Administrative Services
Operating Procedures
Procedure
No. PAS- 6.3000
Effective: 12/09/09
Page 1 of 1
Subject:
COLLEGE STORE
PROCEDURES INDEX
PAS-6.3001
College store procedures
PAS-6.3002
College store bookkeeping
PAS-6.3003
Cashiering procedures
PAS-6.3004
Food Service register reports
PAS-6.3005
College Store register reports
PAS-6.3006
College Store change fund
PAS-6.3007
College Store Vendor purchase orders
Administrative Services
Operating Procedures
Procedure
No. PAS-6.3001
Effective: 12/09/09
Page 1 of 5
Subject: COLLEGE STORE OPERATING PROCEDURES
1.
College store staff works with instructors and department chairs on book adoption
issues. This is an on-going process each term. As soon as information is available on
new additions, departments are informed. The same procedure is used for supplies that
are required for college classes.
2.
Textbook buyer analyzes semester schedules to project textbook needs based on
current inventory. Each course offered is entered in the PRISM inventory control system.
Decisions made are buyback quantities and number of books to buy from vendors.
3.
Blanket College purchase orders are generated at the beginning of each fiscal
year. Internal College Store purchase orders and receiving documents are prepared.
Orders are called in, faxed, or placed via the Internet as appropriate. The same procedure
is followed in placing textbook or supply orders.
4.
The receiving clerk inspects incoming shipments insuring proper textbooks are
received, check quantity and price as verified by invoice. The receiving clerk prices and
shelves textbooks in an organized manner. The bookkeeper verifies prices when invoice
is received.
5.
College store staff (including store manager, supplies buyer, college store
specialist and part-time personnel) conducts an annual physical inventory (June 30) of all
textbooks, supplies, and other merchandise. Full-time college personnel verify textbook
and supply inventories. College employee from another department observes the annual
inventory process.
6.
Before each semester’s scheduled “buy back,” the manager prepares buy back list
and calculates pricing according to established College Store guidelines. The manager
arranges for the purchase of used textbooks from students according to publicized
schedule.
7.
Part-time bookkeeper, college store specialist, store manager, or supplies buyer
submits a daily sales report and maintains reports of all purchases, sales, and other
transactions on a daily basis. A second store employee verifies the report.
8.
The receiving clerk is responsible for return of books/supplies.
Administrative Services
Operating Procedures
Procedure
No. PAS-6.3001
Effective: 12/09/09
Page 2 of 5
Subject: COLLEGE STORE OPERATING PROCEDURES
9.
A College Store employee completes paperwork for the sale of textbooks to dual
enrolled high school students and informs Program Director of delinquent students.
10.
The store manager and receiving clerk control issuance of textbooks to the various
centers. The store manager and part-time bookkeeper maintain control of monies
received and coordinate the return of all unsold textbooks.
11.
The store manager, supplies buyer, and head cashier train all permanent and
temporary personnel in daily sales procedures, customer service techniques to ensure
friendly, professional treatment of all customers, and security measures to reduce
possibility of shoplifting.
12.
The store manager and supplies buyer merchandise store to maximize customer
appeal and allocate prime sales floor to highlight seasonal merchandise, special sales, and
promotions.
13.
Part-time cashiers prepare appropriate forms for sales to students on grants,
scholarships and other special programs and prepare appropriate form for sale of
merchandise to faculty and staff.
NOTE:
The College Stores, Niceville and Fort Walton Beach campuses, use a point of
sale and inventory control system. The system used is PRISM. Prism is supported by
Nebraska Book Company. Procedure books for all applications in the POS and ICS
systems are located in the College Stores (both campuses). The system is too complex to
list all procedures in these procedures.
College Store staff have been to training for textbooks, general merchandise, manager, on
line bookstore, and accounts receivable.
Administrative Services
Operating Procedures
Procedure
No. PAS-6.3001
Effective: 12/09/09
Page 3 of 5
Subject: COLLEGE STORE OPERATING PROCEDURES
The bookstore and the business office are interfaced. During rush, student financial aid
awards are updated at 10 a.m. 2 p.m. and at night. Authorized staff can charge to blanket
purchase orders. Awards and purchase order amounts are updated daily.
Opening Procedures for Niceville Store
Open sales day at POS Admin Server located in computer room.
Change tape in tape drive of RS 6000.
