This guide is intended for MCAS administrators and will cover how to Create Orders and and Pay them on behalf of a Parent.
- Creating an Order
- Adding Dinner Money
- Add Running Balance Club Deposit
- Process Instalments or Part-Paid Items
- Finalising Your Order
- How to Mark an Order as Paid
Access: The permissions required to access View Orders can be found in the MCAS module from within Config > Setup > Roles and Permissions.
See also: How to Manage Existing Orders.
Note: There is a £1 minimum checkout amount on MCAS, meaning any purchasable items, Clubs, Trips or Products must cost £1 or above.
Creating an Order
From the left Menu go to Modules>MyChildAtSchool>View Orders.
Click the Create Order button.
This will open the Order Details page.
Select the Student the Order will be associated with, either by typing their name into the Select Student field, or by clicking the Blue Magnifying Glass and using the Student Selector to find them .
Add an item to the order by selecting the required item from the drop down and clicking the green tick to the right hand side to Confirm.
Depending on the Student you have selected, other options for adding items will be displayed in addition to the Item drop down, which we will cover in more detail later in this guide.
Once you have added all required items to your order click Next and proceed to the Finalising Your Order section of this guide.
Adding Dinner Money
You can add Dinner Money from this page. To do this, select the student and click Add Dinner Money Balance.
This will open a pop-up. Enter the Amount you would like to create the Order for. Click Add to Order, this will take you back to the Order Details screen.
From here you can continue to add items to the Order if necessary, once you’ve added everything you need, click Next and proceed to the Finalising Your Order section of this guide.
Add Running Balance Club Deposit
When selecting a Student who has a membership in a Running Balance Club, you will see the option Add Running Balance Club Deposit appear in the Create Order pop-up. Once you have selected the Student, click Add Running Balance Club Deposit.
This will open a pop-up. Select the Running Balance Club you would like to create an Order for from the drop down.
Enter the Amount to create an order for in the Amount field.
Once you’re happy, click Add to Order, this will take you back to the Order Details screen.
From here you can continue adding items to the Order if necessary. Alternatively, click Next and proceed to the Finalising Your Order section of this guide.
Process Instalments or Part-Paid Items
When selecting a Student who has outstanding payments for a Product or Club that either is paid by Instalments or has Part-Pay enabled, you will see the option Process Instalments or Part-Paid Items appear in the Create Order pop-up. Once you have selected the Student, click Process Instalments or Part-Paid Items.
This will open a pop up. From the drop down, select the Part-Paid Item or Instalment that you would like to create an Order for.
If you select a Part-Paid Item from the list you will need to enter the Amount to create an Order for in the Amount field, it will default to the Amount outstanding for the Part-Paid Item.
If you have selected an Instalment, the Amount will be entered automatically and cannot be edited.
Once you’re happy click Add to Order, this will take you back to the Order Details screen and you should see the selected item listed.
From here you can continue adding further items to the Order if necessary, otherwise click Next and proceed to the Finalising Your Order section of this guide.
Finalising Your Order
To finish creating your Order, from the Order details screen, click Next. (if you have not
On the Summary screen, check that the items on the order are correct, then select a Contact to associate with the Order from the drop down.
Next, you have the option to select either Create Order & Pay now, or Create Order. If you select Create Order, the Order will be created immediately and will display as an outstanding payment on the parents MCAS account. You will receive the following confirmation.
If you select Create Order & Pay Now please continue following the How to Mark an Order as Paid section of this guide
How to Mark an Order as Paid
To mark an Order as Paid, first open the Order Details screen for the Order you would like to mark as Paid. If you have been following this guide up to this point you will already have this page open, otherwise you can get to the Order Details screen through Modules > My Child at School > View orders, selecting the order you would like to mark as paid using the Tick Box on the left, then clicking View.
Note: The Payment Method on the Order Details screen will always default to Cash, you will have the opportunity to select a different Payment Method on the next screen.
Click Pay Order.
Select the required Payment Method from the drop down.
If you select Cash, Cheque or Voucher, you will be asked to select the Staff Member that took the Payment and the Payment Received Date.
Once you are happy the information is correct, click Confirm, this will prompt the following warning, click Yes to mark the order as Paid.
If you select Card, you will be asked to enter Staff Member who received the Payment as well as the Address details and E-Mail of the person making the Payment.
Once you are happy that the information entered is correct, click Confirm.
You will be shown the following warning, click Yes.
This will take you through to our Payment Provider, enter the Card Details and once you’re happy, click Make Payment.
You will then be taken back to the View Orders screen, the Order Status will now read Paid.
