School Cash Manual (KEV) - Conroe ISD

School Cash Manual (KEV) - Conroe ISD
Create an Item


                                                 How to Create an Item
                                                                   School Cash Suite
                                                                    Training Guide for
                                                                               Conroe ISD
                                                                                 Update: January 2018


                                                                      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 Manual (KEV) - Conroe ISD
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
School Cash Manual (KEV) - Conroe ISD
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
School Cash Manual (KEV) - Conroe ISD
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
School Cash Manual (KEV) - Conroe ISD
Notes:
School Cash Manual (KEV) - Conroe ISD
School Cash Suite                                                                      Training Guide

                                         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. Bookmark (save as favorite)




January 17, 2018 © KEV Group Inc.                  Private & Confidential                       Page 2
School Cash Manual (KEV) - Conroe ISD
School Cash Suite                                                                        Training Guide
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.




January 17, 2018 © KEV Group Inc.               Private & Confidential                             Page 3
School Cash Manual (KEV) - Conroe ISD
School Cash Suite                                                                         Training Guide
    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



January 17, 2018 © KEV Group Inc.               Private & Confidential                                   Page 4
School Cash Manual (KEV) - Conroe ISD
School Cash Suite                                                                         Training Guide
    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




January 17, 2018 © KEV Group Inc.                 Private & Confidential                                 Page 5
School Cash Manual (KEV) - Conroe ISD
School Cash Suite                                                                          Training Guide
        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

January 17, 2018 © KEV Group Inc.                Private & Confidential                                      Page 6
School Cash Suite                                                                    Training Guide
       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

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




January 17, 2018 © KEV Group Inc.               Private & Confidential                                   Page 8
School Cash Suite                                                                     Training Guide

                                    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




January 17, 2018 © KEV Group Inc.              Private & Confidential                              Page 9
School Cash Suite                                                                                   Training Guide
                                           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.)




January 17, 2018 © KEV Group Inc.                    Private & Confidential                                        Page 10
School Cash Suite                                                                       Training Guide

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)




January 17, 2018 © KEV Group Inc.                Private & Confidential                             Page 11
School Cash Suite                                                                    Training Guide
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)




January 17, 2018 © KEV Group Inc.                 Private & Confidential                      Page 12
School Cash Suite                                                                           Training Guide
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)




January 17, 2018 © KEV Group Inc.                  Private & Confidential                                   Page 13
School Cash Suite                                                                       Training Guide
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)




January 17, 2018 © KEV Group Inc.                 Private & Confidential                         Page 14
School Cash Suite                                                                      Training Guide
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




January 17, 2018 © KEV Group Inc.               Private & Confidential                          Page 15
School Cash Suite                                                                                Training Guide
    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


January 17, 2018 © KEV Group Inc.                   Private & Confidential                                     Page 16
School Cash Suite                                                                              Training Guide
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.




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



January 17, 2018 © KEV Group Inc.                Private & Confidential                                Page 18
School Cash Suite                                                                             Training Guide
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




January 17, 2018 © KEV Group Inc.                    Private & Confidential                            Page 19
School Cash Suite                                                                            Training Guide
       •    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.




January 17, 2018 © KEV Group Inc.                  Private & Confidential                             Page 20
School Cash Suite                                                                         Training Guide

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




January 17, 2018 © KEV Group Inc.               Private & Confidential                                   Page 21
School Cash Suite                                                                          Training Guide

                                          Deposits/Receipts
                       http://resource.schoolcash.net/userguide/Calculating_Deposits.pdf

Main Menu >Deposits/Receipts




A. Backdating of deposits
   Deposits have been made after the last bank statement, these deposits must be entered into the
   system.
   Caution: Record the correct deposit date.
   Once entered, select the “Add to Ledger” option.




