Cash Handling

Definitions

Cash manager - someone with access to the safe
Key holder - someone with access to the security room
Envelope - Zipper cloth envelopes used for deposits
Skim - when cash is pulled from the register, put in an envelope and deposited in the safe
Skim log slip - a report that tells the cash manager what the skim is for
Float - the fixed amount of cash in the register is at the beginning of a business day for the purpose of giving change
Day end report - a bundle of physical papers describing all the activity in your cash register for the day

You will be assigned a key for your own till:
- Do not share your key
- Do not leave your till unattended with the key in it
- Do not leave cash laying around
- You are responsible to lock up your till after your shift
Your float should be at $400
- You are responsible to keep adequate change in your till - do not wait until your last coin, you could get busy and need to do several sales
- You may hold extra cash in the float at your own discretion - it's sometimes handy to have a couple extra dollars to round off a total (instead of giving back 95 cents)
- Any surplus in the till should be investigated with the cash manager - did you give inadequate change? Did you forget to register payment?
- Discuss tip policy with your store manager.

Count your till using the Opening Cash Count form. Print and sign a copy to hold for your day end report.
Make sure you have enough change to do a typical shift:
- I suggest:
- - At least 7 of $5 and $10 bills
  - At least 12 of $1 and $2 coins
  - At least 20 of the other coins
- If your quantities are less than that, make an exchange with a cash manager as soon as possible.
- Your opening count is a record of your change levels - your cash manager will be checking that if you frequently ask for change last minute

For safety, do not keep more than $1500 in your till.
Any time you pull cash out of your till you must complete a Skim Log Slip. Print and sign 2 copies:
- Include 1 in the envelope
- Hold on to the second one for your day end report
Give the envelope to a cash manager (or a key holder if the cash manager is not available) to be deposited directly into the safe

Closing must be done before leaving the store, do not leave it for next morning.
Odoo's payments report:
- Go to Accounting -> Customers -> Payments
- Apply the following filters:
- - 1) Date (ie. "Today's Payments")

- Print this report and sign it. This is page 1 of the day end report. It should look like this:

Add up your cash receipts to make sure it agrees with the number in Odoo. This will catch user error such as:
- Payment registered to wrong cash register
- Forgot to register payment
- Duplicate payments
Do a final skim:
- The total of your skims for the day must match Odoo's amount within $0.02 (penny rounding).
- Cash shortages/surplus should affect your float, not your final skim.
Count your till using the Closing Cash Count form. Print a copy for your day end.
Day end report should include the following in this order:
- Odoo's payments report
- Skim log slip(s)
- Opening cash count
- Closing cash count
- All cash receipts from sales for your cash register
Staple the day end report together and leave on your cash register for a cash manager to collect.

Day end reports will be checked for accuracy, completion and formatting:
- Is all information filled out?
- Are all forms signed?
- Are skim log slips included with envelopes?
- Does the total of skims equate to the amount shown in Odoo within $0.02?
- Is there a discrepancy between the sum of the cash receipts and the amount on the Odoo payments report?
Envelopes will be counted and compared with the skim log slips
Any missing reports, shortages or discrepancies will be discussed with the cashier - repeated inaccuracies will result in disciplinary action since proper cash handling is an essential component of your role as counter salesperson.
Other daily duties:
- Prepare a cash deposit when cash on hand exceeds a certain threshold
- Ensure enough change is on hand for a few days