Manually purchasing School Shop items and marking items as issued

Use this article if either:

  • you don't use the Parent Portal or Arbor App at your school
  • you need to manually log that a parent has purchased an item from the School Shop
  • the student has already had the maximum number they can buy purchased, and you need to give them additional items (unless overriding this would take the total items purchased over the total number of items available)

Permissions

  • Finance: Administer - Set up School Shop items, log payments and refunds and mark items as issued/not issued.
  • Finance: View - View products and purchases, but not edit any information.
  • School Shop: Administer - View products and purchases and mark items as issued/not issued. Please note that this permission is not included in any Business Roles by default, but can be added ad-hoc to people using the link below.

If you don't have the permission, you'll need to ask your admin team to give you permission using these instructions.

 

Purchasing items

Go to School > Payments > School Shop > School Shop Products, select the item and click More information.

Screenshot_2022-12-05_at_11.16.53.png

 

Click +Add in the Product Purchases area.

Screenshot_2023-01-23_at_15.22.16.png

 

In the slide over, select the number of items to purchase, and the student. It is not possible to select multiple students.

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If the price for this student is 0, you won't need to add payment details.

Screenshot_2022-05-04_at_12.45.36.png

 

If the price for this student is not 0, click Pay

Screenshot_2022-12-05_at_11.18.25.png

 

Add the card details - Arbor accepts Visa or Mastercard only. You may also be asked to provide authentication.

Screenshot_2022-05-04_at_12.49.42.png

 

Marking items as issued

There are two ways to mark items as issued - from the item overview, or from the Orders page.

From the Orders page

Go to School > Payments > School Shop > School Shop > School Shop Orders.

Tick the boxes next to the paid-for items and click the Bulk action button to select to mark them as issued.

They will then be removed from the Paid tab, and will move to the Issued tab.

Screenshot_2023-01-23_at_14.38.53.png

 

From the item page

Go to School > Payments > School Shop > School Shop Products, select the item and click More information.

Screenshot_2022-12-05_at_11.16.53.png

 

Tick the box next to the students in the Product Purchases section, and click the Bulk action button to select Mark as issued.

They will then be removed from the Paid tab, and will move to the Issued tab.

Screenshot_2023-01-23_at_15.23.25.png

 

Please note that as items are issued, the Max. number available does not decrease. The number remaining (Max. number available minus the number purchased) is not visible, but is used to calculate items remaining when making purchases.

Screenshot_2022-09-20_at_14.42.12.png

 

What's next?

If you need to mark an item as not issued, or give a refund, you can see how to do this here: Refunding and marking School Shop items as not issued

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