Hello all,
We are currently setting up our cash procedures at The Shed, and I would love to find out what community members are doing to manage cash batches in Tessitura. Do you enter the starting bank amount or cash bag number anywhere in the system? At the end of the day, how do you print batch reports, and do you have a separate cash form for the end of day drawer reconciliation? Do you have a way of marking a batch as a cash batch? Thanks in advance for your thoughts on this topic.
Best,
Jennie
Hi Jennie,We would have a set amount of Petty cash that would include $100 starting bank. That never was "entered" into tessitura but I'm sure our Finance director had a way of marking that on her end.
But basically the box office window (which is the only place we accepted cash) would start with that $100 to use just for change. Cash sales were tracked using a Cash payment method which was tied to it's own GL account in Tessi. (The GL was used for Cash/Check payments, Credit had a different GL).
At the end of day, we'd reconcile out the bank and always the bag should remain at $100 with then any additional monies from any cash sales being checked against the batch for that person or persons working the window that day. there was no need to have a separate batch since the batches separate out the payment methods. Then any cash/check sales would be handed off to the Finance department along with the batch confirming the payments and to which GL they were for depositing. At that point, I'm not sure what was done on the Finance end but I know there were ways to reconcile Tessi against our quickbooks account.
Hope this helps.
Jennie,
We basically do the exact same thing as Maureen, though we start with $125 in the cash bank. A supervisor then compares the cash at the end of the shift against the batch making change so the bank starts with the same amount (and denominations of bills if we can manage it) as it had when we started, and the cash taken in and the batch goes into an envelope which goes into the safe for posting the following day.
John
We have a similiar process here at the CMHR. We have a Cash form of payment with its own GL. At the end of a shift, our ticketing agents drop their cash into the cash machine that counts it for them and prints a receipt which also automatically removes the float they got from the same machine (yes we have a machine that does this for us, it is brilliant!). Then, the ticketing agent prints off their batch report and compares their cash total with the cash form of payment, as well as, their bank card total with the bank card form of payment (we have non-integrated payments), cheques with cheque FOP, etc.... They then staple all the receipts and the bath report together and write on the bath report whether or not they were balanced. And if not balanced, how much they are off and why.The next day, a supervisor reviews all the batch reports and also double checks the GL report in Tess vs. the batch report in Tess to make sure no one is miscounting, misreading, or 'lying'. Our finance department also reviews everything on a weekly, monthly, and quarterly basis and flags any over-short issues that we then have to 'justify'. The justification is then recorded in our separate finance system (currently Dynamics, but we are moving to SparkRock).