Creating Shop items can be done via the Dashboard and then viewed in the Dashboard and Administrator's App if you have been assigned to view it. Any payments should be created via Unique Schools in order to keep everything in one place for Accounts personnel and make it as easy as possible for the parent/guardian to pay. Shop items include Registration fees, School trips, Voluntary Contributions, Locker fees, Administration fess and anything else the school might take payments for. Cash can be recorded via the Unique Schools system, however it should be avoided.
Shop items can only be created by Full access users.
if you believe you should have access, please request Senior Leadership or Admin staff to
To create a shop Item please follow the steps below:
1. Go to your Dashboard and tap on Shop then in the dropdown select Manage School items
2. Click on Add
3. Select user to pay for item (e.g. Teacher/Parent)
4. Enter Name of fee
5. Enter Account Code
6. Select Financial Year
7. Enter Description
8. Select Item Type (See below for more details)
9. Tick One Per Family (if applicable)
10. Enter Limit Orders (if applicable)
11. Enter Cost
12. Select Last Payment Date (if applicable)
13. Choose Files/Image
14. Filter by the dropdown menu
- Groups: If you have created a group previously you can find it by the name of the group
- Students: Will show a list of years/class where you can select the ones relevant to you
- Family Type: You can choose year/class and then apply family type filter
15. Apply Filter
16. Select all or select relevant students that you wish to submit the payment to
17. Add selected so they move to your Final list
18. Select name of the teacher who will manage payment so they can view it on their Administrators app
19. Select Reminders
20. Untick Send SMS (if not applicable)
21. Tick Optout (if applicable)
22. Require Consent (if applicable)
23. Hit Submit
Account Code
Extremely important to set up payment with the correct account code so that when managing your end-of-the-month reconciliation fees are assigned to the correct account code. You can find the account code on your Account Package system (e.g. 3310 assigned to all TY activities). We cannot change an account code after users pay for the item.
Financial Year
This will flag payments to which year they are relevant. So you may receive payments for 2024/2025 during the year 2023/2024. We recommend using the correct account code and Financial year rather than entering the 2105 code.
Item Type
- Variable Amount - Allow users to enter the amount they wish to pay (e.g. donations)
- Variable Quantity - Allow users to select the quantity of items they need (e.g. musical/ match)
- Siblings - Will allow you to select students to payment
If you are ever unsure of what item type to select
One per family
This setting will assign the payment to only one student per family, based on the mobile number of the parent. So if as a family they only need to pay once, please do tick the box.
Limit Orders To
Not a mandatory field. Only apply this if you have a limited amount of payments that can be accepted (e.g. Trip to Emerald Park with only 20 spaces available). Payments outside the school app do not count towards limited numbers.
Payment Type
This can be updated at any time. If you have given an instalment option and wish to change to full payment, it will not affect instalments for parents who have already paid.
- Full Payment - User will only be able to pay in full
- Partial Payment - User can either pay in full or in instalments. You decide how many instalments users will be paying. Instalments are taken the first payment is taken immediately, second and subsequent payments are taken in 30 days intervals.
Last date of Submission
This means users will not be able to pay for the item after the date selected here. You can update the last date of Submission after creating the payment. You can leave a payment open by not selecting a last payment date.
Reminders
Please note that the setting will change depending on how soon you need the payment by (i.e. I am sending payment for a Trip the following week I might select reminders to go every 2 days). Reminders will only notify users who have not yet paid for the item, and users will receive reminders until the last submission date.
Optout
If you have an optional payment you can give parents the option to Optout. This way parents will not be getting reminders of the payment if they do not wish to pay for it. (i.e.Tickets to Musical) Do not give the Optout option if the payment is mandatory (i.e. School fees).
Require Consent
Not a mandatory field. Allows you to link consent with payment as the parent will not be able to make the payment if not consenting. Enter in the Consent Description to what they are consenting to.