Online School Care (OSC) is a comprehensive module designed for school and daycare operations. It manages student enrollment, fee assignments, payment processing (cash, check, and credit cards), and provides specialized reporting tools. OSC can function as a standalone product and accommodates various program names including After School Program, daycare, Extended Day, ACE, and EDEP.
Getting Started
Required Components
OSMS Management Portal - Main administrative interface
Webstore and Mobile App - For parent credit card payments
Basic Workflow
Complete OSC setup (if needed)
Post fees to students
Collect payments from families
Process agency/third-party payments (if applicable)
Complete daily deposits
Generate reports as needed
System Access
Login Process
Navigate to osmsinc.com/login or use your specific site URL
Enter your OSC Username and Password
Forgot credentials? Go to Management Portal → Home → Forgot Username and/or Password
Select your school care location from the dropdown
Initial Setup Requirements
⚠️ Important: OSC will not function without proper setup completion.
School Setup (Annual Process)
OSC Site Maintenance
Navigate to: Setup → OSC Site Maintenance
Required fields:
Check "Child Care Facility" box
Enter Tax ID
Complete Address information
Optional: Add school logos
Click Update to save
Fee Setup
Navigate to: Setup → Add New Fee or use Edit button
Required information:
Fee Description
Program Name
Fund Account
Account Description
Fee Amount
Status (Active to use, Inactive to disable)
For variable fees: Select if fee will Increase or Decrease/Credit
Group Setup
Navigate to: Setup → Group Maintenance → Add New Fee or Edit
Complete:
Group Name
Group Description
Group Type:
Fee Group - for mass fee assignments
Roster Group - for specialized reporting
Click Update to save
Student Setup
Individual Student Creation
Navigate to: Students → OSC Students → Add New Student or Edit
Required fields:
Student ID (must be unique and official)
First Name
Last Name
Current School
Status (Active for enrolled, Inactive for not enrolled)
Click Update to save
Assign Students to Groups
From student profile, go to Available Groups
Select desired group (highlights gray)
Click right arrow (>) to move to Assigned Groups
Click Update to save
Optional Student Information
Comments
Home Address
Primary Parent/Guardian contact
Secondary Parent/Guardian contact
Custom fields in Other Information tab
Transfer Students
Edit student profile
Update Current School field to new campus
Click Update to save
Bulk Student Management
Navigate to: Students → Multi Student Assignment
Filter options: Active Only, Inactive Only, or Active & Inactive
Select update type: Status, Group, or Agency
Use right arrow (>) to add assignments
Use Override if needed
Click Update to save
Fee Management
Post Fixed Fees (Set Price)
Go to: Transactions → Fee Management → Post Fixed
Select Students or Fee Group
For Students: Hold CTRL to select multiple
For Fee Groups: Choose from dropdown
Enter Post Description
Set Post Date and Due Date (optional)
Select fee from List of Fees
Click Post to save
Post Variable Fees (Custom Pricing)
Go to: Transactions → Fee Management → Post Variable
Enter Posting/Reference Description
Enter Amount
Set Post Date and Due Date (optional)
Select Students or Fee Group
Select fee from List of Fees
Click Post to save
Note:
Credit Increase = Students owe more money
Credit Decrease = Credit/refund to student account
Delete/Void Fees
Go to: Transactions → Fee Management → Delete Fees
Select Students or Batch ID
Check boxes for fees to delete (or check top-left box for all)
Enter Reason for Deletion
Click Delete to save
Batch Codes:
PF = Post Fees
PARF = Post Adjustment
Payment Processing
In-Person Payments
Standard Payment Collection
Go to: Transactions → Payments → Collect
Select student (check "Include Inactive" if needed)
In Payment Made By section:
Choose Primary or Secondary Parent
Update email if needed
Add Payment Comment (optional)
Select Program if needed
Choose Payment Method and enter required details
Enter Amount
Click Post Receipt to save
⚠️ Credit Card Note: In-person credit card option is only for external terminals not integrated with OSMS.
Agency/Third Party Payments
Go to: Transactions → Payments → Collect Agency/3rd Party
Select Agency
Enter total Amount Paid
For each student, enter their Apply Amount
Ensure total Amount Paid equals sum of all Applied Amounts
Click Post Receipt to save
⚠️ Important: All in-person payments must be deposited the same day to avoid audit findings.
Online Credit Card Payments
Parent Access via OSP Store
Parents visit osmsinc.com/login
Login using credentials (top right corner)
Navigate to Your Account Page
Select Pay Child Care tab in main blue bar
Student Management:
View/add students: Your Account Page → Student Profile → Add Student Profile
Student data must match exactly
Parent Access via OSP Mobile App
Parents login to mobile app
Select state, district, school category, and school
OSC fees display under student's name
Student Management:
Go to Main Settings icon (≡) in top left
Select Change Student or Add Student
Student data must match exactly
⚠️ Note: Online credit card payments deposit automatically on the 1st and 16th of each month via ACH.
