Cashier/Cashier Office Configuration End-to-End Process

Purpose: Use this document as a reference for how to create a new cashier office in ctcLink.

Audience: Student Financials Supervisor, Bursar.

Create/Update a SF Merchant ID

You must have at least one of these local college managed security roles:

  • ZD SACR SF All Config

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

The corresponding Payment Merchant must be created prior to the configuration of the SF Merchant ID. Refer to the CS: Local Configuration Guide - Student Financials.

Setting up a new Merchant ID is rarely required for creating a new Cashier Office. Please contact SBCTC via ticket submission if you believe you need a new Merchant ID.

Navigation: Set Up SACR > Common Definitions > Self Service > Student Financials > SF Merchants

  1. The SF Merchants search page displays.
  2. Select the Add a New Value tab.
  3. Enter the SF Merchant ID.
  4. Select the Add button and the SF Merchants page displays.
  5. Enter the Description.
  6. Select the Process Option from the drop-down.
  7. Select the Payment Merchant from the drop-down.
  8. Select the Hosted Payment Provider checkbox.
  9. If you selected the Credit Card from the Process Option drop-down:
    1. In the Credit Card section, select the:
      1. Real-Time Authorization checkbox.
      2. Real-Time Capture checkbox.
      3. Real-Time Credit checkbox.
    2. In the Default Options section:
      1. Enter or search for PRI (Primary) in the Contact Type field.
      2. Enter or search for S_EMAIL (Student Email) in the Address Usage field.
      3. Select Primary from the Type of Name drop-down.
      4. Select Mobile from the Phone Type drop-down.
  10. If you selected Electronic Check from the Process Option drop-down:
    1. In the Electronic Check section, select the:
      1. Real-Time Debit checkbox.
      2. No Authentication from the Authentication Method drop-down.
  11. Select the Save button.
  12. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to SF Merchant ID. This link will open in a new tab/window.

Create/Update a SF Cashiering Office

You must have at least one of these local college managed security roles:

  • ZC SACR SF Cashiering Config
  • ZZ SACR SR Cashiering Config

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Creating new Cashier Offices may be necessary when establishing new Business Offices or site locations for your college. The Cashier Office name and Description of this new Cashier Office should be the name of the Campus department or Campus Site. Example: Bookstore, Enrollment Services, Site Location (away from main campus), etc.

Navigation: Set Up SACR > Product Related > Student Financials > Cashiering > Cashiering Offices

  1. The Cashiering Offices search page displays.
  2. Select the Add a New Value tab.
  3. Enter the Business Unit and Cashier's Office name.
    • Note: Character limit is eight.
  4. Select the Add button and the Cashiering Offices tab displays.
  5. Enter the:
    1. Description.
    2. Short Description.
    3. Long Description.
  6. Enter or search for the:
    1. Campus: Main.
      • Note: Campuses are created/updated under the Campus Table within SACR. It is encouraged to only have one campus per college. The Cashier Office name and Description of this new Cashier Office should be the name of the Campus department or Campus Site.
    2. Location.
      • Note: Locations are created/updated under the Location Address within Common Objects.
    3. Base Currency: USD
  7. Select the Balance By drop-down and:
    1. Select Balance by Cashier (Recommended).
      • Note: Balance by Cashier allows you to balance by cashier when closing the cashier office.
    2. Select Balance by Register.
      • Note: Balance by Register allows you to balance by register when closing the cashier office.
  8. Enter or search for Cash in the Change Due Tender.
  9. Enter the Retrieval Limit.
    • Note: The Retrieval Limit is the amount of days you can go back and re-open a Cashier Office. The default amount is 3. Please submit a ticket to SBCTC if you would like this limit increased.
  10. In the GL Interface section, select the:
    1. GL Interface Required checkbox if the GL is required to be run before closing the cashier's office; otherwise, un-check it. 
    2. Over GL Entry link to enter chartfield strings for over amounts.
    3. Short GL Entry link to enter chartfield strings for short amounts.
  11. In the Close Office Edits section, ensure only the Posted Close Required checkbox is selected.
Cashiering Offices tab page
  1. Select the Transaction Setup tab and the Transaction Setup tab displays.
  2. In the Electronic Payments section, enter the SF Merchant ID.
  3. In the Void Receipts section, select the Transfer after void checkbox.
  4. In the Post Receipts section, select No posting delay from the Posting drop-down.
  5. Select the Save button.
  6. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Create/Update a SF Cashiering Office. This link will open in a new tab/window.

