Cash Drawers

Using the Cash Drawer feature, you can keep track of the money received and paid by various departments or campuses in an institution. This feature is similar to the way that cash drawers function in retail business. You can also manage the pre-defined cash drawer for integration purposes.

For security purposes, an institution can configure limits on the amount that a cashier can have in the drawer during a session. This amount is known as the Restrict Amount. The amount can include cash, checks, EFT vouchers, credit card receipts, and so on. An institution can also configure an amount to warn the user before the Restrict Amount is reached. This is known as the Warning Amount. As the amount in the cash drawer reaches the warning amount, the system displays a warning message. After the limit is reached, Anthology Student will no longer accept payments. Users must then reconcile and close the cash drawer session before opening another cash drawer session to continue to accept payments for the same cash drawer.

You can add, edit, delete, or deactivate a cash drawer session. The cashiering function keeps track of money taken in and paid out by various departments or campuses in an institution. You can also edit the pre-defined cash drawer for integration purposes.

Prerequisites

To view the page, you must have Student Accounts - Configuration - View authorization.

To edit the page, you must have Student Accounts – Configuration - Manage authorization.

To edit an item associated with more than one campus, you must have access to all the campuses. For example, if the item is configured to be available at three campuses and you only have access to two of the campuses, you can view the item but cannot edit it. When you add an item, you can only select campuses to which you have access.

Your institution must have:

• Enabled the cashiering function for the campus (Select the Settings tile > expand System > select Campuses > select the name of an existing campus, or select the New button, specify the required information, and Save the campus > select the Student Accounts tile.)

• Defined staff members as cashiers

  Staff members must be designated as cashiers. A cashier is a staff member who receives payments of any kind from students. Cashiers are responsible for their assigned cash drawer. At the end of each business day, cashiers reconcile the cash drawers with the transaction records. The designated administrator then consolidates the total receipts from each drawer into the daily deposit for the institution.

• Configured dedicated bank accounts for cashiering

The institution must have configured dedicated bank accounts for this purpose.

Access Method

Select the Configuration tile > expand Student Accounts > select Cash Drawers.

Filters

By default, the grid displays all records for the campuses you are authorized to work with. You can use the drop-down at the top of the page to display only records for a specific campus.

Procedure to Add or Edit Items

1. Review the values of the records in the grid.

2. If you want to:

   • Add a new list item, select the New button on the toolbar

   • Add a new list item by copying and modifying an existing list item, select the row in the list and the Duplicate button on the toolbar

   • Edit an existing list item, select the Name in the list

3. Review, specify, or change the following values.

Active Specifies whether the associated record is active. Campuses The campus that will be associated with the cash drawer. Code The cash drawer code. The cash drawer code includes a pre-defined system cash drawer, INTEGRATION and the System attribute for this cash is set to Yes. This cash drawer is initially associated with all campuses that currently have cashiering enabled and you can edit this association as needed. To use this cash drawer, the cash drawer's code "INTEGRATION" can be referenced through APIs when posting payments to Anthology Student. The cash drawer's code "INTEGRATION" cannot be edited since it is used to identify this system-defined cash drawer.

Name The cash drawer name. Restrict Amount The allowable limit for transactions in this cash drawer for each session. After this limit is reached, Anthology Student will not process any transactions after this limit is reached. Warning Amount The amount that triggers a message indicating that the cash drawer is approaching the allowable limit for total transaction for each session.

4. If you want to save and: 

   • Continue making changes, select the Save button

   • Continue to add another item to the list, select the Save & New button

   • Close, select the Save & Close button

Limitations

You cannot edit configuration items that have a Yes in the System column. These items are defined by Anthology Student.