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HomeMy WebLinkAboutDaily Cash Receipts Reports1 DAILY CASH RECEIPTS REPORTS Created 06/2016 2 At the end of each day (or the next morning), four reports need to be created in Springbrook: Cash Drawer by Operator, GL Distribution Report LP Proof List – Detail, and Proof List. These reports are created and provided to the Finance Dept each day to show all financial transactions that have taken place each day within the Building Dept. PLEASE NOTE: Transactions can be entered one of two ways: A person processing financial transactions would be responsible for their own batch and their own reports. Only that person could enter transactions under their batch and pull their own reports. OR You may sign share your batch by entering your financial transactions then sign off Springbrook; co‐worker would sign onto Springbrook and enter their transactions. Person who originally created the batch would pull the reports. A. Creating Daily Cash Receipt Reports 1. Log into Springbrook. 2. Go to the Cash Receipts Module. 3. Under Processes Menu, click on Cash Receipts drop down arrow. Box will appear, use drop down arrow to locate your batch number. Click on Enter Receipts for the entries to be displayed. a. Click on Proof List option (within the same box). i. Click on Report Type options and choose the Detailed option. ii. Check the Include Payment Method Summary box. iii. Go to the Print drop down arrow (in the Springbrook desktop toolbar), click on Print Preview only. iv. Once the report appears save the report on the TDrive, under the Building Dept - CR folder, choose the appropriate monthly folder, then date. Print report in black and white only. b. Click the LP Proof List option (within the same box). i. Click on Report Type options and choose the Detailed option. ii. Go to the Print drop down arrow (in the Springbrook desktop toolbar), click on Print Preview only. iii. Once the report appears save the on the TDrive, under the Building Dept - CR folder, choose the appropriate monthly folder, then date. Print report in black and white only. c. Click on GL Distribution option (within the same box). i. Do not change any dates, unless you are pulling the report the next day. If so, adjust the dates for appropriate date. ii. Go to the Print drop down arrow (in the Springbrook desktop toolbar), click on Print Preview only. iii. Once the report appears save the on the TDrive, under the Building Dept - CR folder, choose the appropriate monthly folder, then date. Print report in black and white only. d. Under the Processes Menu click on the Reports tab drop down arrow and click on Cash Drawer option. i. Enter your batch number in the Batch Field. All other fields remain the same. 3 ii. Go to the Print drop down arrow (in the Springbrook toolbar), click on Print Preview only. iii. Once the report appears save the report on the TDrive, under the Building Dept - CR folder, choose the appropriate monthly folder, then date. Print report in black and white only. B. Preparing Bank Deposit 1. Once these reports have been generated, saved, and printed out, sort the reports in alphabetically order, fold and staple the transaction tape from the POS Receipt Machine to the back of the first report (Cash Drawer by Operator report). Insert copies of the permits, licenses, etc. (all transactions performed) in the same order listed on the Cash Drawer by Operator report. 2. Fill out a plastic deposit bank bag. Insert checks and/or cash into the plastic deposit bank bag, along with the bank deposit slip and seal the bag. Top portion of the plastic deposit bank bag is cut off and paper clipped to the top of report pile. 3. Clip the bank bag to the reports and place in the safe, until an employee is able to make the deposit. 4. An employee will deposit the monies at the bank and give the reports to the Finance Dept at City Hall and return the bank bag to the Building Dept. 5. Place the two set of permits in the Permit Draw (one set of the original permits is kept within the Building Dept; other is a copy of the same permits). The copies are provided to Brevard County Property Appraisers office on a monthly basis (see Month End Reports SOP for further instruction). We do not need to keep copies of other transactions, such as BTR licenses, alarm licenses, fire inspections, misc receipts, etc. Please refer to BTR dept to see if this policy has changed. PLEASE NOTE: ● If you enter a transaction incorrectly and the batch has not been committed you can modify the transaction and re‐save it. Click on the Modify option in the toolbox, click on the specific entry you want to modify, make the change(s), click Save option. ● If the transaction needs to be voided out, check the Voided box next to the specific transaction entry and then click on Void option in the toolbox. Re‐enter the corrected transaction, if needed. ● Daily reports must be pulled reflecting the modification or voided entry. ● If the batch has already been committed, only the Finance dept can make changes to a batch.