SlideShare ist ein Scribd-Unternehmen logo
1 von 21
Downloaden Sie, um offline zu lesen
Objective:
To provide secure cash handling procedures that ensures accountability for all management and employees in a cash
handling position and protects the company’s cash assets This step by step guide is to assist management in
properly implementing cash handling procedures in their location.
Accountability:
The theatre safe fund (also referred to as the Petty Cash Fund) contains an established amount of cash for use in the
theatre to create cashier banks, provide change and make small theatre purchases. The established amount for the
petty cash fund will vary from location to location and should be provided to you by the theatre’s General Manager.
At the start of each day, the safe fund must be verified by the opening manager and recorded on the safe count
sheet. All monies in the petty cash fund must be counted, including all cash banks; that includes those which will not
be used during the shift. Additionally all pending receipts are to be verified for accuracy and recorded on the
“receipts” line of the safe count sheet.
Only one manager at a time is to access the safe, this is the “Cash Manager” for the shift and is the person who has
counted into the safe on the safe count sheet. Even theatre General Managers are not allowed to access the safe
fund if they are not the manager counted into the safe.
At shift change, the opening manager is to verify all monies in the petty cash fund. Any register banks that are out
and in use are to be accounted for at their set amount and included in the safe count. The next manager in, is also
to count the safe and ensure their count matches the previous manager’s count. Both managers are to be present
when the safe changes hands between managers. Each time a different manager accesses the safe, the safe count
sheet must be completed.
Each employee in a cash handling position is responsible for all monies in their cash drawer during their shift. In
order to hold each employee individually responsible, only one cashier may be assigned to a register PER SHIFT.
Cashiers are to be present when their bank is verified, money is exchanged for change, drops are performed and,
during the close out of the drawer at the end of the employee’s shift. At the conclusion of each employees shift,
their shift must be “closed”, their cash and non-cash balanced and the employee is to sign the station close out
report. Each station in the Box Office and the Concession stand is to be labeled using electronic label tape, with the
station number in order to ensure cashiers know they are selling on their own station. Additionally, bank bags are to
be labeled to match the station number where the bank is in use. Example: Conc. 4 would be the bank for
concession register 4 and this bank is to be used on that station only. By doing this, it will assist in the event that
there is an error in cash handling, it can be easier to determine where to error occurred.
Cash Handling Procedures:
Starting at the beginning of a shift:
1. The “safe” manager or manager who is counted into the theatre safe is to verify all banks at the start of the
day to ensure they are starting at the specified amount. The amount of concession, box office and, bar bank
bags will vary from location to location, please verify your established bank amounts with the General
Manager at your location. Established bank amounts are not to change without District Manager approval.
2. When a cashier starts their shift, the bank is to be counted in their presence to ensure it is starting at its
specified amount. By having the cashier present, this acts as “double verification” that the register started
even.
3. Once an employee logs into a station and begins to sell, no one else from the theatre is to sell on that
station until it has been closed out, balanced and, the cashier has signed for their over/short amount
(“closed out”). Once a cashier has been closed out they are not to sell on that station again. In the event a
cashier does begin to sell after they have been closed out, the station will need to be closed and balanced
again before anyone else can sell on that station.
Cash Drop Guidelines:
1. There are several different terms used when money is pulled from stations throughout the day (drain, pull,
are a few examples). Throughout this document when money is pulled from a station it will be referred to as
a “drop”. The combination of cash drops from multiple drawers will be called a “deposit”.
2. Only members of management are authorized to perform cash drops.
3. When communicating about performing cash drop over the radio utilize the following codes:
a. “We need to put cookies in the oven” indicates that a cash drop is needed.
b. “I have fresh cookies ready to go” indicates that a deposit needs to be verified.
4. The total number of drops will vary based on the level of business coming in. On weekdays a minimum of
three deposits per day are required; at the end of the matinee, after the prime set and, at closing. On
weekends and high volume days a minimum of four deposits per day are required; mid-afternoon, at the end
of the matinee, after the prime set and, at closing.
5. During lower volume times, it is preferable for the cash manager to handle cash drops but, in order to
ensure seamless operations, it is permissible to request the assistance of another member of management
to drop cash on registers. The cash manager is the member of management responsible for putting all cash
drops together into the “deposit” (the combination of all cash drops).
Performing Cash Drops:
1. Cash drop are to be kept in zippered bank cash bags labeled by station (i.e. Box 2, Concession 2). These
bags must be opaque and should be transported from public area to cash room in a quick and discreet
manner, with as few people in the lobby as possible.
2. A member of management is to perform the cash drop and verified (or witnessed) by the cashier
whose drawer is being dropped. Follow these steps:
a. Ensure the employee whose drawer is being dropped is present and witnesses the count on
their drawer. The cashier is not required to physically count the money, the manager is to
count the cash in the cashier’s presence. Should there be a disagreement about the amount of
monies being pulled, the cashier is to then be given the right to count their cash drop.
b. When performing cash drop, ensure that the initial bank amount remains in the drawer.
Example: If the bank amount is $100.00 ensure that $100.00 in small bills and coin remains in
the drawer at all times.
c. Enter the total amount of the cash drop into the point of sale station. Both manager and
cashier must agree to the amount and sign the receipt printed from the point of sale.
d. For any Group Activity Tickets Redeemed (GAT tickets) these will also be entered into the
station as a “cash drop”. The Group Activity Ticket has a value of $7.00. Count all GAT ticket in
the drawer and multiply by 7 to determine the total dollar value. If there are 3 GAT tickets, a
separate cash drop is added for $21.00 and the word GAT is to be written on the drop receipt
printed from the POS. Both cashier and manager are to sign this slip.
e. Place the cash and signed point of sale receipt into the appropriate bank bag for the station
being dropped (at the conclusion of a shift during the final cash pick-up all non-cash is also to
be put in the stations bank bag).
f. Repeat these steps for each register that is being dropped.
g. Please see directions below on entering the cash drop into the RTS system:
Entering Cash Drops into RTS Point of Sale System:
1. Log into RTS
2. Select “Cash Drop”:
3. Below is an example of the information you will see within the “Cash Drop” screen:
A. “Total Sold” indicates the total dollar amount of all sales punched up on the station.
“Total Cash Drops” indicates the total of money dropped on that station during that
particular shift.
“Current Drawer Amount” indicates the variance between “Total Sold” and “Total Cash
Drops”.
B. The section listed under “cash drops” lists all cash drops performed during that shift
on that station. The can be helpful to review if a drawer is out of balance.
C. “Close” exits the “cash drop” window.
A
B
C
“Add” is where the drop amount is entered.
“Delete” is used in the event that an error in entering a drop is made. This will deduct out
whatever amount is entered while in this screen. The “delete” option should be used
rarely.
4. While performing a cash drop, the station should be counted to down to the bank amount, and the
remaining funds in the drawer will equal the cash drop for that station. When performing cash drops it is
always advisable to verify the balance on the station.
5. Once the drop amount is ready to be entered into the station, select “Add” and the following screen will
come up:
6. Enter the amount of the cash drop. In the example below, the station cash drop equals $86.55 while the
“current drawer balance” is $85.35. When cash exceeds the “current drawer balance” the drawer is
over and when the cash falls below the “current drawer balance” the drawer is short. In this example,
the drawer is over $1.20. Once you are sure that the drop amounted entered is accurate, select “Ok” to
add the cash drop into the system.
7. In the event the station is over the system will issue a warning “The cash drop is more than the
calculated drawer amount. Continue?” This is to prevent the station from accidentally being dropped
below the starting bank amount. Before selecting “Yes” to continue, ensure that the bank amount and
drop amounts are accounted for correctly. Then select “yes”.
8. Follow these steps for each station that requires a drop in the box office or concession stand. For
stations that accepts tips, please see section below.
Closing Cashiers in the RTS System:
At the conclusion of each cashiers shift, their drawer will need to be dropped and “balanced”. This includes cash and
non-cash.
1. Follow the steps above for “performing a cash drop”. It is required at the end of the cashier shift that
