sm12 managing student finance part 3 close till & banking · the managing student finance...

NSW DEPARTMENT OF EDUCATION WWW.DEC.NSW.GOV.AU

March 2019

Managing Student Finance:

PART 3 – Close Till and

Banking

SALM-SM12c


Disclaimer

2

Note: All student information used throughout this

training has been manufactured. The named schools

were selected randomly and are not associated in any

way with the fictitious students or scenarios.

All financial transactions and processes are covered by

Finance in Schools Handbook (FISH) and associated

policies. This should be read in conjunction with this

training package.


The Managing Student Finance training is composed of 3 parts. This course is part 3 - Close Till and

Banking. The content of each part is provided.

Course Overview

3

PART 1: Fee Administration

SM012a

PART 2: Processing Transactions

SM012b

PART 3: Close Till and Banking

SM012c

• Student Finance Overview

• Student Finance Navigation

• Creating and Managing Fee Structures

• Managing Waivers, Exemptions and Concessions

• Attaching Fees to Students and Generating a Statement of

Account (SoA)

• Processing Payments

• Viewing Transaction History and Reprinting Receipts

• Managing Reallocations, Cancellations and Refunds

• Managing Dishonoured Cheques and Aged Debt

• Close Till

• Process banking

• SAP Bank Reconciliation

• Reporting


Course Introduction (PART 3)

4

Course Introduction

Module 1: Reconcile and Close a Till

Module 2: Process Banking

Module 3: Bank Reconciliation

Module 4: Reporting

Course Summary

Close Till and Banking is Part 3 of the Managing

Student Finance training course.

Having completed Part 3, you will be able to:

lose and reconcile till processes

reconcile and close a till

record a discrepancy

process banking

review unreconciled transactions posted to SAP

from ebs for your school

check for transactions that have not moved

successfully from ebs to SAP.

identify reporting for Student Finance.

Course Pre-requisites:

SALM-SM01: Introduction to Student Management

Release for Schools

SALM-SM02: Introduction to Student

Administration – ebs: central

SALM-SM07: Managing Curriculum.


After receipts have been taken in the Cash Desk, the Close Till and Banking processes

must be completed. These processes ensure that all transactions received in the Cash

Desk are reconciled, closed and sent to SAP in logical batches for SAP reconciliation.

Module 1: Close a Till details how to reconcile and close a till.

Module 2: Process Banking details how and when to process banking to ensure SAP

reconciliation takes place.

Module 3: Bank Reconciliation details how schools can support the SAP reconciliation

process.

Introduction to the ‘Close a Till’ and ‘Banking’

Processes

5

Receipt

transactions at the

cash desk

Reconcile

and close

till

Process

banking

SAP

reconciles

bank and ebs

transactions.

5


Student Finance relies on the interaction between SAP, ebs and the bank.

The End of Day Process is completed to ensure all transactions associated with a closed

till (creating a ‘batch’) have been reconciled. The Banking Process then pushes the

batches of reconciled revenue information to SAP at specified intervals.

Recap: System Interactions

SAP/SSCReconcile School Banking

Petty Cash Management

Purchasing and Receipt Processing

Generate Sales Invoices

Dispute Resolution

ebs Cash Desk

Process Student Fees & Payments

Process Other Payments

Process Cancellations & Refunds

Perform End of Day & Banking

Generate Student Finance Reports

BANK

The bank

confirms

revenue

received

and passes

this

information

to SAP.

Information sent from ebs to the bank includes:

Physical Banking – Cash, cheque & money order

EFTPOS settlement information.

ebs sends all

revenue transaction

information included

in banking to SAP

6


Recap: Cash Desk Navigation

The ‘end of day’ and ‘process banking’ are actioned in the Cash Desk.

The End of Day section contains functions used to reconcile and close a till.

The Banking section is where transactions recorded in ebs are pushed to SAP.

The History section allows you to access and reprint Cash Desk reports

generated as part of the End of Day and Banking process.

7


Module 1: Reconcile and Close Till

8

Having completed this module, you will be

able to:

reconcile a till


close a till

Course Introduction




Module 4: Reporting

Course Summary


This module covers how to reconcile and close a till. This is a prerequisite activity to

completing the banking process.

Introduction to the ‘Close a Till’ Process

9

Receipt

transactions at the

cash desk

Reconcile

and close

till

Process

banking

SAP

reconciles

bank and ebs

transactions.

9


A till must be closed under the following circumstances:

a staff member has finished transacting in the cash desk for the day.

a single bank bag is at capacity. In this instance, the current till should be closed and

banked using the date the bag will be delivered to the bank and a new till opened.

Note: If two bank bags are created for one closed till, the SAP reconciliation will not

automatically occur.

Trigger: ‘Close a Till’ Process

1010

Note: Each till must be reconciled before it is closed. The following slides

detail how to reconcile a till.

Note: Refer to the Finance in Schools Handbook (FISH) chapter 7

Receipting and Banking > section 7.14.2 Preparing the banking for

further information in regards to the preparation of the banking.


