Creating & attaching items
Creating specific item types
Working with groups
SchoolCash Register
Working with Clover

Creating & attaching items

Items are the individual school items, trips, fees, clothing, fundraising items, food items, etc. that are available to parents or the public to purchase through SchoolCash Online. You define the items in the SchoolCash Catalog and then attach them to associated students to make their parents/guardians aware of availability.

Quick links to the sections below:

Communicating to staff and parents about SchoolCash Online

Access a wide variety of ready-to-use resources

Watch a short video that walks you through the Resources webpage. On this web page, you can download or copy/paste a wide variety of ready-to-use SchoolCash Online promotional material for staff and parents.

Duration: 3:36

Creating items

Overview of the three steps for creating an item

Learn the three simple steps for creating an item for the SchoolCash Catalog: enter your descriptive details, preview, and attach.

Duration: 4:00

Demo: Creating an item from scratch in SchoolCash Accounting

For SchoolCash Accounting clients, this video walks you through the process of creating an item for the SchoolCash Catalog.

Duration: 6:00

Demo: Creating an item from scratch in SchoolFunds Online

For SchoolFunds Online clients, this video walks you through the process of creating an item for the SchoolCash Catalog.

Duration: 6:12

Attaching items

How to attach items to students

For parents to receive notification about item availability, the items must be attached to students. This video walks you through the process.

Duration: 2:21

Public/Unlisted items

Understand the difference between Public and Unlisted items

When you create items, you can optionally make them either Public or Unlisted. This video walks you through the differences between the two, and it provides tips on when to use each.

Duration: 5:03

Creating QR Codes for Public/Unlisted Items

For printed documents or posters in the school, a QR code is a handy way to help parents "jump" from the printed page to your district's SchoolCash Online site on their phone and go immediately to a Public or Unlisted item. Parents can read the handout or poster, pull out their phone, and easily access your SchoolCash Online site without having to manually type in the address.

Duration: 4:25

Item Reports

About SchoolCash Catalog Reports

This video walks you through how to use the SchoolCash Catalog reports. The video covers the Item Attachment report, Item Order report, Item Option report, Account/Category report, Student Balance report, Batch report, Payment Schedule report. It covers reporting on payments made through the SchoolCash Online online payment system, the SchoolCash Register, and Group Collection.

Duration: 7:00

Creating specific item types

See the videos below to learn best practices on common item types that typically recur for every school year.

Quick links to the sections below:

Athletics

Example: Spring Athletic Fee

Learn best practices for creating a one-time fee for spring sports to cover expenses such as referees, tournaments, equipments, etc.

Duration: 7:23

Events, Fundraisers, and Tickets

Example: Poinsettia Fundraiser by Color

Learn best practices for creating a fundraiser item for Poinsettias, based on color options with size choices.

Duration: 7:20

Example: Food Drive & Contribution Item

Learn best practices for creating a food drive/contribution item, including an option for teacher and course code.

Duration: 6:15

Example: Tickets, with variable prices and a venue with limited capacity

Learn best practices for creating a Ticket item, where you need to factor in variable prices, and the venue has limited space/capacity.

Duration: 7:29

Field Trips

Example: Basic Field Trip item (with no options)

Learn best practices for creating a basic Field Trip item (with no options or choices). This example is based on a field trip to a museum, although the concepts apply to many field trip types.

Duration: 5:20

Example: "Field Trip With Optional Lunch" item

Learn best practices for creating a Field Trip item with an optional lunch. This example is based on a field trip to a museum, although the concepts apply to many field trip types.

Duration: 9:12

Example: "Field Trip to the Apple Orchard" item

Learn best practices for creating a Field Trip item to the Apple Orchard.

Duration: 4:51

Example: "Field Trip for a Winter Program" item

Learn best practices for creating a Field Trip item for a winter program, such as a ski trip.

Duration: 5:01

Graduation, Prom, and School Dances/Formals

Example: Event item (Prom or Formal)

Learn best practices for creating an Event item for a Prom or Formal.

Duration: 8:09

Example: Graduation item (cap, tassel, or gown)

Learn best practices for creating a Graduation item that covers caps, tassels, and gowns.

Duration: 6:40

High School Fees and Transcript Requests

Example: Course Fee item

Learn best practices for creating an Course Fee item. This example includes an option with techer/course code choices.

