Account Management > Accounts  

The Accounts function allows users to

  • Perform a Basic patron search
  • Perform an Advanced patron search
  • Preview a patron’s account
  • Select Account Details of a patron’s account


Search for Patrons Accounts

You can search for a patron’s account using the BASIC or ADVANCED search options.

BASIC Tab

  1. Select the BASIC tab
  2. Enter a patron’s name or ID into the Search by Name or ID field
    Suggestions populate based on character entry.
  3. Select the desired patron
    The patron’s account information displays in the table below.

ADVANCED Tab

  1. Select the ADVANCED tab
  2. Select the desired search Filters
    Fields with an asterisk are required.
  3. Click the APPLY button
    The patron account information will display in the table below.

MANAGE VIEWS 

You can modify the columns in the table to display specific information.

  1. Click the MANAGE VIEWS button
         A slide deck displays.
  2. Select the columns that you want to display
    You can click the SAVED VIEWS tab to display previous versions of the columns displayed.
  3. Once columns are selected, click the X
         The changes automatically display in the table.

Actions in BASIC and ADVANCED tabs

Preview Patron Accounts 

  1. Click the Preview icon for the desired patron
    The Preview slide deck displays.
    Green represents a positive status.
    Red represents a negative/inactive status.

MORE ACTIONS

Use the MORE ACTIONS button to transfer funds and notify patrons.

TRANSFER FUNDS

This action cannot be completed with a negative balance.

  1. Click the MORE ACTIONS button
  2. Select TRANSFER FUNDS
    The Transfer Funds slide deck displays.
  3. Enter the
  • Transfer Amount
  • Transfer To
  • Comments

  4. Click the SAVE button
      A confirmation response appears.
      You are returned to the Accounts page.

NOTIFY

  1. Click the MORE ACTIONS button
  2. Select NOTIFY
    The Notify slide deck displays.
  3. Select Which letter are you sending?
  4. Select the Letter Format
    • Individual – One notice per patron per address.
    • Household – Consolidates multiple notices into one by address.
  5. Select from the Email/Print Options
    The number in the parenthesis indicates the number of notifications that will be emailed or printed.
    Email/Print Options: The system will execute the following based on selection.
    Email notifications require a guardian email address in the student account details.
  • Email/Print: Emails are sent and follow the browser standard for printing.
  • Email Only: The notification is sent to the designated email and a success message will appear.
  • Print All or Print Only: Follow the browser standard for printing.

  6. Click the NOTIFY button to send notifications
      A SUCCESSFULLY NOTIFIED statement replaces the NOTIFY button.
      Click the X in the top-right corner to close the Notify slide deck.

  7. Click the BACK button to return to the Preview slide deck if you have more tasks to complete

MAKE PAYMENTS

  1. Click the MAKE PAYMENTS button
    The Make a Payment slide deck displays.
  2. Select the payment method
  • CASH – Enter the cash Payment Amount
  • CHECK – Enter the check Payment Amount and Check Number
  • CARD – Enter the credit card Payment Amount and Card Number(Last 4 Digits)

  3. Click the SAVE button to apply the payment to the account

      A confirmation response appears.

      You are returned to the Accounts page.

View Patron Account Details

  1. Click the Account Details icon for the desired patron
    The Account Info page displays.
  2. View the PATRON ID, ELIGIBILITY, and ACCOUNT BALANCE atop the page
  3. View the account details by either scrolling down the page or by clicking the section name on the right-hand panel to navigate to that section
  1. View the patron photo or initials when an image is unavailable
  2. View the patron’s name 
  3. View the patron’s Account Status
    Green represents a positive status.
     Red represents a negative/inactive status.
  4. Click the Edit (Camera) icon to upload a photo or remove an existing one
    If a photo is already uploaded for a student, a Delete (Trash Can) icon will also be available. Click this icon to delete the photo.
  5. Additional buttons
  • HISTORY – Allows the user to view the history of changes to the patron’s account
  • EXPORT – Allows the user to export the account details to a PDF file. Follow the prompts to export the information
  • MORE ACTIONS – Click this button to select additional account actions
    See the MORE ACTIONS section below for more information.
f. Section Links – Clicking on one of the section names will navigate you to the selected section
  • View or edit content within a section based on your role permissions
  • Consult your district’s SchoolCafé administrator if access is required
  • Use the Edit icon to edit each section as needed
  • There are fewer section links for adults, but the functionality is the same

 

 

MORE ACTIONS

Use the MORE ACTIONS button to make payments, adjust balances, return checks, refund money, and transfer funds.

MAKE PAYMENTS

Refer to the MAKE PAYMENTS section for more information.

ADJUST BALANCE

  1. Click the MORE ACTIONS button
  2. Select ADJUST BALANCE
    The Balance Adjustment slide deck displays.
  3. Choose to ADD or DEDUCT from the patron’s account
  4. Enter the Adjustment Amount to add or deduct 
  5. Enter the required Comment
  6. Click the SAVE button to apply the adjustment
    A confirmation response appears.
    The account updates immediately.

RETURN CHECK

  1. Click the MORE ACTIONS button
  2. Select RETURN CHECK 
    The Return Check slide deck displays.
  3. Select the appropriate Check Number and Amount from the list
    Only checks applied to the patron’s account are accessible in the list.
  4. Enter the required Comment
  5. Click the Donot accept subsequent checks for this account checkbox as needed
  6. Click the SAVE button to apply the adjustment
    A confirmation response appears.
    The account updates immediately.

REFUND

  1. Click the MORE ACTIONS button
  2. Select REFUND 
    The Refund slide deck displays.
  3. Choose to refund the patron the FULL or PARTIAL amount
    For a PARTIAL amount, enter the Refund Amount.
  4. Enter the required Comment
  5. Click the SAVE button to apply the adjustment

TRANSFER FUNDS

Refer to the TRANSFER FUNDS section for more information.