KEV SCHOOL CASH RESOURCE GUIDE

Transcription

1 KEV SCHOOL CASH RESOURCE GUIDE

2 TABLE OF CONTENTS CASH ACCOUNTING MONTHLY RECONCILIATION LEDGER INQUIRE ISSUE CHEQUES ADD/CHANGE BANK ACCOUNTS DEPOSITS/RECEIPTS PROGRAM MAINTENANCE (FOR LORELEI) SUPPLIER/VENDOR MAINTENANCE CASH REGISTER HOW TO PROCESS PAYMENT MODIFY PAYMENT ADVANCE FEATURES HOW TO PROCESS REFUND CASH CATALOGUE ATTACH STUDENTS TO ITEMS GENERATE REPORTS RECONCILE ONLINE PAYMENTS PROCESS REFUND IMPORT GROUP & ATTACH

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4 CASH ACCOUNTING

5 School Cash Account ing User Guide Reconciliat ion Table of Contents 1 Reconciliation Getting Started: New Bank Accounts: Marking Transactions: UnClear Transactions: Add Record: Modify a Record: Void Check: Reset Current Reconcile: Finish Later: Back: Print: Finish Reconcile: Sign Off: Monthly Bank Statement Report (11D): Reprinting: To Exit Appendix:... 17

6 2 Reconciliation 1575 Bishop St N, Suite100 Cambridge ON N1R 7J Riverside Dr., Suite 102 Irving, TX About Us: KEV Group is an international company that specializes in the management and security of school funds. KEV Group has continued to grow and address new client needs since our founding almost two decades ago as a pioneer in managing school funds. Our flagship product, School Cash Accounting, has consistently set the industry standard for school cash management. Internally, KEV Group has developed several software and web-based solutions to meet the needs of the most demanding school officials, auditors, and C-level policy makers. Today we work with over 5000 schools on a daily basis with our industry-leading solutions. KEV Group specializes in school level accounting, online payment processing, and tracking of student obligations. By showing you how we enable transparency in school funds, as well as provide secure and detailed audit trails, we can change the way you think about school fund management. KEV Group makes it easy for districts to evolve to a secure and transparent infrastructure while being budget conscious. Our reputation for easy to use software, painless implementation procedure and unique personalized training for district staff and school bookkeepers makes choosing KEV Group one of the best decisions a district can make. Minimum Requirements for School Cash Accounting: Component Browser Report Reader RAM Bandwidth Required Network Description Windows OS Internet Explorer 7 or higher / Firefox 3.6 or higher MAC OS Firefox 3.6 or higher Adobe Reader 7.0 or higher 256 MB 100kb /Sec per average user session DSL or Cable broadband network connection with 512 kb/sec Copyright KEV Group Inc. (KEV) All Rights Reserved Edition: This edition applies to Version otherwise indicated in new editions or updates. First Edition: 2004 Revised: February 2011 This document is for information purposes only. KEV Group Inc. (KEV) makes no warranties, expressed or implied. Trademarks: Adobe Acrobat Reader are registered trademarks of Adobe Microsoft, Silverlight and Windows are registered trademarks of Microsoft Corporation Mozilla Firefox is a registered trademark of Mozilla Foundation KEV Group Inc Updated: 01/11 SchoolCash.NET V4.0.0

7 Reconciliation 3 1 Reconciliation The Reconcile feature will allow the user to reconcile the bank s Monthly Statement with the transactions itemized in School Cash Accounting. School Cash Accounting requires that reconciliation be performed monthly and signed off when completed. It is not possible to proceed with the Year End Rollover until each month has been successfully reconciled and signed off. The Reconciliation process will allow for: Including Investment income in the monthly reconciliation process Resetting the reconciliation Voiding checks if necessary Adding a new transaction (interest, bank charges) Modifying a transaction if necessary Unclearing a transaction Finishing reconciliation at a later date Automatically generating and printing reports 11K and 11L Sequence Buttons Option Tabs Column Headings Bank Balance Information Balance to be Cleared Cleared Indicator Multiple Reconciling Option Remaining to be Cleared Figure 1: Monthly Reconcile Screen NOTE Each month must be reconciled in chronological order. The Reconcile feature will not allow months to be skipped or combined. 1.1 Getting Started: Access School Cash Accounting: 1. Launch the internet browser and log onto the School Cash Accounting website, by entering the URL that you received with your package Select Language: If this is the first time that School Cash Accounting has been used the Select Language screen will open. 2. Select the appropriate language option. Figure 2: Select Language Screen This option will affect screen spelling and coin displays. SchoolCash.NET V4.0.0 Updated: 01/11 KEV Group Inc

8 4 Reconciliation Login: 3. Login using the Username and Password you received with your package (Passwords are case sensitive) 4. Click the Remember Me check box to save your Username (passwords are NOT saved with this option) 5. Click Login The Select a Bank Account window will open. Figure 3: Login Screen Click here for further information on the login process. Tip: Language localization can be changed in the future, by clicking the Language indicator in the top right corner of any screen. Select the required language option when the Select Language Screen opens. To Select A Bank Account: 1. Click pick list arrow in the Please select a bank account from the list text slot 2. Select the correct bank account name from the drop-down 3. Click Open Selected Bank Account The Main Menu window will open. Figure 4: Select Bank Account Screen 4. Click Reconcile Monthly Statement The Reconcile screen will open. Figure 5: Main Menu 1.2 New Bank Accounts: The Reconcile screen for a newly created bank account will be slightly different than a reconciliation screen for an exiting bank account. 1. From the Main Menu 2. Click Reconcile-Monthly Statement The warning dialog box will open. 3. Click OK in the warning dialog box 4. Click pick list arrow in the Month field 5. Select the correct month from the drop-down Figure 6: New Bank Account Warning KEV Group Inc Updated: 01/11 SchoolCash.NET V4.0.0

9 Reconciliation 5 NOTE: The Opening Bank Balance field is auto populated from Step 1 of the 5 Step Set-Up process The Date of Balance is auto populated from Step 1 of the 5 Step Step-Up process 6. Click Continue with Reconcile Monthly Statement The Bank Statement information screen will open. OR Click Cancel to cancel Reconcile- Monthly Statement 7. Enter Ending Balance and Date using Bank Statement as reference. 8. Click Continue to proceed 9. Follow the steps outlined below Figure 7: Month Selection Month to be Reconciled Opening Bank Balance Ending Bank Balance Investments Last Date on Bank Statement Figure 8: Bank Statement Information Screen NOTE: The month display represents the month that is being reconciled Beginning Balance, represents the ending balance of the previous month Enter Ending Balance as it appears on the Bank Statement Verify the date against the end date on the Bank Statement Enter any Investments Click Continue The Outstanding Transactions screen will open. The screen will display all ledger transactions that have not been reconciled from the end date recorded above. Tip: Use the F11 key to maximize the screen display and limit the amount of scrolling necessary. SchoolCash.NET V4.0.0 Updated: 01/11 KEV Group Inc

10 6 Reconciliation The information that was entered in step 1 above will appear at the top of the reconciliation screen. Figure 9: Reconciliation Information Area 1.3 Marking Transactions: Using the bank statement as reference, check transactions that have cleared the bank. To Mark a Transaction as Cleared: 1. Click Outstanding Transactions tab 2. Locate the transaction that matches the bank statement Click inside Clear check box, (check mark appears) As items are marked as clear the Cleared Items Total: in the bottom right corner of the Outstanding Transactions window will recalculate. The Clearing process must continue until: Difference: and Cleared Items Total: balance Remaining: $ Multiple Items: To speed up the reconciliation process, turn on the Multiple items option This option will spontaneously clear all items with the same type and transaction number. To Turn on Multiple Reconciliation: 1. Click check box to display green check mark Organizing the Reconciliation: Figure 10: Bank Balance Information Figure 11: Items Cleared Information Figure 12: Multiple Reconcile On It is possible to use the search tab to display only selected transactions. For example searching for Checks in the transaction type would display only the checks that were issued and have not been reconciled from the bank balance end date, making the matching of bank and system records more efficient. To Search: 1. Click Search tab 2. Enter any known search criteria, For this example: a. Click pick list arrow in Transaction Type field b. Select Check from the drop-down c. Click Perform Search Figure 13: Transaction Type Drop-down The Outstanding Transactions tab will display on the checks that were issued. 3. Mark the checks Clear as required Figure 14: Search Tab KEV Group Inc Updated: 01/11 SchoolCash.NET V4.0.0

11 Reconciliation 7 4. Click Find 5. Select Find All to refresh the Outstanding Transactions display 6. Repeat the Search using a Transaction type of Deposits 7. Clear any deposits listed on the bank statement 8. Click Find 9. Select Find All to refresh the Outstanding Transactions display Continue marking entries as Clear until the Difference Of: box and the Cleared Items Total: balance. Figure 15: Search Results Tip: Search for Deposits first to clear. The Credit total should match the total deposits on the bank statement. 1.4 UnClear Transactions: If a transaction is marked Clear in error, the marking can be reversed. In order to modify a record, it must not be marked Clear: If a check is to be voided, the check must not be marked Clear. To Unclear a Transaction: 1. Click Clear check box to turn off the green check mark NOTE: Turning of the clear indicator will cause recalculation of the Cleared Items Total: and Remaining: values. Figure 16: Cleared Indication Figure 17: Not Cleared Indication NOTE Details of the items being marked as Clear, must match the bank statement exactly. The process must continue until amounts in the Difference Of: box and the Cleared Items Total match. The Remaining Amount is $ Add Record: It is possible that the bank statement includes items that do not appear on the reconcile monthly statement screen. One such item could be bank charges. In this case it will be necessary for a new record to be added. SchoolCash.NET V4.0.0 Updated: 01/11 KEV Group Inc

12 8 Reconciliation To Add a New Record: 1. Click Add Record tab NOTE: The date field is auto-populated to match the End Balance date selected in the opening reconciliation screen. 2. Edit the date if necessary 3. Enter all of the details of the new record, (use the bank statement item as reference) 4. Use to move from field to field efficiently 5. Use pick list arrow to make a selection from a drop-down Figure 18: Add Record Screen 6. Click Save to save the New Record OR Click Cancel to cancel the entry NOTE: New records must include an appropriate Category Name and Transaction Type. 1.6 Modify a Record: It is possible to modify an entry on the reconciliation screen. As part of the audit process a reason for the modification must be entered. NOTE: It is not possible to modify a transaction marked Clear A reason for the modification is mandatory To Modify a Record: 1. Select the record that must be modified 2. Remove the Clear check mark if necessary 3. Click Modify tab 4. Step 1: (Mandatory) a. Enter a reason for the modification Figure 19: "Clear" Warning Step 2: Edit the Entry b. Make any necessary edits to the fields in the selected record 5. Click Save to save the New Record OR. Click Cancel to cancel the entry Figure 20: Modify Screen KEV Group Inc Updated: 01/11 SchoolCash.NET V4.0.0

13 Reconciliation Tracking Modified Transactions: It is possible to modify a selected record more than one time. If a record has been modified on several different occasions, the Ledger History will display the modifications. To See the Ledger History: 1. Select the record in the Outstanding Transactions tab 2. Click Modify tab 3. Click Click Here to Show Ledger History Figure 21: Ledger History The screen will expand to display all modifications at the bottom 1.7 Void Check: The void check feature can be used to void checks that are stale dated, damaged, written incorrectly or lost. Checks that have been marked Clear cannot be voided. To Void a Check: 1. Select the required check from the Outstanding Transactions tab 2. Turn off Clear if necessary 3. Click Void Check tab The void check screen will open. The check details have been auto-populated in the lower portion of the screen and cannot be edited.. 4. Enter a reason for the void (mandatory) Figure 22: Void Check Screen 5. Click Continue to save the New Record 6. Click OK in the dialog box The voided check will no longer appear on the reconciliation screen. OR Click Cancel to cancel the entry Figure 23: Void Check Dialog Box 1.8 Reset Current Reconcile: Before the reconciliation process is completed (signed off) the current reconcile can be reset. Resetting the reconciliation will cause all transactions that are currently marked cleared, to become unchecked. The Cleared Items Total: will recalculate to $0.00. NOTE: The Reset feature is only available to the Standard User before the reconciliation has been signed off. To Reset the Current Reconciliation: 1. Click Reset 2. Click OK in the dialog box Figure 24: Reset Dialog Box SchoolCash.NET V4.0.0 Updated: 01/11 KEV Group Inc

14 10 Reconciliation 1.9 Finish Later: If there have been a large number of transactions in one month, it may not be possible to finish the reconciliation process at one time. It is possible to suspend the reconciliation process and complete it a later date. Remember it is always necessary to totally finish one month s reconciliation before the process can be initiated for the next month s transactions. Using the Finish Later option will save current the reconciliation, no loss of data will occur. To Finish a Reconciliation Later: 1. Click Finish Later The main menu will open. 2. Select another module from the Main Menu OR 3. Click Quit to close the School Cash Accounting session 1.10 Back: To Go Back To The Opening Reconcile-Monthly Statement screen: 1. Click Back 1.11 Print: The Print option will allow the user to print a copy of the reconciliation screen. Record information, clear indicator and balances will be displayed. Tip: Print the reconciliation before using the Reset option. To Print: 1. Click Print The reconciliation screen snap shot will generate. 2. Click Print icon on the report toolbar 3. Click Printer icon in the Adobe window, to actually print the report 4. Click OK in the printer dialog box 5. After printing is completed, Close the Adobe window 6. Click Previous Screen to return to the Reconcile-Monthly Statement OR Click Main Menu to exit the Reconcile-Monthly Statement feature 1.12 Finish Reconcile: Once the reconciliation process has been completed and the Difference Of: and Cleared Items Total: match, the process can be finished. Finishing the reconciliation will generate 2 reports automatically. Both of these reports should be printed and saved for future reference or submission to board offices if required. If the user attempts to finish the reconciliation without balancing a warning dialog box will appear. The clearing process must be resumed and the boxes balanced, before School Cash Accounting will allow the user to finish. To Finish the Reconciliation: 1. Clear items as necessary 2. Click Finish Reconcile If the Cleared Items Total: amount and the Difference: amount do not balance the warning dialog box will open. Figure 25: Balance Warning KEV Group Inc Updated: 01/11 SchoolCash.NET V4.0.0

15 Reconciliation Click OK in the dialog box 4. Resume the reconciliation process until the amounts balance and click Finish Reconcile again The Monthly Bank Reconciliation report will generate (Report 11K) To Print The Monthly Bank Reconciliation: 1. Click Print icon on the report toolbar 2. Click Printer icon in the Adobe window, to actually print the report 3. Click OK in the printer dialog box 4. After printing is completed, Close the Adobe window 5. Click Continue in the report window, to generate the next report OR 6. Click Previous Screen to go back to the Reconcile screen The Reconciliation Overview Summary of All Categories report will generate. Figure 26: Report 11K To Print Reconciliation Overview Summary of All Categories: Figure 27: Report 11L 1. Click Print icon on the report toolbar 2. Click Printer icon in the Adobe window, to actually print the report 3. Click OK in the printer dialog box 4. After printing is completed, Close the Adobe window OR Click Previous Screen first generated report To use the Category Information screen to go to the 1. Click Category Information in the report window 1.13 Sign Off: NOTE Sign Off must be used to complete the reconciliation process. SchoolCash.NET V4.0.0 Updated: 01/11 KEV Group Inc

16 12 Reconciliation School Cash Accounting requires that the monthly reconciliation process by Signed Off. It is important to insure that both reports have printed accurately. The sign off process indicates to School Cash Accounting that the selected month s transactions are complete. The Year End Rollover process uses this information as part of its checklist. The sign off process will refresh the information in the first screen of the reconcile monthly statement feature. The next month to be reconciled will display in the top portion of the window and the Opening Balance value and date will adjust. To Sign Off: 1. After printing reports: 2. Click Sign Off 3. Click OK in the dialog box Figure 28: Sign Off Warning 4. Click OK in the congratulations dialog box Sign Off Process Will: Refresh Reconcile-Monthly Statement opening screen Indicate to the Year End Rollover check list that the month has been successfully reconciled and signed off. Figure 29: Congratulations Dialog Box 1.14 Monthly Bank Statement Report (11D): Figure 30: Refreshed Reconcile-Monthly Statement Opening Screen After the monthly reconcile is completed the Monthly Bank Statement Report should be printed. Report 11D will generate a report that itemizes all of the cleared items for a specific month. The report will include bank account information, opening and closing balances, cleared items for the month, debit and credit information, and debit and credit totals for the month. To Print Report 11D: 1. From the Main Menu 2. Click Reports 3. Click #11 Transaction Reports Various 4. Click 11D. Monthly Bank Statement (sign off must be completed) Figure 31: Report Menu 5. Click pick list arrow in the Select the month you wish to find. KEV Group Inc Updated: 01/11 SchoolCash.NET V4.0.0

17 Reconciliation 13 text slot 6. Select the correct month from the drop-down 7. Click Continue to generate the report To Print Report 11D: Figure 32: Report 11 Transaction Reports Various 1. Click Print icon on the report toolbar 2. Click Printer icon in the Adobe window, to actually print the report 3. Click OK in the printer dialog box Figure 33: Report 11D 4. After printing is completed, Close the Adobe window To Exit the Report Screen: Use the navigation buttons at the top of the report window after printing is completed The Options are: Figure 34: Report 11D Sample Figure 35: Navigation Buttons a. Previous Screen: goes back one screen b. Report Eleven Menu: returns to #11 Transaction Various Menu c. Reports Menu: returns to the Reports Menu screen d. Main Menu: goes back to the Main Menu 1.15 Reprinting: If is should be necessary Reports 11K and 11 L can be re-printed. To Reprint Report 11K: 1. From the Main Menu 2. Click Reports Menu Click #11 Transaction Reports Various 5. In the Cleared Reports Section, click #11K Reprint Month Bank Reconciliation Figure 36: Reports Menu SchoolCash.NET V4.0.0 Updated: 01/11 KEV Group Inc

18 14 Reconciliation 6. Click pick list arrow in the School Year field 7. Select the required year from the drop-down 8. Click pick list arrow in the Reconciled Date field 9. Select the required date from the drop-down 10. Click Continue to generate the report Figure 37: Transaction Reports Various Menu 11. Click Print icon on the report toolbar 12. Click Printer icon in the Adobe window, to actually print the report 5. Click OK in the printer dialog box 6. After printing is completed, Close the Adobe window To Exit the Report Screen: Use the navigation buttons at the top of the report window after printing is completed The Options are: a. Previous Screen: Figure 38: Reprint Report 11K Figure 39: Navigation Buttons goes back one screen b. Report Eleven Menu: returns to #11 Transaction Various Menu c. Reports Menu: returns to the Reports Menu screen d. Main Menu: Main Menu To Reprint Report 11L: 1. From the Main Menu 2. Click Reports Menu goes back to the Click #11 Transaction Reports Various 5. In the Cleared Reports Section, click #11LReprint Monthly Bank Reconciliation Overview of Categories Figure 40: Reprint 11L 6. Select required sort order in the top portion of the screen KEV Group Inc Updated: 01/11 SchoolCash.NET V4.0.0

19 Reconciliation Click pick list arrow in the School Year field 8. Select the required year from the drop-down 9. Click pick list arrow in the Reconciled Ending Date field 10. Select the required month from the dropdown 11. Click Continue to generate the report 12. Click Print icon on the report toolbar 13. Click Printer icon in the Adobe window, to actually print the report 14. Click OK in the printer dialog box 15. After printing is completed, Close the Adobe window To Exit the Report Screen: 2. Use the navigation buttons at the top of the report screen after printing is completed. The Options are: a. Previous Screen: goes back one screen b. Report Eleven Menu: returns to #11 Transaction Various Menu c. Reports Menu: returns to the Reports Menu screen d. Main Menu: goes back to the Main Menu 2 To Exit 1. From any screen, click Log Out 2. Close Internet Browser SchoolCash.NET V4.0.0 Updated: 01/11 KEV Group Inc

20 Appendix: Reconcile Monthly Statement Print Samples Print Samples Include: Print Reconciliation Report 11K Monthly Bank Reconciliation Report 11L Monthly Bank Reconciliation Overview of Categories

21 October Bank Balance Ending Date:January 01, 2007 Beginning Balance: Ending Balance: Difference: $30, $26, $3, Date Category Name Description Type Trans. # Total Debit Credit Clear 4/23/2004 Principal's Fund Julie Marks Reimbursement Check 837 $0.00 $ $0.00 X for reconciliation cards 6/11/2004 Graduation Void Jennifer Green - $ Check 644 $0.00 $0.00 $0.00 X 6/11/2004 Principal's Fund Void Amsterdam Products- $ Check 894 $0.00 $0.00 $0.00 X /7/2005 Support a Student Void Canadian Cab Limited- $ Check 1025 $0.00 $0.00 $0.00 X 6.6 3/7/2005 Support a Student Void Mrs.Jones - $ Check 1026 $0.00 $0.00 $0.00 X 3/7/2005 Day Trip Void Wellington County Check 1027 $0.00 $0.00 $0.00 X Museum- $ 75 3/7/2005 Gr 8 Trip Void Elmira Poultry- $ Check 1028 $0.00 $0.00 $0.00 X 4/15/2005 Pizza Days Subway Sub lunch-april 14 Check 1042 $0.00 $ $0.00 X 4/29/2005 Pizza Days Ladi Pizza March 4, 11 and Check 1053 $0.00 $1, $0.00 X April 1, 8, 22 Pizza Orders 5/2/2005 Gr 8 Trip Temple & Temple Tours Inc Check 1057 $0.00 $12, $0.00 X Final payment for Gr. 8 Quebec Trip 5/2/2005 Chocolate Bar Campaign Wilfrid Laurier University Gr. 7 & 8 Jump in a Day Program trip to WLU, Waterloo Check 1058 $0.00 $2, $0.00 X 5/4/2005 Milk Program Deposit for May Milk Orders Deposit $0.00 $0.00 $ X 5/4/2005 Chocolate Bar Deposit for Gr. 7/8 JUMP Deposit $0.00 $0.00 $2, X Campaign Program 5/10/2005 Gr 8 Trip Tot=$ Final payment Deposit $0.00 $0.00 $ X instalment 5/10/2005 Book Fair Spring Fall Book Fair Deposit $0.00 $0.00 $2, X 5/10/2005 Pizza Days May & June Pizza Orders Deposit $0.00 $0.00 $ X 5/17/2005 General Culligan Water Deliveries for Check 1063 $0.00 $28.96 $0.00 X April /17/2005 Book Fair Scholastic Book Fairs Canada Inc Education Week Book Fair, May 2005 Check 1066 $0.00 $2, $0.00 X 5/17/2005 Chocolate Bar Bazaar Committe donation to Deposit $0.00 $0.00 $1, X Campaign school 10/31/2005 BBQ - End of Year Holiday Party BnkTransf $0.00 $ $0.00 X 12/14/2005 Elementary Sports Association ABC Bus Company Basketball tournament Inv# 1547 Check 2 $ $ $0.00 X 6/2/2005 Pizza Days The Pizza Store Pizza Day Check 3 $ $ $0.00 X 11/3/2006 Football Athletic Fees Deposit 2 $2, $0.00 $2, X 11/3/2006 Football Athletic Fees Deposit 1 $2, $0.00 $2, X 12/14/2005 Elementary Sports ABC Bus Company Basketball Check 10 $ $ $0.00 X Association tournament 11/3/2006 Rainbow Gifts Deposit 1 $2, $0.00 $ X 6/30/2005 Bank Deposit Check 55 $0.00 $0.00 $2, X 9/30/2005 Banking Service Fee CreditMemo $0.00 $0.00 $4.31 X Debit: Credit: $18, $15, Cleared Items Total: Remaining: $3, $0.00

22 Monthly Bank Reconciliation Citrus Grove School Bank of America - School Account Branch #: 555 Account #: As At: 01/01/2007 Ledger Balance At: 01/01/2007 Bank Balance At: 01/01/2007 $26, $26, Date Transaction Description Debit Credit Adjusted Bank Balance: (Current Bank Balance Less Outstanding Transactions) Difference: Add Investments: $0.00 Total Bank & Investments: Approval: Principal/Supervisor Signature Copyright 2007 KEV Software Page 1 of 1 09/10/2007 9:31:27AM

23 Citrus Grove School Bank of America Bank of America - School Account Reconciliation - Overview Summary Of All Categories 08/20/ /31/2007 Date... Range Categories Opening Balance Expenses Revenues Transfer Out Transfer In Balance Administration Bank Deposit Banking Service Fee NSF Checks Principal's Fund Clubs & Activities Baseball Skating Drama Swimming Basketball Tennis Chess Football Commissions Fruit Snack Program Milk Program Pizza Days Departments Library Donations Donations Donation to the School Field Trips Day Trip Gr 8 Trip Fund Raising Book Fair $(3.27) $6, $81, $3.28 $13.50 $ ($62.73) $3.28 $ $ $ $17.77 $ $5, $4, $5, $3, $74, ($46.73) $17.77 $4, $5, $11, $87, $3, $ $78, $0.00 $7, $ $15.00 $15.00 $0.00 $ $50.00 $0.00 $ $0.00 $1, $9.00 $ $ $ $ $20.00 $0.00 $ $ $ $ $0.00 $3, $5, ($7,294.51) $ $ ($1,121.57) ($46.23) ($786.56) $ $1, $ $13, $6, $ $85.00 ($6,519.64) $0.00 $ $ $2, $33, $8, $4, $1, $6, $5, $9, $4, $ $ ($25,526.28) $4, $8, $39, $18, $9, $1, ($20,367.38) $(1,602.94) $ $ $1, $2, ($318.05) $(1,602.94) $ $ $1, $2, ($318.05) $(5,419.01) $ $1, $ $6, $0.00 $2, $2, $1, $16.00 $(5,419.01) $ $3, $2, $6, $1, $(2,883.35) $19, $3, $2, $0.00 $22, $19, $50.00 $1, ($16,594.42) ($1,172.46) $(2,883.35) $42, $22, $50.00 $4, ($17,766.88) $(24.00) $4, $5, $ Copyright 2007 KEV Software Page 1 of 3 09/11/2007 1:36:30PM

24 Categories Opening Balance Expenses Revenues Transfer Out Transfer In Balance Chocolate Bar Campaign Garbage Bags Poinsettia Rainbow Gifts SAC Support a Student Calendars Graduation Graduation Grad Pictures Grad Rings Office General Petty Cash Reimbursement Petty Cash School Counsel BBQ - End of Year Open House Special Activities Turkey Lunch Hot Luch Staff Staff Purchases Student Activities Agendas Elementary Sports Association Student Counsel Yearbook $(1,903.63) ($60,319.73) $18, $1, $1, $1, $ $1, $1, $1, $ $ $ $ $ $1, $ $ $2, $0.00 $ $75, $ $1, $ $0.00 $2, $ $2, ($52,328.37) $26, $2, $2, $81, $0.00 $15, $ $50.00 $10.00 $0.00 $2, $ $25.00 $0.00 $ $25.00 ($15,097.78) ($1,577.91) $ $0.00 $18, $1, $75.00 $35.00 ($16,453.73) $24.48 $13, ($68,592.99) $ ($82,309.60) $24.48 $13, ($68,592.99) $ $0.00 ($82,309.60) $0.00 $0.00 $ $27, $0.00 $26, $0.00 $ $27, $0.00 $0.00 $26, $0.00 $1, $ $ $2, $1, ($1,506.16) ($657.66) $ $4, $1, $0.00 $0.00 ($2,163.82) $96.12 $2, $ $96.13 $0.00 $31, $ ($2,191.21) ($30,318.94) $96.12 $33, $ $96.13 $0.00 ($32,510.15) $0.00 $ ($123.89) $0.00 $ $0.00 $0.00 $0.00 ($123.89) $ $1, $ $ $70.49 $6, $ $ $ $2, $ $1, $2, $ $ $1, $0.00 ($5,500.82) ($1,274.69) $ Copyright 2007 KEV Software Page 2 of 3 09/11/2007 1:36:30PM

