amp events Payment items Communication People Mautu i Manual card payment Manage bank accounts Reports as Cash and cheques Record adjustments Cash and cheques p 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 class 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 e Choose group 2 Pupil name Include leavers Search Enter the cheque payments received against the correct pupil s remember to include the relevant cheque number and click Credit s Reg Balance 2 Cheque Pupil Ye Amount t Internal t Notes
13. 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 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 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 pl
14. 1 Black 15 03 2000 0 00 2 20 00 O O A1122334455 Holly Moran 1 Black 14 02 2000 0 00 1 2 00 Smith O OM A6677889911 Josh Moran 1 Black 14 02 2000 0 00 0 12 00 Smith Ordering PayPoint cards Go to Attendance meals amp events gt Settings and select PayPoint cards Ai My ParentPay BCE a Payment items Communication People Finance S Event types and prices PayPoint cards Manage PayPoint card orders FSM allowance 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 never 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 Ti Order never Josh Moran Smith Chezza Beckham Oceania Primary School ri Order never A message at the top of the screen will inform you of the date your order
15. 15 ParentPay Activation Letter All Oceania School Manager 23 Dee O08 Jan 2 E Actions Services 2013 2014 15 10 13 57 New Trp Letter Parentas Support 29 Det 29 Oct I E Actions T 2014 2013 06 54 06 55 ParentPay Activation Letter Oceanis School Manager 10 thet 31 Ben 1 E Actions F 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 print 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 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 attem pt 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 m oney 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 alre
16. 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 23456789 ow ES 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 A My ParentPay Attendance meals amp events Paymentitems Communication People 9igurit ii Reports View debt and incom e reports Invoice Reports Other Reports Reconcler Gross amount of payments recerved on any given day Bank report Report 08 Record of all cach and cheque payment 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 Oceania Primary School Ei Choose start date 2O01 2014 E Choose end date 220124 EH Or choose date range from list Specified date range P Choose payment method Cash and cheque ml Please check to show till balance and uncheck to show banking list Report 08 Bank report 2001 2014 22 01 2014 Cash and cheque banking list Oceania Primary School Cheque bankings Pupal Payer Cheque sum ber Year Amount E Faid o
17. Denewood s 2011 Community ke ee el 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 2011 Closing balance 476 09 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
18. E E 139 E E E E A A E E A E 140 Viewing existing past future bookings for a child ssssssssssssssssssnsnrsnrerrrrrssrrsene 140 We iis One WSO E EE EA A E EE A EE EE A E EAE EA E EAE EE E 141 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 offer 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 applica
19. UPN number to the pupil account The pupil id will be replaced with the 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 MIS Sync and scheduled updates Whilst it is possible to set automated updates using Windows Sched
20. 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 with 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 2012 V1i2 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
21. balances j Show FSM entitlement P Show key Current week lt Previous week 20Jan 25 Jan Next week Mon 20th Tue 2st Wed 22nd Thu 23rd Fri 24th Ash Goldingay 3 3 Re Ellis Shelley Smith 3 3 RE Ethan Shelley Seaith 3 FRR RE KE REL RE RE Current week Previous week 20 Jan 25 Jan Next week gt cn 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 Staff 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 i Attendance Record attendance Session Lunch time Pupil RR Show balances Show FSM entitlement Show key Current week lt Previous week 20 Jan 25 Jan Next week gt Mon 20th Tue 2ist Wed 22nd Thu 23rd Fri 24th Ash Goldinaay J FRR RL Re RE Ri Ri Ellis Shelley Smith i JRR Ethan Shelley Smith Current waak lt Previous week 20 Jan 25 Jan Next week gt 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 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
22. 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 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 X Remove Provided by Academy School The j ii 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 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 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
23. consumers In the event that you navigate away from the bookings screens without clicking on Save changes you will be see a warning message on screen A 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 Leave page Stay on page 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 x Next Previous Change week iy Next Mon 23 Dec W a Tue 24 Dec Wed 25 Dec Thu 26 Dec Fri 27 Dec Key to icons Ratatouille Fish Complete booking Incomplete booking Locked for payer Vegetarian Sausages V Quorn steak V Tomato pasta bake V Tomato Salad and potato ae pay rosti cakes V amp Locked for all users aR Booked by payer Potato wedges Chips Garlic Bread Pasta twirls Chips fA Booked by manager b Cancelled by payer 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 selec
24. events Payment items orerrmwu nication People Finance oO ES Send message Create ictite Com munication history Messages from parents Send message Send email and SMS messages to parents carers and other payers Choose message options Get online support on ects mes Setimgs i You can set or change options for sending your message Back Continue How to send Enabled channels Priority Normal Gaal Send to Primary payer only ome message child Pe Send options F Wertfied emai address onty 7 Registered mobile number oniy J Aillow 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 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 mi Individual pupil Vanessa Akinbobola 1 1 m Individual pupil Sophie Johnson 1 1 if Service assignment Dinner money for The 536 i Denewood Community School ddi TOTAL 3 Delete all Add recipients Add group Individual pupil X Year R v Vanessa Akinbobola Add Exclude Recipient list Recipient name Pupil staff n
25. 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 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 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 receiv
26. 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
27. more Stan Ackton Lunch time M T Wed Th F Chicken amp Cod Fish Traditional Gammon Broccoli Pasta Fingers with amp Onion Stan Ackton Lunch time Potatoes Bookings added Week 4th Apr 2011 Show symbols Help Hide info Bookings cancelled Beany Hotpot with a Bread Wedge v Quorn Hotdog in a Bun with Jacket Cost added today Wedges v Balance today Jacket Potato Sweetcorn amp Green Beans Cheese as a Jacket Potato filling alternative Fresh Bread Fresh Fruit or Yoghurt Chilled Water Cold Milk Garden Peas amp Caulifiower Cheese asa Jacket Potato filling alternative Fresh Bread Fresh Fruit or Yoghurt Chilled Water Cold Milk Fresh Carrots and Broccoli Florets Cheese as a Jacket Potato filling alternative Fresh Bread Fresh Fruit or Yoghurt Chilled Water Cold Milk Jacket Potato Fresh Roasted Vegetables amp Cheese as a 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 column will change from blue to green with a white tick Fri 25 Mar Baked Beans amp Garden Cheese asa Jacket Potato filling alternative Fresh Bread Fresh Fruit or Yoghurt Chilled Water Coid Milk e Click to Save and select more or Ch
28. 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 Editing removing meal patterns for an individual Pi 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 Pte VAa 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 Lunch time Y Choose type Pupil Paid Meal v Mo Tu We Th Fr Start date 24 12 2013 EJN End date O Open ended Defined end date 24 12 2013 Ee Consider closing days Cancel You can al
29. 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 search Go to homepage L l Name View transaction history Rachael Boyle s Payments Payment item Account statements All services ls Start date 01 11 2011 Lig End date 31 01 2012 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 2012 V1i2 1 selected period 01 Nov 2011 31 Jan 2012 Number of records 74 Total 1513 8 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 School Rachael Cherry Orchard Primary visit ParentPay 78 00 14 The to Stansfled online Dec Denewood s 2011 Community School Rachael Visit to the Woodlands Centre ParentPay 6 01 14 The online Dec Denewood s 2011 Community School Rachael Dinner money for The ParentPay 20 00 09 The Denewood Community School online Dec
30. 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 ParentPay Ltd 2012 V12 1 Page 13 7 Dan Bolton Lunch time oe Pendens Week 30th Jan 2012 Show symbols Help Hide info Dan Bolton Lunch time Bookings added 1 School meal School meal Ma School meal ER 3 okings cancelled 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 ic manic amp rm 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 wish to Pay securely now 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 e 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 e Cancel a previously booked meal session click on Clear day at the bottom of the column of the day the meal is booked for e Past event past bookings sessions will show with a Padlock sign as they ar
31. 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 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 manually 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
32. 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 ft 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 View manager accounts Choose search criteria Active managers Last name First name Username Password Last login Role Options Login MIS MIS1001001 MIS1001001 Never Overall mA 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
33. t Payer pi ear E Quantity aii commen Oo payer parent guardian Rebecca 5 1AA 0 00 10 00 23456 Prandergast _ parent guardian Willian 5 SEE 0 00 Ranasell parent guardian Jacob 5 SEE 0 00 Saunders parent quardian 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 ewents Paymentitems Communication People Cash and cheques Record adjustment Manual card payment Banking i 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 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
34. the process and click Finish 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 proxy 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 bu
