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Duplicate pupils are created if a pupil does not have a Pupil ID in SCO or a different Pupil ID was used when new pupil data was imported. |
Manage Duplicate Pupils
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1. View the Pupils via the Accounts tab
Click on the Accounts tab in Schools Cash Office to view the pupils.
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2. Decide which Pupil Account to retain
1a. Has the parent registered online?
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- Click on the Accounts tab
- Check the Reg’d online? column
- We recommend that you retain the pupil account that has a tick in the box - this account is linked to the parent's SCOPAY account
Alternatively, it is possible to switch which account is linked online - see Link or Unlink Siblings to an Existing Online Account
2b. Which account has recent transactions against it?
- Double-click on the pupil account
- An account statement will be displayed
- If no transactions have been entered against either version of the duplicated pupil and the parent hasn't registered online, we would recommend that you retain the pupil with the correct Pupil ID
- If there are transactions, you will need to decide which account to retain. It is not possible to merge accounts, so we would recommend keeping the account with the most recent transactions
- If you have a link to a cashless catering system, click the dropdown at the top right to switch to the pupil's cafeteria account to see if there are relevant transactions
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3. How to move the correct ID from one pupil to another:
If you need to retain the pupil without the correct Pupil ID, you will need to transfer the Pupil ID as follows:
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If you have a link to a cashless catering system, the Pupil ID in SCO must match the Pupil ID used in the cashless catering system. |
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4. Move any balances from one pupil to another:
If the pupil you will delete has any balances for Dinners, Extended day or Trips, you will need to transfer the balance across to the remaining pupil, as follows:
Use your browser's back button to return to this page after each section is complete.
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Cashless catering balances will update automatically at the end of the day.
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5. Delete Duplicate pupils
Once you have identified which pupil to delete, you can delete them via the Accounts tab:
- Right click on the pupil’s name
- Click on Delete
- Click on OK
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6. Check the Total number of pupils listed
At the bottom left of the Accounts screen, below the Help button, check that the number of records matches the number of pupils on roll in your MIS.
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