Balance Procedure
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ENSURE CASH & STOCK IS SECURED IN SAFE UNLESS BEING USED OR COUNTED, TAKING OUT SMALL
AMOUNTS AT A TIME, MAKING SURE SAFE IS LOCKED AS SECURITY PROCEDURES.
You can prepare for balancing throughout the day in order to save time later
. This should
only be done at quiet times and should not impact on customer service. This includes
checking any Bulk Stock you may hold in your safe, with a recent copy of a Balance Snapshot,
and/or listing any Bulk Cash and Stamps on a sheet of paper or a locally designed form.
1. Check Outstanding Transaction
Corrections
Back Office (F14) ee
Housekeeping (F6) ie
Process Transaction Corrections
(42)
2. Complete Counter Daily Reports
Back Office (F14), Select Reports
(F1)
3. Complete Counter Weekly
Reports
Back Office (F14), Select Reports
(F1)
DWE Cash en I Redeemed Misc. ce
Cheques ag jae I Stamps I Transactions (26) I
(22) be (24) I Print (22)
Print (22) © o Print ‘I Cut off (26) o
Print (22) _ II (22) Loe
Cut Off Cut Off ae &
(26) a (26) Q
Retain 1 a uM
copy of : :
the report ©
P
for own I
records. 2 fo I
4, Print a Balance Snapshot
Back Office (F14)
Stock Balancing (F3)
Snapshot (41)
Print (22)
Using this Balance Snapshot you produced, carefully check figures.
I] Outstanding Transaction Corrections must be
resolved before the Trading Period balance.
Check all receipt and payment transaction totals with the supporting vouchers/documentation.
It is wise to check ALL transactions, the more you check, the less chance that you will
incur Transaction Correction notices.
Check the Snapshot carefully against the actual stock in your
differences, it is advisable to re-check that item of stock.
ice, ensuring that the
system held stock figures match your actual stock holdings. If theze are any major
5. Amend Stock To Reduce Front Office (F14) - then sell the difference between your
Discrepancies Stock figures and the systems figures, (e.g. the system thinks
Holdings you have 225 1st class stamps, you actually have 221 1°
class stamps You will then put in Quantity 4 and touch the
1st Class (21) stamp icon. This wi
figure to 221)
To Increase
Stock Back Of.
alter your system
e (F14) - Reversals New (21) - then sell the
Holdings difference between your figures and the system figures,
(e.g. the system thinks you have 400 2nd class stamps, you
Please note: All the above information is subject to change. Refer to Operational/Branch
Focus of contact NBSC for current status
v2.3 - April 2013
11/5
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actually have 432 2nd class stamps. You will then put in
Quantity 32 and touch the 2nd Class (31) stamp icon. This
will alter your system figure to 432.)
6. Complete all other outstanding manual summaries and Reconciliations including:
Change Giving Return IPS Check and Send Summaries
TC30 Traveller’s Cheque
Reconciliation
7. All the following Reports are completed from: Back Office (F14) - STOCK BALANCING (F3)
Euro/Dollar and On Demand Branches will need to complete 1a and lb each week. All other
Branches, if a Buyback has taken place.
la. Print Foreign Currency lb 4 eI Travert:
And carefully check the figures. : : er ao
against your actual stock : :
holdings. . oo
Back Office (F14) 8 I .
SEED pene pecs
Reports (Fl) e New Declaration .
Daily (21) e Enter New Declaration
Foreign Currency Holdings (52) - ° Enter
g! Y ics
Print (22) * Enter Currency . .
sanes amounts * Enter Trav Chgs
Return to Stock Balancing (F3) amounts
© ENTER
© ENTER
ID No (eg.01)
© Print (62) * ID No (eg.02)
e Print (62)
Declare Stamps 36 I Make a new declaration, and enter on the system the number
Stamps (22) oF of each different type of stamp you have. Press ENTER,
give a Declaration Number and Print (62)
: I You must keep this report with your office under copies
Declare Cash “@a6h% I Double check the cash denominations on the system to your
Cash (21) ___Idaily cash declaration. If correct press ENTER, give a
I ~__—sI Declaration Number and Print (62)
re You must keep this report with your office under copies
Produce Balance
Report
Check and accept messages until you arrive at the
‘Produce Report’ screen.
Report (42) =I Print (22) the Balance report.
once the Balance report has been produced, check that all
a - totals are correct.