Turn on register(s).
Retrieve bank bags from safe and place in locked drawer in manager’s office.
Count register change fund of $100.00 and place in register.
Closing Procedures
Cashier runs two register reports.
Cashier counts till separating $100.00 change fund from money taken in during the day.
Place change fund in bank bag.
Place Cash, checks, credit card receipts, register reports, journal tapes and paperwork in a bank
bag,
Shut down registers.
Place register and change bank bags in safe.
Close sales day at POS Admin Server located in computer room. Turn off monitor
Administrative Services
Procedure
No. PAS-6.3001
Effective: 12/09/09
Operating Procedures
Page 4 of 5
Subject: COLLEGE STORE OPERATING PROCEDURES
CASHIERING PROCEDURES
•
COMPLETE REPORT
NEXUS-------- FI, CC, CM, OP (or CF), MC, MR.
C1- NICEVILLE STORE, FS- FOOD SERVICE, C3- CNC
ENTER
NAME: COLLEGE STORE NICEVILLE
RECEIPT DESCRIPTION: DAILY REPORT 02/28/03
REG#2
RECEIPT TOTAL: CLEARING CASH TOTAL $
MORE: > (TYPE X, ENTER)
SALES
31100000
NON-TAX
31100000
SHIPPING, ETC.)
TAX
31100000
01
45000 $00.00
01
45006 $00.00 (DRUGS,
01
23100 $00.00
ENTER
F2
F10
CA $
CK $ #001
CR
$
TYPE: MC OR DS MC NO: 5151515151515151
0104 INITIALS DS NO: 6011111111111111
ENTER
F9 (RECEIPT)
PRINTER (P150)
ENTER
EXP:
Administrative Services
Operating Procedures
Procedure
No. PAS-6.3001
Effective: 12/09/09
Page 5 of 5
Subject: COLLEGE STORE OPERATING PROCEDURES
WRITE RECEIPT # ON REPORT AND ON CHECKS (EACH ONE)
F2
CS
M
ENTER
DRAWER TOTAL: ---------------$
ENTER
F5
F6
PRINT SCREEN
EXCEL
CASHIER CLOSEOUT SHEET
PRINT 1 FOR BUSINESS OFFICE AND 1 FOR OUR PAPERWORK
Bank deposits consist of cash and checks only, coins to go in coin envelopes. Wrap checks, bills
and coin envelopes together with deposit slip (original and yellow/ pink slip stays in deposit
book). Deposit slip needs to have the date, the cashier ID and session # on it. Food Service and
Bookstore deposits can be combined in same deposit bag. Write OWC College Store on bag,
combine all deposits for the day and seal bag. Take to the business office at the end of the day.
All supplies needed for bank deposits are provided by the business office, ask for more when you
are about to run out.
Administrative Services
Operating Procedures
Procedure
No. PAS-6.3003
Effective: 12/09/09
Page 1 of 2
Subject:
BOOK STORE
BOOK KEEPING PROCEDURES
BOOKKEEPING PROCEDURES
Bookstore Register Reports
Run reports (computer system in back room) inquiry, secure inquiry, print queue, end, highlight
last two items, copies 2, print, and escape. Print two copies of the register report and the credit
card report.
Transfer information from reports to daily report forms in the left hand column. A separate report
form will be used for each register.
Run tapes on cash, checks and credit cards. MasterCard and Visa are combined for one total.
Discover is a separate total.
Sort financial aid paperwork into two categories: taxable and non-taxable. Run tapes for totals
on both. Run a tape for the sales tax on taxable financial aid. This will be needed later for
cashiering procedures. Returns/exchange paper work is kept together, no tape required, and
attached to the report copies that go to the business office.
Enter totals in the right hand column of the daily report form. These totals should match the
totals in the left hand column. If they do not match you will need to find the problem and resolve
it. When everything matches, sign paperwork.
Repeat procedures for each register that was used for that day.
After all reports are complete they will need to be cashiered in (see cashiering procedures).
Administrative Services
Operating Procedures
Procedure
No. PAS-6.3003
Effective: 12/09/09
Page 2 of 2
Subject:
BOOK STORE
BOOK KEEPING PROCEDURES
Separate paperwork: white copy of daily report form gets stapled to register report paperwork for
each register and the register totals report (RR). All return paperwork is to be attached to the
business office white copy. Attach journal tape to yellow copy. Pink copy is for the bookstore
files. White and yellow copies of the paperwork go to the business office.
