PRACTICES ATM BALANCING
your ATM consists of several aspects. To ensure you are receiving
proper funds for all money dispensed by your terminal, the following
steps are recommended:
Perform a Day Close at your ATM daily: This close should be
performed prior to 2:00 p.m. If you cannot perform your close
prior to 2:00 p.m. please allow AmericaOne to initiate a "force
close" at your ATM. Contact AmericaOne after you perform your
next successful Day Close. AmericaOne will provide you with the
Host/Settlement amounts for the missed days.
Compare the Host/Settlement Total to the Terminal Total on
your Day Close Ticket: The Host/Settlement Total and Terminal
Total should always match. The Host/Settlement Total is the amount
that will be deposited into your bank account for that day's activity.
It is the amount the processor states your terminal performed. The
Terminal Total is the amount your ATM states it dispensed as it
counted the bills leaving your terminal. If these figures do not
match, please review the document entitled "Trouble Shooting
your ATM Totals". Advise AmericaOne of any discrepancy immediately
so we may process the appropriate paperwork to secure any refund
that may be due to you. Strict time limits apply. It is important
you keep all your day close tickets for 25 months.
Count the cash remaining in the ATM cassette AND divert tray:
The cash remaining plus the Host/Settlement Total should match your
previous day's cash total. At that point your ATM is in balance.
Determine if cash needs to be added: Determine the amount of
cash to be added to your ATM and follow the instructions to Add
Cash immediately after your Day Close. Verify the correct amount
has been added by reviewing your Cassette Total Figures (assistance
with this procedure can be obtained from AmericaOne's Customer Support
Service Department at 888-968-2274). This figure, which includes
your added cash, will be the figure to be balanced back to when
the next Day Close is performed. As ATM owner, you are the only
one who will have a record of cassette totals. It is important you
keep all your cassette adds and totals for 25 months.
Print your journal on a set schedule, either weekly or bi-weekly:
Your journal tape is your only legal paper trail of transactions
performed at your terminal. The Federal Government mandates you
keep this tape for 25 months. You may be required to produce
portions of the journal at a future date.
Check your Supplies: Review the amount of journal tape available
and determine if it is sufficient to last until your next close.
Change your ribbon, if applicable, if you notice the ink fading
on the receipts, tickets, or journal. Additional supplies can be
ordered from AmericaOne's Customer Support Service Department at
Monthly Reconcilements: As soon as possible, compare your individual
Day Close tickets to your bank statement to ensure proper crediting
to your account. The Federal Government limits the amount of time
a merchant can file for a correction. If you notice a discrepancy
contact AmericaOne immediately and be prepared to fax the affected
Day Close ticket and bank statements as well as any journal required.
ATM records are important financial documents. They are just as
important as bank deposit receipts and canceled checks. These records
are your opportunity to identify discrepancies and clarify transaction
totals. Your ATM records may be the ONLY record of transactions,
so keep them secured.
your ATM records like a checkbook. Your initial cash deposit is
your first credit entry and establishes your ATM balance. All closes
performed thereafter will appear as debits against your first deposit
and should be subtracted. The remaining difference should always
match the cash in the terminal at time of close and is your new
ATM balance. Subsequent additions of cash to your terminal will
appear as credits to your ATM balance. The sum will be your new
clear your totals after performing your Day Close.
your Cassette totals is optional. If you do not clear your totals
when performing a cassette close, the running totals will give you
a quick glimpse at exactly how much business your ATM performs.
not turn off or move your ATM without checking with AmericaOne's
Customer Support Service Department first. You do not want to accidentally
erase financial data that cannot be retrieved. The Service Department's
toll free number 888-968-2274 is available 24 hours a day 7 days