Cash Office Manual



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Cash Office Manual

Created By: Angela Beebe

Kroger 585

Table of Contents


Table of Contents 3

Introduction 4

Opening the cash office 6

Opening the cash office 6

Printing Reports 6

Organizing Reports 11

Cash Procedures 14

Counting the safe 14

Entering the Lottery Money on Cash In 14

Loaning Special Order funds 15

Balancing Tills 16

Performing a daily close in Veribalance and ACE 23

Daily Close in Veribalance 23

Daily Close and Checking Lines in ACE 24



Index 29



Introduction


This manual will can be used as a reference guide when you forget something or when you are training a new associate. The manual will be a great tool to make copies of for new incoming bookkeepers; they can make side notes on their own personal copy that they can take home and study. Some abbreviations you will see through this manual are…

  • TCO: The Cash Organizer; an organizing system to help you complete the cash office in an organized manner.

  • Triple D: Armor car money delivery truck.

  • Jetscan: Money counting machine.

  • BK: Stands for bookkeeper.

  • V.B: Veribalance; one of the computer systems in the cash office, computer system you balance, pickup, and loan registers on.

  • Ace: Second computer system used in the cash office, used to print reports, check and correct lines.

  • F.E: Front-end 20121107_115423.jpg

  • BK: Bookkeeper


TCO and Jetscan



Printing and Organizing Reports

20121112_075336.jpg20121112_082128.jpg

Opening the cash office

Opening the cash office


Opening the cash office in the mornings is simple, there is a lot of information and at first you will feel overwhelmed. There is no need to worry once you get the hang of it you will feel it is repetitive and find yourself completing the task with no help from the manual, except for as a quick reference guide.

Printing Reports


After you have opened the left side of the safe call for the overnight manager to come and open the right side of the safe, once the safe is open keep both sides on day lock. Once you have the save open print your daily reports.

Office Cash Report


  1. Log into ACE

  2. Click Reports

  3. Click Accounting

  4. Click Office Cash Report

  5. Click print

Sales by Terminal Report

  1. Stay in Reports on ACE

  2. Click Sales Reports

  3. Click Sales by Terminal

  4. Click Print

Listing and Log Report also known as banking packet

  1. Stay in Reports on ACE

  2. Click Listing and Log Reports

  3. Click Tender Listing Report

  4. Make sure number 3 (checks) is selected

  5. Click Print

Lottery Reports

Inventory Report

  1. Go to the self-service lottery machine

  2. Open the door

  3. Type in pin and password

    1. Pin:123456

    2. Password:1234

  4. Hit Local Reports

  5. Hit Inventory Reports

  6. Hit Printc:\users\randy\appdata\local\microsoft\windows\temporary internet files\content.word\20121112_061728.jpg

  7. Hit Home (In the left top corner of the screen)

Shift Report

  1. Hit Shift Report

  2. Hit Clear (Report will print automatically)

  3. Hit Home

Week to Date Report (Sales Report)

  1. Hit Draw Game Report


Figure 1.1
Hit Daily Sales

  1. Hit Week to Date

  2. Hit Retailer

  3. Hit Print

Lottery Sign on Report (Lottery machine behind the service center)

  1. Sign onto the lottery machine

    1. Pin: 49396200

    2. Pass: 09315

  2. Report prints automatically

  3. Place the report in the correct drawer labeled by months next to the lottery machine

Western Union sales report

  1. Log in to the Western Union Computer

  2. Click Other Services

  3. Hit F9 (Transaction Log)

  4. Enter Correct date (Yesterday’s date)

  5. Click Search

  6. Click Printable

  7. Right Click, Click print

  8. Make sure Citizen printer is selected, Click print

Staple the western Union report to the Western Union forms filled out by customers in the previous day located in the F.E drawer.