Close a Till Workflow

11

Below is an overview of the steps required to reconcile and close a till:


Each till must be reconciled before it is closed.

Before a till is closed you MUST generate one or both of the following reports to verify your till

reconciles:

These reports can also be used to determine what adjustments are required (if any). These reports

can be run as often as required.

Generate Trial Summary/Trial Detailed Report (1/2)

1212

Report Name Equivalent

OASIS Report

Description Use

Trial Summary

Report

(FINANCE08)

Cash Register

Contents

Report

Provides a high level summary of

transactions recorded for the current

open till. Transactions are grouped

by payment types with a sub-total of

each payment method.

Verify the contents of the cash

drawer matches payments

received.

Trial Detailed

Report

(FINANCE19)

Cash Register

Management

Report

Provides the detail of each

transaction (including student’s

name) generated for the current till.

This report is recommended to be

used when you have identified a

discrepancy between the till count

and the Trial Summary report. It

provides further transaction details

that assist in identifying what

adjustments are required to

reconcile the till before it is closed.


The Trial Summary and Trial Detailed reports are generated from the End of Day

section of the Cash Desk ribbon in ebs: central.

Generate Trial Summary/Trial Detailed Report (2/2)

1313

Note: Both of these reports can be printed to screen as often as required

throughout the day with no effect on the close till and banking processes.


Step 1: Generate Trial Summary

14

1

2

To generate a Trial Summary report, follow the steps below:

Click on the Trial Summary icon in the Cash Desk ribbon.

Set the appropriate date and time parameters so the report contains the

current till session.

3 Click Ok.

3

2

1


Interpreting the Trial Summary Report

15

The Trial Summary report

provides a summary of the

different payment methods

(Cash, Cheque, EFTPOS)

Cash transactions.

Cheque transactions.

EFTPOS transactions.


Generate Trial Detailed Report

16

1

2

To generate the Trial Detailed report, follow the steps below:

Click on the Trial Detailed icon in the Cash Desk ribbon.

Set the appropriate date and time parameters so the report contains the

current till session.

3 Click Ok.

2

3

1


Interpreting the Trial Detailed Report

17

The Trial Detailed report

will provide the details of

each payment recorded

for a student. It also

contains the name of the

FRA.

The report

contains a

summary of each

payment method.


Use the Trial Summary or Trial Detailed report and the checklist below to determine if the till

reconciles:

Step 2: Determine if the Till Reconciles

18

Reconcile Till ChecklistTo reconcile cash

Confirm the cash in the till matches the Cash Subtotal on the Trial Summary or Trial Detailed report.

To reconcile cheques

Mark off the cheque transactions on the Trial Summary or Trial Detailed report against each cheque received to confirm all transactions have

been entered for the correct amount as per the cheques.

To reconcile money orders

Mark off money order transactions on the Trial Summary or Trial Detailed report against money orders collected to confirm they have all been

entered for the correct amount as per the money order.

To reconcile EFTPOS

Confirm all EFTPOS transactions have been entered into ebs by comparing the Settlement Inquiry Slip with the EFTPOS totals from any tills

that have processed EFTPOS transactions.

Mark off EFTPOS transactions on the Trial Summary or Trial Detailed report against EFTPOS merchant slips printed from the EFTPOS

terminal(s) to confirm all transactions are entered for the correct amounts.

Confirm all POP transactions listed on the Cash Applied File (CAF) downloaded from the Westpac Quickstream Portal have been entered

into ebs by comparing the CAF file to the EFTPOS totals from the till that has been used to process POP transactions.

Mark off the EFTPOS transactions on the Trial Summary or Trial Detailed report relating to the POP payments against the CAF file to

confirm that all transactions are entered for the correct amounts.

To reconcile Not for Banking

Compare the Open Items on Bank queries list on the GL account report for GL 105125, with the totals from the till that has been used to

process NFB transactions.


If a till does not reconcile, you are required to correct any transactions identified as

entered incorrectly. Below is a summary of typical errors and recommended actions:

After any adjustments have been made, the Trial Summary and/or Trial Detailed report

should be generated to confirm the till now reconciles.

Note: refer to Finance In Schools Handbook (FISH) > Receipting and banking Chapter

7 > 7.9 Cancelling receipts for further information.

Step 3: Make Adjustments

1919

Error Recommended Action/s to rectify

Double Entry Cancel duplicate receipt.

Incorrect Payment Amount Cancel incorrect receipt and re-record

payment receipt.

Incorrect Payment Type Cancel incorrect receipt and re-record

payment receipt.

Transaction not entered Record payment receipt.


Step 4: Record Discrepancy (1/4)

20

If a cash or cheque transaction error cannot be identified, a discrepancy must be

recorded in order for the till to balance.

Note:

Before a discrepancy transaction is processed, all checks on the Banking

Discrepancy checklist must be performed to determine if the till does not

balance due to incorrect recording of a transaction.

Only a user with SAM role permissions in AMU can record a discrepancy in

ebs: central.