January 17, 2018 © KEV Group Inc.               Private & Confidential                              Page 22
School Cash Suite                                                                            Training Guide
                                            Samples For Our Training
Data Entry
A. All Cash

   Money Handed In By: Watson, Kelly (Last Name, First Name)

   Funds:
                     Bills                  Rolled Coins                Loose Coins              Checks
                     $1               1¢                         1¢
                     $2               5¢                         5¢
                     $5        37     10¢                        10¢                  50
                    $10        13     25¢                        25¢                  39
                    $20        20     50¢                        50¢
                    $50         4     $1                         $1
                   $100
          Total:             $780.00 Total:                      Total:          $14.75 Total:
                                                                                Deposit Total:       $929.75



                                                    Category Information
                    Category Name:          Intramural Sports
                        Category #:         System will automatically record number
                          Amount:           System automatically populates amount
                           Reason:          Lunch Ticket Sales
                   Commodity Code:          Select the applicable Commodity Code

                     Save the entry (Check Mark or press Enter key)

   Caution:     Prior to generating receipts/reports double-check your work!

   Print > Print Current Detailed Receipt

   Caution:     Once a receipt has been generated, the form/receipt is LOCKED down.
                Changes are not allowed.




January 17, 2018 © KEV Group Inc.                    Private & Confidential                               Page 23
School Cash Suite                                                                           Training Guide

B. Cash & Checks (Itemizing Checks)
    Money Handed in By: Little, Wendy
    Enter Funds:
                     Bills                  Rolled Coins               Loose Coins              Checks
                     $1        25     1¢                        1¢                               3       $10
                     $2               5¢                        5¢
                     $5        14     10¢                       10¢                  20
                    $10        12     25¢                       25¢                  12
                    $20        32     50¢                       50¢
                    $50               $1                        $1
                   $100
          Total:             $855.00 Total:                     Total:           $5.00 Total:         $30
                                                                               Deposit Total:       $890.00

TIP: Check Area Amount…Must use the “Enter” key, not the Tab key, for the total to display correctly.

    Select: Detail – to itemize checks:




    Warning Message: Category Information is blank.
    Category information must be entered, prior to itemizing (Detail) the checks.




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School Cash Suite                                                                         Training Guide
                                                Category Information
                  Category Name:       Field Trips
                      Category #:      System will automatically record number
                        Amount:        System automatically populates amount
                         Reason:       Jurassic Quest
                 Commodity Code:       Select the applicable Commodity Code




                   Save the entry (Check Mark or press Enter key)

   Select - Detail (again):




   Description: (Type Ahead – Drop Down)
          Be patient and wait for the type ahead to display the name to prevent duplication of information.

            This information is from the Student Information System.

            Format: Parent Name (Last Name, First Name) – Student Name (First Name, Last Name).

   Optional to Show check number and enter this number while itemizing.




   Check:       Enter the check number from the check (optional)

   Amount:      Enter the amount from the check to be deposited
   Select: Continue


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School Cash Suite                                                                             Training Guide
C. Split Deposit

    Money Handed in By: Sutter, Jim
    Enter Funds:
                      Bills                   Rolled Coins               Loose Coins                Checks
                     $1         298     1¢                         1¢                                3       $60
                     $2                 5¢                         5¢
                     $5         12      10¢                        10¢
                    $10         32      25¢                        25¢
                    $20         20      50¢                        50¢
                    $50                 $1                         $1
                   $100
          Total:              $1078.00 Total:                      Total:                  Total:         $180
                                                                                 Deposit Total:         $1258.00

                                                Split #1 - Category Information
                     Category Name:        Football
                         Category #:       System will automatically record number
                           Amount:         $400.00 (For a split deposit it is recommended to enter the amount at
                                           the same time you enter the category information.)
                          Reason:          Tournament
                   Commodity Code:         Select the applicable Commodity Code

                     Save the entry (Check Mark or press Enter key)




        Notice Balance does not equal $0.00

        Select: Insert Row
                                                Split #2 - Category Information
                    Category Name:         Cross Country
                        Category #:        System will automatically record number
                          Amount:          $858.00
                           Reason:         Registration
                   Commodity Code:         Select the applicable Commodity Code

                Save the entry (Check Mark or press Enter key)


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School Cash Suite                                                                         Training Guide
   How to enter check details for a split category deposit

   Select: Itemize > Itemize Check




   Description: Enter the name on the check
   Category Name:

        Select: Edit icon (Pencil)

        Amount: Enter the split amount for each category
        Select: OK




    Continue to enter the split category information, selecting names from the type-ahead list.
    Select: Return to Deposit




