Create an Item

Create an Item

Create an Item

Create an Item How to Create an Item Table of Contents Proprietary Notice The entire contents of this presentation were prepared for the sole use of Conroe Independent School District and are not intended for the public domain. Many elements in this presentation are considered proprietary and confidential as they contain business logic, business methods and system screen shots, therefore the entire contents of this proposal MAY NOT be copied or distributed outside of the Conroe Independent School District without written prior consent of the KEV Group Inc. Any distribution, copying, or other use by anyone else is prohibited.

If you are not the authorized recipient, please destroy this presentation immediately.

School Cash Suite Training Guide for Conroe ISD Update: January 2018

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Table of Contents School Cash Set Up . 2 A. Users and Login Access . 2 B. Chart of Accounts . 3 C. Demographics . 7 D. Ledger . 8 Issue Checks – Disbursements . 9 A. Backdating of Checks . 9 B. No backdating of Checks - Add first Check number . 9 C. Adding New Supplier . 10 D. Fuzzy Match . 11 E. Split Check and Low Balance Warning . 12 F. Duplicating Checks #1 . 14 G. Duplicating Checks #2 . 15 H. Additional Information . 16 I. Print Options . 17 J. Void Check . 19 K. Update Supplier .

20 L. List View . 20 M. Search . 21 N. Add to Ledger . 21 O. View Posted Checks . 21 Deposits/Receipts . 22 A. Backdating of deposits . 22 A. All Cash . 23 B. Cash & Checks (Itemizing Checks . 24 C. Split Deposit . 26 D. Sales Tax Payable Deposit . 28 E. Printing . 30 F. Posting to the General Ledger . 31 G. Re-Printing Reports . 31 Cash and Checks YTD Itemized . 32 A. View Year To Date Entries . 32 B. Non-Sufficient Funds . 32 C. NSF Check - One Category . 33 D. NSF Check - Multiple Categories . 33 E. NSF Check - Not Itemized in the Deposits/Receipts Module . 34 F. Modify . 35 G. Receive Payment .

35 H. Add NSF Payments to the Deposits/Receipts . 36 I. View NSF Entries . 37 J. Print Outstanding NSF Transactions . 37 K. YTD History Reports . 37 Transfer Entries . 39 A. Transfer From One Category to One Other . 39 B. Transfer Between Multiple Categories . 40 C. Additional Information . 40 Ledger Inquire . 41

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A. Sort: (Columns . 41 B. Search: (Tab . 41 C. Print: (Button . 41 D. Find: (Button . 41 E. Modify: (Tab . 42 F. Void Check: (Tab . 42 G. Query Report (Customized Report #11) (Tab . 42 Change Funds – Cashbox . 43 A. Change Fund – Set Up . 43 A. Cashbox Selection . 44 When the funds are returned to the office after the football game, the funds are deposited into the Football category . 44 Reports . 45 A. Report 1 – Detailed Category Summary (All Transactions . 45 B. Report2– Detailed Category Summary (Select Date Range . 46 C. Report 8 – Trial Balance (Category . 47 D. Report 9 – Trial Balance (Category Date Range .

48 E. Report 10 – Trial Balance (Umbrella Date Range . 49 F. Report 5 – Category Umbrella Overview Report (Select Date Range . 50 G. Report 11 - Customized Transaction Report . 52 Reconciliation . 53 A. Step 1: Enter Ending Bank Balance . 53 B. Step 2a: Clear Cash Deposits . 55 NOTE: Step 2b: Clear MSP School CashOnlin (School Cash Online) Deposits & Withdrawals . 56 C. Step 3: Clear Checks . 56 D. Step 4: Clear NSF’s . 56 E. Step 5: Add Interest/Service Charges . 57 F. Step 6: Add Electronic Funds Transfers (EFT) deposits . 58 G. Step 7: Finish Reconcile . 58 H. Step 8: Print Reports . 58 I.

Reprint reconciliation reports . 59 J. Additional Information . 59 School Cash Catalog . 61 A. Create an Optional Item and Attached to ALL students . 62 B. Create an Optional Item and Attached to a GRADE . 63 C. Create a Required Item With Options and Attached by COURSE . 64 D. Create a Recommended Item and Attached to ALL students . 65 E. Create an Item with Variable Options and Attached to ALL students . 66 F. Create an Item with Variable Costs and NO attachments . 67 G. Copy: z_Template . 67 H. Option / Choices Slider . 68 School Cash Register . 71 A. Search & Checkout . 71 School Cash Register Close Out .

