Manually Uploading Pupils to ParentPay

Transcription

1 Manually Uploading Pupils to ParentPay These instructions are intended for schools that have already downloaded the MIS:Sync application if you have not done this yet, please download MIS:Sync from the Help tab within your manager login before you go any further. Step 1 - Exporting a file from your school MIS If an automated upload is not possible from your MIS system to ParentPay, you will have the ability to create a report and export a copy of this information into a spreadsheet (CSV format). We need you to create a report, using the below fields the ones with a * by them are mandatory (we know that you may have things names differently, for example Pupil forename could be First name in your school MIS): *Pupil surname *Pupil forename *Admission / role number this will be used as a pupil identifier, each must be unique *UPN *Date of birth *Gender *Year group *Registration group Parent salutation House number House name Street District Town County Post code Free school meal entitlement** Free school meal start date Free school meal end date Ethnicity Religion Dietary requirements **If a child is not eligible for a free school meal, you need to ensure there is no date listed for them, even if they were a previous FSM student and the dates are for an historic period You will need to export this file and save is as a CSV. ParentPay Ltd Page 1 PPTA 05/03/ :19 Version 1.1

2 This is an example of what your pupil data will look like when you have exported it as a CSV file. Some of your fields may be different, for example where we have put admission number, your school may call this role number. You will need to produce a copy of this report, every time you have pupil data changes within your MIS, so please ensure the columns are always in the same order. It is important that there are no commas in any field on the spreadsheet. If you do have commas within the spreadsheet, you can remove these by opening the CSV file in Excel and use the find / replace option to find a, and replace with a space then select replace all. There should also be no blank rows in the data Step 2 Creating your mapping template (this part is a one off process) Click on the MIS:Sync icon on your desktop and log in. This will then take you to the log in screen (you may need to minimise any other programmes you have open). If your school uses a Proxy server, you may need to add these details see diagram at bottom of page: ParentPay Ltd Page 2 PPTA 05/03/ :19 Version 1.1

3 Make sure you are in Live mode Your username and password are the same as you use to log into your ParentPay Manager account Your organisation ID is as follows: Schools in England = school-1-dfe number. Schools in N Ireland = school-2-dfe number Schools in Scotland = school-3-dfe number Schools in Wales = school-4-dfe number Leave the MIS System dropdown box as Other If your school uses Proxy settings you will need to click on the Proxy Tab and enter the Proxy server details. Click Test connection to check the Proxy settings are correct. ParentPay Ltd Page 3 PPTA 05/03/ :19 Version 1.1

4 Go back to the Login tab and click Continue. Once logged in click on Tools and select Create a mapping ParentPay Ltd Page 4 PPTA 05/03/ :19 Version 1.1

5 Browse on your system for the CSV file you have just created and then give your mapping a name and press Ok This will bring up the below screen. The left hand column are the fields that ParentPay use, the right hand column are the fields that your school file has used. You now need to match the fields from your file to the relevant fields within ParentPay. Click on the ParentPay field in the left column, and then click on the one that it matches to from your file. For example ParentPay = admission number, School file = role number. Once you have matched the fields click Map ParentPay Ltd Page 5 PPTA 05/03/ :19 Version 1.1

6 For admission/role numbers, you may wish to pad to six digits (particularly if you use a cashless till system that pads your admission/role numbers). If you wish to do this put a tick into the required box prior to clicking Map. Most of the fields are self-explanatory however you need to be aware that groupcode relates to your Year groups and RegGroup relates to Registration groups. Once you have matched all of the required fields from your spreadsheet you need to click Save Note: It is not possible to upload addresses and mobile telephone numbers to the ParentPay system via a manual mapping. ParentPay Ltd Page 6 PPTA 05/03/ :19 Version 1.1

7 Step 3 upload your CSV file to ParentPay Click the Pupils tab and select Manual update Select the CSV file that you created once more by clicking on the yellow browse folder. Then select the mapping that you have just created from the dropdown menu. Click Import This will pull through the data from the file that you have created; any fields that you did not use will remain blank. If there are any errors in your data an exclamation mark (!) will appear in the very first column. Any errors will need to be corrected within the CSV file and re-imported. ParentPay Ltd Page 7 PPTA 05/03/ :19 Version 1.1

8 Once you are confident your data is ready to be imported to ParentPay click Upload The pupil data will be exported to your ParentPay site. You will receive a message via the Message tab informing you that your upload has been successful You may also receive warning messages (usually advising you that missing FSM dates have been updated with relevant dates to ensure the upload could be processed) You can now close MIS:Sync. ParentPay Ltd Page 8 PPTA 05/03/ :19 Version 1.1

9 Next time you need to refresh your pupil data, you will only need to export the information from your school MIS > save as a CSV file and use the existing mapping you have created to refresh the pupil data via the Pupils > Manual Update tab. Troubleshooting If your import has failed you will receive notification that there is an error The error will be displayed in the message screen. You will need to review the message, amend the data in your pupil file and re-attempt the upload. ParentPay Ltd Page 9 PPTA 05/03/ :19 Version 1.1