How t o Creat e an It em How t o Creat e an It em How t o Creat e an It em. School Cash Suit e Syst em Set up

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1 How t o Creat e an It em How t o Creat e an It em How t o Creat e an It em School Cash Suit e Syst em Set up Updat e: July 2013 Table of Contents Table of Contents 1 Board Maintenance Default Language Default Localization Charity Organization GL Report Government Year End Report Type Time Out GL Codes Management for Revenue/Expense Reports Default Year End Information District Flags Reconciliation Reports School Maintenance Bank Accounts Categories Localization Application Defaults... 24

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3 School Cash Suite System Setup District level access to Program Maintenance allows: Viewing of existing district information Viewing of existing school information Category Information (Chart of Accounts) for school that is selected Localization of Coins/Bills/Language Application Defaults - Logo - Tax - School Year - Officer Signature (Charitable Donations) The Board Maintenance table provides School Cash Suite with basic district information such as name, address etc. In addition the setup for GL Reports and Government Year End Reports can be modified here. The Board Maintenance table also includes Default Year End Information. Information can be edited here. Any edits must be saved. 1 Board Maintenance District level access to Program Maintenance, Board Maintenance allows: Modification of existing district information including: - Basic Board Information (address, phone number etc.) - Default Language and localization - Charitable Donation information - Government Reporting information - Year-End Rollover information - GL Codes Management for Revenue/Expense Reporting - District Flags The KEVSetup documentation was used to establish the default information in Board Maintenance. Although it should rarely need to be edited, it is good practice to review this information. KEV Group Inc. ~ 3 ~ School Cash System Setup (07/13)

4 Board Maintenance Table Display KEV Group Inc. ~ 4 ~ School Cash System Setup (07/13)

5 Features: A. Default Language Default Language: Select from drop-down. This selection will change spelling of some words. For example: English CA cheques, English US checks Localization: Select from drop-down. For example: Localization will affect coin/bills display in Deposit/Receipts module. B. Charity Information Information is required in these fields if the district has a registered charity and will be accepting Charitable Donations through School Cash Online. For further information see the Charitable Donation section of this document. C. GL Report Select report type from drop-down Government Year End Report Type Select from the drop-down D. Timeout Max Length Determines how long the program can be idle (no activity) before automatic log-out occurs. For security purposes it is NOT recommended that this length be increased longer than 60 minutes. E. GL Codes Management for Revenue/Expense Reports Year-end reporting for Saskatchewan requires addition GL Codes setup. See School Cash Suite - Categories (Chart of Accounts) documentation for further information. F. Default Year End Information This information comes from KEVSetup. It is NOT recommended that any changes be made here. G. Year-End Date This information comes from KEVSetup. TIP: Day after Year-End Rollover date, System Administrator will receive a warning to adjust the Year-End Date, to reflect next rollover. H. District Flags Checking Enable in district flags will turn on features at the District Level. Please see Account Settings documentation for further information. KEV Group Inc. ~ 5 ~ School Cash System Setup (07/13)

6 How to Modify Board Maintenance Information From Main Menu, My School Information group 1. Click Program Maintenance 2. Select Table Maintenance 3. Select Board Maintenance 4. Select the required board from List View tab 5. Click Modify tab 6. Click into any of the fields and edit the field 7. Click Save in the toolbar 1.1 Default Language (A) School Cash Suite is offered in three language choices: English CA used by English speaking Canadians English US used by English speaking Americans English Fr used by French speaking Canadians Board Maintenance Default Language/Localization Display How to Change Default Language Default language can be modified in the Board Maintenance table, by selecting a different language choice from the drop-down. Default Language Drop-Down Menu Display TIP: Once selected a language flag will appear in the top right corner of most School Cash Suite pages. Clicking the flag will present different language choices. KEV Group Inc. ~ 6 ~ School Cash System Setup (07/13)

7 Language Icon/Language Menu- Display 1.2 Default Localization (A) The Default Localization is selected in Board Maintenance. The localization will affect the coin/bills display in the Deposits/Receipts module. The coin/bills panels in the Deposit/Receipts module are for calculation purposes only. There is no consideration given to exchange rates. See Currency Presentation and Styles section for further information. 1.3 Charity Organization (B) In some cases a district will be associated with a recognized charitable organization. The organization will issue official receipts to the donor for income tax purposes. School Cash Online can provide online donation tool to accept donations to this type of charitable organization. For example: The school could have a registered Alumni Foundation that accepts donations for fund raising purposes. Generally the KEVSetup would have included the information needed in this section of Board Maintenance. Verify and edit as necessary. Board Donation Message field will automatically a personalized message to the donor. Board Maintenance Charitable Donations Display NOTE: There is also uploading signature option in Application Defaults. KEV Group Inc. ~ 7 ~ School Cash System Setup (07/13)

