F. DAILY COLLECTION REPORT
The Cashier shall update the Daily Collection Report when he/she receives the cash/cheque/pay-in slip or other collection slips (see the specimen of report in Appendix 4). At the end of day, Assistant Manager or the Assigned Person shall check the collected cash and cheque against the Daily Collection Report.
G. CASH/CHEQUE DEPOSIT WITH A BANK
All cash and cheque collection during the day shall be deposited with the company bank account on the date scheduled with the service companies (cash: two times a week, cheque: every working day). If the Cashier cannot do so, the Cashier needs to write the reason for delay on the copy of a deposit-slip, etc., and obtain the Finance Department Head’s approval. Normally the company will deposit to the Citibank – saving account, except specially requested by Finance Department Head for cash flow management.
(i) The procedures for cheque deposit are:
1. Cashier prepares the Receipt Letter stated the number of cheques and the total amount which the total amount should be tied with the Daily Collection Report. (see the sample of letter in Appendix 5)
2. Cashier gives the cheque to the Citibank’s messenger, and ask the messenger to acknowledge receive in the Receipt Letter. Normally the Citibank’s messenger will come to pick up cheque at TMITH office within 9.30 am of working day.
3. Cashier prepares the Receipt Voucher as the deposit amount attached with the above documents, and together with the Remittal Letter which Citibank send to us on the next working day.
4. The responsible Finance Supervisor reviews the Receipt Voucher and the supporting document, and then passes to Accounting Input Clerk for posting in the General Ledger Module.
5. The Accounting Input Clerk shall post the voucher in the GL Module within 3 days, and signs in the “Posted by” with date.
7. The accounting entry is:
E. SEPARATION OF “RECEIVED CASH/CHEQUE” FROM “A FUND FOR PAYMENT”
“Cash or a cheque which is received from the outside of the Company” should not be mixed with “a cash fund which is kept for payment”.
In other words, payments should not be done from “the received cash / cheques which have been received from the outside of the Company”.