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Administrative Guide to InTouch Reports

This Guide to InTouch Reports was created specifically for Administrators. It is a compilation of the most common InTouch Receipting reports. InTouch is the system which is used to create the monetary transactions and subsequent bank deposits within the Mesa Public Schools Unified School District.

Administrators typically do not handle money or perform monetary transactions; this is done to thwart any potential conflict of duties. However, this separation of duties and authority does not mean that Administrators also forfeit the ability to inspect and/or scrutinize the financial activities within their school.

The Administrative Guide to InTouch Reports will assist you in monitoring the individuals at your site who are responsible for the cash handling. This guide is broken down into three key areas:

~ Revenue Reports These reports will allow you to see the amount of incoming funds within the accounts at your school. ~ Customer Reports These reports will show the student information pertaining to payment history and current fee/fines due. ~ Audit Reports These reports will allow the Administrator to view items that have been voided, refunded, or adjusted. The audit reports will assist the viewer to raise questions regarding the occurrence of these events, dollar amounts, authenticity, and acknowledgement of proper approval. Administrators will need InTouch access on their computer, as well as a log-in to access these InTouch reports. To do so, please contact the Student Activities Department. They will also assist you with any questions that you have regarding the running of these reports.

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Administrative Guide to InTouch Reports

All Report Activity is in the InTouch Manager:

Table of Contents REVENUE REPORTS

Revenue Summary by Account ................................................................................................................................. 3 (Sample Report) .............................................................................................................................................. 3

Revenue by Account Code, Item ............................................................................................................................... 4 (Sample Report) ............................................................................................................................................. 5 (Sample Report – Rolled Up) .......................................................................................................................... 6 CUSTOMER REPORTS

Customer Ledger ....................................................................................................................................................... 7 (Sample Report) .............................................................................................................................................. 8

Customer Purchases by Item .................................................................................................................................... 9 (Sample Report) .............................................................................................................................................. 9

Customer Fine/Fee Ledger ...................................................................................................................................... 10 (Sample Report) ............................................................................................................................................ 11

Customer Fine/Fee Listing - Detail .......................................................................................................................... 12 (Sample Report) ............................................................................................................................................ 13

Customer Fine/Fee Listing - Summary .................................................................................................................... 14 (Sample Report) ............................................................................................................................................ 15

AUDIT REPORTS

Pre-EOP Void Receipts ............................................................................................................................................ 16 (Sample Report) ............................................................................................................................................ 17

Receipt Adjustments by Reason Code .................................................................................................................... 18 (Sample Report) ............................................................................................................................................ 19

Refund Receipts ...................................................................................................................................................... 20 (Sample Report) ............................................................................................................................................ 21

Fine/Fee Adjustments by Reason Code .................................................................................................................. 22 (Sample Report) ............................................................................................................................................ 23

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REVENUE REPORTS:

Revenue Summary by Account

This report will list the total dollar value of all receipts for each account for a specified time frame.

Simply set a date range for what you wish to view. You may view sales taken ONLY through the Bookstore.

--or-- You may view ALL sales taken-in for your site (this would include any online payments or payments collected at other sites).

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REVENUE REPORTS

Revenue by Account Code, Item

Account Codes may have multiple items listed under them. This report show the total revenue for an

account code, as broken-up into the various items for a specified time frame. Simply set a date range for a specific time frame. You may view sales taken ONLY through the Bookstore.

--or-- You may view ALL sales taken-in for your site (this would include any online payments or payments collected at other sites). ** The sample report on page 4 shows ALL money received for the #7101 / Student Council Account Code. Since there are multiple ITEMS that all ring into the Student Council Account, this report segregates transactions based on the individual item that was purchased. To simplify this report, you can roll-up the info to show only the total sales for each item, rather than individual transactions. To do this you would click “Yes” in the Rollup Transaction window. ** The sample report on Page 5, shows a rolled-up version of the same report.

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CUSTOMER REPORTS

Customer Ledger

This report will show the purchase history of a student. Any transaction made that was linked to the student’s name/ID will be listed.

Choose the Student who need their Customer Payment Ledger: (It’s best to run by student, as needed, rather than by Grade or Course, as the report gets quite lengthy). Specify the Date Range: (You may run this for the current school year, or extend back to the beginning of their time at MPS). Ask the Ledger to “Include” any NSF Items, as this will also show these payments.