72 A. Close out Steps . 72 B. How to modify a payment . 73 C. How to process a refund for Register payments . 73 D. Print . 73

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B. Item History . 75 School Cash Register Close Out . 75 E. Close out Steps . 75 Group Collection . 76 A. Build a Campaign . 76 B. Enter payments . 76 C. Deposit Funds . 76 School Cash Catalog- Reports . 77 A. Batch Report . 77 B. Item Attachment Report . 79 C. Item Order Report . 79 D. Item Option Report . 80 E. Category Report . 80 F. Student Balance Report . 80 G. Permission Form Report . 80 H. Payment Schedule Report . 80 School Cash Catalog- How to Manage Items . 81 Manage Items . 81 A. Edit . 81 B. Expire Now . 81 C. Delete . 81 D. Manage Attachments . 81 E. Copy . 81 F. Export . 81 View Student Attachments .

81 School Cash Online Refunds . 81 A. Individual Refund . 81 B. Group Refund . 81 Group Import . 81 Online Resources . 82 A. Resource Centre . 82 B. Information Tip Sheet within the modules . 82 C. User Guide . 82 The Basic Icons . 83 Training Recap . 84

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Notes:

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School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 2 School Cash Set Up A. Users and Login Access Training Site URL: https://schoolcash.net/Conroeisdsandbox/ The training site Login Access: Username: Train1, Train2, etc. up to Train22 Password: Kev123 (case sensitive) Each user will have their own bank account and access level set as Standard User Live Site URL: https://schoolcash.net/Conroeisd/ 1. Username & Password a. Username: FirstNameLastName b. Password: Kev123 (case sensitive) 2. Change Password 3.

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School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 3 B. Chart of Accounts 1. Bank Account Template This template is used to build the bank account in School Cash and transition the Account Number/Name to new Category Number and/or Category Name. Opening Bank Balance and category balances are based on the last bank statement.

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School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 4 2. How to access the Chart of Accounts: Main Menu > Category (Chart of Accounts) Note: The two black boxes must always be equal otherwise you cannot complete a reconciliation or a rollover.

1. YrEnd Outstanding Category Opening balance equals all checks and deposits that are outstanding based on the last reconciliation. The current balance for this category MUST always equal $0.00 2. Sort Columns a. By Category Name b. By Category Number c. By Category Umbrella Name (Groupings: Athletics/Teams, Clubs & Activities, Field Trips) d. By Current Balance – reverse order the order 3. Search Tab a. By Category Name: Enter Club, select Perform Search – Records 6 b. By Category Umbrella: Enter Campus, select Perform Search – Records 15 c. Find All button (top of window) refreshes the screen and displays all categories

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School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 5 4. Adding Contact Names: a. Sort by Category Name b. Select: Modify c. Add Contact Name (last name, first name) – Contact Name will appear on receipts and reports. d. Select Enter e. To Save Record – Select Check Mark Let’s add the contact Williams, Kate for both First Robotics Club and Yearbook-Elem/Inter categories. 5. Adding a Category a. Contact your District Support Staff if you wish to add a category. 6. Category Umbrella (Tab) a. Select tab and sort by Category Umbrella Name b. Category Umbrella Type is used for District Level Reports – set up based on the school level i.

Category Umbrella Type indicates Elementary with Elem, Secondary with Sec c. Print Button d. Select option and drop down appears e. Select Categories, list of all categories, keep handy for data entry

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School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 6 Suggestion: Print Chart of Accounts – Category information Sample Category Listing 7. How to Print Reports a. Click Print icon on the report toolbar b. Internet Explorer or Firefox will display a message to open the report (pdf) to print. Click Open c. Adobe Reader will open. Click the Printer icon in the Adobe window to actually print the report d. Click OK in the printer dialogue box

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 7 e.

After printing is completed Close the Adobe window Note: Reports can all be exported in a variety of formats: C. Demographics 1. How to access the Demographics: Main Menu > Category (Chart of Accounts) or from the Chart of Accounts > Update Demographics 2. School Demographics School Name, address, telephone number, school number have been set-up for the school. 3. Adding Signature Information Enter the following information Name = P. Peterson Position = Principal Select: Save (bottom left corner of screen) 4. Budget & Commercial Bank Demographics - Bank, Branch and Account Number have been entered - Check Style – defaulted to Laser Top - Current Tax Information (8.25% State Tax) 5.

