Managing POS devices just got easier. District users and school administrators can now assign and pair devices directly, without needing help from KEV support or implementation teams. This feature empowers users to efficiently handle device management within their Districts, streamlining the setup process.

TABLE OF CONTENTS

• Overview of Point of Sale Device Management
• Adding a New Device to Point of Sale Management
• Changing Device Assignment to Another School
• Pairing a Device with a Cash Drawer
• Closing a Batch on the POS Device
• The Close Batch feature allows district users to view devices with unsettled transactions and manually close batches for those devices.The regular daily Close Out will occur as scheduled. The manual Close Batch feature is a backup option if the POS device was not connected at the time of or was turned off at the previously scheduled Close Out.
  • Identifying Unsettled Transactions
  • Closing a Batch Manually
  • Batch Closure Results
    • Successful Batch Closure
    • Unsuccessful Batch Closure
  • Verifying Settlement Completion
• Deleting a Device from Point of Sale Management
• Export a Device List
• Import a Device List
  • Creating the Import Device List File 
  • Importing the Import Device List File into Point of Sale Management
  • Successful Import
  • Failed Import

Overview of Point of Sale Device Management

The Device Management feature is available on the main landing page, allowing District users to view all devices assigned within the District. Users can add or update information for each device, including:

• Device Serial Number
• Device Name (optional)
• School
• Cash Drawer (optional)
• Device Model
• Device ID

Adding a New Device to Point of Sale Management

1. Click on  POINT OF SALE in the left side navigation bar,
   
   
    
2. Within the Point of Sale Management module, click on + NEW POS DEVICE to open the dialog box for enrolling a device.
   
   
    
3. In the dialog box, enter the device serial number, select a school from the School dropdown, select a cash drawer from the Cash Drawer dropdown (optional), enter a Device Name (optional), and update the device model if needed (PAX A920PRO is selected by default). Click Add to finish adding the device to a school.
   
   
   Note: The serial number is located on the back of the device. For more information on where to locate the device’s serial number and other device information, see SchoolCash POS Device Overview.

   Changing Device Assignment to Another School

   1. From the Main Menu of SchoolCash Accounting, select Point of Sale from the left menu bar.
      
      
       
      
      
   2. Find the row for the specific device, click the three dots in the Details column, and then select Edit. A new dialog box opens.
      
      
   3. Use the school dropdown to choose a new school to pair the device with. Press Save to confirm the change.
      
      

      Note: When you change the school assignment, the cash drawer pairing remains linked to the original school until you manually update it in the system.

      Pairing a Device with a Cash Drawer

      1. In Point of Sale Management, locate the device to pair with a cash drawer and click the three dots in the Details column.
         
         
          
      2. Select Edit.
         
         
          
      3. Select a school from the dropdown menu. Once a school is selected, the Cash Drawer field becomes editable. Choose an available cash drawer for the device.
         
         
          
      4. If you do not wish to assign a cash drawer, select N/A to save the device without any cash drawer pairing.
         
         
          
      5. To unassign a cash drawer, click the X next to the selected drawer name.
         
         
         
      6. Click Save to complete the pairing process.

Closing a Batch on the POS Device

The Close Batch feature allows district users to view devices with unsettled transactions and manually close batches for those devices.

The regular daily Close Out will occur as scheduled. The manual Close Batch feature is a backup option if the POS device was not connected at the time of or was turned off at the previously scheduled Close Out.

Identifying Unsettled Transactions

If at least one device has unsettled transactions, a warning message, Some of your devices have unsettled transactions, appears under the Manage Devices section in the Point of Sale Management module.

Devices with unsettled transactions display a warning message in the Status column, showing the number and total amount of unsettled transactions.

A CLOSE BATCH option appears in the same row, allowing manual closure of unsettled transactions.

Closing a Batch Manually

1. Click CLOSE BATCH next to the device with unsettled transactions.
2. A confirmation pop-up appears.
3. Click YES to start the Close Batch process, or CANCEL to exit without making changes.
   
   

Batch Closure Results

Successful Batch Closure

If the batch is successfully closed, a confirmation message appears in green at the top of the screen. The device row will now display "Settlement is in progress".

Unsuccessful Batch Closure

Verifying Settlement Completion

Once all devices have settled their transactions, the "Some of your devices have unsettled transactions" message and CLOSE BATCH option disappear from the interface.

Deleting a Device from Point of Sale Management

1. In Point of Sale Management, locate the device to be deleted.
2. Check for any active transactions or pending tasks associated with this device by reviewing recent transaction logs and pending orders in Transaction Management. Ensuring no tasks are linked to the device prevents interruptions during deletion. 
3. Ensure the device is unassigned from any cash drawer by following the steps in the Pairing a Device with a Cash Drawer section.
4. Click the three dots in the Details column and select Delete.
   
   
5. A confirmation dialog box appears. Confirm the deletion in the dialog box to remove the device from the system permanently.
   
   
    
6. A message will display confirming the device will be deleted. The device no longer appears in the list of devices in Point-of-Sale Management and will not connect to SchoolCash.
    
   

Note: If needed, you can add the device again by following the instructions in the Adding a New Device to Point of Sale Management section.

Export a Device List

You can download and view all device information by selecting the Export Device List button in the top right. 

A CSV file will be exported and downloaded with the below information. This will contain all devices across the district. 

• Device Serial Number 
• School 
• Device Name 
• Device ID 
• Device Model 

Import a Device List

You can import POS devices in bulk into the Point of Sale Management module via a CSV file, rather than manually adding devices one-by-one. This saves time and reduces errors. 

You will need to first create an Import Device List File (CSV format) for import - see section below.

Creating the Import Device List File 

Fill in the Import Device List Template (CSV file - see attached bottom of page) with your list of POS devices. This must follow the format in the template to be successfully imported. 

See below sample file:

Import Device (CSV) File Specifications

Once you have filled in the template, save the file as a CSV file.

Importing the Import Device List File into Point of Sale Management

Once the Import Device List File is ready to be imported, follow the below steps: 

1. In the Point of Sale Management module, select the IMPORT DEVICE LIST button in the top right.

2. A new window will be displayed showing available files in CSV file format. Note: Only CSV files can be imported. 

3. Select the saved Import Device List File. 

4. Select Open. 

Successful Import

If the file has been successfully imported, a green confirmation message will be displayed in the top right. You will see the newly imported devices in the device list. 

Failed Import

If the file is unable to be imported, an error message will be displayed with the device serial number(s) and the associated reason (see example below). Errors may occur due to missing data, incorrect formatting, or devices already being imported. 

Select COPY to copy the list of devices that contain errors. This list can be pasted into a document if you wish to review and investigate further later. 

You can correct the data in the Import Device List File and try importing the file again.