End of Day Close

Hi,

Our call centre and Counter staff work in shifts, and we have different batche types for each role they do, so they will open one for the time that they are on the phones, and then another if they move to Counter.

For the call centre when they are just taking cards or Gift Vouchers over the phone, they are responsible for checking the batch summary report for anything out of the ordinary and then they close them themselves.

When working on Counter they hold their batch, and then fill in a Takings form that covers everything that they have taken during that shift, notes, coins, total card amount, any Passes etc. This is then checked and signed off against the batch summary report by the Manager who is undertaking the change over. They check for any anomalies, such as unpaid amounts, or Tour tickets paid to the wrong payment type and will fix before the batch is closed. The batch summary report is then banked ready for Finance to check the next morning.

All other users around the Hall who take payments are responsible for checking their own batches, anyone who takes cheques or cash it responsible for making sure the Batch report goes to Finance.

At the end of the day the Box Office Assistant Manager will Close any Open or Held batches for the day and go through the process of Posting the batches. They will check the Print Details report and check for any anomalies and fix if they can.
The next morning (or on a Monday, will post, Friday, Saturday and Sunday) our Box Office Assistant Manger who is in charge of the Finance side will check the batch report and fix any issues, before completing posting and sending the information through to our Finance department, along with our Daily Cheque, Refund and Gift Voucher reports.

The same Box Office Manager will also check our Tessitura Income reports against the reports we get from our clearing house to check that they match too, in case of any over charges etc.

I'll dig out the relevant parts of some of our guides to this and email them to you.

Caryl

Hi,

Our call centre and Counter staff work in shifts, and we have different batche types for each role they do, so they will open one for the time that they are on the phones, and then another if they move to Counter.

For the call centre when they are just taking cards or Gift Vouchers over the phone, they are responsible for checking the batch summary report for anything out of the ordinary and then they close them themselves.

When working on Counter they hold their batch, and then fill in a Takings form that covers everything that they have taken during that shift, notes, coins, total card amount, any Passes etc. This is then checked and signed off against the batch summary report by the Manager who is undertaking the change over. They check for any anomalies, such as unpaid amounts, or Tour tickets paid to the wrong payment type and will fix before the batch is closed. The batch summary report is then banked ready for Finance to check the next morning.

All other users around the Hall who take payments are responsible for checking their own batches, anyone who takes cheques or cash it responsible for making sure the Batch report goes to Finance.

At the end of the day the Box Office Assistant Manager will Close any Open or Held batches for the day and go through the process of Posting the batches. They will check the Print Details report and check for any anomalies and fix if they can.
The next morning (or on a Monday, will post, Friday, Saturday and Sunday) our Box Office Assistant Manger who is in charge of the Finance side will check the batch report and fix any issues, before completing posting and sending the information through to our Finance department, along with our Daily Cheque, Refund and Gift Voucher reports.

The same Box Office Manager will also check our Tessitura Income reports against the reports we get from our clearing house to check that they match too, in case of any over charges etc.

I'll dig out the relevant parts of some of our guides to this and email them to you.

Caryl