Accounting Policies and Procedures

Transcription

1 Accounting Policies and Procedures

2 Pre-Event Stand Sheet Instructions: 1. Count all inventory and if it matches the number listed under Total Start column then make a small check mark next to the left of the number. 2. If the beginning count is not correct, get a supervisor or manager to verify the count. The supervisor or manager will record the correct count and initial, indicating that they verified the count. 3. After opening inventory is complete and any discrepancies have been verified and investigated by a supervisor or manager, you will sign your name as the Stand Manager under the Opening Inventory Verification indicating your opening inventory is accurate. Your supervisor or manager will sign as well. 4. Keep all transfer slips and product requisition forms for product coming in or out during the event and at the end of the event, record the total number of each item down under Game Adds column. 5. Add the number listed under Total Start column and Game Adds column and write the total number under Total Available column. 6. Gratis must be recorded on the Gratis Log and then recorded under the Gratis column on the stand sheet. Gratis must be signed off by a supervisor or manager. 7. At the end of the event, count all spoilage and record the counts under the Spoilage column. This number should match what is on your Waste and Spoilage Log. 8. After counting your ending inventory, record the numbers under the Ending Inventory column. 9. If In-Seat receives any product from your stand, they will give you a transfer receipt. At the end of the event, total up the quantity of all product and record under the Return column. For example, if In-Seat receives 4 Guitar Yards from your stand, you will record (4) in the return column on the Guitar Yard line. You must verify with the In-seat cashier the total amount of product at the end of the event. Both locations must have the same quantity. Another number that would be listed under the Return column would be when an item is used for different things. For example, in Upper Wood Beer and Upper Lot Beer, the RP Wine Cup is a chargeable but it is also used when a Carafe of Wine is purchased. Each carafe will get 2 wine cups with it. Since the Carafe is the chargeable you will need to back those cups out of your inventory number. If your stand sold 6 carafes during an event, you would write (12) in the Return column on the RP Wine Cup. 10. Total Available Gratis Spoilage - Return Ending Inventory = Units Sold. 11. Units Sold X Price = Amount of Sales for each item. 12. Add up all totals under Amount of Sales column and record number on the Total Sales line. 13. Add up all credit card totals from each ipad or ipod and record the amount on the Credit Cards line. 14. Total Sales Credit Cards = Cash. Record this total on your stand sheet under the Cash/TravChk line. This cash amount should match the cash amount listed under Total Cash Balance on your cash slip. Any difference is your overage or shortage. Record any overages or shortages on the Over/Short line. 15. Overages or shortages are not acceptable. In the case that you have either please do the following: - Check your math on the stand sheet; check your Units Sold column for anything that looks too large or small based on the business of the event. - Check your math on your cash slip. - Recount your stand. - Recount your money. - If the above steps don t help, please get a supervisor or manager.

3 16. After closing inventory is complete and the stand sheet balances cash and credit cards to inventory, you will sign your name as the Stand Manager under the Opening Inventory Verification indicating your closing inventory is accurate and your stand balances. Your supervisor or manager will sign off as well. Gratis Log 1. Record any gratis on this form. Only supervisors and managers can gratis items.