A copy of the Bank Deposit Discrepancy Management Report (printed

as part of the banking process) must be retained with the banking

documentation for audit purposes.

Note: A copy of all Bank Deposit Discrepancy Management Reports

generated within the last 30 days can be accessed by the SAM from

Generated Reports icon on the Cash Desk ribbon.



21

Click on the Discrepancy button in the Cash Desk ribbon.2

To record a discrepancy:

Click on the Cash Desk icon on the Start ribbon1

1

2



22

On the Discrepancy screen, enter the discrepancy in the Amount field.3

Click Save.4

If the amount of cash/cheques

is more than the amount of

receipts recorded in ebs, enter

the amount the cash/cheques

are over in the Amount field.

If the amount of cash/cheques

is less than the amount of

receipts recorded in ebs, enter

the amount the cash/cheques

are under in the Amount field

preceded by a (-) minus sign.

3



23

After a discrepancy is recorded, the discrepancy will be shown on the Live

Summary/Detailed Report when you close the till. A negative discrepancy will be

shown in brackets e.g. ($100.00)

Note: The Bank Deposit Sheet shows the total amount of cash/cheque

receipts entered in ebs. You need to manually adjust the total on this report and

the Serialised Bank Deposit slip to match the amount of money in the BED bag.

Note: The Bank Deposit Discrepancy Management Report produced in the

banking process must be printed and retained for Audit purposes.


Once the till is balanced and discrepancies have been recorded in the Cash Desk the

till can be closed.

Closing a till locks down all transactions performed while the till was opened. These

transactions are now ‘ready for banking’.

Upon closing a till, a unique batch ID is created.

Step 5: Close the Till (1/3)

24

Note: A ‘batch’ refers to the group of transactions that belong to a closed till.


To close a till:


25

1 Click on the Cash Desk icon on the Start ribbon.

The Close Till wizard will open with the Live Summary

checkbox ticked. Click Ok.3

It is recommended you print the reports to PDF

so you can save them to a local directory.3

2 Click on the Close Till button in the Cash Desk ribbon.

1

2



26

Note: For audit purposes, schools must print and store a hard copy of the

Live Summary report signed by the principal.

A copy of the Live Summary and/or Live Detailed report generated will

automatically save to the Generated Report History list.

Authorised users can view and reprint Live Summary and/or Live Detailed

reports for a period of up to 30 days.

This screen is accessed from the Generated Reports button on the Cash

Desk ribbon.

Further details on how to access cash-desk generated reports are provided in

the Process Banking module.

Refer to Finance In Schools Handbook (FISH) > Receipting and Banking >

Chapter 7 section 7.19.1 for further information.



27

Having completed this module, you will be able

to:

• understand how the transactions in the ebs

cash desk are reconciled in SAP

• understand and complete the following

banking processes:

o ‘For Banking’

o EFTPOS banking, including EFTPOS

and EPAY/POP

o ‘Other’ banking

o Cash refund out of petty cash

o Not For Banking (NFB)

• reprint cash desk generated reports

• understand the Finance Admin function.

Course Introduction




Module 4: Reporting

Course Summary


This module covers how to process banking. This is a prerequisite step to the SAP

Reconciliation that automatically reconciles ‘banked’ ebs transactions with bank

transaction statements received from the bank.

Before undertaking this process you should have finished transacting and closed your

tills.

Introduction to the ‘Process banking’ process

28

Receipt

transactions at the

cash desk

Reconcile

and close

till

Process

banking

SAP

reconciles

bank and ebs

transactions.

28


One or more tills have been closed.

Trigger: Process banking

29

Note: You must complete the Close Till procedure for any till/s to be included

for this banking period before banking.


The end of day banking process must be completed for each payment method to

ensure revenue is reflected accurately in SAP.

The following two slides provide a description of the banking for each payment method

and recommended timing for banking.

Sending Till Batches to SAP (1/2)

30

Payment method to

be bankedBanking Description Recommended Timing for Banking

For Banking Processing ‘For banking’ pushes information for any cash, cheque and money order transactions recorded in the ebs Cash Desk to SAP for the selected till batches.

The ‘For banking’ payment method should be processed the same day the cash, cheques and money orders are taken to the bank or the ‘date of deposit at bank’ field is populated with the date the money is to be deposited at the bank. This will ensure the transaction date is the same as the date the deposit is made and therefore funds will automatically reconcile in SAP.

EFTPOS Processing banking for ‘EFTPOS’ will push transactions from a closed till not previously sent to SAP within the specified banking date/time.

Recommended EFTPOS Auto Settlement is selected in Institution Settings. No interaction is required by staff.

If manual settlement for EFTPOS is chosen, process after a till is closed.

Note: If manual process is chosen, the banking period specified should always reflect the time period from when the till was opened to the time on the EFTPOS settlement slip.


Sending Till Batches to SAP (2/2)

31

Payment method

to be bankedBanking Description Recommended Timing for Banking

EPAY (POP) Processing banking for ‘EPAY’ will push POP transactions from a closed till not previously sent to SAP within the specified banking date/time.

