1.Setting Up or Balancing Cash Drawers
Purpose
Use these procedures to record the amount of cash assigned to an employee at the start of the day, and to s balance cash drawer.
Setting up a cash drawer involves creating a new cash drawer and specifying the how much of each currency type is assigned to a cash drawer.
Balancing a cash drawer involves verifying that the currency amounts within a cash drawer match the amounts assigned to it so that the cash drawer can be closed at the end of a business day.
Prerequisites
- In order to perform this procedure, one or more of the following user rights under the Receipting > Cash Drawers node are required:
- Access Any Drawer
- Access Assigned Drawer
- Close Imbalanced Drawer
- Override Requirement for Payment
- Reopen Drawer
- View Assigned Drawer
Procedure – Setting Up a Cash Drawer
- In PACS 9.0, select Activities > Daily Process > Cash Drawers.
- In the Cash Drawers dialog box, to add a new cash drawer, click Add.
- In the Cash Drawer Setup dialog box, complete or review the following fields as required, and then click OK:
- Cash Drawer ID
- Description
- PACS User
- Drawer Total
- Created By
- Created Date
- In the Cash Drawers dialog box, select the cash drawer you just created and click Details. Then, in the Coin section, do the following:
- In the Quantity fields, enter the number of coins in the cash drawer for each type of coin.
- In the Value fields, review the value based on the number of coins you entered for each type of coin.
- Coin Total. The total value for all coins in the cash drawer.
- In the Currency section, do the following:
- In the Quantity fields, enter the number of bills in the cash drawer for each type of bill.
- In the Value fields, review the value based on the number of bills you entered for each type of bill.
- In the Currency Total field, review the total value for all bills in the cash drawer.
- In the Totals section, review the following:
- Assigned Cash Amount
- Actual Cash Amount
- Difference
- In the Comment field, enter any comments.
- To save your changes and return to the cash drawer, click OK. To save your changes and continue to edit the cash drawer, click Apply.
Procedure – Balancing a Cash Drawer
- To balance a cash drawer, in the Cash Drawers dialog box, select the cash drawer to be balanced, and click Balance.
- In the End of Day Balancing – Cash Drawer dialog box, use the following buttons as required:
- Payment Detail Listing – Generates ar report that provides details about payments processed.
- Payment Report Totals – Generates a report that provides a summarized overview of the payments processed.
- Check Register
- In the Coin section, do the following:
- In the Quantity fields, enter the number of coins in the cash drawer for each type of coin.
- In the Value fields, review the value based on the number of coins you entered for each type of coin.
- Review the total value for all coins in the cash drawer in the Coin Total field.
- In the Currency section, do the following:
- In the Quantity fields, enter the number of bills in the cash drawer for each type of bill.
- In the Value fields, review the value based on the number of bills you entered for each type of bill.
- If a large amount of cash is collected during the day and needs to be secured periodically, in the Cash Pick-Up Total field, enter the amount secured.
- Review the total value for all bills in the cash drawer in the Currency Total field.
- In the Drawer Totals section, review or complete the following fields as required:
- Total Cash in Drawer
- Less Beginning Cash
- Total Cash Received
- Check Total
- Money Order Total
- EFT Total
- Credit Card Total
- Internal
- Drawer Total
- In the Receipt Totals section, review the following fields:
Note The following items have two columns apiece. The first column lists the receipts value for each item (cash, checks, etc.). The second column lists the out-of-balance value for that item, that is, the difference between the Drawer Totals value and the Receipt Totals value (for cash, checks, etc.).
- Cash
- Checks
- Money Order
- EFT Total
- Credit Cards
- Internal –
- Receipt Total
- Do one of the following:
- To save your entries and return to the cash drawer, click OK.
- To save your entries and continue to balance the cash drawer, click Apply.
- To save your entries and close the cash drawer, click Close Drawer.
Note The Close Drawer button is available only if the cash drawer is balanced; that is, if the Drawer Total field and the Receipt Total field have the same value.
2.Creating or Closing a Payment Batch
Purpose
Use these procedures to:
- Create a new payment batch.
- Close an existing batch.
Prerequisites
- In order to perform these procedures, the following user right is required:
- Receipting > Batch > Add Batch
- In order to perform these procedures, the following user rights may be required:
- Receipting > Batch > Reopen Closed Batch
- Receipting > Batch >Batch Reprint Tax Receipts
Procedure – Creating a Batch
- Do one of the following:
- Select Yes when prompted with a system message to create a batch. This generally occurs at the time a payment is being processed or modified, or a mass operation is being processed that requires a batch.
- Choose Activities > Daily Process > Enter Payment Batch.
- In the Select Batch dialog box, click Add.
- Complete or review the following fields as required:
- Description
- Comment
- To reprint tax receipts for payments in the batch, click Reprint Tax Receipts.
- Click OK.
Procedure – Closing a Batch
- Choose Activities > Daily Process > Enter Payment Batch.
- In the Select Batch dialog box, select a batch.
- Complete or review the following fields as required:
- Comment
- Created Date
- Balance Date
- Deposit Date
- Click Close Batch to close the current batch (which is displayed in the Batch ID field).
Note After a batch is closed, no payment or other function will be allowed to use the batch. Payments cannot be posted to a closed batch, and any operation requiring a batch does not accept a closed batch.