Daily Money Order Report

  1. Tear a piece of computer paper in half against the long edge

  2. Insert one of the pieces of paper long way into the Money Order Machine

  3. Hit Report

  4. Hit #1 (Money Order)

  5. Hit #1 (Close Report)

  6. Enter your user ID

  7. Hit Enter

Weekly total Money Order Report

  1. Flip paper over and reinsert paper in the Money Order Machine

  2. Hit Report

  3. Hit #1 (Money Order)

    1. Monday

    1. Tuesday

    1. Wednesday

    1. Thursday

    1. Friday

    1. Saturday

    1. Sunday

    Figure 1.2

  4. Hit # 4 (History Report)

  5. Hit #2 (Print)

  6. Enter your user ID

  7. Hit Enter

  8. Hit # of days in the week so far

    1. For example use figure 1.2 if it

Monday you would hit #1…

  1. Hit Enter

Daily Western Union Utility Reports (Use Money Order Machine)

  1. Insert the other half of the paper your tore in half

  2. Hit Report

  3. Hit #2 (Utility Report)

  4. Hit #1 (Close Report)

  5. Enter your User ID

  6. Hit Enter

Weekly Western Union Utility Reports

  1. Flip paper over and reinsert paper in the Money Order Machine

  2. Hit Report

  3. Hit #2 (Utility Report)

  4. Hit #4 (History Report)

  5. Hit #2 (Print)

  6. Enter User ID

  7. Hit Enter

  8. Hit # of days in the week so far (refer to figure 1.1)

  9. Hit Enter

Coinstar Report

  1. Insert and turn the Coinstar key in the Coinstar Machine (key is located in BK drawer)

  2. Hit Partner

  3. Hit English

  4. Hit #2 (Daily Detail Report)

  5. Hit Print

Reports that Print Automatically

  • Sales Department Totals

  • Miscellaneous Transactions Recap

  • Manager Audit Trial Report

  • 31 Day file Reports

    • Hand Ring Report

    • Negative Sales Report

    • Refund Report

    • Void Report

    • Transaction Log –Voided Transactions

    • Item Void Exception Report

    • Suspend Retrieve Report

    • Price Adjustment Report

    • Miscellaneous Accounts by Terminal

    • Audit Action Report

  • SAF Report

  • Fidelity Bill Payment Report (found on the Fidelity Machine in the Service Center)

Organizing Reports


Some reports you will have to print manual and some will print automatically and will be waiting on the printer when you arrive. A couple of things to look for if the reports are not waiting for you on the printer: is the printer jammed, is a register signed on still in the middle of a transaction, is it after 1:30 am, if none of these are wrong contact the help desk at 1 800. Once you have all of your reports you will need to organize them. You will have four separate packets.

Sales and cash Packet

  • Miscellaneous Transactions Recap

  • Manager Audit Trial Report

  • Office Cash Report

Use the Office Cash Report to make sure the pickup amount matches the deposit amount made the previous night. Set aside you will add more reports to this packet later in the day after you balance all the tills, and deposit any extra funds.
31 Day File

All repots in the 31 day file are automatically printed for you; these reports need to be stapled together in this order. This packet is how you monitor losses and can search for theft or untrained cashiers. You need to make a copy of the Hand Ring Report and give it to your front-end manager along with the Sales and Cash Report and the daily breakdown. Also you need to email the amount of hand rings to your district trainer along with the cash office daily break down amounts.



  • Hand Ring Report

  • Negative Sales Report

  • Refund Report

  • Void Report20121112_075336.jpg

  • Transaction Log- Voided Transaction Report

  • Item Void Exception Report

  • Suspend Retrieve Report

  • Price Adjustment Report

  • Miscellaneous Account by Terminal Report

  • Audit Action Report



Banking Packet

  • Tender Listing Report


Banking Packet

Figure 1.3

Figure 1.3
Staple pages together and set aside. Later you will staple reports from V.B when you carry forward along with the yellow carbon copy cash and check deposit slips.

SCO Utilization Packet


  • Sales by Terminal Report

Staple the pages together and put aside and you will give this packet to your front-end manager along with a copy of the Hand Rings Report, and the daily cash office breakdown.

Sales Report

Punch holes in the Sales Department Totals Report and place it in the sales binder behind the correct tab labeled by periods.



