2011 Procedure 19 Cash Close and Day End Maintenance

The closing and cash reconciliation procedures reduce your labor costs and improve financial security and accuracy. At the end of a shift or day, the cashiers only need to count their drawers and record the counts in the system. Then as a separate function, management reconciles the day‟s deposits.

Each facility must select the type of close out to perform based on the method of cash reconciliation. A cash close by user can be done on any machine. A cash close by machine, is machine-specific and must be done on the same machine that the drawer is attached to. A cash close by area, is area-specific and must be done in the same area that the drawer is attached to.

Cash Close
1) Log into Fore! Reservations, and go to View | Fore! Sell.

2) View | Cash Close.

3) Count out the starting cash amount in the drawer -- often called the bank or float -- and replace it in the drawer.

4) If you have individual credit card batches or if you are the last user to close for the day, perform your batch out.

5) Click on the pull-down menu arrow in the Cash, Check or Foreign Currency fields to display a helpful worksheet. Enter the number of bills for each denomination. The total dollar value is calculated for you.

6) Continue by entering all other media. If you have individual credit card batches or if you are the last user to close out for the day, enter in the totals of each credit card from the batch report.

7) Once all tenders have been inserted, double-check each amount to reduce the possibility of a typo.

8) Confirm that the radio button is filled next the correct close out: User, Machine or Area. If unsure, select the User Close.

9) Click the OK button.

10) The worksheets completed in step 5) print to the receipt printer. Sign these worksheets and include them with the deposit slip. If an additional receipt is needed or the cash close needs to be reprinted due to a printing error, go to View | User Cash Close, click on the Reprint tab, highlight the close out to be reprinted and click the Print button.

11) File | Exit to close out of Fore! Sell.

12) File | Exit to close out of Fore! Reservations.

Note that cashiers can do multiple Cash Close Outs for various reasons: 

• If a mistake is made entering denominations and the close is posted, you can do another cash close with all of the correct amounts. In the note field enter a comment to ignore the previous close out. Both close out receipts should be stapled to the one deposit.
• Alternatively, an administrative user that has Data Management security clearance can go into the Cash Overage/Shortage screen (View | Reports | Cash Shortage/Overage) or the Data Management screen and mark a cash close as inactive by unchecking the checkbox in the Active column. Inactive cash closes are filtered from the list of closes by default.
• If additional sales are posted on a machine after making the first cash close and deposit, do a second cash close. The second close should be the amount of the second deposit. When doing the second cash close, enter a note that because of additional sales, both the first and second cash close should be considered in the reconciliation.

Day End Maintenance
If this is the last close out of the day, perform the maintenance procedures:

1) Log into Fore! Reservations on a client machine.

2) File | Maintenance | Local Backup.

3) Make sure that no one else is using Fore! Reservations. Users can be logged into Fore! Reservations but they should not be performing any functions. Click the warning message OK button.

4) Once the backup is successful, click OK.

5) Insert your USB Flash Drive into the front of your Black Box server.

6) File | Maintenance | Removable Backup.

7) Click the OK button.

8) Once the backup is complete, click OK.

9) Remove the USB Flash Drive and store it in a safe location.

10) File | Maintenance | Compact.

11) Click the OK button.

12) Once the compact is successful, click OK.

13) Close Fore! Reservations by clicking File | Exit.

14) If running Fore! Internet, perform the Nightly Procedure below:

Fore! Internet Nightly Procedures

1. Go to the Fore! Internet computer.
2. Log in to Fore! Reservations.
3. Go to ‘File’ | ‘Setup’ | ‘Internet’.
4. Click on the ‘+’ sign.
5. Click on the ‘Stop’ button and wait until Fore! Internet is stopped.
6. Click on the ‘Set Internet Credentials’ button and wait until it is successful.
7. Click ‘OK’ to the message prompt that comes up.
8. Click on the ‘Save’ button and then click ‘OK’ to the message prompt if one comes up.
9. Click on the ‘Start’ button and wait until Fore! Internet is running.
10. Click on the ‘Shutdown’ button and wait until the computer logs out of Windows and goes to the ‘Windows Logon’ screen.  From here, you can either choose to shut down the computer or leave it running overnight.  The overnight online bookings will be received either way.