Introduction


This article provides comprehensive instructions for performing various tasks within the School Cash Accounting (SCA) system, including creating bank accounts, managing year-end rollovers, editing student data, and maintaining program settings. These guidelines ensure that District Users can customize the software to meet their specific policies, procedures, and state reporting requirements.


Table of Contents

Program Maintenance


The School Cash Accounting (SCA) system allows District Users to customize the software to meet the needs of their policies, procedures, and state reporting.

Access to the Program Maintenance is part of our Security Maintenance. See Page 16 for further information on access levels.


Main Menu > Program Maintenance >


Create a New Bank Account


Main Menu > Program Maintenance > Create New Bank Account


There are 5 steps in creating a new bank account:

  1. Enter the banking information.

  2. Enter the chart of accounts.

  3. Enter any outstanding checks/deposits.

  4. Enter opening balances for all categories—total sum of category balances MUST equal opening bank balance.

  5. Enter school demographics.

Year-End Rollover Procedure


Main Menu > Program Maintenance > Year-End Rollover Procedure


Selecting "Continue" starts the rollover. A warning message will appear if the bank account is not set to rollover, directing the user to the Year-End Rollover Checklist.

Year-End Rollover Checklist


Main Menu > Program Maintenance > Year-End Rollover Checklist


Outstanding housekeeping tasks must be completed before rolling over the school year.

Year-End Rollover Automation


Main Menu > Program Maintenance > Year-End Rollover Automation


District users are presented with a list of the bank accounts and their status, "Not Ready to Rollover" or "Ready to Rollover." Bank accounts that are ready to rollover can be rolled over individually or all at once.

Edit Student Names


Main Menu > Program Maintenance > Edit Student Names


When using School Cash Online, a newly registered student for the next school year will not be part of the nightly upload because they are not currently attending. Adding the student in Student Maintenance allows the user to attach items to the student who is currently not attending but will be in the future. These are known as “Pre-reg” students.


Note: Districts can send a Pre-Reg file to upload.

Merge Student Data


Main Menu > Program Maintenance > Merge Student Data


Supplier Maintenance


Main Menu > Program Maintenance > Supplier Maintenance


Table Maintenance


Main Menu > Program Maintenance > Table Maintenance


Auditor Menu


Main Menu > Program Maintenance > Auditor Menu


Reset Information

  1. Undo Last Reconcile: Undo Sign Off or Undo Reconcile.

  2. Undo Last Year-End Rollover: Reset the rollover to the fiscal year shown.

  3. Change First Reconcile Month: Can only be done if a month has not been reconciled.

  4. Reset GL Claim: Resets any Petty Cash submission for that period.

  5. GST Reset: Resets any Tax transactions for that period.

Ledger History (Reports)


Main Menu > Program Maintenance > Ledger History (Reports)

Accounting Setting


Main Menu > Program Maintenance > Accounting Setting


Table Maintenance


  1. Board Maintenance: Demographics / Reconciliation Report Set-up.

  2. School Maintenance: Demographics Set-up.

  3. School Cash Catalog Maintenance: Set up catalog years.

  4. School Cash Register Maintenance: Set-up Cash Drawers.

  5. User Maintenance: Set-up School Cash Accounting users/reset password.

  6. Security Maintenance: Access Levels.

  7. User Roles: Set-up School Cash Catalog/Register users.

  8. Lookup Table Maintenance: Further set-up options for School Cash Accounting.

  9. Login Tracking Report: Report Status on Login activity.

  10. Exception Report: Report error messages.

  11. Application Defaults: Additional set-up data.

  12. Program Maintenance: Navigates to Program Maintenance.

  13. Main Menu: Navigates to Main Menu.

Board Maintenance

Main Menu > Program Maintenance > Table Maintenance > Board Maintenance


School Maintenance


Main Menu > Program Maintenance > Table Maintenance > School Maintenance


School Catalog Maintenance


Main Menu > Program Maintenance > Table Maintenance > School Cash Catalog Maintenance


School Register Maintenance


Main Menu > Program Maintenance > Table Maintenance > School Cash Register Maintenance


User Maintenance


Main Menu > Program Maintenance > Table Maintenance > User Maintenance


Security Maintenance


Main Menu > Program Maintenance > Table Maintenance > Security Maintenance

The School Cash Accounting (SCA) offers many access levels based on the role/responsibility of the user.

