Cash Office Manual
Created By: Angela Beebe
Kroger 585
Table of Contents
iii
Table of Contents
Table of Contents ...................................................................................................................................... iii
Introduction.................................................................................................................................................. v
Opening the cash office............................................................................................................................. 3
Opening the cash office......................................................................................................................... 3
Printing Reports ...................................................................................................................................... 3
Organizing Reports ................................................................................................................................ 6
Cash Procedures...................................................................................................................................... 11
Counting the safe ................................................................................................................................. 11
Entering the Lottery Money on Cash In ............................................................................................ 11
Loaning Special Order funds .............................................................................................................. 12
Balancing Tills ....................................................................................................................................... 12
Performing a daily close in Veribalance and ACE .............................................................................. 19
Daily Close in Veribalance .................................................................................................................. 19
Daily Close and Checking Lines in ACE........................................................................................... 20
Index............................................................................................................................................................ 25
Introduction
v
Introduction
This manual will can be used as a reference guide when you forget something or when you are training a
new associate. The manual will be a great tool to make copies of for new incoming bookkeepers; they can
make side notes on their own personal copy that they can take home and study. Some abbreviations you
will see through this manual are…








TCO: The Cash Organizer; an organizing system to help you complete the cash office in
an organized manner.
Triple D: Armor car money delivery truck.
Jetscan: Money counting machine.
BK: Stands for bookkeeper.
V.B: Veribalance; one of the computer systems in the cash office, computer system you
balance, pickup, and loan registers on.
Ace: Second computer system used in the cash office, used to print reports, check and
correct lines.
F.E: Front-end
BK: Bookkeeper
TCO and Jetscan
Printing and
Organizing Reports
Chapter 1
Opening the cash office
Opening the cash office
Opening the cash office in the mornings is simple, there is a lot of information and at first you will feel
overwhelmed. There is no need to worry once you get the hang of it you will feel it is repetitive and find
yourself completing the task with no help from the manual, except for as a quick reference guide.
Printing Reports
After you have opened the left side of the safe call for the overnight manager to come and open the right
side of the safe, once the safe is open keep both sides on day lock. Once you have the save open print
your daily reports.
Office Cash Report
1.
2.
3.
4.
5.
Log into ACE
Click Reports
Click Accounting
Click Office Cash Report
Click print
Sales by Terminal Report
1.
2.
3.
4.
Stay in Reports on ACE
Click Sales Reports
Click Sales by Terminal
Click Print
Listing and Log Report also known as banking packet
1.
2.
3.
4.
5.
Stay in Reports on ACE
Click Listing and Log Reports
Click Tender Listing Report
Make sure number 3 (checks) is selected
Click Print
Lottery Reports
Inventory Report
1. Go to the self-service lottery machine
2. Open the door
3. Type in pin and password
a. Pin:123456
b. Password:1234
4. Hit Local Reports
5. Hit Inventory Reports
3
4
Cash Office Manual
6. Hit Print
7. Hit Home (In the left top corner of the screen)
Shift Report
1. Hit Shift Report
2. Hit Clear (Report will print automatically)
3. Hit Home
Week to Date Report (Sales Report)
1.
2.
3.
4.
5.
Hit Draw Game Report
Hit Daily Sales
Hit Week to Date
Hit Retailer
Hit Print
Figure 1.1
Lottery Sign on Report (Lottery machine behind the service center)
1. Sign onto the lottery machine
a. Pin: 49396200
b. Pass: 09315
2. Report prints automatically
3. Place the report in the correct drawer labeled by months next to the lottery machine
Western Union sales report
1.
2.
3.
4.
5.
6.
7.
8.
Log in to the Western Union Computer
Click Other Services
Hit F9 (Transaction Log)
Enter Correct date (Yesterday’s date)
Click Search
Click Printable
Right Click, Click print
Make sure Citizen printer is selected, Click print
Staple the western Union report to the Western Union forms filled out by customers in the previous day
located in the F.E drawer.
Daily Money Order Report
1.
2.
3.
4.
5.
6.
7.
Tear a piece of computer paper in half against the long edge
Insert one of the pieces of paper long way into the Money Order Machine
Hit Report
Hit #1 (Money Order)
Hit #1 (Close Report)
Enter your user ID
Hit Enter
Chapter 1
5
Weekly total Money Order Report
1.
2.
3.
4.
5.
6.
7.
8.
Flip paper over and reinsert paper in the Money Order Machine
Hit Report
Hit #1 (Money Order)
1. Monday
Hit # 4 (History Report)
2. Tuesday
Hit #2 (Print)
3. Wednesday
Enter your user ID
4. Thursday
Hit Enter
5. Friday
6. Saturday
Hit # of days in the week so far
7. Sunday
a. For example use figure 1.2 if it
Monday you would hit #1…
9. Hit Enter
Figure 1.2
Daily Western Union Utility Reports (Use Money Order Machine)
1.
2.
3.
4.
5.
6.
Insert the other half of the paper your tore in half
Hit Report
Hit #2 (Utility Report)
Hit #1 (Close Report)
Enter your User ID
Hit Enter
Weekly Western Union Utility Reports
1.
2.
3.
4.
5.
6.
7.
8.
9.
Flip paper over and reinsert paper in the Money Order Machine
Hit Report
Hit #2 (Utility Report)
Hit #4 (History Report)
Hit #2 (Print)
Enter User ID
Hit Enter
Hit # of days in the week so far (refer to figure 1.1)
Hit Enter
Coinstar Report
1.
2.
3.
4.
5.
Insert and turn the Coinstar key in the Coinstar Machine (key is located in BK drawer)
Hit Partner
Hit English
Hit #2 (Daily Detail Report)
Hit Print
Reports that Print Automatically


