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This article provides step-by-step instructions on how to create an AP exam fee item using a template. The process involves reviewing and revising details such as the subject, date, and cost, configuring financial settings, availability options, and setting start and end dates. Previewing the item before publishing ensures accuracy.


Setting Up the AP Exam Fee

The AP exam fee item is created using a template that includes placeholder text for the AP subject. This placeholder must be removed and replaced with the actual subject.

  • Update the subject name by replacing the placeholder text.

    • Optionally, add the exam date. If the subject name is long, the second digit of the day may not display correctly.
  • The school year is automatically included in the template.
  • The fee amount will be visible to parents once the item is created.

Reviewing the Template Instructions

The template contains instructional text that must be reviewed and removed before publishing. Ensure the following:

  • All uppercase and bracketed text is replaced with accurate details.
  • The item description answers the five W’s: Who, What, Where, When, and Why.

  • The approved image in the template is used or replaced as needed.

  • The correct financial category or account is selected for revenue distribution.

Configuring Start and End Dates

Setting appropriate start and end dates ensures proper timing of email notifications and purchasing availability.

  • Choosing today’s date triggers email notifications to registered parents the next day.



    • Selecting a future start date delays email notifications until that date.
  • To allow weekend purchases, set the end date to the Sunday before the deadline.

  • An email reminder can be enabled to notify users who have not completed the purchase.

Setting Student and Seat Limits

Configuring purchase and seat limits ensures that exam registrations are managed effectively.

  • The default limit per student should remain at one since each student should only purchase one exam seat.

  • If the exam has a limited number of seats, enable the limit quantity toggle and enter the maximum capacity.
  • If the exam is available to students not registered with School Cash Online, make it unlisted and provide a direct fee link.

Previewing and Publishing the Item


Before attaching and publishing, preview the item to confirm that:

  • All uppercase and bracketed text has been replaced.
  • The description flows correctly and provides all necessary details.
  • The cost is displayed as expected.

Once the preview is confirmed:

  • Select Save to store the item for later.
  • Use Save and Copy to create multiple AP exam fee items for different subjects.
  • Choose Save and Attach to finalize the item and make it available to students.

Troubleshooting and Final Checks

If a required field is missing, such as the start or end date, the system will display an error message. Ensure all mandatory fields are completed before proceeding.

Following these steps ensures that the AP exam fee is correctly set up, published, and available for students to purchase.