Reports in MSB. Form or Screen: MSB - Reports Updated: 2/5/18 QRG Doc. #: Q.SA.014

Transcription

1 Form or Screen: MSB - Reports Updated: 2/5/18 QRG Doc. #: Q.SA.014 Business Use: MySchoolBucks is a system designed to streamline school payments for parents and students. Several reports yield crucial information regarding completed payments, verifying that settings are correct within the system, and identifying delinquent payments. While several reports can be run on demand as needed, the Batch Report should be completed with daily intake of on-site payments. Reports Category & Available Reports 1. Navigate to the Dashboard on the left side of the screen. Locate Reports category and click the plus (+) sign to expand and view options. Reports are grouped in subcategories. Expand each subcategory to view complete listing of available reports. Report Descrtiption Links: Batch Report (Detail) G/L Transaction Report Order Report (as needed) Order Report (as requested) Product Report Stock Report Invoice Report (Detail) 2. Click the hyperlink for each report on the left or scroll down to view details on each report. Page 1 of 7

2 BATCH REPORT (DETAIL) 3. Create a daily deposit record that will match your cash deposit. Then upload the report via Smartsheet. If a deposit does not match the Batch Report (Detail) you must enter the discrepancy amount and provide comments detailing why they do not match. 4. Using the menu on the left side of the screen, expand Reports by clicking the plus sign, then expand Payments and select Batch Report (Detail). 5. In the Billed To field, uncheck all boxes and check Cash/Check/Others 6. Update Start Date and End Date to the prior business day. 7. Click View Report at the bottom of the screen. 8. Click printer icon on the top right of the report and save as PDF. 9. Ensure the Destination is set to Save As PDF. a. If the Destination is set to anything other than Save as PDF, click Change and select Save as PDF from the list of options in the popup window. 10. Click Save and save document in a folder on your computer so that it can later be attached to the daily deposit Smartsheet. Page 2 of 7

3 NOTE: Detail procedures for daily cash reconciliation can be found in the Daily Cash Reconciliation and Reporting Q.SA.013 QRG. G/L Transaction Report 11. G/L Transaction Report - This is an optional report used to verify that accounts are entering G/L correctly and the funds are placed in the correct location. Note: this report does not export directly to Excel. 12. Using the menu on the left side of the plus sign, then expand Payments and select G/L Transaction Report. 13. Update Start Date and End Date to the display the desired timeframe. 14. Click View Report at the bottom of the screen. 15. To transfer data to Excel, click send to file. Open excel, and drag and drop the downloaded file into Excel and the data will populate. ORDER REPORT (as Needed) 16. The Order Report identifies all payments made for/by students either by cash/check at school or by credit card/ach online. Report can be created as needed. 17. Using the menu on the left side of the select Order Report. Page 3 of 7

4 18. Enter the Keyword(s), such as a student ID, student name, last 4 digits of credit card, or the name of the parent/guardian. 19. Set the Start Date and End Date based on the desired range. 20. Click View Report or Send to Excel depending on preference. ORDER REPORT (as Requested) 21. The Order Report can also identify payments for specific product to see who has paid. For example, if a teacher asks for a list of students who have paid for a field trip. NOTE: This report is for products only, not invoices. 22. Using the menu on the left side of the select Order Report. 23. Depending on the inquiry, you may want to update the Product. Page 4 of 7

5 24. Set the Start Date and End Date based on the desired range. 25. Click View Report or Send to Excel depending on preference. Product Report 26. Run the Product Report at the end of each term, or as needed, to ensure that all products are properly categorized and are configured correctly. Verify that the correct G/L account is assigned for each product. 27. Using the menu on the left side of the select Product Report. 28. Leave all fields blank and click Send to Excel Page 5 of 7

6 Stock Report 29. A Stock Report can be run at the start of the term, or as needed, to verify pricing and quantities for each product are correct. 30. Using the menu on the left side of the select Stock Report. 31. Leave all fields blank and click Send to Excel. 32. Options Products with variable pricing options are displayed. 33. Available - accurate count of number of items available at time report is run. 34. Allocated - If you have product that requires approval, it will take from available and show in allocated. If denied it goes back to available. For example, you may want to approve who could buy prom tickets and manually approve them. Page 6 of 7

7 Invoice Report (Detail) 35. Invoice Report (Detail) can be run to determine which students have outstanding fees. 36. Using the menu on the left side of the plus sign, then expand Invoices and select Invoice Report (Detail). 37. In the Status Activity section, uncheck all fields and leave only Outstanding checked. NOTE: This report can also be used to show payments made by clicking the payment activity and checking/unchecking payment types as desired. 38. Set desired search criteria to narrow report to grade, student, fee, etc., if needed. NOTE: Date defaults to current date. Reset date to desired date of invoice search. 39. Click Search to create the report. 40. This report shows open invoices on the screen. To download to Excel, click the Export button at the bottom of the screen. Page 7 of 7