Sales Department Totals
Miscellaneous Transactions Recap
6
Cash Office Manual




Manager Audit Trial Report
31 Day file Reports
o Hand Ring Report
o Negative Sales Report
o Refund Report
o Void Report
o Transaction Log –Voided Transactions
o Item Void Exception Report
o Suspend Retrieve Report
o Price Adjustment Report
o Miscellaneous Accounts by Terminal
o Audit Action Report
SAF Report
Fidelity Bill Payment Report (found on the Fidelity Machine in the Service Center)
Organizing Reports
Some reports you will have to print manual and some will print automatically and will be waiting on the
printer when you arrive. A couple of things to look for if the reports are not waiting for you on the printer:
is the printer jammed, is a register signed on still in the middle of a transaction, is it after 1:30 am, if none
of these are wrong contact the help desk at 1 800. Once you have all of your reports you will need to
organize them. You will have four separate packets.
Sales and cash Packet
 Miscellaneous Transactions Recap
 Manager Audit Trial Report
 Office Cash Report
Use the Office Cash Report to make sure the pickup amount matches the deposit amount made the
previous night. Set aside you will add more reports to this packet later in the day after you balance all the
tills, and deposit any extra funds.
31 Day File
All repots in the 31 day file are automatically printed for you; these reports need to be stapled together in
this order. This packet is how you monitor losses and can search for theft or untrained cashiers. You need
to make a copy of the Hand Ring Report and give it to your front-end manager along with the Sales and
Cash Report and the daily breakdown. Also you need to email the amount of hand rings to your district
trainer along with the cash office daily break down amounts.
 Hand Ring Report
 Negative Sales Report
 Refund Report
Chapter 1



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
7
Void Report
Transaction Log- Voided Transaction Report
Item Void Exception Report
Suspend Retrieve Report
Price Adjustment Report
Miscellaneous Account by Terminal Report
Audit Action Report
Banking Packet

Tender Listing Report
Staple pages together and set aside. Later you will staple
reports from V.B when you carry forward along with the
yellow carbon copy cash and check deposit slips.
SCO Utilization Packet

