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Cash Collections
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Accounting for Cash
make  sure  the  cash  registers,  vending  machine meters, cash totalizers, and amusement machine meters are read at the end of the business day. When it is impractical to do this daily, it should be done at least twice weekly on an unscheduled basis. Cash for change will be provided daily by the cash collection agent to the store operator in exchange  for  a  cash  receipt. MONEYBAGS When conditions make it impractical to collect the cash, such as when the retail store is open after regular  working  hours,  including  weekends,  all cash  in  the  register,  including  the  change  fund, may  be  placed  in  a  moneybag,  which  must  be locked and turned over to the supply department duty  officer  or  to  another  commissioned  duty officer   for   safekeeping. All  moneybags  are  numbered  on  the  outside and  are  logged  out  in  a  locally  developed  log  at the time of issue to the retail store operator. The supply  department  duty  officer  or  another commissioned duty officer keeps the log in his or her  possession  during  the  duty  day.  Each moneybag is provided with two keys. One key is kept by the retail store or snack bar operator and the other one must be kept in a sealed envelope in  the  ship’s  store  officer’s  safe.  The  envelope must be signed across the flap by the ship’s store officer and the retail store or snack bar operator. After closing the retail store or snack bar, the operator  places  the  cash  from  sales  including change  fund  in  the  moneybag.  The  moneybag(s) is/are  locked  and  turned  over  to  the  supply department duty officer or another commissioned duty officer to be placed in a safe for safekeeping. The   duty   officer   signs   the   log   acknowledging receipt   of   the   moneybags.   The   money   in   the locked  moneybag  does  not  need  to  be  counted; however, every subsequent transfer of the locked moneybag  should  be  recorded  in  the  log.  The following  day,  before  the  start  of  business,  the cash register must be read and the retail store or snack  bar  operator  must  open  the  moneybag, count the money, and turn it over to the person making   collections. NIGHT  DEPOSITORY  SAFE An  approved  night  depository  safe  may  be installed for depositing money when sales outlets are  opened  after  regular  working  hours,  including weekends or any other time it is impractical for the person making collections to do so. When the 2-21 depository safe is used, moneybags will normally be  used  to  collect  money  from  the  sales  outlets, with  the  exception  of  vending  machines  where money  boxes  will  be  used.  The  actual  use  of money boxes is discussed later in this chapter. The sales  outlet  operator  should  carefully  insert  the moneybag  or  money  box  in  the  night  depository safe,  making  sure  it  drops  to  the  bottom.  The money  safe  in  the  lower  depository  of  the approved  type  of  night  depository  safe  is  dual controlled  by  a  key  and  combination  lock.  Two keys are provided for the key lock. One is given to   a   person   who   does   not   have   access   to   or knowledge  of  the  combination  to  the  safe  and  who is responsible for opening the key lock. The other key is placed in an envelope (signed across the flap by  the  ship’s  store  officer  and  the  person responsible for opening the key lock to the safe) and is kept in the ship’s store officer’s safe. The combination  to  the  money  safe  is  kept  by  the ship’s  store  officer  or  designated  cash  collection agent. The combination is recorded on a piece of paper  and  placed  in  a  sealed  envelope,  signed across the flap by the ship’s store officer and cash collection  agent,  and  kept  in  the  ship’s  store officer’s   safe. Before the start of business the following day, the cash register reading will be taken. The key lock  and  the  combination  lock  to  the  safe  are opened   by   authorized   personnel,   and   the moneybags   or   money   boxes   are   removed   and opened  by  the  sales  outlet  operator.  The  person making collections then counts the money in the presence  of  the  sales  outlet  operator. CASH  LEFT  IN  THE  CASH REGISTER  OVERNIGHT Cash not to exceed $50 may be left in the cash register overnight except when more than one shift is operated. In each instance when a $50 change fund  is  inadequate  on  a  continuing  basis,  the  type commander  may  authorize  that  cash  not  to  exceed $100  may  be  left  in  the  cash  register  overnight except  when  more  than  one  shift  is  operated. It is highly recommended that cash not be left in the register overnight; it should be locked up inside  a  safe  installed  inside  the  store  for  that purpose.   The   cash   register   drawer   should   be drawn  out  in  the  evening  to  indicate  that  there is  no  money  in  it.  Also,  a  sign  should  be  posted conspicuously  outside  the  store  stating  that “There is no money left in the register overnight.”

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