How to: Cash Sheets

At the end of your shift, if you had any cash sales, you'll need to do up a cash sheet.  They are located in the second drawer of the trolley, and used envelopes for change are in the first.

If you have Cavendish Beach cash sales as well, you will need two cash sheets.  To get your totals for Cavendish Beach, ask a supervisor, or log into Elevate using a supervisor's account (everyone has the same email format and same password, BoxOffice1).  Once logged in, navigate to Cavendish Beach Music Festival 2015 from the menu on the right, choose tools from the upper bar, and select event reports.  Then from the bar on the right select User Sales by Tender Type.  Once you submit, your cash total will be listed beside your name.

To get your totals in Audience View, simply select the End of Day balance from the lefthand sidebar.  You'll want to note the cash total, Festival Buck total, and gift card totals on the appropriate lines at the top of your cash sheet, if applicable.

Cavendish Beach Cash Sheets:

Always do your Cavendish Beach cash sheet before your Audience View one; if you cannot balance, it is on your AV cash sheet that you should be over/short, not for Cavendish.  First, write your name and date on the top of the cash sheet, circle CBMF, and write down you cash total on the cash sales line.  The only pertinent section is Cash Summary:  count out the appropriate amount of cash, and write down how many of each bill you have.  Place change in a used envelope.  Write the total on the two total lines, circle over/short if there is any rounding errors due to lack of pennies, and sign below.  Be sure all the bills are facing heads side up and properly oriented, then place the bills and envelope in the centre of the paper and fold the paper over into thirds.  Flip over the paper so it won't unfurl, and write your first name, CBMF, and the date.

Audience View Cash Sheets:

In terms of cash, Audience View cash sheets are the same as for Cavendish; simply circle AV instead.  However, there are also other tender types that must be included.

Gift cards:  On the first blank, write the gift card totals as shown in Audience View.  On the second, add the totals of all your gift card redemption slips.  These two numbers may not match if you have slips from other staff members in your till; however, all slips should be initialed by the staff member who handled the order.  Include all slips when you fold up your cash sheet.

Festival Bucks:  Festival bucks are similar to gift card slips.  Write the number you see in AV on the first line, and the actual total on the second line.  All festival bucks should have the order number written on them as well.

American Cash:  This is listed under the U.S section of the cash summary.  Simply write the total you have in American cash on the first line, rewrite it on the fourth line and @ the current exchange rate (120%), and then on the final line write the Canadian conversion.  This converted Canadian amount will be summed with your regular cash total to give the final total cash.

Cheques:  Write the signee name, the cheque amount, and the associated order number on the appropriate line of the Cheques section, then write your cheque total the bottom of this section.  Then in the cash summary, again write the Cheque total on the Personal line, and again at the bottom line.  You will sum this total with the Canadian and American cash totals to get your final total cash.  Additionally, be sure the order number is written on the cheque itself.

Other inclusions:  Along with everything previously mentioned, you should also include signed credit card receipts, signed volume buyer invoice slips, and used old-style giftcards.

Balancing:  Once you do your Cavendish Beach and Audience View cash sheets, count your float.  If it does not contain $75, you'll need to remove/add money from your Audience View cash sheet so that it does.  Write down your actual total, and circle over/short.  If you know the reason for the imbalance, include it in the comments field.

Similar to Cavendish Beach cash sheets, fold your sheet in thirds with all the inclusions inside, flip over the paper, and write your name, AV, and the date.  Bring all cash sheets to your supervisor at the end of your shift along with your float.

If you just have gift card slips, credit card slips, invoice receipts, or old-style gift cards, there's no need to do up a cash sheet.  Simply give them to someone else on counter if they have cash sales.

How to: Gift Card Basics

Someone is paying with a gift card:

In Audience View, select Add Payment and choose 'gift card' from the drop down menu.  If they have a lime green gift card, you'll want to use the CHASE Paymentech terminal.  If they give you a gift card with four different coloured squares, see How to: Old Gift Cards.

Press the green button on the terminal, and then 4- Gift and 1- Redemption.  Type in the amount they are paying, then swipe.  You will be given two receipts; write the order number on the top of the merchant copy along with your initials and place it in your till, and give the customer copy back to the patron.  If there is money left on the gift card, place a new white sticker on the top right corner and write down the new balance.  If the gift card is now empty, return it to the pile of empty gift cards.

If the patron does not know how much money is on their card, call 1-800-242-5353 and follow the prompts on the automated system to find out the balance.

Gift cards can be used over the phone.  When prompted to swipe the card, simply type in the card number instead.

Someone wants to buy a gift card:

In Audience View, click on the Miscellaneous Items tab in the lefthand sidebar and choose gift card.  If the patron is buying a gift card, you'll want to put 1 in the Gift field.  Keep in mind this is the number of gift cards, not the amount on the card; if you type 30, thirty gift cards will be added to the order.  You should automatically be returned to the order summary.  Now click the Other tab in the top bar.  Change the amount field to the amount of money they'd like on the card, and press update details.  A gift card is now added to the order, and you can proceed as you would normally.

To make the gift card, go the CHASE Paymentech terminal and press the green button, then 4- Gift and 0- Issuance/Add.  Press enter to accept 1 for the number of gift cards (even if you're making multiple, don't try to do multiple at once as it makes balancing the slips more difficult for supervisors).  Enter the amount they'd like on the gift card, enter, and swipe.  For the payment method, select 3- Cash/Comp.  Write the balance on the white gift card sticker, place the card in one of the 'give the gift of the arts' holders, and put it in a ticket envelope along with the customer copy of the receipt.  Write the order number on the merchant copy along with your initials and place it in your till.

Returns:

Gift cards are made for returns in exactly the same way as for purchases, just instead of using the Gift field to add a gift card in Audience View, use Return/Exchange.  The rest of the procedure is identical.  If the customer is returning over the phone, write their name on the envelope and place it alphabetically in the gift card file (beside the batch file).

Gift Cards and Cash Sheets:

Only gift card payments are recorded on your cash sheet, although you should include all gift card slips when you hand your sheet in to your supervisor, as well as any old gift cards, signed invoice payments, and signed credit card receipts.  Under Gift Card Totals (AV) write down the total given for gift cards in your End of Day Balance report from Audience View.  Under Gift Card Slip Totals, write down the total of all your gift card redemption slips from your till.  While these numbers will often be the same, they may differ as operators on phones will put their slips into the tills of counter operators.

How to: Take/Convert American Money

Conversions:

This summer, we are taking American money (USD) at an exchange rate of 120%. Therefore, every $1.00 USD is worth $1.20 CAD.

If a patron gives you American money and you want to know how much it is worth in Canadian dollars, multiply the USD amount by 1.2 (there should be calculators on counter and on every computer in the Start menu): 

(USD)(1.2) = CAD

Enter the converted CAD amount into the "Tendered Amount" field on the payment window in AudienceView and make change as normal.

If you have Canadian money and you want to know how much it is worth in American dollars, divide the CAD amount by 1.2:

(CAD)/(1.2) = USD

Cash Sheets:

When doing up your cash sheet at the end of your shift, you report American money separately from Canadian money in the "Cash Summary" section.

Record the actual USD amount on the "U.S. Cash" line. There is room to show the calculation of the CAD value of the American money on the "Add Exchange" line (________@___%). Record the converted CAD value of the American money underneath the "Add Exchange" line and add it to your CAD and Cheque totals to find your final cash total.