Sales by Terminal Report
Banking Packet
Figure 1.3
Figure 1.3
Staple the pages together and put aside and you will give this packet to your front-end manager along
with a copy of the Hand Rings Report, and the daily cash office breakdown.
Sales Report
Punch holes in the Sales Department Totals Report and place it in the sales binder behind the correct tab
labeled by periods.
Reports you will use to check lines on the Sales and Cash Report







Lottery Reports
Fidelity Report
Western Union Reports
Money Order Reports
Western Union Utility Reports
Coinstar Report
Banking Packet (This is its on packet but you will use it to check your cash and check deposit
lines)
Set all of these reports aside and you will use them later to check lines when you print your Sales
and Cash repot after you perform a daily close in V.B.
Cash Procedures
Chapter 2
11
Cash Procedures
In this chapter you will learn the importance of counting the safe before you start balancing tills and after
you are finished balancing the tills. You will also learn different tills setups and the three different types
of balancing you will perform between front end tills, SCO, and the perimeter tills, along with loaning
procedures.
Counting the safe
Counting the safe is also known as taking the safe inventory. Taking the inventory is an important step
that should be completed before you loan any money out of the cash office or bring any money into the
cash office. Open and verify yesterday’s change order if the funds do not match the pink Wells Fargo
change sheet notify Division Accounting immediately (713) 507-6032. Once you have verified the change
order staple the cash in report and pink Wells Fargo change sheet onto the change order log. Place the
funds you will use to prepare your tills and the coin trays and postage stamps on the TCO. You will have
to print the inventory report off of Veribalance.
1. Log into Veribalance
2. Click Safe Mgmt
3. Click Print (Bottom right corner)
Save the inventory slip on the clipboard located on the wall so you do not misplace the slip. If the
inventory does not match make sure the change order was entered into Veribalance yesterday, if the
change order was not entered yesterday go ahead and enter the change order.
1.
2.
3.
4.
5.
6.
7.
Click Safe Mgmt
Click Cash In
Click Armor Car Delivery
Enter by Denomination
Click ** (to Finalize)
Click Previous
Click Apply
Entering the Lottery Money on Cash In
When you print the lottery reports collect the lottery funds that are located in the cash box in the lottery
machine. Enter the money in VB then use the lottery shift report to separate the scratch of lottery ticket
funds and the print off lottery ticket funds so you can input the information on the correct line in the ACE
computer system.
Entering Lottery Money in VB
1.
2.
3.
4.
5.
6.
Click Safe Mgmt
Click Cash In
Arrow Down to select In-Store Cash, Hit enter
Process money through the Jetscan
Lift the money and click ** (to finalize)
Click Previous
12
Cash Office Manual
Add scratch off
7. Click DON’T SEND
tickets to get
8. Place one of the Cash in
line 752.
Reports in the inventory slot on
the TCO and the other Cash in Report with the lottery
reports you printed earlier
9. Deposit Funds
Depositing Lottery Funds
Add printed lottery
tickets to get line
1. Click Deposit (Still in
804.
Safe Mgmt)
2. Process Lottery Money
through the Jetscan
3. Click ** (to finalize)
