Manage Duplicate Pupils

Useful Information

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

1. View the Pupils via the Accounts tab

Click on the Accounts tab in Schools Cash Office to view the pupils.

2. Decide which Pupil Account to retain

a. Has the parent registered online?

Check that the pupil you wish to delete isn’t already linked up with a registered parent online:

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

b. 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

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:

Right-click on the pupil with the allocated Pupil ID, click on Edit pupil details
Highlight the Pupil ID, copy the Pupil ID (Ctrl C or right-click and select Copy)
Add the word OLD to the end of this Pupil's ID so that you can identify which account to delete
Click on Done
Right-click on the pupil without the correct Pupil ID, click on Edit pupil details
Paste the Pupil ID (Ctrl V or right-click and select Paste)
Click on Done
Repeat for each duplicate pupil

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.

4. Move any balances from one pupil to another:

If the pupil you will delete has any balances for Dinners, Extended day, Pre-payment account 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.

Transfer Dinner Money Funds between Pupils / Siblings

Transfer Extended Day Funds between Pupils / Siblings

Pre-Payment Account Transfer between Pupils

For any trips, ensure the correct version of the pupil is on the trip. If necessary, Discount the Pupil to reflect any trip payments made on the pupil's account selected for deletion.

Cashless catering balances will update automatically at the end of the day.

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

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.