(For Beer/Popcorn Portable Cash, go to the very last page, it is different)
Opening Tasks in the Cash Room
- Give the Group Leader the Inventory Sheet and the Calculator (if it’s in there) from the Red Folder.
- Take Red Folder to Cash Room.
- Give Driver’s License (it will be returned to you at end of night by cashroom policeman after validated turn in) and show Red Folder to Cashier.
- Sign for Cash Bag.
- Verify that a Thermometer is in the Cash Bag.
- If a Calculator wasn’t provided in the Red Folder, make sure it’s in the Cash Bag.
- Take note of the times of the Change Run and Cash Pick-up printed on the Event Sheet (typically at the top on the back of the sheet) in the Red Folder. Verify that there is a Cash Slip for each Cash Pick-Up, plus an additional Cash Slip for the Final Closing.
- Verify appropriate amount of cash in Cash Bag before leaving Cash Room.
NOTE: The Cash Bag will have a label inside telling you the amount that should be in there. Typically it is $800 ($5 – 4 bundles of $100 each, $1 – 3 bundles of $100 each, 10 rolls of Quarters which are $10 each).
- Make sure you have extra rubberbands, quarter rolls, and loose-change pouches, if not, get them from the bank.
- If there is a discrepancy, notify the Cashier; otherwise, proceed to Concession Stand.
Note: Verifying the amount of Cash in the Cash Bag is critical! By signing for the Cash Bag and leaving the Cash Room, you are making BWSC responsible for the amount of Cash the Sommet Center says is in the bag. Make sure they are right!!!
Opening Tasks in the Concession Stand
- Return Red Folder to Group Leader.
- Divide all the Cash across the Cash Registers that will be open. Never leave any Cash in the Cash Bag! The only place the cash is safe is in the cash drawers!
NOTE: Frequently the keys won’t open the Cash Registers. If that is the case, find the floor Supervisor; the 'juice' option was disabled in Spring 2009.
- Once the money is split evenly across the drawers, put any remaining money in the drawer you will use, as extra-money for when things get low during doors/intermission. Usually
$5s run short first, then $1s, then quarters, unless you have a small stand that sells a lot of an X.25 priced item, then you’ll go through more quarters than normal. - Next verify all of the prices on the overhead sales board match the prices on the register, if not, talk to a supervisor.
- Make sure all CreditCard machine tapes are not low (pink edge), swap if needed.
- Always store the empty Cash Bag in the cabinet below the sink. Never leave it out in the open (even though it should be empty at this point).
- Since you are the one who signed for the Cash, I suggest that you keep the keys in your possession until all Cash has been returned to the Cash Room.
- Make sure a BWSC volunteer is on the front line at all times to keep an eye on the cash drawers. Never leave Sommet hourly staff on the front line alone. They are not to have access to the cash drawers under any circumstances. Thefts do occur if money isn't secure!
Change Run
- Approximately 15-20 minutes prior to the scheduled Change Run, check all the Cash Registers to see if they are running low on $5s, $1s or Quarters.
- If needed, take out enough cash in $20s (or bigger bills preferably if you have them) to
purchase Change. Keep in your pocket until the Change Runners come around to your stand. Do not lay this cash down anywhere, even in the Cash Box. - If needed, purchase Change from Change Runner and distribute to the Cash Registers.
Cash Pick-Up
1. It’s very helpful if you have a Watch with a Timer for this. They get very upset if you don’t have your Cash Pick-Up ready when they arrive to get it!
2. Approximately 15-20 minutes prior to the scheduled Cash Pick-Up, pull all the large bills
($20s and higher) from all of the Cash Registers. (Supposedly they have adjusted the cash pick-up times to now allow you to wait until after the 1st intermission before pulling the money).
NOTE: Leave two $20s in each Cash Register in case you have a customer pay with a $100 right after your Cash Pick-up. You could then pull all those $20s to make change.
3. Turn all bills face up and facing the same direction.4. Fill out the Cash Slip as follows:
a. Write “Brentwood Soccer Club” on the Group Name line.
b. Write the Concession Stand # on the Stand # line.
c. Write the Date on the Date line.
d. Write the total $ value of all $100s, $50s and $20s in the appropriate row(s) in the
Currency section.
e. Calculate the Total on Total Cash.
f. Bring Total down to Cash Deposit.
g. Bring Total down to Total Cash Balance.
h. Bring Total down to Cash Slip Balance.
i. Sign the Cash Slip.
5. Tear off the White copy and wrap it around the Cash. Put in the zippered pouch and keep in your possession until the Cashier comes to pick it up. Do not lay this cash down anywhere, even in the Cash Box.