4. List the Deposit on the Deposit slip and drop the money
into the safe
Entering Lottery Money into ACE (Figure 2.1)
1.
2.
3.
4.
5.
6.
7.
Click Accounting
Click Transactions
Click Previous
Arrow down to Lottery #2
Type in dollar amount of printed tickets on line 804
Arrow down to Reserved #36
Type in dollar amount of scratch off tickets on line 752
Figure 2.1
Loaning Special Order funds
Special order funds are self check out funds. SCO funds are delivered on Tuesday and Saturday so you
can refill SCO on Wednesday and Sunday. After you count the safe you can loan your special order funds
to register 81, 82, 83, and 84 these are your SCO registers.
1.
2.
3.
4.
5.
Click Loan on the home screen of V.B
Enter 81
Enter amounts by denomination
Click ** (to Finalize)
Repeat steps 1-4 for robots 82, 83, and 84
Balancing Tills
There are three groups of tills that you will balance; each group has its own procedures in order to balance
the till. The three groups SCO which is one station but has four separate robots and its own till which is
connected to robot 81, the perimeter tills which is your non frontend tills pharmacy has two tills and the
deli has one. The next group of tills is your frontend tills these include all of your tills on the frontend
including service center.
Chapter 2
13
Balancing SCO
1. Collect Coinstar slips, and
Checks, from the SCO till
2. Divide the Checks, and
Coinstar Slips, by each
robot
3. Place the Coinstar on the
TCO with the Coinstar
report
4. Click on Balance Till
5. Enter #81
6. Select the highest yellow
record available and hit
enter
7. Click Auto Balance
8. Process any excess fund
through the Jetscan
9. Arrow right and process
the checks
10. Arrow up to the SCO line
11. If the amount in the bottom right corner is red enter amount
as a positive, if the amount is yellow enter the amount as a
negative
12. Verify the bottom right is green then click ** (To finalize)
13. Repeat the steps for robots 82-84
VB Home screen, you will use VB to
perform loans, pickups, and to balance
tills. Figure 2.2
Balancing Perimeter Tills
1.
2.
3.
4.
5.
6.
7.
8.
Grab the money bags labeled 65, 300, and 40 out of the save
Click on Balance Till
Enter #65
Select the highest yellow record and Hit enter
Process any funds that are in the bag if any
Arrow to the right and process the checks
Arrow to the Perimeter line
If the amount in the bottom right corner is red enter amount as a positive, if the amount is yellow
enter the amount as a negative
9. Click ** (to Finalize)
10. Repeat steps 1-9 to complete register 300, and 40
Printing the perimeter Reports
1. Click Safe Mgmt
14
Cash Office Manual
2.
3.
4.
5.
Click Cash Reports (Bottom right corner)
Click Transaction Report
Find Each Perimeter till
Click Print
Loaning the Perimeter Amount to Each Perimeter Till
1.
2.
3.
4.
5.
Click Loan
Enter #65
Arrow to Perimeter and enter the perimeter amount from the balance report
Click ** (to finalize)
Repeat steps 1-4 for terminal 300 and 65
Balancing the Frontend Tills
Front end tills consist of register 6-14 and the service center tills 30 and 31. The frontend tills have a set
amount of funds that are saved in Veribalance so you will only have to loan any extra funds you want the
tills to have you do not have to loan the amounts listed below these amounts are saved in the computer.
The Till Setups
Registers 6-14
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
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

