STEPS IN CONDUCTING AN EOP & DEPOSIT

Transcription

1 STEPS IN CONDUCTING AN EOP & DEPOSIT Remember that you cannot use the InTouch Terminal while you are in the middle of an EOP. Once you start the EOP, any incoming transactions or sales will need to wait until you have finished your EOP/Deposit. INTOUCH EOP Step 1: Gather Your Deposit Supplies. ~ 3 Gray Bank Bags ~ 3 Deposit Books ~ 3 Check Endorsement Stamps Step 2: Click on InTouch EOP. Step 3: All of the Non-reconciled Receipts will be listed. Click OK. Step 4: Verify that you have all the Checks listed and that your total is the same. Click OK. Step 5: View the Credit Cards Receipts screen to see if any Credit/Debit Card Transactions were incurred. Click OK.

2 Step 6: View the Other Tender Receipts screen. It is rare that you will ever have been approved to use the OTHER key as tender, so this screen will usually be zero. Click OK.. Step 7: Click OK at the Account Receipts screen, as this screen should always be zero. Step 8: At the Reconcile Cash Screen, you will input all the coins and currency that you ve taken in (do not add-in your Start-up Terminal Cash). Click OK to check your accuracy when complete. If the money balances, you will see a zero Overage/Shortage: You may hit: If you are Short monies for your deposit, you will see an amount in parenthesis: If you have more money (overage) than what was rung into InTouch, you will see: Any overages/shortages will require you to hit Cancel and recount your funds again:

3 If after the 2 nd attempt, you are still Over/Short, you will hit Commit to continue with the EOP, and Over/Short will be reported on the Revenue Summary. Step 9: After you Commit to your EOP, the Deposit Reference Screens will appear. Depending on which accounts you ve made transactions into, you may have to make deposit slips and deposit bags for up to 3 accounts: Student (General) Funds, District Funds and/or Auxiliary. Type the following three items in all the Deposit References: Gray Bag #, Terminal #, Date Step 10: Your Smart Deposit will be displayed. Print a copy if it does not already do so by clicking the icon at the top. KEEP IN MIND IF YOU WANT TO USE THE SMART DEPOSIT, IT IS NOT ALWAYS CORRECT! VERIFY THESE NUMBERS WITH YOUR REVENUE SUMMARY by ACCOUNT BEFORE COMPLETING YOUR DEPOSIT. Step 11: Click Done. The EOP portion of InTouch is complete. You may start making transactions in the Terminal, for students and facility; they will begin accumulating for the next EOP!

4 FILL THE GRAY DEPOSIT BAGS When filling the gray deposit bags, please do not use paperclips or paper straps on the currency. Likewise with the coin, please place coin loosely in the bottom of the gray bag. Please do not use: If you have a lot of coin (more than $50 worth), you ll want to Double Bag! The bags are strong, but they will break if they get too heavy. Step 1: Use the Revenue Summary by Account Report to determine how much is deposited in each bag. Once you know the deposit amount, it does NOT matter what checks or cash go in each bag, as long as the total deposit is correct.

5 Step 2: If you have checks, use the Correct Fund Endorsement Stamp on the back of each. Step 3: Fill the DISTRICT funds Gray Bag first, as this one will not allow for overages/shortages. Place the checks and cash in the bag. Complete the District Deposit Slip. Here s a Sample:

6 Step 4: After completing the deposit slips, place the white and yellow copy in the appropriate fund s bag. Step 5: Seal the gray bank bags by pulling the clear adhesive strip away from the blue tape. Try to remove as much air as possible before sealing-down the tamperresistant blue tape sealant. Remove and keep the gray tab from the top with your reports. Step 6: Junior High Bookstores will take their deposit bags to the Cafeteria to be signed-over to the Cafeteria Manager. High School Bookstores will keep in the Bookstore until the next bank courier pick-up. INTOUCH REPORTS Step 1: Log into InTouch Manager. Step 2: Click on the Revenue Summary by Account to run reports for today s EOP. Step 3: Always Check Terminal #1 (as this is always the Bookstore): It will default to today s reconciled date. Fund = All Revenue Collected = At site, for all sites Refund Receipts = Exclude Post-EOP Voided Items = Include NSF Items = Exclude Journal Entries = Exclude

7 Step 4: Print two (2) copies of this report. One for Student Activities & One for Your Records. Step 5: If this is also the last day of the week, you will need to print another Revenue Summary by Account for the week. Repeat steps above, except put Monday Friday s date in the Reconciled Date Range. Print two (2) copies of this report. One for Student Activities & One for Your Records. Step 5: Click on the Tender Report to get your deposit broken down into the different types of tender: Cash / Check / Credit / Account / Other Make sure you are on Terminal #1: Use today s reconciled date. Post-EOP Voided Items = Exclude Step 6: Print two (2) copies of this report. One for Student Activities & One for Your Records. Step 7: If the Tender Report displays an amount in the Other column, then this amount will need to be put on the Tape Adjustment line to be subtracted from the Grand Total Amount. Step 8: If the Tender Report displays an amount in the Credit column, then there were credit or debit card sales that will need to be accounted for.

8 Step 9: The Credit/Debit Card sales will need to be put on the Cash Register Audit Form. In order to know how much to put in each fund, pull up a Revenue By Tender Report. Step 10: Make sure you are on Terminal #1: Use Today s Reconciled Date Range Fund: Uncheck the All box and Display the 5 then 6 then 8 Revenues Collected = At Site, for All Sites Refund Receipts = Exclude Post-EOP Voided Items = Include NSF Items = Exclude Journal Entries = Exclude Tender Type = Credit If there weren t any credit cards deposited for that fund, nothing will display. If there were credit cards for that funds they will list the total:

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10 Step 11: Complete the Cash Register Audit Form. Send the following items to Student Activities: 1 Copy of the Revenue Summary by Account for each day an EOP was performed. 1 Copy of the Tender Report for each day an EOP was performed. 1 Copy of the Revenue Summary by Account for the whole week Cash Register Audit Form (3 Parts White, Yellow & Pink) Keep & File the following items at your school for future audit purposes: 1 Copy of the Revenue Summary by Account for each day an EOP was performed. 1 Copy of the Tender Report for each day an EOP was performed. 1 Copy of the Revenue Summary by Account for the whole week Cash Register Audit Form (Last Part Goldenrod Color) Smart Deposit Gray Deposit Bag Tabs