The Product List is used to set up the items that will be available for purchase, such as school spirit items, replacement ID badges, parking passes, and donations. Items can be made available in the Shopping Cart for students and parents to purchase in the Student/Parent Portal. Items can also be made available for employees to purchase from their Portal. In addition, administrators can record the sale of a product from the Student Billing screen.
The Product List screen has two tabs: Internal Products and District Products. The Internal Products tab is used to set up the products that will be available at the school selected at the top-right of the screen. The District Products tab is used to set up the products that will be available at all or multiple schools in the district.
The product list is school based instead of accounting strip based making it possible for users without account strips to view product lists. This is only applicable in SIS, not ERP.
Note: It is possible to view invoices and products regardless of assigned accounting strips. However, if you want to change an allocation or use a product, the appropriate accounting strip permissions are always required in SIS and ERP via ERP > Setup > Accounting Strips.
Products display for the school selected in header based on the facility assigned to said school in Setup > School Info and the facility assigned in the accounting strip tied to the product. A facility or center is created (ERP > Setup > Settings > Facilities) and assigned to an accounting strip (ERP > Setup > Settings > Accounting Strips), then select as the Facility (SIS > Setup > School Info). Upon creating the product, an accounting strip is assigned including the facility or center. The Facility tied to the product and assigned the school then determines which products display when a school is selected from the SIS header.
The profile permission "Edit District Products" must be enabled under the Product List for a profile to have access to the District Products tab and have the ability to add, edit, or delete district products.
1. In the Billing menu, click Product List.
The Internal Products tab is opened by default.
2. In the blank row, enter the product's information.
| Field | Description |
|---|---|
| Item # | Enter the item number for the product. |
| Description | Enter a description of the product. The description will display on the Student Billing screen for administrators and in the Shopping Cart on the Purchase & Pay screen for students, parents, and employees. |
| Price | Enter the price of the product. |
| Schools | Select the schools that should have access to the product from the pull-down. Note: If the School Filter has been enabled via Setup > School Fields, the Schools pull-down displays with an additional filter. The Schools pull-down utilizes the sort order specified in School Info, which is then followed by alphabetical sorting. |
| Price | Enter the price of the product. |
| 1098-T | Select this check box if the product is eligible to be included in tuition and payments on 1098-T forms for students. |
| Discount Does Not Apply | Select this check box to ensure that created discounts (Billing > Manage Discounts) cannot be applied upon purchasing said product/service. This field displays when the setting Enable Discounts in Purchase & Pay is enabled via Setup > System Preferences > School Preferences/Default School Preferences > Billing tab. |
| Active | Select this check box if the item is currently active and can be purchased by parents or employees. If the item is not currently a product that is available for purchase, leave the check box unselected. |
| Taxable | Select the check box if the product is a taxable item. Focus will automatically calculate the sales tax when the product is billed to the parent or employee. |
| Donation | Select the check box if the product is a donation. The parent or employee can designate the amount of the donation. |
| Pay At Facility Only | Select the check box if the product is available for purchase in person at the facility only. This will prohibit users from purchasing the product via Purchase & Pay. When users try to add the product to their cart, the following Warning message displays: "Selection has been disabled for this Product. Credit Card Payment is not enabled, please pay with Cash or Check at your school site." If enabled, invoices involving this item will also have to be paid on site; when attempting to pay the invoice the following Warning message displays: "Selection has been Disabled for this Invoice Credit Card payment is not enabled for this Invoice/Fee, please pay with cash or check to the school site." |
| Show in Shopping Cart | Select the check box to make the product available in the Shopping Cart on the Purchase & Pay screen for students and parents. |
| Show in Employee Shopping Cart | Select the check box to make the product available in the Shopping Cart on the Purchase & Pay screen for employees. |
| Show in Community Shopping Cart | Select the check box to add the product to be purchased by community members using the district /Community URL provided to customers, such as county.focusschoolsoftware.com/focus/Community. This check box should be selected to enabled the Community Shopping Cart in order for community members with no relationship to employee, parent, or student, such as prospective employees, to purchase items. The Community Shopping Cart mirrors Purchase & Pay where customers will be prompted to select a School, then can add items to their shopping carts and check out. |