Level

Name

Access

1

System Administrator

Has access to all schools and all bank accounts, all modules within School Cash Suite, Program Maintenance including User Maintenance.

100

Auditor

Has access to all schools and all bank accounts, if granted. Can make modifications to the ledger. No access to User Maintenance.

200

Standard User

Has access to a specific school and school-related bank accounts only. Includes data entry modules, reports, and reconciliation.

300

Data Entry

Does not have access to system maintenance, table maintenance, auditor module, and cannot post to the ledger.

310

Cashier

Access to deposits, checks YTD, View Ledger transactions, and reports.

320

Deposit Only

Access only to Deposits Module, cannot post to the ledger.

330

Receipting Only

Access to School Cash Catalog, School Cash Register, Deposits, and Reports.

350

Expense Activities Only

Access to issue checks, ledger, and reports.

360

Cashbox Only

Access to Change Fund – Cashbox and reports.

500

Read Only

Access only to view ledger and school reports.

510

View Only

Access to view, but not edit accounting modules, including reports.

515

District Read Only

District Level access to view ledger transactions, school reports, and district reports for any school or bank account assigned to them.

520

District View Only

Access to view modules and School and District Level Reports.

  • KEV offers Active Directory setup/access at an additional cost.

User Roles (Catalog/Register)


Main Menu > Program Maintenance > Table Maintenance > User Roles


Lookup Table Maintenance


Main Menu > Program Maintenance > Table Maintenance > Lookup Table Maintenance


Login Tracking Report


Main Menu > Program Maintenance > Table Maintenance > Login Tracking Report


Exception Report


Main Menu > Program Maintenance > Table Maintenance > Exception Report


Application Defaults


Main Menu > Program Maintenance > Table Maintenance > Application Defaults


Lookup Table Maintenance



  1. Banks: Maintenance of Commercial Bank (Names).

  2. Bank Accounts: Maintenance of School Cash Bank Accounts.

  3. Categories: Chart of Accounts / GL Name Umbrella*.

  4. Memo: Maintenance of Memo data*.

  5. Currency Presentation & Styles: Additional set-up features.

  6. Table Maintenance: Navigates to Table Maintenance.

  7. Main Menu: Navigates to Main Menu.

Banks


Main Menu > Program Maintenance > Table Maintenance > Lookup Table Maintenance > Banks

Bank Accounts


Main Menu > Program Maintenance > Table Maintenance > Lookup Table Maintenance > Bank Accounts

Categories


Main Menu > Program Maintenance > Table Maintenance > Lookup Table Maintenance > Categories


Additional Reporting > GL Umbrellas

*List is based on the School / Bank Account that the User is logged into.

Memo


Main Menu > Program Maintenance > Table Maintenance > Lookup Table Maintenance > Memo


* List is based on the School / Bank Account that the User is logged into.

Currency Presentation & Styles


Main Menu > Program Maintenance > Table Maintenance > Lookup Table Maintenance > Currency Presentation & Styles

  1. Coins: Displays the coin denomination in Deposits/Receipts.

  2. Bills: Displays the bill denomination in Deposits/Receipts.

  3. Localizations: List of current localizations (US, Canada, Canada FR).

  4. User Positions: List of User Positions (Principal, Bookkeeper, Finance, etc.).

  5. Category Umbrella Types: List of Umbrella Types and Descriptions for reporting purposes.

  6. Board Resources: Renaming of GL Department / GL Name labels.

Where to next?