TABLE OF CONTENTS
- Table of Contents
- Program Maintenance
- A. Create a New Bank Account
- B. Year-End Rollover Procedure
- C. Year-End Rollover Checklist
- D. Year-End Rollover Automation
- E. Edit Student Names
- F. Merge Student Data
- G. Supplier Maintenance
- H. Table Maintenance
- I. Auditor Menu
- J. Ledger History (Reports)
- K. Accounting Setting
- Table Maintenance
- Lookup Table Maintenance
- The Basic Icons
- Where to Next?
Program Maintenance
The SchoolCash Management (SCA) allows District Users to customize the software to meet the needs of their policies, procedures, and state reporting.
Go to: Main Menu > Program Maintenance
A. Create a New Bank Account
Go to: Main Menu > Program Maintenance > Create New Bank Account
There are 5 steps in creating a new bank account:
- Enter the banking information.
- Enter the chart of accounts.
- Enter any outstanding checks/deposits.
- Enter opening balances for all categories – total sum of category balances MUST equal opening bank balance.
- Enter school demographics.
B. Year-End Rollover Procedure
Go to: Main Menu > Program Maintenance > Year-End Rollover Procedure
Selecting Continue starts the rollover. A warning message appears if the bank account is not set to roll over. It directs the user to the Year-End Rollover Checklist.
C. Year-End Rollover Checklist
Go to: Main Menu > Program Maintenance > Year-End Rollover Checklist
Outstanding housekeeping tasks must be completed to roll over the school year.
D. Year-End Rollover Automation
Go to: Main Menu > Program Maintenance > Year-End Rollover Automation
District users are presented with a list of bank accounts and their status: Not Ready to Rollover or Ready to Rollover. Bank accounts that are ready to roll over can be rolled over individually or for all bank accounts.
E. Edit Student Names
Go to: Main Menu > Program Maintenance > Edit Student Names
When using SchoolCash Online, and a new student registers for the next school year, this student are not a part of the nightly upload because they are not attending currently.
Adding the student in Student Maintenance allows the user to attach items to the student that is currently not attending but intends to in the future (“Pre-reg” students).
Note: Districts can send a Pre-Reg file to upload.
F. Merge Student Data
Go to: Main Menu > Program Maintenance > Merge Student Data
When students are added "on-the-fly" and the system receives a new SIS upload, students can be merged/assigned to their SIS student number.
G. Supplier Maintenance
Go to: Main Menu > Program Maintenance > Supplier Maintenance
Access the Supplier Maintenance to Add, Change, or View suppliers.
H. Table Maintenance
Go to: Main Menu > Program Maintenance > Table Maintenance
Provides additional access to functional aspects of SCA.
I. Auditor Menu
Go to: Main Menu > Program Maintenance > Auditor Menu
- Undo Last Reconcile: Undo Sign Off or Undo Reconcile
- Undo Last Year-End Rollover: Reset the rollover to the fiscal year shown.
- Change First Reconcile Month: Can only be done if a month has not been reconciled.
- Reset GL Claim: Resets any Petty Cash submission for that period.
- GST Reset: Resets and Tax transactions for that period.
Audit tool filter:
Audit Tool Report:
J. Ledger History (Reports)
Go to: Main Menu > Program Maintenance > Ledger History Reports
Links to Standard Year-End Reports.
K. Accounting Setting
Go to: Main Menu > Program Maintenance > Accounting Setting
Table Maintenance
A. Board Maintenance
B. School Maintenance
C. School Catalog Maintenance
D. School Register Maintenance
E. User Management
F. Role Definitions
SchoolCash District Instructions:
Go to: Main Menu > Program Maintenance > Table Maintenance > Security Maintenance
The SchoolCash Management (SCA) offers many access levels based on the role/responsibility of the user:
| Role ID | Role Name | Access |
|---|---|---|
| District 100 | District 100 | Has access to all schools and all bank accounts, all modules within SchoolCash Suite, Program Maintenance including User Maintenance. |
| Auditor 100 | Auditor 100 | Has access to all schools and all bank accounts, if granted. Can make modifications to the ledger. No access to User Maintenance. |
| Bookkeeper 100 | Bookkeeper 100 | Has access to a specific school and school-related bank accounts only. Includes data entry modules, reports, and reconciliation. |
| Principal 100 | Principal 100 | Access to View, but not edit accounting modules, including reports. Access to SCC (Create items, attach students, reports). |
| Cashier 100 | Cashier 100 | Access to deposits, checks YTD, View Ledger transactions, and reports. |
| Teacher 100 | Teacher 100 | Access to SchoolCash Express and/or SchoolCash Collections. |
| Teacher 200 | Teacher 200 | View Only - Teacher Module Access |
| Teacher 300 | Teacher 300 | SCC Reprts-Only - Teacher-Access |
| Other Roles that have not been converted, but available | ||
| 300 | Deposit Only | Access to Deposit/Receipts, cannot add to Ledger Inquire. |
| 330 | Receipting Only | Access to SchoolCash Catalog, SchoolCash Register, Deposits, Reports. |
| 350 | Expense Activities Only | Access to issue checks, ledger, reports. |
| 360 | Cashbox Only | Access to Change Fund – Cashbox and reports. |
| 500 | Read Only | Access only view ledger and school reports. |
| 510 | View Only | |
| 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.
G. User Roles (Catalog/Register)
This option is now a part of User Management.
H. Lookup Table Maintenance
I. Login Tracking Report
J. Exception Report
K. Application Defaults
Lookup Table Maintenance
A. Banks
B. Bank Accounts
C. Categories
D. Memo
E. Currency Presentation & Styles
The Basic Icons