8 How to Create a Donation Message Perfect method to acknowledge a charitable donation! The donation message is displayed on the District donation page through School Cash Online. Using Board Maintenance, select the required Board 1. Click Modify 2. Click Edit Pencil to the right of the Board Donation Message text slot 3. Enter any necessary message in the popup window 4. Click Continue 5. Scroll down the table to District Flags section: 6. Check Enable Sending Donation Tribute Card 7. Click Save Please contact helpdesk@kevsoftware.com to activate Donations in School Cash Online. 1.4 GL Report (C) Selection of the GL Report type would be included in the KEVSetup. The report type would generally not need to be edited. Board Maintenance GL Report Display 1.5 Government Year End Report Type (C) Selection of the GL Report type would be included in the KEVSetup. The report type would generally not need to be edited. Board Maintenance Government Year End Report Type Display 1.6 Time Out (D) Maximum timeout length defaults to 60 minutes. For security reasons, it is NOT recommended that this time be increased. If necessary the value can be edited to a shorter timeout period. Board Maintenance Timeout Length Display KEV Group Inc. ~ 8 ~ School Cash System Setup (07/13)

9 1.7 GL Codes Management for Revenue/Expense Reports (E) Year-End Reporting for Saskatchewan requires addition GL Code information. Board Maintenance GL Codes Management for Revenue/Expense Reports Display Features: A. GL Code: Enter a sample GL Code B. Start/End Position for GL Account Enter in the start position of the GL Account Number and End Position C. Start/End Position for Budget Manager # Enter in the start position of the Budget Manager # and End Position D. Start/Position for Program # Enter in the start position of the Program # and End NOTE: After each entry the value will be displayed make any adjustments as required Reports section will now include a Revenue/Expense Code Umbrella Report. Reports Menu Display KEV Group Inc. ~ 9 ~ School Cash System Setup (07/13)

10 1.8 Default Year End Information (F,G) For Year End reporting School Cash Accounting uses specific Year End Category information. This information includes Category Name, Category Number, Umbrella Name, and Umbrella Type. The Year End rollover process depends on this information. For further information please see Year End Rollover User Guide. The KEVSetup would be used to establish the Default Year End Information. It is NOT recommended that this information be edited. Board Maintenance Default Year End Information Display KEV Group Inc. ~ 10 ~ School Cash System Setup (07/13)

11 1.9 District Flags The District Flags portion of Board Maintenance enables extended features of School Cash Suite. Please see the Account Settings documentation for further information. Board Maintenance District Flags Display 1.10 Reconciliation Reports During the monthly reconciliation process each board has unique reporting requirements. Included in the Board Maintenance table, is a Reconciliation Reports tab. This portion of Board Maintenance will allow the selection of required reconciliation reports to be personalized. Also included in this tab is the ability to establish the print order of the reports. Board Maintenance Reconciliation Reports Tab Display KEV Group Inc. ~ 11 ~ School Cash System Setup (07/13)

12 Features: A. Primary Reconciliation Report Established in KEVSetp. Can be altered by selecting an alternate report from drop-down B. Secondary Reconciliation Reports Additional Reconciliation Reports C. List of Additional Reconciliation Reports Displays a list of all district selected Reconciliation Reports How to Change Reconciliation Reports Perfect way to include extra reconciliation reports The Reconciliation Reports requirements are unique to boards. The Primary Reconciliation Report was established by the KEVSetup. If necessary secondary reports can be selected to be included in the Monthly Reconciliation report cycle. From Board Maintenance table Click Reconciliation Reports tab To Change Primary Reconciliation Report: 1. Select alternate report from drop-down 2. Click Save Changes To Add Secondary Reconciliation Reports 1. Select required report from Secondary Reconciliation Reports list 2. Click Add 3. Click Save Changes To Adjust print order of Secondary Reconciliation reports: 1. Select report from report list on right 2. Click Up 3. Click Save Changes To Remove a Secondary Reconciliation reports 1. Select report from report list on right 2. Click Remove 3. Click Save Changes KEV Group Inc. ~ 12 ~ School Cash System Setup (07/13)

