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InTouch Cash ReceiptingSecretarial Clerical In-Service
August 17, 2011
What is InTouch?InTouch is a district wide cash receipting system for all
cashiering activities. InTouch replaces cash registers at secondary schools and replaces the weekly cash receipts and deposits spreadsheet for elementary schools.
InTouch maintains a central database of all students including their fees and fines. As a student moves from one site to another site the fees follow the student.
Fees and fines assessed can be collected by any district cashier.
InTouch has web access for parents to be able to view and pay fees and fines. Web access is set up to accept credit card payments. Please note that credit card payments are not accepted for over the counter transactions.
InTouch IntegrationInTouch is integrated with other district
systems for automatic nightly transfer of data between systems:PowerSchool – student data is uploaded from
PowerSchool to InTouchDestiny – student fines are uploaded from
Destiny to InTouch. Each night the fines paid or cleared through InTouch are uploaded to Destiny
Student fines and feesSchools can use InTouch to assess fines and
feesAt implementation any outstanding fines and
fees can be entered manually into InTouch Student fines and fees are available for you to
view, collect payment or clear fees with appropriate documentation (cashiers can only clear fees that were assessed by your site)
InTouch has reports that can be used as a letter to parents detailing the fines and fees owed
When will InTouch be installed?InTouch is fully installed and has been
operational at all secondary sites since spring 2011
The system was installed at the elementary schools in August and is scheduled to be operational for the 2011-2012 school year
When will I be trained?Online training will be available for all staff
Training is divided into short vides that replicate live training
Our experience as we trained the initial sites was that we needed to have a way to repeat the training or a portion of training based on individual needs
Training was created by Budget and Accounting staff – the people that will be answering your questions
Provides a way to train substitutes and new office staff Serves as a quick reference for functionality not used
frequently Modules will be added/updated as needed Training modules will be available on Friday
Training - continuedOpen lab sessions in the board rooms at the
Administration Building from 8 am until 4 pm August 23 August 25 August 30
Please review the online training sessions prior to attending
Will be hands on working in a training data base that will allow you to apply what you learned
Budget and Accounting staff will be available to answer questions
Have 15 workstations that will be available
ResourcesCash Receipting manual is available on the
budget and accounting web page under Accounting>> InTouch ResourcesManual is divided into sections to make it
easier to find what you needManuals will be maintained by district staff Quick reference sheet
SPS Help DeskSoftware IssuesFor questions or issues with the functions within the InTouch System, please contact the Central Cashiers. The budget and accounting staff listed below the cashiers have also been trained to provide support on In Touch questions if you are unable to contact a Central Cashier, or if additional support is needed.
Central Cashiers – Cash Receipting Help Desk SupportBrenda Beyer 7336 [email protected] Reinhart7258 [email protected] Cash Receipting Help Desk SupportBob Hutchinson 7276 [email protected] Skillestad 7244 [email protected] Coleman 7243 [email protected] McDermott 7318 [email protected] Hardware issuesPlease contact the ITSC help desk at 7600 for issues with hardware (computer or
printer).
How do I access InTouchThere is a shortcut on your desktop
User Id is your first namePassword is your location number followed by
your first and last initial
Using InTouchTerminal mode to enter a transaction
SalesFee or Fine
Manager mode to run reports or set up items
What changes in daily workEach time you collect money it must be
entered into InTouchEach day you will close out your InTouch
session and balance the money you collectedSame deposit schedules
Secondary dailyElementary weekly
No longer use the Spokane County Treasurer Receipts for any location
What to ExpectThe InTouch terminal screen includes item
buttons designed for “point and click” recording of the sale
High volume workstations are equipped with touch screens, but most cashiers use a computer keyboard and mouse to “ring” sales
The look and feel of the terminal screen as well as the daily cash receipts balancing process are very similar to WebSmart system
Communication to ParentsHandout in back to school packetsOn the district web site on Parents Tab in
Toolbox
Parent AccessParent and staff information centers are
being installed at all schoolsWill allow parents to access the district
website to process online credit card payments or to view student accounts
A $1.95 convenience fee will be charged for all credit card transactions
SPS Online
Parent Access
Parents login are set up as follows:User Id: Student IdPassword: Student Last Name
Parent Access - continued
Click on the Student name for more information
Parent Access - continued
Click here to see fine/fee detail report
Click on the fee that you want to pay
Parent Access - continued
Click on the fee that you want to pay
Continue shopping allows you add more to the cart
Checkout button works similar to all web stores
Web Store Product AvailableEach site has the capability of having
products on the webAccess to products can be limited by:
Enrollment locationGrade level
Pilot was summer camps
Results of Pilot512 registrations processed onlineAccounts for 27% of the registrations
processedBased on success of pilot online products are
being expandedHigh schools were trained in July Check out high school sites to see how the
store looksOnline training will be created to train staff on
the web store
Questions?
