SchoolCash Support Portal

Schools have students who move from your school to another within your district end of year and some throughout the school year. Often those students owe fees at your school for items attached to them as required. 

An attachment is required when an:

• Item is attached originally as a required item during the attachment step.
• Optional or required item is attached in the SchoolCash Register.
• Optional item is partially paid in the SchoolCash Register.

These unpaid items appear on the SchoolCash Online student’s tab as an ‘overdue’ fee, while they are with your school. 

Once the student leaves your school, the student becomes inactive. To help schools collect outstanding fees easily, the program has an ‘Outstanding Required Fees for Inactive Students’ feature. 

If the item is duplicated and both attached as required, the ‘Outstanding Required Fees for Inactive Students’ feature will now display both items as required on the parent/guardian’s SchoolCash Online student tab.

Best Practice: Preparation for End of School Year

The recommendation is to review required items and determine if they should remain as a commitment to the student. The Knowledge Base article can be found here.

As a best practice, it is suggested this process be followed when students leave your school mid-year, as well as continue to be part of the year end SchoolCash Catalog rollover preparation.

It is important to review all items to determine if the school truly wishes to collect the year’s outstanding fees beyond the school year. 

To learn more about the ‘Outstanding Fees for Inactive Students’ functionality, click here.

To learn how to determine if an item has a required attachment, run the item export report and review the information provided, watch this short video.

Once it is established as to which items have attached required items, decisions must then follow. 

1. Commitment is to remain attached as a commitment

Nothing further is required of the school. The commitment will remain until it is either removed or it is paid.

2. Outstanding commitment is no longer required

Removal of a required attachment commitment can be accomplished within the SchoolCash Catalog View Items by selecting Manage Attachments.

To learn how to change required items to optional using Manage Attachments functionality, review one of these articles:

For schools using SchoolFunds Online (SFO), click here to learn more.
For schools using SchoolCash Accounting (SCA), click here 

Or Watch this short video.

The Close Out of the SchoolCash Register is a regular process for schools using the individual payments. The frequency is the policy determined by the district and school.

If individual payments have been entered in the SchoolCash Register, and you have not completed a close out, now is the time!

Are you looking to become more familiar with the SchoolCash Register Close Out process?

Learn More, select this link for the step-by-step process written article, including:

• What to do if the close out doesn’t balance
  1. There is an amount in either Step 3 ‘Over’ or ‘Under’ fields
• How to modify a payment
  1. Modification Tab - Correcting an Incorrect Payment Type article
  2. Register Modification document
• How to process a SchoolCash Register refund
  1. Article
  2. Video 

Tickets with variable prices and a venue with limited capacity

Yearbook item

Graduation item

Spring Student Activity Fee

Event Item (Prom or Formal)

AP Exam Item

• How to Create a Basic Field Trip (with no options)
  
  
• How to Create a Field Trip Items with Options
• How to Create an Item in Three Steps
• Using Templates for Item Creation with District Compliance Guideline

Intermediate Level Reports

• New to Role: Essential Training Resources for School Staff

• This link provides information on ‘Where do You Start?’ and ‘How to Communicate with Your Staff and Families.’

SchoolCash Accounting

Comments are not required but are often entered for **partial, void, or waived fee payments** in the **SchoolCash Register**. The comments entry field appears in the **Checkout** window.

**Where can comments be viewed? Can parents see comments?**

Comments can be viewed in various places, such as:

• SchoolCash Register
  1. Close Out Report
     • Sales Activity Summary by Student section
  2. Payment History Details
     • Select the underlined item name
  3. Statement – provided to parents
     • Printed at time of purchase or for students leaving the school.
     • May also be printed for an entire grade moving to the next level in the district (e.g., middle school to high school).
  4. Receipts – provided to parents
     • Available on the two-part receipt provided upon purchase tender selection.
• SchoolCash Catalog
  1. Account/Category Report

The **SchoolCash Register Refunds** window has an entry field titled **"Reason"**. Entries in this field will appear on the same documents as those entered in the **"Comments"** field.