Useful Information
The Supermarket Voucher Mail Merge (SVM) Tool will allow you to export a template from School Cash Office, add some voucher codes to the relevant pupil records, upload this data into SCO,
then send those codes in an email or SMS (text) template to relevant parents.
Distributing Supermarket Vouchers using SCO
Follow the steps below to submit voucher codes by text or email using the SCO Communications Module
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1. Order Vouchers from the Supermarket
- Order vouchers from your chosen supermarket(s)
At the time of publication, we know the SVM Tool is compatible with Asda, Tesco and Sainsburys vouchers. - Note that it can take up to 24 hours from payment to receiving the voucher codes
- When your vouchers have been processed, you should receive a spreadsheet containing a weblink (URL), a slightly different one for each row. Depending on which supermarket you have used, you may also see a passphrase column – if this is present you will also need this
- See sample voucher data on the right
- Save the voucher files somewhere so that you can easily locate them later
Sample Voucher Data
Asda Voucher Data
Sainsbury's Voucher Data
2. Upgrade SCO to Version 2.4.0.127
- Go to tucasihelp.com and click on the link to download the latest version of SCO
- To enable the SVM Tool to run, you will need to be on version 2.4.0.127
See also:
How to check which Version of SCO I am using
3. Export FSM data from Schools Cash Office
Awaiting instructions from PO
- In SCO click on the Configuration tab
- Click Import from external system
- Click on Import configuration
- Click on Generate voucher csv (bottom right of screen)
- A spreadsheet should be generated containing Account ID, UPN, Last name, First name, Class, Year, Status
- The spreadsheet should also contact 4 blank columns - Voucher provider, Voucher URL, Voucher passphrase, Voucher value
- Please do not change any of the spreadsheet data
- Sort the Status column to group all FSM pupils together
- Delete the non-FSM pupil rows so that no data remains for them
- Save the file somewhere you can easily locate it later
(assuming no FSM pupils change status, this spreadsheet file can be used as the master for all imports) - Close the Import windows
4. Copy and Paste the Voucher Codes
- Open the spreadsheet saved at step 1
- Open the spreadsheet saved at step 3
- Save the spreadsheet saved at step 3 with a new name e.g. Vouchers issued (today's date)
- Copy the voucher URLs from the spreadsheet in step 1 into the Voucher URL column in the spreadsheet from step 3
(this field is mandatory) - Copy the voucher Passphrase from the spreadsheet in step 1 into the Voucher passphrase column in the spreadsheet from step 3
(this field is mandatory if you are using Tesco vouchers or any other voucher where this is needed, otherwise the field can be left blank. Note that if this is needed by the supermarket and if it is not included, the voucher will not work.) - Copy the voucher Value from the spreadsheet in step 1 into the Voucher value column in the spreadsheet from step 3
(this field is optional but should be used to tell the parent the value of the voucher)
Tip: If all the vouchers are the same value, then a simple copy paste will be fine. If there are different values specifically for some pupils, then a number of copy/pastes may be needed, and you might find ways of ordering the spreadsheet to make this easy for you - The Voucher provider column can be completed manually. You should enter the name of the supermarket here to assist parents on where to use the voucher
(this field is useful if you are using several supermarkets in one import)
Tip: If you are using vouchers from several different supermarkets at the same time, you can include all the links and other information into the one SCO spreadsheet and import the data in one go.
Sample completed spreadsheet
- Save and close the spreadsheet file
IMPORTANT
You should keep a copy of this completed spreadsheet at this stage as a record of who was sent which vouchers.
The SVM tool is a mechanism to send these vouchers to parents in bulk. It is not a tool to manage vouchers, the history of who has used or not used vouchers as this is outside the control of SCO and Tucasi.
Queries related to vouchers, their value and their use should be directed from parents to yourselves or to the supermarkets.
Please keep a copy of this spreadsheet for each upload/voucher import for your records.
5. Import the Spreadsheet Data into SCO
Awaiting instructions from PO
- Ensure the csv file has been closed, otherwise you will see an error
- In SCO click on the Configuration tab
- Click Import from external system
- Click on ?? import
- Browse to the CSV export file you saved earlier
- Click on the file and select Open
- Check the data in the Import confirmation screen to ensure there are no Discrepancies
- If there are no Discrepancies click Confirm
- Click Confirm when prompted
- Click Close
6. Generate the Vouchers for Parents
Awaiting instructions from PO
Once the parent clicks on the link code, the voucher will be displayed with a bar code which can be scanned (see example below):
