Overview

This online guide is Step 3 of 6 for preparing and working with multiple-year SchoolCash Catalogs. In this step, you review attachment rules for next-year items and work with pre-registration and student data requirements.


Before you begin


  • Only District Administrators can upload and work with pre-registration files.
  • 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 attaching an item, attachment options are limited.


Steps

Review attachment rules for next-year items once an item is created

  1. Open SchoolCash Catalog.
  2. Review the School Year drop-down and select the next school year you want to work in.
  3. Locate the item you want to attach students to. If you need to create the next-year item first, see Creating and Managing Items in Multiple-Year SchoolCash Catalogs - Step 2 of 6.
  4. Select the item, then select Attach on the right side of the screen.
  5. The next year's item may already have been created and Save and Attach may have been selected as the save option.
  6. You can attach next-year items using the following attachment types: All Students, Grade, Group, and Individual Studentsonly.
    1. Note that Course and Homeroom are only available once the SchoolCash Catalog school year is rolled and the system receives the new student information, including both mass and scheduling files.
    2. If you need to attach by Course or Homeroom, set yourself a reminder to attach students once the new SchoolCash Catalog school year is available. The course and homeroom data will be updated to reflect the new school year.
    3. Items can be attached to the entry-level grades prior to the catalog rolling. Students will appear if a pre-registration file is received. Otherwise, students will not appear in the next year's student file until next year’s student information file is received and they become active.

Review SchoolCash Register year filtering for additional items

  1. SchoolCash Register includes a filter for the SchoolCash Catalog year when selecting the Add additional item option.
  2. When prompted to select the school year the item belongs to, choose Current Year or Next Year, then select Save.
  3. Once the year has been selected, the items displayed will be filtered by the SchoolCash Catalog Year.
  4. Remember that when using the Add additional item option, the item will be attached as Required for the student when adding the item in the SchoolCash Register.

Review pre-registration and student data requirements

For more information on pre-registration and required documentation, please click here.

  1. If the district uploads mass student files using Black Box and wants pre-registered students available after the next year’s SchoolCash Catalog is created, upload a pre-registration file in addition to the mass and scheduling files.
  2. If the district transmits student data through API, note that pre-registration data is not available, except for PowerSchool SIS districts transmitting student data through API.
  3. For PowerSchool SIS districts using API, make sure the next fiscal year is created in the SchoolCash Catalog.
  4. Once the student information is updated in your SIS to reflect the new grade, the automatic rollover happens for the entire school.
    • Note that the rollover happens once 60% of students for the school are in the next school year.
  5. For newly registered students for next school year (pre-reg), set them up in SIS as Pre-Registered so they can make purchases before the new school year. Once the student is moved from Pre-Registered to active, that status is reflected in SchoolCash.
  6. Review student count data to confirm next-year grade movement. If the next year’s student count for an entry grade is 0, the school may not have received a pre-registration file for that grade.

Outcome

You can now attach next-year items correctly and understand how pre-registration and student data affect next-year item availability in a multiple-year SchoolCash Catalog. For next steps, see Managing Catalog Warnings, Banners, and Anomalies - Step 4 of 6.

Troubleshooting

  • 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.
  • Entry-level grades cannot be attached - Depending on your SIS, attach those students after the new SchoolCash Catalog school year becomes available, unless a pre-registration file is received.
  • Pre-registered students are not available - Confirm the required pre-registration, mass, and scheduling files have been uploaded for districts using Black Box. The order of uploading files is MASS file, followed by the Pre-registration file to the FTP Student folder.

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