This article explains what your school needs to provide so finance documents can be imported into the portal through the Guardian Documents manager.
It covers the database access required, the tables used, how guardian emails are matched, and what to do if you want additional document descriptions imported.
⚠️Important: For guidance on how to store the PASS finance documents for import, contact WCBS directly.
Import Finance Documents
Confirm that you want finance documents imported into the portal through the Guardian Documents manager.
Arrange an SQL user with read access to the required databases and tables.
Ask your IT team to whitelist this IP address so the connection can be made: 34.254.209.48.
Once the access is ready, provide the connection details through your normal support process so the import can be configured.
Provide Access to the Required Databases and Tables
To allow finance documents to be imported, the SQL user must have read access to the following tables.
From the PassDocuments database
PASSMAIN_DOCUMENT_HEADER.
PASSMAIN_DOCUMENTS.
PASSMAIN_DOCUMENT_RELATIONSHIP.
From the PassMain database
NAME.
📌Note: Guardian email addresses are matched using the NAME table. If there are no email addresses stored in this table, the portal cannot import any finance documents.
Understand Which Documents Are Imported by Default
By default, the import only brings through documents where the document description begins with:
Updated Bill.
The system reads this value from the Custom Description field in PASS Finance.
If you want additional PASS Finance document descriptions to be imported:
Contact the support team.
Provide the exact additional Custom Description values you want included.
Ask for those descriptions to be added to your import configuration.
Only documents matching the approved descriptions will be imported.
Check Email Matching Before Import
Before the import is configured:
Review the guardian records in PASS.
Confirm that the correct email addresses are present in the NAME table.
Check that the email addresses are complete and valid.
If the guardian email addresses are missing from the NAME table, the portal will not be able to match documents to guardians.