Difference between revisions of "Financial Cluster:Register Report"

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The Bike Kitchen is a chaotic place. When dealing with money, though, we really want to keep things orderly. This is critical for making good decisions and staying on the good side of the IRS. The chaos as it relates to money stems from many people with varying levels of awareness of the Bike Kitchen money issues using the register. This inherent chaos is converted to order by the weekly Register Report. The task of preparing the Register Report is as follows:
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The Bike Kitchen can be a chaotic place but, when dealing with money, it's important to keep things in order. This is critical for not only making smart decisions about how we spend our money but also so that we stay on the good side of the IRS. In order to help keep things in order, we track our daily income and expenses through the Register Report. The task of preparing the Register Report is as follows but, first, a few key terms.
  
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# Z-out the register by turning the key to Z and hitting enter.
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* Z-out - To 'Z-out' the register, turn the register key to the 'Z' position and hit 'Enter' on the keypad.
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# Remove the register tape and inspect it. Often, when people make errors, they scribble something on the tape. At the end of the tape, each category is summed up by number. For example, category 01 is parts, 02 is day-use, 03 is membership fees, and 04 is special orders. Adjust these sums for any errors that may have been scribbled on the tape.
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* Feed - Hit the 'Feed' button on the register's keypad to feed more tape through. This is helpful to see the previous transaction, or make space on the tape to mark any corrections.
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# Open up the cash drawer and inspect the contents. You may find some receipts for cash that people took out of the register (i.e., petty cash). You may find some special order forms. You may find some checks. You should definitely find some cash!
 
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# Fill in the RegisterReport spreadsheet. It is attached to this wiki page and will automatically calculate just about everything you need to know.
 
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# Reconcile the special orders. For anything rung up as a code 4, there should be a corresponding special order form. If you can't find all of the special order forms, look in the Accounting Inbox; sometimes they sneak in there. If you can't find some of the forms, just move on to the next step. Otherwise, fill in the parts of the Register Report related to Special Orders, which is towards the bottom.
 
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# Print out a copy of the RegisterReport.
 
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# Assemble the Register Report, any receipts, any special order forms, and the register tape, and staple them all together. Put the whole wad in the Accounting Inbox.
 
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# Reinstall the fresh register tape
 
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# Move the register key back to REG
 
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# Deposit the money at the bank.
 
  
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As we increase the amount of money we handle, we may wish to make the Register Report a daily thing. Also, the Register Report and this wiki page will probably have to be tuned up regularly.
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For Greeters and Cashiers:
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# At the start of your shift, Z-out the register to see if any transactions were made since the last shift closed. Do not tear the tape!
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# During shift, if something is rung up incorrectly, don't panic! Feed the tape, circle the erroneous transaction with a ballpoint pen (not a marker!) and write a short note describing the issue ("was actually for used parts", "was refunded", etc).
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# At the end of your shift, Z-out the register, again. Feed the tape, tear it off and include the day's receipt with the deposit.
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For Financial Cluster members:
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* If a transaction was made in error, you will have to adjust the day's subtotals at the end of the tape. For example, if 'used' parts were rung up as 'new' parts, you would deduct the amount from the 'New' subtotal and add that same amount to the subtotal for 'Used' parts.

Revision as of 09:08, 28 May 2016

The Bike Kitchen can be a chaotic place but, when dealing with money, it's important to keep things in order. This is critical for not only making smart decisions about how we spend our money but also so that we stay on the good side of the IRS. In order to help keep things in order, we track our daily income and expenses through the Register Report. The task of preparing the Register Report is as follows but, first, a few key terms.

  • Z-out - To 'Z-out' the register, turn the register key to the 'Z' position and hit 'Enter' on the keypad.
  • Feed - Hit the 'Feed' button on the register's keypad to feed more tape through. This is helpful to see the previous transaction, or make space on the tape to mark any corrections.

For Greeters and Cashiers:

  1. At the start of your shift, Z-out the register to see if any transactions were made since the last shift closed. Do not tear the tape!
  2. During shift, if something is rung up incorrectly, don't panic! Feed the tape, circle the erroneous transaction with a ballpoint pen (not a marker!) and write a short note describing the issue ("was actually for used parts", "was refunded", etc).
  3. At the end of your shift, Z-out the register, again. Feed the tape, tear it off and include the day's receipt with the deposit.


For Financial Cluster members:

  • If a transaction was made in error, you will have to adjust the day's subtotals at the end of the tape. For example, if 'used' parts were rung up as 'new' parts, you would deduct the amount from the 'New' subtotal and add that same amount to the subtotal for 'Used' parts.
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