Overview

This online guide is Step 6 of 6 for preparing and working with multiple-year SchoolCash Catalogs in SchoolCash Accounting. In this step, you close out the SchoolCash Register, modify a payment, process a refund for SchoolCash Register payments, complete group collections, and review how the automatic SchoolCash Catalog rollover works.


Before you begin


  • A Close Out is part of the regular use of the SchoolCash Register. The SchoolCash Register cash drawer should be closed out regularly, as established by the district or board.
  • This article completes the 6-part online guide.


Steps

Closing out the SchoolCash Register

  1. From the Main Menu, select SchoolCash Register.
  2. When prompted at the Search screen, select the X in the top right-hand corner.
  3. At the Checkout screen, select the Close Out tab.
  4. Follow the online instructions to close out the register.
  5. Repeat these steps if you have more than one cash drawer at your school.
  6. At Step 1, review the sales period for the closeout.
  7. Select Continue.
  8. At Step 2, enter the amount in the Cash in Drawer field. Note that the option to detail the cash is provided.
  9. Select Continue.
  10. At Step 3, review the sales activity.
  11. If the cash drawer does not balance and there is a balance in either the Over or Under fields, review reports.
  12. Review the close-out report, located on the top of the window. 
  13. Select Actual Payment Summary [Details].
    1. Verify that the number of Checks matches what is on hand.
    2. Verify the Cash on hand entered matches what is on hand.
    3. If needed, select Cancel and modify the payment tender. Review the Modifying a payment information.
  14. If you are unable to determine the reason for the unbalanced close-out, reference your district's process.
    Stop! Only proceed, if the district approves going forward with an unbalanced close-out by entering a close-out comment to proceed to Step 4.
  15. Select Continue if the close-out is balanced. The close out is transferred to the Deposits/Receipts module.
  16. At Step 4, preview the Close Out Report by clicking on Report Preview.
    • Print the Close Out Report for your records.
  17. Click Close Out to finish the close out process.
  18. A pop-up will appear: "Are you sure you want to Close Out the Sales Period from DATE to DATE?" Select OK.
  19. Close-Out Report will be downloaded and you will be redirected to the Deposit Page. 
  20. From the Main Menu, go to Deposits/Receipts.
  21. Complete your bank Deposit, print required deposit forms, and Add to Ledger.

Modifying a payment

  1. From the Main Menu, select SchoolCash Register.
  2. When prompted at the Search screen, enter student name requiring the modification in last name, first name field.
  3. Open the Modification tab.
  4. Select the Change icon. For a tender error, select the checkbox for Change Tender.
  5. Enter the mandatory reason. The district process may provide specific wording.
  6. Save the record.

Processing a refund for SchoolCash Register payments

  1. From the Main Menu, select SchoolCash Register.
  2. When prompted at the Search screen, enter student name requiring the refund in last name, first name field.
  3. Open the Refunds tab.
  4. Select the item to be refunded.
  5. Enter the Refund Amount. Full and partial refunds are available.
  6. Enter a mandatory reason.
  7. For the tender issue, select the correct tender.
    • If the tender is Check, process the refund through the Issue Checks - Disbursement module.
    • 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. Follow the previous details.
  8. Confirm the refund.

Reviewing refund tips

  • Refunding a Check before closeout is complete - Modify Check tender to Cash, enter a comment that the Check was returned, and refund as Cash. The modification to Cash, refunded as Cash cancels the deposit. If the student still owes an item, reattach the item to the student.
  • Refunding a Check after closeout is complete - Tender is Check. A Check must be processed through the Issue Checks - Disbursement module. Do NOT refund in Cash.
  • A waived fee may not be refunded.
  • The tender cannot be changed after the refund has been entered.
  • An incorrect tender results in an imbalanced closeout report.

Completing group collections

  1. From the Main Menu, select SchoolCash Register.
  2. When prompted at the Search screen, select the X in the top right-hand corner.
  3. At the Checkout screen, select the Group Collection tab.
  4. To complete existing open group collections, select an open group from the Select Existing Group Collection list.
  5. Choose Select.
  6. Select Enter cash details.
  7. If a pop-up window states that Cash and Detailed Cash Total do not match, select Complete if you do not want to enter the cash details now.
  8. Select or clear the checkboxes beside Print Payment Summary Report and Print Individual Receipts as needed.
  9. Complete the itemization payment process, or if there are no payments, select Complete.
  10. Review the pop-up window confirming completion of the group collection.
    • Note that once the completion option is selected, the current group collection campaign is no longer available for itemization payments.
  11. Print the summary and individual receipts, if selected. 
    • The group collection deposit is transferred to the deposits module.
  12. Complete the deposit for the bank.
  13. Repeat these steps for all open group collections.
  14. After selecting Complete, check Main Menu > Deposits/Receipts for any funds that may have been pending in the group collection.
  15. Complete the deposit for the bank.

Reviewing how the automatic SchoolCash Catalog rollover works

  • Confirm that it is one day or more after the Next Year Catalog Rollover Date.
  • Confirm that the system has validated that new (Student Information System) SIS data is available, with at least 60% of the students in the file for the school in a different grade.
  • Confirm that there are no outstanding transactions in SchoolCash Register, including payments that have not been closed out and/or group collections that have not been completed.
  • If a new school year was not created earlier, note that a new school year is automatically created by the system when the above conditions have been met.

Outcome

You have closed out the SchoolCash Register, modified payments, processed refunds, completed group collections, and reviewed how the automatic SchoolCash Catalog rollover works.


Troubleshooting

  • The cash drawer does not balance - Review the payment summary, verify the number of Checks and Cash on hand, and modify the tender if needed before completing the close out.
  • The automatic SchoolCash Catalog rollover does not happen - Confirm that the rollover date has passed, new SIS data is available, and there are no outstanding SchoolCash Register transactions.

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