Reports you will use to check lines on the Sales and Cash Report

  • Lottery Reports

  • Fidelity Report

  • Western Union Reports

  • Money Order Reports

  • Western Union Utility Reports

  • Coinstar Report

  • Banking Packet (This is its on packet but you will use it to check your cash and check deposit lines)

Set all of these reports aside and you will use them later to check lines when you print your Sales and Cash repot after you perform a daily close in V.B.

Cash Procedures

20121107_115354 (2).jpg

20121107_115740.jpg

Cash Procedures


In this chapter you will learn the importance of counting the safe before you start balancing tills and after you are finished balancing the tills. You will also learn different tills setups and the three different types of balancing you will perform between front end tills, SCO, and the perimeter tills, along with loaning procedures.

Counting the safe


Counting the safe is also known as taking the safe inventory. Taking the inventory is an important step that should be completed before you loan any money out of the cash office or bring any money into the cash office. Open and verify yesterday’s change order if the funds do not match the pink Wells Fargo change sheet notify Division Accounting immediately (713) 507-6032. Once you have verified the change order staple the cash in report and pink Wells Fargo change sheet onto the change order log. Place the funds you will use to prepare your tills and the coin trays and postage stamps on the TCO. You will have to print the inventory report off of Veribalance.

  1. Log into Veribalance

  2. Click Safe Mgmt

  3. Click Print (Bottom right corner)

Save the inventory slip on the clipboard located on the wall so you do not misplace the slip. If the inventory does not match make sure the change order was entered into Veribalance yesterday, if the change order was not entered yesterday go ahead and enter the change order.

  1. Click Safe Mgmt

  2. Click Cash In

  3. Click Armor Car Delivery

  4. Enter by Denomination

  5. Click ** (to Finalize)

  6. Click Previous

  7. Click Apply

Entering the Lottery Money on Cash In


When you print the lottery reports collect the lottery funds that are located in the cash box in the lottery machine. Enter the money in VB then use the lottery shift report to separate the scratch of lottery ticket funds and the print off lottery ticket funds so you can input the information on the correct line in the ACE computer system.

Entering Lottery Money in VB

  1. Click Safe Mgmt

  2. Click Cash In

  3. Arrow Down to select In-Store Cash, Hit enter

  4. Process money through the Jetscan

  5. Lift the money and click ** (to finalize)

  6. Click Previous


Add scratch off tickets to get line 752.
Click DON’T SEND c:\users\randy\appdata\local\microsoft\windows\temporary internet files\content.word\20121112_061902.jpg

  1. Place one of the Cash in

Reports in the inventory slot on the TCO and the other Cash in Report with the lottery reports you printed earlier

  1. Deposit Funds


Add printed lottery tickets to get line 804.
Depositing Lottery Funds

  1. Click Deposit (Still in Safe Mgmt)

  2. Process Lottery Money through the Jetscan

  3. Click ** (to finalize)

  4. List the Deposit on the Deposit slip and drop the money into the safe

Entering Lottery Money into ACE (Figure 2.1)

  1. Click Accounting

  2. Click Transactions


Figure 2.1
Click Previous

  1. Arrow down to Lottery #2

  2. Type in dollar amount of printed tickets on line 804

  3. Arrow down to Reserved #36

  4. Type in dollar amount of scratch off tickets on line 752

Loaning Special Order funds


Special order funds are self check out funds. SCO funds are delivered on Tuesday and Saturday so you can refill SCO on Wednesday and Sunday. After you count the safe you can loan your special order funds to register 81, 82, 83, and 84 these are your SCO registers.

  1. Click Loan on the home screen of V.B

  2. Enter 81

  3. Enter amounts by denomination

  4. Click ** (to Finalize)

  5. Repeat steps 1-4 for robots 82, 83, and 84

Balancing Tills


There are three groups of tills that you will balance; each group has its own procedures in order to balance the till. The three groups SCO which is one station but has four separate robots and its own till which is connected to robot 81, the perimeter tills which is your non frontend tills pharmacy has two tills and the deli has one. The next group of tills is your frontend tills these include all of your tills on the frontend including service center.