13 2 School Maintenance Information in the School Maintenance table comes from the KEVSetup, but it should be verified. School Maintenance Display Features: A. General School Information: Information includes school name, address, phone and fax numbers. Any information in this area can be edited if necessary. B. Board Name: School is required to be assigned to the appropriate school district to have the district reports generate accordingly. C. School Level: Certain district reports include the school level filter. D. NSF Show Homeroom: School Cash Accounting provides a method to track NSF checks. If the option NSF Show Homeroom is selected. Student Classroom information will be displayed on NSF notices. KEV Group Inc. ~ 13 ~ School Cash System Setup (07/13)

14 How to Modify School Maintenance Information From Main Menu, My School Information group 1. Click Program Maintenance 2. Select Table Maintenance 3. Select School Maintenance 4. Select the required School from List View tab 5. Click Modify tab 6. Click into any of the fields and edit the field 7. Click Save in the toolbar 3 Bank Accounts Existing Bank Account information can be verified in Bank Accounts menu choice. New Bank Accounts can be added in School Cash Suite. For example: A school could open a bank account where Alumni funds were deposited. School bank accounts can also be inactivated/deleted. NOTE: Only bank accounts with zero ($0.00) balances after the Year-End Rollover can be inactivated/deleted. To Access Bank Information: From Main Menu, My School Information group 1. Click Program Maintenance 2. Select Table Maintenance 3. Select Lookup Table Maintenance from the menu 4. Click Bank Accounts KEV Group Inc. ~ 14 ~ School Cash System Setup (07/13)

15 How to Modify Bank Account Information Information about existing bank accounts come from KEVSetup. It is important to verify the accuracy of any bank account information. School Maintenance - Display Features: A. Basic Bank Account Information: Information includes: Bank Account Name, Account #, Branch #, Commercial Bank Name, Opening Balance B. Account Flags Displays Bank Account specific Account Settings. Please see the Accounts Settings documentation for further information. To Modify Bank Account Information: 1. Select the required bank in List View tab 2. Click Modify tab 3. Click into any field that needs to be edited (B) 4. Click Save KEV Group Inc. ~ 15 ~ School Cash System Setup (07/13)

16 TIP: Do you have a new principal? 1. Select the required bank account from the list 2. Click Modify tab 3. Edit the Signature Name and Signature Position 4. Save the changes How to Add A New Bank Account To Add A New Bank Account: From Main Menu, My School Information group 1. Click Program Maintenance 2. Select 5 Step Setup Process from the menu 3. Complete the five steps How to Delete A Bank Account To Delete a Bank Account: Using Bank Account menu choice 1. Select the required bank account in List View tab 2. Click Delete on the toolbar 3. Click OK in the dialog box 4. Click Save NOTE: Only accounts with a Zero (0.00) balance after the Year End Rollover should be deleted. To View Deleted Bank Accounts: 1. Click Deleted Bank Accounts tab (D) If a bank account has been deleted in error: 2. Select the bank account from the list 3. Click Restore Bank Account KEV Group Inc. ~ 16 ~ School Cash System Setup (07/13)

17 4 Categories The current list of categories for the selected school was established: During the KEVSetup process By manually entering a new category (some conditions apply) Because of the importance of category information, it can be accessed from several different aspects of School Cash. District and school administrators can access the category information from Table Maintenance School personnel can access category information from My School Information, Category (Chart of Accounts.) Categories can also be added on the fly from Deposits/Receipts, Issue Checks and Create New Item (some conditions apply) School Cash Suite Categories Display Features: A. Category Name: Displays a list of all categories. TIP: To sort the display in alphabetical order (A-Z) click Category Name heading. Click Category Name heading a second time will reverse the sort order. B. Current Balance: Displays Current Balance of each category NOTE: This balance does not include Cashbox. C. Cat. # Displays Category Numbers: TIP: To sort the display in numerical order (1-100) click Cat.# heading. Clicking Cat. # heading a second time will reverse the sort order. KEV Group Inc. ~ 17 ~ School Cash System Setup (07/13)