1’s: $100 (Rubber band a strap of $50)
5’S: $200
10’S: $200
Pennies: 2 Rolls
Nickels: 1Roll
Dimes:1 Roll
Quarters: 2 Rolls
Stamps: 5Books
1.
2.
3.
4.
5.
6.
7.
Click Balance in V.B
Enter Terminal #
Select the highest yellow record and hit enter
Arrow to the right and process checks
Run cash through the Jetscan
Type rolled coins into the computer
Click **( To Finalize)
Registers 30 and 31









1’s: $200 (Runner band a strap of $100)
5’s: $200
10’s: $200
20’s: $500
Pennies: 3 Rolls
Nickels 2 Rolls
Dimes: 3 Rolls
Quarters: 3 Rolls
Stamps: 10 Books
You have to loan register 7 and 8 extra rolled coins every day in order to fill the changers, and on the
weekends and holidays you can loan extra funds to the registers that are used the most.
Correcting a Check in the Middle of a Till Balance

Adjust a check/Add a check
o Type in the amount
Chapter 2
15
o
o
o
Hit enter
Enter the amount the cashier tendered wrong (If not entered type 0.00)
Hit enter
Loaning Registers
1.
2.
3.
4.
5.
Click Loan in V.B
Enter Terminal #
Type the rolled coins into V.B
Run cash through the Jetscan
Click ** (To Finalize)
Correcting a Till after you have Finalized
1.
2.
3.
4.
5.
6.
7.
8.
9.
Click Safe Mgmt
Click Cash Reports
Click Transactions Reports
Find the terminal you are correcting
Click Correction
Complete steps 1-5
Arrow down to the cash line you are correcting
To decrease, enter the amount as a minus
To increase, enter the rolls or run the cash through the Jetscan
After you balance all of the tills deposit extra funds and put away any extra funds you need to keep for
tomorrow.
Depositing Money
1.
2.
3.
4.
5.
Click Safe Mgmt
Click on Deposit
Process the Money through the Jetscan
Write the deposit amount on the deposit slip
Drop money into the safe
After you deposit the extra funds recount the safe to ensure you made no mistakes whiling handling the
cash throughout the day.
Counting the safe
1.
2.
3.
4.
Click Safe Mgmt
Click Print (Right bottom Corner)
Count the safe
Keep the Inventory Report so you can input the inventory after you perform a daily close in VB
If the Inventory does not match something to look for is did you forget to loan a register in VB when you
gave it extra funds. If so just loan the money you gave the register and recount the safe.
Performing a Close
in VB and in ACE
After you input the
safe inventory this
will turn black and
you can hit Carry
Forward.
Daily Breakdown
Chapter. 3
19
Performing a daily close in Veribalance and ACE
After you are finished balancing and depositing all of the money from the morning it is time to move on
to the paperwork side of things and perform daily closes and check yesterday’s lines. In this section you
will be getting the armor car book ready, checking lines from yesterday in order to make sure no mistakes
were made in the previous day, and also you will be carrying forward in both VB and in ACE.
Daily Close in Veribalance
Once you perform a daily close in VB you will have to separate the reports that print automatically and
then get the armor car book and deposit bags ready for Triple D. Once you organize the reports you will
have to input the safe inventory into VB.
Performing Daily Close in VB
1.
2.
3.
4.
5.
Click Close
Verify all the tills are balanced if there are any unbalanced escape and balance tills
Click Daily Close
Click Previous
Click Apply
Organizing Close Reports
Kroger Cash Report (2)


Place 1 with pink deposit slips in the 20’s slot on the TCO
Place 1 in the cash deposit bag with the white deposit slip
Kroger Deposit Totals (1)

Place with pink deposit slips in the 20’s slot on the TCO
Kroger Checks (2)


Place 1 with the yellow deposit slips in the stapler slot on the TCO
Place 1 with the checks in the checks slot on the TCO
Kroger Checks Deposit (2)


Place 1 with the yellow deposit slips in the stapler slots on the TCO
Place 1 with the checks in the checks slot on the TCO
Kroger Deposit Totals (1)

Place with yellow deposit slips in the stapler slot on the TCO
20
Cash Office Manual
Kroger Cash Deposit (2)


Place 1 with the pink deposit slips in the 20’s slot on the TCO
Throw 1 away
Kroger Cash In Total (1)

Place in the Inventory Slot
After you have prepared for armor car you will continue organizing reports by stapling the reports in the
stapler slot on the TCO to the banking packet, stapling the reports in the 20’s slot to the armor car book
after Triple D leaves.
Preparing Armor Car
1. Fill out armor car book
2. Fill out armor car deposit bags
3. Place checks in the check deposit bag and seal the bag
Entering Safe Inventory into VB
1.
2.
3.
4.
Click Safe Mgmt
Click Inventory
Enter amounts for each denomination
Click ** (To Finalize)
Daily Close and Checking Lines in ACE
After inputting the safe inventory in VB you will move over to the ACE computer system and enter line
201 from VB into ACE so you can check lines to check for mistakes from the previous day. Once you
have checked and corrected lines you will perform a daily close and carry forward in both ACE and VB.
Entering Line 201 into ACE (Refer to Figure 3.1)
1.
2.
3.
4.
5.
6.
7.
8.
9.
Sign into ACE
Click User Procedures
Click Sales and Cash
Type #6, Hit Enter
Input Line 201 from VB Safe Mgmt Screen, Hit Enter
Hit F10
Type #4, Hit Enter
Hit N, Hit Enter
Sales and cash report will print; use this report to check lines.
Chapter. 3
Printing Till Shortage Report/ Daily
Breakdown
1.
2.
3.
4.
5.
21
Enter 001 Total Cash as your line 201 into ACE.
Figure 3.1
Click Accounting
Hit F9 (Previous)
Hit Close
Hit F5 (Auto Reconciliation)
Hit Print Screen
You will write information that management needs to know on this report, for instance till shortage
amount, cash office over/short amount, and BK over short amount. Once you write these amounts you
will make four copies and place a copy on all members of management’s clipboard located in the main
office
Checking Lines
Use the reports you printed earlier from the Service Center to check your lines. Some lines that are used
frequently and you will check daily are;