Recommended EFTPOS Auto Settlement is selected in Institution Settings. No interaction is required by staff.

If manual settlement is chosen, process after a till is closed.

Note: If manual process is chosen, the banking period specified should always reflect the time period from when the till was opened to the time the till was closed for processing POP payments.

Other Processing banking for ‘Cash (Cash refund out of petty cash) (REFCSH)’ will post transactions into the petty cash journal.

Processing banking for ‘Not for Banking (NFB)’ will push transaction information related to:

Centrelink (ABSTUDY payments)

CBA (Student Banking Commissions)

DE International STUDY TOURS

Processing the ePayment Credit Card (EPAY) option is not applicable. POP payments are banked through the EFTPOS screen.

Process Cash refund out of petty cash after a till is closed.

Recommended NFB Auto Settlement is selected in Institution Settings. No interaction is required by staff.

If manual settlement for NFB is selected, process after a till is closed.


Below is an overview of the steps required to process banking:

Process banking Workflow

32

Process ‘For

Banking’

banking

Process

‘EFTPOS’ and

‘EPAY’ banking

Process

‘Other’

banking

SAP receives

revenue information

for ‘banked’ ebs

transactions.

‘Closed till’

transactions

ready to be

pushed to SAP

Process

External

Refunds in

Finance Admin


Navigation: Banking Screens (1/2)

33

In the Cash Desk, select the Banking icon to commence the banking process.


Note: The ‘end of day’ banking process must be completed for each payment

method to ensure that revenue is reflected accurately in SAP.

Navigation: Banking Screens (2/2)

34

The Banking screen will be launched. The Banking screen in ebs Cash Desk allows

you to control what and when the ebs transaction information is released to SAP.

The radio buttons on the

banking screen are used

to select the type of

banking you need to

process. The ‘end of day’

and ‘banking’ processes

will need to be completed

for each of the three radio

buttons.The Date of deposit at branch is

the date the money is being sent

to the bank.


Step 1: Process ‘For Banking’ (1/5)

35

The For Banking screen allows you to control when and what cash, cheques &

Money Order transaction information is sent to SAP for reconciliation.

The till batches selected by the user will be sent to SAP in a group. Alternatively,

select all till batches by clicking on the Select All icon on the Cash Desk ribbon.

A Till Batch ID is created each time the Cash Desk is opened, used and then

closed.

A Till Batch ID is created and will appear in the Transaction to bank list.

Select which

‘batches’ to

send to SAP.

Note: this must

equal the value

of the deposit

being taken to

the bank.



36

Note:

It is recommended the banking process ‘for banking’ transactions be

completed on the day the cash, cheques and money orders are taken to

the bank. This will ensure the transaction date is the same as the date the

deposit is made and therefore funds will automatically reconcile in SAP.

The deposit date in the banking screen must reflect the actual day the

funds are being deposited. For example, the school is transacting in cash

desk today but sending funds to the bank tomorrow.

It is recommended schools with high transaction volumes, close a till when

reaching a single bank bag capacity and open a new till. If two bank bags

are created and sent to Westpac for one closed till amount, the SAP

reconciliation will take more than one day. This will result in a manual

match rather than automatic match.

Unreconciled amounts will be displayed as a red dot on the Bank Queries

List on GL Account Report found in the SAP Portal Reports.

The number of tills opened for one day does not impact the ‘end of day’

and ‘banking’ processes.



37

Select the For Banking radio button in the Banking panel.1

Enter the Bank Deposit

Number in the Bank

Deposit Number field and

the date of deposit at the

branch

2

To process ‘For Banking’ transactions, follow the steps below:

Note: The Bank Deposit Number is a 6 digit number which is the school code followed

by ’01’. This number appears on the Bank Deposit Slip in the bank deposit book that is

supplied from the bank.

Ensure every deposit slip has been filled in correctly.

Each bag is processed as a separate deposit by Westpac. The total of all bags must

equal the amount deposited on the day as per the banking reports in ebs. Failure to

place a deposit slip into your banking bag means that transactions may not be received

into the bank account on the right date.

Ensure that the deposit slip number is noted on both sides of the deposit bag.



38

3 Select the till batches to be banked in this banking cycle.

Note: The Select All button will select all available closed till batch sessions to

be banked, or you can select individual items by clicking on the ‘N’ to change it

to a ‘Y’ for Yes.

Click any of the column

headers to sort the list

of Transactions to

bank.



39

4 Click Save to send the selected transactions to SAP.

Note: Upon Save, the following reports will automatically print to the designated printer:

Bank Deposit Sheet, Cancelled Receipts and Refunds (FIN 04) and Bank Deposit

Discrepancy Management (FIN 20).

A copy of each report will be automatically stored on the Generated Reports screen for

authorised users to view and reprint for a period of up to 30 days. Further details on how

to access cash-desk generated reports are provided at the end of this module.

Upon saving, the cash, cheque and money order transactions included in the selected

till batches will be sent to SAP.