25 Categories Opening Balance Expenses Revenues Transfer Out Transfer In Balance Tax Payable Tax Payable Tax Receivable Tax Receivable YrEnd Adjustments YrEnd Outstanding $2, $13, $2, $ $2, ($6,156.61) $0.00 $23.02 $23.02 $0.00 $0.00 $23.02 $0.00 $0.00 $23.02 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $11, $139, $131, $20, $20, $4, Total Investments: Total Bank & Investments: $0.00 $4, Copyright 2007 KEV Software Page 3 of 3 09/11/2007 1:36:30PM

26 School Cash Account ing User Guide Ledger Inquire Table of Contents 1 Ledger Inquire Getting Started: List View: Add a Record: Modify: Search: Balance: Print: Query Report: To Exit Appendix:... 15

27 1575 Bishop St N, Suite100 Cambridge ON N1R 7J Riverside Dr., Suite 102 Irving, TX About Us: KEV Group is an international company that specializes in the management and security of school funds. KEV Group has continued to grow and address new client needs since our founding almost two decades ago as a pioneer in managing school funds. Our flagship product, School Cash Accounting, has consistently set the industry standard for school cash management. Internally, KEV Group has developed several software and web-based solutions to meet the needs of the most demanding school officials, auditors, and C-level policy makers. Today we work with over 5000 schools on a daily basis with our industry-leading solutions. KEV Group specializes in school level accounting, online payment processing, and tracking of student obligations. By showing you how we enable transparency in school funds, as well as provide secure and detailed audit trails, we can change the way you think about school fund management. KEV Group makes it easy for districts to evolve to a secure and transparent infrastructure while being budget conscious. Our reputation for easy to use software, painless implementation procedure and unique personalized training for district staff and school bookkeepers makes choosing KEV Group one of the best decisions a district can make. Minimum Requirements for School Cash Accounting: Component Browser Report Reader RAM Bandwidth Required Network Description Windows OS Internet Explorer 7 or higher / Firefox 3.6 or higher MAC OS Firefox 3.6 or higher Adobe Reader 7.0 or higher 256 MB 100kb /Sec per average user session DSL or Cable broadband network connection with 512 kb/sec Copyright KEV Group Inc. (KEV) All Rights Reserved Edition: This edition applies to Version otherwise indicated in new editions or updates. First Edition: 2004 Revised: February 2011 This document is for information purposes only. KEV Group Inc. (KEV) makes no warranties, expressed or implied. Trademarks: Adobe Acrobat Reader are registered trademarks of Adobe Microsoft, Silverlight and Windows are registered trademarks of Microsoft Corporation Mozilla Firefox is a registered trademark of Mozilla Foundation

28 Ledger - Inquire 3 1 Ledger Inquire The Ledger-Inquire feature of School Cash Accounting is generally used for transaction research. It is recommended that users avoid the traditional line entry method of entering transactions. Corrections and modifications are the only items that should be completed through the Ledger-Inquire feature. All transactions will be displayed in the Ledger-Inquire feature, however transactions cannot be cleared through the Ledger-Inquire. Transactions that have been cleared in the Reconcile-Monthly Statement feature cannot be modified through the Ledger-Inquire. The Ledger-Inquire feature of School Cash Accounting will allow the user to: View the Ledger entries Modify an existing record Find records Sort Records Sequence Buttons Option Tabs Column Headings Balance Indicator Vertical & Horizontal Scrollbars Toolbar Record Indicator Figure 1: Ledger-Inquire Screen 1.1 Getting Started: Access School Cash Accounting: 1. Launch the internet browser and log onto the School Cash Accounting website, by entering the URL that you received with your package Select Language: If this is the first time that School Cash Accounting has been used the Select Language screen will open. 2. Select the appropriate language option. Figure 2: Select Language Screen School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

29 4 Ledger - Inquire This option will affect screen spelling and coin displays. Login: 3. Login using the Username and Password you received with your package (Passwords are case sensitive) 4. Click the Remember Me check box to save your Username (passwords are NOT saved with this option) 5. Click Login The Select a Bank Account window will open. Figure 3: Login Screen Click here for further information on the login process. Tip: Language localization can be changed in the future, by clicking the Language indicator in the top right corner of any screen. Select the required language option when the Select Language Screen opens. To Select A Bank Account: 1. Click pick list arrow in the Please select a bank account from the list text slot 2. Select the correct bank account name from the drop-down 3. Click Open Selected Bank Account The Main Menu window will open. Figure 4: Select Bank Account Screen 4. Click Ledger-Inquire The Ledger-Inquire screen will open. Figure 5: Main Menu 1.2 List View: The List View tab will display a list of all transactions recorded through School Cash Accounting. These transactions include: Deposits Checks NSF Entries Transfers Credit Memo Debit Memo Service Charges Activity recorded on the Leger can be very lengthy. It is important that the user become familiar with some basic methods to manage the display of this information. Keep the following in mind: KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

30 Ledger - Inquire 5 Sort the list when necessary Use both vertical and horizontal scrollbars Manage the record display using the record toolbar Change number of visible records (page size) Display Techniques: Record Indicator: The record indicator will display: Visible Records Total Records Sorting: To Sort List View: 1. Click List View tab 2. Click any field heading to sort the display For example: a. Click Date field b. List will be sorted oldest to newest NOTE: Leaving the feature and returning at a later date will refresh the screen display to the original order. Scrollbars: Vertical Scrolling: A standard screen display in List View is approximately 13 records: 1. Drag the grey vertical scrollbar (located to the right of the list display) down to see more records Horizontal Scrolling: A standard screen display in List View is approximately the first 8 fields of record information. The ledger inquire feature will display approximately 20 fields of record information. 2. Drag the horizontal scrollbar to the right to see more fields Record Toolbar: School Cash Accounting includes a unique record toolbar. 1. To view previous or following record displays use the scroll arrows 2. To view the previous or following pages, use the previous or following page icons 3. To quickly scroll to the beginning or end of any record display click the first or last scroll icons To Manage the Record Display: The default number of records displayed on each page can be adjusted so that more than the default 50 records is displayed at one time. NOTE: The default 50 record display optimizes loading time. The status bar will indicate the current number of visible records (page size) and the current total records in any area that displays a list. To adjust the number or records displayed on Figure 6: Record Indicator Figure 7: List Sorted by Date Figure 8: Record Toolbar Figure 9: Record Indicator Horizontal Scrollbar Vertical Scrollbar School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

31 6 Ledger - Inquire each page: 1. Click Change Paper Size icon on the record toolbar 2. Enter the new Visible Records value Figure 10: Record Toolbar 3. Click Save icon to the right of the field The total number of records displayed on each page has now changed. NOTE: Increasing the Paper Size may effect the loading speed Find: Figure 11: Page Indicator The Find option in the Ledger-Inquire is an alternative method to managing record display. Find will offer the user basic record filtering. The find options are: Find All Find All Checks Find All Deposits Find All Transfers To Find a Set of Records: 1. Click Find 2. Select the required option from the menu The List View tab will display only that filtered set of records To Refresh the Filter: Figure 12: Find Menu 1. Click Find 2. Select Find All in the menu The List View tab will now display all of the records in the Ledger. 1.3 Add a Record: It is possible to add a record to the Ledger. To Add a Record: 1. Click List View tab Figure 13: Inserted Row 2. Click Insert row icon A new record will be added above the selected record 3. Enter the details of the new record 4. Click Save icon in Modify toolbar may also be used Click Cancel to cancel modification Tip: to move to the next field Remember to scroll all the way to right hand end KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

32 Ledger - Inquire Modify: School Cash Accounting will allow the user to modify a selected record. For audit purposes, a reason for the modification is mandatory. If the record has been modified on a previous occasion a modification history will be attached to the record. To Modify a Record: 1. Click List View tab 2. Select the required record 3. Click Modify tab Step1: (Mandatory) 1. Click Reason field Figure 14: Modify Screen 2. Enter a brief reason for the modification Step 2: 1. Edit any of the fields as required 1. Click Save icon in Modify toolbar may also be used Click Cancel to cancel modification NOTE: Only fields with white backgrounds can be edited. Tip: Use to move between editable fields Click pick list arrows at the right hand end of list fields to select from a drop-down Modification Restrictions: For audit purposes the Ledger-Inquire feature will impose some restrictions on the standard user s ability to modify a record. If such a restriction is in place the user will receive a warning message or the editable fields will be very limited. In such cases the system administrator will have to be contacted to assist with the necessary modification. Modification Restrictions: Modify a Previously clear record with Reconciliation Signed Off: 1. Click List View tab 2. Select the required record Figure 15: Edit Restrictions 3. Click Modify tab The number of white editable fields will be very School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

33 8 Ledger - Inquire limited. NOTE: A reason is required. Modify a clear record without the Reconciliation Sign Off: 1. Click List View tab 2. Select the required record 3. Click Modify tab User will receive a warning that the record must be uncleared. To Resolve Warning: Figure 16: Reconcile Warning 1. Click OK in the dialog box 2. Click Main Menu 3. From Main Menu 4. Click Reconcile-Monthly Statement 5. Located the required transaction 6. De-select Clear (no Check Mark) 7. Click Finish Later 8. From the Main Menu 9. Click Ledger-Inquire 10. Select the required record 11. Click Modify tab 12. Edit the record as described above NOTE: A reason is required Modification History: To See a Record History: 1. Click List View tab 2. Select the required record 3. Click Modify tab 4. Click Click Here to Show Ledger History The bottom portion of the Modify screen will expand to display any previous record modifications. Figure 17: Ledger History 1.5 Search: The number of records in the Ledger can be very high. The search feature will allow the user to search for a record based on any known field information. For example: Searching for specific category activity. To Search: 1. Click Search tab 2. Enter any known field criteria Click Perform Search The results of the search will be displayed in List View KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

34 Ledger - Inquire 9 Wild Card Searching: The description field can act as a wild card when performing a search: 1. Enter any part of a word in the description field 2. Click Perform Search Figure 18: "Wild Card: Search For Example: a. Enter Home in the Description: field b. Click Perform Search c. List view tab will display all records with the text Home in the description field. To Refresh the List View Display: 1. Click Find 2. Select Find All from the menu NOTE: It is possible to search for both clear and unclear transactions. 1.6 Balance: The Ledger-Inquire feature will display the account balance in 2 ways: Balance screen Current Bank Balance Indicator To see Balance Information: 1. Click Balance The balance screen will display: Date of Last Entry Current Bank Balance Total Balance 2. Click Back to return to Ledger- Inquire screen Current Bank Balance Indicator: Located in the top right corner of the Ledger-Inquire screen Found Set Total: Figure 19: Balance Screen Figure 20: Balance Indicator The found set total field will display category totals. This feature provides useful information on a specific category. To See the Found Set Total: 1. Click Search tab 2. Select required Category 3. Click Perform Search The list view tab will display the results of the search Use the horizontal scrollbar to scroll to the right to display the Found Set Total field. 1.7 Print: The print menu will offer the user the ability to: Print All Print All Checks Print All Deposits Print All Transfers Print Current Find School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

35 10 Ledger - Inquire The user should be aware that in many cases the School Cash Accounting ledger can be several hundred records long. Print All can result in a very lengthy multi-page printout. In this case it may be more efficient to save the print as an Adobe (.PDF) file. Adobe files can be readily ed if necessary. To Print: 1. Click Print 2. Select either: Print All, Print All Checks, Print All Deposits, or Print All Transfers from the menu The selected report will generate. To Print Any Selected Report Option: 1. Click Print icon on the report toolbar 2. Click Printer icon in the Adobe window, to actually print the report 3. Click OK in the printer dialog box 4. After printing is completed, Close the Adobe window 5. Click Previous Screen in the report window, to return to the Ledger-Inquire screen To Print Current Find: 1. Click Search tab 2. Enter any required search criteria 3. Click Perform Search The results will be displayed in List View 4. Click Print 5. Select Print Current Find from the menu 6. Click Print icon on the report toolbar 7. Click Printer icon in the Adobe window, to actually print the report 8. Click OK in the printer dialog box 9. After printing is completed, Close the Adobe window 10. Click Previous Screen in the report window, to return to the Ledger-Inquire screen NOTE: Only the records in the found set will be printed in the report. To Refresh the List View Display: 1. Click Find 2. Select Find All from the menu To Save/Export a Report: 1. Click Print 2. Select either: Print All, Print All Checks, Print All Deposits, or Print All Transfers from the menu The selected report will generate. KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

36 Ledger - Inquire Click Save/Export icon 4. Select Adobe Acrobat (PDF) from the menu Figure 21: Save/Export Menu 5. Click Save in the File Download dialog box 6. The Save As dialog box will open 7. Select the required folder 8. Enter a name for the downloaded file Figure 22: File Download Dialog Box 9. Click Save 10. Click Previous Screen to return to the Ledger Inquire Figure 23: Save As Dialog Box Using Adobe Search: After a report is exported to Adobe Acrobat (PDF), Adobe Reader features can be used. One such useful tool is the ability to Search in the PDF file. Export to Adobe: Adobe provides search capabilities that can be useful in long reports. 1. Click Export on the report toolbar 2. Select Adobe Acrobat (PDF) from the drop-down 3. Click Open in the File Download dialog box The Adobe Acrobat Reader will open. To search the document: Figure 24: Download Dialog Box 1. Click Search icon (binoculars) on the Adobe toolbar School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

37 12 Ledger - Inquire 2. Enter the search criteria in the text slot 3. Click Search 4. Click any results in the search list to go to that item in the report Figure 25: Search Results If the Adobe Acrobat (PDF) file has been saved: 1. Locate the folder and file 2. Double click file name Adobe Acrobat Reader will open. 3. Perform the Search as outlined above. 1.8 Query Report: The School Cash Accounting Query Report will allow the user to select from several report customization options: These reporting options include: Date Range Sorting Category/Category Number Category Umbrellas Umbrella Types Transaction Types GL Departments GL Names Include Cashbox Memo Contact Description KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

38 Ledger - Inquire 13 School Year Option Date Range Option Sort Option Memo Option Category or Category Number Option Contact Person Option Description Option Category Umbrella or Umbrella Type Option Transaction Type Option GL Department (Commodity) or GL Name (Object) Option Transaction # Option Value Options To Design the Query Report: Figure 26: Query Report Include Cashbox Option The Query Report screen offers the use many different reporting options. The user is able to select any combination of options to design the report. It is not necessary to make a selection from every design option. There are no limits to the number of query reports. Design Options Include: NOTE: Select any options from the suggestions below to design the Query Report. 1. School Year: a. Click pick list arrow in the School Year field b. Select required school year from the dropdown 2. Date Range: c. Select the required start and end dates for the report 3. Sort Report By: d. Click a required sort option Tip: Only one sort option is allowed Figure 27: School Year Figure 28: Date Range 4. Category Name, Category Umbrella or Umbrella Type: e. Click Select All OR f. Select required category names from the list Select only the required categories or umbrella types: I. Click the first category requirement in the list II. Hold the CTRL key down, click the next required category III. Continue to hold the CTRL key down, while Figure 29: Sort Options Figure 30: Category, Category Umbrella, Umbrella Type School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

39 14 Ledger - Inquire other categories are selected 5. Transaction Type: Figure 31: Selected Categories g. Click Select All OR h. Select required transaction type from the list 6. Select Memo: i. Select a Memo from the drop-down menu 7. Contact or Description: j. Enter the Contact or Description information 8. GL Departments and GL Names: (optional) If the current bank account uses the GL option, the Query Report can include GL Department and GL Names (These fields could be named Object and Commodity Codes) k. Click Select All OR l. Select required Department or Names from the list 9. Transaction #: m. Enter any known Transaction # 10. Value Fields: n. Select comparison operator in any value field (Credit, Debit, Total) o. Enter value in the value fields Credit, Debit, Total For Example Figure 32: Transaction Type Figure 33: Memo Field Figure 34: Object and Commodity Codes Figure 35: Transaction # Would query the ledger for any Credit entry greater than $ Figure 36: Criteria Operator 11. Cashbox: If the current bank account has a cashbox enabled, the cashbox can be included in the query report p. Click checkmark on Include cashbox 12. Click Continue to generate the report Follow the instructions outlined above to print the report Figure 37: Cashbox Option Figure 38: Customized Transaction Report Sample 2 To Exit 1. From any screen, click Log Out 2. Click Log Out 3. Close Internet Browser KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

40 Print Samples Include: Print Current Find: Graduation Category Query Report: Date Range: 07/01/07 to 08/30/07 Selected Categories: Baseball Basketball Graduation Pictures Graduation Rings Graduation Appendix Ledger-Inquire Print Samples

41 Citrus Grove School Bank of America - School Account Bank of America Ledger Inquire Date Category Name Transaction Description Debit Credit Running Total Tax Paid Tax Reconciled Rebate Clear Month 06/11/2004 Graduation Check 644 Void Jennifer Green - $ $0.00 $0.00 $11, $0.00 $0.00 X April 12/15/2004 Graduation Deposit Gr 8 Confirmation $0.00 $ $11, $0.00 $0.00 X June 02/02/2005 Graduation Check 1007 Graphic Mobile Signs Sign Rental for JK/SK Registration $86.25 $0.00 $11, $5.64 $3.84 X September 06/30/2005 Graduation Invoice $0.00 $4.06 $11, $0.00 $0.00 X December 07/30/2005 Graduation Deposit 78 $0.00 $56.79 $11, $0.00 $0.00 X January 08/30/2005 Graduation CreditMemo 78 $0.00 $ $11, $0.00 $0.00 X February 02/02/2007 Graduation Deposit 3 Gown Deposit $0.00 $75.00 $11, $0.00 $0.00 X June 02/05/2007 Graduation Deposit 4 NSF Payment Abbot, S $0.00 $15.00 $11, $0.00 $0.00 X June 02/05/2007 Graduation NSF Paid Abbot, S, Gown Deposit $0.00 ($30.00) $11, $0.00 $0.00 X June 02/06/2007 Graduation NSF Paid Shantz, Karen, Gown Deposit $0.00 ($25.00) $11, $0.00 $0.00 X June 03/19/2007 Graduation Deposit 37 $0.00 $76.00 $11, $0.00 $0.00 X July 03/23/2007 Graduation Transfer 3 Split the fundraising results $0.00 $10.00 $11, $0.00 $0.00 X 03/28/2007 Graduation Deposit 5 NSF Repayment $0.00 $25.00 $11, $0.00 $0.00 X July 03/28/2007 Graduation Deposit 4 $0.00 $25.00 $11, $0.00 $0.00 X July 03/28/2007 Graduation NSF Hastings, Jean $0.00 ($25.00) $11, $0.00 $0.00 X July 03/30/2007 Graduation Transfer 4 $50.00 $0.00 $11, $0.00 $0.00 X 05/25/2007 Graduation Deposit 39 Late Fees, Joe Test $0.00 $25.00 $11, $0.00 $0.00 X July 05/28/2007 Graduation Deposit 40 John Smith, Late deposit $0.00 $20.00 $11, $0.00 $0.00 X July 06/13/2007 Graduation Deposit 43 $0.00 $ $12, $0.00 $0.00 X July 06/26/2007 Graduation Check 50 Berts Shell $ $0.00 $11, $0.00 $0.00 X July 06/26/2007 Graduation Check 52 Pizza Pizza Grad Party Inv# 4520 $ $0.00 $10, $0.00 $0.00 X July Copyright 2007 KEV Software Page 1 of 2

42 Date Category Name Transaction Description Debit Credit Running Total Tax Paid Tax Reconciled Rebate Clear Month 06/26/2007 Graduation Check 63 Quick Print $12, $0.00 ($1,644.09) $0.00 $0.00 X July 06/26/2007 Graduation Check 72 Donner Supplies $65.12 $0.00 ($1,709.21) $0.00 $0.00 X July 06/26/2007 Graduation Check 76 Joes Tee Shirts $ $0.00 ($2,605.44) $0.00 $0.00 X July 06/26/2007 Graduation Check 78 Laura's Flower and Cards Grad Flowers $ $0.00 ($3,570.56) $0.00 $0.00 X July 08/15/2007 Graduation Deposit 44 $0.00 $3.50 ($3,567.06) $0.00 $0.00 X Copyright 2007 KEV Software Page 2 of 2

43 Citrus Grove School Bank of America - School Account Bank of America Customized Transaction Report Category Baseball 2000 Basketball 2020 Grad Pictures 8001 Date Transaction/Type Description Commodity Code Object Code Debit Credit Clear 07/03/2007 Check 93 Joes Tee Shirts New Tee $ $0.00 X Shirts Inv# /03/2007 Check 98 Joes Tee Shirts New Shirts $37.25 $0.00 X Inv# 378 Category Total: $ $ /15/2007 Deposit 44 $0.00 $2.00 X Category Total: $0.00 $ /15/2007 Deposit 44 $0.00 $15.00 X 09/13/2007 NSF Adams, Henry, 2007 Pictures $3.00 $ /13/2007 NSF Adams, Henry, 2007 Pictures $0.00 ($25.00) Grad Rings 8010 Graduation /03/2007 Check 97 Costco Student Transportation (Field Trips) 07/03/2007 Check 100 Void Costco - $66.00 Student Transportation (Field Trips) Category Total: $3.00 ($10.00) $33.00 $0.00 X $0.00 $0.00 X 08/15/2007 Deposit 44 $0.00 $65.00 X Category Total: $33.00 $ /15/2007 Deposit 44 $0.00 $3.50 X Category Total: $0.00 $3.50 Grand Total: $ $60.50 Copyright 2007 KEV Software Page 1 of 1 09/17/ :18:05PM

44 School Cash Account ing User Guide Issue Checks Table of Contents 1 Issue Checks - Disbursements Getting Started: To Complete the Working Copy of A Check: To Manage Categories: Memo Field: Issuing More Than One Check: List Checks: Voiding Checks That Are Not Posted To the Ledger: Search: Print: Test Print Issue Checks Checklist: Adding Checks to the Ledger: To Exit Appendix:... 21

46 Issue Checks 3 1 Issue Checks - Disbursements Using this feature in SchoolCash.NET will allow the user to: Issue a check(s) Assign a category to a check Edit category information Split a check between categories Maintain a list of suppliers Edit supplier s information See a list of issued checks Issue Debit Notices to staff members Void a check Print checks on a laser printer Adjust the layout of checks for individual check types and printers Post issued checks to the ledger (this will cause categories to automatically update) Sequence Buttons Option Tabs Form Scroll bar Check Number Check Working Copy Difference Indicator Category Panel Figure 1: Check Working Copy 1.1 Getting Started: Access SchoolCash.NET: 1. Launch the internet browser and log onto the SchoolCash website, by entering the URL that you received. Select Language: If this is the first time that SchoolCash.NET has been used the Select Language screen will open. 2. Select the appropriate language option. This option will affect screen spelling and coin displays. Figure 2: Select Language Screen Login: 3. Login using the Username and Password you received with your package (Passwords are case sensitive) 4. Click Remember Me check box to save your Username (passwords are NOT saved with this option) Figure 3: Login Window 5. Click Login SchoolCash.NET V4.0.0 Updated: 01/11 KEV Group Inc

47 4 Issue Checks The Select a Bank Account window will open. Click here for further information on the Login process. Tip: Language localization can be changed in the future, by clicking the Language indicator in the top right corner of any screen. Select the required language option from the Select Language Screen. To Select Your Bank Account: 1. Click pick list arrow in the Please select a bank account from the list text slot 2. Select the correct bank account name from the drop-down 3. Click Open Selected Bank Account Figure 4: Select Bank Account Window The Main Menu window will open. 4. Under the Expense Activities, click Issue Checks - Disbursements The Detail View tab of the check window will open. Figure 5: Main Menu The screen that is displayed represents a working copy of a check. The actual printed check will be formatted to match the check type selected during the initial set-up process. To simplify the check issuing process use the field areas in the Detail View tab from left to right and from top to bottom. Start in the Check Requested by: field, remember to press the TAB key on the keyboard for quick and easy movement to the next required field. Pressing will automatically move the insertion point to the next editable field to the right on the check working copy. It is important that all of the fields on the check face be completed. Tip: Pressing Shift/Tab will take the insertion point back one field in the working copy. Once the check working copy is completed, press the ENTER key on the keyboard to save the check and refresh the information in the database. To enter check information over several days, click the Main Menu module the working copies will be saved until posted to the ledger. button to exit the Issue Check KEV Group Inc Updated: 01/11 SchoolCash.NET V4.0.0

48 Issue Checks To Complete the Working Copy of A Check: 1. Click Detail View tab The screen that is displayed represents a working copy of a check. The actual printed check will be formatted to match the check style selected during the initial setup process. Notice that the bank account information automatically appears in the top left corner of the check working copy. Figure 6: Check Working Copy 2. Click Check Requested by: (Optional) field 3. Begin to enter the name of the individual that has requested the check If the name has been used for a previous check request, it will appear in the drop-down below the field. This list will display 20 of the known entries. If the previously used name does not display type the first 2 letters of the name. Figure 7: Requested By: Drop-Down 4. Arrow down to select the appropriate name from the drop-down 5. to auto-populate the name in the Check Requested by: field 6. to the Check Number field The last used number is indicated on the left in the previous check number area. 7. Enter a new number, if necessary Once the first check number has been entered, the program will automatically generate the next check number in sequence. Editing check numbers will allow the user to match the working copy number with the actual check number on the check stock. Figure 8: Check Numbers 8. to move to the Pay To The Order Of: field There are three methods to complete the Pay To The Order Of: field in the working copy of the check: Use an existing Supplier from the available Supplier List Enter a New Supplier and save the information to the Suppliers List Enter a New Supplier for a one time use To Use an Existing Supplier: 1. Click Pay To The Order Of: field, begin to enter the name of the supplier If the supplier s name can be found in the supplier list, it will appear in the drop-down below the field. 2. to select the appropriate name Figure 9: Existing Supplier Drop-Down 3. to auto-populate the Pay To The Order Of: field and address fields To Enter a New Supplier and Save the Supplier Information: 1. Click Pay To The Order Of: field SchoolCash.NET V4.0.0 Updated: 01/11 KEV Group Inc