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This report will show the oldest payment first, newest payment last. Any purchase that was linked to the student’s Name/ID # will be part of this report.

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CUSTOMER REPORTS

Customer Purchases by Item

This is the most used sales report, as it shows ALL sales (regardless of location or website) of any one item that is listed at school for a specified time frame.

For instance, let’s say you want to see how many Yearbooks have been sold within the first month of school. Locate the Item on the list: You may choose ALL students at your school or by Grade: Specify the Date Range:

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CUSTOMER REPORTS

Customer Fine/Fee Ledger

This report will print a full-page Fine/Fee Ledger for each student who currently has fines/fees. These

ledger pages are designed to be tri-folded so that the name/address will be visible through a window envelope allowing these to be mailed home periodically throughout the school year. Click on Fines (Note: Only High Schools will have Fees) You may print a ledger for one student (as needed), by Grade, or by ALL Grades at your site. As a courtesy, we like to INCLUDE Fines/Fees from all sites, as students need to know that all fines/fees will stay linked to their ID# regardless of moving to a new school. To encompass ALL student’s fines/fees, change the original date to 2010, as that was the year that InTouch was first put into use, and students could have fines as far back as that school year. InTouch will allow you to place a Comment on the Fine Ledgers. The “Print At Bottom” feature is more commonly used than the “Print At Top” as it is easier to read and placed at a more legible location on the fine ledgers. A sample of the Customer Fine Ledger is on the next page.

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CUSTOMER REPORTS

Customer Fine/Fee Listing - Detail

This is a detailed report which shows a list of all students and a description of all their fines at your

school.

Click on Fines

Set the Date Range back to 2010

Select a Single Grade Level or All Grades

This report will show all fines or it may be narrowed down to an item (such as Library Books) or an Account Code.

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This report shows the student name and a detailed list of all their current fines. To roll-up this report into a simple list form, please see the next report: Customer Fine/Fee Listing – Summary.

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CUSTOMER REPORTS

Customer Fine/Fee Listing - Summary

This is a summarized report which shows a list of all students and a description of all their fines at your school. This is an easy check-list to use for students who must pay fines prior to participating in an event.

Click on Fines

Set the Date Range back to 2010

Select a Single Grade Level or All Grades

This report will show all fines or it may be narrowed down to an item (such as Library Books) or an Account Code.

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The Customer Fine Listing – Summary report is a “rolled-up” version of The Customer Fine Listing – Detail report.

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AUDIT REPORTS

Pre-EOP Void Receipts

Receipts that are voided prior to the EOP (deposit) are not hard-coded to a student’s account, which means these transactions/errors are not easily viewed. This report will show all pre-EOP voided receipts

within a designated time frame along with the reason for the void.

Simply enter the date range of the Pre-EOP Voided Receipts to view:

** An Admin should feel free to question any void especially those: with a large dollar value, is seen repetitively, or is just curious as to where these voided funds were later posted to.

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AUDIT REPORTS

Receipt Adjustments by Reason Code

This report shows all receipt adjustments made (both Pre-EOP and Post-EOP). It includes the Pre-EOP Voids, as well as Post EOP Adjustments: Refunds, Wrong Customers, and Wrong Item adjustments.

You may select one Reason Code, or view Adjustments for All:

Select the Date Range

You may view Adjustments performed on one Item, or All Items:

You may view Adjustments from one Account Code, or All:

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AUDIT REPORTS

Refund Receipts

This report shows all Refund transactions. Refunds are always processed through the District Office via check or credit card reimbursement. Refunds will never be cash-back in the Bookstore.

Select the Date Range

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AUDIT REPORTS

Fine/Fee Adjustments by Reason Code

This report shows all Fines and Fees that are Adjusted. Admin should be reviewing these transactions to validate that proper consent and documentation is present for all fine/fee adjustments.

Select a Reason Code, or Select ALL (Note: If you select ALL, there may be a lot of DESTINY INTERFACE Adjustments. These are past due library books with a fine that were returned.) Select the Date Range

Select a Particular Item, if you are interested in tightening your search

- Or - Select an Account Code, if you are interested in tightening your search

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Here are examples of Full Refunds due to Students Dropping a Class. Here is an example of a Student who enrolled halfway through the semester, so, their fee was adjusted by half.