Getting Started AIMsi and Tri-tech

1. Your School or Super Admin ID with TZ (ask us to help questions@teacherzone.com)
2. They'll want your School/Store (superadmin for multiple locations) username and pw

After you've connected you'll paste the API KEY and your Tri-Tech Login Credentials in TeacherZone under your School account (you can just pick your biggest location if you are multiple and it'll carry to all).

**One of our customers put together this list to help you better navigate the integration process...

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 showed me a trick in AIM to find whether or not payments had been pulled into the API but were not pulled into AIM from TeacherZone due to either an account error or a link mismatch. It requires admin privileges, but it is menu driven.

In AIM, click: Admin>Utilities>Run Off Menu Program

In the box field that appears, type exactly (case sensitive): TeacherZonePaymentsTest

Click OK and then in the window that appears, set a date span and click Select.

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|)

Any custom payment types must be entered into that field in the Active-e setup as well. I am exploring a way to utilize this for store giftcards that would have a balance in AIM and then be used to credit lesson balances in TeacherZone...more to come on this.

In the Active-e setup (Maintenance>Active-e>Active-e Setup>Active-e TeacherZone), the “Enable Active-e TeacherZone” must be checked. The User Name 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. I was 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. That’s why I did it one month at a time. My issue was only 18ish months. Could you imagine 4 years of backlogged payments?

Why clear the backlogged payments? What if, 4 years from now, someone clicks that TeacherZone Payments button and AIM decides it can finally link them to an account. This drops the payments from whatever date they posted onto the CURRENT DAY’S LEDGER. Accountants are twitchy enough without this happening, so my advice is to just clear them all out and then show the accountant how to pull the payments in. Ledger creation is not for the faint of heart...you’ve been warned.

Each customer account that generates a new payment and DOES NOT exist in AIM must be either matched or created so the payment from TeacherZone can be matched to a customer account. That process is detailed in the current FAQ and works. But it sucks and is VERY tedious if not set up this way from the beginning because they cannot be done in batches. This means:

1. Modules>Customer>Link TeacherZone Customers (Oh crap! I hit the Teacher Zone Payments button and pulled in 15,000 payments from 3 years ago through today...see above...I told you so.)
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. 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 point, you should see all of the payments from TeacherZone that are linked to this customer account. If you do not, go back up to the “This was the kicker” section and follow those steps. Once those rogue payments are brought in you can check to see this by scrolling to the bottom. Every payment will be entered chronologically unless they were unmatched and had to be pulled in after the fact. This makes checking them much easier. Then you can sort by date or however. Clicking the individual payment will give you a description of what it was for in TeacherZone.

DAILY -  I open Modules>Customer>Link TeacherZone Customers to ensure that I keep the payments linked and matched. Brand new students who have had their first bill will show up here and need to be attached to an AIM customer account.