35. the pupil is in e Click Search 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 Quicklinks December 2013 November 2013 October 2013 September 2013 Choose end date 23 12 2013 Selected period 01 Dec 2012 23 Dec 2013 Supplier Queen Elizabeth School and Sports College Number of records 13 Total rewards 0 Total paid in during period 7 00 Child Bradley Summers Total cost in period 7 07 Date Description Related rewards Paid out Paid in Balance 01 Dec 2012 Opening balance 0 23 18 Apr 2013 Till software upgrade please iqnore 0 00 0 00 0 23 21 May 2013 Lunch time Lunch from 21 May 2013 charged 0 60 0 00 0 37 21 May 2013 Morning Morning Break from 21 May 2013 charged 0 60 0 00 0 97 21 May 2013 Lunch time Lunch from 21 May 2013 charged 0 45 0 00 1 42 21 May 2013 From till Credit 64583320 0 00 5 00 3 58 22 May 2013 Lunch time Lunch from 22 May 2013 charged 1 46 0 00 2 12 22 May 2013 Morning Morning Break from 22 May 2013 charged 0 60 0 00 1 52 05 Jun 2013 Lunch time Lunch from 05 Jun 2013 charged 0 57 0 00 0 95 06 Jun 2013 Lunch time Lunch from 06 Jun 2013 charged 0 60 0 00 0 35 27 Sep 2013 From till Credit 7456
36. 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 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 e Add group use the drop down menu to select Year Class Individual pupil Use the now active field s below to select the Year Class Class and Individual pupil 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 A My ParentPay BAe ite m oanciicm Payment items Communication People Finance is PayPoint cards Manage PayPoint card orders Other menus Kitchen numbers Atten
37. will be happy to do the reversal for you ParentPay Ltd 2012 V1i2 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 children 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 S
38. 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 2012 V1i2 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 4 Edi Debit card only test Abbey 10 00 Remove Provided by Academy School The 4 Edt View school amp caterer gt Total cost 22 00 ParentPay support Pay for more items ES Pay securely now Tala tha tour a 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
39. 06p per message sent Text messages sent to them by their child s school are at NO charge to the parent Entering mobile numbers and email addresses Go to the I want to area of their home page View edit profile gt Phones amp Emails want to Phones amp emails A Phone number Go to homepage sty Pay for items rnone Mobile numbers Make bookings View transaction history View menus amp choices View communications O 0 0 O 0O 0 0 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 accoun
40. 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 My ParentPay Attendance meals amp events Paymentitems Bete una People Finance Send message Create letter Communication history Messages from parents Contact Files Settings Group SMS Click on the Communication tab f My ParentPay Attendance meals amp events Payment items BM uhilidt eitieim 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 Most recently sent first E 10 Oct 2013 11 30 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 the Message Template type Type Tick the SMS tick box and click
41. 5 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 transaction will appear on screen ParentPay Ltd 2012 V1i2 1 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 a Manwal card payment Manage bank accounts Reports Mi 1 Cash and cheques Beno R oli Cash and cheques Record cash and chegue income
42. 6700 0 00 2 00 2 35 02 Oct 2013 Lunch time Lunch from 02 Oct 2013 charged 0 82 0 00 1 53 04 Oct 2013 Lunch time Lunch from 04 Oct 2013 charged 0 72 0 00 0 31 04 Oct 2013 Lunch time Lunch from 04 Oct 2013 charged 0 65 0 00 0 16 23 Dec 2013 Closing balance 0 16 ParentPay Ltd 2012 V12 1 Page 110 Meal choices This information can be accessed in two ways By individual pupil ft My ParentPay Attendance meals amp events Payment items Communication Biztejiim Finance 4 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 Pr My ParentPay PR eesierie mut rite asu iewms Payment items Communication People Finance ii Reports View meal and event activity selection and canteen till reports P 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 captured from the till system to us and we are unab
43. 937351412 Te Taylor 3 30C OG Jun 2000 By View eect far a2 19535 Fes Whiting 3 3U 20 Jun 2000 Actions T e select the payment item the refund needs to actioned against Use the Start and End dates to find the payment Click Search 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 Paid out 2 Paid im E Balance 51 Jan 2013 Opening balance 0 00 OF Oct 2013 ParentPay tH 10 00 10 00 22 Jan 2014 Cloging balance 1o 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
44. Communication history in the I want to area on the left of their screen want to Communication history Go to homepage View all alerts and communications from the last 90 days in the table Change alert settings below Your alert settings can be altered on your profile amp 1 10 of 172 alerts amp communications lt lt gt gt Showal m Date Type Subject 14 Dec 2011 Letter View communications li rai 14 Dec 2011 Letter Communication history Contact schools 14 Dec 2011 5 Letter 14 Dec 2011 Letter They can choose 14 Dec 2011 yy Sent message to Show all Or 08 Dec 2011 Letter select Only 08 Dec 2011 is messages from j 08 Dec 2011 Letter schools or Only 08 Dec 2011 Letter messages to schools 07 Dec 2011 A 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 Change 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 scho
45. Create a new message or edit an existing message or template upload your signature etc 3 Message options 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 Generating letters emails and SMS messages Go to Communication gt Send message ry My ParentPay Attendance meals amp events Payment items B uitiliidtetdem People Finance i Send message Create letter Communication history Messages from parents Contacts Files Settings Send message N Send email and SMS messages to parents carers and other payers Display old messages
46. 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 any 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 Uploading a signature Tick the box alongside Enable signature graphic Click Browse to locate your signature Click Change to upload it to your template Signature Add a signature graphic to the message This will appear on all htm emails and printed letters Enable signature graphic Current signature George Orwell Change signature graphic No fie selected Your signature will appear on screen for you to preview Click Continue 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 NB for the purposes of a barcode letter you must select Primary payer only one message child or Each payer when sending to a secondary payer for a child A My ParentPay Attendance meals amp
47. 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 m 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 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 A My ParentPay Attendance meals amp events Payment items create licite OM MUA Avon hist Send message pry Send message Send email and SMS messages to parents carers and other payers Choose message options Cet online support You can set or change options for sending your message Back Continue How to send Enabled channels B Normal Pmj Send to Primary payer only one message child P Always UNTICK this _ Send options F Verified emaii i mobie nu
48. GNS 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 ix groups to this item for payment No global assignment All pupils All All parents Search pupils Search payers Save global assignment Choose search criteria only if querying payers Use the drop 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 z Individual First Req a Balance H amount ld name trame Year BNE DOB amount Pavments orpaid Comment hg total P 1122334455 John Doe 1 Black 15 03 2000 0 00 0 00 0 A1122334455 Holly Moran Smith 1 Black 14 02 2000 0 00 0 00 A6677889911 Josh Moran Smith 1 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 a
49. IMS 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 Create a meal pattern f My ParentPay Attendance meals amp events Payment items Communication Bum Finance i 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 Meal V Select group School meal iw New group Ex iig iigiiiy Delete 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 inf
50. Number of recipients 133 0 SMS 0 email 0 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 XM Delete lotal 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 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 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 b
51. S delivery O 0 delivered 0 failed Email delivery 0 1 delivered na Printed letters View recipient exception report Repeat message run You can revisit this summary at any time via Communication gt Communication history Activation letters Click on the Communication tab ft My ParentPay Attendance meals amp events Payment items H euiitinewems People Finance Send message Create letter Communication history Messages from parents Contacts Files Settings Choose your template 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 Ai My ParentPay Attendance meals amp events Payment items We J lum eug People Finance E Create letter Create a pdf letter to parents carers and other payers QI 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 Subject created a times p Actions All al All al cloned FE Primed letter Creste new Clone Message ParentPay Activation Letter Tania School Manager 31 Dee Oo E Actions Y Dinner Money 2013 11
52. 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 e Click New e Click Choose e Enter the Start and End date for your Inset occasional closing day e Click Save 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 PAGE erie AE Payment items Communication People Finance O ann Change event prices and manage event types FSM allowance P PayPoint cards Manage meal types Choose time Lunch time Choose type 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 pric
53. Your details Edit login credentials Please confirm your password to make changes to your login details Go to homepage gt en Confirm existing password Pay for items gt Change username parent22 Make bookings gt EAW AAW P AP AIAD A AAI AN AL AAD A AI AP AI EASA EA A A NE Your password must contain between 6 and 30 characters and contain at least one letter and one number Passwords are case sensitive View transaction history gt To leave your password unchanged leave both new password boxes blank Pini ite Change password View menus amp choices gt ERANS N IN ARAA RI AA AIN AIEE AI APAN AN MEINAA AN AAA AT i E R View communications gt i 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 Secret answer 1 1 1 Save First they will need to confirm Cancel 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
54. a Primary Schdg 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 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 sendi
