Get the most out of your Web Store with these guides to help you ramp up, communicate with your community and encourage use from staff and families.
5 Reports to Make Your Life Easier
Learn to Review Bank Reconciliation Like a Pro (webinar)
School Payment Portal FAQ for Parents and Guardians
(How to Add a Parent FAQ Page to Your Website)
Quick Start Guide for Bookkeepers
Use this curated self-guided learning track to quickly teach bookkeepers and accounting administrators the basics of Vanco's Web Store and how Vanco's software will make common day-to-day procedures so much easier. This training is divided into three parts: an intro to using our software, creating and building reports and reconciling payments. Admins will learn how to navigate Vanco's Web Store, create items and generate reports. Average time to complete all training sessions is ~2 hours. Our clients have found these trainings helpful and recommend reviewing each section over the course of 3 days for the best retention and training experience. We recommend admins follow the track as outlined here, but admins can also jump into sections out of order without issue.
Part 1: Introduction to Vanco's Web Store (estimated training time: 1 hr and 40 min)
Web Store Overview (~2 min)
-Welcome to your Web Store! Watch this short video for an introduction to Web Store's features and how we'll help you save time.
How to Manage My Account (~2 min)
-Read this short article on how to log in to your Web Store account and manage your account features.
How to Add a User and Manage User Permissions (~2 min)
-Some admins are granted permissions to add Web Store users. If you are an admin with permissions to add new users, review this short video to familiarize yourself with this process.
How to Create a Custom Job Title (~5 min)
-If you are an admin that can limit permission levels for other users, familiarize yourself with this training. Create custom job titles to help limit permission level access to specific reports. Want specific admins to only have access to specific reports? Learn how to do that in this training.
How to Create a Web Store Item from Scratch (~5 min)
-Learn how to create an item in your Web Store in just 3 easy steps. If you ever have any questions or need any help creating a new Web Store item, you can always get in touch with our team here: service@revtrak.com.
How to Import a List in Web Store (~2 min)
-Some admins are granted permission to import student lists. If you are an admin with this permission, review this short article to familiarize yourself with this process.
Review Reporting Options in Web Store (~2 min)
-Web Store offers a wide variety of reports. This page links to articles on how to generate many of those reports. The most common reports are listed in the following section.
How to Build a Web Store Parents Will Love (~20 min)
-In this video, learn how to make your Web Store easy for district families to use and increase adoption. When families use Web Store to pay school fees, that leads less cash tracking, fewer calls to your office and an easy reconciliation process.
How to Add a Donation Button to Your Web Store (~7 min)
-A donation tile can make a major difference in fundraising efforts for your school district. Make it easy for the school community to contribute toward the district with a donation button right on your Web Store.
Your Trail Guide to a Cashless Campus (~26 min)
-Watch this webinar featuring our product experts to learn best practices on creating a cashless campus using Vanco's Web Store.
How Families Make Payments in Web Store (~3 min)
-Watch this short video to see the parent/guardian experience.
How to Communicate with Parents about Web Store (~5 min)
-Use this communication kit to notify families about your district's Web Store so they know where to make payments. This kit includes emails, letters, and presentation templates for you and your district to use.
Part 2: Running Reports in Web Store (estimated training time: 25 min)
How to Reconcile to Your General Ledger
How to Reconcile to Your General Ledger by Deposit (~2 min)
-Use this guide to help you reconcile your GL by deposit.
How to Create a Deposit Report by Account Code (~2 min)
-Use this report if your are reconciling to your GL by hand.
How to Pull a Gross Report by Deposit Account and Date (~2 min)
-Use this report if your are reconciling to your GL by hand.
How to Pull a Gross Report by Date and Deposit Account (~coming)
-Use this report if your are reconciling to your GL by hand.
How to Create a Finance by Account Code Report (~coming)
-Use this report to reconcile to GL by multiple accounts using an import function.
How to Create a Finance by Bank Report (~coming)
-Use this report to reconcile to GL by multiple accounts using an import function.
How to Reconcile for Your Sponsors
How to Pull a Report of Items by Department - Export Friendly (~2 min)
-Use this report to share with department heads, teachers, and more.
How to Pull a Transaction Details Report by Department (~2 min)
-This report will pull all the details on all transactions by department. Use this report when you want transaction details, then edit down to just the details you need to share out.
How to Pull a Transaction Details Report by Deposit Account (~2 min)
-This report will pull all the details on all transactions by deposit account. Use this report when you want transaction details, then edit down to just the information you need to share out.
How to Reconcile to Your Bank
How to Reconcile to Your Bank and Pull Gross Reports (~3 min)
-Learn how to pull a Gross Report by Date, by Deposit Account and more.
How to Pull a Gross Report by Date (for RevTrak users) (~3 min)
(Note: This report is often pulled in conjunction with 'Finance by Account Code Report' noted in the 'How to Reconcile to Your General Ledger')
How to Pull a Bank Settlement Report (for CXP users) (~4 min)
How to Pull Reconciliation Reports (for CXP users) (~4 min)
-Learn how to pull the reports you need using CXP.
How to Reconcile a Bank Deposit (~4 min)
How to Reconcile to Your 3rd Party Integrations
How to Reconcile to Your 3rd Party Integrations (~4 min)
-Including your SIS and any other integrations your district may be using
Part 3: Additional Resources (15 min)
- How to Submit an Item Build Request (~6 min): Need more help creating an item in Web Store? See this video on how to submit a Build Request form.
- Parent Communication Kit (in English and Spanish): Get the word out to your parents that you are using Vanco’s products with our communication templates.
- Common Fall Fees: Prepare for fall with this Fall Fees checklist.
- Cashless Campus Checklist: Have you gotten all your school fees in RevTrak? See this checklist for more ideas.
- The 105 Point K-12 School Audit Checklist: Get ready for audit season with our helpful guide.
- Budgeting in Education: Comprehensive Guide: Preparing for your next school budget? Use our template to help you.
Need more help simplifying procedures and creating a cashless campus? Want to collect registrations or sell event tickets online? Connect with your Account Manager to see how Vanco can help here.