Cash Drawer Sessions

You can use the Cash Drawer Sessions page to close and reconcile transactions in a cash drawer for an institution. You can also edit cash session information, such as the session name and opening balance, and you can adjust the transactions based on the permissions assigned to you.

The Cash Drawer Sessions feature enables authorized users to reconcile and close the activities taking place in cash drawers throughout a campus or school. A Cash Drawer Session is a shift or other period during which one cashier opens a cash drawer and enters the transactions.

Reconciling a cash drawer is the process of verifying every transaction against physical evidence, such as cash, cash or credit card receipts, checks, and so on. Typically, the administrator closes the drawer, formally reconciles the contents, and prepares a bank deposit.

Prerequisites

You must have:

• Common - Processes - View authorization

• Student Accounts - Processes - Cash Drawer Session - Manage authorization

• Student Accounts - Processes - Reconcile Cash Drawer Session authorization

• Student Accounts - Student Account Transaction - Delete and Edit authorization

• Student Accounts - Student Subsidiary Account Transaction - Delete and Edit authorization

Your institution must have already:

• Enabled the cashiering function for the campus (Select the Settings tile > expand System > select Campuses > select a campus > select the Student Accounts tile > select Use Cashiering to Post Payments.)

• Designated staff members as cashiers

• Configured a dedicated bank account for the cashiering purpose

You must have already defined a restricted amount using Configuration > Student Accounts > Cash Drawers.

To use a Deposit Receipt Number, your institution must have selected Yes for Enable Additional DRN (Deposit Receipt Number) Indicates whether you want to enable the Deposit Receipt Number (DRN). The feature applies to ledger, subsidiary, and posting miscellaneous receipts. When this feature is enabled in the Student Web App, the following are disabled in the legacy interface: Posting ledger payments, Posting subsidiary payments, Posting payments using Processes, Posting miscellaneous receipts, Processes > Cash Drawer Sessions, and Printing bank deposit slip. when it configured advanced features in the system settings for Anthology Student. (Select the Settings tile > expand System > select Advanced Features.)

Access Method

Select the Processes tile > expand Student Accounts > select Cash Drawer Sessions.

Procedure to Reconcile a Cash Drawer Session

1. Select one or more campuses. All sessions associated with the selected campuses are displayed.

2. Review the values in the list.

   Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Drawer Name The name of the cash drawer. Last Tran Date The date the last transaction was recorded.

   Opened By The staff member who opened the cash drawer session. Opening Balance The opening balance of this cash drawer. The value must be below the restricted amount configured in Configuration > Student Accounts > Cash Drawers. The opening balance is not counted toward the transaction limits. Session The cash drawer session information. Status The status of the cash drawer session.

3. Select a cash drawer record with the status of Open and select Reconcile.

4. Specify or review the values in the list.

   Closing Balance The closing balance. The balance of the bank plus all cash, checks, and receipts received. Confirmation boxes All the receivables are displayed along with the totals for each type. When you confirm a receivable, all associated transactions are automatically confirmed in the Transactions grid. Date Opened The date when the staff member opened the Cash Drawer session.

   Deposit Receipt Number Indicates the deposit receipt number which is stored as part of the transaction information for the payment taken when it is posted on the student’s account. All the transactions within that cash drawer session (and ultimately that deposit) are assigned to a single deposit receipt number. This field is only visible when a deposit receipt number is entered when the cash drawer session was opened. Name The descriptive name of the item. Opening Balance The opening balance of this cash drawer. The value must be below the restricted amount configured in Configuration > Student Accounts > Cash Drawers. The opening balance is not counted toward the transaction limits. Session The cash drawer session information.

5. In Transactions, select a record, and:

   • Select Delete to delete the transaction

   • Select Void to render the transaction void

   • Select Returned Check to indicate the associated check is a returned check

6. If you want to save and: 

• Continue making changes, select the Save button

• Close, select the Save & Close button

Procedure to Edit Cash Drawer Session Information

1. Select one or more campuses. All sessions associated with the selected campuses are displayed.

2. Select the link of a cash drawer session with the status of Open.

3. Specify or review the values in the list.

   Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Deposit Receipt Number Indicates the deposit receipt number which is stored as part of the transaction information for the payment taken when it is posted on the student’s account. All the transactions within that cash drawer session (and ultimately that deposit) are assigned to a single deposit receipt number. This field is only visible when a deposit receipt number is entered when the cash drawer session was opened.

   Name The descriptive name of the item. Opening Balance The opening balance of this cash drawer. The value must be below the restricted amount configured in Configuration > Student Accounts > Cash Drawers. The opening balance is not counted toward the transaction limits.

4. To save and: 

• Continue making changes, select the Save button. Anthology Student prompts you to confirm the change and indicates that this change will affect all transactions in the session.

• Close, select the Save & Close button.