SOP-UNISUITE
UniSuite ORC (Online Receipt Counter) Module Technical Guidelines
Purpose:
UniSuite ORC serves as an online receipt collection portal designed to streamline the process of online payment collection and receipt generation for educational institutions, including universities and colleges.
User Responsibility (Level 1):
Users are responsible for managing online fee collection processes, including tracking transactions, generating receipts, and ensuring accuracy in financial records.
Procedure:
1. Transaction Management:
Access the UniSuite ORC module from the dashboard.
Monitor online fee collection transactions in real-time.
Track payment statuses and confirmations.
Manage failed transactions or half-done transactions promptly.
Monitor online fee collection transactions in real-time.
Track payment statuses and confirmations.
Manage failed transactions or half-done transactions promptly.
2. Receipt Generation:
Generate digital receipts for successful online payments.
Ensure receipt details are accurate and comply with institutional policies.
Ensure receipt details are accurate and comply with institutional policies.
3. Integration and Reconciliation:
Integrate UniSuite ORC with other institutional systems, such as admission portals and exam fee collection platforms.
Reconcile online fee collection data with financial records to ensure accuracy and consistency.
Reconcile online fee collection data with financial records to ensure accuracy and consistency.
Escalation (Level 2):
If users encounter challenges with transaction processing, receipt generation, or integration issues, they should escalate the matter to UniSuite's on-site support team for resolution.rvention.
Key Features:
Transaction Safety: UniSuite ORC incorporates mechanisms to monitor failed or incomplete transactions, ensuring timely resolution and receipt generation.
End-to-End Integration: The module seamlessly integrates with other institutional systems, facilitating efficient online fee collection and reconciliation processes.
Security Measures: UniSuite ORC prioritizes transaction security, implementing measures to prevent duplicate payments and unauthorized refunds.
End-to-End Integration: The module seamlessly integrates with other institutional systems, facilitating efficient online fee collection and reconciliation processes.
Security Measures: UniSuite ORC prioritizes transaction security, implementing measures to prevent duplicate payments and unauthorized refunds.
Reports Generated:
Receipt Confirmation Reports
Transaction Status Reports
Reconciliation Reports
UniSuite ORC empowers users to efficiently manage online fee collection processes, ensuring accuracy, transparency, and security in financial transactions within educational institutions. Users can rely on UniSuite's on-site support team for assistance with technical issues or advanced requirements related to the ORC module
Transaction Status Reports
Reconciliation Reports
UniSuite ORC empowers users to efficiently manage online fee collection processes, ensuring accuracy, transparency, and security in financial transactions within educational institutions. Users can rely on UniSuite's on-site support team for assistance with technical issues or advanced requirements related to the ORC module
Department Module
Purpose:
To generate and send ORC payment links to student to pay the fees through ORC portal.User Responsibility (Level 1):
User are responsible for entering write payee details and Budget head information, Ensuring accuracy and completeness.Procedure:
1) Access the department module from the UniSuite Dashboard2) Select respective fees type and enter required data to generate payment link.
3) Monitor status of payment from fees token desk to be updated.
4) Maintain proper documentation
Escalation (Level 2):
In case of discrepancies, users can seek assistance from UniSuite on-site support team Reports Generated: Receipts Generation, Department DCR.Process Flow ORC
A simplified process flow for the Online Receipt Counter (ORC) system in Unisuite finance and accounting software, from the perspective of end users like students, employees, vendors, and affiliated colleges:
1. User Registration and Login:
Users register with the system using their credentials (e.g., username and password).
Upon successful registration, users log in to the ORC system.
Upon successful registration, users log in to the ORC system.
2. Token Generation:
Users initiate a token generation request for specific purposes such as fee payment, expense reimbursement, etc.
They provide necessary details like student ID, department, purpose of payment, amount, etc.
The system generates a unique token/reference number for the transaction.
They provide necessary details like student ID, department, purpose of payment, amount, etc.
The system generates a unique token/reference number for the transaction.
3. Fee Payments:
Users proceed to make payments using various payment methods supported by the ORC system (e.g., online banking, credit/debit cards, etc.).
They enter the token/reference number generated earlier during the payment process for identification.
They enter the token/reference number generated earlier during the payment process for identification.
4. Receipt Generation:
After successful payment, the ORC system generates a digital receipt confirming the transaction.
The receipt includes details such as transaction ID, date and time, amount paid, purpose, payer details, etc.
Users can download or print the receipt for their records.
The receipt includes details such as transaction ID, date and time, amount paid, purpose, payer details, etc.
Users can download or print the receipt for their records.
5. Accounting Integration:
Transaction data including fees collected, expenses, etc., are automatically integrated into the accounting module of the Unisuite software.
This ensures real-time updates to financial records and ledger entries.
This ensures real-time updates to financial records and ledger entries.
6. Daily Collection Reports:
The ORC system compiles daily collection reports based on transactions processed within a given day.
Reports include details such as total revenue collected, breakdown by payment method, transaction summaries, etc.
These reports are accessible to authorized personnel for monitoring and analysis purposes.
Reports include details such as total revenue collected, breakdown by payment method, transaction summaries, etc.
These reports are accessible to authorized personnel for monitoring and analysis purposes.
7. Reconciliation and Audit:
The ORC system facilitates reconciliation processes by comparing transaction records with bank statements or other financial records.
Auditors can access transaction data and reports for auditing purposes to ensure compliance and accuracy.
Any discrepancies or irregularities can be flagged and investigated accordingly.
Auditors can access transaction data and reports for auditing purposes to ensure compliance and accuracy.
Any discrepancies or irregularities can be flagged and investigated accordingly.