49 6 Issue Checks 2. Enter the supplier s name 3. Press will cause a dialog box to open. 4. Click OK to save the supplier information to the Supplier List The supplier s name and address information will be saved in the supplier list and available in the Pay to the Order Of: drop-down for future use. Figure 10: Add to Supplier List To Enter a New Supplier for one time use: 1. Click Pay To The Order Of: field 2. Enter the supplier s name 3. Press will cause a dialog box to open. 4. Click Cancel to avoid saving the supplier information to the Supplier List To Enter the Date: 1. to select the current date 2. Click Calendar icon to select another date or enter the date using mm/dd/yyyy format Click here for further information on the Calendar. Figure 11: Date Field To Complete the Balance of the Check Working Copy: 1. to the address field and enter the address of the supplier NOTE: If an existing supplier has been used, this information will have been auto-populated. 2. to the amount field and enter the amount of the check in number format i.e NOTE: The text display of the value of the check will auto-populate. 3. to the City, Prov/State and PC/Zip fields and enter the required mailing information 4. to the RE: field and enter in a reason for the check 5. to the Invoice # field and enter in the invoice number if applicable NOTE: If the invoice has already been paid, a warning dialog box will appear indicating the check number. 6. to Print Check option: a. If the check will be printed on a laser printer select the Print Check option Figure 12: Invoice Warning Figure 13: Selected Print Check Option KEV Group Inc Updated: 01/11 SchoolCash.NET V4.0.0

50 Issue Checks To Manage Categories: The next step in the Issue Checks process is the assignment of a category to the check. The assignment of a value to a category is an important part of the check writing process. The Issue Checks feature will warn the user if errors have been made in the Category area. The following warnings are in place: A warning dialog box will appear if a Category Name has not been assigned The Balance indicator will indicate outstanding monies to be assigned to a category (splitting the category) The category area will allow the user to : Assign a single category to the amount of the check Split the amount of the check between different categories Create a New Category and assign it to the check Use the New Category in subsequent checks Category List: The list of available categories has either been manually entered during the set-up process of the school information or has been imported as a Comma Separated Value (.csv) file. Generally this information comes from the board offices. Category details assigned at this point will be reflected in the Ledger. Click here for further information regarding Category Maintenance. Assigned Categories Balance Indicator Toolbar Figure 14: Category Panel Record Indicator To Assign a Check To a Category: 1. Click blue line in the Category Name field 2. Click pick list arrow and select the appropriate category for the check dispersal from the drop-down Tip: Double clicking inside the category field will cause the existing list of category names to pop-up. The category # field auto populated 3. The full amount of the check is auto-populated in Figure 15: Category Names Drop-Down the Amount field 4. Continue to across the fields to the right and enter any required information 5. Click Save on the Category Toolbar Figure 16: Save/Cancel Toolbar may also be used. Click Cancel to cancel the category entry Splitting a Check Between Categories: It is possible to debit more than one category during the check writing process. If a check is split among SchoolCash.NET V4.0.0 Updated: 01/11 KEV Group Inc

51 8 Issue Checks categories, the Print Check as List and Print Statement options will print and itemize the category dispersal. To Assign Another Category To The Check (split the check assignment): 1. Enter the first category and the amount to be debited from that category 2. Click Save 3. Click Insert Row icon on the toolbar in the Category area A new category row will appear above the selected row in the category assignment area. 4. Click Category Name field and select another category from the list Figure 17: Inserted Category Row 5. to move to the Amount field 6. Enter the amount to be debited from the category 7. Click Save Continue this process until the required category information has been entered and Total Check Split and the face value of the check are equal and the Difference: is $0.00 Figure 18: Category Split Indicator NOTE At the conclusion of the category assignment and final save, the Total Check Split: amount and the face amount of the check must be equal. The Difference: must be $ Tax Calculations: Canadian Users of SchoolCash.NET should click here for instructions regarding Tax Rebates Create a New Category While Issuing a Check: During the check writing process, it may be necessary to add a new category to the current category list. To Create A New Category: 1. Click Add Category The categories screen will open to allow the user to add a new category, delete a category, edit a category. 2. Click Search tab 3. Click Umbrella Categories field 4. Select the umbrella the new category will fall under 5. Click Perform Search A list of the existing categories that fall under the umbrella will appear. 6. Click Insert Row icon on the toolbar A new row will be added above the current category listing. 7. Enter the new category name and number Figure 19: Search Dialog Box Figure 20: Search Results NOTE: Start the new number with the first digit of the umbrella category and use the next number in KEV Group Inc Updated: 01/11 SchoolCash.NET V4.0.0

52 Issue Checks 9 sequence. 8. Select the Umbrella from the drop-down list 9. Click Save OR Click Cancel to cancel the entry The Total Rows indicator will increase by one The New Category will now be available for future use The Category Name will now appear in the Category Pick List 10. Click Return to Check to return to the Issue Checks window 11. to the Memo field 1.4 Memo Field: The Memo field is used to TRACK specific transactions. For Example: The school has Maintenance Category. This invoice was for repairs to the Playground Equipment. The category would be established as Maintenance, but the Memo field could indicate Playground Equipment. Memo field entries are an option in Report 11 To Use the Memo Field: 1. Click pick list arrow and select the Memo from the drop-down Figure 21: Memo List Drop-Down Create a New Memo While Issuing a Check During the check writing process, it may be necessary add a new memo to the existing memo list. To Add a Memo: 1. From the Issue Checks screen: 2. Click Add Memo 3. Click Insert Row icon 4. Enter the new memo details Figure 22: Memo Maintenance Screen 5. Click Save 6. OR 7. Click Cancel to cancel the entry 8. Click Return to Check to return to the Issue Checks window NOTE: If a Memo field is referenced in any transaction it cannot be deleted. 1.5 Issuing More Than One Check: There are 3 options available to the user, to issue additional checks. Add a New Form Duplicate a Current Form Combine a Check (issue payment from more than one invoice to the same supplier) To Issue Another Check: SchoolCash.NET V4.0.0 Updated: 01/11 KEV Group Inc

53 10 Issue Checks 1. Click Forms 2. Select Add Form from the drop-down Repeat the steps outlined above until all of the necessary checks have been issued Figure 23: Forms Drop-Down To Duplicate A Check: 1. Click Forms 2. Select Duplicate Form from the drop-down 3. Click OK in the question dialog box The combine warning dialog box will open. The new working copy will be a duplicate of the check information from the selected form. This method will save the user the data entry time of issuing a new check from scratch 4. Complete the Amount and RE: fields Repeat the steps outlined above until all of the necessary checks have been issued Figure 24: Duplicate Check Dialog Box To Combine A Check: Combining checks within the same Issue Checks session, will save time and money. There are 2 occasions when it is possible to combine a check: When duplicating a check If a check is issued to the same supplier s name within the current issue checks session. (It is not possible to combine a posted check.) To Combine a Duplicated Check: 1. Click OK in the dialog box To Combine A Check Issued To The Same Supplier: 1. Enter the supplier s name in the Pay to the Order Of: field If there is an exiting un-posted check in place to the same supplier a dialog box will open. Figure 25: Combine Check Dialog Box 2. Click OK in the dialog box OR Click Cancel to cancel the combination and issue a separate check NOTE: The Combine Checks dialog box indicates which check number is being combined. 3. Click Continue 4. Enter the Amount, Re: and category information as required If the Print, Statement option is used a list of the combined checks will appear on the report. When the checks are printed one check will print with the combined amount Figure 26: Combine With Existing Supplier Figure 27: Combine Check Numbers It may be necessary to use the Print Category KEV Group Inc Updated: 01/11 SchoolCash.NET V4.0.0

54 Issue Checks 11 Overflow option if several categories are debited by the combined check. NOTE To interrupt the process, save the current check working copy, click Main Menu 1.6 List Checks: The use of this feature would allow the user to: Quickly display a list of Checks which have not been posted to the ledger Quickly display a list of Checks which have been posted Quickly and easily locate a check that may need to be voided Print the Checks as a list Post to the Ledger List View Tab Posted Toggle Check Details Scroll Toolbar To See A List Of Issued Checks: Figure 28: Checks List View Record Indicator 1. Click List View tab The list view is a list of checks that have not been posted to the ledger. 2. Click to display a list of checks that have already been posted to the ledger The list displays the Issue Date, Check #, Amount, Details and Reason and Invoice # fields, from the working copy of the check.. It may be necessary to edit a check. Editing a check can correct a date error, a spelling error in the Pay To The Order Of: field, an address or a Category assignment. NOTE: In some boards editing a check after it has been printed is not allowed. If that is the case the Read-Only warning will appear in the top left hand corner of the Detail View screen. To Edit A Specific Check: 1. Select the appropriate check from list view 2. Click Detail View tab The working copy of the selected check will be displayed and any changes can be made. 3. Click Save to save the changes SchoolCash.NET V4.0.0 Updated: 01/11 KEV Group Inc

55 12 Issue Checks OR Click Cancel to cancel the changes NOTE Any changes to the Amount of the check may make adjustments in the category amounts necessary. Remember that the Total Split Amount and the Amount of the check must equal Delete an Un-posted Check: During the edit process, a check can be deleted. Deleting the check allows the user to re-use the check number. Only checks that have not been added to the ledger can be deleted. NOTE: In some schools it is not possible to delete a check that has already been printed. To Delete A Check: 1. Select the working copy of the check 2. Click Forms 3. Select Delete Form from the drop-down Figure 29: Form Scroll Bar 4. Click OK in the dialog box OR Click Cancel to cancel the deletion Figure 30: Forms Drop-Down Figure 31: Delete Dialog Box 1.7 Voiding Checks That Are Not Posted To the Ledger: If it should be necessary, a check can be voided from the issue checks screen or from the list of checks, displayed in the List View screen. If a check is voided, the check number cannot be re-used. NOTE Only checks that have not been posted to the Ledger can be voided with this method. To Void A Check From The Detailed View Tab: 1. Use the form scroll bar in the top right corner of the check working copy screen to scroll to the required check 2. Click Void Check 3. Click OK in the dialog box OR Click Cancel to cancel the deletion Void will appear in the Pay To The Order Of field on the working copy of the check. Figure 32: Void Warning Dialog Box Figure 33: Voided Check The amount of the check will appear as 0.00 Figure 34: Voided Check Category Information KEV Group Inc Updated: 01/11 SchoolCash.NET V4.0.0

56 Issue Checks 13 To Void A Check From the List View Tab: 1. Click List View tab 2. Select the appropriate check from the list 3. Click Void Check 4. Click OK in the dialog box to complete the void OR Click Cancel to cancel the deletion Void will appear in the Details field of the List View window. Void will appear in the Pay to the order of field on the working copy of the check. The amount of the check will appear as Figure 35: Voided Check Details in List View 1.8 Search: The search feature will allow the user to search for a specific check. The search can be applied to both posted and non-posted checks. Once a check has been located, it will open in Detailed View. Checks that have not been posted can be edited at this point. (In some cases, if the check has already been printed, editing will not be allowed.) If a check has been posted to the Ledger the working copy of the check will display in Read-Only format. The user will receive a warning in the top left corner of the check screen. To Search For A Specific Check: 1. Click Search tab 2. Select the Posted toggle if necessary 3. Enter any known details in the fields in the Search dialog box 4. Click Perform Search The Detail View tab will open to display the working copy of the check. To Refresh The Search Screen: 1. Click Reset The current search details will be deleted from the fields in the Search screen Figure 36: Search Dialog Box 1.9 Print: The Print feature will allow for the following print options: Statement Checks (uses commercially prepared check stock) Debit Notices (printed three per page to save paper) Checks as a List Check Requisitions Change Check Layout Test Print Print A Statement: The Print feature will allow the user to print a statement. The statement report can cover a specific date range and would include Check details such as check number, amount, category etc. The Print statement can be accessed from either the Issue Checks window or from the List View tab. SchoolCash.NET V4.0.0 Updated: 01/11 KEV Group Inc

57 14 Issue Checks To Print A Statement: 1. Click Print in either the Issue Checks window or the List view 2. Select Statement from the drop-down The Statement report window will open. 3. Set the date range for the statement (optional) 4. Click Generate Report The statement will generate and appear in the PDF window below the date range. 5. Click Print icon on the PDF toolbar Figure 37: Print Drop-Down 6. Click Print in the Adobe window 7. After printing is completed, click Previous Screen The Issue Checks window will re-open Date Range PDF Toolbar Check Details Check List Figure 38: Print, Statement Summary Debit Notice: Debit Notices may be printed for issued checks and distributed to staff members as needed. The report will generate 3 notices per page. The Debit Notice will include category information, as well as check details. To Print a Debit Notice: 1. Click Print 2. Select Debit Notice from the drop-down 3. Click Debit Notice Message text field 4. Enter any required message 5. Click Save Changes The Debit Notice Message will appear below the Category Information on the Debit Notices. 6. If the special 3-part paper is being used from the Debit Notices, load the paper into the printer 7. Click Print icon on the PDF toolbar 8. Click Print in the Adobe window Figure 39: Print Drop-Down Figure 40: Debit Notice Message Text Field 9. After printing is completed, click Previous Screen KEV Group Inc Updated: 01/11 SchoolCash.NET V4.0.0

58 Issue Checks 15 The Issue Checks window will re-open Click here for further information on special paper products. Category Name Bank Account Information, Date Contact Information Check Details Category Balance Figure 41: Debit Notice Checks as List: The Print Checks as List option will allow the user to print a list of checks that has not yet been posted to the Ledger. Printing the list of checks offers a good backup of the checks that have not yet been posted. The printed report includes: Check #, Payee, Category Name and Category # and Amount. 1. Click Print 2. Select Checks As List from the drop-down 3. Click Print icon on the PDF toolbar 4. Click Print in the Adobe window 5. After printing is completed, click Previous Screen The Issue Checks window will re-open. Figure 42: Print Drop-Down Figure 43: Print, Checks as List SchoolCash.NET V4.0.0 Updated: 01/11 KEV Group Inc

59 16 Issue Checks Check Requisition: The Print Check Requisition option will offer the user a method to track check requests from staff members. A completed Check Requisition form can be saved as a further record of the check details. To Print the Check Requisition: 1. Click Print 2. Select Check Requisition from the drop-down 3. Click Print icon on the PDF toolbar 4. Click Print in the Adobe window 5. After printing is completed, click Previous Screen The Issue Checks window will re-open 6. Distribute the Check Requisition to the appropriate staff member for completion Print Checks: Before posting the newly issued checks to the Ledger, the user should print the checks. The check type has already been selected during the set-up process. Printing is compatible with most commercially available check formats and laser printers. If the user is using the Print Checks option for the first time, or changes have been made to the check stock or printer being used, a test sample should be printed. Use the test check to verify the accuracy of the field placements. The Change Check Layout feature will allow the user to individually adjust any field placements on the check surface. If adjustments should be necessary refer to the section Change Check Layout below. Attention: Before printing checks for the first time, a test check should be printed. The test check that is printed represents a prototype, so no actual check numbers are assigned. Print the test check on a plain piece of paper or a photocopy of a check to avoid wasting check stock. There are no limits to the number of test checks that may be printed. See section 1.95 To Print Checks: 1. Complete a test print, if necessary 2. Load the check stock into the printer 3. Click Print 4. Select Checks from the drop-down 5. Set the Check # Range for the check print 6. Click Generate Report 7. Click Print icon on the PDF toolbar Figure 44: Check # Range 8. Click Print in the Adobe window 9. After printing is completed, click Previous Screen The Issue Checks window will re-open. NOTE: If the check has been debited to a number of categories, it may be necessary click Print Category Overflow to ensure all of the category information is printed with the check. This situation could occur if a check has been split more than 8 times. KEV Group Inc Updated: 01/11 SchoolCash.NET V4.0.0

60 Issue Checks Test Print: The format of printed checks is based on a basic check template and a style of check stock. These settings were established during the setup of the current bank account. The individual user has the ability to change some of the field options and fine tune the position of the fields on the check face. If necessary the basic check layout template can also be changed. Once the correct check alignment is established the Test Print/Change Check Layout features only have to be used if a change in check stock or printer occurs. Check Template Check Name Customize Options Check Face Proto-type Field Position Indicators Field Repositioning Tools Save or Reset Figure 45: Change Check Layout To Change the Check Layout: 1. Click Print 2. Select Change Check Layout from the dropdown There are 6 Steps to the Change Check Layout process: Step One: Template Style and Check Style Name: a. These options were determined during the set-up process Figure 46: Template Style Drop-Down Step Two: Select the customize options a. Select the customized features from the right side of the screen For example: Date Format: the default short date format MM/DD/YYYY can be customized for: i. CPA date requirements OR ii. iii. Long date format Figure 47: Customize Options SchoolCash.NET V4.0.0 Updated: 01/11 KEV Group Inc

61 18 Issue Checks Currency Symbol: Turn the Currency Symbol ($) off, if the pre-printed check includes the currency symbol iv. Click to turn the Show Check Currency Symbol option off (empty box) Step Three: Save the changes to this point a. Select the necessary option In the Apply Changes To: drop-down b. Click Save Changes changes to this point OR to save the Click Reset to cancel the changes Step Four: Adjust the field positions In order for the fields to align on the check stock, when the check is printed, it may be necessary to fine tune the position of fields on the check face. To adjust the field positions: a. Click required field to select it A selected field will have a thin black outline box around its perimeter. NOTE: It is only possible to select one field at a time. b. For small adjustments, use one of the following methods: i. Click position tools located in the bottom left hand corner of the position panel. Single clicks will adjust the fields a small amount in the direction of the arrow ii. OR Use keyboard shortcuts: Direction Up Down Left Right Key w s a d Figure 48: Selected Field Figure 49: Position Tools c. If the field needs to be moved a significant amount: iii. Click, hold and drag the field to a new position (Red outline) iv. Drop in the new position To align fields either horizontally or vertically a. Match the required field position values Matching X-Position values aligns fields vertically Matching Y-Position values aligns fields horizontally To remove a field from the check layout: a. Click field and drag the field to the right, out of the check layout area NOTE: It is not possible to delete a field in the check prototype. Step Five: Adjust the other sections of the check layout a. Save the field positions Figure 50: Position Indicators KEV Group Inc Updated: 01/11 SchoolCash.NET V4.0.0

62 Issue Checks 19 b. Scroll down the window using the blue vertical scroll bar on the far right hand edge of the window c. Continue adjusting field placement as required d. Save the changes Step Six: Print a Test e. Click Test Print Print a test check on a plain piece of paper or a photocopy of a check to avoid wasting actual check stock. Verify the check layout against the check stock 3. Click Check Layout adjustments are necessary OR if further 4. Click Issue Checks if the test print was satisfactory 1.10 Issue Checks Checklist: Prior to posting to the ledger, verify the following: All information on the working copy of the checks is correct All checks have been assigned to an appropriate category If the check is split between categories, the split amount and the check amount balances All necessary printing has occurred (checks, debit notices, statements, lists) 1.11 Adding Checks to the Ledger: Posting checks to the ledger is the last step in the issuing checks process. Posting checks to the ledger will debit the assigned categories and adjust category balances as necessary. To Add To The Ledger: 1. Click Add to Ledger The question dialog box will open. 2. Click OK in the question dialog box OR 3. Click Cancel to cancel Figure 51: Add to Ledger Question The ledger screen will open displaying the check information as it has been posted to the ledger. Figure 52: Ledger with posted checks To Find Checks: 1. Click Find 2. Select Find All Checks from the drop-down The List View will display a list of all of the checks that are posted to the ledger. 3. Click Find SchoolCash.NET V4.0.0 Updated: 01/11 KEV Group Inc

63 20 Issue Checks 4. Select Find All to refresh the List View tab Click Main Menu to exit the Ledger Inquire screen and return to the Main Menu 2 To Exit To Exit the Issue Checks Module: 1. Click Main Menu To Exit SchoolCash.NET: 1. Return to the Main Menu 2. Click Quit 3. Close the Internet Browser Figure 53: Main Menu Tip: If the user exits the Issue Checks module prior to posting the checks to the Ledger, SchoolCash.NET will display a reminder the next time the user logs into the program. Deposit/Receipts Forms and Transfer Forms may also be included in this reminder. Click Continue to access the Main Menu. KEV Group Inc Updated: 01/11 SchoolCash.NET V4.0.0

64 Issue Checks 21 Appendix: Issue Checks Print Samples Samples Include: Statement Checks Debit Notice Checks as List Requisition SchoolCash.NET V4.0.0 Updated: 01/11 KEV Group Inc

65 Citrus Grove School Bank of America - School Account Bank of America Checks Issued Check# Date Written To Check Amount Category Requested By Reason Statement Amount Tax Paid Rebate GL Department GL Name 97 07/03/2007 Costco $ Open House Babcock,Linda Invoice # 4567 $85.00 $0.00 $ /03/2007 Costco $ Fruit Snack Program Babcock,Linda Invoice # 4567 $82.95 $0.00 $0.00 Student Activities Meals and Refreshments 97 07/03/2007 Costco $ Graduation Babcock,Linda Invoice # 4567 $67.05 $0.00 $0.00 Student Activities /03/2007 Costco $ Open House Babcock,Linda $66.00 $0.00 $ /18/2007 Home Depot $ Swimming Barnes, Nick Invoice # 7891/A $ $0.00 $0.00 Pool Chemicals /03/2007 Costco $ Open House Invoice # 7899 $74.23 $0.00 $0.00 Snacks Supplies Totals: $1, $0.00 $0.00 Approval: Mike Casey / Principal Copyright 2007 KEV Software Page 1 of 1

66 7/03/ ***Two Hundred Thirty-Five 00 /100 $*** Costco 258 Brant Street Plainville NY /03/ To: Re: Costco Inv# 4567 $ To: Costco Brant Street, Plainville NY /03/2007 Re: Inv# Check Amount: $ Category # Category Name GL Name GL Department Tax Paid Amount Open House $0.00 $ Fruit Snack Program Meals and Refreshments Student Activities $0.00 $ Graduation Supplies Student Activities $0.00 $67.05

67 Check Notice Citrus Grove School - Bank of America - School Account - Bank of America 09/18/2007 Category: Open House Contact Person: Lakes, Jessica A check has been issued. Check# Reason Debit Tax Amount 103 Home Depot Requested By: Babcock,Linda $25.00 $0.00 Totals: $25.00 $0.00 Category Balance: ($826.28) Copyright 2007 KEV Software

68 Citrus Grove School Bank of America - School Account Bank of America Checks To Be Posted Check# Written To Requested By Category Charge This Tax Paid Check Record # GL Department GL Name Cat. Amount 97 Costco Babcock,Linda Open House $85.00 $0.00 $ Costco Babcock,Linda 3000-Fruit Snack Program $82.95 $0.00 $ Student Activities Meals and Refreshments 97 Costco Babcock,Linda 8000-Graduation $67.05 $0.00 $ Student Activities Supplies 103 Costco Babcock,Linda Open House $66.00 $0.00 $ Home Depot Barnes, Nick 2010-Swimming $ $0.00 $ Costco Open House $74.23 $0.00 $ Copyright 2007 KEV Software Page 1 of 1

69 Date: Check Requisition 07/03/ Req. # Check Payable To: Remittance Address: Amount Of Check: Requested By: Account Number(s): Costco 258 Brant Street Plainville, NY 7899 $ Babcock,Linda Item Or Items Being Purchased: Category Number Amount Reason Invoice # $ $ $ Principal's Approval Signature Date INSTRUCTIONS: Check Requisition form must be completely filled out and invoices attached. Finance Office Use Finance Approval Signature Date Check # Run Date

70 School Cash Account ing User Guide Add/ Change Bank Account s Table of Contents 1 Add/Change Bank Account Getting Started: Change Bank Accounts: Add a New Bank Account: Change Password: To Exit Appendix:... 21

72 Add/Change Bank Account 5 1 Add/Change Bank Account The Add/Change Bank Accounts feature will allow the user to: Add a New Bank Account Switch between existing Bank Accounts Change Password Logout of School Cash Menu Options 1.1 Getting Started: Figure 1: Select Bank Account Screen Access School Cash: 1. Launch the internet browser and log onto the School Cash website, by entering the URL that you received with your package Select Language: If this is the first time that School Cash has been used the Select Language screen will open. 2. Select the appropriate language option. This option will affect screen spelling and coin displays. Login: 3. Login using the Username and Password you received with your package (Passwords are case sensitive) 4. Click the Remember Me check box to save your Username (passwords are NOT saved with this option) Figure 2: Select Language Screen Figure 3: Login Screen 5. Click Login The Select a Bank Account window will open. Click here for further information on the login process. Tip: Language localization can be changed in the future, by clicking the Language indicator in the top right corner of any screen. Select the required language option when the Select Language Screen opens. School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

73 6 Add/Change Bank Account To Select A Bank Account: 1. Click the pick list arrow in the Please select a bank account from the list text slot 2. Select the correct bank account name from the drop-down 3. Click Open Selected Bank Account The Main Menu window will open. Figure 4: Select Bank Account Screen 1.2 Change Bank Accounts: Figure 5: Main Menu To Change Bank Accounts: 1. From the School Cash header 2. Click pick list in the select the bank account from the text slot Figure 6: School Cash header The Main Menu will open, allowing the user to proceed with the required module. NOTE: Bank Account Names appear in the top right corner of most screens. The bank account selection can be made on any screen in School Cash Accounting. KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

74 Add/Change Bank Account Add a New Bank Account: The Add New Bank Account process will establish initial bank account information, including commercial bank name, branch and account numbers, date and value of the opening balance. Other features of the set-up include: Listing Category Umbrella Names Establishing Category Names and Numbers Assigning Category Names to Umbrella Categories Establishing GL Department and GL Name information Listing any outstanding transactions Balancing the opening balance and category balances Establishing school demographics Sequence Buttons Bank Account Information Figure 6: Step 1 To Add a New Bank Account: 1. From the Log In Screen 2. Click Add/Change Bank Account 3. Click Add New Bank Account Step 1 of the 5 Step Set-up process will open Step 1: Commercial Bank Account Information: Step 1: Commercial Bank Account Information: Complete all of the fields in the Step 1 screen Use pick list arrows to select from a drop-down list Enter information in text fields NOTE: All fields in this screen are mandatory. Be sure that Opening Balance amount matches the Current Bank Balance from the bank statement. Be sure that the Date of Balance matches the date on the bank statement. Figure 7: Step 1 1. Click Step 2 to advance OR 2. Click Cancel to cancel Step 1 Figure 8: Step One Completed School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

75 8 Add/Change Bank Account to open a step-by-step outline of the set- Tip: Click Five Step Menu up process. Click any of the Numbers to move to the selected step Step 2: Enter All Categories/Activities to Track Balances Throughout The Year: It is imperative that a category list be establish in Step 2. The creation of category umbrella names and unique category names and numbers is the basis of the dispersal and tracking system in School Cash Accounting. Each debit and credit issued in School Cash is assigned to a category. This category list can be entered manually or can be imported using an existing category.csv file. Generally each board has an established set of category guidelines that will assist in the creation of the category list. Using a category umbrella will allow for convenient grouping of categories. For example, categories such as Zoo Trip can be assigned to the category umbrella Field Trips. During the use of School Cash new categories can be added and Categories will no activity can be deleted. Sequence Buttons Figure 9: Step 2 Option Tabs Toolbar Record Indicator Step 2: Category Information: Tip: Click Information for a brief explanation of the purpose of this step. Category Umbrellas: Figure 10: Step 2 Information Assigning category umbrellas first, will allow the user to create convenient category groups. Each category name must be assigned a unique category number. For example the categories associated with Administration category umbrella could have numbers in the 1000 series. To Create Category Umbrellas: 1. Click Category Umbrellas tab Figure 11: New Category Umbrella 2. Click insert row icon A blank row will appear at the top of the Category Umbrella list. 3. Enter a Category Umbrella Name 4. Click pick list arrow in the Category KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