| Shopping Cart Description | Click Edit. In the CKEditor, add an image or enter additional description that will display to the student, parent, or employee in the Shopping Cart. |
| Auto Pay | Select the check box for any items that should be automatically charged to the Student or Parent upon the due date. Parents and students are charged using saved credit cards in their Wallet; if a card hasn't been saved or is invalid, the payment will not be processed and the outstanding balance will remain on the account. The Auto Pay feature is linked to the scheduled job called Autopay Invoices, which needs to be configured to run nightly to ensure that Auto Pay Invoices are automatically charged. See Scheduled Jobs for more information. |
| Limit By GradeLevel | If the “Enable Shopping Cart Product List Restrictions” setting has been enabled via Setup > System Preferences > Billing, then you can limit the purchase of the product by grade level, meaning only users/students in the grade level selected from the pull-down will be able to add this product to their cart for purchase in Purchase & Pay. Note: The restrictions depend on your permissions set via Users > Profiles > Billing tab > Product List section. |
| Limit By GPA |
If the “Enable Shopping Cart Product List Restrictions” setting has been enabled via Setup > System Preferences > Billing, then you can limit the purchase of the product by GPA, meaning only customers with the specified GPA or higher will be able to add this product to their cart for purchase in Purchase & Pay. If the customer doesn’t have the required GPA, the following message displays: “Student GPA does not meet the product requirements.” Note: The restrictions depend on your permissions set via Users > Profiles > Billing tab > Product List section. |
| Limit By Quantity |
If the “Enable Shopping Cart Product List Restrictions” setting has been enabled via Setup > System Preferences > Billing, then you can limit the purchase of the product by quantity, meaning customers will only be able to purchase the product in Purchase & Pay if they purchase the quantity specified or less in the text box. This limitation also counts the number of products purchased in the past via customer receipts. If the customer has met the maximum quantity allowed, the following error message displays: “Max Quantity Reached.” Note: The restrictions depend on your permissions set via Users > Profiles > Billing tab > Product List section. |
| Outstanding Obligation |
Select the check box, which displays if the “Enable Shopping Cart Product List Restrictions” setting has been enabled via Setup > System Preferences > Billing, in order to limit the purchase of the product based on the customer’s outstanding obligations; i.e., a customer with an outstanding invoice will not be able to add the product to their cart for purchase in Purchase & Pay until the invoice is paid in full. If the customer tries to add the product to their cart, this error message displays: “Outstanding Obligations Past Due.” |
| Voucher Sources | Select the vouchers that can be used for specific products upon purchasing products. Student vouchers are added via Students > Student Info > Vouchers tab and depend on the System Preferences enabled via Default School Preferences > Billing tab. |
3. Press Enter to add the row.
The row turns yellow to indicate the row was added to the table.
4. Click Save to complete adding the product.
The District Products permission set via Users > Profiles > Billing tab determines which profiles have access to district products. Users with this permission can view the district product list but will not be able to edit it without the applicable editing permissions enabled; the Edit check box must be selected for “District Products” as well as the View check box.
1. In the Billing menu, click Product List.
2. Click the District Products tab.
2. In the blank row, enter the product's information.
| Field | Description |
|---|---|
| Item # | Enter the item number for the product. |
| Description | Enter a description of the product. The description will display on the Student Billing screen for administrators and in the Shopping Cart on the Purchase & Pay screen for student, parents, and employees. |
| Facilities | All Facilities is selected by default, which will make this product available at all schools in the district. To only select certain schools, clear the All Facilities check box and select the applicable schools. |
| Price | Enter the price of the product. |
| 1098-T | Select this check box if the product is eligible to be included in tuition and payments on 1098-T forms for students. |
| Discount Does Not Apply | Select this check box to ensure that created discounts (Billing > Manage Discounts) cannot be applied upon purchasing said product/service. This field displays when the setting Enable Discounts in Purchase & Pay is enabled via Setup > System Preferences > School Preferences/Default School Preferences > Billing tab. |
| Active | Select this check box if the item is currently active and can be purchased by parents, students, or employees. If the item is not currently a product that is available for purchase, leave the check box unselected. |
| Taxable | Select the check box if the product is a taxable item. Focus will automatically calculate the sales tax when the product is billed to the parent or employee. |