the station be counted down to the starting bank amount and, all non-cash items removed from the
station (passes, voids, refunds, credit card receipts).
2. Once the cash drop has been completed it is time to close the station and balance all non-cash.
3. “Close” the “cash drop” window once the drop has been input. Select “Close station”:
4. The first window that comes up is not used, simply press “Ok” on this first station close screen:
Overages will show in
parenthesis in RTS
5. The cashier close out screen will look similar to the example below. From this screen, management is
able to access information to balance non-cash (passes, voids, refunds) as well as close the station at the
end of the shift.
A. The section “Deposit Amount” is currently not utilized. These fields are to be left blank.
B. To balance non-cash for the station, select “View Report”, this report will show total refunds,
voids and passes issued:
The information on this screen is not
currently utilized. To pass this screen
select “Ok” and give the system a few
seconds to respond.
B C
A
6. Cashiers missing non-cash items are to be held accountable for discrepancies. Non-cash items such as
passes, Group Activity Tickets, refunds, voids have an equivalent cash value and these items must be
treated as cash. A missing pass ticket is equivalent to a shortage of the prevailing ticket price on that
given shift. Example: A cashier missing one pass in the matinee where the matinee price is $9.00 is to be
held accountable for being short $9.00 in non-cash and is to be issued a disciplinary reprimand in
accordance with Regency Theatres human resources policies.
7. Once cash and non-cash have been verified and balanced, print the cashier report and both cashier and
manager are to sign the report.
8. After printing the cashier report, close the report and select “close station”. In order to close the station,
the system will require you to enter your password. The system will offer a warning if there is a large
discrepancy in cash prior to closing the station.
9. Once the station has been closed, a station report will print out of the station printer. Attach this close
out receipt to the signed cashier report.
10. Repeat these steps for each station which is being closed out.
Deposits:
A deposit the composed of all cash drops added together into a single deposit. Each time a cash drop is performed, a
deposit it to be made.
1. Once all cash drops have been made, take all monies to the safe count area.
In this example the cashier rang in 2 pass
tickets and had no ticket refunds. For each
station close out, the passes and total
refunds must match what is listed on their
cashier report.
2. Before combining the drops, each individual drop should be recounted for accuracy. Verify that the
amount of the drop entered into RTS (this amount appears on the drop slip that prints out when the
drop is performed at each station) matches the cash on hand.
3. Once all drops have been verified a second time as being accurate, combine all monies by
denomination.
4. Add all drop slips to get the total deposit amount.
5. Count the deposit and ensure it is equal to the amount calculated when adding the drop slips (as all
stations were double verified, this amount should always match).
6. When possible exchange as many $5 and $1 bills back to the safe for larger bills (i.e. if there are 23 ones
in the deposit, sell $20 of these back to the safe and put a $20 bill in the deposit amount). Money being
sold back to the safe should be counted twice to ensure accuracy.
7. Prepare the deposit slip. Be sure to include:
a. Your initials for person preparing deposit.
b. The date of the deposit.
c. List all currency by denomination: number of bills on the left and total value of each
denomination on the right.
d. Record the bank bag number on the deposit slip.
e. Total the deposit in both places on the deposit slip as shown below.
8. Deposit Verification:
a. All deposits are to be verified by a second staff member. When two managers are on shift at the
same time, the cash manager is to have their deposit verified by the second manager. If a
second manager is not available, a staff member is to verify the deposit, in the presence of the
cash manager. The cash manager is never to leave the deposit unattended.
b. Only after the deposit had been verified can the deposit be placed into the bank deposit bag.
This should be done in the presence of the manager who double verified the deposit.
9. Prepare the bank deposit bag. Be sure to include:
a. Record the theatre name and date on the outside of the bank bag.
b. Record total currency amount, total coin amount and total check amount on the outside of the
bank bag. Also include the total amount of the deposit on the outside of the bank bag.
c. Once all information on the bank bag has been completed, put all cash, coin and, checks into the
bank bag. Also include the White and Yellow copies of the deposit slip with the other monies.
d. Once all money and both deposit slips are in the bank bag, seal the bag and remove the tag from
the bank bag.
10. Theatre Records for deposits:
a. The theatre will keep the pink copy of the deposit slip. Attached to the deposit slip will be the
following:
i. Staple the station drop slips that go with that deposit (in station number order for ease
of auditing).
ii. Staple the tag from the bank deposit bag. Be sure the date and total deposit amount are
recorded on this tag, these must match what is recorded on the deposit slip.
iii. Keep all daily deposit slips together until the end of the night. _
b. Enter the following information on the “Bank Deposit Log”:
i. Date of Deposit
ii. Bag number
iii. Total Deposit
iv. Date Deposit was taken to the bank
v. If the deposit was taken into the bank or dropped in the bank’s night drop
vi. Who took the deposit to the bank.
c. Enter the total deposit amount on the Daily Summary Report (see below for full information on
completing the daily summary report).
11. Taking the deposit to the bank:
a. When a deposit is dropped in the night drop, two people are required to be present at the time
of the drop.
b. In the event the deposit is carried into the bank, it is preferable two people take the deposit but,
when this is impossible, one manager can take the deposit into the bank for deposit.
c. Vary the time of day you take deposits to the bank for safety and security reasons. When
possible, vary the route taken to the bank.
12.
Closing the Deposit at the end of the night:
Prior to closing the deposit at the end of the night, it is required that the nightly inventory be performed and
inventory “corrections” be entered into the RTS system. See Inventory Management procedures on how to enter
inventory counts into the RTS system.
Only after inventory has been corrected can the deposit and day be closed in RTS. Below are the steps to closing the
deposit in RTS:
1. To close the deposit for the day, select “Close Station” in RTS and select “Deposit”:
2. Due to various factors between locations, the theatre will not get the final cash balance for the day from
the RTS system, this will come from the Daily Summary Report (information below). As this is the case,
the way we close RTS is covered in detail here. The close deposit screen will look similar to the image
below:
a. Under the section called “Information” please note the following:
i. “Deposit” total shows as $0.00, this is due to the fact that when performing drops on
the station, we do not require the counts to be entered individually as deposits per
station. This amount should show as $0.00.
ii. “Over/Under” is the total sales amount for all stations for the day.
iii. “Conc PC” is the total concession per capita for the day (this will include any restaurant
sales or liquor sales).
iv. “Ticket PC” is the average ticket price for the day (total box office sales divided by total
attendance).
b. Under the section called “Deposit Information” please note the following:
i. “Stations” is the amount of all cash drops entered for the day into each station. Ideally
these amounts would match but, based on different operations at different locations,
this will often not be the case.
ii. “Difference” is the variance between any deposits that were entered at the stations
compared to drops entered at the stations (something we do not require). The
importance of this number is that before closing the deposit, the “difference” needs to
be $0.00.
c. Under the section called “open stations” please note the following:
i. Depending on location, there may be a few “stations” which show as open which are
not actually closed at the end of the night (the theatre server, the manager work
station, kiosks). Please review with your General Manager which station numbers at
your location are not to be closed prior to closing the deposit.
ii. Verify here that all selling stations have been closed before closing the deposit. In this
example, stations 13, 33 and 88, are not selling stations and therefore not closed out.
d. In order to review total non-cash is accurate before closing the deposit, select “view report”:
i. Verify that total passes issued match physical passes and the Guest Pass Log. Follow the
same process for this as when closing a single cashier.
ii. Verify the correct number of refunds/exchanges/mispunches are on hand. Follow the
same process for this as when closing a single cashier.
e. Once all the above steps have been completed, the final step to closing the deposit is:
i. Under the “deposit amount” section, enter in the exact amount shown in “Deposit
Information” section on the Difference line.
ii. In the image of the deposit screen, the difference is listed as $3813.43, this is the
amount that is to be entered in the “deposit amount” section. List the difference
A
B
C
D
E
amount on the line “Checks” and the difference will then be $0.00, which is the goal in
closing the deposit in RTS.
iii. When the difference is $0.00 select “close deposit”. The following images show the
process:
The system will confirm that you want to close the deposit to prevent accidental close in the
middle of a business day.
The system will provide a notice of the total overage or shortage prior to closing the day.
This amount should be the same amount as the total over/short from all stations combined
(with the exception of locations that except credit card tips in RTS, which is explained
below). If the total is correct, select “No” as the system is asking “Would you like to cancel
closing?”
The system requires a user name and password to close the deposit. This can be obtained
from your General Manager.
Once the user name and password have been entered, the system will begin to close the
deposit. The first part of deposit closing is the transmission of the credit card transactions.
The more credit card transactions in a day, the longer this process will take. In the image
above, there were 236 credit card transactions for the day. This is an automated process,
management just needs to wait for the process to complete.
Once the system has transmitted all credit card data, a window will pop up that states
“station closed” which indicates the deposit for the day has been closed. Click “Ok”.
Once the deposit has been closed, the next window that appears is the “Close Tickets” part
of the close out. Ensure that the date listed reflects the current date and time. The option
which should be selected for “Close Tickets” should be the first option “Before Now” and the
date and time.
Select “Close Tickets”
Prior to closing tickets, the system will ask for confirmation to do so. Select “yes”.
If an error message appears stating “Error sending EDI data. FTP Transfer Failed.” This is not a problem,
select“OK”.
Once the day has been fully closed in RTS, the image above will appear: “Tickets Closed Next Open
Day” and the date will reflect the next business day. Ensure the date is correct. If for any reason the
date is not correct, call RTS immediately, and leave a detailed message explaining that the system
has set the incorrect selling date. Also report this on the Closing Manager Report.
Nightly RTS Reporting:
The following reports are those sent nightly to the Corporate Office. Some additional reports may be required by
your theatre manager or District Manager. They will cover those additional reports with you.
All reports in RTS can be exported and sent via email. We will review the process of exporting the reports and
reports which are required at the end of the night.
Total Deposit Report:
1. In RTS go to: Reports  Deposit  Total
2. Select the appropriate business date, do not select by “deposit” date:
This image shows how
to obtain the correct
information to send to
the corporate office.
The dates must be
chosen, not the
deposit.
3. After selecting the correct dates, press “View” which will allow you to see the report, export and print it.
4. Select “Export” and in the list of options select “PDF Format”. Do not select “PDF to Email” option or “Excel
Option”. Save the file on the computer’s desktop. This report must also be printed for submission to the
Corporate Office.
5. Follow these steps for the remaining RTS reports which are also to be exported to PDF, emailed and printed
nightly:
a. Reports  Inventory  Concession Sales with Inventory  Select Correct Dates. Export, print and
email.
b. Reports  Tickets  Daily. Select Correct Dates. Export, print and email.
c. Reports   Box Office :
Total deposit report
selected by Deposit
will contain the
incorrect information
to send to the
corporate office. The
dates must be chosen,
not the deposit.
6. Recap of RTS Reports to home office: Total Deposit Report, Concession Sales with Inventory, Tickets Daily
Report and, Tickets Box Office Report.
Nightly Theatre Corporate Office Reporting:
There are a few reports which are completed at closing, with information obtained from the RTS system. These
reports are submitted within the same email as the above mentioned RTS closing reports.
Daily Summary Report:
Regency Theatres is made up of a wide array of locations and offerings throughout the circuit. Due to the diversity of
our theatre chain, some information is needed from certain locations while other information is needed from
others. This is a general overview of the Daily Summary Report (DSR), but as a new manager, please review your
theatre’s copy of the DSR and ensure complete understanding of how your reporting may vary from the example
shown in this document.
Week Of 18-Apr Thru 24-Apr
Friday Saturday Sunday Monday Tuesday Wednesday Thursday
18-Apr 19-Apr 20-Apr 21-Apr 22-Apr 23-Apr 24-Apr
1,991.50$ 2,631.50$ 1,443.50$ 633.00$ 570.50$ 550.00$
($1.00)
530.00$ 790.75$ 389.25$ 196.75$ 137.50$ 181.00$
(0.34)$ 1.66$ 0.05$
11.49$ 15.83$ 9.30$ 4.70$ 3.65$ 1.76$
Sales Tax
Credit Card (Tips)
Concession Sales Tax
Box Office Gross
Box - Over/Short (+ /-- )
Concession Gross
Conc-Over/Short (+ /-- )
Restaurant
Alcohol
Daily Summary Report
Sample Theatre
Details
1. The details section of the DSR includes income information. Please review the following reports to obtain
the correct information to include with the Daily Summary Report.
a. Box Office Gross: Is obtained from the Daily Box Office Report (Reports  Tickets  Daily). Do not
use the box office gross listed on the Total Deposit Report (When printed this report is labeled “Shift
Report”) as it will not reflect the correct data.
Select the correct
business date for the
report.
Select the box next to
where it says “All
Titles”
View, export, print
and email this report.
b. The following information is obtained off of the Total Deposit/Shift Report. The information is shown
under the “Subtotal” section of the report which will be listed after all box office information and
after inventory correction information. Here are the numbers obtained from this section
The image below reflects one location’s Deposit Total Report’s Subtotal information. Below that is an example of a DSR report based off of the data
from this sample Deposit Total Report.
INCOME
(entered as a positive number)
DEDUCTIONS
(entered as a negative number)
Concession Credit Cards
Credit Card Tips Credit Card Tips
Alcohol Debit Redeemed
Restaurant
Fandango Adjust
Maturing Tickets Redeemed
Wine Emotion
Internet Fee
Debit Sold
Advance Tickets Sold
Revenues are located on Shift Report Under “Subtotals” and also below “Performance Summary” on Shift Report
Advance and Maturing Ticket Sales Information: found below “Performance Summary” on Shift Report
WEEK 16
Week Of 18-Apr Thru 24-Apr 2014
Friday Saturday Sunday Monday Tuesday Wednesday Thursday
18-Apr 19-Apr 20-Apr 21-Apr 22-Apr 23-Apr 24-Apr
5,622.25$ 5,622.25$
-$
1,401.00$ 1,401.00$
-$
163.00$
300.25$ 300.25$
149.14$
47.00$ 47.00$
-$
7,682.64$ -$ -$ -$ -$ -$ -$ 7,682.64$
4.00$ 3.00$ 2.00$ 9.00$
25.00$ 25.00$ 20.00$ 70.00$
Wine Emotion (Shift Report-- Subtotal) 36.00$ 36.00$
-$ -$
-$
Advance Tickets Sold (Shift Report-Under Performace Summary) -$ -$
Variety Gold Hearts-- What Report??? -$ -$
-$ -$
-$ -$
-$ -$
Theatre Rental -$ -$
Spotlight Cinema Networks -$ -$
Misc. Income -$ -$
-$
-$
(3,556.85)$ (3,556.85)$
Credit Cards (Tips)-- (Shift Report-- Subtotal) (47.00)$ (47.00)$
Debit Redeemed--(Shift Report-- Subtotal) (52.50)$ (52.50)$
Fandango Adjust--(Shift Report-- Subtotal) (218.00)$ (218.00)$
-$ -$
-$ -$
Maturing Sales (Shift Report-Under Performace Summary) (106.50)$ (106.50)$
Gift Certificate Redeemed-- What Report??? -$ -$
GAT Redeemed-- (Daily Box Office Report) (21.00)$ (21.00)$
-$ -$
-$ -$
Deposit Withheld (Negative for Hold, Positive for Deposit) (1,000.00)$ (1,000.00)$
Sub-Total
Daily Summary Report
Sample Theatre
Box - Over/Short (+ /-- )
Conc-Over/Short (+ /-- )
Restaurant-- (Shift Report-- Subtotal)
Alcohol--(Shift Report-- Subtotal)
Sales Tax-- (Shift Report-- Subtotal)
Credit Card (Tips)--(Shift Report-- Subtotal)
Total
Concession Gross-- (Shift Report-- Subtotal)
Details
Credit Cards-- (Shift Report-- Subtotal)
Box Office Gross--(Daily Box Office Report)
Revenues
Deductions
Internet Ticketing Fee (Shift Report-- Subtotal)
Debit Sold (Shift Report-- Subtotal)
GATS Sold
c. Determining cash over/short for the day: Cashier Shift Reports
i. Box office over/short: For any location that utilizes the “dual terminal” functionality of
RTS, the box office over/short will be $0.00. “Dual Terminal” is when a station is used to
sell box office and concession items. Locations who do not utilize the dual terminal
function can determine their box office over/short by combining each box office stations
variance to come to a total over/short for the box office.
1. Example Non-Dual Terminal Locations: If your location has four box office
stations that were in use for the day and the variances were as follows: Station
1: ($1.50), Station 2: $2.00, Station 3: ($2.50), Station 4: Even
The total box office variance is: (1.5) + 2.00 + (2.50)+ 0.00 = (2.00). The box
office would be short $2.00 for the day. This same process will be used for
concession stations in a theatre that does not use “dual terminal”.
ii. Concession Over/Short: For locations that utilize the “dual terminal” all stations
over/short is combined under concession (this will include any stations utilized for the
day for box office or concession only). Combine all stations variance to determine the
over/short for the day. If the “dual terminal” function is not utilized at your location,
follow the steps above for concession stations to determine the total concession
over/short.
1. Example Dual Terminal Locations: If your locations has a total of 8 stations that
were used for the day and the variances were as follows:
Station 1: Even
Station 2: ($0.50)
Station 4: ($1.25)
Station 5: 2.50
Station 6: Even
Station 7: Even
Station 8: $5.50
Station 9: ($2.50)
Total Over/short: $3.75 over for the day
iii.
d. The remaining information contained on the DSR will come either from RTS reports or through
various other areas. Below is a list of the remaining information contained on the DSR and how to
obtain the information to complete this report on a nightly basis.

