Preparation of Banking

Banking of cash, cheques and Postal Orders is prepared using Banking Assistant software and cheque scanner.

Cheques are received in batches, batched in lots of 50.

Each batch of cheques is scanned.

New style Postal Orders are treated the same as cheques and included in the same batch for deposit purposes.

A deposit slip is printed on APACS approved pre-printed deposit slips for each charity.

Two copies of the batch listing are printed. One copy is wrapped round the bundle of cheques and cheques are kept in the same order as they are listed

The second copy of the listing is attached to the Banking Reconciliation report.

Cash
A separate deposit slip is prepared for the banking of cash. All the cash received for a particular day may be banked on one slip for each charity. When printing the deposit slip the system prompts for a breakdown of the cash. The deposit slip and cash are placed in a plastic wallet for deposit. The internal cash breakdown note is attached to the Banking Reconciliation Sheet.

Deposit of Cheques and Postal Orders

If the charity's bank account is a Barclay's account we use Business Cheque Advantage, using the Cheque Advantage wallet. On the reverse of the wallet under the bar code is a reference number. This number is written on all three copies of the deposit slip. The details on the wallet are completed. One copy of the deposit slip is placed on the bundled cheques (wrapped in the listing) and placed inside the wallet. The wallet is then sealed. A copy of the deposit slip is placed in the pocket of the wallet on the front.

The third copy of the deposit slip accompanies the wallet for deposit at the bank and is returned stamped as our copy.

If the charity's bank account is HSBC we use the Fastbank service for cheques and postal orders. The details of the wallet are completed, One copy of the deposit slip is placed on the bundled cheques (wrapped in the listing) and placed inside the wallet.

The Fastbank receipt book is completed listing the envelope reference number, the amount of the cheques and the number.

The second and third copy of the deposit slips are not required and can be attached to the second copy of the cheque listing. A similar process applies to other banks used.

Deposit of Cash

Cash is deposited over the counter at bank in the normal way.

Completion of Banking Reconciliation Sheet

The Banking Reconciliation Sheet is completed as each charity's cash and cheques are prepared for deposit. The charity is listed and the batch numbers the deposit relates to is listed underneath. The total amount of cash for deposit is recorded under cash. Under cheques and Postal Orders the contents of each banking wallet is recorded, the total number of cheques and Postal Orders and their total value. Attached to the Banking Reconciliation sheet should be attached the appropriate internal Cash Breakdown sheet and the second copy of cheque listing.