55. ace 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 Watain Communication People Q View payment item 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 Options click on the Edit payment item icon Op ion 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 Changing the bank account linked to a live payment item Go to Payment items gt View payment items Fr My ParentPay Attendance meals amp events BeWinsn iciicm Communication People Finance
56. 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 SB Overview Dan Nathaniel Rachael April Christine Add a child Items due for payment 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 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 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 A
57. ady 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 and 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 Please 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 li
58. age 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 ft My ParentPay Attendance meals amp events Send message Payment items WSLF ONE People Finance Create letter Communication history Messages from parents Contacts Files Settings Choose your template 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 ages ParentPay Gentle dig ear saia All e created cloned H All eee 1 Creste new Clone message ParentPay Gentle debt dinner Dinner money Oceania School Manager 25 Sep 29 Oct 1 G m Actions money reminder 2013 11 34 2013 07 11 ParentPay Gentle debt dinner Dinner money 01 Sep 0 eS m 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
59. alendar Tick to Include leavers or Show account balance and FSM status if you would like this data to show on screen whilst you are making your selections Click View consumers A Booking and selection Record bookings and selections Choose consumers a Choose consumers gt 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 Vv Holly Moran Smith Year 1 Black Make review selections for this consumer A josh Moran Smith Year 1 Black Make review selections for this consumer 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 Make review selections Make review selections for the consumer listed Use Change week to move bet
60. am 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 f My ParentPay Eii EUW rite Ae Paymentitems Communication People Finance i Manage meal types Choose time Select all Choose type Edit type Create new Delete Manage periods Event time Lunch time Event type Pupil Paid Meal Counts as plate Plate size FSM Used for DC W 4 w Ei Period Price Eroe to VAT Provider school 01 09 2013 2 00 2 00 0 Oceania Primary School School Meals for Oceania Primary 03 01 2014 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 Go back to Attendance Meals amp Events gt Settings Choose Time Breakfast Choose Type Breakfast Club or the name you entered Click Manage periods Enter the date range i e Academic Year and set the cost as the cost of each breakfast club session Select the payment item you created that parents will be crediting payments to Click SAVE Repeat the process for your After School Club if necessary When you next
61. ame Year Reg Channel Long Send to Actions group SMS Emelie Adams 1Violet E Printed letter A Vanessa Akinbobola RYellow Printed letter A Karen Hine Sophie Johnson iBlue E Printed letter A 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 select 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 din
62. and templates you can use the drop down menu in the column 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 SMS text message m 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 ParentPay Ltd 2012 V12 1 Page 47 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 t
63. ank account that school meal payments are to be directed to Click Save 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 Click Create payment item Select the Once only fixed amount option using the drop down menu Click Next Name name your payment item such as Trip to zoo Description Enter information about your trip such as the cost time the bus leaves and returns to school etc Notes field select the type of 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 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 are to be directed to Click Save Click OK Page 40 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 e Click Create payment item e Select the Once only limited availability opti
64. ary School School Meals for Oceania Primary School School Meals for Oceania Primary School School Meals for Oceania Primary School School Meals for Oceania Primary School School Meals for Oceania Primary School School Meals for Oceania Primary Winston Winston Winston John Holly Olivia Dale Emma Adam Chloe David David Christopher Christopher Bradley Tommie Courtney Smith Smith Smith Smith Moran Smith Arnold Cartwright Aplha Beale Beckham Beckham Best Birch Booker ParentPay Ltd 2012 3CC 3cC 3CC 3CC Black Black 2BB 2il 2il 4DD 3CC 3CC Orange 2il OFF Orange 20 00 20 00 10 00 10 00 10 00 20 00 20 00 30 00 10 00 20 00 20 00 10 00 10 00 15 00 25 00 30 00 25 00 15 00 18 Sep 2013 10 12 16 25 Sep 2013 13 38 07 07 Oct 2013 07 11 33 07 Oct 2013 07 12 53 07 Oct 2013 07 13 40 07 Oct 2013 07 13 41 07 Oct 2013 07 14 25 07 Oct 2013 07 14 25 07 Oct 2013 07 14 25 07 Oct 2013 11 05 03 07 Oct 2013 11 05 03 07 Oct 2013 11 05 03 07 Oct 2013 11 05 03 07 Oct 2013 11 05 03 07 Oct 2013 11 05 03 07 Oct 2013 11 05 04 07 Oct 2013 11 05 04 07 Oct 2013 Visa Visa Visa Visa Cash Cash Cheque Cheque Cheque Cash Cash Cash Cash Cash Cash Ca
65. ash and chegues Record adjustments Manual card payment Banking Manage bank accounts Reports 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 1 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 Pupil Y Balante amount Quantity internal rt Notes to ayer Ear ou I Con ine payer group E hirs Goldingay 4ch Goldingay 3 JRE 107 25 bir ard Mre Ells 3 JRE 35 00 i 35 1 Transferred to sibling accourrt ssferresd to sibling amount Shelley Semith Shelley Smith AM janin hir amd Mre Ethan 3 JIRA 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 f My ParentPay Attendance meals amp events Paymentitems Communication People Migirtra Cash and cheques Record adjustments Manual card payment Banking Manage bank accounts Reports Record adjustments Transfer balances and record adjustments to a balance or account Using the drop down menus Choose payment item that you wish to move the money from
66. atement 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 2012 V1i2 1 Page 35 Payment Items An Overview of Payment Items There are a multitude of payment item types available to you as outlined below Once 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 t
67. ay 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 Fr My ParentPay Attendance meals amp events Paymentitems 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 your parents using our communication centre Go to Settings gt Site data and com
68. ayment items Communication People Qigherit a Cash and cheques Record adjustments Manual card payment lik Reports I View debt and income reports Manage bank accounts Select Collection Service Invoices and clink on the link to access the relevant invoice you require 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 column in the settlement report Go to Payment Items gt Reports and select Payment Report hi My ParentPay Attendance meals amp events Weta Communication People Finance view semetten ce rene om li Reports Run reports that summarise the key points about your payment items such as debt warnings and income reports F 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 m From date 01 12 2013 ijy To date 15 12 2013 Ter Group by service 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 st
69. ce gt Manage Bank accounts ey My ParentPay Attendance meals amp events Payment items Communication People Bigurutes Q Cash and chegues Record adjustments Manual card payment Banking i Reports 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 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 t Account 2 Test Account 2 Online payments are via Cardnet SOOO O01 0 10 10 10 OF Oct 2013 Actions T Ti Test 3 Test Account 3 Online payments are via Cardnet XXIX 47 10 55 82 99 10 Oct 2013 Actions T iis School School Name MOOT 111 11 11 11 23 Dec 2013 Actions T 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
70. ce payment ItEM cc cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 42 Editing a VE payment item s sssssssssssssnsssnnssssnsssnnsnronesnnnesnnenssnsnrnnsnrnnsnrnnenennn 43 Changing the bank account linked to a live payment itemM ssssssssssrsrrnrsrrsrrrrenss 44 ParentPay Communication Centre sscccesscccswreccdwavnnoneceuennsne dee secenseepeetceveneaecdseraveegues 45 Overview and settings before you get started s sssssssssrsnrrnrrrrrrrrnrrnrrnrrnrrnrrnnre 45 Understanding your message creation sssssssrsrrsrrnrsrrnrsrrnrrnrerenrerrnnrrenrrrennrnrnnr 46 Generating letters emails and SMS messages ssssussssensnrsrrnrsrrnrrrrnrrrrnrerrerrnrrree 47 Creating editing message templates cc ccccccceeeeeeeseceeessennnnnneeeeessseeeeeguennaannees 48 ACUVUE E S aade renar EE E E E AE N E E E E EEN 53 PayPoinNt Darcode lettel aracaceacvesesaenvacucnouvnansh a A AN A a 59 VADELER Ona N ee E E E ee ee 64 Cg toke ks PEE E E E E E E E ee E E ee 69 PAVE a E ee E E ee ee 74 Re cording opening DalaNCESuiiserreeinieiane Eana aaa 74 Parom C aT Or a A T E 75 Ordering replacement PayPoint cardS s ssssssssssssrsnnsnrsnsnrnrenrrrrnnrrrnnrrrnrrnrerrnrenne 78 Manual payment by pupil card cash cheque ssssssssssnssrsnsrrsrenrsnsnrrrrnnsrennsrenrsrenns 79 Entering cash or cheques received in school cccccceeeeseeeeeeeeeeseeeeeeeeeegeueeeetseegeenes 80 Banking cash and cheque payments sssssssssr
71. 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 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 A My ParentPay BNGeteemucricemoausiecms Payment items Communication People Finance rs Attendance Kitchen numbers Other menus Reports Settings e Click on Attendance Meals and Events e Click on Reports 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 Staff Visitors Others Total Attendant 122 p E 1 122 Billed 115 0 0 T 115 FZM T 0 o O 7 Value billed meals 241 50 0 00 0 00 0 00 241 50 Value free meals 14 45 tog 0 00 TH 14 45 VAT
72. dance Event types and prices _ FSM allowance PayPoint cards A list of the pupils you have previously ordered a card for will appear on screen Tick the Reorder box and click Send order Fupil Parent Schoal Reorder Last order Adem Aplha Mr and hirs Alpha Oceania Test Site Reorder 05 Jan 2014 Tommie Bott parent guardian Oceania Priman School Reorder 05 Jan 2014 bohn Doe parent guardian Oceania Priman School Reorder 05 Jan 2014 Ash Goldingay Mrs Goldingay Oceania Test Site Reorder 05 Jan 2014 Holby Moraun Senith parent guardian Oceania Priman School Reorder 05 Jan 2014 bosh Moran Seith Chezza Beckham Oceania Priman School Reorder 05 Jan 2014 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 you 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 Payer Email Pupil Year Reg group Username Password Created on Actions Chezza Beckham Josh Moran Smith 1 Black VFCYMBZU a46702348 18 Sep 2013 Make payment parent guardian Holly Moran Smith l Black YNYXBFTC a5142559
