Set Up Shop on OrgSync - How to Use the Store Feature and the Dues Tool
Feb 18, 2016 by Kelsey M Jackson
Through your Student Organization's OrgSync portal, there is a FREE way to sell items using the 'Store Tool' and a FREE way collect dues utilizing the 'Dues Tool'. All you have to do is set them up and tell your Student Org Members how to use them!
First Things First: Set Up Payments in Your Organization's OrgSync Profile
OrgSync's payment processing integrations enable student organizations to safely and securely transfer money online on OrgSync. OrgSync integrates with three distinct solutions to electronically process various transactions including organization dues, membership fees, event registrations, tickets, t-shirts and much more.
Your organization or executive board will need to decide which online money transfer system it would like to use (PayPal, Authorize.Net, or CyberSource) and create an account before you set up the payment gateway on your organization's OrgSync Profile. If your organization already has one of these systems, you're already part of the way there!
To use the various transaction features on OrgSync, payment gateways must be enabled in your community. If this setting is enabled, continue reading for specific instructions on how to setup each type account in your OrgSync portal.
The Store allows your organization to post items for sale, track orders by item and individual, and collect payments online, all in one location. To access the Store tool, select it along your portal’s top menu bar. Click here if you do not see 'Store' as an option.
To create a 'New Sale', locate the option to 'Open a New Sale' in the top right of the default Store page. On the resulting page, input a name, description, and open/close date for your sale. After creating the sale, click the Sale's Name and select 'New Sales Item'. Next, enter the required fields and upload pictures of your item, if desired.
To pull a history of your sales-to-date, hover over the wrench icon on the right side of a sale and select Reports. This will provide two lists that breakdown your sales history by item and user. Click 'Export Report' in the top right of the page to view this information in an excel spreadsheet.
To remove an existing sale, hover over the wrench icon and select Delete.
The Dues tool keeps the balance that each portal member owes for membership. It is a more detailed method for managing dues than the Simple Dues module. To access the Dues tool, hover over 'More' along your portal's toolbar and select 'Treasury'. Next, choose to manage your dues. If you do not see this as an option, click here to find out why.
On the resulting page, your personal dues are listed first. If your portal has a payment gateway established, you will be provided the option to 'Pay Now' after clicking the expand arrows next to your name.
As an administrator, everyone else’s dues are listed after. Users are sorted by last name. For each user, their total (Dues column) and current balance (Balance column) are listed. To view the invoices that contribute to a user’s total and current balance, click the expand button located to the left of each name. This will reveal all the invoices that were marked as dues for the selected user.
If a user makes a payment toward their dues, you can mark this under the 'Invoices for Dues' tab found at the top of the page. Locate the invoice that corresponds to the dues the user would like to pay and click the 'Close' button. On the resulting page, enter a note (if desired) and the amount paid. If the amount is paid in full, it will be marked as such under the user’s details.
To issue a new invoice for dues, hover over 'Treasury' along your portal’s left-hand toolbar and select 'Invoices'. Next, click 'Create Invoice' in the top right of the page. When issuing the invoice, make sure to mark the check-box labeled 'This invoice is for Dues'.
At this time, the Dues tool cannot be reset. You must close each invoice to set balances back to zero.
'Simple Dues' provide a simplified alternative to the standard 'Dues' tool. There are no invoices, balances, or numbers involved. Think of it as a checklist. To access the 'Simple Dues' tool, hover over More along your portal's toolbar and select Treasury. Next, click to manage Simple Dues. If you do not see this as an option, click here to learn why the tool is not visible.
The resulting page will provide a list of every member in your portal. On the right, you are provided two options: 'Paid & Unpaid'. If a member pays their dues, mark them as 'Paid'. This will generate a green check-mark next to their name. If a user has not paid, mark them as 'Unpaid'. This will generate a red X next to their name. To clear this list, click Reset Simple Dues in the top right of the page. Note: this information is not recoverable.
The 'Simple Dues' tool is a separate entity from the other treasury tools. Nothing you do here will impact other OrgSync tools like Invoices or Advanced Dues.
If you have any questions about the Store and Dues Tools on OrgSync or any other OrgSync feature, feel free to reach out to Student Involvement by emailing firstname.lastname@example.org or calling 806-742-5433.