Attach session closeout reconciliation sheet (excel), reconcile/close cashier session sheet (nexus),
the total credit card transaction settlement sheet and the credit card receipts together. Paperwork
needs to be signed by bookkeeper and a second person after checking the work.
This paperwork should be put aside until afternoon trip to business office.
Administrative Services
Procedure
No. PAS-6.3004
Effective: 12/09/09
Operating Procedures
Page 1 of 3
Subject:
COLLEGE STORE
CASHIERING PROCEDURES
CASHIERING PROCEDURES
•
COMPLETE REPORT
NEXUS-------- FI, CC, CM, OP (or CF), MC, MR.
C1- NICEVILLE STORE, FS- FOOD SERVICE, C3- CNC
ENTER
NAME: COLLEGE STORE NICEVILLE
RECEIPT DESCRIPTION: DAILY REPORT 02/28/03
REG#2
RECEIPT TOTAL: CLEARING CASH TOTAL $
MORE: > (TYPE X, ENTER)
SALES
31100000
NON-TAX
31100000
SHIPPING, ETC.)
TAX
31100000
01
45000 $00.00
01
45006 $00.00 (DRUGS,
01
23100 $00.00
ENTER
F2
F10
CA $
CK $ #001
CR
$
TYPE: MC OR DS MC NO: 5151515151515151
0104 INITIALS DS NO: 6011111111111111
EXP:
Administrative Services
Operating Procedures
Procedure
No. PAS-6.3004
Effective: 12/09/09
Page 2 of 3
Subject:
COLLEGE STORE
CASHIERING PROCEDURES
ENTER
F9 (RECEIPT)
PRINTER (P150)
ENTER
WRITE RECEIPT # ON REPORT AND ON CHECKS (EACH ONE)
F2
CS
M
ENTER
DRAWER TOTAL: ---------------$
ENTER
F5
F6
PRINT SCREEN
EXCEL
CASHIER CLOSEOUT SHEET
PRINT 1 FOR BUSINESS OFFICE AND 1 FOR OUR PAPERWORK
Bank deposits consist of cash and checks only, coins to go in coin envelopes. Wrap checks, bills
and coin envelopes together with deposit slip (original and yellow/ pink slip stays in deposit
book). Deposit slip needs to have the date, the cashier ID and session # on it. Food Service and
Bookstore deposits can be combined in same deposit bag. Write OWC College Store on bag,
combine all deposits for the day and seal bag. Take to the business office at the end of the day.
All supplies needed for bank deposits are provided by the business office, ask for more when you
are about to run out.
Administrative Services
Operating Procedures
Procedure
No. PAS-6.3004
Effective: 12/09/09
Page 3 of 3
Subject:
COLLEGE STORE
CASHIERING PROCEDURES
Commission Checks
Commission checks will come monthly from vendors, presently Coca-Cola and R & R Vending.
Make copy of check and cashier it in. Write the receipt # on check. Stamp back of check with
bookstores for deposit only stamp. Print two copies of receipt. One copy goes to the assistant
comptroller and the other goes with the check copy and the vendor’s paperwork, this paperwork
will be turned in to the bookstore manager. Deposit needs to be turned into the business office.
Wine Service
Food Service will let us know in advance what amount and when a wine fund is needed. Prepare
funds as follows and return to food service. The funds will be pulled from the bookstore’s
change fund.
$400.00 Bank
$150.00 in ones
$150.00 in fives
$100.00 tens
$600.00 Bank
$250.00 ones
$200.00 fives
$150.00 tens
The fund and the sales will be returned to the bookstore the following day. Cashier
(miscellaneous receipt) in the sales amount from the event. You will need to show sales tax on
receipt, total amount divided by 1.06. Make two copies, one for bookstore and one for asst.
comptroller. The original wine fund, $400.00 or $600.00, needs to be returned to the bookstore
change fund. Deposit needs to be turned into the business office.
Administrative Services
Operating Procedures
Procedure
No. PAS-6.3005
Effective: 12/09/09
Page 1 of 2
Subject:
COLLEGE STORE
FOOD SERVICE REGISTER REPORTS
FOOD SERVICE REGISTER REPORTS
Cashier brings one drawer at approximately 1:10 pm.