800 M.O. Sales
801 M.O. Fees
803 Money Transfer (Western Union)
804 Online Lottery Sales




807: INS Lottery Activated
835 WU Utility Pm
836 Fidelity Express Payments
897 Armor Car Bank Change
22
Cash Office Manual

201 Cash On Hand (You entered this
amount from VB)
 204 Postage Stamp On Hand
 207 Lottery On Hand
 212 Pay Advances
 230 Total Lines 200-229 (You will use
this lines dollar amount to carry forward
in ACE)
Correcting Lines
1.
2.
3.
4.
5.
6.







900 Cash Deposit
901 Check Deposit
930 WU Checkless Payout
936 Online Lottery Win
982 Miscellaneous Expense Tot
939 Coinstar Redemption
106 Cash over ()/ Short (-)
Hit Accounting
Hit Transactions
Hit Miscellaneous
Hit Previous
Select the correct line and change it accordingly
Reprint sales and cash report
Performing a Store Close/ Carrying Forward
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
Switch back to VB
Click Carry Forward (In safe Mgmt)
Switch back to ACE
Click Accounting
Click F9 (Previous)
Click F5 (Auto Reconciliations)
Click All Accounts
Click Ok, Ok
Hit Esc
Click Transactions
Click Count Tender
Type in line 230 from Sales and Cash Report
Hit Reconcile
Click Ok
Click Carry Forward
Click Ok, Ok
Once you are finished carrying forward get the reports that printed and staple it together with the Sales
and Cash Report, Office Cash Report, Miscellaneous Transaction Recap, and Manager Audit Report.
Also staple all of the reports left on the TCO to the front page of the Sales and Cash Packet. Place the
Sales and Cash packet into the correct month’s box on top of the safe labeled Sales and Cash Packet.
Once you are finished with Sales and Cash Packet file away all the reports you used to check lines in to
the correct file in the weekly filing cabinet. Write the till and BK shortage/overage on the dry erase board,
and the cash office shortage/overage on the over/short chart on the door. Check the 31 day file to look for
anything suspicious and get a member of management to sign it, and then file it in the correct day of the
month in the 31 day file filing cabinet.
Chapter 3
Dry erase board you write daily till shortages, and
daily BK shortages on. Figure 3.2
23
Over/short chart write daily overages or shortages
on if in the yellow or red get a member of
management to initial. Figure 3.3
Index
25
Index
ACE, 3, 11, 12, 17, 19, 20, 22
Balancing, 12, 13, 14
Carry Forward, 22
Cash, 1, iii, v, 3, 6, 7, 9, 11, 12, 14, 15, 19, 20, 22
Check, v, 7, 12, 15, 19, 20, 21, 23
Coinstar, 5, 7, 13, 22
Daily Close, 19, 20
Deposit, 12, 15, 19, 20, 22
Fidelity, 6, 7, 22
Inventory, 3, 16, 20
Jetscan, v, 11, 12, 13, 14, 15
Kroger, 1, 19, 20
Loaning, 12, 14, 15
Lottery, 3, 4, 7, 11, 12, 21, 22
Money Order, 4, 5, 7
Reports, 7, 3, 5, 6, 7, 14, 15, 19
Safe Inventory, 20
Safe Mgmt, 11, 12, 14, 15, 20
Sales and cash, 6, 20
SCO, 7, 11, 12, 13
Till, 13, 14, 15, 21
VB, 11, 16, 17, 19, 20, 22
Veribalance, v, 11, 14, 19
Western Union, 4, 5, 7, 21