EFTPOS banking includes the EFTPOS terminal and EPAY (POP)

payments.

It is recommended that EFTPOS Auto Settlement and

ePayment Auto Settlement are selected in Institution Settings,

therefore no interaction will be required to settle the EFTPOS and

EPAY and the following steps will not be required.

If Automatic settlement is not selected, processing banking for

‘EFTPOS’ and ‘EPAY’ manually, will push EFTPOS and EPAY

transactions from a closed till to SAP within the specified banking

period.

Step 2: Process ‘EFTPOS’ (1/5)

40


The EFTPOS banking screen allows you to identify EFTPOS terminal ID and a specified

banking date/time period to push ‘closed’ EFTPOS transaction information to SAP.

Step 2: Process ‘EFTPOS’ (2/5)

41

The EFTPOS banking period

specified for a terminal must be

continuous i.e. the banking

Date/Time From for a new

banking period must equal the

banking Date/Time To for the

previous period to ensure all

transactions are accounted for.

To ensure automatic

reconciliation occurs in SAP it is

also recommended you specify

the Date/Time To as per the

EFTPOS settlement time

displayed on the settlement slip.

Note: EFTPOS revenue information is sent

to Westpac when an EFTPOS terminal is

settled (*irrespective of when the banking

process is completed in ebs).

Refer to the next slide for EFTPOS

settlement options.


EFTPOS machines can be settled automatically or manually at a school.

Below is a summary of the requirements and impacts for each method.

EFTPOS Settlement Times: Manual vs. Automatic

42

EFPTOS Settlement

MethodDescription Action Required

Automatic Westpac EFTPOS machines will

automatically settle at 9:25 pm each

night. A settlement slip produced

overnight will confirm that the

automatic settlement has taken place.

1. Obtain settlement slip produced overnight.

2. Enter date and time shown on the EFTPOS

settlement slip into the DATE/Time To field on the EFTPOS banking screen the following banking day.

Manual User instigates a manual EFTPOS

machine settlement.

1. Manually settle EFTPOS machine.

2. Enter date and time shown on the EFTPOS

settlement slip into the DATE/Time To field on the

EFTPOS banking screen Note: By processing the

manual settlement the automatic settlement will not

occur that day.

Note: Payments processed after a manual EFTPOS

MACHINE settlement will be included in the following days settlement.

Note: It is important the dates and times are correct to ensure transactions

reconcile between ebs and SAP. The EFTPOS settlement date and times

entered govern which receipts in ebs are sent to SAP.


To process EFTPOS banking, follow the steps below:

Step 2: Process ‘EFTPOS’ Banking (3/5)

43

1 Select the EFTPOS radio button in the Banking panel.

1

2Obtain the EFTPOS settlement slip from the EFTPOS terminal. In the Date/Time To

field enter the date and time shown on the EFTPOS settlement slip. Note: This will

ensure only EFTPOS transactions sent to Westpac are sent to SAP.

Note: A Date/Time From value earlier than the last settlement date can also be

entered e.g. 01/01/2014, as the system will post only new transactions made

since the previous settlement. Using the January date can also assist in sending

older transactions not sent previously.

2 2



44

3Define the EFTPOS Terminal ID by selecting the appropriate dropdown

selection. Note: If no terminal ID is shown there are no transactions to post for

the date/time range chosen.

Note: Only those EFTPOS terminals that have outstanding transactions

to be banked, as defined by the date and time ranges, will be displayed

in the dropdown list.

Note: Failure to post these transactions means any processed receipts will

not appear as revenue in SAP.

3



45

4 Click Save to submit the selected transactions to SAP for banking.

Repeat step 3 selecting a different terminal ID if more than one terminal has

been settled and these transactions need to be posted.5

4


Step 2: Process ‘EPAY’ banking

46

To bank POP payments, select EPAY from the EFTPOS Terminal ID field dropdown.

Note: If no Terminal ID for EPAY appears in the dropdown, there are no transactions to post for the

date/time range chosen.

Transactions that occur after 6pm will not show on the Quickstream Cash Applied File report sent by

the bank the following day, but will be included the day after that. Refer to FISH chapter 7.

Enter the Date/Time

From and Date/Time To

fields that include the

date the transactions

were processed

Select Save to submit the selected transactions to SAP

for banking


Step 3: Process ‘Other’ Banking (1/3)

47

The ‘Other’ radio button is used to push all ‘other’ transaction information to SAP not

covered in the For Banking and EFTPOS/EPAY banking processes i.e. Cash Refund out

of petty cash and Not for Banking.

If Auto Settlement for ‘Not for Banking’ is selected in Institution Settings, no action is

required of staff as auto settlement will occur. Therefore only Cash (Cash refund out of

petty cash) (REFCSH) will need to be processed.

Note: Cash refund out of petty cash will only appear in the dropdown if the

school has a petty cash journal set up in SAP and must be manually settled with

the days banking.

EPayment Credit Card (EPAY) Payment Method notated in the screenshot

above is not available to schools yet – DO NOT USE. This is different to the

current POP/EPAY payment method currently available to schools.