Using info from register report take out the cash from sales.
Count the remainder of cash in drawer. It should total $125.00. From this money you need to
make sure the cashiers have enough of the needed amounts of change for the following day. One
roll of quarters, one of dimes, one of nickels, two of pennies, $30.00 tens, $30.00 fives and the
remainder in ones. Place all money in moneybag assigned for that register.
Record information from the RR to the daily report form in the left column. Nontaxable financial
aid is not recorded on food service reports unless there is financial aid paperwork to back it up.
Occasionally there will be charges to gift certificates, non-taxable and taxable financial aid. Run
tapes on credit cards (MasterCard and Visa together, Discover separate), cash and any financial
aid or gift certificates. Gift certificates are to be put in the financial aid totals. Record
information in the right hand column. All totals in both columns should match, if not find and fix
the problem.
Second drawer comes around 2:10. Repeat procedures. The change fund bag ($250.00) and the
vending refund bag ($50.00) come with the second register. They will both need to be counted.
The change fund bag needs to be replenished. Food service needs lots of coins. For example:
$50.00 quarters
$80.00-$100.00 tens
$25.00 dimes
$40.00-$50.00 fives
$10.00 nickels
remainder in ones
$4.00 pennies
Change fund replenishment will be done with the change fund in the bookstore manager’s office.
Return both drawers and all change bags back to food service by 2:30. Open safe, place all bags
inside and lock safe. Place empty drawers inside cabinet, next to safe.
Administrative Services
Operating Procedures
Procedure
No. PAS-6.3005
Effective: 12/09/09
Page 2 of 2
Subject:
COLLEGE STORE
FOOD SERVICE REGISTER REPORTS
Food Service cashiers usually need change replenishment during the day and will come to the
bookstore to receive it.
Cashier in reports (see cashiering procedure). Have paperwork signed. Separate paperwork.
Place deposits in the same bag as bookstore and seal. Take all work to the business office. This
will usually be around 4:00.
Administrative Services
Operating Procedures
Procedure
No. PAS- 6.3006
Effective: 12/09/09
Page 1 of 1
Subject: College Store
Book Store Register Reports
Book Store Register Reports
Run reports (computer system in back room) inquiry, secure inquiry, print queue, end, highlight
last two items, copies 2, print, and escape. Print two copies of the register report and the credit
card report.
Transfer information from reports to daily report forms in the left hand column. A separate report
form will be used for each register.
Run tapes on cash, checks and credit cards. MasterCard and Visa are combined for one total.
Discover is a separate total.
Sort financial aid paperwork into two categories: taxable and non-taxable. Run tapes for totals
on both. Run a tape for the sales tax on taxable financial aid. This will be needed later for
cashiering procedures. Returns/exchange paper work is kept together, no tape required, and
attached to the report copies that go to the business office.
Enter totals in the right hand column of the daily report form. These totals should match the
totals in the left hand column. If they do not match you will need to find the problem and resolve
it. When everything matches, sign paperwork.
Repeat procedures for each register that was used for that day.
After all reports are complete they will need to be cashiered in (see cashiering procedures).
Separate paperwork: white copy of daily report form gets stapled to register report paperwork for
each register and the register totals report (RR). All return paperwork is to be attached to the
Administrative Services
Operating Procedures
Procedure
No. PAS- 6.3006
Effective: 12/09/09
Page 2 of 1
Subject: College Store
Book Store Register Reports
business office white copy. Attach journal tape to yellow copy. Pink copy is for the bookstore
files. White and yellow copies of the paperwork go to the business office.
Attach session closeout reconciliation sheet (excel), reconcile/close cashier session sheet (nexus),
the total credit card transaction settlement sheet and the credit card receipts together. Paperwork
needs to be signed by bookkeeper and a second person after checking the work.
This paperwork should be put aside until afternoon trip to business office.
Administrative Services
Operating Procedures
Procedure
No.
Effective: 12/09/09
Page 3 of 3
Subject:
COLLEGE STORE
CHANGE FUNDS
CHANGE FUNDS
College Store
Change fund is $1050.00
Register #2 has $100.00
During busy times, registration and start of classes, register #1is setup with $100.00 from our $1050.00 change fund.
Food Service’s wine service money is also pulled from the Bookstore’s $1050.00 change fund.
