PPAZ Daily Closing Procedure
Purpose
This document is to provide instructions on how to conduct the daily closing procedure and deposit that is
required at the end of each business day. Any exceptions to this this policy must be authorized by the Central
Finance Department Manager.
Responsible Person(s):
MFOA or assigned HCA or CM/designee
Guidelines:
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All cash collections will be reconciled before the beginning of next business day cycle.
Two signatures are required for the daily closing; one from the assigned HCA or MFOA, and a second
signature verifying amount by the Center Manager or Center Manager designee.
Each cash drawer used during a business day must be reconciled individually.
Safe drops for the funds collected will be made daily and will be documented on daily activity
summary.
All funds held overnight in the health center must be dropped and stored in safe deposit/locker.
Document/Forms Needed:
All forms are located on the shared drive.
Procedure:
1. At the designated time the MFOA or assigned HCA will remove the cash drawer and conduct the
following tasks:
a. Close Credit Card Batch and print credit card batch report. (Health centers should not process
new credit card transactions until the batch settlement process is complete).
b. Using calculator, add all the credit cards receipt and tally the total with the credit card batch
report.
c. Reconcile and Post the payment batch in NextGen.
d. Complete Daily Activity Summary and Daily Inventory Usage Report.
e. Drop the funds in the safe and verify the drop envelope is not visible or accessible.
2. Compile all necessary documents for Center Manager’s review. Structure the document in the following
order from top down:
a. Daily Activity Summary Closing Worksheet
b. NextGen Batch Report
c. Credit Card Batch Report
d. Daily Inventory Usage Summary Report
e. NextGen Inventory Usage Report (NextGen Report)
f. Credit Card signed receipts
g. Fee Ticket
Daily Closing Reconciliation by Manager Duties
Responsibility
Center Manager / Center Manager Designee
Action
1. Review prior days Daily Activity Summary
2. Verify NextGen batch must be closed and reconciled on daily basis.
3. Individually count and total the cash and checks and tally to the Daily Activity Summary Worksheet
4. Investigate and resolve any overage/shortage issues.
a. Document overage and shortage using Over/Short Procedure
b. Notify Finance Assistant of any discrepancies
5. Prepare Bank Deposit (see Bank Deposit Procedure)
6. All deposits must be made no later than the following business day. If you are unable to make the
deposit the Finance Assistant must be notified.
7. Health center using armored service must prepare Bank Deposit.
a. Anytime the scheduled armored service does not show, or staff is unable to access safe
they must notify Center Manager or Center Manager Designee to notify Finance
Department Manager or Finance Assistant of the no deposit or a missed service pick up.
8. Update Center Deposit Sheet
a. The center manager is responsible for updating the deposit sheet on a weekly in their
respective health center folders.
9. Review all fee tickets
a. Ensure all fee tickets have been accounted for accurately in the DAS report.
b. Tally NextGen report with DAS report and DIU report.