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

Create an Item

Notes:

Create an Item

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

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 22 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.

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

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 24 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.

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 25 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

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 26 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)

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 27 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

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 28 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.

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 29 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)

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 30 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)

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 31 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

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc.

Private & Confidential Page 32 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

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 33 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) 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 Date noted from Bank Enter: Today’s Date

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 34 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 Select Save Example Enter: Today’s Date

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 35 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

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 36 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)

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 37 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

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 38 Enter Date Range Search 2: Deposit From Type: Mason, Todd > Continue > OK Enter Date Range

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 39 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

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 40 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.

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 41 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

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 42 E. Modify: (Tab) Used to add more detail to the description of a transaction. Cannot Modify item that has been reconciled Search for check # 633 Select Modify 1. Enter the reason for this modification: Wrong description 2. Change the Description: Golf T-Shirts, click in white space. 3. Save the record: Check Mark Click Here to Show Ledger History – review previously shows Field Day T-Shirts 4. Find All F. Void Check: (Tab) 1. Not available for the standard user in the Ledger Inquire 2. Standard user can void checks in the Reconciliation Module G.

Query Report (Customized Report #11) (Tab)

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 43 Change Funds – Cashbox http://resource.schoolcash.net/userguide/SchoolCashAccounting_Cashbox.pdf A. Change Fund – Set Up Step 1: From the Main Menu > Issue Checks / Disbursements prepare the check to replenish the cash in the change fund. Check #: Defaults to next check # Check Information Check requested by: Brown, Jill Date: Defaults to today’s date Pay to the Order of: Jill Brown Address: Not required Amount: $100.00 Re: Set up Change Fund Invoice #: Not required Invoice Date: Not required Account # Not required Category Information Category Name: Change Fund Category #: System will automatically record number Amount: System will automatically record the amount Save the entry (Check Mark or press Enter key) Select > Print > Statement Select > Print > Checks Select > Add to Ledger Step 2: Take the check to the bank to cash the check and bring the $$ back to the school.

Step 3: From the Main Menu > Change Funds – Cashbox > Change Fund Select the Cash In (button) Cash In Information Date: Today’s Date Amount: $100.00 Category Name: Change Fund Given To: Brown, Jill Reason: Set up Change Fund

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 44 Select Continue to save the record Cashbox current balance is the Change Fund amount From the Main Menu > Change Funds - Cashbox A. Cashbox Selection From the Cashbox Menu dropdown select Change Fund and then click on Open Selected Cashbox. The Change Fund will track funds given out (Cash Out) and the replenishment (Cash In) B. Change Fund – Giving Cash Out Select the Cash Out (button) and enter the following information: Cash Out Information Date: Defaults to today’s date (Date of Receipt that is being submitted for cash reimbursement) Amount: $100 Category Name: Football (Category that will incur the expense) Given To: Smith, Jane (Individual’s name that will be receiving the cash) Reason: Football game Concessions When the funds are returned to the office after the football game, the funds are deposited into the Football category.

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 45 Reports http://resource.schoolcash.net/kev-support/user-guide/school-reports.html Main Menu > Reports Click on (drop down), or Click on Reports (reports menu page) A. Report 1 – Detailed Category Summary (All Transactions) Suggest: Use Defaults This is a good report to produce for staff. Tip: Print categories on separate page This does result in numerous pages, recommend running Report #2.

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc.

Private & Confidential Page 46 B. Report2– Detailed Category Summary (Select Date Range) Tips: Print categories on separate page Can enable shading (does require more toner). Contact person is noted on this report.

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 47 C. Report 8 – Trial Balance (Category)

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 48 D. Report 9 – Trial Balance (Category Date Range)

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 49 E. Report 10 – Trial Balance (Umbrella Date Range) Select All 1. View with Dates 2. View without Dates Note: This is the ONLY report that displays categories when using categories with decimals.

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 50 F. Report 5 – Category Umbrella Overview Report (Select Date Range) This report displays by: 1. Date Range 2. Transfers

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 51 Report #5 Category Umbrella Overview Report Athletics

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 52 G. Report 11 - Customized Transaction Report

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc.

Private & Confidential Page 53 Reconciliation http://resource.schoolcash.net/userguide/ReconcileMonthlyStatement.pdf Main Menu >Reconciliation A. Step 1: Enter Ending Bank Balance From the bank statement below enter: 1. Ending Bank Balance: (as of September 30, 2016) Sample

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 54 Note: A warning message may appear when completing the last reconciliation for the school year. It is recommended to view the Year End Check List prior to sign off of the last reconciliation.

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 55 Notes: Be sure to have Multiple Reconcile turned on. 1. School Cash Online Deposits display as: a. Direct Deposit on Ledger, and b. MSP SchoolCashOnline on the Bank Statement, recorded as Deposits 2.