73. dividual for a particular payment item cccecceeeeseeeeeeeeeeeeennees 115 Indepth payment ropot cc ccvcaccaosenntenapasacsaotonusenniasmconeresosemoaniatenseramneaoneaes 116 SOONE A EPON aaa ee ee ee 118 Meal NOMD opni E 118 PoE NECE a E E E 118 FoM WCAG E E 118 SUMIM TOR eor oe a a E E O E 118 ParentPay and your finance package ss ssssserssrrrrrrrrnrrnrrnrrnnrnrennrnnrnrrnnennrnrrnnennn 119 Export payment data from ParentPay ssssssssssssssrssrsnrsrrsrrrnrrnrrnrsnrrnrrnrrnrrnrrna 119 Perel AC COUNTS sirar E E EE E EE E OER 120 Usernames and passwordS cece cece ccc eee eee eee EES SSDS DEERE EEE EEE ESSE 120 RESCUE ASS WO OS sicgatemaseincaaanaiteicaatenantunaaaeniesnunalamereainaaanyeancaalsnateannnnane AA 121 Adding children to an ACCOUNE wisinisescacindaciwartanniesaite dateascncansaerennahaaenemeaaiw Aaa 121 Create second payer account for a child ssssssssssssssssssnssrsnnnnrrnrnnrrnrrnnrnrrnrrnrrne 122 Editing a payers contact details sssssssssssnnssnsnsensnrnnsnrenenrenennnnssnsnennsnsenenrnne 123 SUPPONE VOU Parents eaa RE 124 How parents activate their account ssssssssssssssnssnssrnnsssnnsssnnsssnnssnsnennsnennsnenne 124 OSSR SCOOT pariar iarrar O a a a 124 Changing their username and or password ssssssssssssssrrnnsrrnrerrsrenrerenrrrrnrrrene 126 Managing phone numbers and email addresses ssssssssesensnrrrnrnrsnrnrrrnrnrerrrrrrnne 126 Entering mobile numbers and email add
74. e 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 Julia Bowen Lunch time Mon Tue Wed Thu Fri 27 Feb 26 Feb 29 Feb 4 Mar 2 Mar Show symbols Help Hide info Spaghetti Pork Sausages Roast Beef tai Honey Glazed Crispy Battereq f 4 Carbonara LA with Mashed Yorkshire Pudding Chicken with Fish with Chips Julia Bowen Lunch time Garlic Bread Potato amp Onion with nt Savoury Rice AOLE MR 5 Gravy Potatoes amp Gravy Bookings cancelled 0 Margherita Pizza Vegetable Hotpot Quorn Toad in the Tomato amp Bean Mushroom amp with Potato v Hole v with Roast Pasta v Cheese Omelette Cost added today 10 00 Wedges v Potatoes amp Gra with Chips v v a ps 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 Jacket potato with Jacket potato with Jacket potato with tuna amp mayo tuna amp mayo tuna amp mayo tuna amp mayo RA Checkout Jacket potato with Jacket potato with Jacket potato with Jacket potato with Jacket potato with cheese cheese cheese cheese cheese Jacket potat
75. e 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 If you have set meal patterns your attendance screen will show the attendance according to those patterns Attendance Record attendance r Session Lunch time Pupil 3RR Show balances T Show FSM entitlement T Show key Current week lt Previous week 20Jan 25 Jam Next week Mon 20th Tue 2ist Wed 22nd Thu 23rd Fri 24th Ash Goldimgay 3 JRA Ri RE RE Ri Ri Ellis Shelley Smith 3 SRR Ethan Shelley Smith Current week lt Previous week 20 Jan 25 Jan Naxt wask Cancel 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 Attendance Record attendance Session Lunch time Pupil 3RR Show
76. e 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 at 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 approvals 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 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 y
77. e of the meal when taken Choose an appropriate plate size Tick the FSM box if the meal type is for a school meal ensuring that the FSM entitlement is deducted when FSM children 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 e Click Save Check your new meal type t My ParentPay MANQGUri erie RAE Payment items Communication People Finance Spia ts sales ai 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 even
78. eckout Payment due Save and select more Cancel FAQ s When are bookings charged to accounts 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 rep
79. ed 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 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 sibling 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 f My ParentPay Attendance meals amp events Payment items Communication People MigiFtra i Cash and cheques Record adjustments Manual card payment Banking Manage bank accounts Reports Record adjustments Transfer balances and record adjustments to a balance or account Using the drop down menus 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 Click Search A My ParentPay Attendance meals amp events Paymentitems Communication People MaLCULS E C
80. ee eeeeeeeeeeaaaaees 15 Pre admission uploads for SIMS SCHOOIS cceeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeeeentesseegggggs 16 Pre Admission Uploads for Other MIS users cccccccceeeeeeeeeeeeeeeseeeeeeeeeeeenneeeeegggges 16 MIS Sync and scheduled updates 2 cece ccccccceeee eee e eee eee ee ee esses senses eee eee eeeeeeeeeenaaaaaes 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 VISItOIrS cccceeeeeee eee cece eee scene eee eee e seen eee e ee eeeeeeeees 19 Adding Staff for the first tiMe ssssssssssssssnnsnnnnnsnnrnnrnnrnnsnnrnnnnnrnnnnnrnnennrnnrnns 19 Adding Visitors for the first time cccccccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeteteeeeeeeeees 19 Updating Staff and ViIS tOrS sessssessssersnnernnnnrrnnrnrnnnnnnnrnnnnsnnsnnnnnnrnnnnrnnnnrnnnnrnno 20 Site managemen asione aE R N 21 ParentPay Ltd 2012 V12 1 PEGS Oise VOUT SIGS oseanen anera racer ce anr sees OET TRENE E RS sean 21 Contact details update eiNallacivadavraninsevese cca vaseincuventeoab a aai 23 Add remove Manage S aaa dria ing ensnare 23 CACM GANS e E E E A 25 MaYa ss suvaeiaaetvuanaecdesesverueue nna deuebwecsvabinaneeranuntereenyeoeves 26 EGit delete meal LY DE Dil Ce iisosecenceenedansnaccaadesencssdweaiedonasmimadesedeaeneeneesiwniaerenonren 27 ago Mado 0 ce ee ee ee 27 POD WOW ANG ssc sc ose E see cen see nee ese sen ee eee
81. eee e eee e eee eeeeeeaaeeneeeenenegs 101 Actions you will need to take in your ParentPay SItC cece ecccccceeeeeeeee eee eeeeeeeeeeeas 101 ParentPay Ltd 2012 V1i2 1 Make future selectionS i ccvncc vnc ewes ve ceevaserenovetvnodsweGtaek uwed eneuvectenoesewSveeurewteneuvest unces 104 Change the consumer for whom you are making selectionS ccceceeeeeeeeeeeeeeeennees 104 Make selections for an individual in the group ccccceeeeeeeeeeeeeeeeeeeeueueuuuaueuaueas 105 MGI PINy da an T sacs ncsaunon marae E arian gecnede sia nan aeenonyameceoeenes 106 Reporting on meals and DOOKINGS s sssssssssssssnsnssnsnsensnsnnensenesnnnsnnsnennsnrenennnne 106 How parents make DOOKkiNOS sicccccscuarieseuancviescssnceauw ena a a a a 107 BLO a PE E EE E E E E EN A E E ee 108 When are bookings charged to accounts sesssssssrerensrsrrnrnrenrnrnrnrnrenrrerrnrnnne 108 I am using bookings for meals when are meal numbers recorded 000008 108 Who will be able to use it and is there an extra Charge c ccc ec cece ee eeeeeeeeeeeeee 108 Our catering s provided 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 OU MOMUUCS a E E E E E E E A E E 108 How will Local authorities access their reports s sessssenssrsnsnrsnrnnrrennsrrnnrnenns 108 How do Booking cut offs and charging policies work ss ssssssssssssrs
82. eee een eee eee eee eee eee cee 28 Managing school bank accounts 2 eeccccccccee eee e eee e eee e eee e Seen eden eee e eee e EEE ESSERE 29 Adding DANK accounts 2 ccececcccc cece cece eee RE Ree EEE EEE EEE EEE E ESSE DDE D DEERE EEE EEE E ESSE EES 30 How to add your new bank account 2 cceccccceeee cece seen eee e ee eee eeeeeee eee e eee e ee eeeeeeeaaaaanes 31 Collection service statements and INVOICES cece eee eee eee eee e eens 33 Viewing ParentPay collection service settlement StateMents ccc cece cece eeeeeeeeeeeee 33 ME ANY ONC CS wecacisss manGandeseed E 34 Reconciling your Settlement statements ccceesecceeeeeeeeeeeeeeeeeeseeeeeeeeeeggeeeeetsegggengs 35 aly GU Clio vce sean cee sare E ewe ne scar enemaniainee mani oe ween enue at itanenene cas 36 An Overview Of Payment ITEMS cccceeeeccccccccccccccccccccccccccccccccccccscssccscsssssssssseegs 36 HOW tO Setup a Payment EM errenda AAA 36 Assigning pupils staff payers to a payment item s ssessssessrrersnrersnrersnnnrrnnrrrnnrnrnns 38 Example payment items the DASICS cccccscccees eee nenneeeeeeeseceeeesennnanneeeeeessseeeeaaaes 39 Repeatable variable amount payment item cece eeeeeeeeeeee eee eeeeeeeeeneas 39 Once only fixed amount payment item ccc cece cece ee eeeeeeeeeeeeeeeeeeeeeeeeaeeeaeuaaaas 40 Repeatable limited availability payment IteEM cece eeeeeeeeeeeeeee eee eeeeeeeenegs 41 Partial services reducing balan
83. een sent queued for sending 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 for which you wish to record an opening balance against such as dinner money e Choose method credit e Choose reason other e Choose group 2 select the year group All e Click Search Reg Balance Payer Pupil Year me i Amount Quantity intemal comment Notes to payer parent guardian Chloe Beale 40D 0 00 5 20 parent guardian Sophie Evers 4 4D0 0 00 parent guardian Niall Ford 2 4D0 0 00 3 20 parent guardian Skye Freeman 4 4DD 0 00 parent guardian Daniel Lewis 4 40D 0 00 12080 parent guardian Megan Louise 4 4DD 0 00 7 80 Monrison l parent guardian Yasmin Wood 4 4DD 0 00 e Type in the Amount to credit against each pupil 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 Click Credit and click OK 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
84. eginning 20 Feb 2012 area in the screen shot below will show the booked meals for Dan during that week Y Dan s menu for week beginning 20 Feb 2012 lt 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 x School meal School meal School meal School meal School meal Make bookings Click View previous week or View next week 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 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
85. element billed meals 010 0 00 0 00 T 0 00 Kitchen numbers 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 served to identify where discrepancies may lie f My ParentPay WAGE GEL Aae Payment items Communication People Finance re Kitchen numbers Other menus Reports Settings ws Kitchen numbers Record cooked and served meal numbers 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 la You have 10 people in debt You have 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 Ai My ParentPay Attendance meals amp events Beige Communication People Finance oO a View payment item Access payment tem s that you have already created to view and edit their curre
