2011 Procedure 20 Cash Reconciliation and GL Report
Facility Cash Reconciliation
The most common method of reconciling cash is to do a report on the facility as a whole. This shows if all cash is accounted for over all users, machines and areas.
1) Log into Fore! Reservations, and go to View | Fore! Sell.
2) View | Reports | Cash Shortage/Overage Report.
3) The date range for the days to be reconciled appears at the top of the screen. Multiple days can be reconciled together. Select the start date by clicking the pull-down menu and selecting the day from the calendar.
4) Similarly, select the end date.
5) Select Date Recorded in the Select By section to filter all cash close outs by the date they were completed or select Active Date to filter cash close outs by the date the active date was set to when the cash close out was completed.
6) All of the cash close outs done at the facility for all dates appear in the list. Select the ones that are applicable by clicking the checkbox next to each under the Include field. Note that cashiers can do multiple cash close outs for various reasons and they should identify those that are not applicable. If
reconciling cash close outs over a date range, click the Select All in Date Range button, and all active cash close outs between the start date and end date will be selected.
7) When doing an entire facility reconciliation, make sure that there is no check in the User, Machine or Area checkbox in the Report By section.
8) Click the Print Report button.
9) The report appears in the print preview window. Click on the Printer button to print the report. The report displays the sales by tender within the date range selected in the previous Cash Shortage/Overage Report window. The Closed column indicates the sum of all of the close outs selected in the previous Cash Shortage/Overage Report window.
For further documentation, the close outs are also listed in the middle of the report.
The Variance field is the difference between the two. In addition, for the convenience of the accountant, the report also lists the appropriate information for a recurring general ledger entry.
10) Close the Print Preview screen by clicking on the Windows close button in the upper right corner.
11) Close the Cash Shortage/Overage Report window by clicking the Close button. If you have a large variance, consider reconciling on a more detailed level. To do so, see the Machine Cash Reconciliation, User Cash Reconciliation or Area Cash Reconciliation below.
Machine Reconciliation
The machine reconciliation is very similar to the facility reconciliation, except that some facilities may want to isolate the reconciliation to each machine. Like the facility reconciliation, this allows multiple users to be logged into each machine. Cashiers should perform a Cash Close on each specific machine. Run the Facility Cash Reconciliation listed previously and if there is a larger variance, break down the facility reconciliation by machine. To do
so, run the Cash Shortage/Overage Report as noted, however on Step 7) place a check in the Report by 390 Procedure 20 Cash Reconciliation and GL Report Machine. Then run the report for each machine closed. The sum of the machine variances matches the facility reconciliation. If not, transactions may have been run on a machine that was not closed, such as transactions in the back office.
User Reconciliation
If a facility continues to have substantial cash shortages or overages on a regular basis, you can implement a more stringent User Reconciliation. For this to be accurate, each cashier must be made responsible for his or her own drawer. It should be noted that cash control issues are not always theft. Often it is carelessness or lack of cash handling experience.
Each user that rings in a transaction does a User Cash Close. Run the Facility Cash Reconciliation. If there is a large variance, break down the facility reconciliation by user. To do so, run the Cash Shortage/Overage Report as noted, however on Step 7) place a check in the Report by User and then run the report for each User that closed. Please note the sum of individual user media and variances should match the facility reconciliation. If not, a user may have posted transactions without performing a Cash Close, such as a
manager on a remote machine.
Some Assumptions for User Reconciliation Accuracy
- Additional cash trays should be purchased to exchange while cashiers count their deposits at the end of their shift.
- A user logs on to a particular machine with his/her user name and password. Passwords are required to ensure security. No other user should log into a machine while a different user is responsible for the associate drawer.
- There should be an independent credit card machine for each drawer.
For a more thorough step-by-step procedure on instituting User Reconciliations at your facility, please see Individual User Cash Close and Reconciliation on page 499.
Area Reconciliation
The area reconciliation is very similar to the facility reconciliation, except that some facilities may want to isolate the reconciliation to each area. Like the facility reconciliation, this allows multiple users to be logged into each machine.
Cashiers should perform one cash close for each specific area. Run the Facility Cash Reconciliation and if there is a larger variance, break down the facility reconciliation by area. To do so, run the Cash Shortage/Overage Report as noted, however on Step 7) place a check in the Report By Area. Then run the report for each area closed. The sum of the area variances matches the facility reconciliation. If not, the transactions may have been run on an area that was not closed, such as a transactions in the back office.
Managing Your Cash Reconciliations
From time to time, there may be situations where a cash close is reported incorrectly. The cash close has an Active/Inactive flag that can allow you to distinguish which cash closes you want to use to reconcile your books. A cash close can be marked inactive in either the Cash Shortage/Overage Screen or in the Data Management Screen (see Data Management on page 205). There is a filter in each of these screens that, when checked, hides inactive cash close outs from view. There is a data management security clearance on the Active checkbox in both of these screens, so you can control
who has access to mark cash closes inactive (see Security Tab on page 174).
Other Management Reports
There are other reports that management or the accountant may want to view daily. These reports can be run at any time and do not have to be run unless requested by management. The most common reports are the following:
1) Log into Fore! Reservations, and go to View | Fore! Sell.
2) View | Reports | Sales.
3) Click the radio button by Department.
4) Select the start date by clicking the pull-down menu and selecting the day from the calendar.
5) Similarly, select the end date.
6) Fill in the radio button next to Screen and click the Print button.
7) The report appears in the print preview window, click on the Printer button to print the report.
8) Note that the Total Sales for the report should match the Sales Exchange of the GL Entry on the Cash Shortage and Overage Report.
9) Close the Print Preview screen by clicking on the Windows close button in the upper right corner.
10) Back at the Print Sales window, click the radio button next to Invoice.
11) Make sure the start date and end date are accurate.
12) Fill in the radio button next to Screen and click the Print button.
13) The report appears in the print preview window.
14) Most times, the accountant will only want the last page of this report. Click on the right arrow with the line in the report tool bar to go to the last page of the report, noting the last page number. Click on the Printer icon to get the Print window. Select the Pages radio button and fill From and To with the last
page number. Click the OK button. The media totals should match that found under the Amount column on the Cash Shortage/Overage Report.
15) Close the Print Preview screen by clicking on the Windows close button in the upper right corner.
16) Close the Print Sales window, by clicking Close.
17) View | Reports | Tax | Sales Tax.
18) Select the start date by clicking the pull-down menu and selecting the day from the calendar.
19) Similarly, select the end date.
20) Fill in the radio button next to Screen and click the Print button.
21) The report appears in the Print Preview window. Click on the Printer button to print the report.
22) Close the Print Preview screen by clicking on the Windows close button in the upper right corner.
23) Close the Print Tax Totals window, by clicking Close.
