The vendor is required to provide school collections and receipting system to account for and report activity fund transactions and balances for schools (6) and district programs (5).
- Include for services:
• Have a high degree of usability, meaning it should be easy to navigate through and minimize the need to know double-entry bookkeeping
• Allow for the accounting of transactions and reporting of activity and results in conformity with the NCES chart of accounts. (In district schools, explicit fields are fund, location, program, function, object, and activity
• Integration with the student information system (sis) (aspire) to provide student, course, class, schedule, and teacher data to the student accounting system.
o Ability to import data exported from the sis as needed
o Year-end or periodic process in place that allows for students that have graduated or moved out of the school to be purged
• Possible integration with merchant processor to accept credit/debit card payments, unless carried out through banking services
• Be capable of facilitating an online registration process, including:
o Allowing the payment of fees
o Gathering signatures on mandatory forms, including the fee waiver application
• Integrated payment portal and apple and android compatible for patron use
o Ability for patrons to make fee payments and make purchases
o Integration with accounting software so payments made appear on student accounts in one place
o Ability for patrons to see student account history, including payments made and balances owing for charges to their account
o Ability to group items by department
• Generate and record fees charged to students, which includes:
o Ability to attach fee items to specific courses and charge fee items to students enrolled in those courses
o Ability for fees, fines, or other charges to all or certain groups of students, including the ability for these to be imported using an excel, other file, or semi-automated process
o Ability to make comments/notes on transactions
o Designating students as eligible for fee waiver and automatically record credits for fees charged to those students using a fee waiver item to record the amount waived
• Handle the inflow of funds from multiple sources (on-site and online), which should include:
o Ability to differentiate between commonly charged fees, merchandise, and other charges
o Ability to tie items to an account number
iii) Option to automatically charge and record sales tax to a separate account if applicable
o Ability to record payments from student and non-student customers
o Printing receipts
o Processing credits, including reversals and returned checks
o Process refunds (by cash, check or credit/debit card) whether paid in person or online
o Ability to move payments to other items/fees easily for students as needed/requested
o Ability to record miscellaneous items like over and short amounts and credit/debit card fees charged
• Reconcile the amount received for credit and debit card remittances with the offsets recorded with deposits for the credit/debit card receivables and fees
• Integrate with the district accounting system.
• Ability to generate the following sales reports:
o By item in detail by student, with option to show amounts owed vs. paid
o By receipt or transaction, with option to specify day, deposit, or account number
• Ability to generate the following customer reports:
o Customer history and statement
o Debts owed by student or item
o form letters for unpaid balances with parent name, address, and statement of debts owed
o Automatically generated emails to patrons
• Allow parents the ability to securely login, review student account information, and make payments.
• Preference may give to a vendor and system that is already being used in district.
- Optional items
• API integration with the student information system (SIS)(PowerSchool) that will allow instant updates with changes made in sis
• District and school level reporting for all schools
• Automated way to import deposits into district accounting system, at the district level for all schools and departments
• Ability to view data from prior fiscal years 5. general point of sale options:
o Option to apply payments to all outstanding debts at once
o Offer items to students and other community members, such as donations to the school or groups, school swag, admissions to events, etc.
o Ability to track merchandise inventory (1) Sizing and colors
(2) Prevent sales if stock runs out
o Event sales system for athletics and performances
o Ability to specify items only available to students and/or only purchasable if all student debts are paid
o Field available for patron to enter information when purchasing items online
o ability to attach forms to items online and allow for e-signatures on those forms (for example, the donation form when receiving donations) • Student fee options:
o Ability to charge an activity grouping of two or more fees to students concurrently
o Ability to charge full year classes by semesters
o Flag for students enrolled from other schools to prevent certain global fees from being charged and identify them on student account • Possible integration with lunch payments; district currently uses PayPAMS as its online system which then updates the “right now” system for student lunch accounts
• Access for library to maintain fines charged to students
- Contract Period/Term: 1 year