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 Clear 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. 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.

2 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 ($0.00) 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: If after the 2 nd attempt, you are still Over/Short, you will hit Commit to continue with the EOP, and the Over/Short will be reported on the Revenue Summary. Any Over/Short amount of $10 or higher will require you to provide a written explanation of the occurrence and be signed by yourself and your Administrator. If an EOP is over/short $10 or more, you must attach a written explanation to the paperwork. It must be signed by you and an Administrator!

3 Step 9: After you Commit to your EOP, the Deposit Reference Screens will appear. Depending on which accounts transactions have been made, 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: Clear Bag #, Terminal #, Date Step 10: Your Smart Deposit will be displayed. You may print a copy if it does not already do so by clicking the icon at the top. (This form is not required) KEEP IN MIND IF YOU WANT TO USE THE SMART DEPOSIT, IT IS NOT ALWAYS CORRECT! VERIFY THESE NUMBERS WITH THE REVENUE SUMMARY by ACCOUNT BEFORE COMPLETING YOUR DEPOSIT. (For example, if a customer gives you a check for a transaction which has items from multiple funds, the InTouch system will not know how to split the check between the two funds.) Step 11: Click Done. The EOP portion of InTouch is complete. You may start making transactions in the Terminal!

4 FILL THE CLEAR DEPOSIT BAGS Clear deposit bags may be ordered from the MDC at no cost; the order number is # Clear bag numbers are not tracked unless they are used. If a bag is messed-up, torn, or unusable, simply throw the bag away. If you make an error, following an EOP, and have already logged the bag on the deposit reference, you will need to notate the new bag number on your paperwork and the reports that you send into Student Activities. If you do not notify us that you have changed clear bag numbers, we may have difficulties linking your deposit to your school. When filling the clear 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 clear bag. Please do not use: No more than $10 in coin can be placed in a bag with other currency. If you have more than $10 in coin, it will need to go in its own bag. No more than $50 can be placed in a single bag. If you have a lot of coin (if the bag is over ¼ full), you ll want to Double Bag! The bags are strong, but they will break if they get too heavy. No more than $50 of coin can be in one bag. 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 in each bag 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 Clear 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 for each fund, place the white deposit slip in the appropriate fund s bag. Goes to the Bank Goes to Student Activities with Your Reports Stays at Your School Step 5: Seal the clear bank bags by pulling the red 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 clear 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 deposits safely in the Bookstore until the next scheduled armed courier pick-up. INTOUCH REPORTS After the EOP is completed, print the following reports in InTouch. Step 1: Log into InTouch Manager. Step 2: Go to Reports. Click on the Revenue Summary by Account to run reports for today s EOP. Always Check Terminal #1 (as this is the Bookstore): Reconciled Date should be the day of the EOP (it will default to today s date). All other default settings are fine. Print two (2) copies of this report. One (1) for Student Activities & One (1) for Your Records. Step 3: If this is the last day of the cash summary week, you will need to print a Revenue Summary by Account for the week. Repeat steps above, except put the week s cash summary dates in the Reconciled Date Range.

7 Print four (4) copies of this report. Three (3) for Student Activities & One (1) for Your Records. Step 4: Click on the Tender Summary Report to get your deposit broken into the different types of tender: Cash / Check / Credit / Account / Other down Use today s reconciled date. All other default settings are fine. Make sure you are on Terminal #1: Print two (2) copies of this report. One (1) for Student Activities & One (1) for Your Records. (You do not need to print this report with your Weekly Reports only Daily Reports). Step 5: If the Tender Report displays an amount in the Other column, then this amount will need to be entered in the LESS OTHER TRANSACTIONS line to be subtracted from the Grand Total Amount in the Cash Summary Excel report. Step 6: If the Tender Report displays an amount in the Credit column, then there were credit or debit card

8 sales that will need to be accounted for. Step 7: The Credit/Debit Card sales will need to be put on the Cash Register Audit Form. In order to know how much to enter for each fund, pull up a Revenue By Tender Report. Step 8: Make sure you are on Terminal #1: Use Today s Reconciled (EOP) Date Range Fund: Make sure the ALL tab is checked Tender Type = Credit Options: Click the Rollup transactions for an easier-to-read report: Click: Show Report

9 The Revenue by Tender Report will break-down the Credit Card Sales into their respective fund so that you may enter the totals under the correct Fund in the Cash Summary Audit Report. Step 9: Complete the Cash Register Audit Form. (See instructions on the following pages) This form is a weekly template found in Excel. Please contact Student Activities if you need the file. Step 10: 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. ~ The yellow copy of the deposit slip for each bag deposited 3 Copies of the Revenue Summary by Account for the whole week Cash Register Audit Form (3 Parts White, Canary & 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 ~ The pink copy of the deposit slip for each bag deposited Cash Register Audit Form (Last Part Buff Color) Clear Deposit Bag Tabs

10 REMEMBER: You must send in a written explanation for any overages/shortages of $10 or more that has been reviewed and signed off by your administrator.