Each separate Payment Method in

the dropdown must be banked and

posted to ensure revenue is

accurately reflected in SAP.



48

1

2

Select the Other radio button from the Banking panel.

Select the type of Payment Method required to process banking from the

dropdown list.

To process Other banking, follow the steps below:

1

2



49

Click Save to send the selected

transactions to SAP for banking

3

3

Enter the date ‘from’ and ‘to’ that includes the date the transaction/s were

processed.

4

Repeat steps 2-4 for each of the payment methods where transactions need to be

sent to SAP.

4


This payment method contains any cash refund transactions processed in ebs. The money

must be taken out of the petty cash float. Transactions will be posted into the petty cash

journal in SAP. Cash refunds from petty cash will only appear in the dropdown if the school

has petty cash set up in SAP.

To push ‘Cash refund out of petty cash’ information to SAP:

Cash (Cash Refund Out of Petty Cash - REFCSH)

50

1 Select the ‘Other’ radio button.

2 Select Payment Method as ‘Cash (Cash refund out of petty cash) (REFCSH)’.

Note: Selecting this method displays the date and time range fields.

3

4

Enter the date ‘from’ and ‘to’ that includes the date the transaction/s were processed.

Save the transaction using the Save icon.

Note: Failure to post these transactions will delay the petty cash top up trigger, as

SAP has not registered that cash has been given out.

Note: Cash must be taken out of

the petty cash tin and not from the

day's banking.


If Auto Settlement for Not for Banking is selected in Institution Settings, no action is

required of staff.

This payment method contains any transactions processed for receipts related to one or

more of the following electronic payments posted in SAP -

Centrelink (Abstudy payments)

CBA (Student Banking Commissions)

DE International Study Tours

To push ‘NFB’ information to SAP:

Not for Banking (NFB)

51

1 Select the Other radio button.

2 Select Payment Method as ‘Not for Banking (NFB)’.

Note: Selecting this method displays the date and time range fields.

3

4

Enter the date from and to which includes the date the transaction/s were processed.

Save the transaction using the Save icon.

Note: Failure to post these transactions means any receipts processed will not be

shown as revenue in SAP.


Ensure Correct Use of ‘Not for Banking’ Function

52

The ‘Not for Banking’ payment method must not be used as a mechanism to

write off or re-receipt transactions where there are no EFTPOS, cash or

cheque payments. It must only be used in circumstances where the money

has already been received in GL account 105125.

FISH provides guidance in relation to write off processes and delegations to

be complied with.

The G/L Account Line Item Display G/L View report in SAP will detail all transactions received for CBA Commissions, Centrelink / Abstudy and DE

International Study Tours.

Refer to Module 3 Bank Reconciliation for more information.


Cash desk reports generated when closing the till and during banking, will automatically

save upon generation and are available for authorised users to view and reprint for a

period of up to 30 days.

These stored reports are accessed on the Generate Reports History screen.

Reprinting Cash Desk Generated Reports (1/2)

53

Click the Generated Reports

button to open the Generate

Reports History screen.

Note: For users assigned a SAM

role, this button will be available

even when the till is not opened.

Other cash desk users must have a

till open to access this screen.


Note: To change the maximum number of days a Cash Desk generated report is

kept, navigate to Institution Settings > Fees and Payments > Max number of

days to keep Cash Desk end of day processing and banking reports and

update accordingly. This value will default to ‘30 days’.

Reprinting Cash Desk Generated Reports (2/2)

54

Authorised users can right

click on any report

displayed in the Generate

Reports History screen to

reprint it.

Users assigned the SAM role will see all

reports generated in Cash Desk, regardless of

till number. Other cash desk users will only see

reports generated for their till.

HINT: This grid is, by default, sorted according to

Date Generated, in ascending order, i.e. latest ones

first. All columns can however, be sorted by clicking

on the relevant column header.

NSW DEPARTMENT OF EDUCATION WWW.DEC.NSW.GOV.AU 55

Cash desk End of Day reports can be regenerated when required using the Regenerate

Close Till Reports screen.

Regenerating Cash Desk Reports – End of Day

55

1. Click the Regenerate Reports

button in the End of Day module to

open the Regenerate Close Till

Reports screen.

2. Enter the date of the till

session.

5. Select the report

to generate.

4. Right click on the

required till session.

3. Press search.

NSW DEPARTMENT OF EDUCATION WWW.DEC.NSW.GOV.AU 56

Cash desk Banking reports can be regenerated when required using the Regenerate

Banking Reports screen.

Regenerating Cash Desk Reports – Banking

56

1. Click the Regenerate Reports

button in the Banking module to open

the Regenerate Banking Reports

screen.

2. Enter the date of the

banking.

4. Right click on the

required banking.

5. Select the report

to generate.

3. Press search.


Finance Admin (1/6)

57

External refunds i.e. EFT and cheque refunds must be approved, amended or cancelled

within the Finance Admin module. Processing these transactions in Finance Admin will

push the refund information to SAP, enabling the payment of the refund.

