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Teller Balancing Tutorial
Overview: This documentation can be used in conjunction with any Credit Union that is new to the Audit Trail System of drawer balancing.
Follow these directions:
- From the Over-the-Counter screen, click the Cash Drawer Routines icon.
The Cash Drawer Reconciliation program will come up.
- Review the Report Options.
- Click the Options menu. Select between the following options:
- Teller Balancing Routines
- Deposit Miscellaneous Check to Cash Drawer
- Delete Check from Audit Trail
- Cash Drawer Increase/Decrease/Adjustment
Teller Balancing Routines
- Click Teller Balancing Routines from the Options menu.
- Select the Cash Drawer Status.
Open Cash Drawer - This will print "Opening Drawer Balance" on the printed Reconciliation.
Close Cash Drawer - This will print "Closing Drawer Balance" on the printed Reconciliation.
Clear Cash Drawer - This option will clear any figures that have been saved in the Reconciliation.
- Enter in the Cash Drawer #.
Note: The Cash Drawer Number will default to the Cash Drawer Number set on the main form. If you want to view a different Cash Drawer, you will need to change the number in this field.
- Select the Cash Drawer Option. Choose to balance by the number of each denomination (Quantity) or by the total dollar amount of each denomination (Amount).
- Enter in your Cash and Coins using the Tab key to advance between fields.
Field Definitions:
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Cash Drawer Totals:
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The physical count of cash in the drawers derived by the totals of the denominations entered. Often referred to as the "Physical Balance".
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Ending Cash Balance:
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The cash total that has been calculated by the system throughout the day's activity. Often referred to as the "System Balance".
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Checks In:
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Total of all the checks that were entered on this drawer since the last Daily Start Up was performed.
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Ending Drawer Balance:
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The cash and check total that has been calculated by the system throughout the day's activity.
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Cash Over (or Short):
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The difference between the Cash Drawer Totals (Physical Cash Total) and the Ending Cash Balance (System Cash Total). Cash Short occurs when the Physical Cash Total is less than the System Cash Total.
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General Ledger Cash Total:
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The Cash Total that is carried over into the General Ledger based on the General Ledger Transaction Code Definitions and running the General Ledger Transaction Journal Report at the end of the day.
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If the Cash Over or (Short) field does not equal zero, check the following:
- Recount your cash.
- Did you buy or sell any cash to the Vault or another teller and forget to make entry?
- Did you make any cash drawer adjustments today?
- Go through your receipts and look for the amount you are out.
- If you are still out of balance, print an Audit Trail Report for your drawer and look through it for the amount you are out of balance. See Print Audit Trail Report below.
If your cash is still out of balance, you may want to finish today's processing and for for it after the General Ledger is updated. There may be more evidence to assist in balancing based on G/L Balances. You can do a Cash Over (CSOV) or Cash Short (CSSH) transaction from Over the Counter Transaction Posting using Members account number 1 to get your drawer in balance.
Important: To assure that all the cash is in balance the Cash Drawer Totals (Physical Total), Ending Cash Balance (System Total), and the General Ledger Cash Total should all be the same figure.
Proving Checks In
On an adding machine, run a tape of all the checks the teller has taken and make sure the System Figure (Checks In) agrees with the added list.
If Check total does not agree Click, Review/Reconcile Checks Deposited.
This will display the checks that have been added to the cash drawer throughout the day. Compare the checks listed on screen to the physical checks in the drawer.
Generally, if there is need to delete a check from the system, you should consult a CSS Software Support Representative.
When cash and checks are in balance or you need to exit the screen.
When you are finished, follow these directions.
Follow these directions.
- Click Save Changes, so you do not have to reenter all the dollar amounts.
Note: If the Save Changes button is disabled, the Drawer Cash Count Code field in the O-T-C Custom Parameter File Maintenance program is not set to 1 - Save Drawer Cash Counts in Teller Bal. To change this, follow these steps.
- From the Master Menu, select 5 - Utilities Menu, 9 - System Files Menu, 4 - OTC/Process Parameter Menu, and 1 - O-T-C Custom Parameter File Maintenance.