The change fund needs to have a good supply of coins. The change fund supplies the bookstore and food service
with change. Food service uses a lot of change daily. Almost daily change has to be picked up from the business
office. Bills will be taken out of the change fund and taken to the business office in exchange for change. The
change fund needs to be counted weekly, run a tape, initial and date.
Food Service
Change fund is $250.00. (Total of $500 with $125.00 start-up for each register).
Change fund is counted and replenished daily. Food service keeps their change fund at food service. They bring
their change fund bag to bookstore bookkeeper for replenishment daily. The bookkeeper replenishes from the
bookstores change fund. Count food service’s fund and take back to food service when you take register drawers
back.
Stamp Fund
$50.00
The stamp box is kept in the bookstore manager’s office in the drawer with the change fund. Bookkeeper is in
charge of purchasing and maintaining the stamp fund. Count stamp fund weekly, run a tape, initial and date.
Maintain a sufficient amount of change. Stamps may not be run through the registers. No checks accepted.
Vending Fund
$50.00
Administrative Services
Operating Procedures
Procedure
No.
Effective: 12/09/09
Page 3 of 3
Subject:
COLLEGE STORE
CHANGE FUNDS
Food service is in charge of vending machine refunds. It will be brought to the bookkeeper daily. Count money and
refund slips. They should equal $50.00. Return refund bag to food service.
Refund Money
About three weeks before the beginning of book sales, process disbursement requests in the amount of $3,000.00.
Attached are examples of the disbursement requests. Requests are made for as many refunds as deemed appropriate.
Fall and Spring - three for each store. Summer - two for each store.
An email is sent to the appropriate personnel for approval and the breakdown of the $3,000. Sample email is
attached.
At the end of each refund day, the cash and paperwork is balanced to $3,000.00. The register used for cash refunds
does no other cash transactions.
At the end of the refund period, all money and paperwork is returned to the business office.
Invoicing
Invoices come in two ways: from mail directly to bookstore and from the business office. Match invoices to
bookstore prism purchase orders. Check quantities and amounts to make sure they match. If there are price
differences notify the person who is in charge of ordering the items. Check purchase order number from list of
blanket purchase orders and write number on the invoice, sign and date for approval to pay. Take to business office.
Credits
Maintain credit spreadsheet and credit files for each fiscal year. There will be three categories: transit, unused and
used. Credit requests are generated through the bookstore’s prism system. Files should be kept of this paperwork.
Credit requests will be considered in transit until credit is received, then they will be moved to the unused column
until the business office uses it. The credit is then moved to the used column. To tell whether a credit has been used
you need to check in Nexus, CM, DI, PO, and 2005 PO#. Page down to find invoice or credit number.
To prepare credits to take to the business office, you will need to match credits with the proper return. When the
return is found check totals and prices, record on spreadsheet, write date and return number on the credit and turn
into business office.
Timesheets
Administrative Services
Operating Procedures
Procedure
No.
Effective: 12/09/09
Page 3 of 3
Subject:
COLLEGE STORE
CHANGE FUNDS
Timesheets will need to be done on the 15th of each month. If the 15th falls on a weekend adjust accordingly.
Bookkeeper is responsible for Niceville Bookstore, FWB Bookstore and Food Service timesheets. The timesheet
template can be found in excel.
Bookstore code 31100000
Food Service
31265100
Have employees sign completed timesheets. Have bookstore manager sign timesheets and then make copies. The
bookstore keeps a copy. The original is taken up to the business office. They need to be turned in by 4:00.
Administrative Services
Operating Procedures
Procedure
No.
Effective: 12/09/09
Page 1 of 6
Subject:
COLLEGE STORE
VENDER PURCHASE ORDERS
VENDOR PURCHASE ORDERS
Bookstore and Food Service
Bookkeeper will create new purchase orders for each fiscal year for the bookstore and food
service. This will need to be done in June for completion by July 1.July 1st is the beginning of the
colleges fiscal year. Information for these purchase orders will come from the bookstore’s
manager and the receiving person. Creating purchase orders will be done in Nexus. CM, DR,
AD, fill in information, and send for approval. Record requisition number. The requisition
number changes to a purchase order number as it goes through the processes. The purchase order
number is needed when ordering items. Maintain purchase order files for the bookstore; food
service will keep files for themselves. Maintain spreadsheet of purchase orders for bookstore and
food service. During the year new purchase orders will have to be created. Make sure to update
your purchase order list. Purchase order lists need to be distributed to bookstore and food service
personnel that place orders. Orders cannot be placed without
BOOKSTORE ANNUAL INVENTORY
Annual Inventory is taken at the end of each fiscal year.