4 Waste and Spoilage Policy and Log 1. All associates must sign the Waste and Spoilage Policy. 2. Fill out the top part of the Waste and Spoilage Log. 3. If spoilage occurs, record immediately and place in designated spoilage box to be verified at the end of the event. Make sure that a reason is given and the person(s) responsible are recorded. 4. All spoilage must be brought down to the commissary at the end of the night for verification. Do not throw it away or allow anyone in your stand to consume any spoilage. Cash Over/Short Policy and Cashier Void and Refund Log 1. All associates must sign the Cashier Over/Short Policy. 2. All orders must be entered into Appetize on the ipads and ipods. This includes all cash and credit card transactions. 3. All Voids and Refunds must be recorded on this log. Void - If the entire transaction must be voided and no cash has changed hands. This is only done after the transaction has been finalized. Refund Entire transaction must be voided and credit card is credited or cash is handed back to a guest. If a guest needs a credit card credited, they can wait for a Supervisor of Manager or cash can be given as a refund instead and the credit card transaction will not be voided. 4. All Voids and Refunds must be completed by a supervisor or manager. Any stand with an ipad POS, the cashier can print a receipt for the order and give to the Stand Leader to record on the Cashier Void and Refund Log until a Manager or Supervisor are available. Any stand that has an ipod will have to record the order number, amount and reason on the Cashier Void and Refund Log until a Supervisor or Manager is available. 5. All cashiers will balance Cash and Credit Cards to POS individually so it is mandatory that the above steps are followed. Daily Alcohol Service Policy Acknowledgement 1. All associates must sign the Daily Alcohol Service Policy Acknowledgement. Hot Holding Temperature Record 1. Once food has been cooked to the proper temperature, record the time and temperature of the food prior to putting it into a warmer for holding on the Hot Holding Temperature Record. 2. An hour after food has been placed into the holding unit; the temperature must be taken again and recorded. 3. If the food is not up to temperature it must be spoiled out. Cooler/Freezer Temperature Log 1. Temperatures must to be recorded on all coolers and freezers in your stand at the beginning and end of the event.

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6 Waste and Spoilage Policy Policy Excessive waste and spoilage will result in corrective action with the associate/location responsible for the variance. The action taken will depend on the amount of the variance and the frequency with which it has occurred. Listed below is the threshold for the variances and the action to be taken. Waste and spoilage will be monitored to ensure amounts of waste and spoilage are reasonable and to identify ways to prevent future waste and spoilage. Waste and spoilage includes, but is not limited to: Food items past expiration, overcooked, dropped or damaged to the point where they cannot be used or sold Broken liquor bottles or unusable bar items Procedure 1. All stand leaders/locations will designate the spoilage box in their location. The stand leader/location is responsible for identifying items as waste or spoilage completing the Waste & Spoilage Log (F A). 2. At the end of each event the supervisor will verify the stands waste and spoilage to ensure the Waste and Spoilage Log is completed accurately. Once the waste and spoilage is verified by the supervisor please take the waste and spoilage down to the warehouse to be verified by the commissary prior to checkout. 3. Turn in Waste & Spoilage Log with your stand paperwork at the end of the event. 4. Stand Leaders/Locations with a variance of 2% or more in waste and spoilage will result in the following: Verbal Warning Written Warning Suspension from work pending investigation Termination from work pending investigation Signatures

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8 Cash Over/Short Policy Policy Associates are responsible for all money and merchandise entrusted to their care and for money to which they have access. Failure to safeguard this money or merchandise will result in disciplinary action up to and including termination. Shortages and overages will be investigated by management. If cash handling policies and procedures are violated, the Associate will be subject to disciplinary action. Substantial shortages may result in termination. Associates are subject to Cash Handling policies and procedures, please refer to the NESS House Rules and Regulations. Listed below is the threshold for variances and action to be taken: Procedure for Stand Leaders/Stand Attendants If the associate has a variance of 1% over or short 1. Written Warning 2. Suspension from work and/or Termination pending investigation If an associate has a variance of 2% over or short 1. Suspension from work and/or Termination pending investigation Signatures

