Cash Office Manual

Created By: Angela Beebe

Kroger 585

Table of Contents

Table of Contents Table of Contents..................................................................................................................................... iii

Introduction................................................................................................................................................v

Opening the cash office...........................................................................................................................3

Opening the cash office.......................................................................................................................3

Printing Reports....................................................................................................................................3

Organizing Reports...............................................................................................................................6

Cash Procedures....................................................................................................................................11

Counting the safe................................................................................................................................11

Entering the Lottery Money on Cash In...........................................................................................11

Loaning Special Order funds.............................................................................................................12

Balancing Tills.....................................................................................................................................12

Performing a daily close in Veribalance and ACE..............................................................................19

Daily Close in Veribalance.................................................................................................................19

Daily Close and Checking Lines in ACE..........................................................................................20

Index..........................................................................................................................................................25

Introduction v

IntroductionThis 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 BK: Bookkeeper

TCO and Jetscan

Printing and Organizing Reports

Chapter 1 3

Opening the cash office

Opening the cash officeOpening 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 ACE2. Click Reports3. Click Accounting 4. Click Office Cash Report 5. Click print

Sales by Terminal Report

1. Stay in Reports on ACE2. Click Sales Reports3. Click Sales by Terminal4. Click Print

Listing and Log Report also known as banking packet

1. Stay in Reports on ACE2. Click Listing and Log Reports3. 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 machine2. Open the door 3. Type in pin and password

a. Pin:123456b. Password:1234

4. Hit Local Reports5. Hit Inventory Reports6. Hit Print

4 Cash Office Manual

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

Shift Report

1. Hit Shift Report2. Hit Clear (Report will print automatically)3. Hit Home

Week to Date Report (Sales Report)

1. Hit Draw Game Report2. Hit Daily Sales3. Hit Week to Date 4. Hit Retailer5. Hit Print

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

1. Sign onto the lottery machinea. Pin: 49396200b. Pass: 09315

2. Report prints automatically3. 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 Computer2. Click Other Services 3. Hit F9 (Transaction Log)4. Enter Correct date (Yesterday’s date)5. Click Search 6. Click Printable7. Right Click, Click print8. 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 edge2. Insert one of the pieces of paper long way into the Money Order Machine3. Hit Report4. Hit #1 (Money Order)5. Hit #1 (Close Report)6. Enter your user ID7. Hit Enter

Figure 1.1

Chapter 1 5

Weekly total Money Order Report

1. Flip paper over and reinsert paper in the Money Order Machine2. Hit Report3. Hit #1 (Money Order)4. Hit # 4 (History Report)5. Hit #2 (Print)6. Enter your user ID7. Hit Enter8. Hit # of days in the week so far

a. For example use figure 1.2 if it Monday you would hit #1…

9. Hit Enter

Daily Western Union Utility Reports (Use Money Order Machine)

1. Insert the other half of the paper your tore in half2. Hit Report3. Hit #2 (Utility Report)4. Hit #1 (Close Report)5. Enter your User ID6. Hit Enter

Weekly Western Union Utility Reports

1. Flip paper over and reinsert paper in the Money Order Machine2. Hit Report3. Hit #2 (Utility Report)4. Hit #4 (History Report)5. Hit #2 (Print) 6. Enter User ID 7. Hit Enter8. 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 English4. Hit #2 (Daily Detail Report)5. Hit Print

Reports that Print Automatically

Sales Department Totals Miscellaneous Transactions Recap

1. Monday2. Tuesday3. Wednesday4. Thursday5. Friday6. Saturday7. Sunday

Figure 1.2

6 Cash Office Manual

Manager Audit Trial Report 31 Day file Reports

o Hand Ring Reporto Negative Sales Reporto Refund Reporto Void Reporto Transaction Log –Voided Transactions o Item Void Exception Reporto Suspend Retrieve Reporto Price Adjustment Reporto Miscellaneous Accounts by Terminal o 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 FileAll 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 Report Transaction Log- Voided Transaction Report Item Void Exception Report Suspend Retrieve Report

Chapter 1 7

Price Adjustment Report Miscellaneous Account by Terminal Report Audit Action Report

Banking Packet

Tender Listing Report

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.

Banking PacketFigure 1.3

Cash Procedures

Chapter 2 11

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 Veribalance2. Click Safe Mgmt3. 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 Mgmt2. Click Cash In 3. Click Armor Car Delivery4. Enter by Denomination5. Click ** (to Finalize)6. Click Previous 7. Click Apply

Entering the Lottery Money on Cash InWhen 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 enter4. Process money through the Jetscan5. Lift the money and click ** (to finalize)6. Click Previous

Add printed lottery tickets to get line 804.

Add scratch off tickets to get line 752.

