Business Process

Cashiering

Module

Student Financials

Prerequisites

All Cashiers’ actual tender amounts should balance with PeopleSoft’s reported tender amounts.

Description

This Job Aid illustrates how to close and open Cashier Office.

1.

Click on [ ] then [ ] and navigate to Student Financials -> Cashiering -> Cash Management -> Close Offices…

2.

Verify that the “Business Unit” field = “SDCCD”.

Click the “Search” button [ ] to display a list of Cashier’s Offices.

Click the Cashier’s Office to be closed (e.g. “CITY1”).  

3.

Click the “Close Registers” page (tab).  In the “Registers” section, you can see the number of Registers that are open by looking at the top right corner of the section.  In the sample screenshot below, there are two Registers open.  Register CI101 is being displayed.

4A.

If there is more than one Register open, there are two ways to see the Registers.

Method 1 => Display one page at a time: Click the forward arrow [

] in the “Registers” section to see the next Register.  The Registers will be displayed one at a time as you click the forward arrow [

].  To go backwards, click the back button [

].  In the following two sample screenshots, Registers CI101 and CI102, would be displayed one at a time.

4B.

Method 2 => Click the “View All” button [ ] in the “Registers” section to display all Registers at once. 

NOTE: Once you click the “View All” button, it will change to “View 1” [ ].  Click “View 1” to return to viewing the Registers one at a time.

In the screenshot sample below, Registers CI101 and CI102 are being displayed at the same time.

5.

Click the “Close” Box [ ] for all the Registers to be closed so that a check mark appears in the box [ ]

In the sample screenshot below, Registers CI101 and CI102 will be closed.

6.

Click the “Close Cashier” page (tab) [ ].  In the sample screenshot below, there are two Cashiers.  Navigation through this section is the same as the method that was used to navigate through the “Registers” section.  You can view the Cashiers one by one or they can be displayed all at once.

There are two cashiers being displayed: RBALINTE and SMOHSENI

The amounts of the various Tenders that were taken in will be displayed for each Cashier in the “Tender Closing Balance” section in the “Over/Short Amount” column.  In the sample screenshot below, Cashier RBALINTE took in $138.00 in cash and $276.00 in checks.  Cashier SMOHSENI took in $10.00 in cash, $10.00 in checks, and $10.00 in Visa credit cards.  These amounts are per PeopleSoft.

NOTE: Before doing anything on this screen, count out your Cashiers and verify that their actual tenders balance with PeopleSoft’s figures.

*** DO NOT CHECK MARK THE “CLOSE” BOXES (YET) ***

Once the Close Box is checked, it cannot be unchecked.  If you Close a Cashier without having entered the appropriate amounts, it will be like reporting that the Cashier is short whatever amounts are displayed by PeopleSoft.

7.

Once it has been verified that the Cashier’s actual tenders balance with PeopleSoft’s figures, enter the amounts into the corresponding fields in the “Closing Balance” column.  As you enter the amounts, the figures in the “Over/Short Amount” column will disappear.

8.

Verify that the Tender amounts for each Cashier to be closed have been entered correctly.

Verify that the Tender amounts for each Cashier to be closed have been entered correctly.

Verify that the Tender amounts for each Cashier to be closed have been entered correctly.

Click the “Close” box so that a checkmark appears in the box. 

Note that once the Close box in this section (the “Cashiers” section) is checked, IT CANNOT BE UNCHECKED.

9.

Click the “Close Offices” page (tab) [ ].

10.

Click the “Close” button [ ] to close the Office.

The “Close Offices” tab will show who closed the Office and the date and time when the Office was closed.

11.

End of job aid.