What Is A Cash Register Tape

FINANCE
30.59
Revised ane-21

For more information contact:
Controller's Office
509-335-2024

PRINT SECTION

Cash Registers

Forms:

Daily Reconciliation Canvass

Overview

Departments which use cash registers must maintain complete records of greenbacks register activity. Departments are responsible for closing out each register at the end of the business day and completing a balance reconciliation for each register.

Cash Annals Requirements

In order to maintain complete activeness records, cash registers used by Academy departments must take all of the following:

One greenbacks drawer per cashier or ane cash register per cashier.
The ability to record the cashier identification name or number for each transaction.
A cash register tape and a journal record which record all transactions.
A key which enables readings or totals of receipts-to-date to be taken during the business day.
A One thousand Full of cumulative sales which cannot be reset to zero or a continuous transaction counter.
A void transaction key on the register or departmental procedures in place to track voided transaction numbers.
The power to show money totals past type, e.g., cash, check, bankcard, CougarCard.

Remainder Cash Register

Follow the procedures beneath to residual the cash annals at the terminate of each business organization solar day.

Ring Out Register

Full and close out ("ring out") the cash register.

Reconciliation Sail

Use a daily reconciliation canvass to compare and remainder the annals receipts and adjustments against the money (e.one thousand., cash, checks, bankcard receipts) on hand at the finish of the day. Departments may create daily reconciliation sheets or employ the Daily Reconciliation Sheet as needed. The instructions for completing the Daily Reconciliation Sheet are numerically keyed to numbers on the sample in Fig. 1.

(1) Starting Greenbacks (Till Cash)

Remove the till cash before counting the mean solar day'due south receipts (see BPPM 30.51).

(2) Cash Collected

After the till cash is accounted for, list the cash collected, including totals of each denomination.

(3) Total Collected by Coin Type

List the coin collected past type, e.g., greenbacks, checks, bankcard, and CougarCard. Indicate the total nerveless for the day.

Daily Reconciliation Sheet example — Figure 1

(4) Totals from Cash Annals Tape

On the other side of the page, list the daily cash register record totals and whatever adjustments.

Net Sales / Gross Sales

Compare the corporeality of net sales and gross sales (if applicable) showing on the register tape. Annotation the source of any differences (voided sales, sales returns, and/ or other credits). These adjustments should exist deemed for and documentation supporting the adjustments should exist retained.

Voided Sales
A supervisor must initial approval for voided sales transactions. The voided sales sideslip must be attached to the daily reconciliation sheet along with the original sales slip.

Sales Recorded by Type

List the sales recorded past type on the register tape, due east.g., cash sales, cheque sales, bankcard sales.

(5) Money Collected by Type / Sales Recorded by Type

Compare the amounts of money collected (e.thou., cash, checks, bankcards, CougarCards), to the sales listed past money type on the register tape. Investigate and note any differences.

(6) Total Recorded / Total Collected

Compare the amount of full sales recorded on the cash annals daily tape to the total collected. Investigate and attempt to resolve any differences. If any difference cannot be resolved, write the amount over or short on the reconciliation canvass.

(7) Notes/Comments

Describe any differences investigated, attempts to resolve the differences, and whatever adjustments made to the sales totals and/or totals of money collected.

(8) Grand Full

Ensure that the K Full from the previous day'due south cash register tape plus the current twenty-four hour period's net sales are equal to the Grand Total on the current twenty-four hours'south cash register tape. Note the result of the comparing on the reconciliation sheet. Write the ending Grand Full from the previous day on the current solar day's reconciliation canvas.

(9) Catastrophe Transaction Number

If cumulative totals are not kept, compare the previous twenty-four hour period'south ending transaction number plus the electric current day's number of transactions to the current twenty-four hour period'southward ending transaction number. Write the ending transaction number from the previous day on the current mean solar day'south reconciliation sheet.

Supporting Documentation

Adhere the greenbacks annals tape and all supporting documents to the Daily Reconciliation Sheet.

(10) Approvals

The cashier and a reviewer sign the reconciliation canvas. The reviewer's signature indicates that he or she has reviewed the reconciliation sheet and that it is right.

Records Retention

The reconciliation canvass and attachments must be retained for six years after the end of the fiscal twelvemonth. Encounter BPPM 90.01 for records retention requirements.

NOTE: A section may retain scanned zipper images as the originals, in place of the paper records, if the department is able to ensure that the scanner used produces images that run into state records management requirements. See BPPM 90.21 for further information regarding imaging University records and a link to the state requirements.

Monitor Sales Adjustments

A supervisor and/or the department manager are to routinely monitor overages, shortages, and other sales adjustments to identify possible issues.

Refunds

Do not process refunds through the greenbacks register.

Cash/Check

Submit a State of Washington Invoice Voucher to the Controller's Office to refund greenbacks or check purchases (meet BPPM 30.45 and thirty.55).

Credit Card

Notation EXCEPTION: To make a credit card refund involving a WSU employee, the department must complete an Expense Report business process in Workday. See the Workday Expense Written report reference guide for instructions.

Eolith Money

Someone other than the cashier completes a Record Greenbacks Sale business procedure in Workday and attaches a copy of the cash register band-out total tape. See BPPM 30.53 and the Workday Record Cash Sale reference guide for instructions.