What is OTR?
Online Teacher Receipting (OTR) is a Point of Sale (POS) system that allows schools to process in-person payments using cash, checks, and credit cards. It's an add-on to Online School Payments (OSP).
Alternative Names: Some districts call this system "Online Student Receipting (OSR)" - both terms refer to the same system.
Prerequisites: Users must be familiar with OSP basics including creating products, generating sales reports, processing refunds, and School Activity Fund (SAF) deposit procedures.
Getting Started
Required Items
OSMS Management Portal access
Optional: Magnetic stripe credit card reader (USB or wireless)
Login Process
Go to your district site or visit osmsinc.com/login
Enter your Username and Password
If forgotten: Management Portal → Home → Forgot Username and/or Password
Select your school
Product Setup
Basic Requirements
All OTR products must use standard OSP configuration
Products sold via OTR can also be sold in OSP simultaneously
Use only "Priced" or "Variable Priced" items (invoices are separate)
Configure under: Transactions → OSP Products → select appropriate Tabs
Optional Product Settings
OTR Use Only: Hide product from OSP School Store
No Student ID Required: Skip student data collection during checkout
Student Restrictions: Limit purchases by GPA or Grade Level (requires SIS data)
Max Units Allowed Per Student: Set quantity limits per student
Event Code: Track fundraiser profit/loss
Limited Quantity Item: Prevent overselling (must update in Inventory Quantity Adjustment)
Processing Receipts
How to Create a Receipt
Path: Transactions → Receipt Entry OR Teacher Receipting – New
Steps:
Go to Action → Enter Receipt (if needed)
Select Filter (if needed)
Choose student, employee, or "No Student ID Required"
Select products or add OSI invoice
Add product descriptions and purchase notes
Enter payment details (see payment methods below)
Post receipt
Print if needed
Payment Methods
Cash: Requires payor name and amount
Check: Requires payor name, check number, and amount
Credit Card: Requires card number, expiration date, cardholder name, and CVV (can be swiped or manually entered)
Important Receipt Notes
Three ways to process receipts:
Pre-loaded student data from SIS (district-dependent)
Student/payor info added manually
Employee purchases validated from central office (district-dependent)
Fixed-price items can be added to teacher's Favorite Activity list
Split payments allowed with cash and check only (NOT credit cards)
Daily Deposit Process
Teacher Cash and Check Deposits (Required Daily)
Path: Transactions → Teacher Receipting Deposit
Steps:
Select receipt(s) in queue
Confirm payment amounts
Complete deposit
Print Deposit Analysis Report
Receipt in SAF system (EPES or SFO)
Bookkeeper School-Wide Deposits (Optional)
Requirements: Teachers must complete their deposits first
Path: Transactions → Teacher Receipting Deposit → Magnifying Glass → Find Teacher Deposit → Bookkeeper Deposit button
Result: Generates Deposit Analysis Report and can automatically complete in SAF if fully enabled
Credit Card Deposits (Automatic)
Processed automatically via ACH
Funds typically deposited on 1st and 16th of each month
Combined with other OSP/OMS credit card transactions
Still requires manual SAF receipting
Deposit Monitoring
Bookkeepers can view undeposited receipts using "Show All Users" button
OSMS sends daily emails for undeposited receipts older than 48-72 hours
Empty undeposited queue indicates all teachers completed daily tasks
Reversing Transactions
Refunds
Path: Transactions → Refunds
Refund to original credit card
Full, partial, or zero dollar refunds available
Zero dollar refunds indicate check refund
Include refund reasons and comments for documentation
Bank processing: 24-48 hours
Voiding Receipts (Same Day Only)
Path: Transactions → Receipt Entry OR Teacher Receipting – New → Action → Lookup Receipt
Select Filter and Date
Search for receipt
Select Void
Choose void reason
Confirm action
Voiding Deposits (Cash and Check Only)
Path: Teacher Receipting Deposit → Deposit Number → List of Deposits
Bookkeepers can "Show All Deposits" for school-wide view
Transactions can only be voided if not already batched
Important Void/Refund Rules
Teachers can see each other's receipts but not deposits
Bookkeepers have school-wide access to all receipts and deposits
Bookkeepers can void and redo teacher work (work appears under Bookkeeper's name)
Void OSMS and SAF deposits as needed before proceeding
Reporting Options
Quick Reports
Path: Reports → Sponsor/Teacher Activities OR Activity Date Range
Real-time, simple reports
Detailed Reports
Path: Reports → Additional Reports
Updated every 12 hours (3 AM and 3 PM EDT)
Transaction Reports: Sales by date, fund account, product, student
Inventory and Ticket Reports: Sales with quantity/barcodes
Export Friendly Reports: Raw data for Excel
Data Warehouse Reports: Pre-loaded, faster reports
Obligation Reports: Outstanding vs. paid invoices
Statement and Deposits: Deposit details, including "OTR Receipts Not Deposited"
Reversing Transaction Reports: Refunds and voided transactions
User and Usage Reports: Access and activity summaries
Daily Task Checklist
Receipt Processing (Teachers/Bookkeepers)
Daily Steps:
Log into Management Portal → select school → Transaction tab
Open Receipt Entry
Select student or "No Student ID Required"
Choose products from Student Detailed Obligations, Activities and Variable Payments, or Favorite Activity
Add to shopping cart with payment information
Post and print receipt when button turns green
Fund Depositing (Teachers/Bookkeepers)
Daily Steps:
Open Teacher Receipting Deposit page
Select all cash and check receipts for the day
Batch maximum 25 receipts per deposit
Ensure payment differences equal zero
Post deposit and generate Deposit Analysis Report
Print analysis and deliver to Bookkeeper
Optional: Bookkeeper can create School Wide Deposit
SAF Posting (Bookkeepers Only)
Daily Steps:
Login to SAF system (EPES or SFO)
Complete receipts and daily deposits as required
Key Reminders
Credit Card Equipment: Optional magnetic stripe reader available at tinyurl.com/CCSwipeforOTR
Receipt Entry Sleep Mode: New Receipt Entry page may "sleep" - allow time to wake up
Daily Deposits Required: Cash and check deposits must be completed daily by each user
Void Limitations: Same-day only for receipts, pre-batch only for deposits
Split Payment Restrictions: Cash and check only, no credit card splits
Automatic Credit Processing: Credit cards process via ACH automatically