Efficiently manage your CPA Soft Count and Drop operations with our inclusive workflow, ensuring accurate counting, secure handling, and thorough accounting.
1
Prepare and Verify Soft Count Room
2
Ensure Soft Count Machines are operational
3
Gather and Verify the necessary counting materials
4
Collect and Secure the drop boxes
5
Transport drop boxes to Soft Count Room
6
Count and Record the value of the drop box contents
7
Double check and confirm the count
8
Approval: Soft Count Verification
9
Record final counts into the accounting system
10
Prepare Soft Count Report
11
Approval: Soft Count Report
12
Secure drop boxes in designated holding area
13
Prepare documentation of Soft Count process for audit trail
14
Update daily financial records with Soft Count details
15
Approval: Daily Financial Update
16
Communicate Soft Count results to management
17
Prepare and Secure Soft Count Room for next Drop
18
Schedule next Soft Count and Drop
19
Submit all documentation and soft count details to the accounting department
Prepare and Verify Soft Count Room
Before starting the soft count, ensure that the soft count room is properly prepared and verified. This includes making sure the room is clean and organized, all necessary equipment is in place, and any distractions are minimized. Verify that security measures are in place, such as surveillance cameras or restricted access to the room. The prepared soft count room will provide a secure and efficient environment for the counting process.
1
Clean the room
2
Organize counting tables
3
Check for surveillance cameras
4
Verify restricted access
1
Building A
2
Building B
3
Building C
4
Other
Ensure Soft Count Machines are operational
To ensure an accurate and efficient soft count, it is critical to verify that all soft count machines are fully operational. This includes checking the machines' power supply, cleanliness, and functionality. Any issues or malfunctions should be immediately reported to the IT department for prompt repair or replacement. By ensuring the machines are in perfect working condition, the soft count process can proceed smoothly.
1
Check power supply
2
Clean the machines
3
Verify functionality
4
Report any issues to IT department
Gather and Verify the necessary counting materials
Before starting the soft count process, gather and verify all the necessary counting materials. This includes currency straps, coin wrappers, calculators, pens, and any other tools required for counting and recording the value of the drop box contents. Verify that each counting material is in good condition and sufficient quantity. By properly gathering and verifying the counting materials, the soft count can be carried out efficiently.
1
Currency straps
2
Coin wrappers
3
Calculators
4
Pens
Collect and Secure the drop boxes
Collect all drop boxes from the designated areas and ensure their secure handling. Properly secure the drop boxes with lock seals or tamper-evident bags to maintain their integrity during transportation to the soft count room. If any drop box appears tampered with or damaged, immediately report it to the designated authority. Collecting and securing the drop boxes is crucial for maintaining the accuracy and security of the soft count process.
1
Collect drop boxes
2
Check for tampering or damage
3
Secure drop boxes with lock seals or tamper-evident bags
Transport drop boxes to Soft Count Room
Transport the collected drop boxes to the soft count room securely and in a timely manner. Ensure that the handling of the drop boxes during transportation is done with care to avoid any damage or tampering. Only authorized personnel should handle the drop boxes and accompany them throughout the transportation process. By securely transporting the drop boxes to the soft count room, the integrity of the contents can be maintained.
1
Securely load drop boxes for transportation
2
Accompany drop boxes during transportation
3
Do not leave drop boxes unattended
Count and Record the value of the drop box contents
Perform an accurate and detailed count of the contents in each drop box. Utilize the soft count machines, calculators, or other counting tools to ensure accuracy. Record the value of each denomination separately and tally the total value. Make sure to double-check the count for accuracy. By counting and recording the drop box contents, the financial value can be accurately determined.
1
Use soft count machines for counting
2
Record denomination values separately
3
Double-check the count for accuracy
Double check and confirm the count
After counting the drop box contents, double-check the count to ensure accuracy. Compare the recorded count with the initial count to identify any discrepancies. If any discrepancies are found, repeat the count and verification process to confirm the accurate count. By double-checking and confirming the count, any errors or discrepancies can be identified and rectified.
1
Compare recorded count with initial count
2
Repeat count and verification process if discrepancies are found
Approval: Soft Count Verification
Will be submitted for approval:
Count and Record the value of the drop box contents
Will be submitted
Record final counts into the accounting system
After confirming the count, record the final counts into the accounting system. Input the count values for each denomination and calculate the total value. Ensure that the entries are accurate and properly saved in the accounting system. By recording the final counts into the accounting system, the financial records can be updated accordingly.
1
Input count values for each denomination
2
Calculate total value
3
Save entries in the accounting system
Prepare Soft Count Report
Create and prepare a comprehensive soft count report that summarizes the results of the count. Include the total value of the drop box contents, any discrepancies or issues encountered, and any additional notes or observations. Ensure that the report is clear, concise, and easily understandable. By preparing a thorough soft count report, management can review and analyze the results effectively.
Approval: Soft Count Report
Will be submitted for approval:
Record final counts into the accounting system
Will be submitted
Prepare Soft Count Report
Will be submitted
Secure drop boxes in designated holding area
After completing the soft count, securely store the drop boxes in the designated holding area. Ensure that the holding area is secure and accessible only to authorized personnel. Properly arrange the drop boxes in an organized manner to maintain their integrity and prevent any damage or tampering. By securing the drop boxes in the holding area, their safekeeping can be ensured until further action is taken.
1
Securely store drop boxes
2
Restrict access to authorized personnel
3
Organize drop boxes in designated area
Prepare documentation of Soft Count process for audit trail
Document the entire soft count process to maintain an audit trail. Include details such as the date and time of the soft count, the personnel involved, the count results, any discrepancies or issues encountered, and any relevant notes or observations. The documentation should be organized, clear, and easily retrievable for future reference or audits. By preparing thorough documentation, the integrity of the soft count process can be demonstrated.
Update daily financial records with Soft Count details
Update the daily financial records with the soft count details. Include the total value of the drop box contents, any discrepancies or issues encountered, and any additional notes or observations. Ensure that the updates are accurate and properly saved in the financial records. By updating the financial records with the soft count details, the overall financial accuracy can be maintained.
1
Update total value of drop box contents
2
Note any discrepancies or issues
3
Save updates in financial records
Approval: Daily Financial Update
Will be submitted for approval:
Update daily financial records with Soft Count details
Will be submitted
Communicate Soft Count results to management
Effectively communicate the results of the soft count to the management team. Provide a summary of the total value of the drop box contents, any discrepancies or issues encountered, and any additional notes or observations. Ensure that the communication is clear, concise, and easily understandable. By effectively communicating the soft count results, management can make informed decisions and take necessary actions.
Prepare and Secure Soft Count Room for next Drop
After completing the soft count process, prepare and secure the soft count room for the next drop. This includes cleaning and organizing the room, restocking any necessary materials or supplies, and ensuring that the room is properly locked and secure. By preparing and securing the soft count room for the next drop, the process can be seamlessly continued without any disruptions.
1
Clean the room
2
Restock necessary materials or supplies
3
Lock and secure the room
Schedule next Soft Count and Drop
Schedule the date and time for the next soft count and drop. Consider factors such as the availability of personnel, the volume of drop boxes, and any other relevant considerations. Ensure that the scheduled date and time are communicated to all necessary parties involved. By scheduling the next soft count and drop, the counting process can be efficiently planned and executed.
Submit all documentation and soft count details to the accounting department
Collect all documentation and soft count details and submit them to the accounting department. This includes the soft count report, soft count process documentation, financial records updates, and any other relevant information. Ensure that all documents are properly organized and securely submitted. By submitting all documentation and soft count details, the accounting department can maintain accurate records and perform necessary reconciliations.
