9.2 Closing a Cashier's Office

Purpose: Use this document as a reference for closing a cashier's session in ctcLink.

Audience: Student Financials staff and Cashier's Office Staff.

Closing a Cashier's Office

Review Tender By Cashier OR Review Tender By Register

Navigation: NavBar > Navigator > Student Financials > Cashiering > Balance by Business Day > Review Tender By Cashier or Review Tender by Register

  1. The Tender By Cashier page displays.
  2. Enter or Lookup Cashier Office Date.
  3. Select the Search button.
Tender By Cashier page

Navigation: NavBar > Navigator > Student Financials > Cashiering > Balance by Business Day > Review Tender by Register

  1. The Tender By Register page displays.
  2. Enter or Lookup Cashier Office Date.
  3. Select the Search button.
Tender By Register
  1. Reconcile system balance against cashier drawer, credit/debit card machine, etc.
Running and Reviewing Departmental Receipts Query

Use this query to find transactions that were entered incorrectly. Only transactions with errors will be returned.

Navigation:  NavBar > Navigator > Reporting Tools > Query > Query Viewer

  1. The Query Viewer page displays.
  2. Enter query name = QCS_SF_DEPT_RECEIPTS_GL.
  3. Select the Search button.
  4. Search Results display.
  5. Select the desired format for which to "Run" the query (usually Excel).
Query Viewer Search Results
  1. The Query criteria page opens in a new window.
  2. Enter the Business Unit.
  3. Enter the From and To Business Dates.
  4. Review the output for any outstanding items.
  5. Correct all outstanding items.  (9.2 Voiding Receipts)
query criteria page
Closing the Session

It is important to run the Cashiering GL process after having processed through the first two tabs (Close Registers & Close Cashiers,) but prior to completing the third tab (the tab titled Close Offices.)

Navigation:  NavBar > Navigator > Student Financials > Cashiering > Cash Management > Close Offices

  1. The Close Cashier Offices search page displays.
  2. Enter the Business Unit.
  3. Select the Search button.
  4. The Search Results display.
  5. Select the applicable Cashier’s Office.
Find an Existing Value
  1. The Close Registers tab displays.
  2. Enter amounts to the Closing Balance fields (depending on configuration)
    1. The cashier's starting till balance should be added to the cash totals for the day (depending on business process and configuration.)
    2. Repeat this step if you have multiple registers open.
    3. If the boxes are grayed out, the field cannot be entered.
  3. Select the Close check box.
  4. Select the Close Cashier tab.
Close Registers tab
  1. The Close Cashier tab displays.
  2. Enter the Closing Balance for each tender (depending on configuration)
    1. The cashier's starting till balance should be added to the cash totals for the day (depending on business process and configuration.)
    2. If the boxes are grayed out, the field cannot be entered.
  3. Select the Close check box.
  4. Select the Save button.
  5. This next step will be running the Cashiering GL Interface.
Close Cashier tab

Select the Save button, but do not select/complete the third and final Close Offices tab yet!  

Instead, use the same ctcLink browser window and navigate to the Generate Cashiering Entries page and follow the Cashiering GL processes listed below.  

Once that process has completed - then return to the Close Offices ctcLink page & tab.

Running and Reviewing Cashiering GL

Navigation:  NavBar > Navigator > Student Financials > GL Interface > Generate Cashiering Entries

  1. The Cashiering GL Interface search page displays.
  2. Enter an existing Run Control ID or select the Add a New Value tab and create a new one.
  3. Select the Search button (or Add if on the Add a New Value tab).
Cashiering GL Interface
  1. The Cashiering GL Interface page displays.
  2. Enter the Business Unit.
  3. Enter the Cashier’s Office.
  4. Enter or select the Business Date.
  5. Enter the Journal Template of SFC/GL.
  6. Select the Run button to begin the process.
Cashiering GL Interface page
  1. Ensure that the process has completed to success.

Close Offices

After the Cashiering GL Interface process has finished, return to the Close Offices ctcLink page to complete by selecting the Close Offices tab and then the big Close button.

  1. The Close Offices tab displays.
  2. Select the Close button.
Close Offices tab
  1. The below message will appear if Generate Cashiering Entries hasn't completed/been processed.
Message
  1. Process complete.

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