Overview

Bulk Fee Import allows districts to automatically create or delete items and associated student fee attachments in bulk, sync fees from any third-party system into SchoolCash, and reduce manual data entry while improving accuracy.


Before you begin


  • This feature is a paid Add On. If your district is interested in learning more, District Administrators should contact their Account Manager (AM, previously known as CSM).
  • This process is intended for district administrators who want to automate the import of student fees and fines into SchoolCash Accounting (SCA) or SchoolFunds Online (SFO) using CSV files via SFTP.
  • Once set up, third-party systems can sync fees on an ongoing basis directly into the SchoolCash Catalog (SCC) and District Catalog using a standardized CSV template.


Benefits

  • Saves time for districts and KEV staff.
  • Improves data accuracy and timeliness.

Steps

Access the Fee Import Setup page

To make sure imported fees are posted in the right category and GL account, you must first configure how the fees should be imported. You can do this through the Fee Import Setup module in SchoolCash Catalog.

  1. For SCA districts, select CATALOG in the left-side navigation menu to access the SchoolCash Catalog.
  2. For SFO districts, select SCHOOL STORE in the top navigation menu, then select CATALOG in the drop-down menu to access the SchoolCash Catalog.
  3. Select the DISTRICT heading in the top navigation menu.
  4. Select Fee Import Setup in the drop-down menu.
  5. The Fee Importpage is displayed.
    • If Destiny is integrated, there are two subheadings: DESTINY FEES and BULK FEE IMPORT. DESTINY FEES is the default page.
    • If Destiny is not integrated, there are no subheadings and BULK FEE IMPORT is the default page.
    • Destiny fees can run independently of bulk imported fees and should not be imported using the Bulk Fee Import feature.

Add and configure a fee type

  1. Select +New Configuration.
  2. Select the edit pencil icon next to Select a Fee Type.
  3. In the popup:
    1. Select ADD NEW FEE TYPE.
    2. Enter a title, then select Save.
  4. Note: The fee type should be exactly the same as the fee type in your third-party system so the data transitions smoothly.
  5. Select the new fee type from the drop-down list.
  6. Select individual schools, or use bulk filters such as Elementary and Secondary.
  7. Once schools are selected, the related bank account or accounts are displayed under Bank Account(s).
    1. If a school has more than one bank account, select the correct bank account for the fee type.
  8. Complete the accounting fields for the selected schools.
    1. SCA districts: Select Category Name, Category #, GL Codes, and Object Code.
    2. SFO districts: Select Account Name, Account #, Category, and Event Code.
  9. Choose how the fee is attached:
    • Required - the item stays on the student account until it is paid.
    • Optional - the item expires and disappears if it is unpaid.
  10. Select SAVE CHANGES to finalize the configuration.

Manage fee types

This section covers how to view, edit, and delete existing fee types.

View fee types

Fee types are displayed on the Bulk Fee Import main page.

Edit fee types

  1. Select the pencil icon next to the fee type you want to edit.
  2. Make your changes, then select Save Changes.
  • Note: Changes apply to future imports only. Existing items remain unchanged.
  • Tip: Avoid major name changes to fee types, such as changing After Care to Technology, because this can disrupt data mapping and reporting.

Delete fee types

Deleting a fee type affects future imports only.

  • It prevents future items and attachments from being imported using that fee type ID.
  • It does not affect existing items that have already been imported into SchoolCash.
  • Deleted fee types no longer appear in the SchoolCash Catalog filter.
  1. To delete a fee type, select the edit pencil icon next to the fee type.
  2. Select the edit pencil icon next to the fee type drop-down menu to open Manage Fee Types.
  3. In the Manage Fee Types popup, select the trash can icon on the right side of the fee type.
  4. When the confirmation popup appears, select Delete to confirm the deletion or CANCEL to cancel the action.

Note: Deleting a fee type removes its existing configuration and prevents any future imports associated with it. However, items that have already been imported remain unaffected.

Delete fee type configurations

If you want to remove a fee type configuration from the Bulk Fee Import main page, but do not want to delete the fee type entirely, use the configuration delete option instead.

  1. Select the trash icon next to the fee type configuration record on the main page.
  2. When the confirmation popup appears, select YES.
  • This action removes the configuration from the interface, but items with that fee type will still be imported if they are referenced in future files.