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School Cash Suite                                                                              Training Guide
D. Sales Tax Payable Deposit
    Money Handed in By: Clooney, George
    Enter Funds:
                     Bills                  Rolled Coins                Loose Coins                Checks
                     $1        69     1¢                         1¢
                     $2               5¢                         5¢
                     $5        45     10¢                        10¢
                    $10        13     25¢                        25¢
                    $20        15     50¢                        50¢
                    $50               $1                         $1
                   $100
          Total:             $724.00 Total:                      Total:                   Total:
                                                                                Deposit Total:         $724.00

                                                    Category Information
                    Category Name:          Cheer Club
                        Category #:         System will automatically record number
                          Amount:           $724.00
                           Reason:          T-Shirts
                   Commodity Code:          Select the applicable Commodity Code

                     Save the entry (Check Mark or press Enter key)

    Forms > Select Tax Payable




    Warning Message: Application of Tax Payable Option…Select OK.




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School Cash Suite                                                                         Training Guide
    The system will back out the 8.25% State Sales Tax from the funds collected and record this amount in the
    Sales Tax Payable category.

    The amount for this example will be $55.18.




    Click Sales Tax Payable row, Enter T-Shirts in Reason field

    Save the entry (Check Mark or press Enter key)




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School Cash Suite                                                                           Training Guide
E. Printing
     Print > Quick Print




        Enable (select checkbox) the following printing options:
        Statement
            • Deposit Slip
            • Adding Machine Tape
            • Bank and School Records (optional)




        Statement
           Listing of all the forms – includes category, reason, amount, receipt number, etc.

        Deposit Slip

        Adding Machine Tape
          List of all checks recorded including depositor’s name if itemized (detailed)




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School Cash Suite                                                                           Training Guide

F. Posting to the General Ledger
    Once all the reports have been printed and the money is ready to go to the bank, then
    add all forms to the ledger.
    Select: Add to Ledger

G. Re-Printing Reports
    If a deposit has been posted to the ledger and you are required to reprint a form, follow these steps:

    Main Menu> Deposits/Receipts
      Select: List View
      Select: Deposit that you wish to reprint information
      Select: Print
              Quick Print
                       Select the reports that you would like to reprint




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School Cash Suite                                                                        Training Guide


                                    Cash and Checks YTD Itemized
                     http://resource.schoolcash.net/userguide/CashChecksYTDItemized.pdf

Main Menu > Cash/Checks YTD Itemized




A. View Year To Date Entries
    Lists any cash or check entries that were detailed in the Deposits/Receipts module and through School Cash
    Register.




    Purpose: Use when a parent or teacher asks if the check was deposited.
             Select Search or sort by Deposit From

B. Non-Sufficient Funds
    Can be accessed Main Menu > Cash/Checks YTD Itemized > Non-Sufficient Funds or from the
    Main Menu > Non-Sufficient Funds




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School Cash Suite                                                                        Training Guide

                                         Samples For Our Training

Non-Sufficient Funds Menu > Select: Add New NSF Charge




C. NSF Check - One Category
    Check returned by the bank from a Brian Anderson.

    Non-Sufficient Funds Menu > Add New NSF Charge
    Choose Deposit From (drop down) > Anderson, Brian
    Any checks itemized for this individual will appear in the list below

    Select the record that needs to be flagged as NSF (use the date, amount to determine the correct record)



                                                  Date noted from Bank
                                                  Enter: Today’s Date




    Select Continue

                                NSF Date: Date noted from Bank
                             Bank Charge: $0.00

    Select OK
    Warning message will appear that the transaction has been posted to the Ledger.
    Select: Add to Ledger    OK

D. NSF Check - Multiple Categories
    Check returned from the bank from a Todd Mason.
      Non-Sufficient Funds Menu > Add New NSF Charge
      Select Deposit From (drop down) > Mason, Todd
      Any checks itemized for this individual will appear in the list below

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School Cash Suite                                                                            Training Guide
      Select the record that needs to be flagged as NSF (use the date, amount to determine the correct record)
      Select Continue
      Enter the following information on the next screen

                                NSF Date: Date noted from Bank
                             Bank Charge: $0.00 (Amount noted from Bank)

      Note: This information below automatically displays.
      Amount: $60.00
      Category: Football, Cross Country
      Reason: Tournament, Registration

     Select OK
     Warning message will appear that the transaction has been posted to the Ledger.