Year End Demographics - Year End Rollover Date (August 31, 2018) - Year End Outstanding Category has been set. (YrEnd Outstanding) Do not change. 6. Optional Account Settings Tax Payable has been set – Sales Tax Payable

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 8 D. Ledger 1. How to access the Ledger: Main Menu > Ledger Inquire Ledger records have been included if a bank account had outstanding transactions from the last reconciliation. All transactions have been recorded under the Category – YrEnd Outstanding

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 9 Issue Checks – Disbursements http://resource.schoolcash.net/userguide/Issue_Checks.pdf Main Menu >Issue Checks – Disbursements A.

Backdating of Checks If checks have been issued after the last bank statement, enter these checks into the system. Caution: Record the correct check number and the date the check was issued. Once entered, user selects the “Add to Ledger” option. Printing Checks would not be necessary.

B. No backdating of Checks - Add first Check number The system will default to Check Number 1, change the Check number to next Check number to be issued. Change Check number to 637 to start our training

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 10 Samples for Our Training C. Adding New Supplier Check #: 637 Check Information Check requested by: Peterson, Paul (staff sponsor) Last Name, First Name* Date: Defaults to today’s date Pay to the Order of: Jurassic Quest Warning Message: Add a Supplier to School’s Supplier List… Click OK to save the Supplier’s Name.

Address: 6046 Fm 2920 Rd City: Spring Province: TX Postal Code: 77379 Amount: $299.50 Re: Jurassic Quest Admission Invoice #: 8832 Invoice Date: 12/20/2017 Category Information Important: Do NOT select Add Category! Category Name: Field Trips Category #: System will automatically record number Commodity Code: Select the applicable Commodity Code SAVE the entry (Check Mark or press Enter key) Note: a. Invoice # can hold up to 50 alpha and numeric characters b. Both the Re (Memo) entry and Invoice # will print on the check stub for the Supplier c. Each school has their own Supplier/Vendor database d.

Attention field can be used to indicate a department or staff member the invoice is to be directed to e. Account # might be a Supplier account number, instead of invoice # Forms > Add Form (Creates a new blank form to enter data.)

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 11 D. Fuzzy Match Check #: 638 Check Information Check requested by: Watson, Kelly Date: Defaults to today’s date Pay to the Order of: Lowe’s “Fuzzy Match” warning message will appear if there are 4 or more characters that match Select: Lowe’s of Conroe Select: Continue Address: System will automatically populate address Amount: $271.00 Re: Tool Sets Invoice #: 235 Invoice Date: 01/08/2018 Category Information Category Name: First Robotics Club Category #: System will automatically record number Commodity Code: Select the applicable Commodity Code SAVE the entry (Check Mark or press Enter key)

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 12 E. Split Check and Low Balance Warning Check #: 639 Check Information Check requested by: Sutter, Jim Date: Defaults to today’s date Pay to the Order of: Barnes & Noble Inc. Address: System will automatically populate address Amount: $245.00 Re: Field Trip Invoice #: 912 Invoice Date: 01/18/2018 Split # 1 - Category Information Category Name: Field Trips Category #: System will automatically record number Amount: $145.00 Commodity Code: Select the applicable Commodity Code Save the entry (Check Mark or press Enter key) Difference: $100.00 Insert Row: Split # 2 - Category Information Category Name: Budget Supply Library Books Category #: System will automatically record number Amount: $100.00 Commodity Code: Select the applicable Commodity Code Warning message category is overdrawn Select OK Save the entry (Check Mark or press Enter key)

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 13 Combine Check Check #: 640 Check Information Check requested by: Nelson, Gwen Date: Defaults to today’s date Pay to the Order of: Lowe’s of Conroe Warning Message: Combining Checks… Choose OK to Combine Note: This Invoice will be combined with Check #638. Check #640 can then be used for another invoice. Address: System will automatically populate address Amount: $45.00 Re: Screwdrivers Invoice #: 235 (Warning message – invoice number has already been processed) Re-enter correct # or if there was a previous partial payment of Invoice #235, re-enter 235-2 Invoice Date: 01/08/2018 Category Information Category Name: First Robotics Club Category #: System will automatically record number Amount: System will automatically record the amount Commodity Code: Select the applicable Commodity Code Save the entry (Check Mark or press Enter key)

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 14 F. Duplicating Checks #1 (Use: Graduation checks; cancelled trip/activity refunds; or prior to voiding a check) Check #: 640 Check Information Check requested by: Clooney, George Date: Defaults to today’s date Pay to the Order of: Jennifer Lawrence (student name) Warning Message: Add a Supplier to School’s Supplier List… Select CANCEL Best Practice: Students & Parents shouldn’t clutter your supplier list. Address: Not required if handing check to student Amount: $40.00 Re: Cancelled Trip to Jurassic Quest Invoice #: Not Required Invoice Date: Not Required Category Information Category Name: Field Trips Category #: System will automatically record number Amount: System will automatically record the amount Commodity Code: Select the applicable Commodity Code Save the entry (Check Mark or press Enter key)

