t o Creat e an It em How t o Creat e an It em School Cash Regist er Close Out Cashdrawer

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1 t o Creat e an It em How t o Creat e an It em School Cash Regist er Close Out Cashdrawer Updat e: Oct ober 2013 Table of Contents 1 To Prepare for Cashdrawer Close Out Close Out Cashdrawer Step 1: Date Range Step 2: Date Range Step 3: Details Verification Step 4: Report Preview: Creating a Deposit for School Cash Register Funds... 12

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3 School Cash Register Close Out Cashdrawer School Cash Register allows the user to accept face-to-face payments for items that have been created and attached to students using School Cash Catalog. Payments can be tendered by: Cash Check Credit Card (school must have a swipe terminal) mywallet (mywallet must be created and replenished in School Cash Online) A Close Out is part of the regular use of School Cash Register. The School Cash Register Cashdrawer should be closed out on a regular basis as established by the district/board. The School Cash Register Close Out process will create: Close Out reports Deposit form for cash and checks in School Cash Accounting, Deposits/Receipts The Close Out reports list payment details for the Close Out date range. Page one of the Close Out Report summarizes the cash drawer activity for the selected date range. Summary information includes: Sales (Gross and Net), Waived and Refunds. Tenders are broken down by type and amount. Cash and Check Tender Summaries are also included in this section of the report. A dated signature line appears at the bottom of page one. The next section of the report will list payment details. Details are organized alphabetically by Item Name. Details include: Item Name, Student Name/ID Number who purchased the item, Tender, and Amount. The last section of the report Sales Activity Summary lists Student Name/ID Number, Item Name, Tender, Amount and Payment Date. The details are sorted alphabetically by Student Last Name. In addition the Close Out records any items that are either refunded or waived using School Cash Register. The School Cash Register Close Out process is four simple steps: 1. Sales Period (Start and End Date of current Cashdrawer activity) 2. Enter Value of Cash/Coin in Cashdrawer 3. Details Verification 4. Report Preview/Close Out 1 To Prepare for Cashdrawer Close Out Before the Close Out process is initiated the user should: Complete any current deposit/receipts in School Cash Accounting, Deposits/Receipts. All deposits should be posted to the ledger Count all cash (bills and coins) in the Cashdrawer Record the numbers of each bill and coin denomination. Eg.: The Cashdrawer contains $ in cash and coin. There are 5 - $20.00, 1 - $5.00, 10 - $1.00, 20 $0.25 NOTE: It is not necessary to count the checks in the Cashdrawer. Check details are automatically recorded during the payment process. KEV Group Inc. ~ 3 ~ School Cash Register Close Out Cashdrawer (10/13)

4 2 Close Out Cashdrawer Before initiating the Close Out process, be sure that all current Deposit/Receipts have been posted to the Ledger. Count the bills and coins in the Cashdrawer. Make a note of the denomination and number. To initiate School Cash Register, Close Out: From Main Menu, My School Store group: 1. Click School Cash Register 2. Close Student Search window 3. Click Close Out tab NOTE: Step 1 Sales Period window will open automatically KEV Group Inc. ~ 4 ~ School Cash Register Close Out Cashdrawer (10/13)

5 2.1 Step 1: Date Range The Sales Period Start Date represents the date of the first Cashdrawer activity since the last Close Out. The End Date represents the time and date the current Close Out was initiated. It is not possible to edit this information. NOTE: The Close Out process can be cancelled at any time by clicking Cancel warning dialog box and OK in the School Cash Register Close Out Wizard Cancel Close Out Warning - Display School Cash Register Close Out Wizard Step 1 - Display Features: A. Description Describes Step 1 of the Close Out Wizard and outlines any necessary actions on the part of the user Each of the four steps of the Close Out Wizard will be described at the top of the window B. Sales Period: Sales Period: Start Date represents the first date of Cashdrawer activity after the last Close Out, End Date represents the date when the Close Out process was initiated (User clicked Close Out tab in School Cash Register) To Complete Step 1: 1. Click Continue to move to Step 2 of the Close Out Wizard KEV Group Inc. ~ 5 ~ School Cash Register Close Out Cashdrawer (10/13)

6 2.2 Step 2: Date Range School Cash Register Close Out Wizard Step 2 - Display Features: A. Sales Period: Sales Period: represents the information from Step 1 B. Description: Describes Step 2 of the Close Out Wizard and outlines any necessary actions on the part of the user C. Cash in Drawer: Enter the total value of all cash (bills and coin) in the Cashdrawer D. Cash to leave in Drawer: Enter the amount that is left in the Cashdrawer as a change float E. Cash Deposit Balance: This value represents Cash in Drawer minus Cash to leave in Drawer (C-D=E). This calculation is automatic To Complete Step 2: 1. Enter the total value of Cash and Coins in the cash drawer. NOTE: Do not include the value of any checks, credit card, or mywallet transactions. 2. Click Continue to move to Step 3 of the Close Out Wizard KEV Group Inc. ~ 6 ~ School Cash Register Close Out Cashdrawer (10/13)

