Introduction

SchoolCash Accounting (SCA) is an easy-to-use, web-based tool designed to automate the manual accounting tasks required by school office staff daily.


Table of Contents

  1. Module Title: Indicates the SchoolCash Accounting module.
  2. Profile Settings: Allows the user to change their password, select their language, and log out.
  3. School/Bank Account: Displays the current school or bank account. Users can toggle between accounts.
  4. Income Activities: Provides modules to process cash deposits, issue receipts, view itemized cash, and track checks, including Non-Sufficient Funds (NSF).
  5. Expense Activities: Includes modules to print checks, monitor cashboxes (optional), and process purchase orders (optional).
  6. General Activities: Offers modules to search for ledger transactions, process journal entries (optional), handle category transfers, and complete monthly reconciliations.
  7. My School Information: Provides access to the chart of accounts, bank account demographics, program maintenance, supplier maintenance, and resource center links.
  8. My Reports: Links to four favorite reports for quick access.
  9. My School Store: Modules for SchoolCash Online activities.
  10. Reports: A dropdown listing all SchoolCash Accounting reports.
  11. User Guide: Provides links to the accounting user guides.

Issue Checks / Disbursements

Navigate to: SchoolCash Main Menu > Issue Checks / Disbursements

The following options are available within the Issue Checks / Disbursements module:

  1. Information: Access to tip sheets for guidance.
  2. Sequence Buttons: Options to add a new form, duplicate a form, print checks or statements, change check layouts, update supplier information, and post checks to the general ledger.
  3. Display Tabs: Defaults to Detail View but allows users to switch to a List View or search for specific checks.
  4. Check Status: Displays unposted or read-only status for checks.
  5. Requested By: Records the staff sponsor requesting the check and allows editing of previous entries.

Creating Checks

Adding a New Check and Supplier

Step 1: Enter Check Request information.

Check Requested By: Enter the staff sponsor’s name in the format Last Name, First Name. For example, Peterson, Paul.

A warning message will appear if the name is not already in the system. Click OK to add the name to the Staff Maintenance List.

Step 2: Change the Check Number.

If this is your first time using the Issue Checks / Disbursement module, you must manually enter the first check number. The system defaults to check number 1.

Check Number: The system will automatically increase the sequence for subsequent checks. For example, the next check might be 637.

Step 3: Enter Check Information based on the supplier’s invoice or the check requisition provided by the staff sponsor.

Pay to the Order Of: Enter the supplier’s name, such as The Alamo.

A warning message may appear if the supplier’s name is not in the system. Click OK to save the supplier’s information.

Complete the following details:

  • Date: Defaults to today’s date.
  • Address: Enter the supplier’s address, e.g., 300 Alamo Plaza, San Antonio, TX 78205.
  • Amount: Enter the payment amount, e.g., $500.00.
  • Re: Enter a description for the check, e.g., Admission to the park.
  • Invoice #: Enter the supplier’s invoice number, e.g., 12345.

Note:

  • The system automatically saves these entries.
  • The “Re” and “Invoice #” fields will print on the check stub for the supplier.
  • Each school has its own Supplier/Vendor database.
  • The Attention field can be used to direct the check to a specific department or staff member.

Step 4: Enter Category Information

Enter the category that will be paying for the expense. Do not use the “Add Category” button for this step. The Add Category button navigates to the Chart of Accounts to view or add additional categories.

Double-click in the blue row under the Category Name column to enter the category information. The dropdown menu lists categories alphabetically.

  • Category Name: Select the appropriate category, e.g., Field Trip #2.
  • Category #: The system automatically updates this based on the selected category.
  • Amount: The system records this based on the check information.
  • Save: Press Enter or click the checkmark to save the entry.

This completes the process for adding a new check and supplier. Continue with the next steps as needed.

Printing Checks

To print checks:

  • Ensure the check style is set to Laser Top. The top two sections of the check are sent to the supplier, while the bottom section remains with the school.
  • Click the Printer Icon to begin printing.

After printing:

  • Click Previous Screen to return to the check form.
  • If printing is complete, select Add to Ledger to post the check to the General Ledger.

Posting to the General Ledger

Once all checks and reports have been printed, add the forms to the ledger to finalize the process:

  • Click Add to Ledger to complete the posting.

Other Issue Checks Features

Invoice Tracking

Use the Invoice Tracking feature to monitor and manage invoices associated with issued checks.

Combining Checks

If multiple checks are required for the same recipient, use the Combine Checks feature to streamline processing.

Duplicating Checks

To expedite creating similar checks, use the Duplicate Checks option. This duplicates the selected check and allows for modifications as needed.

Voiding Checks

To void a check, use the Void Checks option. This marks the check as void and prevents it from being processed further.

Customized Check Layout

For districts with specific check layout requirements, use the Customized Check Layout feature to tailor the format to your needs.

KEV’s Supplies Store

https://supplies.schoolcash.com

Visit KEV’s Supplies Store for check paper, printing supplies, and other materials.

The Basic Icons

Refer to the Basic Icons guide for understanding the icons used throughout the system.