Closing Out the SchoolCash Register for Catalog Rollover (SFO) - Step 6 of 6

Overview

This online guide is Step 6 of 6 for preparing and working with multiple-year SchoolCash Catalogs in SchoolFunds Online. In this step, you close out the SchoolCash Register, modify a payment, process a refund for SchoolCash Register payments, review refund tips, complete group collections, and complete the related deposits in SchoolFunds Online.

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 5-part online guide.

Steps

Closing out the SchoolCash Register

From the Main Menu, select School Store > Cash Register / Group Collection.
When prompted at the Search screen, select the X in the top right-hand corner.
At the Checkout screen, select the Close Out tab.
Follow the online instructions to close out the register.
Repeat these steps if you have more than one cash drawer at your school.
At Step 1, review the sales period for the closeout.
Select Continue.
At Step 2, enter the amount in the Cash in Drawer field. Note that the option to detail the cash is provided.
Select Continue.
At Step 3, review the sales activity.
- If the cash drawer does not balance and there is a balance in either the Over or Under fields, review reports.
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.
If you are balanced, select Close to return to Step 3, then select Continue.
Enter a Close-out Comment to proceed to Step 4 and review the report.
Select Continue. The close out will be transferred to SchoolFunds Online, unless it is a $0.00 close out.
At Step 4, preview the Close Out Report.
- Print the Close Out Report for your records.
From the Main Menu, select Receipts > School Store Receipts.
Complete the deposit to the bank.

Modifying a payment

From the Main Menu, select School Store > Cash Register / Group Collection.
When prompted at the Search screen, enter student name requiring the modification in last name, first name field.
Open the Modification tab.
Select the Change icon. For a tender error, select the checkbox for Change Tender.
Enter the mandatory reason. The district process may provide specific wording.
Save the record.

Processing a refund for SchoolCash Register payments

From the Main Menu, select School Store > Cash Register / Group Collection.
When prompted at the Search screen, enter student name requiring the refund in last name, first name field.
Open the Refunds tab.
Select the item to be refunded.
Enter the Refund Amount. Full and partial refunds are available.
Enter a mandatory reason.
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.
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. This 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 will result in an imbalanced closeout report.

Reprinting common register documents

Print Statements by selecting an item and choosing All Outstanding.
Re-print Receipts, if required.
Re-print the Close-out, if required.

Completing group collections

From the Main Menu, select School Store > Cash Register / Group Collection.
When prompted at the Search screen, select the X in the top right-hand corner.
At the Checkout screen, select the Group Collection tab.
To complete existing open group collections, select an open group from the Select Existing Group Collection list.
Choose Select.
Complete the itemization payment process, or if there are no payments, click Complete.
A pop-up window will appear confirming completion of the Group Collection.
Once the completion option is selected, the current Group Collection campaign will no longer be available for itemization payments.
Select Enter cash details.
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.
Select or clear the checkboxes beside Print Payment Summary Report and Print Individual Receipts as needed.
Print the summary and individual receipts, if selected.
The Group Collection deposit will be transferred to SchoolFunds Online.
Complete the deposit to the bank.
Repeat these steps for all open group collections.
After you have selected Complete, check Main Menu > Receipts > School Store Receipts for any funds that may have been pending in the Group Collection.
Complete the deposit to the bank.
Completed $0.00 group collections will not appear in the Receipts module.

Outcome

You have closed out the SchoolCash Register, modified payments, processed refunds, completed group collections, and completed the related deposits in SchoolFunds Online.

Troubleshooting

The cash drawer does not balance - Review the payment summary, verify the number of Checks on hand, and modify the tender if needed before completing the close out.
A refund involves a Check - Process the refund through the Issue Checks - Disbursement module instead of refunding in Cash after closeout is complete.
Cash and Detailed Cash Total do not match during a group collection - Click Complete if you do not want to enter the cash details now, then complete the related deposit in School Store Receipts.

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