Daily Sales/Deposit Form
To begin the preparation, start by filling out the ‘Daily Sales/Deposit Form’.
For the top part of the form, use the following guidelines:
· In the ‘Date’ field, enter the date the sales were made, not the date you are doing the deposit.
· On the ‘Register #’ line, enter 10. This is the Library’s designation from Financial Services.
· On line ‘(a)’, enter the Library’s opening float amount: $350.00
· Line ‘(b)’ is left blank.
· In the ‘Category’ section, transfer amounts on the register tape to the appropriate category in the ‘Tape Figures’ column. HST found on the tape figures as TX TL.
o Carry over these figures to the ‘Adjusted Gross Sales’ column.
o Total the ‘Adjusted Gross Sales’ column, and enter the sum on the ‘Total Sales’ line (c).
· Line ‘(d)’ is the sum of line (a) (opening float), plus line (b) (which will always be zero), plus line C (the sum of the Adjusted Gross Sales column).
On the lower part of the form, fill in the ‘Cash in Register’ section. The section records all the money received from the day’s sales. As the sales have already been separated from the daily float by the closing staff, copy the information from the form included with the day’s sales:
· On the ‘Cheques’ line, record the total dollar amount of any cheques taken as payment.
· In the ‘Cash’ section, record how many bills were taken in from the daily sales.
· Record the breakdown of rolled coin in the till in the ‘Rolls’ section.
· In ‘Coins’, record the loose coins in the till.
· The ‘Sub Total Cash’ is the amount you get when you add all of the cheques, bills, rolled coins and loose coins together.
· In ‘Less Closing Float’, enter $350.00.
· ‘Total Cash Sale’ is the amount of cash taken for the day, and the amount that will go in the deposit taken to Financial Services.
o This amount is also recorded in the ‘Operating Dep’ line as outlined in the next section.
· In the ‘Cash’ section, record how many bills were taken in from the daily sales.
· Record the breakdown of rolled coin in the till in the ‘Rolls’ section.
· In ‘Coins’, record the loose coins in the till.
· The ‘Sub Total Cash’ is the amount you get when you add all of the cheques, bills, rolled coins and loose coins together.
· In ‘Less Closing Float’, enter $350.00.
· ‘Total Cash Sale’ is the amount of cash taken for the day, and the amount that will go in the deposit taken to Financial Services.
o This amount is also recorded in the ‘Operating Dep’ line as outlined in the next section.
Next, fill out the ‘Deposit Information’ section of the form:
- The ‘Deposit Bag #’ an eight digit code printed on the grey bank deposit bag.
- If you are doing more than one deposit at a time, ensure that you are putting the correct deposit bag number on the correct form.
o The amount is taken from the Total Cash Sale line recorded previously.
· Lines (2), (3), (4), and (5) is a breakdown of payments paid for by Visa, Master Card, American Express and Debit Cards.
o Using the printout from the Moneris machine, add both Moneris close batch slips together for a total for each category and enter the applicable amounts on the appropriate lines.
· In the rare event we receive American funds, record the amount in line (6).
o Only bills and cheques. American coins are counted in with Canadian coins.
The next step is to complete the calculations of the amount sold in relation to the amount received:
· Line ‘(e)’ is the sum of lines one to six in the Deposit Information box.
· Line ‘(f)’ is the closing float: $350.00.
· If any services were paid for using a departmental Budget Line, we would enter that amount in line ‘(g)’.
· Line ‘(h)’ is a total of lines (e), (f), and (g).
· Subtract the amount on line (h) from line (d) and record the amount on the last line (right below the (h) line). This amount is for any cash overages or shortages are entered.
o If the amount is a shortage, indicate so by putting a minus sign before the amount and circling ‘Short’ just to the left of the line.
· The ‘Comments’ box is where any significant overages or shortages are explained.
· Line ‘(f)’ is the closing float: $350.00.
· If any services were paid for using a departmental Budget Line, we would enter that amount in line ‘(g)’.
· Line ‘(h)’ is a total of lines (e), (f), and (g).
· Subtract the amount on line (h) from line (d) and record the amount on the last line (right below the (h) line). This amount is for any cash overages or shortages are entered.
o If the amount is a shortage, indicate so by putting a minus sign before the amount and circling ‘Short’ just to the left of the line.
· The ‘Comments’ box is where any significant overages or shortages are explained.
The last part of this form indicates who prepared the final bank deposit, and who approved it (usually the Head or Assistant Head of Access Services):
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