76 Add/Change Bank Account 9 Umbrella Type field 5. Select a Category Umbrella Type if necessary 6. Click Save to save the entry OR Click Cancel to cancel the entry Repeat the steps outlined above to add all required Category Umbrellas NOTE: Be sure to create a YrEnd Adjustments Category Umbrella Name with a YrEnd Transactions Category Umbrella Type. Category Names: Category Names and Numbers can be established in 4 ways: 1. Imported.CSV file 2. Added manually during set-up process 3. Added manually during the deposit/receipt process 4. Added manually during the issue checks process To Create Category Names by Importing: 1. Click List View tab 2. Click Import Category Data 3. Click Import tab 4. Select the required category.csv file from the list 5. Click Import Categories Figure 12: Import Category Data Screen 6. Click OK in the dialog box NOTE: For assistance with this feature, please contact the board office or KEV Software. To See The Imported Categories: Figure 13: Import Data Dialog Box 1. Click Categories tab Imported Category information will be displayed. GL Departments and GL Names: If the new bank account will use GL Departments and GL Names. This data can also be imported. To Import GL Departments: 1. Click Import tab 2. Select the required.csv file from the list 3. Click Import GL Departments School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

77 10 Add/Change Bank Account 4. Click OK in the dialog box NOTE: For assistance with this feature, please contact the board office or KEV Software To See The Imported GL Departments: 1. Click GL Departments tab Imported GL Departments information will be displayed. To Import GL Names: 1. Click Import tab 2. Select the required.csv file from the list 3. Click Import GL Names 4. Click OK in the dialog box NOTE: For assistance with this feature, please contact the board office or KEV Software To See The Imported GL Names: 1. Click GL Names tab Imported GL Names information will be displayed. Click Step 2 when all data importing has been completed. Modify Data: The List View tab will display the current category information. Category information can be modified at this point. If necessary all of the category names can be deleted. To Modify Category Information: 1. Click List View tab 2. Select the required category from the list 3. Click Modify tab 4. Edit/add an required information 5. Click Save to save the entry OR Figure 14: Modify Category Screen Click Cancel to cancel the entry Tip: Make distribution of receipts faster and easier keep Category Contact Name and Category Contact information up to date. If the list of Category Names is very long, use the Search Tab to locate a specific record. To Search for a Category Name: 1. Click Search tab 2. Enter any known search criteria 3. Click Perform Search List View tab will display the search results. Figure 15: Category Search Screen KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

78 Add/Change Bank Account 11 Click Reset to empty the Search tab and initiate another search To Refresh the Category List: 1. Click Find All to display the entire list of Category Names To Delete All Category Names: 1. Click Delete All Categories 2. Click OK in the dialog box NOTE: It is possible to delete categories at this point because no activity has been recorded. Category Umbrellas: Category Umbrella information can be edited or a selected umbrella can be deleted. To Edit a Category Umbrella: 1. Click Category Umbrellas Figure 16: Delete Category Warning tab 2. Select the required record 3. Click Edit Pencil on the toolbar OR Click directly into the field 4. Make any necessary edits Figure 17: Category Umbrella Edits 5. Click Save to save the entry OR Click Cancel to cancel the entry To Delete a Category Umbrella: 1. Click Category Umbrellas tab 2. Select the required record 3. Click Delete Icon on the toolbar 4. Click OK in the dialog box GL Departments: It is possible to edit a GL Department, delete a selected GL Department, or Delete All GL Departments. To Edit GL Department: Figure 18: Delete Category Umbrella Warning 1. Click GL Department tab 2. Select the required record 3. Click Edit Pencil on the toolbar OR Click directly into the field NOTE: Only the fields with blue text boxes can be edited in this manner. 6. Make any necessary edits Figure 19: Edit GL Departments 7. Click Save to save the entry School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

79 12 Add/Change Bank Account Click Cancel OR to cancel the entry To Delete a GL Department: 1. Click GL Department tab 2. Select the required record 3. Click Delete I con on the toolbar 4. Click OK in the dialog box Figure 20: Delete GL Department Warning NOTE: GL Departments that are referenced cannot be deleted. To Delete All GL Departments: 1. Click Delete All GL Departments Figure 21: Referenced Record Warning 2. Click OK in the dialog box NOTE: It is possible to delete categories at this point because no activity has been recorded. GL Name: It is possible to edit a GL Name, delete a selected GL Name, or Delete All GL Names. To Edit GL Name: Figure 22: Delete All GL Departments 1. Click GL Name tab 2. Select the required record 3. Click Edit Pencil on the toolbar OR Click directly into the field NOTE: Only the fields with blue text boxes can be edited in this manner. 4. Make any necessary edits Figure 23: GL Name Edits 5. Click Save to save the entry OR Click Cancel To Delete a GL Name: to cancel the entry 1. Click GL Name tab 2. Select the required record 3. Click Delete I con on the toolbar 4. Click OK in the dialog box NOTE: GL Names that are referenced cannot be deleted. Figure 24: Delete GL Names Figure 25: Referenced Record Warning KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

80 Add/Change Bank Account 13 To Delete All GL Names: 1. Click Delete All GL Names 2. Click OK in the dialog box NOTE: It is possible to delete categories at this point because no activity has been recorded. Figure 26: Delete All GL Names Printing: The print menu will allow the user to print the following: Categories Category Umbrellas GL Departments GL Names To Print: 1. Click Print 2. Select required print out option from the menu 3. Click Print icon on the report toolbar 4. Click Printer icon in the Adobe window, to actually print the report 5. Click OK in the printer dialog box 6. After printing is completed, Close the Adobe window 7. Click Previous Screen in the report window, to return to Step 2 To Go Back to Step One: 1. Click Step 1 to go back to Step One To Advance to Step Three 1. Click Step 3 to go to the next step in the set-up process 1. Click Five Step Menu to open Five Step Menu access Figure 27: Print Menu To Exit the 5 Step Set-up Process: Figure 28: Five Step Set-up Menu 1. Click Five Step Menu 2. Click Main Menu School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

81 14 Add/Change Bank Account Step 3: Enter all Outstanding Deposits and Checks: Enter all outstanding (items that have not cleared the bank) deposits and checks. This information will be used in Step 4 of the set-up process. Sequence Buttons Option Tabs Column Headings Toolbar Record Indicator Figure 29: Step 3 Tip: Click Information explanation of the purpose of this step. for a brief Figure 30: Step 3 Information To Enter an Outstanding Item: 1. Click List View tab 2. Click insert row icon 3. Complete all necessary fields in the new record 4. Click Save to save the entry OR Click Cancel to cancel the entry Repeat the process until all items that have not cleared the bank have been entered. Tip: Keep your hands on the keyboard! Faster Data Entry: 1. In List View 2. Press A new record row will appear in List View 3. Enter the first field information 4. Press to move to the next field to the right 5. Continue to enter all necessary information 6. Press to save the record Figure 31: Step 3 KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

82 Add/Change Bank Account 15 To Modify Transactional Information: 1. Click List View tab 2. Select the required category from the list 3. Click Modify tab 4. Complete Step 1: Reason (Mandatory) 5. Edit/add an required information in Step 2 6. Click Save to save the entry OR Click Cancel to cancel the entry If the list is very long, use the Search Tab to locate a specific record. To Search for a Transaction: Figure 32: Step 3 Modify Screen 4. Click Search tab 5. Enter any known search criteria 6. Click Perform Search List View tab will display the search results. To Refresh the List: 2. Click Find All entire list of Category Names Other Step 3 Options: to display the Also included in Step 3 of the 5 Step Set-up process are: Memo Maintenance Add Category Memo Maintenance: Figure 33: Step 3 Search Screen The Memo field is used to TRACK specific transactions. For example: One category could be created for Gate Receipts, memos could be created for Football, Basketball, Baseball. Using Memo fields in this manner will help to eliminate the need for many different categories. Credit the deposit to the Gate Receipt category, and select the appropriate Memo to track the deposit. To Maintain Memos: To Add a New Memo: 1. Click Memo Maintenance 2. Click Insert Row icon 3. Enter the new memo details Figure 34: Memo Maintenance 4. Click Save OR Click Cancel to cancel the entry 5. Click Return to Step 3 to return to Step 3 Use the Modify and Search tabs to edit a Memo or Search for a Memo School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

83 16 Add/Change Bank Account Add Category: To Add a New Category: 1. Click Add Category 2. Refer to Step 2 instructions above to add a new category 3. Click Step 3 to return to the Step 3 screen 4. Click Step 4 to continue with the 5 Step Set-up process Step 4: Enter Opening Balances for Each Category: Tip: Click Information explanation of the purpose of this step. for a brief Figure 35: Step 4 Information Clicking Step 4 will cause 2 reports to generate automatically: Outstanding Transactions - Overview Ledger Transactions Sorted by Date To Print the Outstanding Transactions Overview Report: 1. Click Print icon on the report toolbar 2. Click Printer icon in the Adobe window, to actually print the report 3. Click OK in the printer dialog box Figure 36: Outstanding Transactions Report 4. After printing is completed, Close the Adobe window 5. Click Continue after printing is complete OR Click Return to Step 3 go back to Step 3 Clicking Continue will generate the Ledger All Transactions Sorted By Date report To Print the Report: to 1. Click Print icon on the report toolbar 2. Click Printer icon in the Adobe window, to actually print the report 3. Click OK in the printer dialog box Figure 37: Ledger - All Transactions Report 4. After printing is completed, Close the Adobe window 5. Click Continue after printing is complete OR Click Return to Step 3 to go KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

84 Add/Change Bank Account 17 back to Step 3 Clicking Continue will cause the Step 4 screen to open. Sequence Buttons Balance Warning Black Boxes Option Tabs Category List Toolbar Record Indicator Figure 38: Step 4 Screen Step 4 requires that category opening balances be accurately recorded. Using the first report (Outstanding Transactions) will assist with the process. The Opening Bank Balance and the Combined Category Total numbers must match. The warning indicator will prompt the user as to the amount of money that has yet to be accounted for. To Edit the Opening Balance: 1. Select the required record 2. Click Edit Pencil on the toolbar OR Click directly into the field 3. Enter the Category Opening Balance 4. Click Save to save the entry OR Click Cancel to cancel the entry Repeat the process until the 2 black boxes match. Use the Modify and Search tabs to edit a Category or Search for a Category. Category Umbrellas, GL Departments and GL Names can be modified here. Follow the steps outlined above. School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

85 18 Add/Change Bank Account Click Step 5 Set-up process OR to continue the 5 Step Click Step 3 to go back to Step Step 5: Enter your School and Bank Information on the Demographics Screen: The School Demographics screen is divided into sections. Each section has a slightly different purpose within School Cash. Tip: Only fields with white backgrounds can be edited. Tip: Click Information explanation of the purpose of this step. for a brief Sequence Buttons Figure 39: Step 5 Information School Demographics Section Budget & Commercial Bank Demographics Year End Demographics Optional Account Settings Figure 40: Step 5 School Demographics: 1. Verify the address information 2. Verify the phone, fax and school number information Figure 41: School Demographics Section Signature Line Info on Forms and Reports 1. Include the correct Name and Position to ensure correct information is displayed on forms and reports NOTE: If more than one signature is required, enter the information as: Name: G.Watson/T.Smart KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

86 Add/Change Bank Account 19 Position: Principal/Bookkeeper Budget & Commercial Bank Demographics 1. Verify Commercial Bank name 2. Verify Bank Account Information Year End Demographics 1. Verify Year End Outstanding Category 2. Verify Reimbursement Year End Category Figure 42: Budget & Commercial Bank Demographics Section Optional Account Settings 1. Verify all necessary category selections Figure 43: Year End Demographics Section Figure 44: Optional Account Settings Section 1. Click Save to save any edits 2. Click Main Menu to complete the 5 Step Set-up process 1.4 Change Password: The new School Cash user account is issued with a generic password. For account security it is important that the generic password be changed to a user specific password. This password is used as part of the login process and should not be shared. If the user desires passwords can be changed at any time. However, remember that it is the responsibility of the user to remember their password. Figure 45: Change Password Screen School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

87 20 Add/Change Bank Account 1. From the Log in Screen 2. Click Change Password 3. Enter the current password in the Enter your present password text slot 4. Enter the new password in the New password text slot 5. Enter the new password a second time in the Confirm new password text slot Tip: The Confirm new password text slot must match the entry in the New password text slot. 6. Click Figure 46: Log In Screen 7. Click OK in the confirmation dialog box to return to the Select Bank Account screen NOTE: It is important to select a password that: Starts with a letter Is at least 6 characters in length Is easily remembered Remember that passwords are case sensitive. Figure 47: Change Password Screen 2 To Exit 1. From the anywhere in the program 2. Click Logout option located at the top right corner 3. Close the Internet Browser KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

88 Print Samples Include: Categories Outstanding Transactions Overview Ledger All Transactions Sorted by Date Appendix: Print Samples

89 Citrus Grove School Bank of America School Account Bank of America Categories Category Name Current Balance Category # Category Umbrella Budgeted Expense Budgeted Revenue Contact Person Administration $ Administration $0.00 $0.00 Admin-Other ($84.00) 3001 Administration $0.00 $0.00 Amanda Peat Memorial $ School Councils $0.00 $0.00 Art Cards $ Fundraising $0.00 $0.00 Arts Council $ Clubs $0.00 $0.00 Athletic General $6, Clubs $0.00 $0.00 Shantz, Debbie Bus & Commerce ($40.00) 4001 School Departments $0.00 $0.00 Cash Advance ($50.00) 123 Cashfloat $0.00 $0.00 Cave Springs ($3.00) 5001 Clubs $0.00 $0.00 Chess Club ($150.64) 5019 Clubs $0.00 $0.00 Citrus Sales $ Fundraising $0.00 $0.00 Commencement $ Administration $0.00 $0.00 Fred Zito Dance $1, School Departments $0.00 $0.00 Discretionary $15, Administration $0.00 $0.00 Drama $ School Departments $0.00 $0.00 Dress Down ($30.00) 6033 Fundraising $0.00 $0.00 Elements $1, Clubs $0.00 $0.00 Environment Club $ Clubs $0.00 $0.00 Family Studies ($150.00) 4004 School Departments $0.00 $0.00 Field Trips $ Field Trips $0.00 $0.00 Friends of NDSS - general $ Parent Administered Funds $0.00 $0.00 General Fundraiser ($100.00) 6000 Fundraising $0.00 $0.00 Geography ($204.15) 4005 School Departments $0.00 $0.00 GIC #1 $ Investments $0.00 $0.00 Fred Zito GIC #3 $4, Investments $0.00 $0.00 Fred Zito GIC #8 $10, Investments $0.00 $0.00 Fred Zito Golf Alumni $1, Clubs $0.00 $0.00 Copyright 2007 KEV Software Page 1 of 3 09/20/2007 7:52:42AM

90 Citrus Grove School Bank of America School Account Bank of America Outstanding Transactions - Overview Category Debit Credit Admin-Other 3001 $84.00 $0.00 Athletic General 5021 $0.00 $6, Bus & Commerce 4001 $40.00 $0.00 Cash Advance 123 $0.00 $30.00 Cave Springs 5001 $3.00 $0.00 Chess Club 5019 $ $0.00 Commencement 3005 $27, $0.00 Dance 4002 $49.00 $0.00 Discretionary 3003 $ $0.00 Drama 4003 $ $0.00 Dress Down 6033 $30.00 $0.00 Environment Club 5027 $81.82 $0.00 Family Studies 4004 $ $0.00 Friends of NDSS - general 2002 $0.00 $ General Fundraiser 6000 $0.00 ($100.00) Geography 4005 $ $0.00 GIC # $34.00 $0.00 Golf Alumni 5023 $6, $0.00 Golf Team 5029 $ $0.00 Graduation Awards 3008 $1.00 $0.00 GST Receivable 3333 $39.34 $0.00 Hot Dogs 6035 $ $2, Music 4009 $3, $0.00 pc 2000 $1, $2, Prom 8004 $ $0.00 Rowing 5008 $30.00 $0.00 Visual Art 4012 $ $0.00 Yearbook 5014 $ $0.00 $41, $11, Copyright 2007 KEV Software Page 1 of 1 09/20/2007 9:14:46AM

91 Ledger - All Transactions Sorted By Date Citrus Grove School - Bank of America - School Account Opening Balance: $10, Date Category Name Trans/Type # Description Debit Credit Running Total 04/15/2006 Fruit Snack Program Check 1046 Chris Sipes Supplies for Fruit Snack Program 04/15/2006 Day Trip Check 1047 Fred Elliott Coach Lines Limited Grade 4 Field Trip to Wellington County Museum 04/15/2006 Fruit Snack Program Check 1048 Debbie Jones Supplies for Fruit Snack Program $ $0.00 $10, $ $0.00 $10, $ $0.00 $9, /22/2006 Chocolate Bar Campaign Deposit Tot=$ Donation to School from STAG night $0.00 $ $9, /22/2006 Chocolate Bar Campaign Deposit Gr.7/8 Bake Sale for Jump trip $0.00 $ $10, /25/2006 Pizza Days Deposit April Pizza Orders $0.00 $ $11, /25/2006 Pizza Days Deposit April Pizza Orders $0.00 $ $11, /25/2006 Gr 8 Trip Deposit March/April Payments $0.00 $ $12, /25/2006 Chocolate Bar Campaign Deposit Musicians in the School for L. Snider class $0.00 $44.00 $12, /27/2006 Garbage Bags Check 1049 Michelle Brown Crafts for First Holy Communion $ $0.00 $11, /27/2006 General Check 1050 Great Water Bottles $28.96 $0.00 $11, /27/2005 Day Trip Check 1051 Fred Elliott Coach Lines Limited GST not paid on Invoice #5892 $8.05 $0.00 $11, /27/2006 Fruit Snack Program Check 1052 Tot=$76.97 Debbie Jones Supplies for Fruit Snack Program 04/27/2006 Support a Student Check 1052 Tot=$76.97 Debbie Jones Supplies for Fruit Snack Program 04/29/2006 Pizza Days Check 1053 Ladi Pizza March 4, 11 and April 1, 8, 22 Pizza Orders 04/29/2006 Gr 8 Trip Check 1054 Michelle Brown Refund from Gr. 8 Elmira Poultry Fundraiser for Quebec Trip 04/29/2006 Milk Program Check 1055 Dairy Depot Payment for Milk Delivered in April, 2005 $68.00 $0.00 $11, $8.97 $0.00 $11, $1, $0.00 $10, $ $0.00 $10, $ $0.00 $9, Copyright 2007 KEV Software Page 1 of 4

92 School Cash Account ing User Guide Deposit s/ Receipt s Table of Contents 1 Deposits/Receipts Getting Started: Currency Warning: Tips For A Speedy Deposit: Deposit Options: To Prepare the Deposit: To Calculate a Deposit (Detailed Receipt): Date: Category Assignment: Reason Field: GL Department GL Name Field: Memo Field: Manage Forms: Itemize Checks/Cash: To Itemize Checks: To Itemize Cash: To Manage Household/Student Database: Other Itemize Features/Options: Printing Deposit Information: Quick Receipt: List View: Add to Ledger: To Exit Appendix:... 33

94 Deposits/Receipts 3 1 Deposits/Receipts Using this feature in School Cash will allow the user to: Calculate deposits for checks, bills, rolled and loose coins Assign the deposited amounts to a category or multiple categories Add a new category Include memo information in the deposit Add a new memo Itemize checks and cash for bank and school tapes Edit household/student names Print banking records Print receipts Sequence Buttons View Tabs Money handed in by: field Include for Deposit Option Cash and Check Details Check List Details Panel Totals Balance Indicator Category Details Deposit Details Category Toolbar Deposit Form Scrollbar Figure 1: Detailed Receipt Screen 1.1 Getting Started: Access School Cash: 1. Launch the internet browser and log onto the School Cash website, by entering the URL that you received with your package Select Language: If this is the first time that School Cash has been used the Select Language screen will open. 2. Select the appropriate language option. This option will affect screen spelling and coin displays. Login: 3. Login using the Username and Password you received with your package (Passwords are case sensitive) Figure 2: Select Language Screen 4. Click Remember Me check School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

95 4 Deposits/Receipts box to save your Username (passwords are NOT saved with this option) 5. Click Login The Select a Bank Account window will open. Figure 3: Login Screen Click here for further information on the login process. Tip: Language localization can be changed in the future, by clicking the Language indicator in the top right corner of any screen. Select the required language option when the Select Language Screen opens. To Select A Bank Account: 1. Click pick list arrow in the Please select a bank account from the list text slot 2. Select the correct bank account name from the drop-down 3. Click Open Selected Bank Account The Main Menu window will open. 4. Click Deposits/Receipts The Detailed Receipt tab of the deposit form screen will open. Figure 4: Select Bank Account Screen Figure 5: Main Menu 1.2 Currency Warning: KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

96 Deposits/Receipts 5 When the current bank account was setup by the system administrator, currency selections were made. If the currency selection does not match the account localization a currency warning will appear. The warning will list the currency type that is in use. To Change Currency: 1. Click Change Currency 2. Click pick list arrow in the currency field 3. Select the required currency from the drop-down 4. Click Back to Deposit NOTE: Changing currency type will affect the coin display in the Detailed Receipt tab. The currency option does not include any type of exchange rate. Figure 6: Currency Warning To Accept the Current Currency: Figure 7: Currency Drop-down 1. Click Continue in the warning dialog box The screen that opens represents a working copy of a deposit form. The form is divided into panels (Bills, Rolled Coin, Loose Coin, Checks). Panel totals will be calculated automatically and be displayed below each panel. The category panel appears at the bottom of the screen. Crediting the deposit with the appropriate category selection is a mandatory part of the Deposit/Receipt process. NOTE: If the School Cash deposit envelope has been completed the envelope details will match the layout of the deposit form. Click here for further information on special paper products. 1.3 Tips For A Speedy Deposit: Take a moment to organize the cash and checks before using Deposits/Receipts module Start in the top left corner (Money Handed In By:field) of the Detailed Receipt form 1.4 Deposit Options: Press the Tab key on the keyboard to move the insertion point from field to field will also cause automatic calculation of field entries must be used to save a check entry Either the number pad or the Qwerty portion of the keyboard can be used to enter the numeric information Remember to create a separate form for each direction of money If the deposit process needs to be interrupted, click Main Menu forms created to this point will be saved.) Within the Deposit/Receipts Module there are several optional settings: Turn off display of Rolled Coin Panel Currency Localization (See above) Include for Deposit Mandatory Itemize Checks Activation of Quick Receipts feature Redistribution Tax Payable Calculations 1.5 To Prepare the Deposit: For each direction of money: (Deposit School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

97 6 Deposits/Receipts Sort bills by denomination (smallest to largest) Sort and count coins (smallest to largest) Group checks into similar amounts 1.6 To Calculate a Deposit (Detailed Receipt): Money handed in by: 1. Click Money handed in by: field (top left corner) 2. Enter the name of the staff member who handed in the money 3. Use consistent format, for example Jones,Mary Entries made here will be available for future use. This information will appear in the following: 3-Part Receipts Deposit Screen Statement Figure 8: Money handed in by: field 4. to the Include for Deposit field Tip: To save time in future use: 1. Enter the first character of the staff member s name 2. to select the name from the drop-down 3. to enter the name in the Money handed in by: field and move the insertion point to the Include for Deposit field Include for Deposit: This field is an optional field, established at the board level. 1. If the current deposit form will be included in the next deposit, activate the check box. OR If the current deposit form will not be included in Figure 9: Include for Deposit field (Optional) the next bank deposit, deselect the check box. This will allow the user to prepare a deposit form in advance, but not include the monies in the current deposit. 2. to the first amount in the Bills Panel Cash and Checks Details: Bills Panel: 1. Enter the number of bills in the first denomination in the Qty field 2. to auto-calculate the Amount field and move the insertion point down to the next field in the panel Repeat these steps until all of the bills are entered. 3. to the Rolled Coin panel Tip: Remember to use the and keys to keep your hands on the keyboard and speed up the entry process. Figure 10: Completed Bills Panel KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

98 Deposits/Receipts 7 Rolled and Loose Coin Panel: 1. Repeat the steps outlined above to enter the coins that will be included in the deposit Rolled Coin Warning: If extra loose coins (beyond the number of coins included in a roll) are entered in the Loose Coins panel, the user will receive a warning during the printing process. 1. Click Continue The system will warn the user if it is necessary to roll coins and will adjust the deposit form as necessary. 2. Roll the necessary coins Figure 11: Rolled Coin Warning NOTE If the bank does not allow the deposit of rolled coins, the display of the Rolled Coin panel can be turned off as part of the account settings. To Turn Off Rolled Coin Panel: 1. From the Main Menu 2. Click Program Maintenance 3. Click Account Settings 4. Scroll down to the Bank Account section 5. Turn off the check box in front of Display Deposit Rolled Coins 6. Scroll to the top of the screen 7. Click Save 8. Click Main Menu NOTE: If the Rolled Coin Panel display is turned off the panel will not display in the Detailed Receipt tab. The Rolled Coin Panel will not print in the Print Deposit Screen or One Page Bank Account report. Check Panel: The check panel has 2 areas: Entry Area List Area Figure 12: Rolled Coin Panel Turned Off Entry Area List Area Figure 13: Check Panel To Enter Checks: 1. Click Qty field 2. Enter the number of checks in the sorted group 3. to move to the Amount field 4. Enter the face value of the check group 5. to auto-calculate the Total and move the first group of the checks to the list area School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

99 8 Deposits/Receipts NOTE: must be used. Continue until all of the checks have been listed. Tip: If there are single checks the number 1 does not have to been entered in the Qty field. To Enter Single Checks: 1. Click Amount field 2. Using the number pad on the keyboard, enter the face value of the check 3. Press on the number pad The single check will be listed in the check list area and the insertion point will be resting in the amount field. 4. Enter the value of the next check 5. Press Continue until all of the checks have been listed. NOTE: The must be used to save the check entry. 1.7 Date: Tip: Want to enter the bills and coins from largest to smallest denomination? (For example: $ to $1.00) 1. Sort the bills by denomination largest to smallest 2. Click Qty field for the highest bill denomination 3. Enter the Qty 4. Press Shift/Tab to move the insertion point the next smallest bills denomination The date field is auto populated with the current date. To Change The Date Of The Deposit: 1. Click Calendar icon 2. Select Click required date from the calendar display OR Enter the date manually: 1. Enter the month 2. Tap the space bar 3. Enter the day 4. Tap the space bar 5. Enter the year 6. Press The date field will be populated with the correct date format: MM/DD/YYYY. Figure 14: Date Field Figure 15: Calendar Click here for further information on the Calendar. NOTE When the detailed receipt is completed the following information will be displayed: A panel total will display below each panel (bills, rolled coin, loose coin and checks) A Total Cash value and a Total Deposit value will appear in the area above the category panel A Balance indicator will appear above the category panel 1.8 Category Assignment: KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

