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Cash Register Operations - 14237_194
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Thefts From The Cash Register - 14237_196
writing  by  the  department  manager  and  approved by   the   commissary   officer.   PLU   tapes   should accompany the register operator’s record and the Daily   Cash   Report   and   Sales   Distribution Summary (CS 11) when these documents are sub- mitted  for  review. Excessive  differences  must  always  be  in- vestigated. If it is considered to be necessary, the individual  register  operator  will  be  required  to count,  accept,  and  sign  for  transfers  of  funds.  If excessive  differences  continue,  disciplinary  actions may  be  warranted.  Termination  of  employment of civilian personnel may also result. You can use this  definition  as  a  guideline:  An  excessive  dif- ference is an individual shortage or overage of $1 to  $3  that  occurs  one-fourth  or  more  of  all  the days  the  individual  is  assigned  to  operating  a  cash register. You must report any shortage involving possible  fraud  or  criminal  acts  and  any  cash shortage of $250 or more according to guidelines set  forth  in  the  NAVCOMPT     Manual. REFUNDS.—  The Navy resale system has a policy of “satisfaction guaranteed or your money cheerfully    refunded.”    This   policy   is   strictly adhered   to   by   Navy   commissaries.   When merchandise is returned by a patron, this action must  be  recorded  in  your  Patron  Refund  Log (CS  65).  You  must  indicate  the  appropriate action   that   will   be   taken   on   the   item.   For example, you should indicate whether the item will be  returned  to  stock,  returned  to  the  vendor,  or surveyed.   In   addition,   an   Overring/Refund Voucher, NAVSUP 972, should be prepared. This voucher  must  be  signed  by  the  check-out  super- visor and the patron. The patron will redeem the Refund  Voucher  at  the  check-out  area.  An employee, other than the check-out branch super- visor, should then see that the returned merchan- dise  is  returned  to  the  applicable  department, either for survey, for return to stock, or for return to  the  vendor.  The  Patron  Refund  Log  (CS  65) should  be  maintained  by  the  check-out  supervisor. On  a  daily  basis,  the  commissary  officer  will review  the  Refund  Log.  The  commissary  officer will compare the entries appearing in the Refund Log with the Overring/Refund Vouchers and with the  Survey  Log  (NAVSUP  976).  At  the  end  of each business week, the Refund and Survey Logs, along with the Daily Cash Reports and the Sales Summary  (CS  11),  should  be  forwarded  to  the regional  office  for  review,  audit,  and  retention. Copies   of   the   forms   should   be   distributed   to department  managers  for  information  purposes. RECONCILIATION   OF   THE   CASH DRAWER.—  At  least  twice  a  month  on  un- announced  days  and  at  unannounced  times,  the commissary officer or a designated representative must perform a reconciliation of register operator cash  drawers.  A  supervisor  must  perform  these actions  for  the  purpose  of  verifying  funds.  Each reconciliation must be conducted in the presence of  another  member  of  the  commissary  manage- ment  staff. ACCURACY   OF   RINGING.—   At  un- announced  times,  the  supervisor  should  check each  register  operator  for  accuracy  of  ringing. This check should be performed at least weekly. The  supervisor  should  perform  this  check  by  re- ringing a patron’s purchase. The result of the test should  be  recorded  in  a  log  that  the  supervisor should  maintain  for  this  purpose.  At  commissaries equipped  with  electronic  registers,  the  recheck should be performed with the register terminals in  the  training  mode. Safeguarding the Funds at Check-out As  a  supervisor,  you  must  monitor  the  security of  cash  and  all  other  legal  tender  in  the  store.  You must  be  on  the  alert  to  ensure  that  commissary personnel   are   following   correct   procedures   in handling  funds. Cash funds for the register should be used only for cash register transactions. The only registers supplied with cash funds should be the registers that are actually in use. Instruct your people that at  no  time  are  they  permitted  to  retain  cash  funds when  the  register  is  not  in  use.  If  a  register operator  leaves  the  register  for  any  reason,  the operator must remove the till. At that point, the register  operator  should  secure  the  till  in  a  special (identified) lockable compartment or should turn the till over to the cash collection agent. The cash collection  agent  is  also  required  to  retain  the cash  fund  in  an  individually  identified  lockable compartment. All  currency,  coupons,  checks,  vouchers,  and other forms of authorized tender must be placed and kept in a register drawer. The security precau- tions  for  cash  funds  should  also  apply  to  other forms  of  legal  tender.  As  mentioned  before, whenever   a   register   operator   must   leave   the register for any reason, the operator must remove the  till.  Then,  the  operator  must  either  lock  the tender in a special lockable compartment that is identified for this purpose or turn the tender over to  an  authorized  cash  collection  agent.  If  the 8-23

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