Balancing SCO20121107_115354.jpg

  1. Collect Coinstar slips, and Checks, from the SCO till

  2. Divide the Checks, and Coinstar Slips, by each robot

  3. Place the Coinstar on the TCO with the Coinstar report

  4. Click on Balance Till

  5. Enter #81

  6. Select the highest yellow record available and hit enter

  7. Click Auto Balance

  8. Process any excess fund through the Jetscan

  9. Arrow right and process the checks


VB Home screen, you will use VB to perform loans, pickups, and to balance tills. Figure 2.2
Arrow up to the SCO line

  1. If the amount in the bottom right corner is red enter amount as a positive, if the amount is yellow enter the amount as a negative

  2. Verify the bottom right is green then click ** (To finalize)

  3. Repeat the steps for robots 82-84

Balancing Perimeter Tills

  1. Grab the money bags labeled 65, 300, and 40 out of the save

  2. Click on Balance Till

  3. Enter #65

  4. Select the highest yellow record and Hit enter

  5. Process any funds that are in the bag if any

  6. Arrow to the right and process the checks

  7. Arrow to the Perimeter line

  8. If the amount in the bottom right corner is red enter amount as a positive, if the amount is yellow enter the amount as a negative

  9. Click ** (to Finalize)

  10. Repeat steps 1-9 to complete register 300, and 40

Printing the perimeter Reports

  1. Click Safe Mgmt

  2. Click Cash Reports (Bottom right corner)

  3. Click Transaction Report

  4. Find Each Perimeter till

  5. Click Print

Loaning the Perimeter Amount to Each Perimeter Till

  1. Click Loan

  2. Enter #65

  3. Arrow to Perimeter and enter the perimeter amount from the balance report

  4. Click ** (to finalize)

  5. Repeat steps 1-4 for terminal 300 and 65

Balancing the Frontend Tills

Front end tills consist of register 6-14 and the service center tills 30 and 31. The frontend tills have a set amount of funds that are saved in Veribalance so you will only have to loan any extra funds you want the tills to have you do not have to loan the amounts listed below these amounts are saved in the computer.



The Till Setups


Registers 6-14

  • 1’s: $100 (Rubber band a strap of $50)

  • 5’S: $200

  • 10’S: $200

  • Pennies: 2 Rolls

  • Nickels: 1Roll

  • Dimes:1 Roll

  • Quarters: 2 Rolls

  • Stamps: 5Books

Registers 30 and 31

  • 1’s: $200 (Runner band a strap of $100)

  • 5’s: $200

  • 10’s: $200

  • 20’s: $500

  • Pennies: 3 Rolls

  • Nickels 2 Rolls

  • Dimes: 3 Rolls

  • Quarters: 3 Rolls

  • Stamps: 10 Books



  1. Click Balance in V.B

  2. Enter Terminal #

  3. Select the highest yellow record and hit enter

  4. Arrow to the right and process checks

  5. Run cash through the Jetscan

  6. Type rolled coins into the computer

  7. Click **( To Finalize)

You have to loan register 7 and 8 extra rolled coins every day in order to fill the changers, and on the weekends and holidays you can loan extra funds to the registers that are used the most.

Correcting a Check in the Middle of a Till Balance

  • Adjust a check/Add a check

    • Type in the amount

    • Hit enter

    • Enter the amount the cashier tendered wrong (If not entered type 0.00)

    • Hit enter

Loaning Registers

  1. Click Loan in V.B

  2. Enter Terminal #

  3. Type the rolled coins into V.B

  4. Run cash through the Jetscan

  5. Click ** (To Finalize)

Correcting a Till after you have Finalized

  1. Click Safe Mgmt

  2. Click Cash Reports

  3. Click Transactions Reports

  4. Find the terminal you are correcting

  5. Click Correction

  6. Complete steps 1-5

  7. Arrow down to the cash line you are correcting

  8. To decrease, enter the amount as a minus

  9. To increase, enter the rolls or run the cash through the Jetscan

After you balance all of the tills deposit extra funds and put away any extra funds you need to keep for tomorrow.

