Overview

Set up and use a Cashbox in SchoolCash Accounting to track cash on hand, cash reimbursements, and related categories.  This guide covers creating the Cashfloat umbrella and Cash Advance category, opening and funding the cashbox, recording payouts, and printing reports.


Before you begin


  • You need access to Category (Chart of Accounts) and Change Funds - Cashbox.
  • A District Administrator may need to enable edits or the Cashbox module.


Steps

  1. From the Main Menu, go to My School Information and select Category (Chart of Accounts).
  2. Create the umbrella.
    • Open the Category Umbrella tab.
    • If Cashfloat is not listed, add a new umbrella and set the Umbrella Type to Cashfloat.
    • If you cannot access the Category Umbrella tab, contact your District Administrator.
  3. Create the category.
    • Open the List View tab and select Insert Row.
    • In Category Name, enter Cash Advance.
    • Enter a unique Category Number.
    • Select the Cashfloat umbrella.
    • Select Save.
  4. Create the cashbox record.
    • From the Main Menu, go to Expense > Change Funds - Cashbox.
    • Select Cashbox Maintenance.
    • Select Insert Row.
    • Enter a Cashbox Name, such as Office Cashbox.
    • Select Save.
  5. Fund the cashbox with cash in.
    • Go to Issue Checks and issue a check to the person responsible for the cashbox.
    • In Re:, enter For deposit to the cashbox.
    • Charge the Cash Advance category.
    • After the check is cashed, return to Change Funds - Cashbox.
    • Select the cashbox and select Open Selected Cashbox.
    • Select Cash In.
    • Complete the fields and select Continue.
  6. Record a payout with cash out.
    • In Change Funds - Cashbox, select Cash Out.
    • Enter the Date.
    • Select the expense Category.
    • Enter the Supplier Name or staff member.
    • Enter an optional Receipt #.
    • Enter the Reason.
    • Enter the Amount.
    • Add Tax, if applicable.
    • Select Continue.
  7. Print cashbox reports.
    • From Change Funds - Cashbox, open the Cashbox Menu and select Print.
    • Choose Detailed Transaction Report or Summary Report.
    • Print or save the report as needed.

Outcome

Your cashbox is created and funded. You can record cash reimbursements and view the current balance, total deposits, and total draws at the top of the Cashbox screen.


Troubleshooting

  • You cannot add the Cashfloat umbrella or Cash Advance category - Ask a District Administrator to enable edits or add them for you.
  • The cashbox balance is low - Repeat the funding steps by issuing another check to the custodian and recording a new Cash In.
  • Year-end handling is required - At year end, re-deposit any remaining cash to the Cash Advance category and complete normal reconciliation and rollover tasks.