JCU Library Experience Procedures

RECONCILIATION PREPARATION

You will need:

• EFTPOS receipts and settlements.
• SMS
• LS Daily Reconciliation Spreadsheet 

EFTPOS receipts and settlements:

1. Open the safe, empty the banking bag to remove EFTPOS settlements/merchant copy receipts.

2. Separate each day’s EFTPOS settlement reports and merchant copies by date.

   ---

   SMS:

3. Log in to SMS

   ---

   LS Daily Reconciliation Spreadsheet: 

4. Open the LS Daily Reconciliation Master - EFT ONLY spreadsheet

   • R:\LIS_IRS\Library Operations\Daily Reconciliations (TVL)

   • LIS_Cairns\Banking\Weekly Reconcilation sheet

5. Click File then Save As

   • Change the file name to the dates you are banking e.g. LS Daily Reconciliation 20-22.08.2019.

   • Save in R:\LIS_IRS\Library Operations\Daily Reconciliations under current year and month folder

6. Enter Dates of takings and Date of posting at the top of the spreadsheet. Choose your name in the Prepared by dropdown list.

RECONCILIATION: EFTPOS SETTLEMENT

1. Separate each day’s EFTPOS settlement reports and merchant copies by date.
2. Enter dates and totals into EFTPOS Settlement table on spreadsheet

3. Staple the EFTPOS settlement report and merchant copies together and place in the clear pouch labelled EFTPOS Settlements (in the red box on the shelf near the safe (TVL), in the clear pouch in the purple reconciliation folder (CNS)) 

RECONCILIATION: SMS TOTALS

• In SMS, click on Menu > Batch Process Control (under Cash Receipting)

• Select the magnifying glass icon to open Batch Search

• In the Batch Search box, select the following on the drop downs to display all open JCU batches

  • First drop down > select Batch Reference

  • Second drop down > like

  • Third drop down > LT

• Add Criteria

  • First drop down > select Date

  • Second drop down > Between

  • Third and fourth drop down > Start date and end date of week

• Retrieve . The results will default to showing dates as newest first.

• Click the column title Batch Date to sort the dates from oldest to newest (an arrow will appear)

• Enter the Batch Names and Amounts into the SMS Totals table on the spreadsheet:

CHECK VARIANCE 

• Total of batches and settlements must balance and show no variance.

If there is a variance:

• Check the SMS Totals against the EFTPOS SETTLEMENT totals. If these amounts are different there is an error in EFTPOS or the batch. Errors must be corrected before posting the batch.     

• If totals do not match, see section SMS Transaction Errors.

POST THE BATCHES: SMS

• In SMS, click on Menu > Batch Process Control (under Cash Receipting)

  • Enter the Batch Name (e.g. LT210819) and click

  • In the drop down menu, change the Bank Account to James Cook Universit

  • Click Post on the left hand menu – this will post the batch, you do not need to print the Post Report.

  • Click on Clear and repeat the process for all batches

• Check that you do not have any outstanding batches apart from your current day’s batch by clicking on the magnifying glass on the Batch Reference box.
  In Batch Search box, select the following on the drop downs to display all open JCU batches

  • First drop down > select Batch Reference

  • Second drop down > like

  • Third drop down > LT

  • Click on Retrieve

​​​​​​​