Create/Connect a Register to a Cashier Office

You must have at least one of these local college managed security roles:

  • ZC SACR SF Cashiering Config
  • ZZ SACR SF Cashiering Config

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Set Up SACR > Product Related > Student Financials > Cashiering > Valid Registers

  1. The Valid Registers search page displays.
  2. Enter the Business Unit.
  3. Enter or search for the Cashier's Office.
  4. Select either the Cashier Offices' link or the Search button and the Valid Registers page displays.
  5. In the Print Receipt Automatically section:
    1. Select the Add a New Row [+] button and enter the Register.
    2. Select the Student Payment checkbox.
    3. Select the Corporate Payment checkbox.
    4. Select the Department Receipt checkbox.
  6. Select the Save button.
  7. Process complete.

Ensure you add this Register to an Open Cashier Office. Please refer to the Opening a Cashier's Office QRG.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Valid Register. This link will open in a new tab/window.

Create/Update a Target

Currently in testing. Will update/communicate once added.

Create/Update a Tender

Purpose: Use this document as a reference for adding a new tender type in ctcLink.

Audience: Student Financials supervisor.

You must have at least one of these local college managed security roles:

  • ZC SACR SF Cashiering Config
  • ZZ SACR SF Cashiering Config

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Tender Key Tab

Navigation: Set Up SACR > Product Related > Student Financials > Cashiering > Tender Keys

  1. The Tender Keys search page displays.
  2. Select the Add a New Value tab.
  3. Enter the Business Unit.
  4. Enter the payment name in the Tender Key field.
  5. Select the Add button and Tender Key tab page displays.
  6. In the Tender Details section, enter the:
    1. Effective Date: Date when this tender may begin to be used (can be adjusted).
    2. Status: Active or Inactive.
    3. Descriptions: Enter the appropriate tender describing terminology.
    4. Tender Category: Select the appropriate category for the tender that you are defining. This will typically match the Tender Key.
      • Note: When a cashier enters a tender key during a cashiering transaction, the Tender Category tells the system which tender details must be entered before the cashier can successfully complete the transaction.
    5. Change Allowed: Select this check box if you want the cashier to be able to give change for a transaction using this tender key.
    6. Service Impact: Typically left blank.
      • Enter a service impact code to affect how the system processes transactions using this tender. For example, if this field contains a negative service impact for checks, the system does not permit students to tender checks as payment if the service indicators on their accounts are associated with the negative service impact.
  7. In the Amount Options section, enter the:
    1. Transaction Minimum/Maximum: Enter the minimum and maximum amounts of this tender that your cashiers can accept per transaction.
    2. Out Minimum/Maximum: Enter the minimum and maximum amounts of this tender that your cashiers can dispense per transaction as change due.
    3. Drawer Warning Minimum/Maximum: Enter the minimum and maximum amounts of this tender that your drawers can contain before the system generates a warning message.
    4. Drawer Error Minimum/Maximum: Enter the minimum and maximum amounts of this tender that your drawers can contain before the system generates an error message.
  8. Beneath the Amount Options section:
    1. Ensure the GL Interface Required checkbox is selected.
      1. Select the GL Entry, Over GL Entry, and Short GL Entry links and enter the:
        1. GL Business Unit.
        2. Ledger: Typically LOCAL.
        3. Optional: Select the SpeedType link to enter the Speedtype.
        4. Operating Unit.
        5. Account.
        6. Fund.
        7. Class Field.
        8. Department.
        9. Chartfield 2: N.
      2. Select the OK button.
  9. Section complete.

Select the 'GL Entry' links to enter the ChartField values that correspond to the general ledger account into which you record cashiering transactions associated with the defined tender key. The chart of accounts that you define on this page provides the debit side of the GL entry.

You can also specify a SpeedType on this page. To specify the Speed Type, click this link or one of the proceeding links and enter the SpeedType that you have already set up. Refer to the Create and Update SpeedType Keys QRG for Speedtype information.

Refer to the Add/Update a Cashier Configuration QRG to assign/update a Cashier to the Tender type on the Tender Key Valid Cashiers tab. Create and Update SpeedType Keys

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial

View the external link to Create a Tender. This link will open in a new tab/window.

Create and Update SpeedType Keys

Please refer to the Create and Update SpeedType Keys QRG.

Cashier Configuration

Please refer to the Add/Update a Cashier Configuration QRG.

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