National Lottery Branches Only - On the last Wednesday in the Trading Period -
If Scratchcards have been activated on Wednesday you will need to wait until the TA
arrives on Thursday before Roll Over to next TP
If NO Scratchcards have been activated on Wednesday you can Roll Over to next TP
immediately
Roll Stock Units e {6VSP"] at the End of Trading Period the discrepancy settlement
Balance Period (86) screen appears on the last stock to Roll Over into next
Trading Period (84) TP. Horizon will ask how you are going to settle the
discrepancy, i.e. Cash, Cheque or provide you with an
option to settle the discrepancy centrally if over £150.
I 1£ this option is selected, then you will receive a
statement from our accounting team in Chesterfield which
provides you with the additional option of paying by
Please note: All the above information is subject to change. Refer to Operational/Branch
Focus of contact NBSC for current status
v2.3 - April 2013 W/5
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credit or debit card. If the discrepancy is due to a
known specific error made at the branch, then contact
NBSC with the details to enable further accounting
investigations to be made and appropriate accounting
corrections to be issued.
You do not need to ‘make good’ after each weekly balance,
=I but you MUST make good at the end of your Trading Period.
End of Trading Period
Back Office (F14) select Reports (Fl), Office Weekly (F3)
Postage Age I Print (32) Suspense . Print (32)
Labels Cut Off (36) Account Cut Off (36)
(46) Yes (ENTER) (54) Yes (ENTER)
Continue (ENTER) Continue (ENTER)
Associate all rejected Retain in of
labels.
Ensuze report is signed. 4
Retain in office.
Green/Violet @ Print (32) Redeemed I Print (32)
Giros (44) Cut Off (36) Stamps Cut Off (36)
Yes (ENTER) (52) : Yes (ENTER)
Continue (ENTER) Continue (ENTER)
Ensure report is signed. Print and retain
Retain in office. : in office
YOU CAN NOW COMPLETE THE Branch Trading Statement
1. Back Office (F14) - Office
Balancing (F4)
2. Produce Office Snapshot (26) Any Spoilt Labels must be attached to an
Office Snapshot produced just before
be printing the Trading Statement, in larger
offices the Spoilt Labels may be attached
I to the Final Balance of each stock unit.
3. Produce Trial Trading statement 1g You can either ‘Preview’ (24) or ‘Print’
Report (22) ‘this report but you should check
Trading statement (32) : all relevant information before
' selecting...
4, ROLL OVER The system will print the Branch trading
Roll Over (26) Statement. Remember to sign and date
stamp and retain in a suitable folder for
SIX years.
Please note: All the above information is subject to change. Refer to Operational/Branch
Focus of contact NBSC for current status
v2.3 - April 2013 W/5
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5. Check Office rollover into next
TP
Branch TP (22)
6. Sales Report
Back Office (F14)
Reports (Fl)
Sales Report (44)
Enter To and From Dates for Trading
Period (36)
Print (32)
Optional - but can be used for checking
your remuneration
What Goes Where
Department for Works and Pensions - Cheques (Green Giros)
And the Counter Weekly Printout ‘Client Copy’
DVLA — MVL Transactions
All and V5C’s retained due
of details
to change
Trading Period Despatch
Post Office Card Account (POCA) Documents
© P6188 - Weekly Summary Form and P6190 - Manual Debit Voucher
* Send in normal post (postage can be claimed by using the Official Postage process) to -
Government Services Team, P&BA Chesterfield, Future Walk, Chesterfield, S49 1PF
Post Office Saving Stamps (POSS) - Applications for Reimbursement
* Send in normal post (postage can be claimed by using the Official Postage process) to -
The POSS Team, 2"! Floor West, 1 Future Walk, Chesterfield, $49 1PF
International Driving Permits (IDPs)
¢ Send by Royal Mail Special Delivery (postage can be claimed by using the Official Postage
process) to —
Christine Adlam, International Motoring Services, AA, Fanum House (13), Basing View,
Basingstoke, RG1 4EA
Redeemed International Reply Coupons
* Send in normal post (postage can be claimed by using the Official Postage process) to -
Siobhan O’Donnell, Spring Accounts Administrator, Accounts Worldwide, Royal Mail Group
Ltd, Room BF20, Rowland Hill House, Boythorpe Road, Chesterfield, S49 1HQ
Please note: All the above information is subject to change. Refer to Operational/Branch
Focus of contact NBSC for current status
v2.3 - April 2013 1/5
POL00034184
POL00034184
Please note: All the above information is subject to change. Refer to Operational/Branch
Focus of contact NBSC for current status
v2.3 - April 2013 1/5