SchoolCash Support Portal

Introduction

This guide outlines the integration process between Destiny Library Manager and SchoolCash, enabling seamless synchronization of fees and fines. By importing data directly from Destiny, this integration eliminates manual data entry, reduces errors, and simplifies the workflow for schools and parents. With Destiny’s features for managing library and textbook resources, SchoolCash ensures fees related to fines, damages, or lost items are efficiently categorized, managed, and processed for payment.

Table of Contents

• Overview
• What is Destiny?
• How Does the Destiny Integration Work?
• Accessing the Fee Import Setup
• Adding and Configuring Fee Types
• Selecting Schools
  • Single School Selected
  • Multiple Schools Selected
• Selecting Financial Information
• Selecting Minimum Amount
• Selecting Attachment Type and Status
• Viewing and Editing Fee Types
• Imported Items in SchoolCash Catalog (SCC)
• Imported Items in SchoolCash Register (SCR)
• Imported Items in SchoolCash Online (SCO)
• Reminders

Overview

SchoolCash integrates with third-party systems to import fees seamlessly into its platform, allowing for convenient fee collection via SchoolCash Online. The systems are integrated using APIs or standard CSV files, enabling synchronization of data between platforms. This collaboration enhances the experience for parents, allowing them to conveniently settle fines and fees directly within the SchoolCash system. With this integration, parents can effortlessly manage and clear outstanding fines, streamlining the payment process and providing a more efficient and user-friendly platform for all their financial interactions within the school ecosystem.

One of the key benefits of utilizing this integration is the elimination of the need for librarians to coordinate with bookkeepers and for bookkeepers to manually input all fees and fines into the system for online payments. This integration automates the mapping of fees to students, significantly streamlining the payment process.

What is Destiny?

Destiny Library Manager is primarily used in K-12 schools for managing library resources and textbooks. Its main functionalities include cataloging library materials, tracking circulation of books and other resources, managing records (such as students and teachers), facilitating inventory management, and supporting resource sharing between schools within a district.

How Does the Destiny Integration Work?

• Destiny integration with SchoolCash is implemented using their API. The integration supports both Destiny Library Manager and Resource Manager.
• SchoolCash imports fees assigned to students. The data import runs once daily to fetch the fees and fines from Destiny. Only new items added since the previous import are fetched.
• Each student may receive a different price for the same fee.
• Fees are organized per collection type ("fee type"), such as "Library" or "Resources." SchoolCash uses this property to assign the GL category.

The process consists of the following three stages:

• Stage 1: Import Data – SchoolCash imports fees assigned to students from Destiny through their API. Once a fee is imported, any changes in Destiny will not be reflected in SchoolCash.
• Stage 2: Process Data – SchoolCash is updated to reflect Destiny fees, e.g., a new item is created. The item creation process is detailed in the sections below.
• Stage 3: Export Data – SchoolCash exports the payment status data to Destiny through their API, updating Destiny with statuses such as partial paid, paid, not paid, and refund.

Accessing the Fee Import Setup

All the items imported from Destiny appear under SchoolCash Catalog (SCC). To ensure that the fees from these items are posted in the correct category and GL account, the District User first needs to configure how the fees should be imported. They can do this through SCC > District > Fee Import Setup.

Adding and Configuring Fee Types

• Add a fee by clicking on Add Fee Type.

• The Select a Fee Type dropdown is automatically populated with the available collection types from Destiny (e.g., Library, Resources, Textbook, etc.). These options depend on the configuration made in Destiny by the district.
  
  
• The district user can add multiple fee types and select the same "Fee Type" multiple times for different schools, choosing different configurations (category, minimum amount, attachment type, etc.).

Selecting Schools

• The user can select the schools where the new fee types apply:
  1. Select individual schools by clicking the checkboxes beside each school name.
  2. Use bulk filtering:
     • Elementary: All elementary schools are auto-selected.
     • Secondary: All secondary schools are auto-selected.

Single School Selected

Multiple Schools Selected

Selecting Financial Information

• Designate the Bank Account(s) for each imported fee based on its "fee type" for all schools in bulk so that funds are deposited to the correct bank account. This is a mandatory field.
• Designate the GL Category Name & Number / Account Name & Number for each imported fee based on its "fee type" for all schools in bulk so that funds are recorded properly. This field is mandatory, and only GL categories that are common between schools will appear in the list.
• Optionally, designate the GL Department and GL Name for each imported fee based on your board's configuration. The mandatory status of these fields depends on board settings.

Selecting Minimum Amount

• Customize a Minimum Amount Threshold for each imported fee based on its "fee type" for all schools in bulk to avoid creating student attachments for small amounts. For example, you may want to ignore collecting anything less than $0.50. This is an optional field.

Selecting Attachment Type and Status

• Designate the Attachment Type (required or optional) for each imported fee based on its "fee type" for all schools in bulk so that fees are attached properly. This is a mandatory field.
  1. Choose only one of the two options: Required or one of the Optional dropdown options.
  2. The Optional option has four dropdown choices by default; these options are configurable in terms of number and labels. The default value is Optional.
• Designate the Attachment Status for each imported fee based on its "fee type" for all schools in bulk so that fees are attached properly. This is only for optional attachments and prepopulates the default value.

Viewing and Editing Fee Types

• District users can view all listed fee types and review existing configurations.
• Edit any record by clicking the edit (pencil) icon on the right.
• Delete any record by clicking the delete (trash can) icon on the right.
  • A confirmation message will pop up before completing the action, with options to Confirm or Cancel.

Note: If the user changes the setup after items are imported, it will not affect existing items—only new items imported will reflect the changes. Existing items will remain with the old configuration.

Imported Items in SchoolCash Catalog (SCC)

• The items are imported from Destiny based on the fines created in Destiny.
• Users can filter Destiny items by selecting Destiny Fees in the item source filter at the top right of the page. This will display all items imported from Destiny.
• The item name will be the same as the name of the item created in Destiny (e.g., the book or resource name).
• One item is created in SCC for each book, and fees are assigned based on the students associated with that fine.
• The item's start date is the item creation date in Destiny, while the end date is the school year end date. Users can change the end date within SCC, but this change will not reflect in Destiny.
• Item due date is the same as the start date.

Imported Items in SchoolCash Register (SCR)

• The items imported from Destiny appear in the assigned student's list of items in SCR.
• The item name is the same as in Destiny.
• The fine/fee reason is saved as a comment, so the SCR user knows exactly what the item is for.

Imported Items in SchoolCash Online (SCO)

The fine/fee reason is added to the end of the item name, so that the parent/purchaser understands why the item is appearing in their SCO item list.

Examples:

• Item name "As You Like It" with fee/fine reason "Damaged" will appear as "As You Like It – Damaged" in the item list.
• Item name "As I Lay Dying" with fee/fine reason "Lost" will appear as "As I Lay Dying – Lost" in the item list.

Email notifications related to the item also contain the item name and fine/fee reason.

• Purchase Receipt

• New Attachment Email Notification

The purchased item will contain the fine/fee reason in Payment History.

Reminders

• When a new item is added to a student’s account and the parent has an SCO account for that student, the parent receives an email notification.
• Bookkeepers can set reminders with items from within SCC.
• There are no automatic reminders set; they need to be configured manually.