In this week’s myPayment training session, we focused on mastering the reporting and reconciliation tools available within the system. From order-level insights to fee tracking and inventory management, participants received hands-on training in the tabs most often used by school accounting teams.
'Orders' tab Full Order Visibility
The Orders tab is your central hub for viewing all purchases made through myPayment.
This tab is ideal for when you need complete, transaction-level detail or need to resend a receipt to a family. Here, you can:
View order details, including total amount paid, transaction/convenience fees, and payment method
Send receipts or proxy in as a parent using the receipt icon
Filter by date range, payment method, product, or event
Important Reminders:
If you don’t see an order, check the selected date range.
Before downloading, be sure to adjust the “show entries” dropdown so all relevant records are visible on the page—only visible entries will be included in your export.
Orders without a customer name typically represent in-person sales that were not linked to a parent account.
'Order Products' tab Itemized Purchase Reporting
The Order Products tab offers a different lens by displaying individual products purchased, rather than full orders. This view is especially helpful when you want to:
Track how many of a specific product has been sold
Filter purchases by date, product type, or payment method
Export product-level data for inventory or event tracking
As with the Orders tab, only visible entries will be downloaded, so be sure to set your “show entries” dropdown appropriately.
From this tab, you can also send receipts or proxy in as a parent using the icon on the far right. This tool is invaluable when you're managing event sales, spirit wear, or fundraiser items. For example, you can view all Yearbook orders, download a CSV, and send it to your Yearbook vendor.
'Order Batches' tab Reconciliation Made Simple
The Order Batches tab displays the daily deposit batches that are sent to your school’s account. When you select a batch, you’ll see a list of all orders included.
You can download batch reports in two ways:
By Order – showing individual transactions within the batch
By Item Totals – summarizing products included in the deposit
This tab is essential for accounting and reconciliation, especially if you’re syncing with tools like QuickBooks. As noted by Tara Merryweather during the session, the itemized downloads are particularly helpful for ensuring clean data entry and auditing.
'Fee Totals' tab Year-Over-Year Financial Insight
The Fee Totals tab gives schools visibility into fee collection trends by school year. Two key reports are available:
Year Fee Totals Report – a summary of total fees collected
Fees Totals Report – a detailed breakdown of all fees assessed, paid, owed, and waived, by student and fee type
This report can be sorted by column, allowing users to quickly view:
Outstanding balances
Parent contact info
Total amounts assessed or paid
Inventory Management
In addition to its robust reporting features, myPayment offers built-in inventory management to help schools efficiently track and maintain product availability. Through the Inventory menu, users can view a complete list of items added to their school store, monitor the number of units sold, and see current stock levels at a glance.
Inventory tracking can be enabled or disabled for each product, providing schools with the flexibility to manage both one-time and ongoing items. Users can also adjust product counts, update quantities in real time, and ensure that remaining inventory is accurately reflected.
Live Working Group Discussion 🗣️
How can I find a payment for a fee that has been deleted?
During the session, Janice discussed a recent challenge where deleted fees disrupted payment tracking. The scenario is this:
A fee is created, assigned to students, and paid for by one or more families
The fee is deleted by the school for one reason or another
The school creates a new version of the same fee at some later date.
In this case, the fee would be assessed to the same students as before, including the students who already paid on the old version of the fee. The families would be confused, knowing that they already paid the fee but being asked to pay it again.
We recognize that it must be possible to delete fees, even if some families have already paid them. Hence, Frogtummy is developing a feature whereby payments on deleted fees can be reassigned to newer versions of the fee. This will ensure accurate records even when fees are deleted and re-added.
Can I track in-person orders by event?
Yes! We had a school reach out before the training to ask this. Remember, in-person orders will display without a customer name if you don't add one when taking payment.
Alternatively, if you want to track orders by event, when taking payments for a specific event, you can write the event name in place of the customer name when taking all payments for that event. Then, from the Orders tab, you can filter orders by searching for that event name.
