Closing Procedures

1. Detail is important. You must balance.

2. You do not start the cash procedures until after the posted closing time. Do not plan on being finished work at the same time the greenhouse closes!

3. Follow the procedure exactly,  See the Sequence of Closing Procedure. Following the same routine each day, including the way you organize your papers in the envelopes for the bank and for Ruth. (With 6 different retail “closes” to account for every day, consistency is good!)

4. The ‘float’ does not float. It remains constant. The float at each site is $250 unless specified otherwise.

5. Balance your cash and make your deposit at the end of each day, after you have closed the greenhouse.

6. You should make every effort to check and re-check your deposit to have it balance. If it doesn’t balance, you must be able to explain the ways that you have checked to make sure there are no mistakes in your closing. (Recounted float, recounted deposit, checked print-outs, etc.)

7. Sharp model registers – Do not switch your Mode Key to X2Z2. This setting prints weekly reports that could cause problems with your closing procedures.

Sequence of Closing Procedure

Sequence of Closing Procedure
(All steps shall be completed in the order set out below)

  1. Lock yourself in.
  2. Remove all cash, credit card slips and debit slips from the register and put them in a safe place to work from.
  3. Sort, staple and label the slips*
  4. Count the float back into the register*
  5. Count remaining cash (this will be your bank deposit)*
  6. Print administrative reports: – a. Cash register: X Report, then Z Report, then Hourly Sales Report, then E-Journal* – b. Interac machine: Report 99, then Report 60*
  7. Balance*
  8. Assemble the closing envelop for Ruth*
  9. Switch off and secure your equipment*
  10. Secure the site*
  11. Make the bank deposit*

* See detailed instructions later in this section

Cash that remains after you have separated your float for the next day will be deposited into the night deposit box at the bank. You must follow these steps in order to prepare your deposit correctly.

The Cash Bank Deposit

  • 1. Lock the gate(s) for your safety to avoid being surprised while counting cash.
  • 2. Take all the money, credit card slips and Interac slips out of the till and set them in a safe spot.
  • 3. Separate Mastercard, Visa and Interac slips into distinct piles and staple. It is not necessary to total up the receipts. Write your site location on the top right corner of each stapled group.
  • 4. Count out your float for the next day. This amount should be the same at the start and end of every day.
  • 5. Count the float back into the empty till. You want to keep as much small change as possible. Count all loose change first, then topping up your till to the correct amount by adding $5 and $10 bills. Don’t forget any coin rolls that have not been opened yet! Any left over change or bills that don’t help with your float should be set aside for your bank deposit.
Your float for the next day should include loose change, coin rolls, $5 bills and $10 bills. These denominations are the most important in your float.

Count the float back into the register so that you don’t confuse it with the rest of the money.  The money left is for the bank deposit.

The Balancing Report Note-Pad

You will be provided with a note-pad that will help you to summarize information about your sales from the day in order to find out whether or not you have balanced.  The Notepad summarizes the following information:

Reality (All transactions we ACTUALLY have) 

Deposit money _______

Admin 99 CHK _______

Admin 99 CH    _______

Total (Reality) _______________

X/Z report (All transactions the cash register says we SHOULD have) 

CA  _________

CHK  ________

CH    _________

Net Total (Report) _______________

Printing Closing Reports

You will need to print a series of reports from your cash register and your Interac machine in order to find out how you did in sales and to see if you balanced.

Cash Register Model 583CX

1. Print the totals for the day by turning the Mode Key to the X position and pressing [amount tend total] This is your X report. This report will give you the totals for cash (CA), Interac (CHK), and credit cards (CH). Write this in the X/Z column of the deposit report.

2. Reset the totals for the day to start fresh in the morning by turning the Mode Key to Z and pressing [amount tend total]. Repeat this action to print a second Z report.This gives you your Z report with the first one having the summary of the days sales and the second one reporting 0 showing you that the totals have in fact been cleared.

3. With the Mode Key in the Z position, press 11 and then press [amount tend total].This gives you the Hourly Sales Report.

4. You now need to print an electronic journal for the day that summarizes all transactions. Do this with the Mode Key in the Z position: press 96 and then press [amount tend total].

5. Write your location on each of the X, Z and Hourly Sales reports on the top right corner. (Example:  FB, LBR, HNF, BNF or GNF) This is critical to ensure that the slips are identified by location and don’t get mixed up.

Cash Registers XEA155 and ERA310

1.Print the totals for the day by turning the Mode Key to X1Z1 and pressing [CA/AT/NS]. This is your X report. This report will give you the totals for cash (CA), Interac (CHK), and credit cards (CH). Write this in the X/Z column of the deposit report.

2.Reset the totals for the day to start fresh in the morning: with the Mode Key turned to X1Z1, press [.] [CA/AT/NS]. This gives you your Z report with the first one having the summary of the days sales and the second one reporting 0 showing you that the totals have in fact been cleared.

3. With the Mode Key in the X1Z1 position, press [.] [#/TM/SBTL]. With the Mode Key in the X1Z1 position, press [.] [#/TM/SBTL].

4. Write your location on each of the X, Z and Hourly Sales reports on the top right corner. (Example: O, FB, LBR, HNF, BNF) This is critical to ensure that the slips are identified by location and don’t get mixed up.

Interac Machine – Print TWO Reports:

1. Report 99 – First enter [Admin], select Reports and select Close Batch. The Current Batch Total report begins printing. When Close Batch appears, press F1 (yes) to close the batch. This will clear your day’s transactions and give you a slip with a batch number and the total of all debit and credit transactions.