Weitere ähnliche Inhalte

Ähnlich wie Cash Handling Procedural Instructions

Hotel security Part 3
Hotel security Part 3Hotel security Part 3
Hotel security Part 3Kalam Khadka
 
Cash Control Examples and Guidelines
Cash Control Examples and GuidelinesCash Control Examples and Guidelines
Cash Control Examples and GuidelinesTiffany Blair
 
Activity on cash handling operations (1)
Activity on cash handling operations (1)Activity on cash handling operations (1)
Activity on cash handling operations (1)Ela Mohanraj
 
Internal Control Unit 2 Part 2.pptx
Internal Control Unit 2 Part 2.pptxInternal Control Unit 2 Part 2.pptx
Internal Control Unit 2 Part 2.pptxDr. Nidhi Raj Gupta
 
21542253 accounting-21st-edition
21542253 accounting-21st-edition21542253 accounting-21st-edition
21542253 accounting-21st-editionishan01us
 
500.50 cash handling and acceptance of payments
500.50 cash handling and acceptance of payments500.50 cash handling and acceptance of payments
500.50 cash handling and acceptance of paymentsNo Kill Shelter Alliance
 
Checkout and settlement - Hospitality
Checkout and settlement - HospitalityCheckout and settlement - Hospitality
Checkout and settlement - HospitalityPriya Roy
 
Vouching and voucher
Vouching and voucherVouching and voucher
Vouching and voucherWINNERbd.it
 
Pet ty cash
Pet ty cashPet ty cash
Pet ty cashKumar NM
 
Cash management report
Cash management reportCash management report
Cash management reportcarribean
 
4 5850288298068544125
4 58502882980685441254 5850288298068544125
4 5850288298068544125YaredoAyeleee
 
Cash Handling Procedures & Characteristics of a Cheque.pptx
Cash Handling Procedures & Characteristics of a Cheque.pptxCash Handling Procedures & Characteristics of a Cheque.pptx
Cash Handling Procedures & Characteristics of a Cheque.pptxArabkamal
 
ASSIGNMENT ON INTERNAL CONTROL.pdf
ASSIGNMENT ON INTERNAL CONTROL.pdfASSIGNMENT ON INTERNAL CONTROL.pdf
ASSIGNMENT ON INTERNAL CONTROL.pdfErikaMaeBriones2
 