18 D. Opening Balance: Displays the balance in the category after the most recent Year-End Rollover or when the bank account was created. NOTE: Editing the opening balance can cause the Black Boxes to become out of balance. E. Category Umbrella Name: Each category is associated with a Category Umbrella. This association helps with category organization. To Access Category Information: From Main Menu, My School Information group 1. Click Category (Chart of Accounts) NOTE: The KEVSetup was used as reference for the data that is currently displayed in the Categories screen. This information can be edited if necessary. The List View tab will display a list of all of the categories, currently in use for the selected school. How to Add a New Category Perfect when additional categories have become necessary! During the course of the school year it may become necessary to add additional categories. To Add a New Category: Using the Categories menu choice: 1. Click Insert Row on the toolbar 2. Enter the new category information Category Name Category Number (mandatory) Opening Balance (should be $0.00) Category Umbrella Name (select from drop-down) Scroll the page to the right and enter: Contact Name (will display on receipts) Contact 3. Click Save NOTE: Category Number is mandatory Depending on district naming conventions, the tabs GL Department and GL Name may be renamed. For example the references Commodity Code and Object Code could be used. (See the section Currency Presentation and Styles.) KEV Group Inc. ~ 18 ~ School Cash System Setup (07/13)

19 How to Copy A Category Perfect when a new category needs to be copied to all Bank Accounts! Time Saving Feature: Selected category information can be copied to all bank accounts. To Copy a Category Across All Bank Accounts: From Main Menu, My School Information group 1. Select Category (Chart of Accounts) 2. Select required category 3. Click Copy To All Bank Accounts How to Delete A Category Perfect housekeeping tool! As part of the Year-End Rollover process unused categories can be deleted. Only categories with a zero ($0.00) balance after the Year-End Rollover can be deleted. To Delete A Category: 1. Select the required category from the list 2. Click Delete Row on the toolbar 3. Click OK in the dialog box 4. Click Save NOTE: Only categories with a Zero (0.00) balance and no current records on the ledger can be deleted. Deleting categories is generally done after the completion of the Year-End Rollover. Please see Account Settings documentation for information regarding permissions to delete categories. KEV Group Inc. ~ 19 ~ School Cash System Setup (07/13)

20 5 Localization Localization will influence coin and bills display in the Deposit/Receipts module. For example: The coin panel in a Canadian school will display $1.00 and $2.00 coins but not $1.00 and $2.00 bills. If the types of coins/bills now being used should change, the Currency Presentation and Styles menu choice will allow the System Administrator to modify the coins/bills as needed. Currency Presentation and Styles Display Features: A. Coin: Displays the types of coins, based on the selected Localization B. Bills: Displays the types of bills based on the selected Localization C. Localizations: Lists the current localization types available D. User Positions: Lists the current User Positions available. See Auditor Menu documentation for further information regarding User Positions. E. Category Umbrella Types: Lists the current Category Umbrella Types. See Chart of Accounts documentation for further information regarding Category Umbrella Types. F. Board Resources: Lists current board resources. Board Resources affect label displays. KEV Group Inc. ~ 20 ~ School Cash System Setup (07/13)

21 To Access Currency Presentation and Styles: From Main Menu, My School Information group 1. Click Program Maintenance 2. Select Table Maintenance from the menu 3. Select Lookup Table Maintenance from the menu 4. Select Currency Presentation and Styles from the menu How to Edit Coin Display It would only be necessary to edit the coin display for a selected localization, if the types of coins being used changes. For example: A new coin is added, because a bill type has been eliminated. To Add a New Coin: Using the Currency Presentation and Styles menu: 1. Click Coins tab 2. Selected the required Localization from the drop-down 3. Click Insert Row on the toolbar 4. Enter the value of the new coin 5. Enter the Number of Coins in a roll information 6. Click Save How to Edit Bills Display Usually if a new coin has been added, it is because a bill denomination will no longer be circulated. To Delete a Bill: Using the Currency Presentation and Styles menu: 1. Click Bills tab 2. Selected the required Localization from the drop-down 3. Select the required bill denomination 4. Click Delete Row on the toolbar 5. Click Save How to Edit User Positions Additional User Positions can be added or unnecessary User Positions can be deleted. To Add a New User Positions: Using the Currency Presentation and Styles menu: 1. Click User Positions tab 2. Click Insert Row on the toolbar 3. Enter the name of the new User Position 4. Click Save KEV Group Inc. ~ 21 ~ School Cash System Setup (07/13)