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13 Stand Log 1. Record your location name, the date, the total amount of your starting bank and your name in the designated boxes at the top of the sheet. 2. Write the name of each cashier under the cashier column. 3. Start each cashier with a bank of 1 s, 5 s and quarters and record the total amount in the Bank Amount Issued and have each cashier initial next to the amount issued. 4. Any money left in the stand bank, must be listed on the Stand Log under the last cashier. If a cashier needs change, they must buy it from the remaining bank. 5. When gathering money for a pick up, please make sure that you are recording the amount taken from each register individually. Each cashier must initial the amount taken out of the register each time you collect money from them for a pick up. Each cashier will balance individually cash to POS. 6. In the case that during a Drop you deposit any of the remaining bank, make sure you are recording it on the Stand Log. 7. The Totals box under each Pick Up should match what is on the During Event Drop Slip. 8. The final cash in each drawer will be entered under the last sweep on the stand log, i.e. if Pick Up 1 and Pick Up 2 were used, then the final cash in each register will be recorded under Pick Up Enter the starting bank amount for each cashier and the remaining stand back in the Bank Amount Return column. 10. Once a register is closed down and the money is collected, the register must be finalized. To do this the stand leader will hit the Finalize Day button, please note, this step should only be completed at the end of the event. This will give the stand leader the Cash Sales and Credit Sales for that register, both sales will be combined in the Grand Total on the register, but will that total will be recorded under the Register Total column. Do not include the Total Tips in this amount. 11. Pick Up 1 + Pick Up 2 + Pick Up 3 Bank Amount Returned + Credit Card Amount + Vouchers (if applicable) = Grand Total. (DO NOT INCLUDE THE BANK AMOUNT ISSUED IN THIS FIGURE) 12. Total the following columns: Bank Amount Returned - Matches bank issued to stand. Credit Card Amount - Total credit card amount for your location. Voucher (If applicable) - Total amount of vouchers for your location. Grand Total - Amount should match the Total Sales amount on Pre-Event Stand Sheet. Register Total (POS Report) Amount of sales rang into registers, should match Grand Total. Over/(Short) Amount should match Over/Short amount listed on Pre-Event Stand Sheet. 13. For each Pick Up please make sure that you are filling out the bag number and amount of the pick up on the bottom of the Stand Log.

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15 Picking up your Bank 1. After picking up your stand folder in the commissary, proceed to the money room. 2. At the money room you will sign out the bank, keys and radio for your location. 3. Make sure to note your bank amount as you will need to know it in order to do your cash slip at the end of the event. How to do a Cash Pickup during the Event 1. Fill in the date of the event and your location on a During Event Drop Slip. 2. Record the amount of each different form of currency in the appropriate line. 3. Sign drop slip. 4. Fill out the front of the bag with your location name and the amount of the deposit. 5. Place cash, and the white part of the deposit ticket in the deposit bag, which is a clear plastic bag with tear off serial numbered strip at the top of the bag. Once the cash and deposit ticket is placed in the deposit bag, tear the serial number strip off and seal the bag. Retain the strip with your copy of the deposit ticket. 6. Record deposit bag number and the deposit total on the Sweep Log located near the safe. 7. Drop deposit bag in safe. Safes are located in the following locations, Left Field Food, Right Field Food, Upper Lot Food, Upper Wood Food, Lower Lot Food and Lower Wood Food. 8. Keep the yellow copy of your drop slip(s) and the serial number strip from your deposit bag(s) in your stand folder for the end of the event. How to fill out a Cash Slip 1. Fill out the top part of the cash slip with your stand name, your name under Stand Manager and the date. 2. After you have counted all of your currency, write down the total number of bills under the quantity and the total dollar amount under the dollar s column. 3. Record any rolled quarters under the rolled coin section. 4. Record any loose change under the loose coin section. 5. Add up each dollar amount, rolled coin amount and loose coin amount to get the Total Cash amount. 6. Subtract your Starting Bank from the Total Cash amount to get your Cash Deposit. 7. This number can be a negative number if the starting bank amount is more than the total cash number. Just make sure you record the number as negative. You can denote the number being negative by putting parentheses around it. 8. Add your Pick Ups to your Cash Deposit to get your Total Cash Balance. 9. Record your Credit Card amount, Voucher (if applicable) amount and Traveler s Check (if applicable) amount and add all to your Total Cash Balance to get your Cash Slip Balance. The Cash Slip Balance should match the amount listed as Total Sales on your Pre-Event Stand Sheet.

