As some of you may know, we have an Cash Over Short report on the system that allows us to track over and short transactions by Teller ID so we can easily see the errors that were found and which are still need to be located.  It is important that we are consistent in the way we enter the descriptions for both the original over and short as well as the correction regardless of who enters the transaction itself.  Otherwise the report may indicate an cash short of say $500 is still outstanding when it has actually been resolved.

We have also found that in some cases the “Check Tape” spreadsheet is not being used in the most effective way.  It was designed not only to provide an efficient way to batch your checks received in small batches that can be done throughout the day, but also to allow you to “Pre-Balance” with each batch so you can narrow the time frame any over or short may have occurred during the day.  

This is done by entering the “System Checks Received” and “On-Us” Totals in the spread sheet below each group of checks.  Any out of balance for will be indicated in the out of balance cell.  While you may not be able to nail down the out of balance at that point due to having member waiting, you know the small number of transactions to initially look through as you should remain out of balance by the same amount with each of the following batches.

Cash Over Short Transaction Descriptions

Each Over or short posting should receive a transaction description as follows. Note the locations of commas and spaces. Also note date to be used is the date of the original over short error regardless of posting date.

Teller ID#, Date (YYYMMDD), Error or Correction, additional explanation

Examples 1:   101, 20150315, Error, checks short

                        101, 20150315,Correction, found check error

 Examples 2:   94, 20150318, Error, cash over

                         94, 20150318,Correction, found mbr credited

Check Tape

• Enter all checks into the check tape
• Go to summary of transactions Member services → Users → Teller Close
• Take you “check difference” total → enter it into the check tape in the “system total box”
• If any “On-Us” checks take your “On-Us” total → enter it into the check tape in the “On-Us” total
• If your “Out of balance” total reads 0.00 your checks balance

Check Tape blank

Balancing with check tape and the system.