Integrated cashless till systems

ParentPay Data Capture™ Till Integration

 

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.  Information captured includes account balances, meal numbers, meal choices and nutritional analysis.

 

How it works

 

The till system will connect to ParentPay at intervals throughout the day. Once a till system is switched on and connected to the internet payment data will be updated.
Data captured during the lunch time period, such as meal data and 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 procedures 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. 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 report of the till status

 

 

 

Checking statements and balances

 

You are able to view the statement for an individual pupil should you need to. This will help if you receive queries from payers relating to items appearing on a pupil statement

 

  • Go to People > Pupils and staff
  •  Choose group 1: Pupil
  • Choose group 2: select the year group the pupil is in or select All
  • Click Search
  • Locate the pupil on screen and select the Pupil statement icon.
  • Choose payment item: select the relevant payment item
  • Choose your Start and End dates to search between
  • Click Search
    Details of payments and purchases and an accurate balance will be displayed.

 

 

Meal choices

 

Meal choice information can be accessed in two ways:

 

By individual pupil

  • Go to People>Pupils and staff
  • Choose group 1: Pupil
  • Choose group 2: select the year group or class the pupil is in or select All
  • Click Search
  • Locate the pupil on screen and select the View meal choices icon 

 

Across a group of pupils

  • Go to Attendance, meals & events > Reports > Meal Reports.
  • Select Daily meal analysis by product (Report 15).
  • Enter a relevant date and select required criteria
  • You can select to anonymise data if required.
  • click Show report.

 

Who to contact when you need support

 

Whilst ParentPay does not own, control or even have access to the till systems in schools, if an issue with balances or any other data captured from the till system is reported to us we will forward your issue to the 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 the 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 if 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>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.