Overview

Use transfers to move money between categories in SchoolCash Accounting without changing the bank balance. Transfer entries are not included in year-end revenue and expense reports.  This article covers creating, reviewing, printing, and reversing transfers.


Before you begin



  • Confirm the From Category has sufficient available funds on the date of the transfer (recommended).
  • Enter a clear Reason for every transfer. This displays on reports and is a good audit trail.

Steps

  1. From the Main Menu, go to General  > Transfer Entries.  Then select Transfer Money Within One Bank Account to Different Categories.
  2. On the transfer form, update the following if applicable:
    • Date - Posting date of the transfer.
    • Attach Files - Attach transfer request forms/approvals, if required.
  3. Select categories and amount:
    • From Category - The category the funds are to be debited from.
    • To Category - The category receiving the funds (credited to).
    • Amount - The amount of the funds to transfer. The system posts an equal debit and credit at the category level.
  4. Enter the Reason:
    • Enter the reason for the transfer.  Ensure that it is detailed, such as "Transfer from X Category to Y Category - Fundraiser is complete"
  5. Print or export the transfer:
    • Click Print and select a report Print Transfer. 
    • Select Print then Print Transfer Notice to print a notification for teachers/sponsors.
    • Print or save as PDF.
  6. Click Add To Ledger. The transfer posts to the Ledger Inquire screen.
  7. Verify the transfer:
    • Ledger Inquire will display the transfer with date, transfer number, from and to categories, amount, and reason.
    • The transfer will automatically be reconciled and Yes will display in the Clear column.
  8. Modify a transfer (Note:Only district administrators are able to modify a transfer):
    • In Ledger Inquire, Search for the transfer, select the record and choose Modify.
    • Update applicable fields and enter a Reason for the modification, then click Save.
    • If a transfer is locked by period close or reconciliation, enter a reversing transfer and re-post correctly.
  9. Reverse a transfer:
    • Create a new transfer with the From Category and To Category reversed for the same amount.
    • Use a clear Reason such as “Reversal of transfer #XX - incorrect amount and categories.”
  10. Document approvals if required:
    • If your district requires sign-off, choose Print Transfer and obtain approval according to school/district policy.

Outcome

The ledger shows an equal decrease in the From Category and increase in the To Category on the selected date. Bank balance does not change. Transfer details appear on category reports and in Ledger Inquire with the recorded Reason and Memo, if used.

Troubleshooting

  • Balance warning appears - The From Category does not have enough available balance. Verify available funds in the From category.
  • Transfer missing from Ledger Inquire screen - Use Search with a broader date range or filter by Category or Amount. Click Find All to reset filters.
  • Cannot modify - Only district administrators are able to modify transfers.

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