Check out the video below:

Import bulk fees into SchoolCash

IMPORTANT

Fee Types need to be configured and saved in SchoolCash first BEFORE submitting a CSV file to be imported. Refer to the fee type configuration steps above.

If the file is imported before the Fee Types are configured, items will not be created and attached.


  • KEV configures the time frequency for files in the SFTP folder to be imported into SchoolCash, such as daily or weekly. Files are processed based on a schedule, such as nightly.
  • Prepare and place a CSV file into your district's assigned SFTP folder to be imported into SchoolCash. The SFTP folder is set up by KEV.
  • Use the Bulk Fee Import template supplied for this process.

There are two file types.

Mass file

  • The district provides all records and attachments each time, without specifying actions and without the Status column.
  • For mass file imports, the system compares the latest import against existing records and:
    • Updates existing items and attachments if there are changes.
    • Creates new items and attachments if they do not already exist.
    • Deletes attachments that were previously present but are now missing from the latest import.
    • Leaves unchanged any attachments that remain the same between the current and previous imports.
  • Mass files must be sent in their entirety each time. Otherwise, missing records are treated as deleted.
  • The file name for mass or all-record imports must begin with mass_. This naming convention is not case sensitive.
Note

Use of Mass files is generally discouraged unless absolutely necessary. Because Mass files require the entire dataset to be submitted each time, any missing records are treated as deletions, which increases the risk of accidental data loss. Districts should consider using Delta files instead, because they are safer and more efficient for incremental updates.


Delta file

  • The district provides a CSV file containing only the records that need to be updated and the type of action to be executed.
  • Delta files support the following actions:
    • Add a new record.
    • Update an existing record.
    • Delete a record.
  • The district can alternate between using Mass and Delta files.

Import file level specifications

  • The file name for mass or all-record imports must begin with mass_.
  • File headers are required as defined in the Bulk Fee Import template.
  • There is no restriction on case sensitivity.
  • Accepted delimiter: ,
  • File size: no restrictions.
  • Number of rows: no restrictions.
  • Accepted data types for values:
    • Only text and number values are supported.
    • HTML content in fields, such as descriptions, is not supported.

What happens during import

  • Imported files are picked up during scheduled import jobs. Nightly import is recommended.
  • SchoolCash validates file structure and data before processing.
  • Imported files automatically create items and attachments in the SchoolCash Catalog and or District Catalog based on the data in the file and the fee types already created in SchoolCash Catalog.
  • If separate files are submitted for each school, the files are processed school by school and not simultaneously.

Imported fees in SchoolCash Catalog

  • Bulk imported fees appear on the Manage Items page and cannot be filtered.
  • All items that fall under a selected fee type are displayed.
  • The item name is the same as the item name in the Bulk Fee Import file.

Imported fees and Point of Sale

  • Items that were created in SchoolCash Catalog and District Catalog using the Bulk Fee Import feature should be purchased using SchoolCash Register for in-person payments.
  • These items are attached to one or more students and can be checked out using a POS device when the transaction is initiated in SchoolCash Register.

Imported fees in SchoolCash Register

  • The item appears in the assigned student's list of items.
  • The item name is the same as the item name in the Bulk Fee Import file.

Imported fees in SchoolCash Online

  • The item name is the same as the item name in the Bulk Fee Import file.
  • A notification email is triggered and sent to the parent or guardian when the item is attached to a student.
  • The email subject is SchoolCash: Bulk Fee Import Notification.

Outcome

You can configure fee types, map them correctly for SCA or SFO, manage existing fee types, and submit properly structured CSV files through SFTP so fees can be created and attached in SchoolCash.

Troubleshooting

  • Items are not created or attached after import - Make sure the fee types were configured and saved in SchoolCash before the CSV file was submitted.
  • Imported data maps incorrectly - Make sure the fee type name exactly matches the fee type in your third-party system.
  • Records are unexpectedly removed after a mass import - Make sure the mass file includes the full dataset each time, because omitted records are treated as deleted.
  • You need to remove a configuration but keep the fee type available for future imports - Delete the fee type configuration record from the main page instead of deleting the fee type itself.