Tri-Tech/AIMsi
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      Getting Started With the AIMsi and Tri-Tech Integration

      An in-depth explanation of the AIMsi and Tri-Tech integration feature in TeacherZone.

      First, checkout the overview article of this integration linked below:

      Note: Here's an overview of the integration: Overview AIMsi & Tri-Tech Integration

      Here's what you'll need for this integration: 
      1. Your school or super admin ID with TeacherZone (if you need assistance gathering this information, contact us at questions@teacherzone.com)
      2. Tri-Tech will want your school/store (or, if you have multiple locations, the super admin) username and password

      Once the connection is established, you will need to input the API KEY and your Tri-Tech login credentials into TeacherZone under your school admin account. If you have multiple locations, you can simply choose your main location, and the information will be applied to all locations:

      After pasting, all matching students/parents will be connected, and a Tri-Tech number will be displayed on the students. If this does not occur, please reach out to us at support@teacherzone.com for assistance with troubleshooting.

      Note: Any students/parents that don't have a tritech number after that will show in AIMsi with their mapping utility: Tri-tech/AIMsi mapping utility inside POS

       

      The troubleshooting of this integration requires a few people on hand:

      1. Someone with knowledge and admin privileges in TeacherZone in order to check account linking
      2. Someone with knowledge of AIM and the active-e setup admin privileges
      3. Someone in the accounting department that can check the ledger from AIM and compare it to the payment reports from TeacherZone to track down customer accounts that are either not linked correctly or are possibly duplicated.

      TriTech demonstrated a helpful method in AIM to determine if payments were retrieved through the API but not transferred into AIM from TeacherZone. This process, which is menu-driven and requires admin privileges, helps identify any account errors or link mismatches that may have occurred:

      1. In AIM, click: Admin > Utilities > Run Off Menu Program
      2. In the box field that appears, type this next piece exactly (case sensitive): TeacherZonePaymentsTest
      3. Click "OK" and then in the window that appears, set a date span and click "select":
        1. This will pull up a window that is sortable. The purpose of this check is to ensure that all of the payment types listed in the FAQ are actually being read by AIM from what TeacherZone provides. (CASH|CHECK|TZCC|TZACH|TZ PAY|)

      Make sure to input any custom payment types into the designated field in the Active-e setup. We are currently investigating a method to incorporate store gift cards with balances in AIM to offset lesson charges in TeacherZone. Stay tuned for more updates on this exciting development.

       

      Note: The following information was provided by a knowledgeable TeacherZone client experienced in navigating Tri-Tech and AIMsi.

      • In the Active-e setup (Maintenance > Active-e > Active-e Setup > Active-e TeacherZone), the “Enable Active-e TeacherZone” must be checked.
        • The username and password needs to match the highest superadmin account access so it can see every school and subsequent payments.
      • This was the kicker: 
        • In the middle of the screen it says “Last Update”. This date changes every time someone clicks “TeacherZone Payments” from the Modules > Customer menu. If, for whatever reason, payments are missing simply click Change and change the date to BEFORE the date that payment posted. We were able to backtrack and effectively clear the queue of payments from April, 2020 - November, 2021 by simply backing up one month at a time and pulling them in. This missing payment would be a payment in the report from TeacherZone that is not pulled into AIM. Be careful with this because any payment made through TeacherZone will be logged as visible to AIM. 
      • Why clear the backlogged payments? 
        • Imagine if, four years down the line, someone decides to click on that TeacherZone Payments button, and AIM magically connects them to an account. This action would shift the payments from their original posting date to the current day's ledger. Accountants already have enough on their plate, so we recommend clearing out any backlogged payments and guiding the accountant on how to bring them in. Creating ledgers can be quite daunting, so consider yourself forewarned.

       

      For any customer account generating a new payment that does not already exist in AIM, it is crucial to either match or create the account to ensure seamless payment matching from TeacherZone. This process, outlined in the current FAQ, may be a bit tedious if not set up initially, as it cannot be done in batches. This means:

      1. Modules > Customer > Link TeacherZone Customers (Oops! Accidentally triggered the Teacher Zone Payments button and brought in 15,000 payments from 3 years ago until today...as mentioned earlier...lesson learned.)
      2. Click the customer name from TeacherZone (checkmarks in the box indicate this is the parent account, no checkmarks student account)
      3. Click link
      4. Match (something matches in the account info), Find (nothing matches but you know this parent bought reeds last month), Create (this is a new student and not in the system at all)
      5. Member ID on the left is TeacherZone and TTS CustomerNumber on the right is TriTech Account number

      Best case scenario: Parent is a customer already in AIM: 

      1. Create the student 
      2. Pull in the parent from TriTech (must have superadmin access for this)
      3. Add the student to the parent
      4. Sync the student (must have superadmin access for this)
      5. Verify in AIM the student is listed as a dependent
      6. Same process for pulling in a Student from TriTech (must have superadmin access for this)

       

      Recon

      1. Account now exists in AIM...to TeacherZone and search the parent account.
      2. No parent account - Pull from TriTech to create and add the student, then click save
      3. Edit Student - click sync box and click save

      Verify 

      1. Note the TriTech customer number in TeacherZone and search customer history (Modules > Customer > Customer History) using the TriTech account number.
      2. Right click the customer and then "Edit Customer"
      3. Check the 'Dependents" tab at the top (#9) and make sure the students are listed
      4. Click Save and then click Exit
      5. Double click the account name
      6. Change the 2nd drop down to Invoices and Click GO
      7. Change the 1st drop down to Paid Invoices

      At this stage, you will be able to view all the payments linked to this customer account from TeacherZone. If you are unable to see them, refer back to the “This was the kicker” section and follow the outlined steps. Once these outstanding payments are successfully imported, you can easily review them by scrolling to the bottom. Each payment will be logged in chronological order unless they were unmatched and had to be manually brought in later. This simplifies the process of checking them. You can then organize them by date or any other preferred method. By clicking on individual payments, you can access a description of what each payment was for in TeacherZone.

       

      OUR DAILY RECOMMENDATION -  Access the Modules > Customer > Link TeacherZone Customers feature to guarantee that payments remain linked and matched. New students who have received their first bill will appear here and must be connected to an AIM customer account.