86. emplate list screen A My ParentPay Attendance meals amp events Payment items Wer O Sks eL l Create letter Communication history Messages from parents ontacts Files Send message Send message Send em ail and SMS messages to parents carers and other payers Write or edit your message text Get online support Continue ay Message run name Edit the Message Template type Type New message Printed letter Get online support Use for print Body co Click the Copy button to copy this text and create messages for the other channel Email message Get online support Use for emails el Body Click the Copy button to copy this text and create messages for the other channel SMS message Use for SMS rm Body a Ga Click the Copy button to copy tins text and create messages for the other channel m 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 Back Continue Click the Continue burtton to Continwe to message options 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 the channels you wish to use and click Edit NB Comprehensive lists of the mail merge
87. enus 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 some school setups therefore if this option is appropriate for your school the ParentPay support team will action this for you during your setup process 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 Finan
88. eporting 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 settled to Means Card type PayPoint Cash Cheque Group codes 1 3 Management Your own defined identification codes codes 1 3 Payee 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 payments 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 Pare
89. er Parents without JavaScript or active scripting enabled will not be able to use online bookings reliably 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 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 cap
90. er T for True and F for False Admission Number Apartment County DateOf Birth Mm group_code group_code House Name House Number Meal Admission Number DateOf Birth group_code Year Regroup Salutation House Name House Number free_me al_start free_meal_end Gender Gender Display name Gender M Required Male IM Female F 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 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 Communication Finance Payment items fi My ParentPay Attendance meals amp events Pupils and staff Payers Groups Uploads Go to Upload history f My ParentPay Attendance meals amp events Payment items Communication W9 C Finance p5 Pupils and staff Payers Groups Uploads Manual upl
91. ewart 3 300 MEKKZMCL sags 75294 Options T parent guardian Louis Taylor J 500 WEET Piya ea las625 Options T parent guardian Liam Dennis 3 300 ZOEFIETK ad 6469755 Options T parent guardian Harry Stevens 3 I0 CPOEDCWL al 4805752 Optone T Smith Julia deana shelley parentps Winston Smith 3 300 winston 64 Changed by user Options T yom Open in Excel Send a message If the payer has NEVER activated their ParentPay account you will be able to see their Username and Password activation codes in the relevant columns to the right of the screen If the payer has activated their account you will be able to see their Username but their Password will show as Changed by user 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 Pups Year Reg group Username Passwond Options Beckham Chary support paremtoay co David Beckham J a a beckham 123 Changed by user Options T z Payer details Chezza Beckham Dawid Beckham 3 IgE VFC TMEZU adh 7O2345 Merge or split accounts parent querdisn Caitlin Ford 3 ICC LLATXHKO a26534656 Reset password parent guardian Becky Sheedy J It UCAJNGCOJ al 0261875 Report on this payer parent puardism Dina Sankey 3 300 AOYS TAIL a556242 5 Send massage parent guardisn Ben Dalby J 300 WSEITJPFH a20213120 Options F The new password wil
92. 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 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 This screen allows you to select the Priority of your message using the pre defined settings in Communication gt Manage contacts gt Default rules Choose message options Get online support Views P ny ob mps fr g ju can set or change cobons for sencmyg your message How t end Enabled channels Cc Priority rma Send to Primary payer only ome message child case Send options fe Vertfied email address only Registered mobie number only Allow SMS size to exceed one text per mobile 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 What to send Subject Reminder to bring PE Kat Attachment There are no attachments set Add attachment Browse No Se ssactad Add azascihimem 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
93. 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 Payments by individual for a particular payment item Go to Payment Items gt View Payment Item My ParentPay Attendance meals amp events BeVUGg icc Communication People Finance rey Q View payment item Ns 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 Locate your item on screen and click on the Options icon then click the view assigned people icon A View payment item a Edit payment item View assigned people Edit assigned people e _ f My ParentPay Attendance meals amp events BZyiiCiigicucgs Communication People Finance Trip to the London Zoo iS The trip to London Zoo will take place on Monday Ist November and will cost 10 00 If you are aware that your emergency contact number has changed recently please enter your new number in the notes field Open in Excel id Name Pupils Yea
94. ght 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 M Mapping edit ParentPay fields File fields Field type Key Apartment Chosen Name a ChosenName Sumame DateOt Birth Gender Key group_code Year i RegGroup Display name Admission number free_meal free_meal_start free_meal_end W Required m Hr Number House Number ee aed sare Street Town Pad with o 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 County Date Of Birth Diet District Ethnicity free_meal free_meal_start free_meal_end m group code group_code House Name House Number Meal Postcode Recoup Volo LAL group code Year RegGroup Salutation House Name House Number Street District Town County Postcode Diet free_meal free_meal_start free_meal_end Religion Ethnicity Gender Display name Gender M Required Male M Female F o Mp FREE MEAL you need to select Free Meal from both columns gt tick REQUIRED in the KEY and ent
95. 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 the Meal types screen NB If the cost of the sessions increases you will need to create a new period to reflect this 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 edi
96. he 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 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 Wetini 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 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 make sure your payment item name is relevant and clear as it will be visible to parents and visible in all yo
97. heir 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 want to Menus amp choices View weekly menus and choices below Menu selections can be made Go to homepage gt on the Make bookings page HERE EERE EERE EERE EERE EEE EERE EEE EERE EEEEEEEEEEEEEEEEEEEEESEEEEEEEEEEEEEEEEEEEEEEES EERE EEE EEE EEE EEE Me O Yi View menus or Event time Week commencing Make bookings gt Lunch time 20 02 2012 cr View transaction history gt oorr View menus amp choices Y Julia s menu for week beginning 20 Feb 2012 lt lt View previous week View next week gt Julia Mon 20 Feb Tue 21 Feb x Wed 22 Feb x Thu 23 Feb x Fri 24 Feb 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 wih New Potatoes with Chips H n Vegetable Quiche with Potato amp Chickpea Curry Lentil roast and Roast Quorn Vegetable Wrap Eve nt t Ime 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 b
98. imited 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 you need to receive payment by Use due date tick Quantifiable this will be ticked Default quantity enter your default allocation i e O 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 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
99. include one number and one letter Set manager role Go to Settings gt Manager f My ParentPay Attendance meals amp events Payment items Communication People Finance Locate the manager on screen Click on the second icon in the Options column Manager role Choose new role using the drop down list Click Save new role Deactivate a manager Go to Settings gt Manager ft 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 siengeiie 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 Calendars You can manage your Academic years Financial years Term dates and closing days in ParentPay ensuring your system is always up to date Go to Settings gt Calendar f My ParentPay Attendance meals amp events Paymentitems Communication People Finance Home Payments Services Pupils Reports Communication Bookings Settings Page content Calendar Mealtypes FSM Allowance Sitedata Manager Files
100. ith 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 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 Norm al Total recipients 2 SMS messages sent 0 SMS delivery 0 O delivered 0 failed Email delivery O 7 delivered Printed letters Open pdfs View recipient exception report Repeat message run You can revisit this summary at any time via Communication gt History Finance ft My ParentPay Attendance meals amp events Payment items Mer Turule inua People Create letter Communication history E er gue ae Contacts Ailes Settings 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 mess
101. ke 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 preview 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 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 Fi My ParentPay Attendance meals amp events Payment items Send message icateo story Ss arents Send message Send emal and SMS messages to perents carers and other payers Choose message options Get online support Yo
102. king Type Go to homepage Lunch time v Name Dan Bolton v Week commencing 30 Jan 2012 v Sy Current bookings m TA Account Unpaid Payment Payment gt Booking type Descriptor balance bookings due by due Deanne select when Dan Bolton Lunch time 0 00 4 18 01 2012 3 00 Z Edit the event is Lunch time Total cost 8 00 I 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 4 amp IMPORTANT To complete booking make payment before logging out 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 available 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
103. l 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 this 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 Gevents Payment items Communication Big Finance Se ee ee Payers Groups Uploads Payers i 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 Page 121 Click on the drop down menu and select the Merge
104. le 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 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 support team is always on hand to help even if the issue is something that is outside our control R