100 Deposits/Receipts 9 Add Category/Add Memo Options Category List Balance Indicator Vertical Scroll Bar Horizontal Scroll Bar Category Toolbar Figure 16: Category Panel The next step in the deposit process is the assignment of a category. The assignment of a value to a category is an important part of the deposit process. The Deposit/Receipts feature will warn the user if errors have been made in the Category area. The following warnings are in place: A warning dialogue box will appear if a Category has not been assigned The Balance indicator will indicate outstanding monies to be assigned to a category (splitting the category) The category area will allow the user to: Assign a single category to the amount of the detailed receipt form Split the amount of the detailed receipt between different categories Create a New Category and assign it to the detailed receipt Use the New Category in subsequent detailed receipt The list of available categories has either been manually entered during the set-up process or has been imported as a Comma Separated Value (.csv) file. Generally this information comes from the board offices. Category details assigned at this point will be reflected in the Ledger. Click here for further information regarding School and Category Information To Assign a Deposit To a Category: To Assign a Category Using Category Name: 1. Click blue line in the Category Name field 2. Click pick list arrow and select the appropriate category for the deposit Tip: Double clicking inside the category field will cause the existing list of category names to pop-up. The category # field auto populated. The full amount of the deposit form is auto-populated in Figure 17: Partial Category List the Amount field. 3. to the Reason field (optional) 4. Enter any Reason for the deposit NOTE: Category Assignment is mandatory. Save the Category Assignment: Complete the necessary category information 1. Click Save to save the category entry OR 2. Click Cancel to cancel the entry To Assign a Category Using Category Number: It is possible to use the Category Number field to assign a category to the deposit. If the category number field is School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

101 10 Deposits/Receipts used the category name field will be auto-populated. 1. Click Category Number field 2. Enter the first digit in the category number A drop-down list of category numbers will appear. 3. to the required number 4. to select the number and move the Amount field The matching Category Name will be auto-populated. 5. Edit the amount if necessary Figure 18: Category Number Drop-down 6. to move the Reason field 7. Enter any Reason for the deposit Continue to to the right and enter field information where necessary Save the Category Assignment: Complete the necessary category information: Click Save to save the category entry OR Click Cancel to cancel the entry To Split The Deposit: To Assign Another Category to the Current Deposit Form: 1. Click Category Name field and select a category from the list 2. to the amount field 3. Enter the amount to be credited to the category 4. to the Reason field (optional) 5. Enter any Reason for the deposit 6. Click Save 7. Click Insert Row icon on the toolbar in the Category area A new category row will appear above the selected row in the category assignment area. 3. Click Category Name field and select another category from the list Figure 19: Split Category Entry 4. to move to the Amount field 5. Enter the amount to be credited to the category 6. Click Save Continue this process until the required category information has been entered and Balance indicator is Create a New Category While Creating a Deposit: During the deposit process, it may be necessary to add a new category to the current category database. KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

102 Deposits/Receipts 11 To Create A New Category: 1. Click Add Category The categories screen will open to allow the user to add a new category, delete a category or edit a category. 2. Click Search tab 3. Click Umbrella Categories Figure 20: Category Search Tab field 4. Select the category umbrella name, the new category will fall under 5. Click Perform Search A list of the existing categories that fall under the umbrella will appear. 6. Click Insert Row icon on the toolbar A new row will be added above the current category listing. 7. Enter the new category name and number Tip: Start the new number with the first digit of the umbrella category and use the next number in sequence. 8. Select the Umbrella from the drop-down list Figure 21: Category Database 9. Click Save OR Click Cancel to cancel the entry The Total Rows indicator will increase by one The New Category will now be available for future use The Category Name will now appear in the Category Pick List 10. Click Return to Deposit Deposit screen 11. to the Reason field to return to the Click here for further information on Category Maintenance. 1.9 Reason Field: 1. Enter any further explanation for the deposit in the Reason field. This information will also appear in: Itemize Cash/Checks Household Receipts 3-part Receipt Deposit Receipt Deposit Screen Deposit Statement Bank and School Records Ledger (Description Field) 2. to the GL Department field Figure 22: Reason Field School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

103 12 Deposits/Receipts 1.10 GL Department GL Name Field: 1. Click pick list arrow 2. Select the appropriate GL Department from the drop-down 3. to the GL Name field 4. Click pick list arrow 5. Select the appropriate GL Name from the dropdown 6. to the Memo Field Figure 23: GL Department Field Figure 24: GL Name Field NOTE System Administrators have the option to rename the GL Department and GL Name fields for specific board requirements. For example: Commodity Codes and Object Codes could be used. System Administrators have the option of designating the GL Name field, a mandatory field. A warning dialog box will open if the mandatory GL Name field is left blank Memo Field: The Memo field is used to TRACK specific transactions. i.e. Transportation costs, Officials (Referees) costs, etc. Memo field information can be used in Report To Enter a Memo: 1. Click pick list arrow in the Memo field Tip: It is not possible to type Memo information in this field. 2. Select the required Memo from the drop down The Memo field will appear in: Bank Statement Ledger The Memo Field can be used in Report Create a New Memo While Calculating a Deposit: Figure 25: Memo Field List During the deposit process, it may be necessary add a new memo to the existing memo list. To Add a Memo: From the Detailed Receipt screen: 1. Click Add Memo 2. Click Insert Row icon 3. Enter the new memo details Figure 26: Add New Memo 4. Click Save OR 5. Click Cancel to cancel the entry 6. Click Return to Deposit Deposit screen to return to the 1.12 Manage Forms: If the current deposit includes more than one direction of money (more than one staff member/student handed in money), other forms will need to be added to the deposit. At the conclusion of the detailed receipt process, all forms will be combined to create one deposit form for the bank. If the deposit process is interrupted, all forms will be saved To Add a Form: 1. Click Forms KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

104 Deposits/Receipts Select Add Form from the drop-down A new blank Detailed Receipt form will be added to the current deposit. Tip: The form indicator now reads: Repeat the deposit process as outlined above. Figure 27: Form Drop-down To Delete a Form: 1. Select the required form 2. Click Forms 3. Select Delete Form from the drop-down 4. Click OK in the warning dialog box NOTE: It is not possible to undo this action. Forms that have already been posted to the ledger cannot be deleted. In some cases forms that have been printed cannot be deleted. (Board setting) To Display Another Form: Figure 28: Delete Form Dialog Box The form indicator will indicate the current active form and the total number of forms in the deposit. 1. Select the required form from the drop-down OR Use the form toolbar to scroll the form display either forward or back 2. Click forward arrow to move forward one form 3. Click back arrow to move backward one form 4. Click end arrow to move to the last form Figure 29: Form List 5. Click beginning arrow to move to the first form Figure 30: Form Scroll Bar Print Deposit Screen: To Print the Current Deposit Screen: 1. Select the required Deposit Form 2. Click Forms 3. Select Print Deposit Screen from the menu The deposit screen report will generate. Figure 31: Forms Menu 4. Click Print icon on the report toolbar 5. Click Printer icon in the Adobe window, to actually print the report 6. Click OK in the printer dialog box 7. After printing is completed, Close the Adobe window 8. Click Previous Screen in the report window, to return to the Detailed Receipt tab Redistribute: School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

105 14 Deposits/Receipts If a GL Reimbursement report has been submitted for Petty Cash, the Redistribute feature will allow the user to track the reimbursement accurately. To Use Redistribute: 1. Click Forms 2. Select Redistribute from the menu The Redistribute window will open. 3. Click pick list arrow in the Petty Cash Submission # field 4. Select the submission number from the drop-down 5. Enter Check Amount (should equal amount of submission report) 6. Adjust the date if necessary 7. Category Name: will be auto-populated Figure 32: Redistribution Window 8. Click Continue OR 9. Click Cancel to cancel the redistribution 10. Verify Submission Total and Check Total amounts 11. If a discrepancy exists a reason must be entered in Comments: field 12. Click Continue The current deposit form will be auto-populated with the details of the Petty Cash submission report and the check details. NOTE: It is not possible to use this form for other deposit details. The submission form number will no longer appear in the Petty Cash Submission # drop-down Tax Payable (Optional): Figure 33: Redistribution Step 2 Figure 34: Completed Detailed Deposit Form The Forms Menu offers an optional Tax Payable feature. The tax payable rate and category assignment is part of the School Demographics. If a deposit is taxable the Forms, Tax Payable will automatically generate tax calculations. To See Tax Payable Information: 1. From Main Menu 2. Click School and Category Information 3. Click Update Demographics 4. Scroll down the window to the Budget & Commercial Bank Demographics area Figure 35: Budget & Commercial Bank Demographics NOTE: Tax Type field appears grey, indicating that the field cannot be edited. KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

106 Deposits/Receipts Scroll down the window to the Optional Account Settings area 6. Click Main Menu leave this module To Use Tax Payable: 1. Complete the Detailed Receipt form 2. Click Forms 3. Select Tax Payable form the menu 4. Click OK in the dialog box The Tax Payable will be added as an extra record row in the Category Panel. The calculations will be based on the value assigned to the selected category and the tax payable rates established in the school demographics. Figure 36: Tax Payable Account Settings Figure 37: Forms Menu Figure 38: Tax Payable Warning 1.13 Itemize Checks/Cash: Figure 39: Tax Payable Prior to taking the deposit to the bank the user should itemize the checks or cash to prepare the adding machine tapes or to issue receipts for the money received. The System Administrator has the option of making itemizing checks mandatory. If this option is activated, the user will not be able to complete the deposit process until all of the checks have been itemized. The Checks YTD Deposited module, will display an NSF history. If a check is itemized to a household that already has an outstanding NSF check registered in the system, a warning message will appear. This message is for information purposes and will not prevent the user from itemizing another check to the household. The itemized checks/cash feature will allow the user to: Build the detailed Adding Machine Tape for the Bank Build a more detailed Bank and School Records report Track numbers from the checks that have been received Issue and print receipts for any or all of the itemized checks (cash) Maintain Household/Student information School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

107 16 Deposits/Receipts Sequence Buttons Itemized Indicator Household Information Receipt Options Check Number Option Itemize Checks Toolbar Figure 40: Itemize Checks Vertical Scrollbar Horizontal Scrollbar 1.14 To Itemize Checks: 1. List all of the checks in the Checks panel of the detailed receipt forms 2. Assign the Category Name(s) to the detailed receipt 3. Click Itemize 4. Select Itemize Check from the drop-down The system administrator can enable mandatory itemization of checks. (optional) The Itemize Checks window will display all of the checks that have been issued in the current deposit. As Itemizing takes place the Itemized Indicator will display the number of checks that have been itemized out of the total number of checks in the deposit. 5. Click Description field for the first check 6. Type the first letter of the issuer s last name A drop-down list of Household names will appear below the text slot. 7. Use the down arrow on the keyboard to highlight the required name from the list Figure 41: Itemize Menu Figure 42: Itemize Indicator Figure 43: Description Field Tip: If the list of Household names is long, typing the second letter of the last name of the issuer will shorten the list display. NOTE: If a check is itemized to a household that has an outstanding NSF check, a warning will appear. This warning is for information only. The user will not be prevented from itemizing another check. Click OK to continue. Figure 44: NSF Warning 8. to select the Household name and populate the Description field The Category list is populated by the category assignment created during the entry of the detailed receipts. KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

108 Deposits/Receipts 17 The Reason field is populated by the reason entry on the deposit form. 9. to move to the Receipt field 10. Select the Receipt option, (Yes or No) (optional) 11. to save the record and move the insertion point to the next row in the Itemize Check grid Repeat the process until all of the checks in the current deposit have been itemized. Split Category Option: Scenario: A household issues 1 check. A portion of the check is for Grad Pictures and a portion for Grad Rings. The Category assignment can be split in the both the Detailed Receipt and the Itemize Checks Category. If the categories are split in the Itemize Check process, the split will be included in the Bank and School Records report and on the Household receipt. To Split a Category While Itemizing: 1. Complete the deposit process, entering a split deposit 2. Click Itemize 3. Select Itemize Checks from the itemize menu 4. Enter Household name (see above) 5. to the Category field 6. Click Edit pencil The category split window will open 7. Enter values for each category 8. The balance indicator must be $ Click OK The category information will display when the Bank and School records are printed. The category information will display when a Household receipt is issued. Figure 45: Category Split Bank and School Records with Itemize Check Category Split: Figure 46: Balanced Category Split Household Receipt with Itemize Check Category Split: School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

109 18 Deposits/Receipts To Print Within Itemize Checks: To Print: 1. Click Print in the Itemize Checks screen 2. Select required option from the drop-down To Print Adding Machine Tape for the Bank: NOTE: Adding Machine Tape for the Bank will default to the itemize checks entry order. The display can be sorted if necessary. 1. Click Print 2. Select Adding Machine Tape for the Bank 3. Click one of the sort options if necessary 4. Click Print icon on the report toolbar Figure 47: Itemize Print Menu Figure 48: Adding Machine Tape for the Bank Sort Options 5. Click Printer icon in the Adobe window, to actually print the report 6. Click OK in the printer dialog box 7. After printing is completed, Close the Adobe window 8. Click Previous Screen in the report window, to return to the Itemize Check screen To Print Bank and School Records: 1. Click Print 2. Select Bank and School Records 3. Click Print icon on the report toolbar 4. Click Printer icon in the Adobe window, to actually print the report 5. Click OK in the printer dialog box 6. After printing is completed, Close the Adobe window 7. Click Previous Screen in the report window, to return to the Itemize Check screen To Print Receipts: 1. Click Print 2. Select Receipts 3. Click Print icon on the report toolbar 4. Click Printer icon in the Adobe window, to actually print the report 5. Click OK in the printer dialog box 6. After printing is completed, Close the Adobe window 7. Click Previous Screen in the report window, to return to the Itemize Check screen NOTE: The household receipt will include the student name for easy distribution and also the household KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

110 Deposits/Receipts 19 mailing information. The receipts are formatted to print on 3-part receipt paper and fit #10 Window Envelopes. Click Return to Deposit the Itemize Check process is completed 1.15 To Itemize Cash: 1. Complete the detailed receipt forms 2. Assign the Category Name(s) to the detailed receipt 3. Click Itemize Menu 4. Select Itemize Cash from the drop-down after NOTE: The itemize cash screen will display a single row for the total cash value of the deposit. 5. Click Description field 6. Type the first letter of the depositor s last name A drop-down list of Household names will appear below the text slot. 7. Use the down arrow on the keyboard to highlight the required name from the list 8. Tip: If the list of Household names is long, typing the second letter of the last name of the issuer will shorten the list display. 9. to select the Household name and populate the Description field. The Amount field will be selected 10. Enter the Amount 11. to the Category Name field 12. Select the required category 13. to the Receipt field (optional) 14. Select Yes from the drop-down, if a printed receipt is required 15. Click away from the record To Print Within Itemize Cash: See the steps outlined above 1.16 To Manage Household/Student Database: The Household/Student database can be edited during the itemize process. Using this feature will save time. Any changes made using this edit option will be saved on the student database and available for future use To Add a New Household/Student: To Add a New Household: 1. Click Description field 2. Enter the Household Name (Surname, First Name) 3. Press to save the household School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

111 20 Deposits/Receipts To Add a New Student: 1. Enter the description (household) information 2. Click Edit Pencil to the right of the Description field The Household window will open. 3. Click First Name field in the Students: section of the dialog box 4. Enter the Student s First Name 5. Click Last Name field 6. Enter the Student s Surname 7. Click Insert 8. Repeat the steps above if a second student s information needs to be entered 9. Click OK to save the student names Figure 49: Household Dialog Box To Edit Household/Student Data: 1. Click Description field 2. Either select the household or enter the household name as described above 3. Click edit pencil 4. Edit any household information in the household window 5. Click OK to close the Household dialog box OR 6. Continue to tab to the right in the itemize screen 7. Household/student fields are displayed on the far right of the itemize screen 8. Click any field that needs to be edited 9. Press to save the edits 1.17 Other Itemize Features/Options: Show Check Numbers: 1. Click Check Box to add a Check Number Field to the Itemize Checks grid With this option activated, the user can enter the actual check number for the checks that are currently being itemized. This field is searchable in the NSF module. Issue Individual Receipts: Figure 50: Show Check Number Option 1. Click Receipt field 2. Select Yes from the drop-down KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

112 Deposits/Receipts 21 Edit Student Names: To access the student database: 1. Click Edit Student Names The Student Maintenance screen will open. Household/Student records can be maintained directly in this screen. To return to the Itemize Checks/Cash: 2. Click Return to Itemize Click here for additional information on Edit Student Names. To Issue Receipts to All Itemized Checks: 1. Pick Yes in the Receipt o 2. Click blue Apply to All command NOTE: When the Deposit is posted to the ledger, receipts will be generated, ready for printing. Receipts may also be printed through Print, All Receipts in Itemize Checks/Cash. Figure 51: Receipt Yes to All Option 1.18 Printing Deposit Information: The Deposit/Receipts module of School Cash will allow the user quickly print all of the necessary documentation to complete the deposit process. The printing options include: Quick Print Print Menu Print All Receipts Print Current Detailed Receipt Print All New Quick Receipts (optional) Figure 52: Print Menu NOTE System Administrators have the option to disallow deposit form edits after the form has been printed. A warning will appear at the top of the form, after printing, if this option is enabled. this case. The user will not be able to edit the deposit form in School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

113 22 Deposits/Receipts Quick Print: This print option will allow the user to select all of the required print options at one time and proceed with the deposit printing without interruption. To Use the Quick Print Option: 1. Complete the necessary deposit form(s) and itemize process 2. Click Print 3. Select Quick Print from the drop-down The Quick Print Menu window will open. 4. Select the required print options by: Clicking Select All OR Selecting requirements individually 5. Turn on any of the options under One Page Bank Deposit Separate Cash and Checks for One Page Printout: Will print separate deposit forms for cash and checks. Turn off the roll coin warning: The user will no longer receive a warning if extra loose coins should be rolled. 6. Click Continue to initiate the generation of the first selected report To Print the Selected Reports: Each selected report will generate separately and must be printed in sequence. When the first report screen opens: Figure 53: Quick Print Menu Figure 54: Report Toolbar 1. Click Print icon on the report toolbar 2. Click Printer icon in the Adobe window, to actually print the report Figure 55: Adobe Toolbar 3. Click OK in the printer dialog box 4. After printing is completed, Close the Adobe window 5. Click Continue in the report window, to generate the next report Repeat the steps until all of the selected reports have been printed Print Menu: The print menu will offer several options to the user: Option to print separate deposit slips for cash and checks Option to turn off Rolled Coin warning Option to reallocate the deposit report To Use The Print Menu: 1. Complete the necessary deposit form(s) and itemize process 2. Click Print 3. Select Print Menu from the drop-down 4. Turn on any of the options Figure 56: Print Menu Options KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

114 Deposits/Receipts 23 a) Separate Cash and Checks for One Page Printout: Will print separate deposit forms for cash and checks. b) Turn off the roll coin warning: The user will no longer receive a warning if extra loose coins should be rolled. c) Allow the reallocation of the deposit If the user has made change from the deposit, the deposit will have to be corrected prior to printing. 5. Click One Page Bank Deposit 6. Click Continue The options that were selected in Step 4 above will affect the next steps. Allow the reallocation of the deposit The cash deposit details must be reallocated at this point. The balance indicator must be $0.00 before the deposit process can continue. Separate Cash and Checks for One Page Printout: Separate deposit forms will generate: To print the cash portion of the deposit form: 7. Click Print Icon on the report toolbar Figure 57: Reallocation Screen 8. Click Printer Icon in the Adobe window, to actually print the report 9. Click OK in the printer dialog box 10. After printing is completed Close the Adobe window 11. Click Print Checks to generate and print the deposit form for checks (Follow steps 7-10 above) Figure 58: Reallocation Balance Indicator To Change the Date of the Deposit: To Update the Date of the deposit: 1. In the One Page Bank deposit report 2. Click date field and enter a new date for the deposit OR 3. Click on the Calendar icon 4. Select the correct date from the calendar Figure 59: Date Change Warning 5. Click Update Date 6. Click OK to alter the date of the deposit Additional Print Menu Options: In addition to the One Page Bank Deposit the user can print: Adding Machine Tape for the Bank Bank and School Records School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

115 24 Deposits/Receipts To Print the Additional Reports from One Page Bank Deposit: 1. Click required option in the One Page Bank Deposit toolbar 2. Click Print Icon on the report toolbar 3. Click Printer Icon in the Adobe window, to actually print the report 4. Click OK in the printer dialogue box 5. After printing is completed Close the Adobe window Statement Option: 1. Click Print, select Print Menu from the drop-down 2. Click Statement To Print the Statement: 1. Click Print Icon on the report toolbar 2. Click Printer Icon in the Adobe window, to actually print the report 3. Click OK in the printer dialogue box 4. After printing is completed Close the Adobe window After using any of the above options click Back to Deposit the Deposit screen Print All Receipts: to return to This print option will print 3 part receipts suitable for staff distribution. All 3 receipt types print on one page and then need to be separated for distribution. If the deposit includes multiple forms, the Print All Receipts will print one set of receipts for each form in the deposit. For example: the deposit includes 3 forms, one each for the Graduation category, Ski Trip category and Hot Lunch Category, 3 separate receipt sets will print, each with 3 receipts. To Print All Receipts: Receipt Copy Goes to the staff member who handed in the money Category Copy Goes to the staff member responsible for the category Office Copy Retained in the office as backup 1. Complete the deposit process 2. Click Print, select Print All Receipts from the dropdown 3. Click Print icon on the report toolbar Figure 60: Print Drop-down 4. Click Printer icon in the Adobe window, to actually print the report 5. Click OK in the printer dialogue box 6. After printing is completed Close the Adobe window Print Current Detailed Receipt: This option can be used if the deposit contains multiple forms, but receipts are not required for all of the forms. For KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

116 Deposits/Receipts 25 example. The deposit includes a form for the Graduation category, the Ski Trip category, and Hot Lunch. The only receipt that needs to be issued is for the Graduation Category. To Print Current Detailed Receipt: 1. Complete the deposit process 2. Click pick list arrow in the form list 3. Select the required form, for this example Graduation from the drop-down 4. Click Print, select Print Current Detailed Receipt from the drop-down Figure 61: Print Drop-down 5. Click Print Icon on the report toolbar 6. Click Printer Icon in the Adobe window, to actually print the report 7. Click OK in the printer dialogue box 8. After printing is completed Close the Adobe window Only the receipt set for the selected form will print Print All New Quick Receipts: To Print All New Quick Receipts: (Optional) 1. Click Quick Receipt tab 2. Complete the Quick Receipt details 3. Click Add Receipt 4. Click OK in the dialogue box 5. Click Print,select Print all New Quick Receipts from the drop-down A receipt set will be issued and can be distributed immediately. School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

117 26 Deposits/Receipts 1.19 Quick Receipt: Deposit Tabs Date Receipt # Collection # Category Information Sequence Options Form Options Figure 62: Receipts On The Fly Quick Receipt: The quick receipt feature of School Cash is an optional feature. Quick Receipt must be enabled as a board setting by the system administrator. The Deposit/Receipts module can be set to default to quick receipts tab when the Deposit/Receipts module is selected. Quick Receipt or Receipts On The Fly will allow the user to quickly issue a receipt to a staff member, assign the monies to a category, enter a reason for the deposit and indicate the type of monies (cash, check or both). The actual completion of the detailed receipt can occur at a later time, prior to taking the deposit to the bank. There are no limits to the number of quick receipts that are issued. The quick receipt feature includes: optional collection numbering option to skip Category Name field ability to print the receipt ability to add additional quick receipts ability to clear the receipt form To Use Quick Receipt: The quick receipt functionality is enabled as a board setting. 1. From the Main Menu 2. Click Deposits/Receipts 3. Click Quick Receipt tab 4. Receipts On The Fly options: a) To activate the option Auto generate Collection Number: Click check box in front of the Auto Generate Collection # The Collection Number will auto-generate when new Quick Receipts are issued. Figure 63: Receipts On The Fly b) To skip the category name drop-down: Click check box in front of Skip Category Dropdown NOTE: Activating this option, assumes that the user will enter category information by using the Category Number field most frequently. skips the Category Name field and moves the insertion point directly to the Received From field. The Category Name will be auto-populated when the Category Number is entered in the Quick Receipt form. KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

118 Deposits/Receipts To Enter The Details Of The Quick Receipt: Click Collection # field in the top left corner of the quick receipt screen. The Receipts On The Fly form can be used most efficiently by filling in the form from left to right and from top to bottom. will move the insertion point from field to field and allow the user to keep both hands on the keyboard for optimum use of the form. 1. Enter the Collection # if necessary The Collection Number will be auto-populated if the numbering option has been activated. Figure 64: Collection # 2. to move to the Category # field NOTE: Category Number and name must be assigned as part of the Quick Receipt process. 3. Enter the first known digit in the Category Number A list of category numbers that begin with the digit will pop-up. 4. Use the down arrow on the keyboard to select the appropriate Category number from the list 5. to enter the selected Category Number, autopopulate the Category Name and move the insertion point to the Received From field OR 1. to the Category Name field Figure 65: Category Number Drop-down 2. Click pick list arrow 3. to select the appropriate Category Name from the list 4. to enter the selected Category Name, autopopulate the Category Number and move the insertion point to the Received from: field Figure 66: Category Number Drop-down 5. to the Received from: field Figure 67: Received from: Field 6. Enter the first letter of the name 7. to select the appropriate name from the list 8. to enter the selected name and move the insertion point to the Amount: field OR Enter the name manually The name will be saved for future use. 9. to the Amount: field Figure 68: Received From drop-down Figure 69: Amount 10. Enter the amount NOTE: The currency symbol will be auto-populated. The user must enter the decimal point. 11. to the Reason: field Figure 70: Reason Field (Optional) 12. Enter the reason for the deposit NOTE: The reason field is optional, but offers further detail for the receipt and will appear on the actual receipt when it School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

119 28 Deposits/Receipts is printed. 13. to the Type: field 14. Click pick list arrow in the Type field 15. Select the type of money (Cash, Check or Cash/Check) from the drop-down Figure 71: Type List 16. Click Print to issue 3-part receipts 17. Click Printer Icon in the Adobe window, to actually print the report 18. Click OK in the printer dialogue box 19. After printing is completed Close the Adobe window 20. Click Add Receipt to issue an additional receipt in the same session 21. Click Clear to empty the receipt form (cancels the current Quick Receipt) To Complete the Deposit After Using Quick Receipt: It is necessary to complete the deposit process by: Completing a Detailed Receipt Itemizing Checks/Cash Completing a Reallocation Form Detailed Receipt Tab Method: Each receipt generated in the Quick Receipt feature will generate a separate form in the Detailed Receipt tab. 1. Click Detailed Receipt tab The form list and form toolbar will allow the user to move between the forms associated with the deposit. The form indicator will indicate the total number of forms for the deposit. Figure 72: Form Indicator 2. Select the necessary form a. Click pick list arrow b. Select the required form from the drop-down list OR c. Click forward or backward scroll arrows to select the required form Figure 73: Form List KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