     Select: Add to Ledger          OK

E.   NSF Check - Not Itemized in the Deposits/Receipts Module

     Non-Sufficient Funds Menu > Add New NSF Charge
      Select New NSF Entry tab




     Enter the information (noted in screenshot) for this NSF check




                                                                           Example Enter: Today’s Date




     Select Save

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School Cash Suite                                                                          Training Guide
     Let’s view how these transactions will appear on the General Ledger
     Main Menu > Ledger Inquire
     Select Search tab
     Choose Transaction Type (Dropdown) > NSF
Return to Non-Sufficient Funds menu

F.   Modify
     Not applicable for Conroe ISD

G. Receive Payment
     This is a Two-Step Process:
       1. Receive NSF payment; and
       2. Deposit Funds

     STEP 1 – Receive NSF Payment
     Non-Sufficient Funds Menu > Receive NSF Payment
     Search tab

        NSF Payment #1 (Full Payment)
               Select Anderson, Brian
               Select Continue
               Payment Date: defaults to current date
                               should reflect the date the funds will be deposited into the bank
               Payment Amount: $10.00 (yes you may take a partial amount)

                Select: Continue


        NSF Payment #2 (Full Payment)
               Select Mason, Todd
               Select Continue
               Payment Date (defaults to current date, but should reflect the date the funds will be deposited
               into the bank)
               Payment Amount $60.00

                Select: Continue
        Let’s view how these transactions will appear on the General Ledger
        Main Menu > Ledger Inquire
        Search tab > Transaction Type NSF




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School Cash Suite                                                                         Training Guide
H. Add NSF Payments to the Deposits/Receipts
        STEP 2 – Deposit Funds
        Form 1

        Money Handed in By: Paytek

        Enter Funds:
                  Bills                  Loose Coins                   Checks
                  $1                                                     1 $75.00
                  $5                          1¢
                 $10                          5¢
                 $20                         10¢
                 $50                         25¢
                $100                         50¢



          Total:                    Total:           $0.00 Total:           $0.00
                                                   Deposit Total:           $75.00


                                             Split #1 - Category Information
                   Category Name:        Field Trips
                       Category #:       System will automatically record number
                         Amount:         $10.00
                          Reason:        Anderson, Brian – Paytek -NSF Repayment for Jurassic Quest

         Save the entry (Check Mark or press Enter key)


                                             Split #2 - Category Information
                   Category Name:        Football
                       Category #:       System will automatically record number
                         Amount:         $10.00
                          Reason:        Mason, Todd –Paytek -NSF repayment for Tournament,

         Save the entry (Check Mark or press Enter key)

                                             Split #3 - Category Information
                   Category Name:        Cross Country
                       Category #:       System will automatically record number
                         Amount:         $50.00 (Optional to enter – defaults remaining amount)
                          Reason:        Mason, Todd –Paytek – NSF repayment for Registration
                                         (Hint: Copy from first entry)


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School Cash Suite                                                                           Training Guide
                                             Split #4 - Category Information
                   Category Name:      Returned Check Fee
                       Category #:     System will automatically record number
                         Amount:       $5
                          Reason:      Paytek rebate

         Save the entry (Check Mark or press Enter key)
         Recommended to print a receipt for the parent.

       When all are entered, there are no additional deposits, print reports and Add to Ledger

I.   View NSF Entries
     Main Menu > Non-Sufficient Funds > View NSF Entries
     (Lists the current status of entries)

J.   Print Outstanding NSF Transactions
     Main Menu > Non-Sufficient Funds > Print Outstanding NSF Transactions
     (Lists only outstanding entries)

     Year End Rollover – all NSFs will disappear and does not follow student to a new school

K. YTD History Reports
     Main Menu > Cash/Checks YTD Itemized > YTD History Reports

     Year-to-Date History Report will allow the user to research all itemized checks from current and previous
     years.


