Debit cards

You can use SchoolInsight Financials to track district debit card use. After adding the cards to the system, each transaction paid with a debit card will reduce the asset account that it is associated with.

Add debit cards
Create transactions

Add debit cards

In order to begin using debit cards, create a record of each card in the system. Every card must be linked to a financial institution account, and multiple cards may be added to the same account.

To create a financial institution account:

1. Go to Financials Main > Setup > Financial Institution Accounts
2. Create
3. Choose the Financial Institution Type
• All types except Credit Card can allow debit cards to be linked
4. Check Allow Debit Cards
5. Enter other details
6. Save

To add individual cards:

1. Go to Financials Main > Setup > Financial Institution Accounts
2. Next to a credit card account, click the down arrow and click Add Debit Card
3. Select the main Employee responsible for this card and the Card Number
4. Save

Create transactions

When someone makes a payment using one of the district debit cards, the transaction needs to be recorded in the Accounts Payable system. Like other AP transactions, it needs both an invoice and a payment; however, debit card transactions can be streamlined so the payment is created simultaneously with the invoice.

To record a debit card transaction:

1. Go to Financials Main > Accounts Payable > Vendor Invoices
2. Create Invoice
3. Payment Issued By: Paid using district debit card
4. Enter line items and other details
5. At the bottom, check Enter payment card and create payment too
6. Choose the Payment Card and Status of created payment
• To post the transaction to the General Ledger immediately, choose the status Paid
• If you set the status to Approved or Draft, you will need to return to Accounts Payable > Payments to mark the payment Paid in the future
7. Save