120 Deposits/Receipts Complete the details of the deposit following the instructions outlined above NOTE: The category panel will be auto-populated based on the Category Number and Category Name selected in the Quick Receipt. 4. Click Itemize 5. Select either checks or cash 6. Itemize the checks/cash following the instructions outlined above Figure 74: Itemize Menu NOTE: All money must be accounted for in each form. The balance indicator on each form must the $0.00. A warning dialog box will open if the forms do not balance. Figure 75: Balance Warning 7. Click Print 8. Select the required Print the required option from the menu 9. Follow the steps outlined above to print. Figure 76: Print Menu To Complete the Deposit Process: 1. Click Print 2. Select Quick Print from the drop-down NOTE: The reallocation option will be selected. Figure 77: Reallocation Option 3. Click One Page Bank Deposit The form list will open. The list will display all of the forms created by Quick Receipt process. Figure 78: Form List 4. Click Continue The reallocation screen will open. 5. Enter the cash details in the Bills, Rolled Coins and Loose Coins panels of the form 6. List all of the checks in the Checks panel Figure 79: Reallocation NOTE: The Reallocation Total: and Deposit Total: must match and balance indicator must the $0.00 at the School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

121 30 Deposits/Receipts conclusion of the entry process 7. Click Continue The One Page Bank Account report will open. 8. Continue to print the required deposit reports as outlined above. 9. Click Previous Screen to return to the print menu. 10. Click Statement to print a deposit statement. 11. Click Previous Screen to return to the print menu 12. Click Back to Deposit deposit screen to return to the 1.20 List View: Field Headers Deposit List Form Toolbar Deposit Record Indicator Form List of Selected Deposit Figure 80: List View Form Record Indicator The list view tab will provide the user with a list of deposits. The list view can function as a research tool for a deposit form. The list view will indicate: The deposit number The deposit date The deposit total The number of receipts (forms) in the deposit If the deposit has been posted To Use the List View: 1. From the Main Menu 2. Click Deposits/Receipts Module 3. Click List View tab To Sort the List: 1. Click any of the field headers to sort the list view For Example: 1. Click Date header to sort the list oldest to newest Figure 81: List View Sorted by Date KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

122 Deposits/Receipts 31 To See the Deposit Details: 1. Click required deposit in the top portion of the List View screen The bottom portion of the screen will display the form details associated with the selected deposit. 2. Click required form in the bottom portion of the screen 3. Click Detailed Receipt tab to see all of the details of the selected form NOTE: If the selected deposit has already been posted to the Ledger, no edits will be allowed Add to Ledger: Figure 82: Viewing a Posted Form The final step in the Deposit process is to add the deposit to the Ledger. It is important that all of the required printing be completed prior to posting the deposit. Remember that it is not possible to undo the Add to Ledger process. Tip: The deposit should actually go to the bank to be verified before posting to the Ledger. To Add to Ledger: 1. From the Deposit/Receipt module 2. Click Add to Ledger 3. Click OK in the dialog box The values of all forms that have been included in the deposit will be posted to the Ledger. Each of the categories assigned in the deposit will be credited and appear as a separate line entry on the Ledger. If Household receipts have not been printed the receipts will display as part of the add to ledger process. The Ledger Inquire screen will open. The details of the current deposit will be displayed. Figure 83: A dd to Ledger Warning Figure 84: Ledger Screen 2 To Exit To Exit the Deposit/Receipts Module: 1. Click Main Menu To exit School Cash 1. From the anywhere in the program 2. Click Logout option located at the top right corner Figure 85: Log Out 3. Close the Internet Browser Tip: If the user exits the Deposit/Receipt module prior to posting the deposit to the Ledger, School Cash will display a reminder the next time the user logs into the program. Issue Checks and Transfer Forms may also be included in this reminder. School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

123 Print Samples Include: 3-Part Receipt Deposit Screen Deposit Statement One Page Bank Deposit Adding Machine Tape for Bank Bank and School Records Appendix: Deposit/Receipt Print Samples

124

125 Deposit For: Commercial Bank: Branch #: Money handed in by: Citrus Grove School - Bank of America - School Account Bank of America 555 Account #: Deposit Date: 08/13/2007 Deposit #: 44 Night Wallet #: Bills Rolled Coins Loose Coins Checks $1.00 Qty Amount $0.01 Qty Amount $0.01 Qty Amount Qty Amount Total 6 $25.00 $ $2.00 $5.00 $0.05 $0.10 $0.05 $ $2.50 Check Total $ $ $50.00 $0.25 $0.25 $ $60.00 $0.50 $0.50 $50.00 $1.00 $1.00 $ Total Rolled $0.00 Total Loose $2.50 Total Bills $ Cash Total: $ Deposit Total: $ Category Name Cat. # Amount Reason Milk Program 3020 $ Copyright 2011 KEV Software Page 1 of 1 08/13/2007 1:33:52PM

126 Deposit Statement Citrus Grove School Deposit #: 44 Bank of America - School Account Date Received from Reason Memo Category Name Category Number Amount Receipt # /13/2007 Milk Program 3020 $ /13/2007 Grad Pictures 8001 $ /13/2007 Grad Rings 8010 $ Total: $ Prepared by: Signature: Copyright 2011 KEV Software Page 1 of 1 08/13/2007 1:34:20PM

127 Deposit For: Citrus Grove School - Bank of America - School Account Commercial Bank: Branch #: Bank of America Deposit #: Account #: Night Wallet #: Checks Bills Rolled Coins Loose Coins Amount On Checks Quantity Total In Each Bundle Quantity Amount Quantity Amount Quantity Amount Total: $ $ $ $ $ $1.00 $2.00 $5.00 $10.00 $ $ $60.00 $0.01 $0.05 $0.10 $0.25 $0.50 $0.01 $0.05 $0.10 $0.25 $ $2.50 $50.00 $1.00 $1.00 $ Total: $0.00 Total: $2.50 Total: $ SUMMARY Bill Total: Total Rolled Coin: Total Loose Coin: Coin Total: Total Cash: Total Checks: $ $0.00 $2.50 $2.50 $ $ TOTAL DEPOSIT: $ /13/2007 Date Mike Casey Principal Authorized Signature Copyright 2011 KEV Software Page 1 of 1 08/13/2007 1:34:45PM

128 Bank of America - School Account - Bank of America Account # Bank of America - School Account - Bank of America Account # Bank of America - School Account - Bank of America Account # Deposit #: 44 Deposit #: 44 Deposit #: 44 Check Details Amount Jackson,Al $25.00 Abbot, S $25.00 Shantz, Karen $25.00 Glick, Henry $25.00 Smithers, Alex $25.00 Black, Robert $25.00 Aikens, Peter $80.00 Check Details Amount Check Details Amount Total: Grand Total: Column Total: Total # Of Checks: $ Total: $0.00 Total: $0.00 $ Grand Total: $ Grand Total: $ Column Total: 0 Column Total: /13/2007 Total # Of Checks: 7 08/13/2007 Total # Of Checks: 7 08/13/2007

129 Bank of America - Bank of America - School Account Citrus Grove School Account #12234 Check Details Abbot, S (Roger Abbot) Aikens, Peter (Liz Aikens) Aikens, Peter (Liz Aikens) Black, Robert (Joe Black) Glick, Henry (Anne Glick) Jackson,Al (Shirley Jackson) Shantz, Karen (John Dear) Smithers, Alex (Anne- Marie Smithers) Total Records: 7 Check Total Category Name Amount Reason Check Number Receipt $25.00 Milk Program $25.00 $80.00 Grad Pictures $15.00 X Grad Rings $65.00 X $25.00 Milk Program $25.00 $25.00 Milk Program $25.00 $25.00 Milk Program $25.00 X $25.00 Milk Program $25.00 X $25.00 Milk Program $25.00 Total: $ Copyright 2011 KEV Software Page 1 of 1 08/13/2007 1:35:25PM

130 School Cash Account ing User Guide Program Maint enance Table of Contents 1 Program Maintenance Step Set-Up: Step 1: Commercial Bank Account Information: Step 2: Enter All Categories/Activities to Track Balances Throughout The Year: Step 3: Enter all Outstanding Deposits and Checks: Step 4: Modify Opening Balances for Each Category: Step 5: Enter your School and Bank Information on the Demographics Screen: Change Password: Year-End Rollover Checklist Rollover Warning: Year-End Rollover Procedures Edit Students To Access Edit Student Names: Print: Import Student Data: To Leave Edit Student Names: Supplier/Vendor Maintenance To Access the Supplier List: Using the Supplier List: Maintaining the Supplier List: To Access Supplier Maintenance from Issue Checks Module: To Exit Supplier Maintenance Table Maintenance Auditor Menu Ledger History Account Settings To Exit... 31

132 Program Maintenance 3 1 Program Maintenance The program Maintenance module will allow the user quick and easy access to many of the School Cash set-up or maintenance features: These features include: 5 Step Set-up Year-End Rollover Checklist Year-End Rollover Procedures Edit Student Names Supplier Maintenance Table Maintenance Auditor Menu Ledger History (Reports) Account Settings NOTE: The standard user will not have access to the Table Maintenance, or Auditor Menu portion of Program Maintenance. Ledger History (Reports) will be limited to School Based options. The standard user will not have access to the grey options in the Account Settings portion. Program Maintenance Menu 2 5-Step Set-Up: Figure 1: Program Maintenance The 5 Step Set-Up process will establish initial bank account information, including commercial bank name, branch and account numbers, date and value of the opening balance. Other features of the set-up include: Listing Category Umbrella Names Establishing Category Names and Numbers Assigning Category Names to Umbrella Categories Establishing GL Department and GL Name information Listing any outstanding transactions Balancing the opening balance and category balances Establishing school demographics School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

133 4 Program Maintenance Sequence Buttons Bank Account Information Figure 2: Step 1 To Add a New Bank Account: 1. From the Main Menu 2. Click Program Maintenance 3. Click 5 Step Set-Up Process The 5 Step Set-Up menu will open. 4. Click 1 The Commercial Bank Info screen will open. 2.1 Step 1: Commercial Bank Account Information: Step 1: Commercial Bank Account Information: Complete all of the fields in the Step 1 screen Use pick list arrows to select from a drop-down list Enter information in text fields NOTE: All fields in this screen are mandatory. Be sure that Opening Balance amount matches the Current Bank Balance from the bank statement. Be sure that the Date of Balance matches the date on the bank statement. Figure 3: Step 1 1. Click Step 2 to advance OR Figure 4: Step One Completed 2. Click to return to the menu OR 3. Click Cancel to cancel Step 1 to open a step-by-step outline of the set- Tip: Click Five Step Menu up process KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

134 Program Maintenance 5. Click any of the Numbers to move to the selected step 2.2 Step 2: Enter All Categories/Activities to Track Balances Throughout The Year: It is imperative that a category list be establish in Step 2. The creation of category umbrella names and unique category names and numbers is the basis of the dispersal and tracking system in School Cash. Each debit and credit issued in School Cash is assigned to a category. This category list can be entered manually or can be imported using an existing category.csv file. Generally each board has an established set of category guidelines that will assist in the creation of the category list. Using a category umbrella will allow for convenient grouping of categories. For example, categories such as field trips can be assigned to the category umbrella Activities. During the use of School Cash new categories can be added and Categories will no activity can be deleted. Sequence Buttons Option Tabs Toolbar Record Indicator Figure 5: Step Step 2: Category Information: Tip: Click Information explanation of the purpose of this step. for a brief Category Umbrellas: Figure 6: Step 2 Information Assigning category umbrellas first, will allow the user to create convenient category groups. Each category name must be assigned a unique category number. The category umbrellas can be assigned whole numbers and associated categories numbers in the series. NOTE: In some cases the Category Umbrella Names and Category Umbrella Types will be dictated by board requirements. Some types of reporting needs will make it necessary to have this information standardized in all school accounts. For this reason it may not be possible for the standard user to edit these features. To Create Category Umbrellas: 1. Click Category Umbrellas tab 2. Click insert row icon A blank row will appear at the top of the Category Figure 7: New Category Umbrella School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

135 6 Program Maintenance Umbrella list. 3. Enter a Category Umbrella Name 4. Click pick list arrow in the Category Umbrella Type field 5. Select a Category Umbrella Type if necessary 6. Click Save to save the entry OR Click Cancel to cancel the entry Repeat the steps outlined above to add all required Category Umbrellas NOTE: Be sure to create a YrEnd Adjustments Category Umbrella Name with a YrEnd Transactions Category Umbrella Type. Category Names: Category Names and Numbers can be established in several ways: 1. Imported.CSV file 2. Added manually during set-up process 3. Added manually during the deposit/receipt process 4. Added manually during the issue checks process For convenience each new category can be associated with a category umbrella. Each category must have a unique name and number assigned to it. To Create Category Names by Importing: 1. Click List View tab 2. Click Import Category Data 3. Click Import tab 4. Select the required category.csv file from the list 5. Click Import Categories Figure 8: Import Category Data Screen 6. Click OK in the dialog box NOTE: For assistance with this feature, please contact the board office or KEV Software. To See The Imported Categories: Figure 9: Import Data Dialog Box 1. Click Categories tab Imported Category information will be displayed. GL Departments and GL Names: If the new bank account will use GL Departments and GL Names. This data can also be imported. In some instances the reference is to Object and Commodity Code. KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

136 Program Maintenance 7 To Import GL Departments: 1. Click Import tab 2. Select the required.csv file from the list 3. Click Import GL Departments 4. Click OK in the dialog box NOTE: For assistance with this feature, please contact the board office or KEV Software To See The Imported GL Departments: 1. Click GL Departments tab Imported GL Departments information will be displayed. To Import GL Names: 1. Click Import tab 2. Select the required.csv file from the list 3. Click Import GL Names 4. Click OK in the dialog box NOTE: For assistance with this feature, please contact the board office or KEV Software To See The Imported GL Names: 1. Click GL Names tab Imported GL Names information will be displayed. Click Step 2 when all data importing has been completed Modify Data: The List View tab will display the current category information. Category information can be modified at this point. If necessary all of the category names can be deleted. NOTE: Only categories with $0.00 and no activity on the Ledger can be deleted. To Modify Category Information: 1. Click List View tab 2. Select the required category from the list 3. Click Modify tab 4. Edit/add an required information 5. Click Save to save the entry OR Figure 10: Modify Category Screen Click Cancel to cancel the entry Tip: Make distribution of receipts faster and easier keep Category Contact Name and Category Contact information up to date. School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

137 8 Program Maintenance If the list of Category Names is very long, use the Search Tab to locate a specific record. To Search For a Category Name: 1. Click Search tab 2. Enter any known search criteria 3. Click Perform Search List View tab will display the search results. Figure 11: Category Search Screen Click Reset to empty the Search tab and initiate another search, if necessary To Refresh the Category List: 1. Click Find All to display the entire list of Category Names To Delete All Category Names: 1. Click Delete All Categories 2. Click OK in the dialog box NOTE: It is possible to delete categories at this point because no activity (balances) has been recorded. Category Umbrellas: Category Umbrella information can be edited or a selected umbrella can be deleted. To Edit a Category Umbrella: Figure 12: Delete Category Warning 1. Click Category Umbrellas tab 2. Select the required record 3. Click Edit Pencil on the toolbar OR Click directly into the field 4. Make any necessary edits Figure 13: Category Umbrella Edits 5. Click Save to save the entry OR Click Cancel to cancel the entry To Delete a Category Umbrella: 1. Click Category Umbrellas tab 2. Select the required record 3. Click Delete Icon on the toolbar 4. Click OK in the dialog box GL Departments: It is possible to edit a GL Department, delete a selected GL Department, or Delete All GL Departments. To Edit GL Department: Figure 14: Delete Category Umbrella Warning 1. Click GL Department tab 2. Select the required record KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

138 Program Maintenance 9 3. Click Edit Pencil on the toolbar OR Click directly into the field NOTE: Only the fields with blue text boxes can be edited in this manner. 6. Make any necessary edits Figure 15: Edit GL Departments 7. Click Save to save the entry OR Click Cancel to cancel the entry To Delete a GL Department: 1. Click GL Department tab 2. Select the required record 3. Click Delete I con on the toolbar 4. Click OK in the dialog box Figure 16: Delete GL Department Warning NOTE: GL Departments that are referenced cannot be deleted. To Delete All GL Departments: 1. Click Delete All GL Departments Figure 17: Referenced Record Warning 2. Click OK in the dialog box NOTE: It is possible to delete categories at this point because no activity has been recorded. GL Name: It is possible to edit a GL Name, delete a selected GL Name, or Delete All GL Names. To Edit GL Name: Figure 18: Delete All GL Departments 1. Click GL Name tab 2. Select the required record 3. Click Edit Pencil on the toolbar OR Click directly into the field NOTE: Only the fields with blue text boxes can be edited in this manner. 4. Make any necessary edits Figure 19: GL Name Edits 5. Click Save to save the entry OR Click Cancel To Delete a GL Name: to cancel the entry 1. Click GL Name tab 2. Select the required record 3. Click Delete I con on the toolbar Figure 20: Delete GL Names School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

139 10 Program Maintenance 4. Click OK in the dialog box NOTE: GL Names that are referenced cannot be deleted. To Delete All GL Names: 1. Click Delete All GL Names Figure 21: Referenced Record Warning 2. Click OK in the dialog box NOTE: It is possible to delete categories at this point because no activity has been recorded. Figure 22: Delete All GL Names Printing: Printing at this point in the 5 Step Set-Up process provides a good reference for Step 2. The print menu will allow the user to print the following: Categories Category Umbrellas GL Departments GL Names To Print: 1. Click Print 2. Select required print out option from the menu 3. Click Print icon on the report toolbar 4. Click Printer icon in the Adobe window, to actually print the report 5. Click OK in the printer dialog box 6. After printing is completed, Close the Adobe window 7. Click Previous Screen in the report window, to return to Step 2 To Go Back to Step One: 1. Click Step 1 to go back to Step 1 To Advance to Step Three 1. Click Step 3 to go to the next step in the set-up process 1. Click Five Step Menu to open Five Step Menu Figure 23: Print Menu KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

140 Program Maintenance 11 To Exit 5 Step Set-up Process at this point: 1. Click Five Step Menu 2. Click Main Menu 2.3 Step 3: Enter all Outstanding Deposits and Checks: Use the current bank statement as reference. Enter all outstanding (items that have not cleared the bank) deposits and checks listed on the bank statement. This information will be used in Step 4 of the set-up process. Sequence Buttons Option Tabs Column Headings Toolbar Record Indicator Figure 24: Step 3 Tip: Click Information explanation of the purpose of this step To Enter an Outstanding Item: 1. Click List View tab for a brief Figure 25: Step 3 Information 2. Click insert row icon 3. Complete all necessary fields in the new record 4. Click Save to save the entry OR Click Cancel to cancel the entry Repeat the process until all items that have not cleared the bank have been entered. Fast Entry Tip: 1. Press on the keyboard 2. Enter the details of the outstanding transaction 3. Use to move to the next field to the right 4. Press to save the record Figure 26: Step 3 School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

141 12 Program Maintenance To Modify Category Information: 1. Click List View tab 2. Select the required category from the list 3. Click Modify tab 4. Complete Step 1: Reason (Mandatory) 5. Edit/add an required information in Step 2 6. Click Save to save the entry OR Click Cancel to cancel the entry Figure 27: Step 3 Modify Screen To Search For a Transaction: If the list is very long, use the Search Tab to locate a specific record. 1. Click Search tab 2. Enter any known search criteria 3. Click Perform Search List View tab will display the search results. To Refresh the List: Figure 28: Step 3 Search Screen Click Find All display the entire list of Category Names to Other Step 3 Options: Also included in Step 3 of the 5 Step Set-up process are: Memo Maintenance Add Category Memo Maintenance: The Memo field is used to TRACK specific transactions. For example: One category could be created for Gate Receipts, memos could be created for Football, Basketball, Baseball. Using Memo fields in this manner will help to eliminate the need for many different categories. Credit the deposit to the Gate Receipt category, and select the appropriate Memo to track the deposit. To Maintain Memos: To Add a New Memo: 1. Click Memo Maintenance 2. Click Insert Row icon 3. Enter the new memo details Figure 29: Memo Maintenance 4. Click Save Click Cancel OR to cancel the entry KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

142 Program Maintenance Click Return to Step 3 to return to Step 3 Use the Modify and Search tabs to edit a Memo or Search for a Memo Add Category: To Add a New Category: 1. Click Add Category 2. Refer to Step 2 instructions above to add a new category 3. Click Step 3 to return to the Step 3 screen 4. Click Step 4 to continue with the 5 Step Set-up process 2.4 Step 4: Modify Opening Balances for Each Category: Tip: Click Information explanation of the purpose of this step. for a brief Figure 30: Step 4 Information Clicking Step 4 will cause 2 reports to generate automatically: Outstanding Transactions - Overview Ledger Transactions Sorted by Date To Print the Outstanding Transactions Overview Report: 1. Click Print icon on the report toolbar 2. Click Printer icon in the Adobe window, to actually print the report 3. Click OK in the printer dialog box Figure 31: Outstanding Transactions Report 4. After printing is completed, Close the Adobe window 5. Click Continue after printing is complete OR Click Return to Step 3 go back to Step 3 Clicking Continue will generate the Ledger All Transactions Sorted By Date report To Print the Report: to 1. Click Print icon on the report toolbar 2. Click Printer icon in the Adobe window, to actually print the report 3. Click OK in the printer dialog box Figure 32: Ledger - All Transactions Report 4. After printing is completed, Close the Adobe window School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

143 14 Program Maintenance 5. Click Continue after printing is complete OR Click Return to Step 3 to go back to Step 3 Clicking Continue will cause the Step 4 screen to open. Sequence Buttons Balance Warning Black Boxes Option Tabs Category List Toolbar Record Indicator Figure 33: Step 4 Screen Step 4 requires that category opening balances be accurately recorded. Using the first report (Outstanding Transactions) will assist with the process. The Opening Bank Balance and the Combined Category Total numbers must match. The warning indicator will prompt the user as to the amount of money that has yet to be accounted for. To Edit the Opening Balance: 1. Select the required record 2. Click Edit Pencil on the toolbar OR Click directly into the field 3. Enter the Category Opening Balance 4. Click Save to save the entry OR Click Cancel to cancel the entry KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

144 Program Maintenance 15 Repeat the process until the 2 black boxes match. Use the Modify and Search tabs to edit a Category or Search for a Category. Category Umbrellas, GL Departments and GL Names can be modified here. Follow the steps outlined above. Click Step 5 Set-up process OR to continue the 5 Step Click Step 3 to go back to Step Step 5: Enter your School and Bank Information on the Demographics Screen: The School Demographics screen is divided into sections. Each section has a slightly different purpose within School Cash. Tip: Only fields with white backgrounds can be edited. Tip: Click Information explanation of the purpose of this step. for a brief Sequence Buttons Figure 34: Step 5 Information School Demographics Section Budget & Commercial Bank Demographics Year End Demographics Optional Account Settings Figure 35: Step 5 School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

145 16 Program Maintenance School Demographics: 1. Verify the address information Verify the phone, fax and school number information Signature Line Info on Forms and Reports: 2. Include the correct Name and Position to insure correct information is displayed on forms and reports Budget & Commercial Bank Demographics: 1. Verify Commercial Bank name 2. Verify Bank Account Information Figure 36: School Demographics Section Year End Demographics: 1. Verify Year End Outstanding Category 2. Verify Reimbursement Year End Category Figure 37: Budget & Commercial Bank Demographics Section Optional Account Settings: 1. Verify all necessary category selections Figure 38: Year End Demographics Section Figure 39: Optional Account Settings Section 1. Click Save to save any edits 2. Click Main Menu to complete the 5 Step Set-up process 2.6 Change Password: The new School Cash user account is issued with a generic password: Kev123. For account security it is important that the generic password be changed to a user specific password. This password is used as part of the login process and should not be shared. If the user desires a password can be changed at any time. However, remember that it is the responsibility of the user to remember their password. KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

146 Program Maintenance From the Log In Screen 2. Click Change Password Figure 40: Change Password Screen 3. Enter the current password (Kev123 case sensitive) in the Enter your present password text slot 4. Enter the new password in the New password text slot 5. Enter the new password a second time in the Confirm new password text slot Tip: The Confirm new password text slot must match the entry in the New password text slot. Figure 41: Add/Change Bank Account Menu 6. Click 7. Click OK in the confirmation dialog box to return to the Select Bank Account screen NOTE: It is important to select a password that: Starts with a letter Is at least 6 characters in length Is easily remembered Remember that passwords are case sensitive. Figure 42: Change Password Screen To Exit: 1. From the anywhere in the program 2. Click Logout option located at the top right corner 3. Close the Internet Browser School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

147 18 Program Maintenance 3 Year-End Rollover Checklist The automated Year-End Rollover is designed to roll over the previous accounting year to the new accounting year and create the necessary financial reports required for district and Government reporting. Although it is recommended that the Year-End rollover be completed as soon as possible after the year end date, it is possible to continue working in the system. The Year-End Rollover process in School Cash will do the following: Archive the data for the school year Provide a list of categories with their closing balances for the school year that is being rolled over List the transactions that have not cleared the bank by the last reconciliation of the school year These transactions will become part of the next year s transaction records Assign these transactions to the YrEnd Outstanding category Carry over to the New Year the transactions that were created after the Year-End Rollover Date. (These transactions will remain in their originating category) Assign the category opening balances NOTE: All bank accounts operated in School Cash must be rolled-over separately. Each bank account will have its own checklist. KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

148 Program Maintenance Rollover Warning: If the Year-End Rollover date has past the user will receive a warning when a Bank Account is opened in School Cash. Click Continue working in School Cash to continue Figure 43: Rollover Warning Sequence Buttons Attention Item Checklist Items To Access Year-End Rollover Checklist: 1. From the Main Menu 2. Click Program Maintenance 3. Click Year-End Rollover Checklist Figure 44: Year-End Rollover Checklist The Year-End Rollover Checklist will run automatically and verify that the Bank Account s data is ready to rollover. If any of the items on the checklist require attention, this information will be displayed at the top of the screen. Items that have been listed for attention must be resolved before the Year-End Rollover process can continue. Click here for further information regarding Year-End Rollover Checklist. (Updated: August 2009) School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

149 20 Program Maintenance 4 Year-End Rollover Procedures Year-End Rollover Procedure To Access Year-End Rollover Procedures: 1. From the Main Menu 2. Click Program Maintenance 3. Click Year-End Rollover Procedure NOTE: All checklist items must be solved before the Year-End Rollover can be executed. Figure 45: Year-End Rollover Procedure Outline Click here for further information regarding Year-End Rollover Checklist. (Updated: August 2009) 5 Edit Students The Household/Student database is organized by Household. If there is more than 1 student in the school the Household name will not be repeated. When a Household name is selected the indicator at the top of the list indicates the number of students listed under that Household. The Students tab displays a list of students associated with the selected household. The Students tab also indicates which Household is associated with the selected Student. Properly maintaining the Household/Student database will make Itemizing Checks/Cash and distributing receipts more efficient. The Edit Students feature will allow for: Importing of a student list Editing Household information Editing Student Information Adding and Deleting Household information Adding and Deleting Student information KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

