Introduction

This guide explains how to attach students to an item in the SchoolCash Catalog. Attaching students is necessary after an item has been created so that it becomes available for payment in SchoolCash Online or SchoolCash Register.

Note: Items marked as Public Facing do not require student attachment. An item can be attached as either Optional or Required.

TABLE OF CONTENTS

Item Management Features

Item creation, when a cost varies, is a two-step process. First, create the item in SchoolCash Catalog. Then, attach it to the required students and establish the cost.

Catalog Home Page

SchoolCash Catalog Figure 1 – Catalog Home Page

How to Attach Students to an Item

Step One: View Items

  1. From the Main Menu, navigate to the My School Store group.
  2. Click on SchoolCash Catalog.
  3. Click the Items tab and select View Items.

Items Tab Drop-down - View Items

SchoolCash Catalog Figure 2 – Items Tab Drop-down - View Items

Step Two: Select and Attach Item

  1. In the View Items window, select the item you wish to attach to students.
  2. Click on the Attach button located next to the item.

List of Items Display

SchoolCash Catalog Figure 3 – List of Items Display

Attachment Selections

After clicking Attach, you are prompted to select how you want to attach the item to students.

A.Status FilterDefaults to Active Filter Options: All, Active, Expired, Deleted, Not Attached, Do Not Include
B.School Year FilterCategories, Draft Defaults to Current School Year Filter will display a list of previous school years, with School Cash Catalog items
C.SearchAllows User to perform a search for a specific item. A Wild Card field, where user may enter partial search information.
D.Item NameItems appear in entry order, but may be sorted alphabetically, or by selecting the Item Name header
E.AttachAllows User to Attach students to selected item


SchoolCash Catalog Figure 4 – Attachment Options

Choose whether to attach the item as Optional or Required, and select the group of students:

  • All Students
  • Grade
  • Course
  • Homeroom
  • Group
  • Individual Students

Attaching to All Students

  1. Select All Students in the attachment options.
  2. Click on Attach Students.
  3. From View Items screen, search for Item requiring a student attachment, using the Wild Card Search field, select from the Item Name list.
  4. Selecting each item displays an information panel on the right side of the screen. Reference the Students Attached value to see how many students have been attached. For example, if zero is displayed, then this may be an item that may require a student attachment.


Attaching by Grade

  1. Select Grade in the attachment options.
  2. Choose the required grade(s) from the list.
  3. Click on Attach Students.
  4. Select the Attach button.

    The Student Attachment screen appears.

Attaching by Course

  1. Select Course in the attachment options.
  2. Choose the required course(s) from the list.
  3. Enter an Effective Cut-Off Date if applicable.
  4. Click on Attach Students.

Attaching by Course

Attaching by Homeroom

  1. Select Homeroom in the attachment options.
  2. Choose the required homeroom(s) from the list.
  3. Click on Attach Students.
  4. Is the item purchase Optional, Recommended or Required?
    1. Optional gives the guardian the option to purchase the item. Once the item expires, the guardian does not see this item online to purchase, i.e., yearbook.
    2. Select Optional to have the opportunity of selecting Recommend the item on School Cash Online, which gives the guardian the option to purchase the item. Once the item expires, the guardian no longer sees this item online to purchase, i.e., agenda.
    3. Required indicates to the guardian that they are required to purchase. Once the item expires, the guardian sees this item online as Overdue, for example, a registration fee.
  5. Select students who have the opportunity to purchase the item, by choosing one of the following Attach Item To selections. Student information is uploaded routinely from the district's Student Information System.
    1. All Students – Perfect for items, such as, yearbooks, registration fees, etc.
    2. Grade – Perfect for graduation tickets only assigned to Grade 12 students.
    3. Course – Perfect for items attached to specific courses, uploaded from Student Information System, i.e., lab fees for specific Chemistry courses.
    4. Homeroom – Perfect for field trips for specific homerooms, uploaded from Student Information System.
    5. Group – A group is created through Group Management, or through Excel and uploaded, for items to be assigned to a specific group, such as the football team, choir, etc.
    6. Individual Student – Perfect when attaching an item to a specific student(s), i.e., parking tickets.
  6.  Once the Student Attachment has been selected, an option is available to View Selected Students or select the option to Attach Students. View Selected Students displays a list of the students in the selected student attachment. This option is useful to review the students or to detach a student.

  7. The system returns to the View Itemsscreen upon student attachment.
    1. The Students Attached number updates.
    2. The system also publishes the item to School Cash Online for guardians to make a payment online.
    3. The item also appears in School Cash Register for any in-school payments.

Attaching by Group

To attach an item to a specific group of students, you must first create and import the group list:

  1. Create the group list in Excel and save it as a CSV file.
  2. Upload the group CSV file to SchoolCash Catalog using the Group Import tab.
  3. Select Group in the attachment options.
  4. Choose the required group from the list.
  5. Click on Attach Students.

Attaching Individual Students

  1. Select Individual Students in the attachment options.
  2. Use the search and filter options to find the students.
  3. Select the students by checking the boxes next to their names.
  4. Click on Attach Selected Students.

Managing Attachments

After attaching students to an item, you may need to edit or delete attachments. This can be done through the Manage Attachments option.

Detaching a Student

  1. Go to the View Items tab and select the item.
  2. Click on Manage Attachments.
  3. Click on Edit next to the attachment.
  4. Select the student from the Attached list.
  5. Click the Detach arrow to move the student to the Detached list.
  6. Click on Save to confirm the changes.

Deleting an Attachment

  1. Go to the View Items tab and select the item.
  2. Click on Manage Attachments.
  3. Click on Delete next to the attachment you wish to remove.
  4. Confirm the deletion when prompted.
  5. If necessary, create a new attachment with the correct parameters.

FAQ

Q: Can I change an attachment from 'Optional' to 'Required'?

A: No, you need to delete the existing attachment and create a new one with the desired setting.

Q: Do new students get automatically attached to items?

A: Yes, new students are automatically attached to active items based on the attachment criteria.

Q: Why isn't my item auto-attaching to new students?

A: The item may have expired. Check and update the item's end date if necessary.

Where to Next?