Duration: 8:12

Example: AP Exam item

Learn best practices for creating an AP Exam item.

Duration: 6:42

Example: Transcript Request item

Learn best practices for creating a Transcript Request item.

Duration: 6:14

Yearbooks

Example: Yearbook item

Learn best practices for creating a Yearbook item.

Duration: 6:10

General Items

Example: Cold Treat item

Learn best practices for creating a Cold Treat item.

Duration: 1:01

Example: Student Activity Fee

Learn best practices for creating a Student Activity Fee item.

Duration: 4:31

Staff-Related Items

Example: Staff Contribution item

Learn best practices for creating a Staff Contribution item.

Duration: 4:33

Working with groups

Groups are segments of students to which you can attach items. For example, you could create an "Art Club" group and attach all club-related items to all students in that group in a single action.

How to create a new group

You can define a grouping of students (e.g., Art Club), so that you can then attach items to the group. Learn how in this video.

Duration: 3:01

How to import a group

If you have a .csv or .txt file containing students that should form a group, you can import the file into the SchoolCash Catalog. Learn how in this video.

Duration: 3:49

How to attach an item to a group

After you've defined a group, this video walks you through the process for attaching items to that group.

Duration: 1:40

Using the SchoolCash Register

There are two ways to record payments using the SchoolCash Register. First, you can record individual payments, including waiving fees and removing a commitment. Second, you can record cash and checks through Group Collection. The videos of this section provide examples of both of these options.

Quick links to the sections below:

Record individual payments using SchoolCash Register

How to waive a portion of a fee

This video explains how to waive a portion of a fee. The balance owing can be paid at another time through the SchoolCash Register or by the parent when they pay online. Review the Group Collection videos on this page for examples of waived fee payments and how they are reflected in a Group Collection.

Duration: 6:36

Group Collection

When you receive an envelope of cash/check fee payments and need to record them for bank deposits, Group Collections provide a way to record cash/check fee payments and have the payment recording on the SchoolCash Catalog reports. Group Collections can be created by grade, courses, homerooms, or custom groups.

How to create a Group Collection (Part 1)

This video explains how to create a Group Collection for cash/check payments. The example given in this video is for a Yearbook, but the concept can be applied to any item.

Duration: 5:35

How to record payments against a Group Collection (Part 2)

This video is a continuation of the Group Collection example of a Yearbook. It explains how to record payments for students in the group, including students who had a waived fee or a partially paid fee.

Duration: 6:58

Refunding purchases

If a parent or guardian has purchased an item and requires a refund, you can issue the refund using the SchoolCash Register. You can choose whether to refund the full amount or a partial amount.

Note: The videos in this section begin by showing how to access the Register from SchoolFunds Online; if you use SchoolCash Accounting instead, the process is very similar—simply navigate to the SchoolCash Register from the SchoolCash Accounting main page, and follow the same steps.

How to refund cash or check payments

This video explains how to refund a cash or check payment using the SchoolCash Register. You can do partial refunds if you wish, and you can choose the tender for the refund.

Duration: 2:19

How to refund online payments

This video explains how to refund online payments using the Register. You can refund for individual students, or for groups.

Duration: 2:29

SchoolCash Register Closeout

How to close out the SchoolCash Register

This video explains how to close out the SchoolCash Register. For close out, you need to gather your receipts/cash/checks, match checks against their receipts, and ready your cash for detail entry. This video also covers what is not included in a SchoolCash Register closeout.

Duration: 9:26

Working with Clover

If you have purchased a Clover Point-of-Sale (POS) device that has been integrated with SchoolCash, the videos on this page will provide an overview of how to charge, power on/off, and use the device to work with purchases made through SchoolCash.

How to charge and power on/off the device

This video explains how to charge your Clover device and how to power on or off the device.

Duration: 1:33

How to activate your Clover device

This video explains how to find your activation code for your Clover device and connect the device to Wi-Fi.

Duration: 2:23

Gate Receipting: How to add SchoolCash items to your Clover device

This video provides instructions on how to add SchoolCash Catalog items to your Clover device, so that the items are available to purchasers when they want to pay via Clover.

Duration: 1:55

Gate Receipting: How to locate and sell SchoolCash items on your Clover device

How to find a SchoolCash Catalog item on your Clover device, initiate the payment option, and pass the device to the purchaser for payment.

Duration: 1:30