150 Program Maintenance 21 Sequence Buttons Option Tabs Student Indicator Record Indicator Toolbar Figure 46: Edit Student Names 5.1 To Access Edit Student Names: To Edit Student Names from the Main Menu: 1. From the Main Menu, click Program Maintenance 2. Click Edit Student Names in the Program Maintenance menu To Find a Household or Student: 1. Click Search tab 2. Enter known information i.e. the Household name 3. Click Perform Search Figure 47: Edit Student Names The Household tab will open with the results of the search displayed To see the student attached to the Household 1. Perform search 2. Click Students tab The Students tab will display any students attached to the household. To refresh the grid after a search: 1. Click Find All Figure 48: Search Tab School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

151 22 Program Maintenance To Edit a Household: 1. Click Search tab 2. Enter known information i.e. the Household name 3. Click Perform Search The Household tab will open with the results of the search displayed 4. Click Modify tab 5. Click in the first field to be modified. 6. Enter the new information 7. to move to the next field Figure 49: Modify Tab 8. Click Save on the Category Toolbar Click Cancel to cancel the category entry To Edit a Student: 1. Click Search tab 2. Enter known information i.e. Student Last Name 3. Click Perform Search The Household tab will open with the results of the search displayed Figure 50: Edit Student Record 4. Click Students tab 5. Click in the first field to be edited 6. Enter the new information 7. to move to the next field 8. Click Save 9. Click Cancel to cancel the entry Tip: Including Class Room and Grade information will make distributing receipts easier To Add a New Household: 1. Click Household tab 2. Click Insert Row icon on the toolbar 3. Enter the new Household information 4. Click Save Click Cancel to cancel the entry Tip: The next time Edit Student Names is used it will be sorted into alphabetical order To Add a New Student: 1. Click Household tab 2. Select the household name that the new student belongs to Figure 51: New Student 3. Click Students tab 4. Click Insert Row icon A new record row will appear in the grid. KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

152 Program Maintenance Enter the new Student information Tip: Remember will move the insertion point to the next field to the right 6. Click Save Click Cancel to cancel the entry To Delete a Household: 1. Click Search tab 2. Enter known information i.e. the Household name 3. Click Perform Search The Household tab will open with the results of the search displayed Figure 52: Delete Dialog Box 4. Click Delete Row icon 5. Click OK in the dialog box NOTE: A household cannot be deleted if the Household record is used in a transaction, i.e. A check issued by the Household is itemized. The warning dialogue box will appear. Click OK to close the box. Figure 53: Record Warning To Delete a Student: 1. Click Search tab 2. Enter known information 3. Click Perform Search 4. The Household tab will open with the household results of the search displayed. 5. Click Students tab 6. Click required student row 7. Click Delete Row icon 8. Click OK in the dialog box NOTE: A household cannot be deleted if the Household record is used in a transaction, i.e. A check issued by the Household is itemized. The warning dialogue box will appear. Click OK to close the box. 5.2 Print: Within Edit Student Names there are 4 print options: Student (Prints a list of student names) Student Labels (Prints mailing labels for Students) Guardian Labels (Prints mailing labels for Households) Homeroom Labels (Prints student names with classroom information) To Print Within Edit Student Names: 1. Click Print 2. Select the appropriate options from the menu Figure 54: Print Menu School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

153 24 Program Maintenance Print/Students Prints a list of Household names and addresses and any associated student names below. Print/Student Labels NOTE: Labels are formatted to fit Avery 5160 label stock. Be sure to use Laser safe labels in a laser printer. These labels are suitable for mailing. Prints Labels that include student names and addresses. Figure 55: Student Names Figure 56: Student Labels Print/Guardian Labels NOTE: Labels are formatted to fit Avery 5160 label stock. Be sure to use Laser safe labels in a laser printer. These labels are suitable for mailing. Prints labels that include household names and addresses. Print/Homeroom Labels NOTE: Labels are formatted to fit Avery 5160 label stock. Prints labels that include classroom and or teacher information and student names To Print Any Selection: 1. Click Print 2. Select the print option from the menu 3. Click Print icon on the report toolbar Figure 57: Guardian Labels Figure 58: Homeroom Labels Figure 59: Report Toolbar Figure 60: Adobe Toolbar 4. Click Printer icon in the Adobe window, to actually print the report 5. Click OK in the printer dialog box 6. After printing is completed, Close the Adobe window 7. Click Previous Screen to return to Edit Student Names KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

154 Program Maintenance Import Student Data: In addition to the add/delete household and student capabilities, it is possible to import an entire student database. This option could be used at the beginning of a new school year. It is possible for a standard user to import a student database. The database file must to in.csv format and the fields must be in the correct order. The fields in order are: Student_School_Name Student_School_Number Student_First_Name Student_Last_Name Student_Number Student_Address Student_City Student_Province Student_Postal_Code Student_Country Student_Area_Code Student_Phone Student_Fax Student_ Student_URL Student_Classroom Student_Grade Student_Parent_FirstName Student_Parent_LastName Student_DOB The sample from the attached file would look like: Brownsville 540 Charles Grant Cambridge Ave Kitchener ON P3A 5K5 Canada Rm09 1 Mark Grant 03/20/2000 Brownsville 540 Louise Smith Their Crescent Cambridge ON P3A 8P8 Canada Rm10 2 Tom Smith 01/20/1999 Brownsville 540 Matthew MacDonald Your Way Cambridge ON P3A 5K2 Canada Rm14 3 Sarah MacDonald 04/20/1998 Brownsville 540 Arthur Derouin My Street Cambridge ON P3A 4K9 Canada Rm08 4 Marine Derouin 05/20/1997 Brownsville 540 Shelly Hastings Any Street Cambridge ON P3E 7J7 Canada Rm07 5 Jean Hastings 06/20/1996 St. George 792 Alexander Francois Right Road Cambridge ON P3A 5J0 Canada Rm05 6 Jean-Pierre Genois 07/20/1995 St. George 792 Claire Venne PO Box 1429 North Dumphries ON P3A 4J9 Canada Rm09 1 Louise Barbeau 02/20/2000 If you are not including/recording some fields leave the tab ( ) in place. To Import A Student File: From Edit Student Names Click Import Student Data Select the required file from the list Turn on the Delete Old Students required Click Import option if For further support Importing Student Data contact KEV Software. Click Previous Screen Figure 61: Import Dialog Box import is completed when the 5.4 To Leave Edit Student Names: 1. Click Main Menu School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

155 26 Program Maintenance 6 Supplier/Vendor Maintenance The suppliers list is maintained by: Manually entering a supplier Issuing a check to a supplier and saving the entry Using the Update Supplier function in the Issue Checks module Sequence Buttons Option Tabs Field Headings Selected Record Toolbar Record Indicator Figure 62: Supplier Maintenance 6.1 To Access the Supplier List: 1. From the Main Menu 2. Click Supplier/Vendor Maintenance 6.2 Using the Supplier List: Screen Details: The record indicator in the bottom right corner will indicate the number of supplier s in the supplier list Use the scroll icons on the supplier list toolbar to scroll around the list To Change The Number Of Records Displayed: 1. Click Change Paper Size icon 2. Enter a new number 3. Click Save To sort the Supplier List: Figure 63: Scroll Toolbar 1. Click List View tab 2. Click any of the field to headings 3. One click will sort in Ascending order (A to Z) 4. Second Click will sort in Descending order (Z to A) KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

156 Program Maintenance Maintaining the Supplier List: To Add A Supplier: 1. Click Insert on the supplier toolbar A new record will insert above the selected row. 1. Enter the supplier details Figure 64: Inserted Row 2. Click Save Or Click Cancel To Delete A Supplier: 1. Select the required supplier from the list 2. Click Delete icon on the supplier list toolbar 3. Click OK Figure 65: Delete Row NOTE: If a supplier has been referenced in the program, it is not possible to delete the record. Figure 66: Reference Warning To Modify A Supplier: 1. Select the required supplier 2. Click Modify tab 3. Edit any of the supplier details 4. Click Save Or 5. Click Cancel Figure 67: Modify Tab School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

157 28 Program Maintenance To Search For A Supplier: 1. Click Search tab 2. Enter any known details 3. Click Perform Search 4. The supplier will be displayed in the list view 5. Click Reset to change search criteria 6. Click Find All to display the entire supplier list Figure 68: Search Tab To Print A List Of Suppliers: 1. Click Print 2. Click Print icon on the report toolbar Figure 69: Printed Supplier List 3. Click Printer icon in the Adobe window, to actually print the report 4. Click OK in the printer dialog box 5. After printing is completed, Close the Adobe window 6. Click Previous Screen in the report window, to generate the next report To Import a Supplier List: 1. Click Import Supplier Data The supplier list must be TAB delimited and saved in.csv format For further assistance with this feature please contact KEV Software. Figure 70: Import Supplier 6.4 To Access Supplier Maintenance from Issue Checks Module: 1. In the Issue Checks screen, click Update Suppliers The supplier maintenance screen will open. 2. Maintain the supplier list as outlined above 3. Click Return to Check to return to the Issue Checks module KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

158 Program Maintenance To Add a Supplier from Issue Checks Module: 1. Click Pay To the Order Of: field 2. Enter the name of the new supplier 3. Click OK The supplier details will be automatically saved to the Supplier List. Suppliers added using this method will be available for future use and can be maintained using the methods outlined above. 6.5 To Exit Supplier Maintenance Figure 71: Add Supplier Click Main Menu Maintenance screen. to exit the Supplier 7 Table Maintenance The standard user does not have access to the Table Maintenance feature within Program Maintenance. 1. From the Main Menu 2. Click Program Maintenance 3. Click Table Maintenance The message window will indicate that there is no access to this feature. Figure 72: Access Denied 8 Auditor Menu The standard user does not have access to the Table Maintenance feature within Program Maintenance. 1. From the Main Menu 2. Click Program Maintenance 3. Click Auditor Menu The message window will indicate that there is no access to this feature. 9 Ledger History The Ledger History (Reports) option will provide the standard user with access to school based reports. These reports include: Report 1: Detailed Category Summary (All Transaction) Report 10: Trail Balance (Umbrella Date Range) Report 11: Customized Transaction Report Report 11K: Reprint Monthly Bank Reconciliation Report 11L: Reprint Monthly Bank Reconciliation Overview of Categories Report 14: Tax Rebate Reports for Board Submission Report 18: Government Reports These reports can also be access through the Reports Menu. See the Reports Menu section of the School Cash User Guide for further information. School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

159 30 Program Maintenance To Access Ledger History Reports: 1. From the Main Menu 2. Click Program Maintenance 3. Click Ledger History (Reports) To Select a Report Option: 1. Click required report from the School Reports menu 2. Make any necessary selections in the report window 3. Click Continue report to generate the 4. Click Print icon on the report toolbar 5. Click Printer icon in the Adobe window, to actually print the report 6. Click OK in the printer dialog box 7. After printing is completed, Close the Adobe window 8. Click Previous Screen in the report window, to return to Step 2 Click here for further information on School Cash reporting. 10 Account Settings The program maintenance account settings will be limited for the standard user. Only the settings in the Bank Account Standard Flags section are available. NOTE: The standard user should use the Account Settings with the assistance of the system administrator. To Access Account Settings: 1. From the Main Menu 2. Click Program Maintenance 3. Click Account Settings The Account Setting screen will open. Scroll the screen vertically to see the Bank Account section, Standard Flags The check marks indicate activated options. Click check mark on or off to alter a standard flag. Figure 73: Bank Account Standard Flags KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

160 Program Maintenance 31 NOTE: Some flags must be enabled by the System Administrator before they can be turned on in the Bank Account section. 1. Click Save to save the Bank Account flag changes 2. Click Program Maintenance Maintenance menu Click Main Menu Main Menu OR to return to the Program to return to the 11 To Exit 1. From the anywhere in the program 2. Click Logout option located at the top right corner 3. Close the Internet Browser School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

161 Print Samples Include: Supplier List Appendix: Print Samples

162 New Haven School Suppliers Supplier Name Address City Prov/State Country Area Code Phone Fax Contact Name ABC Store 895 Green Blvd. Plainville NY Contact Phone GST # Social Security # Tax Identification # Supplier Name Address City Prov/State Country Area Code Phone Fax Contact Name Contact Phone Action Athletic Wear 220 West 6th Ave New Haven NY US Mark Sport 23 GST # Social Security # Tax Identification # Supplier Name Address City Prov/State Country Area Code Phone Fax Contact Name Basics Contact Phone GST # Social Security # Tax Identification # Supplier Name Address City Prov/State Country Area Code Phone Fax Contact Name Books For Schools 2 Albert Ave Plainville NY Contact Phone GST # Social Security # Tax Identification # Supplier Name Address City Prov/State Country Area Code Phone Fax Contact Name Costco Contact Phone GST # Social Security # Tax Identification # Supplier Name Address City Prov/State Country Area Code Phone Fax Contact Name Contact Phone James Bus Lines 231 Yellowbrick Westwood NY James Driver 6666 Road GST # Social Security # Tax Identification # Supplier Name Address City Prov/State Country Area Code Phone Fax Contact Name Just for You Flowers 78 Iris Blvd. New York NY US Mary Jones Contact Phone GST # Social Security # Tax Identification # Copyright 2011 KEV Software Page 1 of 1 9/20/2007 2:42:40PM

163 Supplier/Vendor Maintenance 1 1 Supplier/Vendor Maintenance The suppliers list is maintained by: Importing a list of suppliers Manually entering a supplier Issuing a check to a supplier and saving the entry Using the Update Supplier function in the Issue Checks module Sequence Buttons Option Tabs Column Headings Selected Record Toolbar Record Indicator Figure 1: Supplier Maintenance 1.1 To Access the Supplier List: 1. From the Main Menu 2. Click Supplier/Vendor Maintenance 1.2 Using the Supplier List: Screen Details: The record indicator in the bottom right corner will indicate the number of supplier s in the supplier list Use the scroll icons on the supplier list toolbar to scroll around the list To Change The Number Of Records Displayed: 1. Click Change Paper Size icon 2. Enter a new number Figure 2: Scroll Toolbar 3. Click Save School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

164 2 Supplier/Vendor Maintenance To sort the Supplier List: 1. Click List View tab 2. Click any of the field to headings 3. One click will sort in Ascending order (A to Z) 4. Second Click will sort in Descending order (Z to A) 1.3 Maintaining the Supplier List: To Add A Supplier: 1. Click Insert on the supplier toolbar A new record will insert above the selected row. 1. Enter the supplier details Figure 3: Inserted Row 2. Click Save Or Click Cancel To Delete A Supplier: 1. Select the required supplier from the list 2. Click Delete icon on the supplier list toolbar 3. Click OK Figure 4: Delete Row NOTE: If a supplier has been referenced in the program, it is not possible to delete the record. Figure 5: Reference Warning To Modify A Supplier: 1. Select the required supplier 2. Click Modify tab 3. Edit any of the supplier details 4. Click Save Or 5. Click Cancel Figure 6: Modify Tab KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

165 Supplier/Vendor Maintenance 3 To Search For A Supplier: 1. Click Search tab 2. Enter any known details 3. Click Perform Search 4. The supplier will be displayed in the list view 5. Click Reset to change search criteria 6. Click Find All to display the entire supplier list Figure 7: Search Tab To Print A List Of Suppliers: 1. Click Print 2. Click Print icon on the report toolbar Figure 8: Printed Supplier List 3. Click Printer icon in the Adobe window, to actually print the report 4. Click OK in the printer dialog box 5. After printing is completed, Close the Adobe window 6. Click Previous Screen in the report window, to generate the next report To Import a Supplier List: 1. Click Import Supplier Data The supplier list must be TAB delimited and saved in.csv format For further assistance with this feature please contact KEV Software. Figure 9: Import Supplier 1.4 To Access Supplier Maintenance from Issue Checks Module: 1. In the Issue Checks screen, click Update Suppliers The supplier maintenance screen will open. 2. Maintain the supplier list as outlined above 3. Click Return to Check to return to the Issue Checks module School Cash Accounting V4.0.0 Updated: 01/11 KEV Group Inc

166 4 Supplier/Vendor Maintenance To Add a Supplier from Issue Checks Module: 1. Click Pay To the Order Of: field 2. Enter the name of the new supplier 3. Click OK The supplier details will be automatically saved to the Supplier List. Suppliers added using this method will be available for future use and can be maintained using the methods outlined above. 1.5 To Exit Supplier Maintenance: Figure 10: Add Supplier Click Main Menu Maintenance screen. to exit the Supplier KEV Group Inc Updated: 01/11 School Cash Accounting V4.0.0

167

168 CASH REGISTER

169 School Cash Register How to Process a Payment There are 4 easy steps to make payments 1. Search for the student 2. Select the Item that is being purchased and it s Payment Action 3. Select the Payment Tender 4. Confirm and Print the Receipt Log into School Cash Select the School Cash Register module Step 1: From the Search screen, enter the student s name or student ID or Guardian Name, then select Search option or the Enter key. Note: You can enter part of a name or the full name. (ie Smith will search for all students with Smith within the name field or the full name Smith, Evan will search for the exact match and take you to the Checkout screen) If more than one student has been found the selection window will appear below your search criteria. If only one student has been found, the system will continue to the Checkout Screen. Using your mouse, click on the appropriate checkbox for the student that wishes to make a payment, and then click on the Select option. Note: You can select more than student, which could be ideal for a family payment. KEV Group Inc. ~ 1 ~ School Cash Register How to Make a Payment

170 The Checkout Screen appears A: Checkout Tab B: Checkbox to be used in conjunction with Pay All (P) and/or Waive All (R) C: Star Icon - designates item as Required D: Item Name as entered in the School Cash Catalog E: Payment Action options Full Payment total cost to be charged Partial Payment enter the Current Charges (I) Waived Fee enter the Waived charge (H) Void Fee option to enter Comment (K) - reason Delete Fee option to enter Comment (K), reason The above Payment Actions MUST Checkout (T,U,V) in order to save the transaction F: Cost - Amount entered in School Cash Catalog. Does not include option the cost of options (N) G: Paid/Waived To Date shows a balance if an item has been partially waived H: Waived selecting Payment Action of Waived Fee, will be prompt the user to enter the Waive charge I: Current Charges amount of the payment being applied during the current checkout J: Balance Owed amount owing for the item after current charge is entered K: Comments user has the option to enter a comment/reason for each item L: School Year identifies the school year for which the item was attached M: Add Additional Item user has the option to add additional items for a student N: Options/Quantities Available identifies that the item has options or more than one quantity available O: Totals/Grand Totals summary of charges and total balance owing for the current transaction P: Pay All selecting checkbox (B) and Pay All (P) will automatically assign items checked as Full Payment Q: Auto Pay enter the amount of payment, the system will automatically assign full payment until funds are fully dispersed R: Waive All selecting checkbox (B) and Waive All (R) will automatically assign items checks as Waived Fee S: Total Price Charge total amount of payment based on the Payment Action (E) entered T: Checkout Cash - tender used to make the payment U: Checkout Check tender used to make the payment V: Checkout Credit Card tender used to make the payment (ie, swipe terminal) KEV Group Inc. ~ 2 ~ School Cash Register How to Make a Payment

171 Step 2: Identify the Payment Action for the items being purchased by the student. Using your mouse, click in Payment Action column for each of the items are being purchased and select the type of payment from the drop-down list. A. Full Payment total cost will be applied to the Current Charges B. Clicking to the next row or select the Enter key will update the Total Price Charge. C. Partial Payment not enough funds to pay the cost D. Enter the partial payment under the Current Charges column E. Clicking in the next row or selecting the Enter key will update the Total Price Charge KEV Group Inc. ~ 3 ~ School Cash Register How to Make a Payment

172 F. Waived Fee allows you to waive the total cost or partial G. Enter the Waived amount under the Waived column H. Clicking in the next row or selecting the Enter key will save the entry. If this was the only payment action for the student you MUST checkout by selecting Cash and Confirm to save the transaction. See Step 3 for more information. Note: The Total Price Charge will not include the waived amount since there will be no tender exchanged. I. Void Fee no charges will be applied and keeps the history. Example: Lost book was entered into the system for the student, however the book was retrieved and no charge required. J. Enter a Comment/reason why this item was voided (Returned 9/1/2011) K. Clicking in the next row or selecting the Enter key will save the entry. If this was the only payment action for the student you MUST checkout by selecting Cash and Confirm to save the transaction. See Step 3 for more information. Note: The Total Price Charge will not include the amount since there will be no tender exchanged. KEV Group Inc. ~ 4 ~ School Cash Register How to Make a Payment

173 L. Delete Fee removes the item, does not keep the history, similar to detaching in School Cash Catalog Example: A yearbook assigned to all students during registration, however the student does not want to purchase the yearbook. M. Current Charges will be $0.00 N. Clicking in the next row or selecting the Enter key will save the entry. If this was the only payment action for the student you MUST checkout by selecting Cash and Confirm to save the transaction. See Step 3 for more information. Step 3: Once all the Payment Actions have been completed, select the type of tender that will be used to Checkout A. Cash checkout: Total Price Charge will display. The user has the option to enter the Amount Received and the system will display the Change Due. Print Options include, One-Part Receipt, Two-Part Receipt and Statement. KEV Group Inc. ~ 5 ~ School Cash Register How to Make a Payment

174 B. Check checkout: Total Price Charge will display. Check Date defaults to the current date, Name on Check is populated from the Student Information provided by the District. The user can overwrite the information if necessary. Print Options include, One-Part Receipt, Two-Part Receipt and Statement. C. Credit Card checkout: Note: Currently the system cannot accept posted-dated checks. Total Price Charge will display. Select the Card Type from the drop-down list, enter an Authorization code (Both of these items are mandatory). Print Options include, One-Part Receipt, Two-Part Receipt and Statement. Step 4: Select Confirm and the system will print the receipt and/or statement and sign-off on the payment. Selecting Cancel will return user to the Checkout screen and not confirm the payment. KEV Group Inc. ~ 6 ~ School Cash Register How to Make a Payment

175 Once the checkout has been confirmed, the system will update all payment types and display what may still be pending on the student s account. Note: All checked out items can be found in the Item History Tab Frequently Asked Questions How do I add an additional item that is not on the checkout screen for a student? Example: A student lost an agenda and requires a new one, but doesn t have the money to pay for the item. A. Select the Search option to locate the student s information on available items to purchase B. From the Checkout screen, select the Add additional item KEV Group Inc. ~ 7 ~ School Cash Register How to Make a Payment

176 KEV Group Inc. ~ 8 ~ School Cash Register How to Make a Payment

177 C. Select the Item Name from the drop-down list Note: Items that are greyed-out have expired, but can still be selected and can have payments applied to them D. Select the Payment Action for the item. Since the student does not have any funds, the payment action will be Outstanding. This will flag the item as Required and the student can pay at another time. E. Clicking off the row or selecting the Enter key will save the entry. Note: When using the Payment Action equal to Outstanding it is not necessary to select the Checkout and Tender. The system will automatically save this transaction. KEV Group Inc. ~ 9 ~ School Cash Register How to Make a Payment

178 How do I deselect a Payment Action before I checkout? Example: A full payment was entered for an agenda (Total Price Charge = $12.00), however the student wishes to pay for the remaining student fees item instead. A. Locate the item that you wish to change. B. Select the Payment Action drop down menu, select the top blank line in the drop-down to remove the payment action (in this example Full Payment). Select the Enter key to save the record. C. The Total Price Charge will be adjusted accordintly. Continue adding the necessary Payment Action for the items and checkout as per usual. Note: If the item was checked out, then you must refund the item. KEV Group Inc. ~ 10 ~ School Cash Register How to Make a Payment

179 How do I know if an item is Required? The star beside the Item Name indicates that it is a required item. All additional items entered in the School Cash Register will automatically be flagged as Required. How many characters can I enter in the Comment field... it looks small You can enter up to 500 characters in the comment field. Once you leave the field, the information that was entered will appear on the screen. The comment information will appear on the following: Item History Tab (Payment Details) 0ne-part receipt Statement Close-out report KEV Group Inc. ~ 11 ~ School Cash Register How to Make a Payment

180 Sample: One-Part Receipt KEV Group Inc. ~ 12 ~ School Cash Register How to Make a Payment

181 Sample: Two-Part Receipt KEV Group Inc. ~ 13 ~ School Cash Register How to Make a Payment

182 Sample: Statement KEV Group Inc. ~ 14 ~ School Cash Register How to Make a Payment

183 School Cash Register How to Modify a Payment There are two types of modification that are allowed in the School Cash Register: 1. Change a Tender (Cash, Check, Credit Card) An incorrect tender was selected during the checkout and a receipt was issued. Example: User makes a payment selecting the Cash option and realized after printing the receipt that the tender should have been a Check 2. Change a Student An incorrect student was selected during the checkout and a receipt was issued. Example: User makes a payment for Evan Smith and realized after printing the receipt that the student should have been Emily Smith. 1.Change a Tender These modifications can only be made prior to a Closeout. User should be logged into School Cash Register Module to complete this task. Step 1: Locate the student that requires the change. Use the Search option if the student is not displayed on the Checkout screen. Step 2: From the Checkout Screen, select the Modification tab Step 3: Modification Screen will display the current payment(s) made for the student. At this point, Closeout has not yet been completed. Step 4: Select the Change icon (Last column on right) KEV Group Inc. ~ 1 ~ School Cash Register How to Make a Payment Modification

184 Step 5: The Modify Payment screen will appear, displaying 2 options; Change Student or Change Tender Step 6: To Change Tender, select the checkbox beside this option, then select the correct tender type from the drop down. Step 7: Enter the Reason for making this change. This is a mandatory field. Step 8: Select OK to complete the transaction. Note: Selecting Cancel will not save the changes. Step 9: Use the Print / Reprint Receipt to re-issue the receipt with the correct tender. KEV Group Inc. ~ 2 ~ School Cash Register How to Make a Payment Modification

185 2.Change a Student Step 1: Locate the student that requires the change. Use the Search option if the student is not displayed on the Checkout screen. Step 2: From the Checkout Screen, select the Modification tab Step 3: Modification Screen will display the current payment(s) made for the student. At this point, Closeout has not yet been completed. Step 4: Select the Change icon (Last column on right) Step 5: The Modify Payment screen will appear, displaying 2 options; Change Student/Change Tender KEV Group Inc. ~ 3 ~ School Cash Register How to Make a Payment Modification

186 Step 6: To Change Student, select the checkbox beside this option, then select the search option. Step 7: The Search screen will appear allowing you to enter the student s name that the payment should have been processed. Enter the name and then select Search. Step 8: Select the correct student that is displayed by clicking on the checkbox and then click Select Step 9: The Modify Payment screen will refresh, displaying the found student s information beside the Change Student option. Step 10: Enter the Reason for making this change. This is a mandatory field. Step 11: Select OK to complete the transaction. Note: Selecting Cancel will not save the changes. Step 12: To re-print the receipt for the changed student, use the Search option to locate the student s information. Select the Print / Reprint Receipt to re-issue the receipt for the correct student. KEV Group Inc. ~ 4 ~ School Cash Register How to Make a Payment Modification