Auditing Manual For A Poultry Business
Auditing Manual For A Poultry BusinessAuditing Manual For A Poultry Business
Auditing Manual For A Poultry BusinessJessica Thompson
 

Ähnlich wie Cash Handling Procedural Instructions (20)

Hotel security Part 3
Hotel security Part 3Hotel security Part 3
Hotel security Part 3
 
Cash Control Examples and Guidelines
Cash Control Examples and GuidelinesCash Control Examples and Guidelines
Cash Control Examples and Guidelines
 
Activity on cash handling operations (1)
Activity on cash handling operations (1)Activity on cash handling operations (1)
Activity on cash handling operations (1)
 
CASH OFFICE.pptx
CASH OFFICE.pptxCASH OFFICE.pptx
CASH OFFICE.pptx
 
Internal Control Unit 2 Part 2.pptx
Internal Control Unit 2 Part 2.pptxInternal Control Unit 2 Part 2.pptx
Internal Control Unit 2 Part 2.pptx
 
New Hire CRC Presentation final
New Hire CRC Presentation finalNew Hire CRC Presentation final
New Hire CRC Presentation final
 
Bank Internship
Bank InternshipBank Internship
Bank Internship
 
Ch07
Ch07Ch07
Ch07
 
21542253 accounting-21st-edition
21542253 accounting-21st-edition21542253 accounting-21st-edition
21542253 accounting-21st-edition
 
Atm reconciliation manual
Atm reconciliation manualAtm reconciliation manual
Atm reconciliation manual
 
Atm reconciliation manual
Atm reconciliation manualAtm reconciliation manual
Atm reconciliation manual
 
500.50 cash handling and acceptance of payments
500.50 cash handling and acceptance of payments500.50 cash handling and acceptance of payments
500.50 cash handling and acceptance of payments
 
Checkout and settlement - Hospitality
Checkout and settlement - HospitalityCheckout and settlement - Hospitality
Checkout and settlement - Hospitality
 
Vouching and voucher
Vouching and voucherVouching and voucher
Vouching and voucher
 
Pet ty cash
Pet ty cashPet ty cash
Pet ty cash
 
Cash management report
Cash management reportCash management report
Cash management report
 
4 5850288298068544125
4 58502882980685441254 5850288298068544125
4 5850288298068544125
 
Cash Handling Procedures & Characteristics of a Cheque.pptx
Cash Handling Procedures & Characteristics of a Cheque.pptxCash Handling Procedures & Characteristics of a Cheque.pptx
Cash Handling Procedures & Characteristics of a Cheque.pptx
 
ASSIGNMENT ON INTERNAL CONTROL.pdf
ASSIGNMENT ON INTERNAL CONTROL.pdfASSIGNMENT ON INTERNAL CONTROL.pdf
ASSIGNMENT ON INTERNAL CONTROL.pdf
 
Auditing Manual For A Poultry Business
Auditing Manual For A Poultry BusinessAuditing Manual For A Poultry Business
Auditing Manual For A Poultry Business
 

