5/25/2022 - MSBSD Accounting Department Memo- Below are some necessary SchoolPay cleanup tasks that may be relevant for your school:
The first is with fee items. Most school use “Individual” items to create fees, but some of you may have created “fee Items” that parents have already paid for this year and will need to pay for next year again (example: Football sports fee”). If there are fee items that exist out there and parents will have to pay for the item again in the next school year you will want to archive and duplicate the item from the 21-22 school year. This is because fee items are only meant to be paid once and they do not "reset" year to year. So if we have a middle school parent with a rising 7th grader that paid a technology fee this year, they would not be able to see the item next year as it is being classified as already paid. Please find instructions below for duplicating items and removing items in SchoolPay.
The second is if you had a limited quantity on an item for an item and you need the counts to reset for the new year. Item sold counts do not reset year to year. As an example of when you may want to archive and duplicate and item for the next year: If you have a generic “Yearbook” item, and there 100 yearbooks available this year and you use the same item next year, it will appear as if 100 are already sold, unless you archive the old one, and create a new item with the “Duplicate” button (then adjust the quantity). Another instance when it is best practice to archive and duplicate an inventory for the next year is when the Item where the sold count on the bottom of the item will be closely monitored. Since the item sold counts do not reset year to year if an administrator will be closely monitoring items sold, we suggest creating a new item. Please find instructions below for duplicating items and removing items in SchoolPay.
- “Fee” Items
- Items with Inventory Counts
INSTRUCTIONS
Duplicating Items
- Hover over Payments
- Select the payment type (most likely Individual Item)
- Hover over the item you would like to duplicate
- Click the Duplicate button
- Change the name, item description, and price, if necessary
- Save your new item
Deleting Items
- Hover over Payments
- Select the payment type (most likely Individual Item)
- Click the box next to the item you would like to remove
- Click the Trash Icon at the top of your screen
You can view the items in your trash by clicking the magnifying glass in the bottom left corner of your screen. All items will be held here until it is permanently deleted from your trash. Deleting an item does not remove payments to the item; all transaction history for your deleted items will still be available under your transaction and item reports.