Overview

Managing POS devices is easier because district users and school administrators can now assign and pair devices directly, without needing help from KEV Support or implementation teams. This feature allows users to manage devices within their districts and streamline the setup process.

The Point of Sale Device Management feature is available on the main landing page. District users can view all devices assigned within the district and add or update information for each device, including:

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

Before you begin

The Point of Sale Device Management module does not support districts on the Direct to School model.
District users can manage all POS devices assigned within the district from the Point of Sale Management landing page.
Device Name and Cash Drawer are optional when adding or updating a device.
The manual Close Batch feature is a backup option only. The regular daily Close Out still occurs as scheduled.
If you plan to import devices in bulk, prepare the CSV file in the required format before starting the import.

Add a new device to Point of Sale Management

1. Select POINT OF SALE from the left-side navigation menu.
2. In the Point of Sale Management module, select + NEW POS DEVICE to open the dialog box for enrolling a device.
3. In the dialog box, complete the device information:
   • Enter the Device Serial Number.
   • Select a school from the School drop-down list.
   • Select a cash drawer from the Cash Drawer drop-down list, if needed.
   • Enter a Device Name, if needed.
   • Update the Device Model, if needed. PAX A920PRO is selected by default.
4. Select Add to finish adding the device to the school.
   
   

Note

The serial number is located on the back of the device. For more information on where to locate the device serial number and other device information, see SchoolCash POS Device Overview.

Change device assignment to another school

1. From the Main Menu in SchoolCash Accounting, select Point of Sale from the left-side navigation menu.
2. Find the row for the device you want to update.
3. In the Details column, select the three dots, then select Edit. A dialog box opens.
4. Use the School drop-down list to select the new school to pair the device with.
5. Select 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.

Pair a device with a cash drawer

1. In Point of Sale Management, locate the device you want to pair with a cash drawer.
2. In the Details column, select the three dots.
3. Select Edit.
4. Select a school from the School drop-down list. Once a school is selected, the Cash Drawer field becomes editable.
5. Select an available cash drawer for the device.
6. If you do not want to assign a cash drawer, select N/A to save the device without any cash drawer pairing.
7. To unassign a cash drawer, select the X next to the selected drawer name.
8. Select Save to complete the pairing process.

Close 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 occurs 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.

Identify unsettled transactions

If at least one device has unsettled transactions, the 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.

Close a batch manually

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

Batch closure results

Successful batch closure

If the batch is successfully closed, a green confirmation message appears at the top of the screen. The device row then displays Settlement is in progress.

Unsuccessful batch closure

If the batch closure is unsuccessful, an error message is displayed and the applicable device row still shows unsettled transactions.

Reasons why a batch is unsuccessful:

1. The device may not be connected online.
2. The device is turned off.
3. The batch has already been closed and will be automatically updated the following day in Point of Sale Management.

If you receive an error message, check the device connectivity and select Close Batch again. If you still receive an error message after two or three attempts, contact Support.

Verify settlement completion

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

Delete 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 the device by reviewing recent transaction logs and pending orders in Transaction Management. Making sure no tasks are linked to the device helps prevent interruptions during deletion.
3. Make sure the device is unassigned from any cash drawer by following the steps in the Pair a device with a cash drawer section above.
4. In the Details column, select the three dots, then select Delete.
5. A confirmation dialog box appears. Confirm the deletion to remove the device from the system permanently.
6. A message confirms that 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 Add a new device to Point of Sale Management section.

Export a device list

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

A CSV file is exported and downloaded with the following information for 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 by using a CSV file instead of manually adding devices one by one. This saves time and reduces errors.

You must first create an Import Device List file in CSV format before importing it.

Create the import device list file

Fill in the Import Device List Template CSV file with your list of POS devices. The file must follow the template format to import successfully.

Import Device CSV file specifications

After you complete the template, save the file as a CSV file.

Import the device list file into Point of Sale Management

Once the Import Device List file is ready, follow these steps:

1. In the Point of Sale Management module, select IMPORT DEVICE LIST in the top right.
2. A new window opens showing available files in CSV format.
   • Note: Only CSV files can be imported.
3. Select the saved Import Device List file.
4. Select Open.
   
   

Successful import

If the file is successfully imported, a green confirmation message appears in the top right. The newly imported devices appear in the device list.

Failed import

1. If the file cannot be imported, an error message appears with the device serial number or numbers and the associated reason. Errors can occur because of missing data, incorrect formatting, or devices already being imported.
   
   
2. Select COPY to copy the list of devices that contain errors. You can paste this list into a document if you want to review and investigate it later.
   
   
3. You can correct the data in the Import Device List file and then try importing the file again.
   
   

Outcome

You can add POS devices, change school assignments, pair or unpair cash drawers, manually close unsettled batches, delete devices, export device lists, and import devices in bulk through the Point of Sale Management module.

Troubleshooting

• You do not see the Point of Sale Device Management module - This module does not support districts on the Direct to School model.
• A manual batch closure fails - Check whether the device is online, powered on, or whether the batch has already been closed. Try Close Batch again. If the error continues after two or three attempts, contact Support.
• A cash drawer remains linked after moving a device to another school - Update or remove the cash drawer pairing manually after changing the school assignment.
• A device cannot be deleted - Check for active transactions or pending tasks in Transaction Management and remove any cash drawer pairing before deleting the device.
• A device list import fails - Review the CSV file for missing required data, incorrect formatting, or duplicate devices, then correct the file and import it again.