Setting up Student Fee Balance Exports - Filter Method

Minimum version: BrightArrow Base 2 v24.02.19

The fee balance export is used for creating lists that can be used to message a student or parent/guardian about their current fee balance. Students with a 0 balance will be excluded from the export automatically. The export contains the overall fee balance, when the most recent fee was assessed and what type it was, and if you track fee due dates it can report the overdue balance separate from the current balance.

Frequency

Fees don't tend to change often so sending once a week is most common.

Filters

This export will respect the settings from the BrightArrow Settings area. For more information on how to change the settings read How to Change the Fees Filters. Once the export is set up and scheduled all changes other than export time changes can be done from the settings area.

Setting up the Student Fee Balance export

The export should be set up in DEM from District Office. For information on getting to DEM read Getting to Data Export Manager (DEM)

1. Category = Additional Data Sets
2. Export From = BrightArrow Fee Summary - from Filter
3. Fields -> Select the checkbox next to "FEE" to select all fields. Fields are already listed in proper order.
4. Click Next
   
5. No filters here, controlled by the settings page filters
6. Click Next
   Note: Before the next section becomes editable the entire template must run. This is not a quick process and the larger your district the longer this will take
   
7. Export File Name = fee_balances.txt
8. Line Delimiter = CR/LF
9. Character Set = UTF-8
10. Click Save Template
    
11. Name = BrightArrow - Fee Balances
12. Click Save as New
    
13. Switch to the My Templates tab
14. Find the row for the new template and click the calendar button to schedule this template. If you do not see the calendar button or the Scheduled System Templates tab you don't have permission to schedule exports. For more information on that read Enabling DEM Scheduling
    
15. Days to Execute = Pick the day(s) you want to send a lunch balance message
16. When to Execute = pick a time 5 to 10 minutes before you want the message to go out. There needs to be some processing time for PowerSchool to generate the file and send it to us. If you want the message to go at 6:00pm then export at 5:55pm.
17. Send Output To = BrightArrow
18. Email Completion Report To (optional) = your email or an email to keep a record of if the export and file transfer was successful or if it failed. 
19. Click Save 
    
20. Your export will go at the scheduled time and day(s). To send a copy now so that we can get started setting up the import of the file you can click the Send Now button which looks like the Play button from a DVD player
    
21. Let us know that the file is ready so that we can set up your import. Also let us know if you want phone/emails to come from parents, students or both.