105. ll 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 barcode letter for this payment item NB when using a quantifiable item PayPoint payments will not count down the number of places tickets available only your online payments or cash and cheque payments entered will do this 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 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 ft My ParentPay Attendance meals amp events Communication People Finance Locate your payment item To the right of the payment item in the Options column you will see the following icon Optior Click on the options icon Edit assigned users Choose group 1 Global assignment Pupil THIS ASSI
106. mber only g Ailow SMS size to exceed one text per mobile What to send Subject Reminder to bring PE Kit Attachments _ There are no attachments set Add attachment Continue 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 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 online support Choose the recipients for your message Enabled channels Message run name SATS Exams 20 Subject Priority Normal
107. n Eanked on Banking ref Bank account Rebeca Prendergast parenti guardian 123456 5 1005 22 Jan 2014 22 Jan 2014 test Account 2 Shauna Woolsoott Parent guardian O01 122 5 10 00 22 Jan 2014 22 Jan 2014 test Anecurrt 2 Total 20 00 Cash banking Amount Banked on Banking ref Total 0 00 Checking balances Go to People gt Pupils gt Pupils amp staff fa My ParentPay Attendance meals amp events Payment items Communication W391 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 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 Choose Start date 01 12 2013 Sy Quicklinks December 2013 November 2013 October 2013 September 2013 Choose end date Bgy 24 12 2013 Far 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 Relat
108. nd 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 people 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 y
109. ner 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 2012 V12 1 Page 61 Recipient groups Category _ Group Add exclude Number in group _ Recipients Actions Delete all Add recipients Add group m Recipient list currently hidden show recipecnts gt 7 Re 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
110. ng 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 2 Message run name Em ail Reminder PE kit Subject Rem inder to Dring 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 2012 V1i2 1 Messaging run sum mary Get online support Your messages have been queued for sending 829241 2439927
111. nk 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 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 accounts 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 even
112. ns 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 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 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
113. nt details view payments and wiew and edit assigned people Create new payment itemi Live payment items El 3 iem s found tem ID liem mame Amount Due date Bank account Options 278574 Chess Glub 10 00 Test Account 2 Ootions F 2317996 School Meals for Oceania Primary School WYariable Oceana Test School Account Ootions F 271071 Trip to the Zon 15 00 Test Account 2 ae View payment item Edit payment iem J services found View assigned people j 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 ig The minimum payment for school meals is 10 00 Open in Excel id Name Pupils Wears Reg group Due amount Payments Quantity Balance or paid total Comment AGG FRG99T1 Moran Sesith Josh l Black FO 1 i 23 35 T93724322 Stinger Chine R Orange 0 00 0 12 10 STFI00 Cameron David Stalt Staff 0 0 11 20 3371311 Davies Beatrice 2 2E E0 i 1 4 10 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 te
114. ntPay Ltd 2012 V1i2 1 Page 113 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 PREV Communication People Finance QD lits Reports Run reports that sum m arise the key points about your payment items such as debt wannings 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 f My ParentPay Attendance meals amp events MO L CLOSURE Communication People Finance S tear ll Reports 1 j Run reports that summarise the key points about your payment items such as debt warnings and income reports Report options Service All Ka From date 18 12 2012 To date 23 12 2013 Group by service MV Tick to group payments by service Advanced options Open in Excel Excel full report Selected period From 18 December 2012 to 23 December 2013 Service School Meals for Oceania Primary School No of payments 76 Total amount 1755 00 In favour of Service name Year Reg Amount Paid date Means Actions Forename Surname group School Meals
115. ntages e Choose FSM report Report 12 FSM uptake e Click the blue link Summary returns Break down 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 2012 V12 1 Page 118 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 mA My ParentPay Attendance meals Gevents Bevis Communication People Finance Sy 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 incom e 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
116. o 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 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 file type Excel template xls and locate your file Click Open Click Import
117. o with Jacket potato with Jacket potato with Jacket potato with Jacket potato with baked beans baked beans baked beans baked beans baked beans Jacket potato with Jacket potato with Jacket potato with Jacket potato with Jacket potato with cheese and baked cheese and baked cheese and baked cheese and baked cheese and baked beans beans beans beans beans Jacket potato with Jacket potato with Jacket potato with Jacket potato with Jacket potato with coronation chicken coronation chicken coronation chicken coronation chicken coronation chicken Ploughmans with Ploughmans with Ploughmans with Ploughmans wif Ploughmans with ham ham ham ham ham Ploughmans with Ploughmans with Ploughmans with Ploughmans with Ploughmans with turkey turkey turkey turkey turkey Tak Soca Ploughmans with Ploughmans with Ploughmans with Ploughmans with Ploughmans with Wh cheese cheese cheese cheese cheese 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 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 t
118. oad Upload history View past uploads Upload history 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 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 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
119. ols in the I want to area on the left of their screen 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 Contact schools could affect your child s well being Please contact the school directly Name Dan lt 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 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 Go to Make bookings in the I want to area to the left of their screen Vienu selections want to Boo
120. om 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 MIS 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
121. ome 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 w7 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 C Amount due 2 values Name details g Settled amount _ Auth code Amount paid _ Processed date Cl Consent Date Paid Means Payee O Quantity O Notes g Accountancy codes O Operator O Com ments g Bank account e Click Search Open in Excel Open in Excel Excel full report School Meals for Oceania Primary Winston School School Meals for Oceania Primary School School Meals for Oceania Primary School School Meals for Oceania Primary School School Meals for Oceania Primary School School Meals for Oceania Primary School School Meals for Oceania Primary School School Meals for Oceania Primary School School Meals for Oceania Primary School School Meals for Oceania Primary School School Meals for Oceania Primary School School Meals for Oceania Prim
122. on using the drop down menu e Click Next e Name name your trip such as Trip to Alton Towers e Description Enter information about your trip such as the cost time the bus leaves and returns to school limited places 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 Quantifiable this will be ticked e Default quantity enter your default allocation i e 1 e Minimum quantity minimum number of places available i e 1 e Maximum quantity maximum number of places available i e 1 e Use stock control ticked e Availability limited to enter the total number of places available i e 25 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 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 Click Create payment item Select the Repeatable l
123. one easy place with our quick add basket The Overview tab on their home page shows T Dinner money for The Denewood Community School Rachael items due for payment across all of their Provided by The Denewood s Community ch d ren School 3 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 Add to basket amp Hello Pamela Boyle parent22 View edit your profile Log out Basket 0 00 0 Description Dan Sunny Meadow Primary School meals Pre booking service Pupils Pay for more items 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 Add to basket School School meals at 2 00 per day Minimum payment is 10 1 week 10 half termly 60 termly
124. one numbers you wish to use Please note that ParentPay has currently defaulted your settings to only allow you to send to verified emails mobiles 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 ft My ParentPay Attendance meals amp events Payment items WESINE People Finance kaad Send message Create letter Communication history Messages from parents Contacts Files Settings EEE 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 optio
125. or split accounts option Payer Email Pupils Year Reg group Username Password Options Beccham Chery support parermbpay 2a David Beckham J 300 beckham 123 Changed by user Options T Faver details Chezza Beckham David Beck ham 3 Iot VFETMEZU a4bTtZ345 Merge or split accounts parent puardian Caitlin Ford 3 aL ee LLATXHKO a26554655 Reset password parent guardian Becky Sheedy J Io UQAJNCOJ all26l 75 Report on this payer parent guardian Ginas Sankey 3 30 MOY ST AIL a55624215 Send message parent guardian Bern Cali 3 500 VWSEITJPH a2021 3120 Options F e Click on Merge accounts 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 events Payment items Communication Bigs iG Finance i Pupils and staff View and edit detmils 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 Use
126. ormation 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 C Visible for parents Usable by all managers in school 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 group Add pupils Choose group 1 Pupil Vv Choose group 2 f N ID First name Last name Group Year group Reg group w P 1 1 22334455 John Doe Pupil 1 Black A1122334455 Holly Moran Smith Pupil 1 Black iv A6677889911 Josh Moran Smith Pupil 1 Black Cancel PUDER Ke In the Pupils section e Click Save Next you need to create a meal pattern for your group Create a meal pattern f My ParentPay Attendance meals amp events Payment items Communication Btu Finance Pupils and staff Payers 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 N Select search criteria Custom groups Select group School Meal Group N Lial Delete group Un tick the children that the meal
