CASH COLLECTION PROCEDURES

All cash received from sales in the sales outlets must be collected at the end of each business day. The cash register reading is taken, and the difference between the current day's register reading and the previous day's register reading minus cash left in the register for change must equal the cash received. If it does not balance then you have either a shortage or overage. ROM users will enter cash collections in the cash receipts function daily, or as soon as possible thereafter. The cash receipt function on the ROM can be accessed from the ROM master menu by selecting function 8 and depressing the Enter/Return key.

FREQUENCY OF COLLECTIONS

Sales outlets that operate more than one shift must have all cash and change funds collected at the end of each shift. In addition, all cash including change funds must be collected from the sales outlets at the following times:

At the end of each accounting period

Upon relief of the ship's store officer

Upon relief of the sales outlet operator

Whenever the sales outlet will be closed for 72 hours or more

Vending Machines and Amusement Machines

Cash from the vending and amusement machines is collected daily in port or at sea and before making repairs to the coin mechanism or the machine. Since the vending and amusement machines are in operation 24 hours a day, the collections can be made any time during the day. As collection agent, you should carefully schedule vending machine collections at a time during the day that suits both you and the vending machine operator. On weekends or holidays in port, cash from the vending or amusement machines will be collected if the volume of business exceeds $150, and before making any repairs to the coin mechanism or the machine. Cash will also be collected on a weekend or holiday when the last business day of the accounting period falls on that day. ROM users will enter cash collections from amusement machines in the ROM amusement machine function daily, or as soon as possible thereafter. Cash collections for soda vending machines will be entered in the cash receipt function of the ROM daily.

Dollar Bill Changer

In port or at sea the dollar bill changer is emptied and refilled daily and before making repairs to the machine. Overnight the amount of cash left in the dollar bill changer must not exceed $150 for ships with a complement of less than 700 crew members and $400 for ships with a complement of over 700 crew members.

METHODS OF COLLECTING CASH

As discussed earlier, cash is collected in the sales outlet at the end of each business day. As the collection agent on a ship with several activities, it may be impractical for you to go around to each sales outlet at the close of each business day to make collections. Some sales outlets are operated on shifts, open after normal working hours, or on weekends, which would make it difficult for the cash collection agent to make collections. To make the whole situation a little more practical, you, as the cash collection agent, can do the following:

Have the sales outlet operator deliver the cash.

Use moneybags for sales outlets.

Use locked money boxes for vending machines.

Use a night depository safe.

Delivery by the Sales Outlet Operator

When it is impractical for you to collect cash, you may have the sales outlet operator deliver all cash from sales, including Overring/Refund Vouchers, NAVSUP Form 972, at the end of the business day. You must still take register readings when you use this procedure. Readings should be taken a minimum of twice weekly on an unscheduled basis on cash registers, vending machine meters, cash totalizers, and amusement machine meters.

Moneybags

It may be impractical for you to collect cash after working hours or on weekends, especially in port. In this case you may use moneybags to collect all cash and change funds in the register.

Issue the moneybags to the sales outlet operator. At the time of issue, log the moneybag out using a locally developed log. The log should include the date and time and columns for the signature of the person receiving and issuing the moneybag. Every moneybag is numbered on the out side for identification purposes.

After working hours, the duty supply officer or another commissioned officer maintains the moneybag log. After closing the sales outlet, the sales outlet operator places the cash received from sales plus the change fund in the moneybag and locks it. Each moneybag has two keys. One key is kept by the sales outlet operator while the other key is sealed in an envelope and kept in the ship's store officer's safe. The sales outlet operator delivers the moneybag to the duty supply officer or designated commissioned officer, and both sign the moneybag log for receipt and delivery. During this process the officer receiving the moneybag does not need to count the money.

The next day the register reading is taken, the sales outlet operator opens the moneybag, and the cash is collected.

Night Depository Safe

For ships that operate sales outlets after normal working hours, weekends, or when it is not practical for the cash collection agent to collect cash, you may use a night depository safe. This safe is used in conjunction with moneybags and locked money boxes to hold the cash within the safe.

The night depository safe is secured by use of a key and a combination lock. The holder of the key will not have knowledge of the combination to the lock. The person knowing the combination to the lock will not hold the keys to the safe. Two keys are provided, one is held by the authorized holder of the key, while the other is placed in a sealed envelope and secured in the ship's store officer's safe.

The person appointed keyholder maintains a locally developed log. Each time the night depository safe is opened, a log entry is recorded of the date, time, and the signature of both the keyholder and person having the combination to the safe.

Procedures for use of the night depository box are simple. Sales outlet operators will insert moneybags or locked money boxes into the safe making sure they are fully inserted. The next workday the night depository box will be opened by authorized personnel. The readings on the register will be taken and cash collected.

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