Cash Handling Procedural Instructions

  • 1. Objective: To provide secure cash handling procedures that ensures accountability for all management and employees in a cash handling position and protects the company’s cash assets This step by step guide is to assist management in properly implementing cash handling procedures in their location. Accountability: The theatre safe fund (also referred to as the Petty Cash Fund) contains an established amount of cash for use in the theatre to create cashier banks, provide change and make small theatre purchases. The established amount for the petty cash fund will vary from location to location and should be provided to you by the theatre’s General Manager. At the start of each day, the safe fund must be verified by the opening manager and recorded on the safe count sheet. All monies in the petty cash fund must be counted, including all cash banks; that includes those which will not be used during the shift. Additionally all pending receipts are to be verified for accuracy and recorded on the “receipts” line of the safe count sheet. Only one manager at a time is to access the safe, this is the “Cash Manager” for the shift and is the person who has counted into the safe on the safe count sheet. Even theatre General Managers are not allowed to access the safe fund if they are not the manager counted into the safe. At shift change, the opening manager is to verify all monies in the petty cash fund. Any register banks that are out and in use are to be accounted for at their set amount and included in the safe count. The next manager in, is also to count the safe and ensure their count matches the previous manager’s count. Both managers are to be present when the safe changes hands between managers. Each time a different manager accesses the safe, the safe count sheet must be completed. Each employee in a cash handling position is responsible for all monies in their cash drawer during their shift. In order to hold each employee individually responsible, only one cashier may be assigned to a register PER SHIFT. Cashiers are to be present when their bank is verified, money is exchanged for change, drops are performed and, during the close out of the drawer at the end of the employee’s shift. At the conclusion of each employees shift, their shift must be “closed”, their cash and non-cash balanced and the employee is to sign the station close out report. Each station in the Box Office and the Concession stand is to be labeled using electronic label tape, with the station number in order to ensure cashiers know they are selling on their own station. Additionally, bank bags are to be labeled to match the station number where the bank is in use. Example: Conc. 4 would be the bank for concession register 4 and this bank is to be used on that station only. By doing this, it will assist in the event that there is an error in cash handling, it can be easier to determine where to error occurred. Cash Handling Procedures: Starting at the beginning of a shift: 1. The “safe” manager or manager who is counted into the theatre safe is to verify all banks at the start of the day to ensure they are starting at the specified amount. The amount of concession, box office and, bar bank bags will vary from location to location, please verify your established bank amounts with the General Manager at your location. Established bank amounts are not to change without District Manager approval. 2. When a cashier starts their shift, the bank is to be counted in their presence to ensure it is starting at its specified amount. By having the cashier present, this acts as “double verification” that the register started even.
  • 2. 3. Once an employee logs into a station and begins to sell, no one else from the theatre is to sell on that station until it has been closed out, balanced and, the cashier has signed for their over/short amount (“closed out”). Once a cashier has been closed out they are not to sell on that station again. In the event a cashier does begin to sell after they have been closed out, the station will need to be closed and balanced again before anyone else can sell on that station. Cash Drop Guidelines: 1. There are several different terms used when money is pulled from stations throughout the day (drain, pull, are a few examples). Throughout this document when money is pulled from a station it will be referred to as a “drop”. The combination of cash drops from multiple drawers will be called a “deposit”. 2. Only members of management are authorized to perform cash drops. 3. When communicating about performing cash drop over the radio utilize the following codes: a. “We need to put cookies in the oven” indicates that a cash drop is needed. b. “I have fresh cookies ready to go” indicates that a deposit needs to be verified. 4. The total number of drops will vary based on the level of business coming in. On weekdays a minimum of three deposits per day are required; at the end of the matinee, after the prime set and, at closing. On weekends and high volume days a minimum of four deposits per day are required; mid-afternoon, at the end of the matinee, after the prime set and, at closing. 5. During lower volume times, it is preferable for the cash manager to handle cash drops but, in order to ensure seamless operations, it is permissible to request the assistance of another member of management to drop cash on registers. The cash manager is the member of management responsible for putting all cash drops together into the “deposit” (the combination of all cash drops). Performing Cash Drops: 1. Cash drop are to be kept in zippered bank cash bags labeled by station (i.e. Box 2, Concession 2). These bags must be opaque and should be transported from public area to cash room in a quick and discreet manner, with as few people in the lobby as possible. 2. A member of management is to perform the cash drop and verified (or witnessed) by the cashier whose drawer is being dropped. Follow these steps: a. Ensure the employee whose drawer is being dropped is present and witnesses the count on their drawer. The cashier is not required to physically count the money, the manager is to count the cash in the cashier’s presence. Should there be a disagreement about the amount of monies being pulled, the cashier is to then be given the right to count their cash drop. b. When performing cash drop, ensure that the initial bank amount remains in the drawer. Example: If the bank amount is $100.00 ensure that $100.00 in small bills and coin remains in the drawer at all times. c. Enter the total amount of the cash drop into the point of sale station. Both manager and cashier must agree to the amount and sign the receipt printed from the point of sale. d. For any Group Activity Tickets Redeemed (GAT tickets) these will also be entered into the station as a “cash drop”. The Group Activity Ticket has a value of $7.00. Count all GAT ticket in the drawer and multiply by 7 to determine the total dollar value. If there are 3 GAT tickets, a separate cash drop is added for $21.00 and the word GAT is to be written on the drop receipt printed from the POS. Both cashier and manager are to sign this slip. e. Place the cash and signed point of sale receipt into the appropriate bank bag for the station being dropped (at the conclusion of a shift during the final cash pick-up all non-cash is also to be put in the stations bank bag). f. Repeat these steps for each register that is being dropped.
  • 3. g. Please see directions below on entering the cash drop into the RTS system: Entering Cash Drops into RTS Point of Sale System: 1. Log into RTS 2. Select “Cash Drop”: 3. Below is an example of the information you will see within the “Cash Drop” screen: A. “Total Sold” indicates the total dollar amount of all sales punched up on the station. “Total Cash Drops” indicates the total of money dropped on that station during that particular shift. “Current Drawer Amount” indicates the variance between “Total Sold” and “Total Cash Drops”. B. The section listed under “cash drops” lists all cash drops performed during that shift on that station. The can be helpful to review if a drawer is out of balance. C. “Close” exits the “cash drop” window. A B C
  • 4. “Add” is where the drop amount is entered. “Delete” is used in the event that an error in entering a drop is made. This will deduct out whatever amount is entered while in this screen. The “delete” option should be used rarely. 4. While performing a cash drop, the station should be counted to down to the bank amount, and the remaining funds in the drawer will equal the cash drop for that station. When performing cash drops it is always advisable to verify the balance on the station. 5. Once the drop amount is ready to be entered into the station, select “Add” and the following screen will come up: 6. Enter the amount of the cash drop. In the example below, the station cash drop equals $86.55 while the “current drawer balance” is $85.35. When cash exceeds the “current drawer balance” the drawer is over and when the cash falls below the “current drawer balance” the drawer is short. In this example, the drawer is over $1.20. Once you are sure that the drop amounted entered is accurate, select “Ok” to add the cash drop into the system. 7. In the event the station is over the system will issue a warning “The cash drop is more than the calculated drawer amount. Continue?” This is to prevent the station from accidentally being dropped below the starting bank amount. Before selecting “Yes” to continue, ensure that the bank amount and drop amounts are accounted for correctly. Then select “yes”.