- Click on the Page 4 tab.
- Change the Drawer Cash Count Code to 1 - Save Drawer Cash Counts in Teller Bal.
- Click Save Changes.
- Click Reports and select Print Cash Drawer Teller Report.
- Click OK on the prompt after the report has been sent to the printer.
Note: You can spool the report and view the spooled report automatically within this program by changing the Spool = No to Spool = Yes in the status bar.
- Click Exit when completed.
Delete Check from Audit Trail
Note: If there is a need to delete a check from the system, you should consult a CSS Software Support Representative.
- From the Cash Drawer Reconciliation screen, click Options and select Delete Check from Audit Trail.
- Enter Record Number and press tab.
- Click the Retrieve Record Information button.
Screen will display the Audit Trail information. Verify this is the check you want to delete.
- Click Delete Record.
- Click Exit to return to the Cash Drawer Reconciliation screen.
Cash Drawer Increase/Decrease/Adjustments
Performing a Cash Drawer Increase/Decrease/Adjustment is a procedure used when replenishing the cash in a drawer or reducing (or removing) cash from a drawer. This is often performed between two drawers. You may increase a teller drawer to add money to it and that is offset by a decrease to the vault drawer as cash is moving from the vault to the teller cash drawer.
Cash Drawer Increases/Decrease/Adjustment Definitions
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Increase Drawer:
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This will increase the balance in a cash drawer and affect the General Ledger upon running the General Ledger Transaction Summary Report by debiting the corresponding cash drawer account and crediting the Cash Drawer Suspense Account.
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Decrease Drawer:
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This will decrease the balance in a cash drawer and affect the General Ledger upon running the General Ledger Transaction Summary Report by debiting the Cash Drawer Suspense Account and crediting the corresponding cash drawer account.
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Increase Drawer Adjustment:
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This will increase the balance in a cash drawer and have no affect on the General Ledger. This option, if not used properly, can lead to General Ledger balancing issues. This option is not recommended unless under the direction of a CSS Support Representative.
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Decrease Drawer Adjustment:
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This will decrease the balance in a cash drawer and have no affect on the General Ledger. This option, if not used properly, can lead to General Ledger balancing issues. This option is not recommended unless under the direction of a CSS Support Representative.
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To complete this task, follow these steps:
- From the Cash Drawer Reconciliation screen, click the Options menu and select Cash Drawer Increase/Decrease/Adjustments.
- Click the Cash Drawer Adjustment Selection and select one of the following:
- Increase Drawer
- Decrease Drawer
- Increase Adjustment
- Decrease Adjustment
- Press tab.
- Enter the Cash Drawer # and press tab.
Note: The system will fill in the Drawer Date, Current Cash Balance, Current Check Balance, and the Total Current Balance fields.
- Enter the Amount and press tab.
- Key in Description.
- Click Accept.
- Click Yes on the message box asking if you would like a receipt if you want one.
Print Cash Drawer Reconciliation
Follow these directions to print the Cash Drawer Reconciliation.
- On the main form, review the Report Options to ensure the Cash Drawer Number is correct.
- Click Reports and select Print Cash Drawer Reconciliation.
- Click OK on the message box when printing has been completed.
Print Cash Drawer Bank Deposit
Follow these directions to print the Cash Drawer Bank Deposit.
- On the main form, review the Report Options to ensure the Cash Drawer Number is correct.
- Click Reports and select Print Cash Drawer Bank Deposit.
- On the Cash Drawer Deposit form, select Use Drawer Cash Deposit if you are not sending cash. If you are sending cash, select Enter Cash Drawer Amount. Enter the amount in the Cash Deposit Amount field.
- Click Continue.
- Click OK on the message box when printing has been completed.
Print Cash Drawer Audit Trail Report
Follow these directions to print the Cash Drawer Audit Trail Report.
- On the main form, review the Report Options to ensure the Cash Drawer Number is correct.
- Click Reports and select Print Cash Drawer Audit Trail Report.
- On the Audit Trail Range form, select Print Current Audit Trail and click OK.
- Click OK on the message box when printing has been completed.
You have now completed this tutorial.
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