Overview 

This online guide is Step 2 of 5 for preparing and working with multiple-year SchoolCash Catalogs in SchoolFunds Online. In this step, you work with two catalog years, create next-year items, review student count data and register year filtering, and copy items from one year to another.


Before you begin


  • The current school year is the default until the SchoolCash Catalog rollover has been completed.
  • If your catalog school year has not rolled at the time of copying an item, attachment options are limited.
  • Districts uploading mass student files using Black Box that want pre-registered students available after the next year’s SchoolCash Catalog is created must upload a Pre-registration file in addition to the mass and scheduling files.


Steps

Review item creation in the next school year

  1. Open SchoolCash Catalog.
  2. Review the School Year drop-down and select the next school year, which is the year you want to work in.
  3. Build items for the next school year as needed. The current school year remains the default, but the school user can select the next school year to build items.
  4. If needed, copy items from the current school year to the new school year catalog, but review and complete all revisions before using the copied item.
  5. Users can attach to a next-year item by the following attachment types: All Students, Grade, Group, and Individual Students.
    • Note that Course and Homeroom will be available only once the SchoolCash Catalog school year is rolled and the system receives the new student information, mass, and scheduling files.

Review pre-registration and student data requirements

Districts uploading mass student files using Black Box that are interested in making pre-registered students available in the system after the next year’s SchoolCash Catalog is created must upload a Pre-registration file in addition to the mass and scheduling files.

The pre-registration specification documentation can also be found on the Knowledge Base. For district and school users with access to the Knowledge Base, the link is Pre-Registration Requirement Docs for Multiple Year Catalog.

For API districts transmitting student data through API, note that they will not be able to provide pre-registration data.

Copy an item from one year to another

  1. From Main Menu > School Store > List of Items, choose Status All.
  2. Select the School Year of the original item to be copied.
  3. Choose the item name.
  4. Select Copy.
  5. Remember to review Item Information and revise where applicable, including Item Name, Start Date, End Date, Due Date, Description, Base Item Cost, Option/Choice Information, and Costs.
  6. Select a save option, for example Save and Attach or Save and Copy.
  7. If your catalog school year has not rolled at the time of copying the item, you will only be able to attach by All Students, Grade, Group, or Individual Students.
    • Additionally, depending on your Student Information System, you may or may not be able to attach entry-level grades, for example Pre-K, JK, Grade 6, or Grade 9.
  8. Attaching by Course or Homeroom will only be possible once your school year has been rolled or if your school has the multiple years option activated.
    • If you need to attach by Course, Homeroom, or entry-level grades, set yourself a reminder to attach students once the new SchoolCash Catalog school year is available.

Outcome

You can now create next-year items, review student count impacts, understand register year filtering, and copy items from one school year to another in a multiple-year SchoolCash Catalog. Continue to Managing Catalog Banners and Anomalies in SchoolFunds Online - Step 3 of 5.

Troubleshooting

  • The wrong catalog year is selected - Review the School Year drop-down before building or copying items.
  • Course or Homeroom attachments are not available - These are only available once the SchoolCash Catalog school year is rolled and the system receives the new student information, mass, and scheduling files.
  • A copied item is not ready to use - Review and update all copied fields before saving and attaching the item.
  • Pre-registered students are not available - For districts using Black Box, confirm that a Pre-registration file was uploaded in addition to the mass and scheduling files.

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