BANKING - Tzaneen

 

Receipting And Banking Money Delegated Staff: Branch Manager, Receptionist, Driver, Credit Control Supervisor and Financial Manager.

	Always use a Nashua, pre-numbered, triplicate receipt book when receipting money received from customers.
	When writing out the receipt ensure that the following information is on the receipt -

	a)	Customer Account Number
	b)	Customer name
	c)	Cheque or cash payment
	d)	In the case of payment for cash sale, invoice number
	e)	Amount in figures
	f)	Amount in words
	g)	Signature of staff member issuing receipt

	If a customer is paying by cheque for C.O.D. only, there is a 7 (Seven) day waiting period before the goods can be delivered to allow for cheque to be cleared. clearance is confirmed with the Financial Manager
	When receipt is completed in full and the amount received being either cash/cheque or credit card payment corresponds to receipt, hand first copy of receipt to customer.
	At the end of the day, rule off with a red pen in receipt book after last transaction and total the money received for the day.
6.	The Receptionist processes the payment on the AS400 on the same day or first thing the following morning.
	Ensure that the Deposit is printed after capturing on the AS400. The Branch Manager allocates COD money on the AS400.
8.	The amount on the AS400 deposit slip must balance with the actual money received.
	The actual money received is written in a Standard Bank triplicate deposit book.
	Deposit is sent to the bank with a responsible member of staff / Driver to deposit the money at the bank.
	Ensure that the bank has stamped the deposit book on the two remaining copies in deposit book on return with the DRIVER.
	Prepare the Banking Reconciliation Form.
	Fax / e-mail the banking reconciliation together with the second deposit book slip and the AS400 deposit slip to the Credit Control Supervisor / Financial Manager in Polokwane.
14.	Capturing all the money / payments received from the customer on AS400 system.
15.	Process inclusive toners on AS400 system
16.	Filing the POD’s according to customer name & Emailing or sending copies of POD’s to Polokwane
17.	File the documents in the daily banking file

Document Retention List