End of Day Balancing Processes, Pre-Banks, Naming Journals, Touch Point Enquiry
Naming Journals and Number of Journals required to be opened
See below processes for counter shifts
How to name your Journal
Which counter shifts require you to have 2 eftpos machines?
If you are doing the following shifts, you will be required to use 2 Journals and use 2 eftpos machines.
Shifts:
D2 and D3
P3
S2
Touchpoint Queue Logins
Balancing your Journals at the end of the day
CSO:
- If you need some guidelines on what is required when you balance, use this checklist
Balancing Checklist
What do you do with the cut-offs from your Journal
The Cut offs should be bundled together with a copy of the cashier balance sheet wrapped around it. Secure with an elastic band
What happens to the money and cheques from your balance
CSO:
- Deposit slips must be completed for the cash and cheques/money orders if any take
- Place money and cheque in a cloth bag, and place it in the safe on top of your cashier balance sheet with eftpos receipts.
Balancing times and where to file your end of day balance sheets
| Position | Balancing Times | File end-of-day balance sheets |
|---|---|---|
| Call centre | 5.00 pm | Call Centre monthly archive box |
| D1 | 5.00 pm | Dandenong Centre monthly archive box |
| D2 - back Journal | Begin balancing the back journal at 4.40 pm | Call Centre monthly archive box |
| D2 - front Journal | Once the back journal is balanced, you can balance the front journal. | Dandenong Centre monthly archive box |
| D3 | Begin balancing the front journal at 4:15 p.m. and return to the Call Centre by 4:30 p.m. The back journal will be balanced at 5:00 p.m. | Call Centre monthly archive box |
| S1 | 5.00 pm | Community Hub Centre monthly archive box |
| S2 - back Journal | Begin balancing back journal at 4.40 pm | Community Hub Centre monthly archive box |
| S2 - front Journal | Once the back journal is balanced, you can balance the front journal. | Community Hub Centre monthly archive box |
| P1 | 5.00 pm | Parkmore Centre monthly archive box |
| P2 | 5.00 pm | Parkmore Centre monthly archive box |
| P3 | Begin balancing the front journal at 4:15 p.m. and return to the Call Centre by 4:30 p.m. The back journal will be balanced at 5:00 p.m. | Parkmore Centre monthly archive box |
| Working from home | 5.00 pm | Print the cashier balance sheet at work, attach the eftpos slips, and file it in the working from home envelope in the call centre. If you in another centre, send via internal mail to Vicki Asquith |
Checking someone's balance
Each centre has been provided with this document so you can use it when checking someone's balance
Balancing Guidelines when checking someone's balance.
CSO/Supervisor:
- Tick the cash, cheque and eftpos amounts on balance sheet and initial. We then know that it has been doubled checked.
How to do a Pre-Bank of cash?
Why do we do a Pre-Bank of cash at the centres?
For security purposes it is important that we bank excess cash at the centres.
During the day you may get a warning message pop up to advise that you have too much cash in your cash draw.
You can go ahead and do a pre-bank to reduce the amount of cash and also to assist at the end of day balancing.
How to do a Pre-Bank?
CSO:
Go to Property & Rating → create cashier count and withdrawal.
Print two copies of the cashier count screen.
(Click for detailed instructions if needed).
Count the cash for pre-bank.
Fill out the bank deposit slip.
On the deposit butt, Write Pre-bank (PB1, PB2, etc.) and your name
On the end of day balance sheet, record:
Each pre-bank amount.
The final cash amount banked.
Example: PB1 – $5000, PB2 – $7000, Final – $650.
Scan the cashier balance summary sheet to Records.
Attach paperwork:
One cashier count copy to go with the banking.
The other to the balance summary sheet.
A second staff member must recount the money for confirmation. This can be done the next working day.
Place the cash and deposit slip in the courier bag for banking.