Introduction

This article explains how to create and manage group collections using the SchoolCash Register. It provides detailed instructions for setting up a group collection, recording payments, and finalizing the collection. Additionally, links to helpful video resources are included for further guidance.

Steps to Create a Group Collection


1. Access the Group Collection Tab

  • From the main menu, select SchoolCash Register.
  • Navigate to the Group Collection tab to view existing collections.

2. Choose the Item and Group

  • Locate the item you want to collect payments for, such as a yearbook.
  • Items that are grayed out are expired. Select an active item by checking the box next to it and clicking Select.
  • Determine how to group students for the collection. Options include:
    • Grade: Collect payments from all students in a specific grade.
    • Course: Use course sections or semesters.
    • Homeroom: Group by the assigned homeroom teacher.
    • Custom Group: Create a collection for a specific group.

3. Review and Name the Collection

  • The system generates a default name for the group collection, combining the item name, school year, and group type. You can use this name or customize it.
  • Once named, the collection will display the total number of students and their payment statuses.

4. Save the Group Collection

  • Click Create to finalize the group collection setup.
  • The new group collection will appear in the list of active collections.

Steps to Record Payments in a Group Collection


1. Navigate to the Group Collection

  • From the Group Collection tab, locate and select the collection you want to update.
  • View the list of students and their payment statuses. Paid students are removed from the list automatically.

2. Record Payments

  • Use the SchoolCash Register to record payments made in cash, check, or a combination of both.
  • Adjust guardian information if the payment method does not match the first guardian on file.
  • Select Deposit to update the collection and leave it open for future payments.
  • If all payments are complete, select Complete to close the collection.

3. Review Receipts

  • Print receipts for recorded payments for your records.
  • Review updated balances and student statuses within the collection.

Finalizing a Group Collection

  • If all payments are received, click Complete to close the collection.
  • Once closed, the collection can no longer accept payments but remains viewable for record-keeping.

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