16 Returning your Bank 1. After the event is over and each drawer has been counted individually and the amounts have been recorded on the Stand Log, you can combine all of the money and count for your final cash total. 2. All currency should be combined and counted in the following way: Combine currency by denomination ($1, $5, $10, $20, $50, $100) placing bills flat, face-up and in the same direction. Count out 25 loose bills of like denomination and secure with a rubber band. This is now a band of currency. Denominations are banded as follows: $1 s = $25 $5 s = $125 $10 s = $250 $20 s = $500 4 Bands of like denomination are put together to create a bundle. Bundles will be secured with the appropriate currency strap. Denominations are bundled as follows: $1 s = $100 $5 s = $500 $10 s = $1000 $20 s = $ If there is more than $10 in loose quarters, you must roll them using a tubular coin roll 40 quarters = $10 4. Loose change should be placed in the Ziploc bag provided. 5. Place all money directly into the money bag. Do not use a deposit bag. 6. Ensure that the cash slip is complete and place the white copy in the money bag with the money. Please note, the only items in the money bag are the money and the white copy of the cash slip. All other supplies should be kept in your tool box which is issued from the money room at the beginning of the season. The tool box must remain at your stand for the season. If you are in need of any supplies, please visit the money room. 7. Bring the money back down to the money room. You should never do this alone so have a stand attendant or another stand leader accompany you. If you can t find anyone to accompany you contact a supervisor or manager. 8. The money should be returned to the money room as soon as possible. This can be done prior to balancing your stand sheet. 9. The radio and keys should also be returned at this point as you will have to sign them in. Deposit and Credit Card Verification 1. At the end of the event you will be asked to verify your cash deposit total and credit card total before coming down to the commissary. You will be called over the radio to verify your deposits, please be patient and do not call down. Give your cash deposit total first and then your credit card total. 2. Make sure you are listening to the radio to ensure that you are not jumping over someone else trying to verify their deposits. Please remember, radio etiquette is essential as Live Nation has access to our channel.

17 Cash Handling 1. United States Dollar (USD) is the only currency we accept. This includes paper and coin currency in the following denominations; Paper - $1, $2, $5, $10, $20, $50, $100 and Coins pennies, nickels, dimes, quarters, half dollar and dollar. Canadian and other foreign paper and coin currency is not accepted. Please be cognizant when accepting coin and currency as payment and that you are not accepting foreign currency, especially Canadian. 2. Your stand will receive 1 counterfeit pen per register. All cashiers must check paper bills in denominations of $20, $50 and $100 before accepting them. Mark the bill with the counterfeit pen Yellow/Amber colored mark bill is real Black/Dark Brown mark denotes counterfeit bill It is the responsibility of the cashier to check paper bills. If a cashier does not check the bill and ends up accepting a counterfeit bill, they will be responsible for the shortage. In the event, that a cashier receives a counterfeit bill, remain calm and immediately notify your Supervisor/Manager, who will contact the General Manager. Make every attempt not to return the suspected bill to the guest. Travelers Checks 1. Travelers Checks are an acceptable form of payment. This is the only form of check accepted, money orders and personal checks are not accepted. 2. If a traveler s check is given for payment, please follow these guidelines: The guest will need to show identification. The traveler s check will already have the guest s signature in the upper left corner. when using the traveler s check for payment, the guest will sign the lower left corner of the check and the cashier will compare the second signature against the original one. If the identification and the signatures match, then the check can be accepted. 3. The traveler s check is treated like cash for the dollar amount listed on it and the cashier may give change back to the guest in paper and change currency. 4. When filling out the final cash slip at the end of the event enter the check amount in the area labeled Traveler s Check/Money Orders/Personal Checks. Credit Cards 1. Each cashier has the ability to accept credit cards. All major credit cards are accepted: Visa, MasterCard, American Express and Discover. We do not accept any form of Gift Cards. A signature is not required for orders under $ A signature is mandatory for orders over $ Please note, the guest has the ability to leave a credit card tip so you will have to present the device to the guest in order for the transaction to be complete. This will allow the guest to select the tip amount, sign if necessary and complete the transaction.