Note: Refunds must be approved by the principal prior to processing.

Click the Finance Admin icon from the Start ribbon1

1


Finance Admin (2/6)

58

Select the transaction you wish to amend or cancel by highlighting the line2

3

The Finance Admin screen gives you the opportunity to check refund details and

make amendments if required, or cancel the refund if the refund amount is incorrect.

Select Amend or Cancel from the ribbon.3

2


Finance Admin (3/6)

59

If amend has been selected, select the Payer Details tab and edit the details

where required.

4

4

Select Save.

5

Note: The Refunds Details panel cannot be edited. If these details are

incorrect the refund must be cancelled and processed again.

5


Finance Admin (4/6)

60

Note: You will notice the Original Receipt Number listed in the

External Refunds panel is the same as that listed against the refund

made on the Cash Desk.


Finance Admin (5/6)

61

Click on the ‘N’ in the (Approve) column and check the tick box.

The refund will now need to be approved.6

6

Select Save.7


The approved refund will disappear from the list.

Finance Admin (6/6)

62



63

Having completed this module, you will be

able to:

• review unreconciled transactions posted

to SAP from ebs for your school

• check for ebs transactions not reconciled

in SAP.

• clear dishonoured cheque transactions.

Course Introduction




Module 4: Reporting

Course Summary


Once a school has completed the end of day and banking processes, all ebs transactions

processed in the cash desk will be sent to SAP.

Once EFTPOS/EPAY and deposit information is processed at the bank the

information/data is sent to SAP to be reconciled with the ebs transaction data.

The following slides provide an overview of how schools can support the SAP

reconciliation process.

Introduction to the ‘End of Day’ and ‘Banking’ Process

64

Receipt

transactions at the

cash desk

Reconcile

and close

till

Process

banking

SAP

reconciles

bank and ebs

transactions.

If ebs data does not reconcile in SAP, school revenue will not be reflected

accurately in SAP


Below is an overview of the banking and reconciliation process:

Overview: ebs, SAP and Bank Interactions

65

Bank

EFTPOS

Terminalebs Cash Desk SAP Finance

Physical

Banking

Cash, Cheque

End of Day

Banking

SAP Settlement

& Reconciliation

Electronic

Banking

SAP Reconciliation matches

the record of physical

cash/cheque and EFTPOS

terminal information received

by Westpac with the ebs

transaction information

pushed to SAP upon

‘banking’.

EFTPOS revenue

information is sent to

Westpac when an

EFTPOS terminal is

settled (*irrespective of

when the banking

process is completed in

ebs).

ebs transactions that are pushed to

SAP as part of ‘banking’ include:

Transactions that have been

reconciled in the ebs Cash Desk

‘For banking’ transactions that are

included in a selected till batch

(created by ‘Closing a till’) during

banking

‘EFTPOS’ and ‘other’ transactions

that fall within the specified banking

period

Note: SAP can only automatically

reconcile the funds collected at a

school after receiving information

from both Westpac and Student

Management that balances and

satisfies matching criteria.


SAP can only automatically reconcile the funds collected at a school after receiving

information from both Westpac and Student Management.

SAP reconciliation will only occur when:

Payments have been reconciled and closed in ebs cash desk as part of the end

of day close till process (covered earlier in this module).

Note: Any transactions not reconciled and closed will not be available to be

banked. These transactions will be included in the next end of day

reconciliation and banking.

Westpac has received the physical banking (cash/cheques/money orders) and

EFTPOS terminal settlement details and online payment details.

Batches of banking information has been sent to SAP as part of the banking

process (steps detailed in this module).

Sending Banking Information to SAP

66


If transactions remain unreconciled in SAP, revenue will not be reflected accurately.

It is strongly recommended you run the Bank Queries List on GL Account report in

SAP weekly to check for ‘red dots’ – which identify unreconciled transactions. These

transactions require action by the school for GL account codes: 105110 – 105190.

Below is an example of an SAP report for the GL account 105125.

Maximising Revenue Recognition and Minimising ‘red

dots’

67

The green dot indicates this transaction has been

reconciled in SAP. If the dot is red the transaction

has not been reconciled in SAP.


To generate the Bank Queries List on GL Account report:

Generate a G/L Account Line Item Display G/L View

Report (1/4)

68

1

2

3

Select SAP icon.

Select Reports.

Select Bank

queries list on

GL account.


See example below using GL account 105110:


Report (2/4)

69

Select GL account code e.g.

105110.

Select Company Code for schools

e.g. 1060

Select execute button (or

F8) to produce the report.

Enter the relevant fields to receive the GL account information.4

4

5



Report (3/4)

70

Select ‘Spectacles - Glasses’

icon to see more about a

transaction.

1Click the checkbox next to the red dot for additional

information about a transaction.

2

The G/L Account Line Item Display G/L View report identifies the transactions that are

unreconciled (indicated by a ‘red dot’) and require further attention.


Use the icons from the ribbon to view additional details.


