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Cash Advances

Introduction

These functions within the EPOS system can be used for Sports and Societies, to allow them to make advance purchases and pay in money directly to their accounts.

I want to allow a Sport or Society to make an advance purchase…

(For example, if American Football informed their Union that they are going to need to spend £100.00 on kit, they can be given that money in advance from their account.)

Firstly, the Cash Advance needs to be created by a staff member on SUMS, before it can be redeemed by the student on the till.

  1. Navigate to the ‘Cash Advance’ section of the EPOS Module.
  2. Click the green ‘Create Cash Advance’ button.
  3. Enter the Group Name, Member Name/ID, Budget Code, Description, Amount and the date you expect the money to be returned.
  4. Click the green ‘Submit’ button.
  5. This will now appear in this section, so staff can view any upcoming and previous Cash Returns.

To redeem on the till by the student:

  1. Scan the Student Card on the till (or enter Student ID number manually).
  2. Click the light blue ‘Other’ button in the bottom right hand corner.
  3. Click ‘Cash Advances’ to be shown a screen of all Cash Advances available for that Student.
  4. Click ‘Issue’ next to the Cash Advance you wish to use.
  5. Cash off the till as normal.

Please Note: The Cash Advance will appear as a refund on the Z-Read for that day.

Once the purchase has been made, a Cash Return can then be processed:

  1. The Student returns with the receipt for the agreed purchase.
  2. Scan the Student Card on the till (or enter Student ID number manually).
  3. Click the light blue ‘Other’ button in the bottom right hand corner.
  4. Click ‘Cash Return’ and select the Cash Return to be used.
  5. Here, you also can enter any discrepancies with the purchase. For example, if the Sports Team asked for £100.00, but the purchase only totalled £90.00, here you can enter that the remaining £10.00 was returned. Your Finance Team can then reconcile the other £90.00 with the receipt from the SUMS side.
  6. Cash off the till as normal.

To reconcile the Outstanding Balance on SUMS:

  1. Next to the desired Cash Advance, click the blue ‘Modify’ button.
  2. Enter the amount from the receipt (in this example, £90.00).
  3. The Outstanding Balance will then change to reflect the difference between that requested in the Cash Advance, and that returned in the Cash Return.

Updated on 1st February 2021