7 2.3 Step 3: Details Verification School Cash Register Close Out Wizard Step 3 - Display Features: A. Sales Period: Sales Period: represents the information from Step 1 B. Description: Describes Step 3 of the Close Out Wizard and outlines any necessary actions on the part of the user C. Net Sales: Displays Net Sales for the Sales Period. This value represents the Gross Sales, minus and Waived or Refund transactions. The Net Sales calculation is automatic D. Sales Summary: Displays Taxable Sales Summary details NOTE: Taxable Sales Summary details is future functionality E. Sales Payment Summary: Displays Sales/Refunds broken down by Tender Type (Cash, Checks and Credit Cards) F. Actual Payment Summary: Displays Total Payments (Sales-Refunds) broken down by Tender Type NOTE: Cash value displayed here is the value that was entered in Step 2 of the Close Out Wizard Actual Payment Summary Details: Click Details drill down to view Detailed Sales Summary. Displays sales by KEV Group Inc. ~ 7 ~ School Cash Register Close Out Cashdrawer (10/13)

8 Tender Type, Refunds, Waives, Itemized Check Details are included in the Details Drill Down G. Over/Under: In order to balance the Close Out, Over/Under values should be zero ($0.00) If a balance remains, that cannot be resolved, a Comment explaining the difference will have to be entered before the Close Out can continue NOTE: A over/under category must be established in School Cash Accounting, Category (Chart of Accounts) in order for any over/under values to be correctly recorded. H. Close Out Comment: A comment must be entered if the Close Out does not balance (Over/Under $0.00) School Cash Register Close Out Wizard Step 3 Detail Summary - Display To Complete Step 3: 1. Review Actual Payment Summary Details if necessary, by clicking Details 2. Click Close to close the Detail Summary window 3. Click Continue to move to Step 4 of the Close Out Wizard Tip: If the Close Out does not balance, the Actual Payment Summary Details can be used to verify that all checks that have been received are listed in the Details display. It is possible that the tender may have been selected incorrectly, i.e. a cash tender type was selected instead of check or visa/versa. If such a discrepancy has occurred, please cancel the Close Out and make any necessary modifications. Please see the School Cash Register How to Modify a Transaction document for further information. KEV Group Inc. ~ 8 ~ School Cash Register Close Out Cashdrawer (10/13)

9 Step 4: Report Preview: Before finalizing the Close Out Wizard, all Close Out reports should be reviewed by using the Report Preview option. Clicking Continue in Step 4 will finalize the Close Out. Features: School Cash Register Close Out Step 4 Report Preview Display A. Sales Period: Represents the information from Step 1 B. Description: Describes Step 4 of the Close Out Wizard and outlines any necessary actions on the part of the user Report Preview: Allows the user to preview the Close Out reports. Reports should be previewed to verify the accuracy of the cash drawer transactions. It is especially important to review tender types at this time. After clicking Close Out, the close out action cannot be reversed. To Complete Step 4: 1. Click Report Preview to verify Close Out details To Print the Selected Reports: 1. Click Print icon on the report toolbar 2. Click OK in the printer dialog box 3. After printing is completed, Close the Adobe window 2. After Close Out details have been reviewed, click Close Out to finalize Close Out 3. Click OK in the warning dialog box NOTE: Close Out cannot be undone. Close Out reports will generate. KEV Group Inc. ~ 9 ~ School Cash Register Close Out Cashdrawer (10/13)

10 4. Print Close Out reports School Cash Register Close Out Report Page 1 - Exhibit KEV Group Inc. ~ 10 ~ School Cash Register Close Out Cashdrawer (10/13)

11 School Cash Register Close Out Report Sales Activity Summary by Item (sorted alphabetically by Item Name) Exhibit KEV Group Inc. ~ 11 ~ School Cash Register Close Out Cashdrawer (10/13)

12 School Cash Register Close Out Report Sales Activity Summary by Student (sorted alphabetically by Student Last Name) - Exhibit 3 Creating a Deposit for School Cash Register Funds A deposit form will automatically be created at the end of the School Cash Register Close Out. It will be necessary to balance the deposit form by entering the details of the bills and coin that were recorded during the initial Close Out preparation. All cash and checks that were recorded as payments in School Cash Register are automatically itemized in the deposit form. The total cash amount that was recorded in School Cash Register is automatically posted to the deposit form. Any credit card transactions created using School Cash Register need to be added to the Ledger manually. The categories amounts associated with each item purchased in School Cash Register are recorded on the deposit form. The date range of the close out (from Step 1) is listed in the Reason column. All category details, and reason will be recorded in the Ledger, once the deposit has been posted. KEV Group Inc. ~ 12 ~ School Cash Register Close Out Cashdrawer (10/13)

13 To Create the Deposit: Deposit form will be generated in Income Activities group, Deposit/Receipts. The deposit form will open automatically. To Balance Deposit: 1. Enter the cash/coin details that were recorded at the beginning of the Close Out process. The cash and checks are itemized automatically. The Deposit/Receipt form must balance. 2. Complete the regular deposit process by printing any necessary deposit reports 3. Add the deposit to the Ledger Any credit card transactions that have been created using School Cash Register will need to be posted to the Ledger manually. NOTE: It is very important that all deposit forms that have been created using School Cash Accounting be posted to the Ledger prior to conducting the School Cash Register Close Out. The deposit form that has been created by the School Cash Register process is the only deposit form that can been processed at this time. KEV Group Inc. ~ 13 ~ School Cash Register Close Out Cashdrawer (10/13)