22 To Delete a User Position: Using the Currency Presentation and Styles menu: 1. Click User Positions tab 2. Selected the required User Position from the list 3. Click Delete Row on the toolbar 4. Click Save How to Edit Category Umbrella Types Category Umbrella Types for the selected school were established as part of the KEVSetup. It is possible to edit category umbrella type names, but their description (action) must be selected from the dropdown provided. The description (action) will affect the Category Umbrella Type filter in certain reports. To Add a New Category Umbrella Type: Using the Currency Presentation and Styles menu: 1. Click Category Umbrella Type tab 2. Click Insert Row on the toolbar 3. Enter the name of the new Category Umbrella Type 4. Select the required Description (action) from the drop-down 5. Click Save To Delete a Category Umbrella Type: Using the Currency Presentation and Styles menu: 1. Click Category Umbrella Type tab 2. Selected the required Category Umbrella Type from the list 3. Click Delete Row on the toolbar 4. Click Save NOTE: Only Category Umbrella Types that are not referenced can be deleted. KEV Group Inc. ~ 22 ~ School Cash System Setup (07/13)

23 How to Edit Board Resources The board resources tab, will offer name substitution for GL Department(s) and GL Name(s). Making a change here will change the label display in many fields. For example the newly created labels will now display in the category area of the Deposits/Receipts module. Some common substitutions are offered below: GL Department Imprest Function Commodity Code To Edit Board Resources: Using the Currency Presentation and Styles menu: 1. Click Board Resources tab 2. Select Required Board/District from drop-down 3. Select name to be edited 4. Click Edit 5. Enter the new value 6. Click Save GL Name Object Object Object Code KEV Group Inc. ~ 23 ~ School Cash System Setup (07/13)

24 6 Application Defaults The Application Defaults menu, offers 3 unique features to further personalize the School Cash Suite to board use: Default Bank Account Logo Officer Signature Image Tax Information School Year Application Defaults Display Features: A. Default Bank Account Logo: Logos can be uploaded to School Cash. Logos must be in.jpeg format and no larger than 100mb in size. This logo will appear on School Cash Online page header. School Cash Online official tax receipts also include this logo. B. Officer Signature: A scanned signature image can be uploaded to appear on the Charitable Donation receipt for School Cash Online KEV Group Inc. ~ 24 ~ School Cash System Setup (07/13)

25 C. Tax Information: Tax Information is included in the KEVSetup and would only need to be modified in the case of government taxation changes. D. Years: District Administrator is required to add a new school year after the district has started the Year-End Rollover. The last school year value will be used if a new bank account is created. To Access Application Defaults: From Main Menu, My School Information group 1. Click Program Maintenance 2. Select Table Maintenance from the menu 3. Select Application Defaults How to Include a Default Bank Account Logo Perfect way to personalize! This logo is displayed in School Cash Online page header as well as School Cash Online donation receipts. To Add a Default Bank Account Logo Using Application Defaults menu, Default Bank Account Logo Section (A) 1. Click Choose File 2. Browse for the logo file 3. Click Submit How to Include a Signature Image in Charitable Donations Receipt Required when using the Donations Module in School Cash Online! To Add a Signature Image Using Application Defaults menu, Signature Image section (B) 4. Click Choose File 5. Browse for the signature file 6. Click Submit KEV Group Inc. ~ 25 ~ School Cash System Setup (07/13)

26 How to Edit Tax Information Perfect way to edit tax information if taxation rates changes! The existing Tax Information is established using KEVSetup and should not need to be edited. However if government policies dictate taxation changes it will be necessary to create new Tax Information. It is very important for accurate reporting that this information be kept up to date. To Insert a New Tax Record: Using Application Defaults: 1. Enter Start Date for the new Tax Rate to be applied 2. Click Calendar icon in the Start Date field (A) 3. Select the required date 4. Select Tax Type from drop-down (B) 5. Based on the Tax Type selected, enter the required information 6. Click Insert to save information and insert a new record into the Tax History Table 7. Once the Tax Rates have been entered, click Apply Tax Values To All Bank Accounts How to Add A New School Year When a new school year begins it will be necessary to add the year. A new school year can be added and work proceed prior to the Year-End Rollover process being completed. To Add A New School Year: Using Application Defaults, Year section (D) 1. Enter the new school year in the text slot 2. Click Insert KEV Group Inc. ~ 26 ~ School Cash System Setup (07/13)