127. orts on meal uptake How do Booking cut offs and charging policies work These are defined during the 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 comput
128. ou 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 ACCOUNT number POO 5 1010 10 ACCOUNT name Oceania School Fund Account nickname Trips Account Skiing Payment from ParentPay Email receipts sent to Nobody oceania oo uk ei new acopuni Edit details Cancel In the event that you notice a mistake click on Edit details to make your amendments then click Confirm new account Confirmation of your new account details will appear on screen with the status of Awaiting 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 Ooearna Primary School Payee Beneficiary type 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 ba
129. ou 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 ensure payers can make regular payments within the limit set by the school Go to Payment items gt View payment items Pr My ParentPay Attendance meals amp events BgeWiiisieiciiim Communication People Finance 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 Default amount 0 00 so parents can pay any amount over the minimum amount Variable amount tick to allow payers to pay any amount between the minimum and maximum amount set Minimum amount the minimum amount you want your parents to pay at one time Maximum amount the maximum amount you want your parents to pay at one time 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 Credit payments to select the b
130. ount 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 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 5 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 accoun
131. p 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 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 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 3 Message run name Em ail Reminder PE kit Subject Rem inder to bring PE Kit
132. 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 Beviitiigicutm Communication People Finance View payment item Create payment item Reports Payment items View and edit payment item details ven Pinned View or edit an existing payment item 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 fnr tins on how to use ninnino e Locate the School Meal payment item on screen e Click on the Options gt edit assigned people icon Options 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 Tick the appropriate boxes in the PayPoint column and click Save zS ta Balance 2 2 gt individual First Last Reg ue gt i Paym pa lt amount id name name year group BOE amount ents orpaid comment 2s total O OM P 1122334455 John Doe
133. plete the relevant fields in the Company information section f 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 na 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 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 Fr My ParentPay Attendance meals amp events Paymentitems Communication People Finance e Go to Settings gt 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
134. r report Report 13 Report 13 meal supervisor s list 23 Dec 2013 Lunch time Pupil Paid Meal Attend Mba 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 Report 23 selections production report Week to view Booked taken meals in the past Booked meals in the future Dietary requirements by child SSS Go To Attendance Meals and Events gt Reports 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 Neocon 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 bookings for e Reviewing current bookings selections and making
135. r s Reg group Due amount Payments Quantity Balance or paid total Comment 285531246 Phillips George 5 TAA 10 00 o 0 00 29371347 Parkes Abbie Louise 3 3JJ 10 00 0 0 00 J9372642424 Ram sell William 5 SEE 10 00 o 0 00 D937261744 Prendergast Rebecca 5 TAA 10 00 o 0 00 A862359315 Old Henry 5 1AA 10 00 0 0 00 29372642416 Kyle Ciaran 3 3 10 00 o 0 00 H937544111 Jones Anona 5 1AA 10 00 0 0 00 J93724334 Needham Bradley 5 SEE 10 00 o 0 00 H93724314 Lockett James 5 SEE 10 00 o 0 00 2372219333 Whiting Reece 3 3Jj 10 00 0 0 00 C937351412 Taylor Louis 3 3cc 10 00 o 0 00 H9371364 Wright Kieran 5 SEE 10 00 o 0 00 N85531247 Woolacott Shauna 5 1AA 10 00 0 0 00 D93724321 Stevens Harry 3 306 10 00 o 0 00 H937229456 Saunders Jacob 5 SEE 10 00 o 0 00 C9371351 Sankey Gina 3 JOG 10 00 0 0 00 002006 Shelley Smith Ethan 3 3RR 10 00 o 0 00 B93724337 Sheedy Becky 3 JCC 10 00 0 0 00 A00110011 Hollywood Paul 5 SEE 10 00 o 0 00 00c003 Charlie Ben 5 5AA 10 00 0 0 00 ParentPay Ltd 2012 V12 1 Page 115 In depth payment reporting Click on Reports gt Payments r My ParentPay Attendance meals amp events Payment items Communication People Finance ae ii Reports j 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 inc
136. resses susssnusssrnnsrrnnsnrnrrnrerrnrerrnnsrrnnr 127 AIOE EU NOS amer E E E E E E E 128 Using their basket quick add ITEMS ccccceceee seen ee ee ee eeeeeesseeeennenanaaneeeeeessseeeeauans 129 View and pay across all children cece cccceeccceee cence eee e eee e eens ee eeeeeeeeeeeeenennneeeeennaas 130 Vew and pay DY CMO nnogumnqunanwapsseodunaaae genta nndviewaseoee maaan dunes eaesepecaueenrseretinasauns 131 Cross school payments ccs consasaseennnenstuuseosseussaaseiananecengeeasteaunotounianorseerseetunnaaann 131 Paying for Other itermS scssscssccccccccccccccccccccsscccccssscssssssssssssssssssssssssssssssssses 133 View payments made between dates they ChoOSe s ssssssssssrsrsnrsrrnnsrrnrrerrerenrerns 133 View statement of transactions for a Selected MONKN cccccececcececcuceucaceusaueesauss 134 Alerts and COMMUNI CALIONS vv ctvedivene riativnntvederest medi nadvnag vant a E EEEE 135 COM MUM Cat OMI SEOIy ves cce ch euvaaany A E A AE ean eousaeuraaaraon 135 Sending a message to their Child S SCHOOL ccc ceccseeceeneeeuseuueeueeeuseuueeueeeneeugeureeens 136 Making bookings selectionS sssnsssssnnssrnnesnnnennsnssnsnrnnnnsnnensenennnnsunsnennsnrenenrnne 136 Booking a meal session no menu selection s sesessrsrrererenrnrnrnrnrenenrrrnrnrerrnerrnne 137 Booking a meal session menu selection sssssseserrrrrrnrurenrrrrrnrnrnnrnrrrnrnrerrnrrrnne 138 VIW TUS eC OE ea a
137. rname 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 prompted to change the login details when they activate the account Page 122 M 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 Ai My ParentPay Attendance meals amp events Paymentitems Communication 9R UG Finance a nso ES ns Pupils and staff Fo 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 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 acc
138. rnet 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 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 from the drop down options and check the PayPoint Barcode Enabled box is ticked Click on the Communication tab ft My ParentPay Attendance meals amp events Payment items REJULO OIE 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 oe Most recently sent first a Adai Subject Eron ge Actions ParentPay Actvatio All Cel ceated cloned doned Printed letter a 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 cs Actions
139. rsrsrrnnsrrsrrnrenrnrsrenrrrrnnrrrnnrrrnnrnrnnr 82 Checking DAlANGES ascucvadiencdeuadavansvadenadavedeuesssanmagauanavancueessaersawananeiananaesuedeneuatanaues 84 Moving money to other accounts or other payment IteMS cece cece eeeeeeeeeeeees 85 FS TDM GIS seni ts cosh es asad ede dosent satu re tess dna Ngee aac ra cea E E E 88 Palentray DINAC MONEY E soncecricpontobnnnmcsstapereubaneicasinensmiaiiee mation sale snenueatitanemenieage 90 Meal patterns and GOW DS icin scsive ssa doniassessorasidiatasnobw muha phnse ofanaedsoigpindnwta sucigtnnintaccedue gis distanseduigiea wankebnalachea wane anole SPA 90 ANS USOE a E E 90 NOP IMS 1S iS e E E E EE E E EEEE cineca 91 Editing removing meal patterns for an individual s ssssesssserssrersnrsrrnnsrrerrrrensrrens 93 Print daily weekly meal registers nssosnunnnnnnsrrnnsrrnnsrrnnenrsrrnrsrrnrerrnnrrennrrrnnenrnnr 94 Record attendaN CE eesriie e a aaa a 94 PADCE NUM CES serrare rannin EEN e EE EE OR AEA 97 KENEN DUMI cere tee E E E EE SE E 97 Dep EAM AG MENE arrians a e a a a a aa oiei esei 98 Breakfast and after school clUbS ssssssssssssnrssrnnssnrnsnrrnnnrrnnnrnnnnrnnnnnennrnnnnnnnnnnnnnan 99 Meal Bookings and Selections ssssusssrnnsnrnrnnrrrrnrrrrnrrrrnnenrnnenrrnrnrrnrnnrnrnnrnrnnenrnnn 101 Setting up and managing bookings in school ccc ceeceee eee e sense eee e eee eeeeeeeeeeeeeeeeenees 101 What you need to supply US WItN cece cece eee seen eee e
140. 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 ra Add to basket The minimum amount payable is 10 Please ensure you keep your school meal account in credit Provided by Sunnyside School on Balance 2 30 a Edit amount or add notes Tuck shop topup Nathaniel 0 00 T Add to basket Minimum payment 5 Provided by Caterer 6 Doug Balance 0 00 ie 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 amp 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 Description Amount and click Checkout ations Dan Sunny Meadow Primary School meals Pre booking service Pupils They will have the OPPom init to PNAC 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 9 75 Cross school payments Schools are able to restrict their ParentPay site to accept just debit cards should they
141. sh Cash Cash V2 T View receipt make refund Q View receipt make refund Q View receipt make refund Q View receipt make refund Q View receipt make refund Q View receipt make refund Q View receipt make refund Q View receipt make refund Q View receipt make refund QJ View receipt make refund Q View receipt make refund Q View receipt make refund a View receipt make refund Q View receipt make refund Q View receipt make refund g View receipt make refund Q View receipt make refund QJ View receipt make School meal reporting There are lots of school meal related reports not all schools will be able to access all reports access is based on the ParentPay modules you are using All reports are accessed via the Attendance meals amp events tab in ParentPay fr My ParentPay Bi ecserite mutritee s ems Payment items Communication People Finance iz ii Reports View meal and event activity selection and canteen till reports 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 Break down of total pupils entitled and pupils using the entitlement in perce
142. so Bin the pattern here if you have done it wrong or it is no longer needed Click Save and Finish ParentPay Ltd 2012 V1i2 1 Page 93 Print daily weekly meal registers Py My ParentPay Bisen prU r Ae Payment items Communication People Finance Ae 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 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 PY My ParentPay ESCE eid Payment items Communication People Finance ii 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 Choos
