How to Document a Transfer of Funds in School Cash
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- Matilda Whitehead
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1 How to Document a Transfer of Funds in School Cash The purpose of these work instructions are to provide guidance on recording a Transfer of Funds in School Cash. The guidance within these work instructions cover the following scenarios: o Transfer within the same activity fund type (461 to 461 or 865 to 865) o Transfer between different activity fund types (461 to 865 or 865 to 461) o Transfer between activity funds and general fund (461 to 199 or 199 to 865) Completing this process will further assist in maintaining a true and more accurate account balances in School Cash. Transfer within the Same Activity Account types; IE: 461 to Complete the electronic Transfer of Funds process via the efinance form and submit to Finance. This process remains unchanged. 2. Ensure that you are in the correct activity bank account (public or agency) and Open Ledger Inquire from the Main Menu to open your ledger: 3. This will produce your School Cash Ledger. You will be adding two transactions to the Ledger. The first is a Debit Memo to move the funds from the first activity. The second will be a Credit Memo to move the funds into the second activity. Use the Add a Line button to enter these transactions:
2 4. Once this button is clicked, the Ledger will generate a new line for you to complete. It will appear as: 5. Enter the first transaction, the Debit Memo, using the information below. This will be b. Category: Category the money is transferring from c. Type: DebitMemo f. Debit: Amount being Transferred g. Credit: Leave Blank 6. Enter the second transaction, the Credit Memo, using the information below. This will be b. Category: Category the money is transferring to c. Type: CreditMemo f. Debit: Leave Blank g. Credit: Amount being Transferred 7. You may confirm the money has been entered correctly by reviewing the transactions:
3 Transfer within different Activity Account types; IE: 461 to 865 or 865 to Complete the electronic Transfer of Funds process, or complete the Transfer of Funds process form and submit to Finance. This process remains unchanged. 2. Ensure that you are in the correct activity bank account (public or agency) and Open Ledger Inquire from the Main Menu to open your ledger: 3. This will produce your ledger. You will be adding two transactions to the Ledger. The first is a Debit Memo to move the funds from the first activity. The second will be a Credit Memo to move the funds into the second activity. Use the Add a Line button to enter these transactions: 4. Once this button is clicked, the Ledger will generate a new line for you to complete. It will appear as:
4 5. Enter the first transaction, the Debit Memo, using the information below. This will be b. Category: Category the money is transferring from c. Type: DebitMemo f. Debit: Amount being Transferred g. Credit: Leave Blank 6. Once the transaction is saved, change your account from Agency to Public, or Public to Agency to ensure the transaction is posted in the correct account. 7. Enter the second transaction, the Credit Memo, using the information below. This will be b. Category: Category the money is transferring to c. Type: CreditMemo f. Debit: Leave Blank g. Credit: Amount being Transferred You may confirm the money has been entered correctly by reviewing the transactions in each of their respective accounts.
5 Transfer between Activity Funds and General Fund; IE: 461 to 199 or 199 to Complete the Transfer of Funds process via the paper Transfer of Funds form and submit to Finance. This process remains unchanged. 2. Ensure that you are in the correct activity bank account (public or agency) and Open Ledger Inquire from the Main Menu to open your ledger: 3. This will produce your ledger. You will be adding ONLY ONE transaction to the Ledger. It will be a Debit Memo if funds are moving from an activity account. This transaction will be a Credit Memo if funds are moving into the activity account. Use the Add a Line button to enter these transactions: 4. Once this button is clicked, the Ledger will generate a new line for you to complete. It will appear as:
6 5. If funds are moving from the activity account, enter a Debit Memo using the information below. This will be b. Category: Category where the money is transferring from c. Type: DebitMemo f. Debit: Amount being Transferred g. Credit: Leave Blank 6. If funds are moving into the activity account, enter a Credit Memo using the information below. This will be b. Category: Category the money is transferring to c. Type: CreditMemo f. Debit: Leave Blank g. Credit: Amount being Transferred
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