TABLE OF CONTENTS


 

Introduction

This article provides instructions for performing a SchoolCash Register Close-Out, a routine part of using the SchoolCash Register. It is recommended that the SchoolCash Register cash drawer be closed out when the school user goes to the bank. The frequency would be according to the schedule established by your school district.

SchoolCash Register Close-Out

A SchoolCash Register Close Out is part of the regular use of the SchoolCash Register. 

NOTE: The SchoolCash Register close out does not allow for additional deposits to be added to the SchoolCash Register close out deposit. 

  • If there is a pending deposit aside from the SchoolCash Register close out deposit, it will be omitted until such time as the SchoolCash Register close out deposit is added to ledger. 

Prior to adding a new deposit (whether this is for another SchoolCash Register payment or just simply adding a deposit not entered in the SchoolCash Register, a new deposit form cannot be added.)



Steps to Close-Out SchoolCash Register

From SchoolCash Register, select Close Out (tab)

Step 1 - Sales Period

Displays the sales period for the close out. Select Continue (button)


Step 2 - Where to Enter Cash Information for the Close Out Deposit


Cash Drawer Field

Enter the $ amount in the Cash in Drawer field

Cash to leave in Drawer Field

CAUTION: Cash to leave in Drawer field - this is for those few districts which do allow schools to retain a float.

Most districts do not allow schools to retain a float. If this is the policy of your district, it is important to leave this field blank.

Your district does allow the school to retain a float

  • then and only then, enter an amount in the Cash to leave in Drawer (cash float) field
  • It is important to understand that if your district has not made accommodation for the school bank account to have a float within SchoolCash, the amount entered in the Cash to leave in Drawer (cash float) field will be deducted from the total SchoolCash Register close out deposit amount and will quite certainly provide an incorrect deposit.


Detailed Cash Section

Note: The option to detail the cash is provided. It is strongly recommended that this information be entered on this window.

This is where the cash amount entered in Cash in Drawer field is detailed.

This entry information will be moved to the deposit module for the SchoolCash Register close out bank deposit.



If you do not enter the detailed cash amount, or you don't enter detailed cash that equals that of what was entered in the Cash in Drawer field, a warning will display.

Upon correct detailed entry information, then select Continue (button).


Step 3 - Unbalanced Close Out 

The sales activity displays. Review the information.

An Unbalanced SchoolCash Register close out CANNOT be reversed!

A SchoolCash Register close out button should not be selected for a SchoolCash Register which is not balanced.


If the Actual Payment Summary Over and Under fields do not balance, review reports:

  1. Select Actual Payment Summary [Details]

    Important: If cash drawer does not balance, review the Check Details and/or generate the Close Out Report to review any other tenders that may have been entered incorrectly before you complete the Close Out. A Close-out Comment must be entered to proceed to Step 4 to review the report.
  2. Verify the number of checks matches what is on hand, then Close (button) to return to Step 3
  3. If you have determined the error, select Cancel (button). No need to Continue.
    1. Review the # of checks if you are not balanced. In some cases, the tender may need to be modified.
      (See below links to "Where to next" - SchoolCash Register Close Out Does Not Balance article and/or Register Modification and/or Modification Tab - correcting an Incorrect Payment Type articles on learn how to modify a payment tender.)
    2. If you have moved to the Step 4
      Do not select the close out button for an unbalanced SchoolCash Register close out! 
  4. You can select the Report Preview link to review the full close out report to determine where the error lies. 


Important: If you are unable to determine the error, select Cancel (button) to return to Step 1 and
contact your district administrator for their help.


Once the error has been determined, select Close (button), then Cancel (button) to return to Step 1


5. Once the SchoolCash Register close out Step 3 is balanced (has blank Over and Under fields), then select the Report Preview link once again to review the report. 


Step 4 - Balanced Close Out

  1. The SchoolCash Register close out is balanced and the report preview reports have been revisited,
    then select Close Out (button)


For SchoolCash Accounting

Move to the deposit module to review the SchoolCash Register close out bank deposit. Print all district-required forms and then add to ledger.

Reminder: A new deposit form cannot be added to a SchoolCash Register close out deposit from Forms > Add form. Once the SchoolCash Register close out deposit is added to ledger, the school will then have access to the previous deposit in progress prior to close out or a new deposit, if there were no pending deposits.


Only acception, if the SchoolCash Register Close Out is closed and is now in the deposit module and not added to ledger, IF a group collection entry for deposit or completion is done, it will add as a second deposit form along with the close out deposit form. This is a rare acception.



Where to next?