143. srenrenrenrenene 108 What control may a Caterer or LA have over their schools payment item setup booking cut off charging policies etc where applicable sssssssssssssssrssrsrrsssns 108 How will parents use Bookings and what will they S cccseeeeeeeeeeeeeseeeeeeees 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 ccstcsiwarsisescansisarsasadadeeacetsnsdnvadsdstseatnaaderesutstaanisacaaness 108 Will I still need to enter and maintain Meal patterns for Bookings ssssssssssss 108 ParentPay Data Capture i inire EAE E A 109 What is ParentPay s role essssssnnsassnnanonnunsennusesnussonsnnanennancanunsennusaonnnassnnanonnnn 109 PON E NO eare ere ere se 109 Quick view of till link Status sesessessnsensrrensnnnnnnnnnnnnnnrnnnnnnnnnrnnrnnenrnnnenrnnnerrnnrrnne 109 CACERINO cell CCS irre nE r E E E E E EE E 110 MES CHO CS aea araa E E E a N E E R TE R 111 Who to contact when you need SUpport ssssssssrsrsnrsrrnrsrrnnsrrnnerrnnrnrerenrrrrnnrrene 111 RCD OMG esr a a a a E E E 113 Pay MCW E CD OFS E E A E N E A erat th E E eeauineuneaunicbenoureesepearree ns ces 114 Quick view of payments received across all payment iteMS cceeeeeeeeeeeeees 114 Payments by in
144. ston Smith 3 30C 2 deana shelley parentpay com Q Preview Mr and Mrs Alpha Adam Apiha 6 6AB GQ Preview Miss Bravo Mary Bravo 4 6ce O Preview Ms Charlie Ben Charlie 5 5AA Q 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 many 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
145. sword 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 2012 V12 1 Page 18 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 details in the template You need t
146. t 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 your 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 2012 V12 1 Page 127 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
147. t 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 Pupil uploads non SIMS users In order to upload data using MIS Sync you will need to create a report from your MIS 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 an
148. t make bookings and so on or A completed selections menu spreadsheet complete the spreadsheet with your menu items enter the rotation dates for 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 Page 101 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 My ParentPay MACCICEU Te mriee govcuie s Payment items Communication People Finance GMA Attendance meals amp events V Record attendance and bookings print registers manage and report meal numbers and FSM manage menus and monitor tills Attendance Sf Record attendance AD 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 c
149. 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 in 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 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 Enable signature graphic Current signature George Orwell Change signature graphic No file selected Click Continue Choose how what to send Choose the appropriate options for yo
150. tion 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 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 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 securit
151. tions 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 Click Save changes 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 ft My ParentPay PACE MUCE AAGE Payment items Communication People Finance Attendance Booking and selection Kitchen numbers Other menus Reports Baud a lin Menu expiry Menu expiry dates 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 Superviso
152. ts 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 gt 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 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 Caden Crquasieation Teal Teal Fad le Tos ak cam Hri Daana Fri adaa School Feas Hie mo Cle oo Cie a ik og Cl St oe Fotal fio iiD fi foe od iw ET a it ee Oceania Fri Scho VAT Invoices VAT on transaction fees VAT invoices are available for you to download once payment has been settled Go to Finance gt Reports fi My ParentPay Attendance meals amp events P
153. ts 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 L Overview Dan Nathaniel Rachael April Christine 4 Items due for payment Due date Item description Name Amount Dinner money for The Denewood Community Rachael 0 00 4 Add to basket e Enter the username and password for the child they wish to add e Click Search e The school pupil name year group and class will show on screen Page 124 Adding from account r2etqluz paris Foster School Pupil Year Reg group Sunnyside School 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 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
154. ts 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 Options 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 Settings gt Static menus Pr My ParentPay WAAGE aE Payment items Communication People Finance Click on the following link 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 Settings gt Static menus in ParentPay Upload menus No file selected New M
155. tured during the lunch time payment item such as updated 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 na a Tills have never connected Re a 2 z s Attendance meals j You have 0 people with low amp events Payment items Communication balances No FSM expiring within 30 days j You have 0 new messages from parents w i You have 0 PCC delivery failures during the last run You have 0 uploads that have People Finance Help 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 2012 V1i2 1 Checking balances Go to People gt Pupils and staff f My ParentPay Attendance meals amp events Communication Finance a Pupils and staff Payers Groups Uploads Pupils and staff View and edit details for pupils and staff Payment items People e Choose group 1 People e Choose group 2 select the year group
156. u can set or change cotons for sendimg your message How to send Enabled channels cS Priority Normal Send to J Primary payer only ome message child Send options Vertfied email address onby Registered mobie number oniy Allow SMS size to excesd one text per mobile What to send Subject Reminder to bring PE Kt Attachments There are no attachments set Add attachment No Ste sectei Add snsachren Comtinwe to choose recipeents ae Ey Click Continue Choose your recipient group s In the Add 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 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 0 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 Year reg group Year R 30 30 HM Delete m Add recipients Add group 7 Recipient list currently hidden Show recipients Click Add Sending to individuals Select Individual pupil from the drop down menu the two fields below the Add grou
157. uler it is not something 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
158. up normally The command 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 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 Enter the user name and pas
159. ur message what is the priority who do you want to send it to and how We recommend that you tick Verified 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 Cet online support You can set or change options for sending your message ES How to send Enabled channels Ss Priority Normal Send to Primary payer only one message child Canl Send options F Verfied ema address only f Registered mobile number only F 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 Choose the recipients for your message Enabled channels m 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 Bai lt 0 00 70 70 HM Olete Total 70 Delete all Add recipients Add group Serwice Account Balance BELOW value mj Oceania Pris ary School School Meals for Oceani
160. ur 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 pupil 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 wi
161. 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 payment or cancel a cash cheque payment e Goto People gt Pupils and staff A My ParentPay Attendance meals amp events Paymentitems Communication Mi iia Finance 5 i Pupils and staff View and edit details for pumls 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 95r jA Abbie Lowisse Parkes 3 ay b Le 14994 Arbone F C9371351 Gina Sankey 3 30C 25 Jul 2000 Actions E9347243347 Becky Sheedy 3 IEC 24 Jun 200 Action F OHM Ellis Shelley Seaith 3 JRE 12 Dee 2004 Actions T OOZDO6 Ethan Shelley Samith 3 3RR 12 Deo 20M J Edit pupil details A19641384 Winston Smith 3 300 19 Aug 2000 Mammor FSM periodi 093724321 Harry Stevens 3 300 22 Aug 2000 E erat ee aa C
162. ween weeks for the same consumer or Use Change consumer to make review selections for another consumer in your group Holly Moran Smith Week 09 12 2013 Previous Change consumer iy Next Previous Change week iw Next Mon 9 Dec amp Tue 10 Dec amp 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 A Incomplete booking o Locked for payer Tomato and Mozarella Cheese and Potato pie Quorn Sausages V Tomato and cheese asta izza i v pa amp Locked for all users Gab Booked by payer Vegetarian pasta bake V 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 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
163. 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 settings want to Go to homepage View edit profile Your details Phones amp emails Child details Child contacts Add a child to your account Alert settings Alert settings 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 e Register your emails and mobile phones SMS Terms and Conditions e Parents quide Text alerts and school communication Balance alerts Max every 2 days when account balance reaches the level set by you New item alerts 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 Balance alerts Service Child Threshold Email alert Text alert Norma School meals Dan Bolton ae E Sunny Meadow Primary School meals Pre Dan Bolton mE E wa 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
164. y 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 can 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 2012 V12 1 Page 12 Creating your Mapping Template In MIS Sync go to Tools gt Create mapping Search for your saved Pupil data file File Type CSV Header on Line 1 Give your Mapping a Name Separator comma MISSync MapEdit i File Pupils Staff Visitors Others Tools Window Help Map info Example file c Documents Pupildata PupilFile I Select file type E CSV C XML Header on line E Name of mapping PUPIL MAPPING Separator Comma Ez Use this mapping for preadmission pupil files rather than regular pupal file imports Ok Click 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 ri
165. y 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 to 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 Getting Started Login Go to www parentpay c

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