School Cash Online Returned Item or Rejected Deposit display as: a. Direct Deposit on Ledger, recorded as Negative Credits under deposits, and b. MSP SchoolCashOnline on the Bank Statement, recording as Withdrawals Tip: Transfers will not show on bank statements.

B. Step 2a: Clear Cash Deposits Search Transaction type (drop down) > Deposit, clear all deposits on bank statement Deposit on bank statement is 10 cents short. Prior to making adjustment…Note the following information from the bank statement: Deposit Date, Deposit # and the Category for the deposit. If there are multiple categories, determine which category will be “losing” the 10 cents. Select Add Record option and enter the information noted above. Save the record (check mark) – Transaction will be automatically cleared Reconciliation indicates $-.10 (cleared) Deposit on bank statement is $20 more.

Prior to making adjustment…Note the following information from the bank statement: Deposit Date, Deposit # and the Category for the deposit.

If there are multiple categories, determine which category will be “gaining” the $20. Select Add Record option and enter the information noted above.

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 56 Save the record (check mark) – Transaction will be automatically cleared Note: If bank makes a correction the next month, select Add Record and record credit as $-20.00 (negative) NOTE: Step 2b: Clear MSP School CashOnlin (School Cash Online) Deposits & Withdrawals Reminders: 1. School Cash Online Deposits display as: a.

Direct Deposit on Ledger, and b. MSP SchoolCashOnlin on the Bank Statement, recorded as Deposits 2. School Cash Online Returned Item or Rejected Deposit display as: a. Direct Deposit on Ledger, recorded as Negative Credits under deposits, and b. MSP SchoolCash Online on the Bank Statement, recording as Withdrawals The transaction number recorded on the ledger is the School Cash Online batch number. Users can generate the Batch Report which is located in the School Cash Catalog module for further details. C. Step 3: Clear Checks Search Transaction type (drop down) > Check and clear all checks on the bank statement The Check number is the Transaction number recorded on the ledger.

D. Step 4: Clear NSF’s Search Transaction type (drop down) > NSF and clear all Returned Items on the bank statement (NSF will appear as a negative credit in the School Cash) • NSF entry does not appear on Statement o search the Ledger for NSF transactions and verify that the date is correct. • NSF entry does not appear on Ledger o Add the new NSF entry in the Non-Sufficient Funds module. Be sure to enter the correct date as noted on the bank statement.

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 57 o Main Menu > Non-Sufficient Funds > Add New NSF Charge > New NSF Entry tab ▪ Deposit From > Taylor, Cory ▪ Amount > $60.00 ▪ Category > Science ▪ Reason > NSF on bank statement ▪ Date (on bank statement) > September 30, 2016 Warning Message will display that transaction will be posted to School Ledger as an NSF entry > OK E. Step 5: Add Interest/Service Charges Select Add Record to: • Add interest payment (if applicable) Enter: Category Name > General Credit Amount (from bank statement) Transaction Type > Interest Description > Month of Interest Save the record (check mark) – Transaction will be automatically cleared • Example of how to add service charge (if applicable) Enter: Category Name > Service Charges Debit Amount (from bank statement) Transaction Type > Serv.

Charge Description > (Month of) Service or Bank Charge Save the record (check mark) – Transaction will be automatically cleared

School Cash Suite Training Guide January 17, 2018 © KEV Group Inc. Private & Confidential Page 58 F. Step 6: Add Electronic Funds Transfers (EFT) deposits To add an EFT deposit from the District – if applicable Select Add Record tab: Save the record (check mark) – Transaction will be automatically cleared Note: If the Electronic Funds Transfers (EFT) are for School Cash Online deposits, they are automatically recorded as a Direct Deposit on the ledger. The transaction number recorded on the ledger is the School Cash Online batch number. Users can generate the Batch Report which is located in the School Cash Catalog module for further details.

Tip: Can’t balance?

Select Search tab > Clear = No > Perform Search System will display all the transactions that have not been cleared for the current month. Remember to Select: Find All when you have finished researching G. Step 7: Finish Reconcile Select Finish Reconcile If user can’t finish today, select Finish Later H. Step 8: Print Reports Report 11M – Bank Reconciliation Details Report 11L – Reconciliation Overview Summary Of All Charges Report 9 – Trial Balance Report 15 – Modification Report Once all reports are printed, choose Sign Off. Note: Warning message will appear if there are stale dated checks that should be reversed.

• Select Cancel to continue with the reconciliation sign off, OR • Select OK, the system will display all stale dated checks (6 months or older). o See the Void Check option below on how to reverse a stale dated check.