Beancounting

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What is "beancounting"?

Beancounting is a shift on the Free Geek staff schedule. On this shift staff members count the money from previous shifts' tills, transfer it into the safe, and get fresh tills ready for the next shifts.

Details of the Process

1. Shortly before the end of the shift, get the data corrections from each till and make the corrections in the database, so that the income report will be accurate.
2. Get the uncounted tills and the cash box from safe
3. Pull up the income report for the day in question
4. Check the end of shift form for data entry errors
   • Correct in database, if possible
5. Print hard copy of income report and manually correct if necessary
6. Count the money (do this for each till and the cash box in the safe):
   1. Face the bills and the checks
   2. Count the checks, the bills, and the coins
      • (Use the cashbalance spreadsheet to record the amounts and to calculate the totals.)
      • When counting money, clip it by denomination:
        • 20s -- 25 ($500)
        • 10s -- 20 ($200)
        • 5s -- 20 ($100)
        • 1s -- 25 ($ 25)
      • When finished, print out a copy of the cashbalance spreadsheet to record what the tills and cash box looked like before the transfer.
7. Count the miscellaneous stuff
   • Money receipts
   • Reimbursements
   • Transfers in and out
   • Unpaid IOUs
8. Correct the end of shift form as needed
9. Transfer the money from the tills to the cash box:
   • Transfer all checks, and all 20s, 50s, and 100s.
   • Transfer whatever else you need to to make the remaining till come out right ($90 for the front desk, $100 for the thrift store).
   • Try to leave enough ones and quarters. (See Standard Cash Drawer for details on how much of each denomination is needed for each till.)
   • Record the transfers on the cashbalance spreadsheet.
   • When finished, print out a copy of the cashbalance spreadsheet to record what the tills and cash box looked like after the transfer.
10. Prepare the deposit:
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Recording the transactions in Gnucash

In Gnucash, record the transactions from the shift:

• For the Store:
  1. Enter the Net Sales number from the income report in the "Assets:Petty Cash:Store" account as "Income:Thrift Store:Cash Sales" as of the date of the shift with a description of "Sales".
  2. Enter (miscellaneous) Money Receipts as seperate transactions in the "Assets:Petty Cash:Store" account. Each should have an appropriate income account and description. Enter them as of the date of the shift. The total of all Money Receipts entered should match the Money Receipts line on the end of shift form.
  3. Enter Reimbursements as seperate transactions in the "Assets:Petty Cash:Store" account. Each should have an appropriate expense account and description. Enter them as of the date of the shift. The total of all Reimbursements entered should match the Reimbursements line on the end of shift form.
  4. Make sure that all Transfers in and out from the end of shift form are recorded in gnucash as well.
  5. Enter the Till Adjustment number from the end of shift form in the "Assets:Petty Cash:Store" account as "Equity:Adjustments:Petty Cash Adjustments" as of the date of the shift with a description of "Till Adjustment -- Thrift Store".
  6. Enter the Money for Safe number from the end of shift form in the "Assets:Petty Cash:Store" account as "Assets:Petty Cash:Safe" as of today's date with a description of "Daily Transfer".
  7. Verify that the balance in the "Assets:Petty Cash:Store" account is $200.00 (two tills at $100.00 each).
• For the Front Desk:
  1. Enter the Cash number from the income report in the "Assets:Petty Cash:Front Desk" account as "Income:Donations:Cash Donations" as of the date of the shift with a description of "Cash Donations".
  2. Enter the Monitor Fees number from the income report in the "Assets:Petty Cash:Front Desk" account as "Income:Recycling:Monitor Fees" as of the date of the shift with a description of "Monitor Fees".
  3. Enter (miscellaneous) Money Receipts as seperate transactions in the "Assets:Petty Cash:Front Desk" account. Each should have an appropriate income account and description. Enter them as of the date of the shift. The total of all Money Receipts entered should match the Money Receipts line on the end of shift form.
  4. Enter Reimbursements as seperate transactions in the "Assets:Petty Cash:Front Desk" account. Each should have an appropriate expense account and description. Enter them as of the date of the shift. The total of all Reimbursements entered should match the Reimbursements line on the end of shift form.
  5. Make sure that all Transfers in and out from the end of shift form are recorded in gnucash as well.
  6. Enter the Till Adjustment number from the end of shift form in the "Assets:Petty Cash:Front Desk" account as "Equity:Adjustments:Petty Cash Adjustments" as of the date of the shift with a description of "Till Adjustment -- Front Desk".
  7. Enter the Money for Safe number from the end of shift form in the "Assets:Petty Cash:Front Desk" account as "Assets:Petty Cash:Safe" as of today's date with a description of "Daily Transfer".
  8. Verify that the balance in the "Assets:Petty Cash:Front Desk" account is $180.00 (two tills at $90.00 each).