Handling Cash Sales - Station

Transcription

1 Handling Cash Sales - Station Introduction Policy Cash Sales transactions in Station exist in the following situation: Walk-in Customers at Lodge-In Counter. Cash Pick-up performed by Couriers. The policies involved in the Handling Cash Sales - Station process are as follows: Courier/ Light Truck Driver must hand over the cash sales to Checker at the end of the pick-up process. Lodge-in must do the following: Must record all cash transaction details in the e-cash System. Must hand over the cash sales to the Checker after close counter daily. Checker at Stations must do the following: Must summarise the cash sales according to the table below: Cash sales from Cash Pick-up Lodge-in Counter List in Summary of Pick-up Cash Sales Summary of Lodge-in Cash Sales Must submit the following to Station Manager daily. Summary of Lodge-in Cash Sales Summary of Pick-up Cash Sales Cash Consignment Note (CN) Billing Copy Bank-in Slip Must ensure the type of CN used is Cash CN. Must ensure the cash amount in the following tallies with Cash CN. Summary of Lodge-in Cash Sales Summary of Pick-up Cash Sales Must ensure the correct weigh (for parcel only) is written on each Cash CN. Must inform the Station Manager immediately if the cash amount does not tally with the Cash CN. CWP-001/07A Last Revision Date: - Revision. No.: - Page No.: 17

2 at Station must do the following: Must bank-in the cash daily. Must send the original Bank-in Slip to Financial Reporting & Treasury (FRT) Department, Head Office. Must prepare the Bank-in Submission Report (CR12) and sent to FRT Department. Station Manager must do the following: Must keep the Cash Register Book in his/ her office. Must Daily Cash Sales Report to the following on daily basis. Chief Executive Officer (CEO) Chief Financial Officer (CFO) Must reconcile Bank-in slip with the following Bank-in Submission Report Cash CN Billing Copy Summary of Pick-up Cash Sales Summary of Lodge-in Cash Sales Cash Non-submission Report Regional Manager must do the following: Must investigate any cash discrepancy within two (2) working days from the day receive the Cash Non-submission Report. Must present the cash investigation report to the following: CEO CFO Head of Internal Audit Head of FRT Documents Required The documents required for Handling Cash Sales - Station are as follows: Summary of Lodge-in Cash Sales Summary of Pick-up Cash Sales Bank-in Submission Report (CR12) Cash CN Billing copy Bank-in Slip Outstanding Cash Collection Listing (CR10) Cash Register Book Cash Sales Report CWP-001/07A Last Revision Date: - Revision. No.: - Page No.: 18

3 Journal CWP-001/07A Last Revision Date: - Revision. No.: - Page No.: 19

4 Process Flowchart The flowchart below shows the Handling Cash Sales - Station process. Start Checker Receive the shipments and supporting documents from Couriers/ Lodge-in Checker Prepare a Summary of Pick-up Cash Sales Checker Attach Cash CN Billing Copy to the following: Summary of Lodge-in Cash Sales Summary of Pick-up Cash Sales Checker Hand over the relevant documents to Operation/ CS Write the total cash handed in the Cash Register Book Checker & Operation/ Customer Service Sign Cash Register Book to signify the handover Reconcile the cash amount against the supporting documents Fill-in Bank-in Slip and bank-in the cash monies Prepare and sign the Bank-in Submission Report (CR12) Reconcile the Bank-in Submission Report (CR12) against the Cash CN Billing Copy Next Page CWP-001/07A Last Revision Date: - Revision. No.: - Page No.: 20

5 TITLE : From Previous Page Hand over relevant documents to Station Manager Station Manager Reconcile the total amount deposited against the supporting documents Station Manager Verify and sign the Bank-in Submission Report (CR12) and forward to FRT Dept, HQ FRT Reconcile the total cash deposited stated in Bank-in Submission Report (CR12) against supporting documents FRT Key-in cash sales details in WebNicas FRT Sign the Bank-in Submission Report (CR12) and handover to FRT Executive FRT Executive Reconcile the Bank-in Submission Report (CR12) against the supporting documents FRT Executive Key-in update in WebNicas and print Cash Sales Report FRT Prepare Journal and file relevant documents End CWP-001/07A Last Revision Date: - Revision. No.: - Page No.: 21

6 Process The table below shows the process involved in handling cash sales at Stations once the Courier/ Light Truck Driver and Lodge-in handed over the shipments and their supporting documents. Stage Description Day 1 1 Checker: Receives the following from Couriers or Lodge-in. Outstanding Cash Collections Listing Summary of Lodge-in Cash Sales Pick-up List Cash Monies Cash CN Billing Copy Prepares a summary for all cash pick-up submitted by the Couriers in the Summary of Pick-up Cash Sales. Attaches Cash CN Billing Copy to the following: Summary of Lodge-in Cash Sales Summary of Pick-up Cash Sales Hands over the following to. Summary of Lodge-in Cash Sales Summary of Pick-up Cash Sales Outstanding Cash Collections Listing Cash CN Billing Copy Cash monies 2 3 writes the total cash handed in the Cash Register Book. Checker and sign Cash Register Book to signify the handover. CWP-001/07A Last Revision Date: - Revision. No.: - Page No.: 22

7 Stage Description 4 : Ensures the following: Physical cash amount tallies with the amount on the Cash CN Billing Copy. The amount of cash stated in the Cash Register Book tallies with the following: o Summary of Lodge-in Cash Sales o Summary of Pick-up Cash Sales Fills-in Bank-in Slip. Banks-in the cash monies. Prepares the Bank-in Submission Report (CR12). Signs the Bank-in Submission Report (CR12). Reconciles the Bank-in Submission Report (CR12) against the Cash CN Billing Copy Day 2 5 hands over the following documents to the Station Manager: Summary of Lodge-in Cash Sales Summary of Pick-up Cash Sales Bank-in Submission Report (CR12) Bank-in Slip Cash Register Book 6 Station Manager: Reconciles the following: Total amount in deposited in Bank-in Submission Report (CR12) against the total amount in the Bank-in Slip. Total amount in Bank-in Slip against total amount in o Summary of Lodge-in Cash Sales o Summary of Pick-up Cash Sales o Cash Register Book Verifies the Bank-in Submission Report (CR12). Signs the Bank-in Submission Report (CR12). CWP-001/07A Last Revision Date: - Revision. No.: - Page No.: 23

8 Stage Description Forwards the following to FRT, Head Office Summary of Lodge-in Cash Sales Summary of Pick-up Cash Sales Bank-in Submission Report Bank-in Slip Cash CN Billing Copy Day 3 (At Head Office) 7 FRT : Reconciles the total cash deposited stated in Bank-in Submission Report (CR12) against Bank-in Slip. Keys-in cash sales details in WebNicas. Signs the Bank-in Submission Report (CR12). Hands over the following to FRT Executive. Cash CN Billing Copy Bank-in Submission Report (CR12) Bank-in Slip 8 FRT Executive: Reconciles the total cash deposited stated in the Bank-in Submission Report (CR12) against the following: WebNicas Transaction Bank-in Slip Keys-in update in WebNicas. Prints Cash Sales Report. 9 FRT : Prepares Journal. Files the relevant documents. CWP-001/07A Last Revision Date: - Revision. No.: - Page No.: 24

9 Document Access Control Version Date Created / Changed By Remarks 1 20/11/2011 Establishment of new SOP CWP-001/07A Last Revision Date: - Revision. No.: - Page No.: 25