                                                                              Search options include:
                                                                              ▪ School Year
                                                                              ▪ Date Range
                                                                              ▪ Category Name or Number
                                                                              ▪ Deposit From
                                                                                 (Name on itemized check)

                                                                              Sort options include:
                                                                              ▪ Deposit Date
                                                                              ▪ Amount
                                                                              ▪ Deposit From
                                                                                 (Name on itemized check)



        Search 1: Category Name
                Select Football > Continue

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School Cash Suite                                                     Training Guide




                Enter Date Range

        Search 2: Deposit From
                Type: Mason, Todd > Continue > OK
                Enter Date Range




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School Cash Suite                                                                              Training Guide

                                         Transfer Entries
                       http://resource.schoolcash.net/userguide/TransferEntries.pdf

From the Main Menu > General Activities > Transfer Entries > Transfer Money Within One Bank Account To
Different Categories




Note: Transfers will NOT be recorded as revenue / expenses at year end reporting.

Hint:
Generate Report #8 – Trial Balance (Category), prior to transferring funds.
Why? To determine the current ending balance of all the categories.
       You don’t want to cause a category to go into a deficit. A low balance warning message will appear in
       the Transfer module if insufficient funds are available to transfer.

                                         Samples for Our Training
Data Entry

A. Transfer From One Category to One Other
Scenario: Principal noticed the Field Trips category requires money to pay for extra trips.
A transfer of $250.00 is requested from Principal of Bus/Money Matters category to the Field Trips category.

                    Transfer Date:        (defaults to current date)
          Transfer From Category:         Principal of Bus/Money Matters
                          Amount:         $250.00
                           Reason:        As per P. Peterson
             Transfer To Category:        Field Trips
                          Amount:         $250.00

        Print > Transfer
                Report that lists all the transfers that are in the process (prior to adding to the ledger)

        Print > Transfer Notice
                Notice that can be given to Sponsors of the categories.

        Add to Ledger


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School Cash Suite                                                                              Training Guide
B. Transfer Between Multiple Categories
Scenario: The Class of 2016 would like to “share the wealth” and give to programs in the school.

                    Transfer Date:        (defaults to current date)
          Transfer From Category:         Fundraising
                          Amount:         $1500.00
                           Reason:        Share the Wealth
             Transfer To Category:        Art Club
                          Amount:         $500.00

       Select the plus sign (+) to add the next Transfer To Category




         #2 Transfer To Category:        Environmental Club
                         Amount:         $500.00

       Select the plus sign (+) to add the next Transfer To Category

         #3 Transfer To Category:        First Robotics Club
                         Amount:         $500.00

      Note: Ensure the Difference: is $0.00

        Print > Transfer
                Report that lists all the transfers that are in the process (prior to adding to the ledger)

        Print > Transfer Notice
                Notice that can be given to “stake-holders” of the categories.
        Forms
                Lists current and previous transfer forms. User can reprint the transfer report and notices.
        Add to Ledger

C. Additional Information
    All transfers are automatically cleared on the system and will not appear during reconciliation.
    Year End reports will not include any transfers.
    Report 13 – Transfer Report can be generated at any time to view all transfers.



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School Cash Suite                                                                    Training Guide

                                             Ledger Inquire
                        http://resource.schoolcash.net/userguide/LedgerInquire.pdf
Main Menu >Ledger Inquire




Displays Current Balance (only records posted to the ledger).
View defaults to the most recent entry, which is different from Quicken
    A. Sort: (Columns)
        1. By Date
        2. By Category Name
        3. By Type
    B. Search: (Tab)
          Search?                                       Field               Value
          1. Posted to the ledger today                 Date                Today’s date
          2. A category                                 Category Name       Field Trips
          3. A check                                    Transaction Type    Check
                                                        Transaction #       633
          4. A supplier name with “school”              Description         school
          5. An invoice #                               Description         1494
          6. A check amount                             Debit               299
    C. Print: (Button)
        1. Found search – Print / Print Current Find (Grade 2 Excursions)
        2. Print All / Checks / Deposits
        3. Find All
    D. Find: (Button)
        1. Find All
        2. Find Checks
        3. Find Deposits


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