  • 5. 8. Follow these steps for each station that requires a drop in the box office or concession stand. For stations that accepts tips, please see section below. Closing Cashiers in the RTS System: At the conclusion of each cashiers shift, their drawer will need to be dropped and “balanced”. This includes cash and non-cash. 1. Follow the steps above for “performing a cash drop”. It is required at the end of the cashier shift that the station be counted down to the starting bank amount and, all non-cash items removed from the station (passes, voids, refunds, credit card receipts). 2. Once the cash drop has been completed it is time to close the station and balance all non-cash. 3. “Close” the “cash drop” window once the drop has been input. Select “Close station”: 4. The first window that comes up is not used, simply press “Ok” on this first station close screen: Overages will show in parenthesis in RTS
  • 6. 5. The cashier close out screen will look similar to the example below. From this screen, management is able to access information to balance non-cash (passes, voids, refunds) as well as close the station at the end of the shift. A. The section “Deposit Amount” is currently not utilized. These fields are to be left blank. B. To balance non-cash for the station, select “View Report”, this report will show total refunds, voids and passes issued: The information on this screen is not currently utilized. To pass this screen select “Ok” and give the system a few seconds to respond. B C A
  • 7. 6. Cashiers missing non-cash items are to be held accountable for discrepancies. Non-cash items such as passes, Group Activity Tickets, refunds, voids have an equivalent cash value and these items must be treated as cash. A missing pass ticket is equivalent to a shortage of the prevailing ticket price on that given shift. Example: A cashier missing one pass in the matinee where the matinee price is $9.00 is to be held accountable for being short $9.00 in non-cash and is to be issued a disciplinary reprimand in accordance with Regency Theatres human resources policies. 7. Once cash and non-cash have been verified and balanced, print the cashier report and both cashier and manager are to sign the report. 8. After printing the cashier report, close the report and select “close station”. In order to close the station, the system will require you to enter your password. The system will offer a warning if there is a large discrepancy in cash prior to closing the station. 9. Once the station has been closed, a station report will print out of the station printer. Attach this close out receipt to the signed cashier report. 10. Repeat these steps for each station which is being closed out. Deposits: A deposit the composed of all cash drops added together into a single deposit. Each time a cash drop is performed, a deposit it to be made. 1. Once all cash drops have been made, take all monies to the safe count area. In this example the cashier rang in 2 pass tickets and had no ticket refunds. For each station close out, the passes and total refunds must match what is listed on their cashier report.
  • 8. 2. Before combining the drops, each individual drop should be recounted for accuracy. Verify that the amount of the drop entered into RTS (this amount appears on the drop slip that prints out when the drop is performed at each station) matches the cash on hand. 3. Once all drops have been verified a second time as being accurate, combine all monies by denomination. 4. Add all drop slips to get the total deposit amount. 5. Count the deposit and ensure it is equal to the amount calculated when adding the drop slips (as all stations were double verified, this amount should always match). 6. When possible exchange as many $5 and $1 bills back to the safe for larger bills (i.e. if there are 23 ones in the deposit, sell $20 of these back to the safe and put a $20 bill in the deposit amount). Money being sold back to the safe should be counted twice to ensure accuracy. 7. Prepare the deposit slip. Be sure to include: a. Your initials for person preparing deposit. b. The date of the deposit. c. List all currency by denomination: number of bills on the left and total value of each denomination on the right. d. Record the bank bag number on the deposit slip. e. Total the deposit in both places on the deposit slip as shown below. 8. Deposit Verification: a. All deposits are to be verified by a second staff member. When two managers are on shift at the same time, the cash manager is to have their deposit verified by the second manager. If a second manager is not available, a staff member is to verify the deposit, in the presence of the cash manager. The cash manager is never to leave the deposit unattended. b. Only after the deposit had been verified can the deposit be placed into the bank deposit bag. This should be done in the presence of the manager who double verified the deposit. 9. Prepare the bank deposit bag. Be sure to include: a. Record the theatre name and date on the outside of the bank bag. b. Record total currency amount, total coin amount and total check amount on the outside of the bank bag. Also include the total amount of the deposit on the outside of the bank bag. c. Once all information on the bank bag has been completed, put all cash, coin and, checks into the bank bag. Also include the White and Yellow copies of the deposit slip with the other monies. d. Once all money and both deposit slips are in the bank bag, seal the bag and remove the tag from the bank bag. 10. Theatre Records for deposits: a. The theatre will keep the pink copy of the deposit slip. Attached to the deposit slip will be the following: i. Staple the station drop slips that go with that deposit (in station number order for ease of auditing). ii. Staple the tag from the bank deposit bag. Be sure the date and total deposit amount are recorded on this tag, these must match what is recorded on the deposit slip. iii. Keep all daily deposit slips together until the end of the night. _ b. Enter the following information on the “Bank Deposit Log”: i. Date of Deposit ii. Bag number iii. Total Deposit iv. Date Deposit was taken to the bank v. If the deposit was taken into the bank or dropped in the bank’s night drop
  • 9. vi. Who took the deposit to the bank. c. Enter the total deposit amount on the Daily Summary Report (see below for full information on completing the daily summary report). 11. Taking the deposit to the bank: a. When a deposit is dropped in the night drop, two people are required to be present at the time of the drop. b. In the event the deposit is carried into the bank, it is preferable two people take the deposit but, when this is impossible, one manager can take the deposit into the bank for deposit. c. Vary the time of day you take deposits to the bank for safety and security reasons. When possible, vary the route taken to the bank. 12. Closing the Deposit at the end of the night: Prior to closing the deposit at the end of the night, it is required that the nightly inventory be performed and inventory “corrections” be entered into the RTS system. See Inventory Management procedures on how to enter inventory counts into the RTS system. Only after inventory has been corrected can the deposit and day be closed in RTS. Below are the steps to closing the deposit in RTS: 1. To close the deposit for the day, select “Close Station” in RTS and select “Deposit”: 2. Due to various factors between locations, the theatre will not get the final cash balance for the day from the RTS system, this will come from the Daily Summary Report (information below). As this is the case, the way we close RTS is covered in detail here. The close deposit screen will look similar to the image below:
  • 10. a. Under the section called “Information” please note the following: i. “Deposit” total shows as $0.00, this is due to the fact that when performing drops on the station, we do not require the counts to be entered individually as deposits per station. This amount should show as $0.00. ii. “Over/Under” is the total sales amount for all stations for the day. iii. “Conc PC” is the total concession per capita for the day (this will include any restaurant sales or liquor sales). iv. “Ticket PC” is the average ticket price for the day (total box office sales divided by total attendance). b. Under the section called “Deposit Information” please note the following: i. “Stations” is the amount of all cash drops entered for the day into each station. Ideally these amounts would match but, based on different operations at different locations, this will often not be the case. ii. “Difference” is the variance between any deposits that were entered at the stations compared to drops entered at the stations (something we do not require). The importance of this number is that before closing the deposit, the “difference” needs to be $0.00. c. Under the section called “open stations” please note the following: i. Depending on location, there may be a few “stations” which show as open which are not actually closed at the end of the night (the theatre server, the manager work station, kiosks). Please review with your General Manager which station numbers at your location are not to be closed prior to closing the deposit. ii. Verify here that all selling stations have been closed before closing the deposit. In this example, stations 13, 33 and 88, are not selling stations and therefore not closed out. d. In order to review total non-cash is accurate before closing the deposit, select “view report”: i. Verify that total passes issued match physical passes and the Guest Pass Log. Follow the same process for this as when closing a single cashier. ii. Verify the correct number of refunds/exchanges/mispunches are on hand. Follow the same process for this as when closing a single cashier. e. Once all the above steps have been completed, the final step to closing the deposit is: i. Under the “deposit amount” section, enter in the exact amount shown in “Deposit Information” section on the Difference line. ii. In the image of the deposit screen, the difference is listed as $3813.43, this is the amount that is to be entered in the “deposit amount” section. List the difference A B C D E
  • 11. amount on the line “Checks” and the difference will then be $0.00, which is the goal in closing the deposit in RTS. iii. When the difference is $0.00 select “close deposit”. The following images show the process: The system will confirm that you want to close the deposit to prevent accidental close in the middle of a business day.