187 What if I... made a payment with a post-dated check; made a payment with a check for the wrong amount (should have been a partial payment for an item); or made a payment with a check for the incorrect item? The modification option was intended to either change the tender or the student name, but we have found that other corrections may be required. When dealing with checks, refunds are not an option to for this transaction because the close-out will still expect the check to be deposited. KEV s recommendation is to change the tender to cash, refund the total payment and resubmit the charge or payment. Steps for making the corrections stated above: 1. Search for the student that requires the correction 2. Reprint the receipt for the payment that you require a correction. Print tab > Reprint Receipt 3. Select the Modification tab 4. Select the Change icon (far right column) for the payment that needs to be adjusted 5. The Modify Payment screen appears; select Change Tender (from check to cash), enter the Reason, (for example: Adjustment Post-dated Check or Wrong Amount or Incorrect Item), Select OK 6. Select the Refund tab and refund the total payment (from cash to cash), enter the Reason, (for example: Adjustment Post-dated Check or Wrong Amount or Incorrect Item), Select OK 7. Select the Checkout tab and re-enter the items that were attached to the original payment (reference the receipt for this information) and update the Payment Status for each item Based on the reason that you have made the correction, the Payment Status could be: Post-dated check: Payment Status for all items set to Outstanding, hold onto the check until the deposit date and complete the payment at that time. Reference the original receipt. Wrong amount: Payment Status and Partial Payment re-entered to match the check amount Incorrect Item: Payment Status applied to the correct item KEV Group Inc. ~ 5 ~ School Cash Register How to Make a Payment Modification

188 School Cash Register Advanced Checkout Features There are 3 advanced checkout features in the School Cash Register: Pay All: Allows the user to select all or some student items and automatically update the Payment Action for the selected items to Full Payment in a single transaction. Auto Pay: Allows the user to apply a payment value against outstanding items. The payment value will be applied to fees in order of items displayed, fully paying each item in order of entry (required/optional). Any payment balance remaining will be applied to an item to indicate partial payment. Waive All: Similar to Pay All, the Payment Action will be set as Waived for all items selected. Pay All Allows the user to select all or some student items and automatically update the Payment Action for the selected items to Full Payment in a single transaction. Step 1: From the Search screen, enter the student name or student ID or Guardian Name, then select Search option or the Enter key. If more than one student has been found the selection window will appear below your search criteria. If only one student has been found, the system will continue to the Checkout Screen. Using your mouse, click on the appropriate checkbox for the student that wishes to make a payment, and then click on the Select option. Note: You are able to select more than student, which could be ideal for a family payment. KEV Group Inc. ~ 1 ~ School Cash Register Advanced Checkout Features

189 Step 2: The Checkout Screen appears. A. Select the checkbox on the far left. B. The system will automatically check all items displayed on the checkout screen. C. Click on the Pay All option. KEV Group Inc. ~ 2 ~ School Cash Register Advanced Checkout Features

190 D. A warning message will appear indicating the number of items will be purchased. Select OK to proceed. Cancel will return the user to the checkout screen and no payment action will be recorded. E. If items have options, a pop-up message will appear for the user to complete during the Pay All process. Enter the values, then select Save Selection. F. All items that were flagged in Step B will have a Payment Action equal to Full Payment. G. The Total Price Charge will be updated to the total that the individual is required to pay. KEV Group Inc. ~ 3 ~ School Cash Register Advanced Checkout Features

191 Pay All Tip Use the Pay All option to quickly mark a group of items fully paid. For example the individual would like to pay for only the required items. A. Select the Pay All check box B. Deselect the optional items, leaving 5 items flagged for Pay All. C. Click the Pay All option. KEV Group Inc. ~ 4 ~ School Cash Register Advanced Checkout Features

192 D. Warning message appears that only the flagged items will be purchased. Select OK to proceed. Remember that items that have options will present a pop-up menu for the user to complete. E. All items that were flagged in Step B will have a Payment Action equal to Full Payment. F. The Total Price Charge will be updated to the total that the individual is required to pay. Step 3: Select the Checkout option choosing the correct tender for the purchase. Step 4: Confirm the transaction and print the receipt. If required, see How to Process a Payment for further instructions on the Checkout process. KEV Group Inc. ~ 5 ~ School Cash Register Advanced Checkout Features

193 Auto Pay Allows the user to apply a payment value against outstanding items. The payment value will be applied to fees in order of items displayed, fully paying each item in order of entry (required/optional). Any payment balance remaining will be applied to an item as a partial payment. Note: Auto Pay will make a payment against all required items first, and then apply the remaining balance to optional items based on the creation date of the item (oldest to newest). Step 1: From the Search screen, enter the student s name or student ID or Guardian Name, then select Search option or the Enter key. If more than one student has been found the selection window will appear below your search criteria. If only one student has been found, the system will continue to the Checkout Screen. Using your mouse, click on the appropriate checkbox for the student that wishes to make a payment, and then click on the Select option. Note: You can select more than student, which could be ideal for a family payment. Step 2: The Checkout Screen appears. A. Click on the Auto Pay option KEV Group Inc. ~ 6 ~ School Cash Register Advanced Checkout Features

194 B. An Auto Pay message will appear. Complete the value for the automatic payment. Click the Confirm option. Cancel will return the user to the checkout screen and no payment action will be recorded. Remember that items that have options will present a pop-up menu for the user to complete. C. Auto pay will apply the value to the outstanding items as either Full Payment or Partial Payment to the total Auto Pay amount. D. Total Price Charge will reflect the amount entered for automatic payment E. Balanced Owed will be updated based on the automatic payment amount. Step 3: Select the Checkout option choosing the correct tender for the purchase. Step 4: Confirm the transaction and print the receipt. If required, see How to Process a Payment for further instructions on the Checkout process. KEV Group Inc. ~ 7 ~ School Cash Register Advanced Checkout Features

195 Waive All Similar to Pay All, the Payment Action will be set as Waived for all items selected. Step 1: From the Search screen, enter the student s name or student ID or Guardian Name, then select Search option or the Enter key. If more than one student has been found the selection window will appear below your search criteria. If only one student has been found, the system will continue to the Checkout Screen. Using your mouse, click on the appropriate checkbox for the student that wishes to make a payment, and then click on the Select option. Note: You can select more than student, which could be ideal for a family payment. Step 2: The Checkout Screen appears. A. Select the checkbox on the far left. KEV Group Inc. ~ 8 ~ School Cash Register Advanced Checkout Features

196 B. The system will automatically check all items displayed on the checkout screen. C. Click on the Waive All option. D. A warning message will appear indicating the number of items will be purchased. Select OK to proceed. Cancel will return the user to the checkout screen and no payment action will be recorded. E. If items have options, a pop-up message will appear for the user to complete during the Pay All process. Enter the values, then select Save Selection. KEV Group Inc. ~ 9 ~ School Cash Register Advanced Checkout Features

197 F. All items that were flagged in Step B will have a Payment Action equal to Waived Fee. G. The Total Price Charge will be updated to $0.00 for all the items that were waived. Step 3: Select the Checkout option choosing the correct tender (Cash) for the purchase. Step 4: Confirm the transaction and print the receipt. If required, see How to Process a Payment for further instructions on the Checkout process for Waived Items. Advanced Tip To undo a Pay All, Auto Pay or Waive All, (that has not been checked out/confirmed) select the option to return to the Main Menu (School Cash link). The following message will appear. Select OK to return to the Main Menu. Re-enter the School Cash Register and start the payment process again. KEV Group Inc. ~ 10 ~ School Cash Register Advanced Checkout Features

198 School Cash Register How to Process a Refund There are two areas that refunds can be administered: 1 Items purchased through School Cash Register 2 Items purchased through School Cash Online How to Process a Refund when items are purchased through School Cash Register Log into School Cash Accounting. Select the School Cash Register module. Step 1: From the Search screen, enter the student s name or student ID or Guardian Name, then select Search option or the Enter key. Note: You can enter part of a name or the full name. (ie Smith will search for all students with Smith within the name field or the full name Smith, Evan will search for the exact match and take you to the Checkout screen). If more than one student has been found the selection window will appear below your search criteria. If only one student has been found, the system will continue to the Checkout Screen. Using your mouse, click on the appropriate checkbox for the student that wishes to make a payment, and then click on the Select option. Note: You can select more than student, which could be ideal for a family payment. KEV Group Inc. ~ 1 ~ School Cash Register How to Process a Refund

199 Step 2: The Checkout Screen appears. A. Select the Refunds tab. B. All payments will display for the student that was selected. C. Select the item to be refunded, and enter the refund amount and the reason for this transaction. Note: The reason value will expand once the transaction has been saved. Refund Tips: 1. User can refund more than one item at the same time. The Total Refund amount will adjust as you continue to refund the items. 2. A partial refund can be entered. D. Once all the Refund Actions have been completed, select the type of tender that will be used to Checkout. Tender Type: Cash: Cash will be taken out of the cash drawer to refund the student Check: A check will be issued. This requires a separate transaction to be made in School Cash Accounting through the Issue Check module. Credit Card: A credit card swipe terminal is required (Does not connect to SCR) KEV Group Inc. ~ 2 ~ School Cash Register How to Process a Refund

200 Step 3: Confirm the transaction and print the receipt. The receipt displays the tender and the amount of the refund. The Refunds tab will refresh and display available items that can be refunded. KEV Group Inc. ~ 3 ~ School Cash Register How to Process a Refund

201 Frequently Asked Questions How do Cash Refunds reflect the Close Out? A. Total Cash collected equals $ B. Total Refunds for Cash equals $ C. Total Cash being deposited equals $ How do Check Refunds reflect the Close Out? A. Total Checks collected equals $ B. Total Refunds for Checks equals $ C. Total Checks being deposited equals $ KEV Group Inc. ~ 4 ~ School Cash Register How to Process a Refund

202 D. The $12.00 refund will be reflected when the user processes a check from the Issue Checks module. How do Credit Card Refunds reflect the Close Out? A. Total Credit Cards collected equals $ B. Total Refunds for Credit Cards equals $ C. Total Credit Cards recorded on the swipe terminal close out equals $ Note: The swipe terminal does not interact directly with the School Cash Register How does the Close Out report display the Refunds? A. Sales Activity listing the total refunds. KEV Group Inc. ~ 5 ~ School Cash Register How to Process a Refund

203 B. Refund Tender and Refund Summary by Item. C. Refund Summary by Student. KEV Group Inc. ~ 6 ~ School Cash Register How to Process a Refund

204 How to Process a Refund when items are purchased through the School Cash Online Log into School Cash Accounting. Select the School Cash Catalog module. Step 1: The View Items List is displayed. A. Select the Student Attachments tab. Step 2: Search for the student that requires the refund B. Enter First Name or Last Name or Student Number or Household (Guardian) Name. C. Click the Search button. KEV Group Inc. ~ 7 ~ School Cash Register How to Process a Refund

205 Step 3: Based on your search criteria, the student names will appear in the grid below. D. Select the Student that requires the refund from a purchase made through School Cash Online E. Select the Refund option F. Items that were purchased online will display. Click on the check box to the left of the item(s) that should be refunded. User can refund more than one item at the same time. G. Enter the Refund Amount. (Partial refunds can be entered). H. Enter the Reason for the Refund. I. Confirm the transaction by selecting the Refund option. If will then be asked to Confirm or Cancel the transaction. Step 4: The system will refund the student online. A Batch Report will be produced that will list the refund, along with a Direct Deposit on the Ledger that will reflect the refund. KEV Group Inc. ~ 8 ~ School Cash Register How to Process a Refund

206 How to Process a Refund for a group of students that purchased through the School Cash Online Sometimes it may be necessary to refund more than one student at a time. For example, when a field trip is cancelled. Log into School Cash Accounting. Select the School Cash Catalog module. Step 1: The View Items List is displayed. A. Select the Item to refund. B. Click the Refund option KEV Group Inc. ~ 9 ~ School Cash Register How to Process a Refund

207 Step 2: A listing of all students that have paid online will display. C. Select the checkbox for each student to be refunded. D. Enter the Refund Amount for each student to be refunded. E. Enter the Refund Reason for each student to be refunded (cut & paste). F. Click the Refund option. Please Note: While School Cash Catalog reports may reflect refunds immediately, the actual movement of funds will require a reasonable amount of processing time depending on the method of payment. Step 3: Confirmation screen will display. G. Click Confirm to process the refunds or Cancel to stop the refund process. KEV Group Inc. ~ 10 ~ School Cash Register How to Process a Refund

208

209 CASH CATALOGUE

210 School Cash Catalog How to Attach Students to an Item Step 1: Log into School Cash Accounting Step 2: Select the School Cash Catalog module Step 3: From the View Items screen, select/highlight the item that requires students to be attached. Selecting each item will display an information panel on the right side of the screen. Reference the Students Attached value to see how many students have been attached. For example, if zero is displayed, then this may be an item that you wish to attach the students. Step 4: Having selected/highlighted the item, select the Attach Option KEV Group Inc. ~ 1 ~ School Cash Catalog Attaching Students To Items

211 Step 5: The Student Attachment Screen will appear: Step 6: Select if the Item is Optional or Required to purchase. Optional gives the parent/student the option to purchase the item. Once the item expires, the parent/student will not see this item online to purchase. (for example, a yearbook) Required will indicate to the parent/student that are required to be purchased. Once the item expires, the parent/student will see this item online as Overdue. (for example, a registration fee) Step 7: Select the grouping of students that should have the opportunity to purchase the item. Grouping All Students Perfect for yearbooks, registration fees, lunch programs, etc. Grade Agendas only assigned for Grades 1 3, Graduation tickets only assigned to Grade 12, etc. Homeroom Only Homeroom 100, will be attending a field trip Group The user will be required to upload an Excel file that contains student information for a particular group, such as a choir, football team, debate team, etc. Individual Student Handpick which students should receive the item. (for example, parking tickets). Step 8: Once the type of grouping has been selected, you have the option to View the Selected Students or select the option to Attach Students Step 9: The system will return you to the View Items screen and it will then update the student attached information. The system will also publish the item to School Cash Online for parents to make a payment online. The item will also appear in School Cash Register for any in-school payments. KEV Group Inc. ~ 2 ~ School Cash Catalog Attaching Students To Items

212 School Cash Catalog How to Generate Reports The School Cash Catalog includes the following reports: 1. Item Attachment Report Perfect when you need a list of payments by item 2. Item Order Report Perfect when you want to know who bought what if the item has choices 3. Item Option Report Perfect when you want a summary of what choices have been purchased 4. Category Report Perfect when you want to know total revenue collected in a specific category 5. Student Balance Report Perfect when you need to know outstanding account balances 6. Batch Report Perfect for tracking online payment deposits and reconciliation To view these reports, from the School Cash Accounting Main Menu, select School Cash Catalog, then select the Reports tab. 1. Item Attachment Report Perfect when you need a list of payments by items! Use this report to share with Staff Features: A. Filter by School Year (defaults to the current school year) B. Select All Items or an Individual Item in your catalog C. Search by type of Attachment (Drop down is based on how the item was attached) D. Show items that are Fully Paid, Partially Paid, Waived, Refunded or Not Paid, Rejected (Online Payments only) E. Filter by Individual Student s Information, Grade, Homeroom, Course Section or Group F. Print report G. Export report to pdf, csv, Excel, or Rich Text Format Item Attachment Report Search Criteria KEV Group Inc. ~ 1 ~ School Cash Catalog How to Generate Reports

213 Example: How to find all students that have paid for an Item (Yearbook) Step 1: In the Reports tab, select the Item Attachment Report Step 2: Select the criteria for your report A. Year: Defaults to current school year Name of Item: From the drop down, select the item; Yearbook for this example Search by Attachment: Defaults to all attachments Show: Select Fully Paid B. Optional Filters No information entered C. Select the Generate option D. All students that have paid fully for the Item (Yearbook) display in the field below E. Select Print icon to print the report Item Attachment Report Screen Display for Fully Paid KEV Group Inc. ~ 2 ~ School Cash Catalog How to Generate Reports

214 Item Attachment Report Exhibit Fully Paid A. School Name, School Year, Item Name B. Report Name, Payment Status, amount of Records Found C. Report Data Student Info Student ID number, Last Name, First Name, Homeroom Total Item Fee Amount Paid Amount Paid To Date Waived Amount Waived To Date Refunded Amount Refunded To Date Owing Balance owing on an item if a full payment was not received Purchased Date the item was purchased Item Name Payments The Item Name will display, beneficial when selecting All Items Payment Tender and Date of Purchase for all payments made for the individual student and the item Types of Tenders Cash - receipted through School Cash Register Check receipted through School Cash Register Credit Card receipted through School Cash Register (3 rd party swipe terminal) echeck receipted through School Cash Online using an echeck Online - receipted through School Cash Online using a credit card D. Totals Item Attachment Report Print KEV Group Inc. ~ 3 ~ School Cash Catalog How to Generate Reports

215 How to find all students that have not paid for an Item (Yearbook) In the Item Attachment Report Screen: A. Year: Defaults to current school year Name of Item: From drop down, select the item; Yearbook Search by Attachment: No change, defaults to all attachments Show: Select Not Paid B. Optional Filters No information entered C. Select the Generate option D. All students that have not paid for the Item (Yearbook) displays in the field below E. Select Print icon to print the report Item Attachment Report Screen Display for Not Paid Item Attachment Exhibit Not Paid Differences between Fully Paid Report: - Paid - Displays $ Owing - Equals the Amount of the Total (Item Fee Amount) - Purchased - No date - Payments No payment information KEV Group Inc. ~ 4 ~ School Cash Catalog How to Generate Reports

216 2. Item Order Report Perfect when you want to know who bought what if the item has options! Use this report when you need to distribute their purchases. Features: A. Filter by School Year (defaults to the current school year) B. Select an Individual Item in your catalog C. Show items that are Fully Paid, Partially Paid, Waived, Refunded or Not Paid, Rejected (Online Payments only) D. Filter by Individual Student s Information, Grade, Homeroom, Course Section, Group, or By Attachment E. Print Report F. Export report to pdf, csv, Excel or Rich Text Format Item Order Report Search Criteria How to find all students that have paid for an Item that has options Step 1: In the Reports tab, select the Item Order Report Step 2: Select the criteria for your report A. Year: Defaults to current school year Name of Item: From the drop down menu, select the item (eg: Spirit Wear Hoodies) Show: Select Fully Paid B. Optional Filters No change C. Select the Generate option D. All students that have paid fully for the Item (eg: Spirit Wear - Hoodies) displays E. Select Print icon to print the report KEV Group Inc. ~ 5 ~ School Cash Catalog How to Generate Reports

217 Item Order Report Exhibit A. School Name, School Year, Item Name B. Report Name, Payment Status, Records Found C. Report Data Student Info Total Paid Waived Refunded Owing Purchased Options Payments D. Totals Item Order Report Screen Display for Fully Paid Student ID number, Last Name, First Name, Homeroom Item Fee Amount, inclusive of additional option amounts Amount Paid To Date Amount Waived To Date Amount Refunded To Date Balance owing on an item if a full payment was not received Date the item was purchased Options purchased (eg: Hoodies size Small, Medium, Large) Payment Tender and Date of Purchase for all payments made for the individual student and the item Item Order Report Print KEV Group Inc. ~ 6 ~ School Cash Catalog How to Generate Reports

218 3. Item Option Report Perfect when you want a summary of what choices have been purchased Use this report when you need to place your order Features: A. Filter by School Year (defaults to the current school year) B. Select All Items or an Individual Item in your catalog C. Filter by Individual Student s Information, Grade, Homeroom, Course Section, Group, or By Attachment D. Select the Generate option Note: This report will only display fully paid transactions Item Option Report Search Criteria How to find all options that have been purchased Step 1: In the Reports Tab, select the Item Option Report Step 3: Select the criteria for your report A. Year: Defaults to current school year B. Name of Item: From drop down, select the item (eg: Spirit Wear Hoodies) C. Student Filters No change D. Select the Generate option E. Item List with summary of paid Options and Choices F. Select Print icon to print the report KEV Group Inc. ~ 7 ~ School Cash Catalog How to Generate Reports

219 Item Option Report Screen Display for Fully Paid Options Selecting Page 2 will display the breakdown of the individuals that made the option purchases. Item Option Report Screen Display Summary of Purchasers KEV Group Inc. ~ 8 ~ School Cash Catalog How to Generate Reports

220 Item Option Report #1 Exhibit A. School Name, School Year B. Report Name C. Report Data Item Name Option Name Choice Name Choice Cost Quantity Item Name from Catalog Option Name for Purchaser Choices that the Purchaser ordered Displays additional cost if applicable Summary of amount purchased for the individual choices Item Option Report #2 Exhibit A. School Name, School Year B. Report Name C. Report Headers Item Name Option Name Choice Name Quantity D. Report Data Choice Name Choice Cost Student Info Quantity Item Option Report Print Report 1 Item Name from Catalog Option Name for Purchaser Choices that the Purchaser ordered Summary of amount purchased for the individual choices Listing of all choices Displays additional cost if applicable Student Name, Student #, Homeroom Quantity purchased by student Item Option Report Print Report 2 KEV Group Inc. ~ 9 ~ School Cash Catalog How to Generate Reports

221 4. Category Report Perfect when you want to know total revenue collected in a specific category! Features: A. Filter by School Cash Bank Account B. Filter by School Year (defaults to the current school year) C. Option to select a date range D. Select by All Categories, individual categories or category E. Selecting one category will display category detail report (drill down showing which students purchased the item F. Sort by Category Name or Category Number G. Print report H. Export report to pdf, csv, Excel, or Rich Text Format Category Report Search Criteria KEV Group Inc. ~ 10 ~ School Cash Catalog How to Generate Reports

222 How to find the total funds collected for one category (Yearbook) Step 1: In the Reports tab, select the Category Report Step 2: Select the criteria for your report A. SCN Bank Account: Select the appropriate Bank Account B. Year: Defaults to current school year C. Report Start/End Date Optional, if no date entered will find all payments for the school year selected. D. Category Filters: Select the individual category (Yearbook). Selecting one category will display the breakdown on all items assigned to that category. It will also include a drill down on the students that purchased the item E. Sort By: No change F. Select the Continue option G. Category Report will display all the items that have been assigned the category selected in (D) H. Select Print icon I. Click on the Item Name in the report Category Report Screen Display for Individual Category KEV Group Inc. ~ 11 ~ School Cash Catalog How to Generate Reports

223 Category Report Drill down by Item Name 5. Student Balance Report Perfect when you need to know outstanding student account balances Features: A. Find by Grade Select from drop down All Grades, or an Individual Grade B. Find by Homeroom Select from drop down All Homerooms or an Individual Homeroom C. Sort by Select Last, First Name or by Student Number D. First Name/Last Name Option to find an individual student or by family (Last name) E. Active Student Defaults to active students on the system, deselecting this checkbox will search for inactive students F. Year Option Defaults to All Years, option to select for the Current Year G. Item Option Defaults to All Items, option to select Required Items or Optional Items H. Print Report I. Export report to pdf, csv, Excel, or Rich Text Format Student Balance Report Search Criteria KEV Group Inc. ~ 12 ~ School Cash Catalog How to Generate Reports

224 How to find all graduating students that have an outstanding balance Step 1: In the Reports tab, select the Student Balance Report Step 2: Select the criteria for your report A. Find By Grade Select from drop-down the graduating class (Grade 12) B. Sorted by Defaults to Last, First Name C. Active Student No Change D. Year Option No Change All Years E. Item Option Select Required Items F. Select the Generate option G. Student Balance Report will display, showing all graduating (Grade 12) students that have an outstanding balance for required items H. Select Print icon Student Balance Report Graduating Class Owing Balances KEV Group Inc. ~ 13 ~ School Cash Catalog How to Generate Reports

225 6. Batch Report Perfect for tracking online payment deposits and reconciliation Features: A. Beneficiary Bank Account where the online funds have been deposited B. Report Options Defaults to All Details which includes the summary and details that make up the funds that were deposited C. Batch Number Auto-generated number that also includes the date of the deposit. This number is also referenced on the ledger under transaction number. The batch deposit is recorded as a Direct Deposit on the ledger. D. Print Report E. Export report to pdf, csv, Excel, or Rich Text Format F. Batch Report Search Criteria KEV Group Inc. ~ 14 ~ School Cash Catalog How to Generate Reports

226 How to find what makes up a Direct Deposit # 8401 for $ Step 1: In the Reports tab, select the Batch Report Step 2: Select the criteria for your report A. Beneficiary Should default to your school s bank account B. Report Options No change, defaults to All Details C. Batch Number Select the appropriate batch/direct deposit number (8401 8/31/2011) D. Select the Generate option E. Batch Report will display There are 3 reports: 1. General Ledger Summary: Displays the Category Information and the total amounts for each category. This would match what is recorded on the general ledger. 2. Item Summary: Displays the items that were purchased online with the total amounts for each item. 3. Student Summary: Displays the online student purchases. F. Select Print icon Batch Report General Ledger Summary Step 4: To view the second report (Item Summary) select the right arrow as noted below KEV Group Inc. ~ 15 ~ School Cash Catalog How to Generate Reports

227 Batch Report Item Summary Step 4: To view the third report (Student Summary) select the right arrow as noted below Batch Report Student Summary Selecting the Print icon will print all 3 reports at the same time KEV Group Inc. ~ 16 ~ School Cash Catalog How to Generate Reports

228 School Cash Catalog How to Reconcile Online Payments Step 1: Payments are made online and the funds are transferred directly into the school s bank account. Step 2: There are two ways to view these payments. The first, select the Ledger Inquire, select Search, under the Transaction Type, select Direct Deposits, select Perform Search. Search Criteria - Direct Deposits KEV Group Inc. ~ 1 ~ School Cash Catalog How to Reconcile Online Payments

229 Result of search criteria will display all Direct Deposits. The Transaction # is the Batch Number of the deposit. The second way to view online payments is generating a Batch Report. This can be found in the School Cash Catalog under the Reports tab. From the drop-down menu, locate the batch number or date. The system will default to All Details KEV Group Inc. ~ 2 ~ School Cash Catalog How to Reconcile Online Payments

230 When you select All Details there are 3 sections that will display. Section 1: Category Breakdown Section 2: Item/Fee Breakdown Note: Total amount equals total found on the ledger for the direct deposit Section 3: Purchase Breakdown Note: Total amount equals total found on the ledger for the direct deposit KEV Group Inc. ~ 3 ~ School Cash Catalog How to Reconcile Online Payments

231 Step 3: The direct deposit will also appear on the bank statement. Step 4: Monthly Reconciliation During the reconciliation process, search on the Direct Deposits and clear based on the bank statement. KEV Group Inc. ~ 4 ~ School Cash Catalog How to Reconcile Online Payments

232 Online Payment Refunds Batch Report If there is a refund completed in School Cash Catalog for an online payment, then the Batch Report will include an R in the number Online Payment Refunds Batch Report Details The amount will be displayed as a negative ( ) KEV Group Inc. ~ 5 ~ School Cash Catalog How to Reconcile Online Payments