6. Put the Pink and Yellow copies in the Red Folder.
7. Enter the Cash Slip Balance amount on the Pick-up # line of your final Cash
Slip.
Preliminary Closing
1. After the final Intermission you can start closing Cash Registers.(usually outside inward)
2. Pull all Cash, Coins and Credit Card Receipts from the ones you are closing.
3. Count smaller bills ($5s and $1s) and bundle into sets of $100. Pull bills from open
drawers to complete a bundle if possible.
4. Count Quarters and wrap sets of $10 in sleeves provided in Cash Bag. Pull Quarters
from open drawers to complete a sleeve if possible.
Final Closing
1. Pull all Cash, Coins and Credit Card Receipts from all remaining drawers.
2. Have Floor Supervisor Print Credit Card Tapes (New Procedure since Spring 09)
a. All Cash (turned face up and facing the same direction, ordered
by denomination, with 1 rubberband around each denominational group…not rubberbanded in $100 increments, but 1 rubberband for all 5s, 1 rubberband for all 1s, etc…)
b. All Coins (rolled when possible)
c. Credit Card Receipts
d. Credit Card Tapes
e. Any Vouchers received
f. Final Cash Slip
g. Clean Thermometer
4. You now have 15 minutes to get your Cash Bag down to the Cash Room before the
Officers come looking for you! (If you want to count in the stand, you’ll have enough time; especially if you closed a few drawers early, so don’t worry here.)
5. Another Brentwood worker MUST accompany you to the Cash Room. This is a rule! Once you are inside, they should return to the Concession Stand to continue closing.
6. Fill out the final Cash Slip as follows:
a. Write “Brentwood Soccer Club” on the Group Name line.
b. Write the Concession Stand # on the Stand # line.
c. Write the Date on the Date line.
d. Write the total $ value of all $100s, $50s, $20s, $10s, $5s and $1s in the appropriate row(s) in the Currency section.
e. Write the total $ value of all rolled Quarters in the Rolled Coins section.
f. Write the total $ value of all loose Quarters, Dimes, Nickels and Pennies in the appropriate row(s) in the Loose Coins section. Put the loose coins in the small envelope provided in the Cash Bag.
g. Add the above down to Total Cash.
h. Enter the amount of the Cash you initially picked up from the Cash Room (typically
$800) in the less starting bank line.
i. Subtract Starting Bank from Total Cash on Cash Deposit line.
j. If you didn’t already enter it when you did your Cash Pick-up(s) , enter the amount of your Cash Pick-up(s) on the appropriate Pick-up # line(s).
k. Add Cash Pick-up to Cash Deposit on Total Cash Balance line.
l. Enter the amount of Net Credit Card Sales on the Credit Cards line. You have that on the Credit Card Tape.
m. Enter the # value of any Vouchers received on the Vouchers line.
n. Add Credit Cards and Vouchers to Total Cash Balance on Cash Slip Balance
line.
o. Sign the Cash Slip.
7. Put the White copy of the Cash Slip in the Cash Bag.
8. Keep the Pink and Yellow copies to put in the Red Folder.
9. Give Cash Bag to Treasurer through the Cashier Window.
10. Wait until the Cashier tells the Officer you are clear to go. They will give you a stub with your Stand # on it.
11. Give the stub to the other Officer, who will then allow you to sign-out and leave.
12. Return to Concession Stand to help with closing.
Beer/Popcorn Portable Cash Summary
1) Pick up your Cashbag and count it from the Bank. (usually $400--50quarters, $150fives, and $200ones.)
2) Go to your portable. There will be one or two ‘dead-drawers’ (no electronic register, just an empty drawer affixed to the portable.) Put ALL THE MONEY, in the drawer(s). Put EMPTY cashbag in the cooler with the inventory folder.
3) Change Run is usually after doors, before intermission, and Cash Pickup will be after intermission; so be ready….usually you’ll need $5s only, depending on how many $100s you’ve had to break.
4) There’s a good chance if things are slow, they will close you right after first intermission; and you may or may not have to do a change-pickup. The floor super will tell you.
5) (Remember if you get short on any denominations or quarters during the night, and it isn’t close to a change-run, you might be able to make change by pooling your tips.)
6) At close, count all the money and order it in the bag like you do at a stand. It should exactly 100% match the portable inventory sheet. Portables always match 100%, so it is a good
addition check for both the banker and the inventory person.
7) You go to the Commisary (where spoilage is dropped off) with the portable, before going to the bank. They will give you a sheet to take to the bank showing they’ve OKed you.
8) Another difference is with your final cash sheet. Unlike Stands where the yellow copy is turned in to Marshal at the checkin window; for portables, you must turn the yellow copy into the bank with the white copy and the money. You only keep the final pink copy of the cash slip.