Depositing Money

  1. Click Safe Mgmt

  2. Click on Deposit

  3. Process the Money through the Jetscan

  4. Write the deposit amount on the deposit slip

  5. Drop money into the safe

After you deposit the extra funds recount the safe to ensure you made no mistakes whiling handling the cash throughout the day.

Counting the safe

  1. Click Safe Mgmt

  2. Click Print (Right bottom Corner)

  3. Count the safe

  4. Keep the Inventory Report so you can input the inventory after you perform a daily close in VB

If the Inventory does not match something to look for is did you forget to loan a register in VB when you gave it extra funds. If so just loan the money you gave the register and recount the safe.


Performing a Close in VB and in ACE 20121107_115414.jpg


After you input the safe inventory this will turn black and you can hit Carry Forward.


20121112_085327.jpg


Daily Breakdown


Performing a daily close in Veribalance and ACE


After you are finished balancing and depositing all of the money from the morning it is time to move on to the paperwork side of things and perform daily closes and check yesterday’s lines. In this section you will be getting the armor car book ready, checking lines from yesterday in order to make sure no mistakes were made in the previous day, and also you will be carrying forward in both VB and in ACE.

Daily Close in Veribalance


Once you perform a daily close in VB you will have to separate the reports that print automatically and then get the armor car book and deposit bags ready for Triple D. Once you organize the reports you will have to input the safe inventory into VB.

Performing Daily Close in VB

  1. Click Close

  2. Verify all the tills are balanced if there are any unbalanced escape and balance tills

  3. Click Daily Close

  4. Click Previous

  5. Click Apply

Organizing Close Reports

Kroger Cash Report (2)



  • Place 1 with pink deposit slips in the 20’s slot on the TCO

  • Place 1 in the cash deposit bag with the white deposit slip

Kroger Deposit Totals (1)

  • Place with pink deposit slips in the 20’s slot on the TCO

Kroger Checks (2)

  • Place 1 with the yellow deposit slips in the stapler slot on the TCO

  • Place 1 with the checks in the checks slot on the TCO

Kroger Checks Deposit (2)

  • Place 1 with the yellow deposit slips in the stapler slots on the TCO

  • Place 1 with the checks in the checks slot on the TCO

Kroger Deposit Totals (1)

  • Place with yellow deposit slips in the stapler slot on the TCO

Kroger Cash Deposit (2)

  • Place 1 with the pink deposit slips in the 20’s slot on the TCO

  • Throw 1 away

Kroger Cash In Total (1)

  • Place in the Inventory Slot

After you have prepared for armor car you will continue organizing reports by stapling the reports in the stapler slot on the TCO to the banking packet, stapling the reports in the 20’s slot to the armor car book after Triple D leaves.

Preparing Armor Car

  1. Fill out armor car book

  2. Fill out armor car deposit bags

  3. Place checks in the check deposit bag and seal the bag

Entering Safe Inventory into VB

  1. Click Safe Mgmt

  2. Click Inventory

  3. Enter amounts for each denomination

  4. Click ** (To Finalize)

Daily Close and Checking Lines in ACE


After inputting the safe inventory in VB you will move over to the ACE computer system and enter line 201 from VB into ACE so you can check lines to check for mistakes from the previous day. Once you have checked and corrected lines you will perform a daily close and carry forward in both ACE and VB.

Entering Line 201 into ACE (Refer to Figure 3.1)

  1. Sign into ACE

  2. Click User Procedures

  3. Click Sales and Cash

  4. Type #6, Hit Enter

  5. Input Line 201 from VB Safe Mgmt Screen, Hit Enter

  6. Hit F10

  7. Type #4, Hit Enter

  8. Hit N, Hit Enter

  9. Sales and cash report will print; use this report to check lines.


Enter 001 Total Cash as your line 201 into ACE. Figure 3.1
c:\users\randy\appdata\local\microsoft\windows\temporary internet files\content.word\20121107_115414.jpg