2. Report 60 – Next, enter [Admin], select Reports and select Trans List. Press Ok to bypass POS cards. To print the report by batch, select F3. Press Ok and key in the batch number that is found on Report 99 printed in Step 1. To print only the Terminal Batch Totals report, press F1.

  • Now do your two Interac reports (Admin 99 and Admin 60).
  • Write the totals for debit and credit sales in the reality column of deposit report. If you get an error message when you close out that says your totals do not match, Ruth will need to be informed by noon of the next day.
  • Now look at your cash bank deposit and enter that amount on the reality column of the deposit report.

The Total (X/Z Report) and the Total (Reality) should be equal.

If they are not equal then you have not balanced. 

The difference between the two columns is how much you are under or over.  If you are not balanced, recount your float and deposit and review the closing print-outs.  If you are still not balanced try to think of the reason.

If necessary call your Supervisor or Ruth for help.

The Envelope for Ruth

At the end of each day you will prepare an envelope for Ruth that holds all of your closing information. Keeping in mind that Ruth gets one of these envelopes from every greenhouse, everyday. This, one of her many jobs, is much easier if all envelopes from each site are labeled in the same format.  The key here is to make sure that everything in the envelope is traceable.  Care must be taken with labeling the slips and the envelope in case the envelopes open, get wet, or get mixed up with things from other Burt’s Locations.  Please stack the papers in this exact order.  These envelopes will be kept at your site in a zip-lock plastic bag, inside the toolbox, until your Supervisor picks them up every few days.

The following pieces of information should be placed in the envelope, in the same order everyday.  Make sure that your location is written at the top of every piece of paper!  All print outs should be neatly folded with the important information and your location code facing “up”.

  • “Z” report or X1Z1 [.] [CA/AT/NS] slip
  • Interac Admin 99 slip
  • Interac Admin 60 slip
  • Copies of all credit and debit slips (stapled by Mastercard, Visa and Debit)
  • Copy of the bank deposit slip
  • “X” report or X1Z1 [CA/AT] slip
  • Time report or X1Z1 [.] [#/TM/SBTL] slip
  • Only if you use cash register model 583CX – the Electronic Journal
  • Plastic tab receipt from bank deposit bag
  • The deposit report from the note-pad (neatly printed, please), including the matching deposit bag number.
  • A note to Ruth if necessary to explain any irregularities, ask a question, or give information.  If you have not balanced, please explain what you have done to double check that you have completed closing procedures correctly. (I recounted the money, I double checked the print-outs, etc). Clearly write by how much money you are over/under from balancing.

Example of a note to Ruth: 

“Hello Ruth. We have not balanced today, and although I counted the float and deposit 3 times, checked the cash area for dropped coins and checked that I correctly copied the totals from the reports, we are $.15 over for the day.                                 – Heidi Bedore

  • Do not seal the envelope until you are sure that everything is present, labeled and in order!

Location Codes

  • GNF Grants No Frills
  • BNF Belleville No Frills
  • FB Food Basics
  • LBR Loeb Bayridge
  • HNF Hibberts No Frills

Labeling the Envelope (Neatly printed, please)

Day & Date, Approximate deposit time                                                Location Code: ___ 

Deposit made by: Your name here

Making the Deposit

  • 1. Using the bank deposit book, make 1 original and 1 or 2 copies of the deposit slip. TD bank books only have one carbon copy whereas the Royal Bank deposit books make 2 copies.
  • 2. Enter the account number and date on the deposit slip if it is not already printed
  • 3. Enter the cash amounts (neatly and in columns) and enter the total amount of the deposit. Make sure that your writing is legible on all 3 copies. If the bank deposits are not neat, the bank will complain.
  • 4. All bills should be organized “heads up” and the bills should be arranged in order. Change can be put loose into the bottom of the deposit bag.
  • 5. Place the cash and the original (plus one copy for the Royal) of the deposit slip in the deposit bag.
  • 6. Fill out the required information on the outside of the deposit bag and put the information tab from the bag in your envelope for Ruth. On all of the deposit copies and on your balancing report note-pad, write the matching deposit bag number.
  • 7. Save the remaining copy of the deposit slip for your envelope for Ruth.
  • 8. Do not seal the deposit bag until you are certain that everything is included.
  • 9. After you have secured the site for the night, take the bag to the night deposit box at the bank. You will have been provided a key to open the deposit box. Make sure that your image and the deposit bag are recorded on the video camera (for security and proof that you made the deposit). When putting the bag in, close the door and then re-open it to be sure that the bag went down.

To Complete Closing Procedures

  • Switch off and secure your computer.
  • Switch off and secure your cash register and Interac machine.
  • Safely store the cash register, computer and Interac machine.
  • Lock the site.
  • Take the deposit bag to the bank.

Final Notes

If you are having any problems make sure you ask for help. 

Practice using the manual as a guide to closing.

Any problems? Call your Supervisor.

It doesn’t matter what time it is or how many times you have closed.

Try to become an expert with the process & get into a pattern of following each step.

It is extremely important that you pay attention to detail.

Ruth and the Bank will greatly appreciate your efforts.

One last thing: Daily sales is an important figure that allows Brian and Ruth to know how your site is doing. Take note of your sales and compare from day to day.  Set sales goals and try to increase sales by manipulating displays and by suggesting additional sales to customers.