  • 12. The system will provide a notice of the total overage or shortage prior to closing the day. This amount should be the same amount as the total over/short from all stations combined (with the exception of locations that except credit card tips in RTS, which is explained below). If the total is correct, select “No” as the system is asking “Would you like to cancel closing?” The system requires a user name and password to close the deposit. This can be obtained from your General Manager. Once the user name and password have been entered, the system will begin to close the deposit. The first part of deposit closing is the transmission of the credit card transactions. The more credit card transactions in a day, the longer this process will take. In the image above, there were 236 credit card transactions for the day. This is an automated process, management just needs to wait for the process to complete.
  • 13. Once the system has transmitted all credit card data, a window will pop up that states “station closed” which indicates the deposit for the day has been closed. Click “Ok”. Once the deposit has been closed, the next window that appears is the “Close Tickets” part of the close out. Ensure that the date listed reflects the current date and time. The option which should be selected for “Close Tickets” should be the first option “Before Now” and the date and time. Select “Close Tickets” Prior to closing tickets, the system will ask for confirmation to do so. Select “yes”.
  • 14. If an error message appears stating “Error sending EDI data. FTP Transfer Failed.” This is not a problem, select“OK”. Once the day has been fully closed in RTS, the image above will appear: “Tickets Closed Next Open Day” and the date will reflect the next business day. Ensure the date is correct. If for any reason the date is not correct, call RTS immediately, and leave a detailed message explaining that the system has set the incorrect selling date. Also report this on the Closing Manager Report. Nightly RTS Reporting: The following reports are those sent nightly to the Corporate Office. Some additional reports may be required by your theatre manager or District Manager. They will cover those additional reports with you. All reports in RTS can be exported and sent via email. We will review the process of exporting the reports and reports which are required at the end of the night. Total Deposit Report: 1. In RTS go to: Reports  Deposit  Total
  • 15. 2. Select the appropriate business date, do not select by “deposit” date: This image shows how to obtain the correct information to send to the corporate office. The dates must be chosen, not the deposit.
  • 16. 3. After selecting the correct dates, press “View” which will allow you to see the report, export and print it. 4. Select “Export” and in the list of options select “PDF Format”. Do not select “PDF to Email” option or “Excel Option”. Save the file on the computer’s desktop. This report must also be printed for submission to the Corporate Office. 5. Follow these steps for the remaining RTS reports which are also to be exported to PDF, emailed and printed nightly: a. Reports  Inventory  Concession Sales with Inventory  Select Correct Dates. Export, print and email. b. Reports  Tickets  Daily. Select Correct Dates. Export, print and email. c. Reports   Box Office : Total deposit report selected by Deposit will contain the incorrect information to send to the corporate office. The dates must be chosen, not the deposit.
  • 17. 6. Recap of RTS Reports to home office: Total Deposit Report, Concession Sales with Inventory, Tickets Daily Report and, Tickets Box Office Report. Nightly Theatre Corporate Office Reporting: There are a few reports which are completed at closing, with information obtained from the RTS system. These reports are submitted within the same email as the above mentioned RTS closing reports. Daily Summary Report: Regency Theatres is made up of a wide array of locations and offerings throughout the circuit. Due to the diversity of our theatre chain, some information is needed from certain locations while other information is needed from others. This is a general overview of the Daily Summary Report (DSR), but as a new manager, please review your theatre’s copy of the DSR and ensure complete understanding of how your reporting may vary from the example shown in this document. Week Of 18-Apr Thru 24-Apr Friday Saturday Sunday Monday Tuesday Wednesday Thursday 18-Apr 19-Apr 20-Apr 21-Apr 22-Apr 23-Apr 24-Apr 1,991.50$ 2,631.50$ 1,443.50$ 633.00$ 570.50$ 550.00$ ($1.00) 530.00$ 790.75$ 389.25$ 196.75$ 137.50$ 181.00$ (0.34)$ 1.66$ 0.05$ 11.49$ 15.83$ 9.30$ 4.70$ 3.65$ 1.76$ Sales Tax Credit Card (Tips) Concession Sales Tax Box Office Gross Box - Over/Short (+ /-- ) Concession Gross Conc-Over/Short (+ /-- ) Restaurant Alcohol Daily Summary Report Sample Theatre Details 1. The details section of the DSR includes income information. Please review the following reports to obtain the correct information to include with the Daily Summary Report. a. Box Office Gross: Is obtained from the Daily Box Office Report (Reports  Tickets  Daily). Do not use the box office gross listed on the Total Deposit Report (When printed this report is labeled “Shift Report”) as it will not reflect the correct data. Select the correct business date for the report. Select the box next to where it says “All Titles” View, export, print and email this report.
  • 18. b. The following information is obtained off of the Total Deposit/Shift Report. The information is shown under the “Subtotal” section of the report which will be listed after all box office information and after inventory correction information. Here are the numbers obtained from this section
  • 19. The image below reflects one location’s Deposit Total Report’s Subtotal information. Below that is an example of a DSR report based off of the data from this sample Deposit Total Report. INCOME (entered as a positive number) DEDUCTIONS (entered as a negative number) Concession Credit Cards Credit Card Tips Credit Card Tips Alcohol Debit Redeemed Restaurant Fandango Adjust Maturing Tickets Redeemed Wine Emotion Internet Fee Debit Sold Advance Tickets Sold Revenues are located on Shift Report Under “Subtotals” and also below “Performance Summary” on Shift Report Advance and Maturing Ticket Sales Information: found below “Performance Summary” on Shift Report
  • 20. WEEK 16 Week Of 18-Apr Thru 24-Apr 2014 Friday Saturday Sunday Monday Tuesday Wednesday Thursday 18-Apr 19-Apr 20-Apr 21-Apr 22-Apr 23-Apr 24-Apr 5,622.25$ 5,622.25$ -$ 1,401.00$ 1,401.00$ -$ 163.00$ 300.25$ 300.25$ 149.14$ 47.00$ 47.00$ -$ 7,682.64$ -$ -$ -$ -$ -$ -$ 7,682.64$ 4.00$ 3.00$ 2.00$ 9.00$ 25.00$ 25.00$ 20.00$ 70.00$ Wine Emotion (Shift Report-- Subtotal) 36.00$ 36.00$ -$ -$ -$ Advance Tickets Sold (Shift Report-Under Performace Summary) -$ -$ Variety Gold Hearts-- What Report??? -$ -$ -$ -$ -$ -$ -$ -$ Theatre Rental -$ -$ Spotlight Cinema Networks -$ -$ Misc. Income -$ -$ -$ -$ (3,556.85)$ (3,556.85)$ Credit Cards (Tips)-- (Shift Report-- Subtotal) (47.00)$ (47.00)$ Debit Redeemed--(Shift Report-- Subtotal) (52.50)$ (52.50)$ Fandango Adjust--(Shift Report-- Subtotal) (218.00)$ (218.00)$ -$ -$ -$ -$ Maturing Sales (Shift Report-Under Performace Summary) (106.50)$ (106.50)$ Gift Certificate Redeemed-- What Report??? -$ -$ GAT Redeemed-- (Daily Box Office Report) (21.00)$ (21.00)$ -$ -$ -$ -$ Deposit Withheld (Negative for Hold, Positive for Deposit) (1,000.00)$ (1,000.00)$ Sub-Total Daily Summary Report Sample Theatre Box - Over/Short (+ /-- ) Conc-Over/Short (+ /-- ) Restaurant-- (Shift Report-- Subtotal) Alcohol--(Shift Report-- Subtotal) Sales Tax-- (Shift Report-- Subtotal) Credit Card (Tips)--(Shift Report-- Subtotal) Total Concession Gross-- (Shift Report-- Subtotal) Details Credit Cards-- (Shift Report-- Subtotal) Box Office Gross--(Daily Box Office Report) Revenues Deductions Internet Ticketing Fee (Shift Report-- Subtotal) Debit Sold (Shift Report-- Subtotal) GATS Sold
  • 21. c. Determining cash over/short for the day: Cashier Shift Reports i. Box office over/short: For any location that utilizes the “dual terminal” functionality of RTS, the box office over/short will be $0.00. “Dual Terminal” is when a station is used to sell box office and concession items. Locations who do not utilize the dual terminal function can determine their box office over/short by combining each box office stations variance to come to a total over/short for the box office. 1. Example Non-Dual Terminal Locations: If your location has four box office stations that were in use for the day and the variances were as follows: Station 1: ($1.50), Station 2: $2.00, Station 3: ($2.50), Station 4: Even The total box office variance is: (1.5) + 2.00 + (2.50)+ 0.00 = (2.00). The box office would be short $2.00 for the day. This same process will be used for concession stations in a theatre that does not use “dual terminal”. ii. Concession Over/Short: For locations that utilize the “dual terminal” all stations over/short is combined under concession (this will include any stations utilized for the day for box office or concession only). Combine all stations variance to determine the over/short for the day. If the “dual terminal” function is not utilized at your location, follow the steps above for concession stations to determine the total concession over/short. 1. Example Dual Terminal Locations: If your locations has a total of 8 stations that were used for the day and the variances were as follows: Station 1: Even Station 2: ($0.50) Station 4: ($1.25) Station 5: 2.50 Station 6: Even Station 7: Even Station 8: $5.50 Station 9: ($2.50) Total Over/short: $3.75 over for the day iii. d. The remaining information contained on the DSR will come either from RTS reports or through various other areas. Below is a list of the remaining information contained on the DSR and how to obtain the information to complete this report on a nightly basis.