Student Fine Import

Modified on Thu, Jun 29, 2023 at 10:03 AM

Student Fine Import

File Format

The file format is a CSV (comma delimited file). It may or may not include a header row. While not all data is required to be filled in, all columns MUST exist on import file.

Column	Description	Required	Sample
1	SCHOOL_YEAR	Y	2013-14
2	STUDENT_ID	Y	12345
3	FINE_DATE	Y	MM/DD/YYYY
4	FINE_ITEM_CODE	Y	LUNCH (Code from Fee Category in Generic Codes)
5	SCHOOL_CODE	Y (but data may be left blank)	Student's current school code will be used if blank
6	TEACHER_ID	Y (but data may be left blank)	12345
7	FINE_AMOUNT	Y	10.75
8	DESCRIPTION	N	Fine Item Description
9	DESCRIPTION	N	If present, will be added to Fine Item Description
10	DESCRIPTION	N	If present, will be added to Fine Item Description
11	OPTIONAL	N	Y or N. Will default to false
12	SHOW_PARENTS	N	Y or N. Will default to true
13	ACCOUNT	N	Will default to FINES if blank. This should be the CODE from Accounts
14	DUE_DATE	N

Options:

Update/Insert Only (One Fine Type per Student): If a student has a fine of given type it will be updated. If student does not one will be inserted. If a student has two fines of a given type in the import file, then one will be deleted and the other will be updated. Student will have only one fine of this type once the import has finished. Student fines belonging to students not listed in the file will not be affected.

Delete and insert (One Fine Type per Student): This will delete ALL students fines for fine types listed in file for each school code they are listed for. So if you import file contains a Fine Code of "LUNCH" for a student in school HS, then all student fines of fine code "LUNCH" in school HS will be deleted. After deletion, fines listed in file will be inserted.

Mass Insert: All fines in file will be imported regardless of existing Student Fine data. No existing fine data on students will be affected. If you ran the import twice for the same file, the student would now have duplicate fines.

Alternate Format (will be auto-detected when import file only has 2 or 4 columns)

Column	Description	Required	Sample
1	STUDENT_ID	Y	12345
2 (or 4)	FINE_AMOUNT	Y	10.75

The following options MUST be set to use this format:

Import ALL fines as Fine Category: (if fine category blank in import file) - pick from a list of FEE CATEGORY codes in you system. All imported fines will be of this type

Import ALL fines with Description of: (if description blank in import file) - will be the name of the fine on the students record.

This format will only import negative fine amount from the file. Any positive fine amount (or any amount greater than the Minimum option below) will remove any fine (of selected fine category) from the student.

Optionally, you may enter in a amount in the "Do NOT import any fine less than this amount:" option. Any fine in the file of a lesser amount will not be imported as a fine.

More Options:

Upload and process file manually: You may attach a file using the Browse and Upload Import File buttons. To run with this uploaded file, hit the Process Above File button to launch the task.

Notes:

If you are subscribed to the IntstantSync Fee/Fine integration task then this task will run in Mass Insert mode only. Also note, created fine/fees will only sync during the nightly sync task.

File may not contain two fines of the same type for a student.

Fine balances on Students will be recalculated during import.