Report (4/4)

71

Select ‘Hat’ icon to view additional details about the transaction.

Ref key 2 displays

numbers

separated by semi-

colon. The first four

numbers are your

school code and

the second set of

numbers is the

SAP Batch

Number. This SAP

Batch number will

be used to identify

the batch of

transactions in

ebs.

3


View the Details of ‘red dot’ Transactions in ebs (1/2)

Once you have identified the batch that contains unreconciled transactions in SAP, navigate

to the ebs Reporting Cradle and generate the Financial Transaction Batch (FINANCE23)

report.

This report provides the list of transactions that belong to the identified SAP Batch.

72

Check the NULL checkbox

next to the From Date and To

Date Fields.In the Finance folder click to

select the Financial

Transaction Batch Report.

1

2


The transactions that appear on the screen belong to the SAP Batch Number that

appeared on the G/L Account Line Item report.

View the Details of ‘red dot’ Transactions in ebs (2/2)

73

Enter the SAP Batch

Number obtained from

the SAP report.

Payment Method is ALL

Click View Report.

The SAP Batch

Number is

displayed at the

top.

3

4

1234 - ABC Primary School


Clearing Dishonoured Cheque Transactions

Dishonoured cheques also appear as ‘red dots - meaning unreconciled transactions in

the GL Account Line Item Display G/L View report under account 105111.

Dishonoured cheques must be actioned promptly by cancelling and

dishonouring the transaction in ebs: central. By selecting the dishonour

checkbox in ebs: central, the original fee will be reinstated on the students

account. Refer to SM12 WI: How to process a cheque dishonour.

74

Refer to chapter 7 in Finance in Schools Handbook (FISH) for the process

regarding dishonoured cheques.


The Financial Transaction Batch Report must be generated on a weekly basis to

identify any transactions that have not been banked in ebs.

Transactions without a batch number have not been banked.

Check for Transactions that are not sent to SAP

75

Note: If any batches are identified as unbanked, they must be banked following

the Process Banking process.

Failure to do this will result in ‘red dots’ in the Bank Queries List on GL Account

report, and revenue will not be recognised in your profit centre in SAP.

An SAP Batch without a

number indicates that the

batch has not been banked. 1234 - ABC Primary School


Module 4: Reporting

76

Having completed this module, you will be able

to:

• list the Cash Desk reports generated as part

of the end of day and banking process.

• identify the Student Finance reports that can

be generated from the Reporting Cradle

• generate a Group Activity Report.

Course Introduction




Module 4: Reporting

Course Summary


Reporting for Managing Student Finance

77

Note: Student Management offers a variety of reports and receipts for

managing student finance. Whilst some of these are generated within

ebs: central, many of these reports are generated from an external

browser-based reporting application known as the Reporting Cradle.


Reports Available in ebs: central

78

Reports generated from within ebs: central include:

Bank Deposit Sheet Cancelled Receipts and Refunds

Fees Report

Cash Register Contents Report

A4 Payment Receipt

80mm Payment Receipt

Bank Deposit Discrepancy

Management Report

Cash Register Management

Report

Note: Further detail on the contents of each report is available in the

SM12: Managing Student Finance User Guide.

Statement of Account


Reports Available in the Reporting Cradle

79

Reports that can be generated from the Reporting Cradle include:

Student Financial Transaction

Report

Student Statement of Account

Aged Debt by Invoice Report Outstanding Debit and Credit

Report

Cheque Enquiry Report Group Activity Report

Receipt Breakdown report Waiver Breakdown Report

Unpaid Fees Report


Accessing the Reporting Cradle (1/4)

80

Click the Reports icon from the Start ribbon to view the reports available in

the Report Cradle, a browser-based reporting application.1

To access the Reporting Cradle, follow the steps below:

1



81

Select the report you wish to

generate. In this example,

we select the Group

Activity Report.

Select the appropriate folder and open the folder by clicking the + sign next

to the folder.2

2

3

3



82

4 Select the appropriate options in the Group Activity Report parameters.

Click

View Report

5

In this example, the Scholastic Year, Group Type and Activity are selected to report on Year 4 Excursion

4



83

Note: You can view the report that is generated in the browser. From

here you are able to save the report to a nominated folder on your

computer, and/or print this report using the appropriate buttons on the

document panel.


Course Summary

84

You have completed the Managing Student Finance

(PART 3) eLearning course.

Having completed this course, you can now:

set up the ebs cash desk

reconcile and close a till


process banking

review unreconciled transactions posted to SAP

for your school by ebs

check for ebs transactions that have not

reconciled in SAP.

locate and use Student finance reports

Course Introduction




Module 4: Reporting

Course Summary


Additional Reference Materials

Related training material

Part 1 Managing Student Finance – Fee Administration

Part 2 Managing Student Finance – Processing Transactions

Reference material

Related reference and training material can be located on the EDConnect site;

Student management and wellbeing link

Finance In Schools Handbook (FISH)

Banking Golden Rules and Best Practice

Banking discrepancy checklist

85

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