Introduction

This article explains how to create and manage group collections using the SchoolCash Register. It provides detailed instructions for setting up a group collection, recording payments, and finalizing the collection. Additionally, links to helpful video resources are included for further guidance.

Steps to Create a Group Collection


This video explains how to create a new group in SchoolCash Online. It covers the purpose and benefits of groups, such as attaching specific students to items with associated fees and efficiently managing fees and notifications. The video demonstrates the steps to navigate to the School Store, create a new group, add students, and manage the group by sending notifications and updating information.



1. Access the Group Collection Tab

  • From the main menu, select SchoolCash Register.
  • Navigate to the Group Collection tab to view existing collections.

2. Choose the Item and Group

  • Locate the item you want to collect payments for, such as a yearbook.
  • Items that are grayed out are expired. Select an active item by checking the box next to it and clicking Select.
  • Determine how to group students for the collection. Options include:
    • Grade: Collect payments from all students in a specific grade.
    • Course: Use course sections or semesters.
    • Homeroom: Group by the assigned homeroom teacher.
    • Custom Group: Create a collection for a specific group.

3. Review and Name the Collection

  • The system generates a default name for the group collection, combining the item name, school year, and group type. You can use this name or customize it.
  • Once named, the collection will display the total number of students and their payment statuses.

4. Save the Group Collection

  • Click Create to finalize the group collection setup.
  • The new group collection will appear in the list of active collections.

Steps to Record Payments in a Group Collection

This tutorial 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.

1. Navigate to the Group Collection

  • From the Group Collection tab, locate and select the collection you want to update.
  • View the list of students and their payment statuses. Paid students are removed from the list automatically.

2. Record Payments

  • Use the SchoolCash Register to record payments made in cash, check, or a combination of both.
  • Adjust guardian information if the payment method does not match the first guardian on file.
  • Select Deposit to update the collection and leave it open for future payments.
  • If all payments are complete, select Complete to close the collection.

3. Review Receipts

  • Print receipts for recorded payments for your records.
  • Review updated balances and student statuses within the collection.

Finalizing a Group Collection

  • If all payments are received, click Complete to close the collection.
  • Once closed, the collection can no longer accept payments but remains viewable for record-keeping.

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