Cashing up and Vatbook procedures

To ensure that your figures for each day are accurate and agree with the totals banked, it is best to follow the same procedure daily.

As it is essential to be able to tally these figures we advise that the till is cashed up, and the vatbook run, at least twice a day.

• After morning surgery.

  It is best to choose a time after morning surgery, perhaps 12.00pm to run the vatbook etc. This way, you can check all the mornings figures and tally them up, if there are any discrepancies then you only have to cast you mind back to the start of the morning to remember them! Once everything has been checked then you start the afternoon session knowing that the figures HAVE added up and, again if at the end of the day, you have a discrepancy then you only have to think back to 12.00pm.

  • From the main menu select:
    • Reports
    • End of Day/Month
    • Vatbook
    • Set options 1,2,4,5 and 9 to Yes
    • Set option 11 to spool

    Start the vatbook running.

  • While it is running, cash up your till and put the float back in so that if a client comes in they can be seen without their money getting mixed up with the cashed up amounts.

  • The vatbook will have been sent to the print spooler, you can either print it from there or look at it on the screen using:
    • Reports
    • Spooler
    • Select the entry at the top 'Vatbook'
    • Then either use 'P'rint or 'V'iew depending on what is required.

    By doing this, you can be sure that any transactions done AFTER the cash up, will all be noted on the evenings vatbook and any money taken will be in the evenings cashup.

  • Count your cash and check it against the cash payments page of the vatbook. Check each cheque off against the cheque payments page, making sure that the amounts on cheque AND printout are the same (Note on the page if they are not.) Check each credit card entry the same way.

    If there are any discrepancies in any of the totals then the reason must be noted. The best place to note them is on the summary page of the vatbook or on a record card.

  • At the end of this process the cash/cheques etc from the till should equal the vatbook printout which should then equal the total banked.

    Any discrepancies will be explained on the summary page or record card so that, if you have to check back a month later it is immediately obvious what was done.

• At the end of the day.
  • Repeat procedure for morning surgery.
    • This time set option 7 to Yes

  • When you have the summary page for the period reset you can transfer any discrepancy details onto it and make sure that the figure for total cash equals the amount to be banked. Fill in a separate page of your paying in book for each day ( regardless of how often you actually do the banking.) File these summary pages in date order.

    This way you can check any particular days takings quickly and easily by the summary page and/or the paying in book.

URI » http://www.premvet.co.uk/ • Updated » Sat Feb 11 17:21:59 GMT 2006 by twm