Item Availability in SchoolCash allows users to better control when the item is available by specifying an “End Time”, as well as to communicate to parents a payment “Due Date” that must be earlier than the item “End Date”. Item Availability also controls what time the item is available by specifying a "Start Time".

 All times are the district's local time.

SchoolCash Catalog 

When creating or editing an item under Availability section:

  • The fields “Start Time” and “End Time” indicate when the item is available for purchase.
    • Should the item have a FUTURE START DATE, whether the item is attached as 'Required' or 'Optional', these items will not appear online until the start date.
    • CAVEATE TO NOTE:  Be aware IF the item is attached as REQUIRED, an item with a future date WILL BE AVAILABLE FOR PURCHASE IN THE SchoolCash Register (SCR), as soon as it is saved and attached. If your preference is to not make this available in the SCR, then do not attach until the day prior or day of.
  • Start Time is set to 00:00 and is a read only value.
  • End Time will default to 23:59 and is editable. 
  • The field “Due Date” is optional and indicates when the item payment is desired.
  • Items attached as Required – payment is outstanding, items will display as “Overdue” on SchoolCash Online after the “Due Date”, when entered.
    • The item will remain as overdue and available for payment after the “End Date”.
  • Items attached as Optional and Recommended – payment is outstanding, items will display as “Overdue” on SchoolCash Online after the “Due Date”, when entered.
    • The difference between a required and an optional/recommended item when payment is still outstanding after the end date is, the optional/recommended item will not be available for payment after the End Time of the “End Date”.

Figure 1:  Note: Start Time & End Time will be as per District's State/Province time-zone. Caveat: There may be a difference for Daylight Savings Time and if a State/Province have more than one time zone. 

Due Date for Attached Item

Is it useful to add a Due Date for a Public item, which is also attached to all students or a student group?

RESPONSE:

  • Yes, only when attached to student attachment, along with being made public
  • How do they each work?
    • STUDENT ATTACHMENT: A due date is designed to show the item as overdue for parents who have not paid online, which will work when it is attached as well as made public, as of 11:59 pm on the due date
    • Item will appear as overdue for those item is attached to, until the item expires (end date)
    • PUBLIC AVAILABILITY: However, the item will not appear as overdue for the public, it won't be there at all


Due Date for Unattached Item

Is it useful to add a Due Date for a Public Only item, not attached to all students or a student group?

RESPONSE:

  • If it is a Public Only item, a Due Date will remove the item from public view at 11:59 pm on the due date.
  • Public Only item will not show as overdue
  • Do not add a due date, rely on the end date

SchoolCash Express

When creating or editing an item:

  • The new field “Due Date” is optional and indicates when the item payment is desired.
  • Required outstanding items will display as “Overdue” on SchoolCash Online for the “Due Date” if selected. 
    • The item will be available for payment after the “End Date”.
  • Optional and Recommended outstanding items will display as “Overdue” on SchoolCash Online after the “Due Date” if selected. 
    • The item will be available for payment only until the End Time of the “End Date”.


SchoolCash Online

On Items page under Due Date column:

  • “End Date” and “End Time” will display.
  • “End Time” will display for values other than default value of 23:59. 


Figure 2:  Required items display as Required. 

  •  “Due Date” will display instead of “End Date” if selected. 
  • Required outstanding items will display with a status in red as “Overdue” on SchoolCash Online when a “Due Date” is selected. 
    • The item will be available for payment after the “End Date”.
  • Optional and Recommended outstanding items will display with a status in green as “Overdue” on SchoolCash Online when a “Due Date” is selected. 
    • The item will be available for payment only until the End Time of the “End Date”. 
  • “Due Date” will display instead of “End Date” if selected.
    (refer to Figure 3 & 4 - Field Trip Item)

Figure 3: Note: Optional and Recommended outstanding items will show “Overdue” in green. 

 

 Email Notifications

  • Email notifications for new attachments and reminders are modified to match the new functionality. “End Time” will display for values other than default value of 23:59.
     (refer to Figure 2 & 4 - Musical Night item)

Figure 4:  Field Trip End Time is not adjusted. Musical Night End Time has been changed to 20:00. 


NO Email Notification is sent considering the Due Date or End Date. Use the Reminder Email feature.