WA Collections Daily Functions

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

1. In PACS 9.0, select Activities > Daily Process > Cash Drawers.
2. In the Cash Drawers dialog box, to add a new cash drawer, click Add. 
3. In the Cash Drawer Setup dialog box, complete or review the following fields as required, and then click OK:
   • Cash Drawer ID

     The ID of the new cash drawer.

   • Description

     A brief description of the new cash drawer.

   • PACS User

     The PACS user who created this cash drawer.

   • Drawer Total

     The initial amount of money in the new cash drawer.

   • Created By

     The ID of the person who created this cash drawer.

   • Created Date

     Today’s date.

4. In the Cash Drawers dialog box, select the cash drawer you just created and click Details. Then, in the Coin section, do the following:
   1. In the Quantity fields, enter the number of coins in the cash drawer for each type of coin.
   2. In the Value fields, review the value based on the number of coins you entered for each type of coin.
   3. Coin Total. The total value for all coins in the cash drawer.
5. In the Currency section, do the following:
   1. In the Quantity fields, enter the number of bills in the cash drawer for each type of bill.
   2. In the Value fields, review the value based on the number of bills you entered for each type of bill.
   3. In the Currency Total field, review the total value for all bills in the cash drawer.
6. In the Totals section, review the following:
   • Assigned Cash Amount

     The amount of cash that the cash drawer has been assigned to contain.

   • Actual Cash Amount

     The amount of cash that the cash drawer actually contains, according to the breakdown of coins and currency.

   • Difference

     The Assigned Cash Amount minus the Actual Cash Amount.

7. In the Comment field, enter any comments.
8. 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

1. To balance a cash drawer, in the Cash Drawers dialog box, select the cash drawer to be balanced, and click Balance.
2. 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
3. In the Coin section, do the following:
   1. In the Quantity fields, enter the number of coins in the cash drawer for each type of coin.
   2. In the Value fields, review the value based on the number of coins you entered for each type of coin.
   3. Review the total value for all coins in the cash drawer in the Coin Total field.
4. In the Currency section, do the following:
   1. In the Quantity fields, enter the number of bills in the cash drawer for each type of bill.
   2. In the Value fields, review the value based on the number of bills you entered for each type of bill.
   3. 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.
   4. Review the total value for all bills in the cash drawer in the Currency Total field.
5. In the Drawer Totals section, review or complete the following fields as required:
   • Total Cash in Drawer

     The total amount of cash in the drawer, which is the sum of the Coin Total and Currency Total fields.

   • Less Beginning Cash

     The amount of cash in the drawer at the beginning of the day.

   • Total Cash Received

     The total amount of cash received today, which is the difference of the Total Cash in Drawer and Less Beginning Cash fields.

   • Check Total

     The total of all check payments in the drawer.

   • Money Order Total

     The total of all money order payments in the drawer.

   • EFT Total

     The total of all EFT payments in the drawer.

   • Credit Card Total

     The total of all credit card payments in the drawer.

   • Internal
   • Drawer Total

     The total amount of payments in the drawer, which is the sum of the Total Cash Received, Check Total, Money Order Total, EFT Total, Credit Card Total, and Internal fields.

6. 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

     The amount of cash receipts for this cash drawer, and the out-of-balance value.

   • Checks

     The amount of check receipts for this cash drawer, and the out-of-balance value.

   • Money Order

     The total of all money order payments in the drawer.

   • EFT Total

     The total of EFT receipts for this cash drawer, and the out-of-balance value.

   • Credit Cards

     The credit card receipts for this cash drawer, and the out-of-balance value.

   • Internal –
   • Receipt Total

     The total amount of payments in the drawer (the sum of the Cash, Checks, Money Orders, EFT Total, Credit Cards, and Internal fields), and the out-of-balance value.

7. 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.

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

1. 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.
2. In the Select Batch dialog box, click Add.
3. Complete or review the following fields as required:

   

   • Description

     A brief description of the new batch.

   • Comment

     A lengthy description of the new batch.

4. To reprint tax receipts for payments in the batch, click Reprint Tax Receipts.
5. Click OK.

Procedure – Closing a Batch

1. Choose Activities > Daily Process > Enter Payment Batch.
2. In the Select Batch dialog box, select a batch.
3. Complete or review the following fields as required:
   • Comment

     A lengthy description of the new batch.

   • Created Date

     The date that the batch was created.

   • Balance Date

     The date for which report data is retrieved, and for which payments are being collected.

   • Deposit Date

     The date the payments were deposited to the bank.

4. 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.