Best Balancing Practices
Never Give Cash to Customers
Troubleshooting Settlement Totals

BEST PRACTICES ATM BALANCING

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:

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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 888-968-2274.

7. 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.

SUGGESTIONS

Your 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.

Keep 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 ATM balance.

Always clear your totals after performing your Day Close.

Clearing 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.

Do 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 a week.