Printing Till Shortage Report/ Daily Breakdown

  1. Click Accounting

  2. Hit F9 (Previous)

  3. Hit Close

  4. Hit F5 (Auto Reconciliation)

  5. Hit Print Screen

You will write information that management needs to know on this report, for instance till shortage amount, cash office over/short amount, and BK over short amount. Once you write these amounts you will make four copies and place a copy on all members of management’s clipboard located in the main office

Checking Lines

Use the reports you printed earlier from the Service Center to check your lines. Some lines that are used frequently and you will check daily are;




  • 800 M.O. Sales

  • 801 M.O. Fees

  • 803 Money Transfer (Western Union)

  • 804 Online Lottery Sales

  • 807: INS Lottery Activated

  • 835 WU Utility Pm

  • 836 Fidelity Express Payments

  • 897 Armor Car Bank Change

  • 201 Cash On Hand (You entered this amount from VB)

  • 204 Postage Stamp On Hand

  • 207 Lottery On Hand

  • 212 Pay Advances

  • 230 Total Lines 200-229 (You will use this lines dollar amount to carry forward in ACE)

  • 900 Cash Deposit

  • 901 Check Deposit

  • 930 WU Checkless Payout

  • 936 Online Lottery Win

  • 982 Miscellaneous Expense Tot

  • 939 Coinstar Redemption

  • 106 Cash over ()/ Short (-)

Correcting Lines

  1. Hit Accounting

  2. Hit Transactions

  3. Hit Miscellaneous

  4. Hit Previous

  5. Select the correct line and change it accordingly

  6. Reprint sales and cash report

Performing a Store Close/ Carrying Forward

  1. Switch back to VB

  2. Click Carry Forward (In safe Mgmt)

  3. Switch back to ACE

  4. Click Accounting

  5. Click F9 (Previous)

  6. Click F5 (Auto Reconciliations)

  7. Click All Accounts

  8. Click Ok, Ok

  9. Hit Esc

  10. Click Transactions

  11. Click Count Tender

  12. Type in line 230 from Sales and Cash Report

  13. Hit Reconcile

  14. Click Ok

  15. Click Carry Forward

  16. Click Ok, Ok

Once you are finished carrying forward get the reports that printed and staple it together with the Sales and Cash Report, Office Cash Report, Miscellaneous Transaction Recap, and Manager Audit Report. Also staple all of the reports left on the TCO to the front page of the Sales and Cash Packet. Place the Sales and Cash packet into the correct month’s box on top of the safe labeled Sales and Cash Packet. Once you are finished with Sales and Cash Packet file away all the reports you used to check lines in to the correct file in the weekly filing cabinet. Write the till and BK shortage/overage on the dry erase board, and the cash office shortage/overage on the over/short chart on the door. Check the 31 day file to look for anything suspicious and get a member of management to sign it, and then file it in the correct day of the month in the 31 day file filing cabinet.


Over/short chart write daily overages or shortages on if in the yellow or red get a member of management to initial. Figure 3.3

Dry erase board you write daily till shortages, and daily BK shortages on. Figure 3.2
20121107_115702.jpg 20121107_115629.jpg

Index





ACE, 3, 11, 12, 17, 19, 20, 22

Balancing, 12, 13, 14

Carry Forward, 22

Cash, 1, iii, v, 3, 6, 7, 9, 11, 12, 14, 15, 19, 20, 22

Check, v, 7, 12, 15, 19, 20, 21, 23

Coinstar, 5, 7, 13, 22

Daily Close, 19, 20

Deposit, 12, 15, 19, 20, 22

Fidelity, 6, 7, 22

Inventory, 3, 16, 20

Jetscan, v, 11, 12, 13, 14, 15

Kroger, 1, 19, 20

Loaning, 12, 14, 15

Lottery, 3, 4, 7, 11, 12, 21, 22

Money Order, 4, 5, 7

Reports, 7, 3, 5, 6, 7, 14, 15, 19

Safe Inventory, 20

Safe Mgmt, 11, 12, 14, 15, 20

Sales and cash, 6, 20

SCO, 7, 11, 12, 13

Till, 13, 14, 15, 21

VB, 11, 16, 17, 19, 20, 22

Veribalance, v, 11, 14, 19

Western Union, 4, 5, 7, 21





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