Overview

This online guide is Step 5 of 6 for preparing and working with multiple-year SchoolCash Catalogs in SchoolCash Accounting. In this step, you review outstanding required fees before the automatic SchoolCash Catalog rollover.


Before you begin


  • Outstanding Required items attached to students will carry forward to the new year and continue to show as outstanding until paid.


Details

  • You must identify outstanding required items prior to SchoolCash Catalog rollover.
  • Outstanding Required items attached to students will carry forward to the new year and continue to show as outstanding until paid.
  • They will be displayed under the student’s items to those parents attached to the student in SchoolCash Online.
  • Review items before SchoolCash Catalog year-end rollover for items attached as Required.
  • This includes items with SchoolCash Catalog required attachments and items where an optional item was attached to student(s) in the SchoolCash Register using Add Additional Item, because the attachment changes to Required.

Steps

Identifying which items are attached as required

  1. From the Main Menu, go to SchoolCash Catalog.
  2. Select the View Items tab.
  3. Without selecting any items, select Export under the item filters to export item data to csv.
  4. From your Downloads folder, open the csv file.
  5. Review the Optional Students and Required Students columns, columns L and M respectively.
  6. Add a filter to the Required Students column.
  7. When filtering, remove the checkmarks beside 0 and (Blanks).
  8. Select OK. The filter selection results in items with all required attachments.
  9. Determine whether the school wants the required fee to remain as a commitment for next year for those who have not paid.
    1. If yes, no further action is required.
    2. If no, change the attachment through Manage Attachments from Required to either Optional or Recommended.
      1. From the Main Menu, go to SchoolCash Catalog.
      2. Select the school and item that need the attachment change.
      3. Select Manage Attachments.
      4. Under Attachments for this item, select the attachment.
      5. Next to Attach Item As, select either Optional or Recommended.
      6. Alternatively, move the students’ names of those who have not paid, without an asterisk, from the Attached column to the Detached column.

Reviewing items listed under both Optional and Required

  1. If an item has students noted under both Optional and Required columns in the csv file, columns L and M respectively, this situation most likely indicates that the item was added to students through the SchoolCash Register.
  2. Investigate that item and take action in the Register to waive it if the item is not paid.
    1. From the Main Menu, go to SchoolCash Register.
    2. Find the student in the Search list.
    3. Locate the required item under the student.
    4. Under Payment Action, select Waived Fee.
    5. Enter comments related to the waived fee, for example Incorrect attachment or Approved by Principal.
    6. Under the Checkout box in the bottom right corner of the screen, select Cash.
    7. Review the information, then select Confirm.

Finding how many students have required fees

  1. From the Main Menu, go to SchoolCash Catalog.
  2. Select Reports > Student Balance Report.
  3. Under Year Option, select Current Year.
  4. Under Item Option, select Required Items.
  5. Select Generate.
  6. Review the list of students that have funds owing for required items.

Outcome

You have reviewed outstanding required fees before the automatic SchoolCash Catalog rollover. You can now advance to Closing Out the SchoolCash Register for Catalog Rollover - Step 6 of 6.

Troubleshooting

  • Required items will carry forward to the new year - Review required attachments before rollover and update them through Manage Attachments if they should not remain as commitments.
  • An item appears under both Optional and Required - Review whether the item was added in the SchoolCash Register and take action in the register to waive it if the item is not paid.

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