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 15 G. Duplicating Checks #2 (Use: Graduation checks; cancelled trip/activity refunds; or prior to voiding a check) Check #: 641 Forms > Duplicate Warning Message: Duplicate Query – Select OK Check is duplicated and the following information should be updated. Check Information Check requested by: Clooney, George Pay to the Order of: Robert Downey Jr. Warning Message: Add a Supplier to School’s Supplier List… Select Cancel Best Practice: Students & Parents shouldn’t clutter your supplier list. Address: Not required if handing check to student Amount: System automatically populates Re: System automatically populates Invoice #: Not Required Invoice Date: Not Required Category Information Category Name: System automatically populates Category #: System will automatically record number Amount: System automatically populates amount Commodity Code: Select the applicable Commodity Code

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 16 TIP: Do you have the correct number of checks? Best Practice: View the number of forms, or view the check number drop-down. This example indicates Check 646, Pay To The Order Of field was not changed. H. Additional Information Difference: Will appear in RED, if the check amount and the category amount do not balance. A warning message will appear if the form is not balanced when selecting: - All Print Options, including Checks - Add To Ledger Add Category: Short-cut to the Categories/Chart of Accounts screen.

To add a new category to the chart of accounts, please contact the District Support Staff.

Add Memo: Ability to track activities such as; refunds, teacher name, field trip destinations, etc. Data Entry Options: Insert Row, Edit Row, Delete Row Delete: Deletes entire form if check has not been printed and it is the last form entered. Void Check: See instructions noted later in guide

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 17 I. Print Options Statement (Recommend printing) Lists all the checks that have been entered, but not posted to the ledger. Ideal to verify that the checks entered are correct prior to the printing of checks.

Combined checks will be listed together. Change Check Layout / Test Print Prior to printing Checks, perform a Test Print to ensure that the Check will print correctly. Using the direction buttons, select the text and move the text values to align with actual check. Select the Test Print to print a sample before you print on check stock.

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 18 Print Checks There is no limit on the number of checks that can be printed at one time. Load the printer with the check stock and select this option to print the Checks. Print Category Overflow is used if a check has categories split more than 16 times. Laser Top Check Print Overview Document (Insert plain paper into the printer – NOT check stock) Overflow Report A reminder message will appear when selecting Previous Screen if there is an overflow. Important: You cannot reprint the overflow after the checks have been posted to the ledger

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 19 J. Void Check Why void? 1. When printing checks, a check was jammed in the printer and was “destroyed” not able to reprint on the check. 2. Trip was cancelled before you mailed the check and posted to the Ledger. Important Note: Checks can be voided after adding to the ledger in the reconciliation module. Tip: Duplicate the check that needs to be voided, prior to selecting the Void option. Therefore, you don’t have to re-enter the information on the check. • Choose Check #637 (first check entered) • Forms > Duplicate Check Note: Do not combine check #637 & #642.

Select CANCEL. • A new check has been added: Check #642 • Go back to the original Check #637 (first check entered) • Select Void Check Pay to the Order will be set to Void. The check will be set to a $0.00 amount value. Information regarding the original check is stored in the Re field. • Select Print > Statement to reprint the statement that was previously printed. • Locate the new check that was duplicated and print the check. (Check # 642) Next Page: Printing of this VOID check

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 20 • Choose Print > Checks If checks have been printed, and only one is required to be printed: o Enter check number in the field Covered From: / Covered To: o Select Generate Report Choose Print icon to print the check displayed Note: Posting to the ledger and you have • voided a check or • not recorded an amount on the check form Warning message will appear, “You have not entered an amount for this check” This message can be overridden.

Void Check appears on the Ledger Inquire as: K. Update Supplier Lists all the suppliers • Print • Search L.

List View Lists the current checks in process. Selecting the “Posted” option will display all the checks that have been posted to the Ledger.

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 21 M. Search Selecting the “Posted” option will search for checks that have been posted to the Ledger. N. Add to Ledger Once all the data entry and printing has been completed select this option to add the checks to the ledger. All checks will be posted. Note: • Checks cannot be reprinted once added to ledger. • Checks will not show on reports until added to ledger. O. View Posted Checks At any time, you can go back and view posted checks. • Main Menu > Issue Checks – Disbursements • List View > Posted • Select Check # 641 • Choose Detail View