12 Cash Office Manual

7. Click DON’T SEND8. 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

9. Deposit Funds

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 3. Click Previous4. Arrow down to Lottery #25. Type in dollar amount of printed tickets on line 8046. Arrow down to Reserved #367. 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.B2. Enter 813. Enter amounts by denomination4. 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.

Figure 2.1

VB Home screen, you will use VB to perform loans, pickups, and to balance tills. Figure 2.2

Chapter 2 13

Balancing SCO

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 Till5. Enter #81 6. Select the highest yellow

record available and hit enter

7. Click Auto Balance8. Process any excess fund

through the Jetscan9. Arrow right and process the

checks 10. Arrow up to the SCO line11. 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

12. Verify the bottom right is green then click ** (To finalize)13. Repeat the steps for robots 82-84

Balancing Perimeter Tills

1. Grab the money bags labeled 65, 300, and 40 out of the save2. Click on Balance Till3. Enter #654. Select the highest yellow record and Hit enter5. Process any funds that are in the bag if any6. 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 negative9. Click ** (to Finalize)10. Repeat steps 1-9 to complete register 300, and 40

Printing the perimeter Reports

1. Click Safe Mgmt

14 Cash Office Manual

2. Click Cash Reports (Bottom right corner)3. Click Transaction Report4. Find Each Perimeter till5. Click Print

Loaning the Perimeter Amount to Each Perimeter Till

1. Click Loan2. Enter #653. Arrow to Perimeter and enter the perimeter amount from the balance report4. 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.B2. Enter Terminal #3. Select the highest yellow record and hit enter4. Arrow to the right and process checks5. Run cash through the Jetscan6. 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 checko Type in the amount

Chapter 2 15

o Hit entero Enter the amount the cashier tendered wrong (If not entered type 0.00)o Hit enter

Loaning Registers

1. Click Loan in V.B2. Enter Terminal #3. Type the rolled coins into V.B4. Run cash through the Jetscan5. Click ** (To Finalize)

Correcting a Till after you have Finalized

1. Click Safe Mgmt2. Click Cash Reports3. Click Transactions Reports4. Find the terminal you are correcting5. Click Correction6. Complete steps 1-57. Arrow down to the cash line you are correcting8. To decrease, enter the amount as a minus9. 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 Jetscan4. 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 safe4. 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.

16 Cash Office Manual

Performing a Close in VB and in ACE

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

Daily Breakdown

Chapter. 3 19

Performing a daily close in Veribalance and ACEAfter 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 tills3. Click Daily Close4. Click Previous5. 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)

20 Cash Office Manual

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 book2. Fill out armor car deposit bags3. 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 ACE2. Click User Procedures3. Click Sales and Cash4. Type #6, Hit Enter 5. Input Line 201 from VB Safe Mgmt Screen, Hit Enter6. Hit F107. Type #4, Hit Enter8. Hit N, Hit Enter9. 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

Chapter. 3 21

22 Cash Office Manual

Printing Till Shortage Report/ Daily Breakdown

1. Click Accounting 2. Hit F9 (Previous)3. Hit Close4. 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 Transactions3. Hit Miscellaneous4. Hit Previous5. Select the correct line and change it accordingly6. Reprint sales and cash report

Performing a Store Close/ Carrying Forward

1. Switch back to VB2. Click Carry Forward (In safe Mgmt)3. Switch back to ACE4. Click Accounting5. Click F9 (Previous)

Chapter. 3 23

6. Click F5 (Auto Reconciliations)7. Click All Accounts8. Click Ok, Ok9. Hit Esc10. Click Transactions 11. Click Count Tender12. Type in line 230 from Sales and Cash Report 13. Hit Reconcile 14. Click Ok15. 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.

IndexACE, 3, 11, 12, 17, 19, 20, 22Balancing, 12, 13, 14Carry Forward, 22Cash, 1, iii, v, 3, 6, 7, 9, 11, 12, 14, 15, 19, 20, 22Check, v, 7, 12, 15, 19, 20, 21, 23Coinstar, 5, 7, 13, 22Daily Close, 19, 20Deposit, 12, 15, 19, 20, 22Fidelity, 6, 7, 22

Inventory, 3, 16, 20Jetscan, v, 11, 12, 13, 14, 15Kroger, 1, 19, 20Loaning, 12, 14, 15Lottery, 3, 4, 7, 11, 12, 21, 22Money Order, 4, 5, 7Reports, 7, 3, 5, 6, 7, 14, 15, 19Safe Inventory, 20Safe Mgmt, 11, 12, 14, 15, 20

Dry erase board you write daily till shortages, and daily BK shortages on. Figure 3.2

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

24 Cash Office Manual

Sales and cash, 6, 20SCO, 7, 11, 12, 13Till, 13, 14, 15, 21

VB, 11, 16, 17, 19, 20, 22Veribalance, v, 11, 14, 19Western Union, 4, 5, 7, 21