| Donation | Select the check box if the product is a donation. The parent or employee can designate the amount of the donation. |
| Show in Shopping Cart | Select the check box to make the product available in the Shopping Cart on the Purchase & Pay screen for students and parents. |
| Show in Employee Shopping Cart | Select the check box to make the product available in the Shopping Cart on the Purchase & Pay screen for employees. |
| Show in Community Shopping Cart | Select the check box to add the product to be purchased by community members using the district /Community URL provided to customers, such as county.focusschoolsoftware.com/focus/Community. This check box should be selected to enabled the Community Shopping Cart in order for community members with no relationship to employee, parent, or student, such as prospective employees, to purchase items. The Community Shopping Cart mirrors Purchase & Pay where customers will be prompted to select a School, then can add items to their shopping carts and check out. |
| Shopping Cart Description | Click Edit. In the CKEditor, add an image or enter additional description that will display to the student, parent, or employee in the Shopping Cart. |
| Auto Pay | Select the check box for any items that should be automatically charged to the Student or Parent upon the due date. Parents and students are charged using saved credit cards in their Wallet; if a card hasn’t been saved or is invalid, the payment will not be processed and the outstanding balance will remain on the acount. |
|
Limit By GradeLevel |
If the “Enable Shopping Cart Product List Restrictions” setting has been enabled via Setup > System Preferences > Billing, then you can limit the purchase of the product by grade level, meaning only users/students in the grade level selected from the pull-down will be able to add this product to their cart for purchase in Purchase & Pay. Note: The restrictions depend on your permissions set via Users > Profiles > Billing tab > Product List section. |
|
Limit By GPA |
If the “Enable Shopping Cart Product List Restrictions” setting has been enabled via Setup > System Preferences > Billing, then you can limit the purchase of the product by GPA, meaning only customers with the specified GPA or higher will be able to add this product to their cart for purchase in Purchase & Pay. If the customer doesn’t have the required GPA, the following message displays: “Student GPA does not meet the product requirements.” Note: The restrictions depend on your permissions set via Users > Profiles > Billing tab > Product List section. |
|
Limit By Quantity |
If the “Enable Shopping Cart Product List Restrictions” setting has been enabled via Setup > System Preferences > Billing, then you can limit the purchase of the product by quantity, meaning customers will only be able to purchase the product in Purchase & Pay if they purchase the quantity specified or less in the text box. This limitation also counts the number of products purchased in the past via customer receipts. If the customer has met the maximum quantity allowed, the following error message displays: “Max Quantity Reached.” Note: The restrictions depend on your permissions set via Users > Profiles > Billing tab > Product List section. |
|
Outstanding Obligation |
Select the check box, which displays if the “Enable Shopping Cart Product List Restrictions” setting has been enabled via Setup > System Preferences > Billing, in order to limit the purchase of the product based on the customer’s outstanding obligations; i.e., a customer with an outstanding invoice will not be able to add the product to their cart for purchase in Purchase & Pay until the invoice is paid in full. If the customer tries to add the product to their cart, this error message displays: “Outstanding Obligations Past Due.” |
| Voucher Sources | Select the vouchers that can be used for specific products upon purchasing products. Student vouchers are added via Students > Student Info > Vouchers tab and depend on the System Preferences enabled via Default School Preferences > Billing tab. |
3. Press Enter to add the row.
The row turns yellow to indicate the row was added to the table.
4. Click Save to compete adding the product.
1. In the Billing menu, click Product List.
2. Click the applicable tab.
3. Edit a field for a product as needed.
The field will turn yellow to indicate a change has been made.
4. Click Save to complete the edit.
1. In the Billing menu, click Product List.
2. Click the applicable tab.
3. Click Mass Update.
4. In the pop-up window, select the Column and enter or select the Value.
5. Click Update.
The selected column is updated for all products in the list, and turns yellow to indicate a change has been made.
6. Click Save to complete the mass update.
1. In the Billing menu, click Product List.
2. Click the applicable tab.
3. Click the delete icon next to the product to delete.
4. Click OK in the confirmation message.
The row is grayed out to indicate that this row will be deleted.
4. Click Save to complete deletion.
1. In the Billing menu, click Product List.
2. Click the applicable tab.
3. Click Import.
4. Search for and select your CSV file. Click Open.
Ensure there are no blank lines of data in the CSV file as this will cause complications in your upload.
5. From the Import CSV pop-up window, you must verify that each pull-down is matched correctly.
6. Click Import CSV to import the accounts.
Imported data displays in the applicable table.
