Issue:

Payments were entered into SchoolCash Register, but instead of completing the closeout process:

• The school manually created a deposit in the Deposit Module.

• Bank paperwork was completed and funds were sent to the bank.

Result:

SchoolCash Register shows unclosed payments, but the school no longer physically has the cash or checks.

Also, payments in the SchoolCash Register cannot be deleted, only modified.

Solution: Modify and Refund SchoolCash Register Payments to Clear the Closeout

Since the payments must remain in the system for record-keeping but are already accounted for in the bank deposit:

Step-by-Step Instructions:

1. Payment Was Made by Check:

1. Modify the Payment Record:

   • Select “Modify a Record”.

   • Click the icon at the end of the record to edit it. 

2. Change the Payment Type:

   • Change the Check tender to Cash.

   • Important: This must be done; otherwise, the system will continue looking for a check during closeout.

3. Refund the Cash Payment:

   • Refund the now-updated Cash payment back to Cash.

     
     
     

     
     
     

   • This refund will cancel out the incorrect payment entry.

     
     

      

4. Verify:

• The original check payment now appears as a cash payment.

• The closeout report shows this payment as cash and indicates it has been refunded.

• The net effect on totals is zero.
  
  

2. Payment Was Made by Cash:

• Simply refund the amount back to Cash.

• This will cancel the original payment entry.