Daily Deposit Process
Cash and Check Deposits
Go to: Transactions → Payments → Deposits
Select receipts from queue
Confirm payment amounts
Click Deposit
Review Deposit Analysis Report for totals and distribution
Print report with optional signature area
Process in your SAF system (EPES, SFO, etc.)
⚠️ Critical: Must be completed daily as "End of Day" process.
Credit Card Deposits
Automatic processing via ACH
View deposits in Statement tab
Funds typically received on 1st and 16th of each month
Record in SAF system as needed
Payment Reversals
Void/Cancel Receipts
Go to: Transactions → Payments → Collect
Click Receipt Number (magnifying glass icon)
Select receipt from List of Receipts
Click Void Receipt at bottom of page
Select void option if required
Click OK
Credit Card Refunds
Go to: Transactions → Refunds
Issue refunds per line item:
Full refund
Partial refund
Zero dollar ($0.00) for check refund
Add refund reasons and comments for documentation
Bank processing: 24-48 hours
⚠️ Restriction: Refunds only available day after transaction (after 12:00 AM EDT)
Void OSC Deposits (Cash/Check Only)
Go to: Transactions → Payments → Deposit
Click Deposit Number (magnifying glass icon)
Select deposit from List of Deposits
Click Void button
Select void option if required
Click OK
Inquiry and Reporting
OSC Transaction Inquiry
Go to: Inquiry → OSC Transactions
Select student (All Students or individual)
Choose view option:
View All Transactions
View Fees Only
View All Payments (all methods)
View Online Payments (credit cards only)
Set Begin Date and End Date
OSC-Specific Reports
Navigate to: Reports → Additional Reports or OSC Reports
⚠️ Note: These reports require OSC user role. If not visible, you may be logged in with wrong account.
Report Categories:
Admin Reports
District-wide OSC reports
Central Office access only
Information Reports
Attendance Rosters
Sign In/Out Sheets
Student Lists
Transaction Reports
Deposit Summaries
Undeposited Receipts
Fee History
Student Payments
Agency Receipts
Account Reports
Student Statements
Student History
Student Balance
Reversing Transaction Reports
Deleted Fees
Voided Receipts
Voided Deposits
Credit Card Transaction Reports
Simple Reports:
Reports → Sponsor/Teacher Activities
Reports → Activity Date Range
Detailed Reports:
Reports → Additional Reports → Transactions
⚠️ Note: Detailed options update every 12 hours at 3 AM and 3 PM EDT
Daily Task Checklist
Post Fees (Care Coordinators/Bookkeepers)
Login to Management Portal with OSC account
Select school → Transaction tab
Fee Management → Post Fixed/Post Variable
Process In-Person Payments (Care Coordinators/Bookkeepers)
Daily login to Management Portal
Transaction tab → Payments → Collect or Collect Agency/3rd Party
Record cash, check, money order payments
Select Post Receipt, email/print if desired
⚠️ Note: OSP webstore payments process automatically
Deposit In-Person Funds (Care Coordinators/Bookkeepers)
Payments → Deposit page
Select all receipts for batching (max 25 per deposit)
Add payment information (difference must be zero)
Post Deposit to generate Deposit Analysis Report
Print analysis and transfer funds to bank
⚠️ Note: Credit card payments deposit automatically via ACH
SAF System Posting (Bookkeepers Only)
Login to SAF system (EPES, SFO)
Complete receipts and daily deposits
Training and Support Resources
Training Registration
Access OSMS Training Catalog: tinyurl.com/osmstrainingcatalog
Documentation and Guides
Complete instructions and PowerPoint: tinyurl.com/OSCdocs
Frequently Asked Questions
Student Management
Q: Do I need to create students manually? A: Yes. OSMS doesn't allow imports for OSC students. Each student needs to be created once.
Q: Must I use official Student IDs? A: Yes. Use only official, unique Student IDs. Contact your registrar or central office for assistance.
Q: I made a Student ID error. How do I fix it? A: Email support@osmsinc.com for assistance. Never use phone numbers, SSN, or birth dates as Student IDs.
Q: How do I re-enroll students? A: Update student profile Status field to Active, or use Students → Multi Student Assignment for bulk updates.
Q: How do I transfer students between schools? A: Have a coordinator at the other school update the student's Current School location.
Payment and Balance Issues
Q: How do I add parent email addresses for receipt delivery? A: Go to student profile → Primary/Secondary Parent/Guardian tabs → update Email to Send Receipts field.
Q: Student balance appears incorrect. A: Review fees and payments for duplicates or misapplied transactions. Check Transactions → Collect, use Student History report, or Inquiry → OSC Transactions.
Q: What does a negative balance mean? A: Negative balance (e.g., -$9.99) indicates overpayment or advance payment. Verify if additional fees are needed or if parent paid ahead.
Q: Can I split one payment between multiple students/siblings? A: Yes, but enter separate transactions for each student. For example, one check for twins requires two separate payment entries.
Q: How do I void a receipt attached to a deposit? A: First void the deposit, then void the individual receipt. Recreate both as needed.