NESS Accounting Policies and Procedures 2017
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 Food and Upper Lot Food, the Hot Dog is a chargeable but it is also used for the Chili/Cheese Dog. Each Chili/Cheese Dog uses 1 hot dog. Since the Chili/Cheese boat is the chargeable you will need to back the hot dog out of your inventory number. If your stand sold 6 chili/cheese dogs during an event, you would write (6) in the Return column on the Hot Dog line. 10. At the end of the event, total up the quantity of all items on the Declined Credit Card Log and record under the Game Adds column. For example, if there were a total of 3 Bud Lights in declined transactions, you will record (3) in the Game Adds column on the Bud Light line. This total must match what is recorded on the declined credit card log. 11. Total Available Gratis Spoilage - Return Ending Inventory = Units Sold. 12. Units Sold X Price = Amount of Sales for each item. 13. Add up all totals under Amount of Sales column and record number on the Total Sales line. 14. Add up all credit card totals from each ipad or ipod and record the amount on the Credit Cards line. 15. 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. 16. 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 money. Recount your inventory. If the above steps don t help, please get a supervisor or manager. 17. 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 Closing 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. Declined Credit Card Log 1. A declined credit card is when the transaction completes in the offline mode and later declines when network functionality is restored. 2. Keep trying to sync these transactions throughout the event. 3. If the transaction(s) will not sync, follow these steps: Record the transaction on the Declined Credit Card Log; make sure to include the following: Cashier ipod/ipad Device Name (i.e. LBP-01, LBP-02) Order # (if applicable) Guest Name $ Amount Items Date At the end of the event, total up the quantity of all items on the Declined Credit Card Log and record under the Game Adds column. For example, if there were a total of 3 Bud Lights in declined transactions, you will record (3) in the game adds column on the Bud Light line. This total must match what is recorded on the declined credit card log.
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. Associates consuming spoilage is considered theft and can result in discipline up to and including termination.
Cash Over/Short Policy and Cashier Void and Refund Log 1. All associates must sign the Cashier Over/Short Policy. 2. All transactions must be entered into Appetize on the ipads and ipods. This includes all cash and credit card. 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 When an item or the entire transaction is refunded to a guest after the transaction is completed and the credit card is credited or cash is handed back to the guest. If a refund is required, a Supervisor or Manager must be notified to complete the refund. To expedite service, cash can be offered in place of refunding the guests credit card. 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 must record the device number, 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.
Alcohol Service Policy Daily Acknowledgment 1. All associates must sign the Alcohol Service Policy Daily Acknowledgment.
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. This is a joint effort between locations that share coolers and freezers. 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.
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 to complete your cash slip at the end of the event. The amount of your starting bank will also be noted inside of your stand folder. 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 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.
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 pickup, 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 3. 9. 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 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. Registers should be finalized while the cashier is still at location so that any discrepancies can be investigated. 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.
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 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.
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. Ensure that you are listening to the radio so that you can answer when your location is called. 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. 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 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 = $2000 3. 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 in the money bag with the money. Please note, the only items in the money bag are the money and 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 need 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 can be returned when you bring your completed stand sheet and paperwork to the commissary.
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. All cashiers received a counterfeit pen as part of their uniform and 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. US Travelers Checks 1. US 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 can accept credit cards. All major credit cards are accepted: Visa, MasterCard, American Express and Discover. A signature is not required for orders under $50.00. A signature is mandatory for orders $50.00 and over. 2. The Guest can leave a credit card tip so the device should be presented to them so that they can complete the transaction. Some suggested verbiage is as followed: The system allows for you to leave a tip if you would like. (Present device to guest) As you can see you can select from the following percentages or enter a custom tip if you d like. If you choose to leave a tip, make a selection and hit the green continue button and if not please just hit the green continue button to complete the transaction.
Gift Credit Cards 1. Gift credit cards work exactly look a regular credit card however there are instances where the card may not have enough money to cover the total transaction. 2. When accepting a gift card as a form of payment please ensure that it has gone through for the full amount. If the total transaction amount is more than the balance on the card, you will be required to enter another form of payment to complete the transaction. It is the responsibility of the cashier to ensure the payment is complete. In the case that the cashier does not complete the transaction and there is an outstanding balance, the cashier and/or the location will be responsible for the shortage.