Reports are run from the Inventory Control System.
Each item in the store is counted by a store employee. A second employee verifies the count.
An employee from another department observes the inventory process.
Adjustments are made in the inventory control system.
Write-offs of any obsolete items are done. The Associate Vice President for Administrative
Services reviews write-offs and signs off on document.
Administrative Services
Operating Procedures
Procedure
No.
Effective: 12/09/09
Page 2 of 6
Subject:
COLLEGE STORE
VENDER PURCHASE ORDERS
Reports are generated and given to the Associate Vice President for Administrative Services on
June 30.
The procedures are the same for both stores.
Fort Walton Beach Store Procedures
Receiving books/supplies from Niceville
Open boxes and find transfer sheets.
Check in merchandise, making sure quantities on transfer sheet reflect quantities actually
received
.
Receive transfer into PRISM in order to update inventory.
If discrepancies are present on transfer, call Niceville to resolve.
Make certain scanned merchandise is recognized by our POS system. If not, bar codes
are created.
Merchandise can then go on the sales floor.
Returning books/supplies to Niceville
Gather merchandise requested by Niceville and verify quantities to be returned.
“Clean” merchandise by removing bar codes, stickers and other store related
paraphernalia if the merchandise is being returned to the publisher/vendor.
Create transfer in PRISM by keying in respective quantities of each item.
Administrative Services
Operating Procedures
Procedure
No.
Effective: 12/09/09
Page 3 of 6
Subject:
COLLEGE STORE
VENDER PURCHASE ORDERS
Print two copies of the transfer; one to go to Niceville for receiving, the other for the
FWB store records.
Place the merchandise in boxes with the transfer(s) to be picked up by the courier.
Receiving books from UWF
Open boxes and find transfer sheets.
Check in textbooks, making sure quantities on transfer sheet reflect quantities actually
received.
Enter each different title (new and used) into a created UWF course request for the
current semester. Information for UWF textbooks must be added into “Inventory
Management” in PRISM since we do not have access to the UWF POS system.
Receive transfer into PRISM in order to update inventory.
If discrepancies are present on the transfer, call or e-mail the UWF Bookstore in
Pensacola to resolve.
Create bar codes in PRISM, print them, and affix to textbooks.
Books can then go on the sales floor.
If UWF textbooks are needed at the Niceville campus, the above procedure is followed
before creating a transfer in PRISM for the books to be delivered to Niceville.
Returning books to UWF
“Clean” textbooks by removing OWC bar codes.
Administrative Services
Operating Procedures
Procedure
No.
Effective: 12/09/09
Page 4 of 6
Subject:
COLLEGE STORE
VENDER PURCHASE ORDERS
Using the two-part carbon transfer sheets that were used to receive in UWF textbooks at
the beginning of the semester, indicate how many of each book is being returned.
Separate the two-part carbon transfer sheets: the yellow copy is returned with the
shipment to UWF, the pink copy is kept for FWB store records.
A transfer is created in PRISM for the books being returned to UWF in order to remove
their textbook quantities from our inventory.
Books are boxed up with transfers and returned to UWF in Pensacola via courier.
Daily reports/Deposits:
Print reports of the previous sales day and credit card transactions at the PRISM POS
server.
Count the cash deposit from the register till, making certain there is $100 cash remaining
in the till after the deposit is removed. Make adding machine tape of cash deposit,
broken down by denomination.
Make tape for all checks.
Make tape for combined VISA and MASTERCARD sales slips. Make tape for
DISCOVER sales slips.
Make tape for any A/R sales paperwork (Financial Aid, Refunds, etc.).
Complete a prep report based on the printed REGISTER TOTALS REPORT.
Complete a final report based on the printed REGISTER TOTALS REPORT and sign it.
Have a second party verify the completed report and sign it.
Administrative Services
Operating Procedures
Procedure
No.
Effective: 12/09/09
Page 5 of 6
Subject:
COLLEGE STORE
VENDER PURCHASE ORDERS
Sort paperwork to go to business office including register journal tape, cash deposit,
checks, credit card slips, white and yellow copies of A/R paperwork, as well as copies of
daily report.
