Point of Sale
WSU receipts over $900 million per year in revenues through its central cashiering system. This system is often referred to as the Point of Sale or POS system, but, in fact, there are multiple point of sale systems in use across the University (examples include Micros in the dining centers and markets and Revel in Ferdinand’s). At the heart of the central cashiering system is CORE Business Technologies’ One-Step payment processing software. One-Step captures over-the-counter transactions at designated cashiering locations on the Pullman, Spokane, Tri-Cities and Vancouver campuses. CORE-built custom One-Step interfaces facilitate Cougar Card web payments and customer identification, balance presentment and real time update of customer accounts in the PeopleSoft Student Finance module.
In addition to over-the-counter payments, WSU collects a large number of web-payments through interfaces built and maintained by Enterprise Services Group (ESG)-Business Systems. These payments do not flow through One-Step software, but the data from these transactions is stored in the same database as the One-Step transactions. ESG-Business Systems built and maintains a secure University e-commerce platform upon which departmental applications that accept credit card payments can be developed. This platform (the Central Payment Site) automatically posts revenue from credit card sales to the University’s accounting system. There is an eCheck server, maintained by ESG-Business Services, that enables a student or parent to make tuition and fee payments directly from a designated domestic bank account. WSU’s tuition and housing credit card convenience program with ACI Worldwide/Official Payments (ACI/OPC) is facilitated by an ESG-Business Systems interface with the University Payment Page. This interface allows a student or parent to make online credit card payments for tuition, fees and housing that are processed by ACI/OPC. The combined revenue data from One-Step, Central Payment Site, eChecks and ACI Worldwide/Official Payments is sent to accounting each night.
In collaboration with Enterprise Services Group – Business Systems, Finance & Administration Information Systems, and University Receivables – Cashiering Services, Treasury Services supports 26 merchant accounts using WSU’s Central Payment Site and 24 One-Step POS workstations serving customers at 12 locations across the University. There are seven customer-facing cashiering locations on the Pullman campus, two on the Vancouver campus, two on the Spokane campus and one cashiering center on the Tri-Cities campus.
Support for One-Step payment processing and the POS database is outlined below:
| Support Service | Provided By |
|---|---|
| One-Step User Administration/Access | Treasury Services Finance & Administration Information Systems |
| Configuring transaction types for One-Step and or Central Payment Site (tran types) | Treasury Services |
| End of day revenue update to accounting | Treasury Services Enterprise Services Group-Business Systems |
| Resolving compatibility or operating issues with One-Step software and hardware | Finance & Administration Information Systems |
| Installing cashiering software and hardware | Finance & Administration Information Systems |
| One-Step training | University Receivables – Cashiering Services |
| POS interface to WSU accounting system | Enterprise Services Group-Business Systems |
| E-commerce integration with POS | Enterprise Services Group-Business Systems |
| Server administration | Information Technology Services |
| Network security | Information Technology Services |
FAQs
Please allow up to 5 working days for One-Step access to be granted.
A branch number is the 3-digit ID number that identifies the location of a given workstation or register and the merchant account number under which the workstation operates. All branch numbers for web-based branches begin with a 9 and associate the branch with a merchant account number so credit card transactions can be processed. For more information on merchant numbers, visit the e-Commerce website. A branch can have multiple workstations, but a workstation can be assigned to only one branch. A branch number is required when completing a Transaction Type Request Form and can be obtained by contacting the fi.treasury@wsu.edu.
A register number is the 3-digit ID number assigned to a workstation within a branch. You will need to provide your register number to the POS Administrator when requesting assistance with a transaction and/or a payfile. To locate your register number, open a payfile in One-Step if you do not already have one open. At the top of the screen, locate your name. Locate the string of numbers between brackets to the right of your name, for example [12345678-0]. Your register number is the three digits to the left of the dash. In our example, the register number would be 678.
Request a transaction type by completing a Request For Transaction Type form using the instructions on the form and submitting it to the POS Administrator by e-mail at pos.admin@wsu.edu.
If you want a specific fixed price associated with the transaction, please include that information in the “Description of Transaction” field.
A transaction can be associated with more than one budget/project. The transaction revenue can split based on fixed dollar amounts, or by percentages of the price if the price is variable. A transaction can also be associated with more than one branch, including both physical and web branches.
Please allow up 5 working days for the new transaction type to be added to the POS system. Please note that the budget/project in which the revenue will be recorded must already be set up in the accounting system.
Please refer to B.P.P.M. Policy 30.05 for information regarding establishing a new budget/project.
Source and sub source codes are numeric designations that identify types of revenue. The State of Washington, through its Office of Financial Management, assigns 3-digit source codes for state agency use. The University Controller’s Office assigns 2-digit sub source codes to further define a revenue type. The Controller’s Office can also assign a 3-digit source code if it is not in the State Administrative & Accounting Manual (SAAM) and there is not already a 3-digit source code in SAAM that the revenue type fits into.
Contact your Area Finance Officer (AFO). The most appropriate source/sub source coding can be determined using BALANCES.
The Controller’s Office will review the requested budget/project and source/sub source coding and make corrections as necessary. Any changes made during the review process will be communicated to requestor.
Changes can be made to the Transaction Type’s description field, budget/project and source/sub source coding and associated branch. This means you can use the same Transaction Type ID and/or description when changing the budget/project number for a new fiscal year.
If you have further questions, please contact the POS Administrator by e-mail at pos.admin@wsu.edu or by phone at (509) 335-2070.