Introduction

Managing group collections efficiently is crucial for organizations that handle multiple payments from parents and guardians. This tutorial walks you through the process of recording payments against a group collection.

What Is a Group Collection?

A Group Collection is a consolidated record that includes payments provided to a group of students. Instead of recording individual payments by student, group collection allows you to bundle them into one collection by homeroom, grade, or course, simplifying payment tracking.

Recording Payments: The Process

1. Access the Group Collection
   • Navigate to the SchoolCash Register.
   • Select Group Collections and choose the relevant collection.
2. Review the Payment Details
   • Confirm the total amount and the breakdown of payments per student.
3. Record Each Cash and Check Payment
   • Choose the Payment Method (e.g., cash, check, or combination of cash and check).
   • Enter the Amount Paid.
4. Save by selecting Deposit or Complete
   • Steps to Record Payments in a Group Collection,  
     • Deposit Button: Used when the office expects to receive further payments for the same collection
       • Select the Deposit button
       • Record Payments
     • Complete Button: Used to finalize a Group Collection, where there are no further payments expected for this collection.
       
       Note: This is a step that must take place for all open collections at the end of the school year.
       It is a requirement for a successful Catalog rollover.
       • If there are payments, record Payments first
       • Once payments are recorded, or if there are no further payments expected for this collection, choose the Complete button
     • Review the payment summary.

Why It Matters

Recording payments accurately ensures:

• Transparent financial records
• Timely reconciliation
• Better communication
• Reduced administrative errors