The store keeps copies of the daily report, pink copies of A/R paperwork, etc.
Report is taken to the business office for processing.
Opening Store
Turn on the PRISM/POS Server monitor. Select Register at the PRISM POS window.
Select Open Register. Verify the current date and hit enter.
Turn on registers.
Log on to PRISM on office computers. Run a Price Change Report.
Open safe and retrieve money/paperwork from previous sales day.
Process daily report as explained above in DAILY REPORTS/DEPOSITS.
Restock sales floor as needed.
Vacuum as needed.
Turn on lights and open store.
Closing Store
Lock doors.
Administrative Services
Operating Procedures
Procedure
No.
Effective: 12/09/09
Page 6 of 6
Subject:
COLLEGE STORE
VENDER PURCHASE ORDERS
Process any remaining newspapers.
Run a Register Total report at the register for end of day.
Remove journal tape from register for current day’s sales.
Gather and sort checks, A/R paperwork, credit card slips and till from register.
Exit out of register and power down.
Go to PRISM/POS Server and close registers for current day.
Lock up checks, A/R paperwork, credit card slips and register till in safe.
Log off PRISM and turn off monitors on PC’s.
Restock drinks and snacks.
Lock office door, turn off lights.
Change Funds/Stamp Funds
$100 on hand for change fund.
Total for combined stamps on hand and change is $50.
ADMINISTRATIVE SERVICES
Procedure
No PAS-6.4003
OPERATING PROCEDURES
Effective: 12/09/09
Page 1 OF 1
SUBJECT: GRAPHIC SERVICES
1. During the last five working days of the month, Graphic Services closed for
inventory.
2. All billing of materials is completed on the last working day prior to the week of
inventory.
3. A printing of the screen “Search by product Code” is completed to begin verification
of stock.
4. Each inventory item is then counted once, then re-counted by another employee for
accuracy. If after two counts are done and quantity is different, a third count is
necessary.
5. Once all items are counted, we then input an ad/loss quantity into the mainframe
under “Restock Inventory Items” and “Maintain Inventory”.
Administrative Services
Operating Procedures
Procedure
No.
PAS-6.5001
Revised: 12/09/09
Page 1 of 2
Subject: FOOD SERVICE OPERATING PROCEDURES
1.
Staff arrives at 6 a.m. to begin preparing food.
2.
Breakfast service begins at 7:15 a.m.
3.
Food service decides on lunch menu and prepares food.
4.
Hot food line is set up at 10:45 a.m.
5.
Blanket purchase orders are issued to vendors. Orders are placed by the
Food Service Manager as needed.
6.
Soft drinks are ordered Monday mornings from Coca Cola sales rep.
7.
Other food items are ordered from appropriate vender as needed. Orders
are placed by the Food Service Manager or Food Service Supervisor.
8.
Orders are received and checked by food service staff. Items are counted
And paper work is signed.
9.
Paper work goes to the Food Service Manager who places appropriate
information on invoice. Invoice goes to the bookkeeper and then to
accounts payable.
10.
Invoices are checked and taken to the Business Office for payment.
11.
Bills for services are prepared and taken to the Business Office for billing
to the appropriate customer.
12.
Annual inventory is conducted at the end of the fiscal year (June 30).
Food Service staff participates in the inventory process. College
personnel from another department observe the inventory process.
13.
Inventory is taken as close to the last day of the fiscal year as possible.
Administrative Services
Operating Procedures
Procedure
No.
PAS-6.5001
Revised: 12/09/09
Page 2 of 2
Subject: FOOD SERVICE OPERATING PROCEDURES
14.
Inventory sheets are run(inventory sheets are prepared on a
spreadsheet)
15.
Food Service Manager, along with other food service workers, counts
all items in stock. Someone from another department observes
inventory process.
16.
Inventory spread sheets are updated with appropriate quantities and
costs.
17.
Inventory is sent to the Vice President of Business Services Office on
June 30.
Administrative Services
Operating Procedures
Procedure
No.
PAS-6.5002
REVISED: 12/09/09
Page 1 of 2
Subject: FOOD SERVICE CASH HANDLING PROCEDURES
OPENING PROCEDURES FOR FOOD SERVICE:
1. Cashiers count their drawer prior to beginning the day’s business.
2. Cashier opens sales day at POS Admin Server located in the manager’s
office.
3. Cashier removes money from safe.
4. Registers are turned on.
5. $125.00 change fund is counted and placed in registers.
6. Change fund is placed in locked drawer at the register.
7. Change is made from change fund as needed throughout the sales day.
DAILY CASHERING PROCEDURES FOR FOOD SERVICE:
1. Cashier logs in with login name and password.
2. Using bar codes in notebook, cashier scans item(s).
3. Cashier totals sales.
4. Cashier collects cash, check, or credit card. Credit card is swiped at
register and signed copy is placed in register drawer.
5. If credit card sale, customer is given a copy of receipt.
6. If no customers, cashier logs out of register.
Administrative Services
Operating Procedures
Procedure
No.
PAS-6.5002
REVISED: 12/09/09
Page 2 of 2
Subject: FOOD SERVICE CASH HANDLING PROCEDURES
OTHER DUTIES OF CASHIER:
1. Stock soda machine, paper products, ice cream.
2. Keep food area neat and clean
CLOSING PROCEDURES FOR FOOD SERVICE:
1. At the end of the business day, each cashier prints two register reports,
removes journal tape and money. Cashier secures the register.
2. Registers are shut down.
3. Cashiers count down their drawer and remove their beginning balance.
4. Sales day is closed at POS Admin Server.
5. Sales and credit card settlement reports are printed.
6. Food Service staff prepares the daily report and makes deposit in the
business office. Another food service staff member verifies daily reports.
7. Cash, credit card receipts, register reports, journal tapes are brought to
bookkeeper.
8. Bookkeeper processes daily report (see Daily Report Procedures).
9. In case of power failure, cashiers remain with their register until the power
is restored or until Food Service is closed.
Administrative Services
Operating Procedures
Procedure
No. PAS-6.5003
Effective: 12/09/09
Page 1 of 1
Subject: CONCESSION OPERATING PROCEDURES
PURPOSE: TO ESTABLISH PROCEDURES FOR CONCESSIONS:
1. The Food Service Receiving Clerk and or Manager will stock all
concession stands and establish a beginning inventory.
2. The Concession Manager will check out a change fund from Business
Office or Food Service Manager.
3. Concession Manager will supervise the workers from the organization and
each will sign cash receipts report.
4. At the closing of concession the Concession Manager and one
representative from the organization and each will sign cash receipts
report.
5. Concession Manager will take an ending inventory of all items and
inventory to establish quantities sold.
6. Concession Manager will turn in cash to the Food Service Manager or
Food Service cashier for verification and turn in to the Business Office
along with daily receipts.
7. Receiving Clerk or Food Service Manager will confirm ending inventory
and extend amounts sold to confirm cash sales.
8. Receiving Clerk will restock concession and establish new beginning
inventory.
Administrative Services
Operating Procedures
Procedure
No. 6.5004
Effective: 12/09/09
Page 1 of 1
Subject: VENDING AGREEMENT
PURPOSE: TO ESTABLISH VENDING AGREEMENT WITH UWF
1.
UWF is paid a percentage of the vending commission collected at
the FWB campus. At the present time the split is 70/30, with UWF
receiving 30%.
2.
The commission is paid in January and July for the previous sixmonth period. The commission split is revaluated every year for
the appropriate split depending on enrollment of OWC and UWF
students at the FWB campus.
3.
The commission is determined by reports received from Coca-Cola
and R&R Vending. A spreadsheet is prepared to determine UWF’s
split of the commission.
4.
A disbursement request is processed. A copy of the spreadsheet is
sent to the Comptroller’s office as backup to the disbursement
request.
Administrative Services
Operating Procedures
Procedure
No. PAS-6.1019
Effective: 12/09/09
Page 1 of 1
Subject: GRATUITIES
Gratuities and Proceeds from Sales
No person on the payroll of the College shall accept a gratuity of any value or any
proceeds from any merchandise sold on campus or on College time.
No proceeds shall accrue to any College employee or member of his/her family from the
sale to college personnel or students of any commodity required in fulfillment of their
employment or scholastic obligations.
Acceptance of gratuities or proceeds – referenced above – shall, upon substantiation, be
basis for termination of employment and the termination of any business relationship
with such person, agency or organization that may be involved.
Board Policy #6Hx17-5.17