Handling Money

1
Handling Money

• Cash Register
• Receipts

2

• Patrons may pay for library fines, fees, lost
  books, guest accounts, merchandise, copy print
  cards, and all other library expenses by cash, by
  check, or by credit card.
•  
• Patrons may not charge item purchases to their
  library accounts in Voyager. Payments are
  expected at the time items are bought.
• If anyone has any questions concerning this,
  refer them to a supervisor.

3
Cash Register Operation

•  
• All monetary transactions involving cash, checks,
  or credit cards must be entered on the cash
  register. To use our register for a monetary
  transaction, follow these directions
•  
• Enter the amount of the transaction.
• If a patron is buying a 6.00 Copy Print card,
  6.00 is the transaction amount if they are
  paying 3.20 in fines, 3.20 is the transaction
  amount.
• When entering the transaction amount, do not
  enter a decimal, since the register does this
  automatically. If there are no cents in the
  amount, you can press the 00 button. (i.e. if
  6.00 is the transaction amount, then press the
  6 button and the 00 button for 3.20 press
  3, 2, 0 in order).

1.
4
ILL Items Fines/Guest Accounts/Lost Books Copy
Print Card
2.

• Enter the account into which money is going
  by pressing its corresponding button.
• There are four account buttons. The 3 main, large
  buttons are for Copy Print Cards, Fines New
  Accounts, and Items. A smaller button for ILL
  fees is also available, but is rarely used.
• If a patron is buying a Copy Print card, press
  the Copy Print Card button.
• The Fines button is used for paying Overdue
  Fines, Lost book replacement charges, and Guest
  Account fees for Local Resident and Alumni
  Courtesy Guest payments. (Be SURE to alert a
  supervisor if someone wants to pay a Lost Book
  fee!)
• The ILL button is for Interlibrary Loan
  charges, which display in Voyager as ILL Article
  charge or ILL Book charge. (There are very
  few of these.)
• Items covers merchandise purchases, such as a
  CD-Rom, a transparency, or laminator film.

Account Buttons
5
Cash Check Credit Card receipts
3.

• If the patron is paying the exact amount of
  the transaction (no change required), press the
  appropriate payment type button Cash, Check, or
  Credit Card.
• At this point the register drawer will open
  and allow you to put something inside.
• One, five, and ten dollar bills go in the
  appropriate denominational sections.
• All bills greater than 10.00, as well as checks
  and credit card receipts, will go together in the
  left-most section.
• Checks will only be accepted for the exact amount
  of the transaction, and should be made payable to
  Wheaton College.
• Credit card charges also must be for the exact
  amount of the transaction.
• We request (but cant demand) credit card charges
  to be at least 1.00.
• Note that credit card charge transactions should
  NOT be enacted/entered in the register until
  AFTER the charge has been processed on the credit
  card charge machine.

4.
Payment Buttons
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5.

• IF the patron is paying by cash and gives
  you a bill larger than the transaction amount, do
  not press the Cash button right away.
• First, enter the amount of money the patron has
  given you, and THEN press the Cash button.
• The register will calculate and display the
  change due to the patron as it opens the drawer
  for you.
• Give the patron the correct change.
• For example, the patron wants to pay 4.15 in
  fines and hands you a 5.00 bill. Enter the
  following in sequence 4 1 5 Fines 5 00
  Cash.
• When there are multiple items being paid
  for in one transaction, enter all the separate
  amounts and their accounts, then hit Sub Total,
  and then enter the payment at the end.
• For example, a patron wants to buy a 1.20 copy
  print card and also pay off 3.50 in fines that
  are listed in Voyager and also pay .60 for a
  blank CD, and they give you a 20.00 bill to
  cover it all. Press the following buttons on the
  cash register in sequence 1 2 0 CopyPrint
  Card 3 5 0 Fines 6 0 Items SubTotal 2 0
  00 Cash
• The register should tabulate a subtotal of 5.30
  and display change due of 14.70.
• When you have completed all the
  transactions for a patron on the cash register,
  push the red C button to clear the register for
  the next patron.

Directions are posted here for quick reference.
6.
7.
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More Cash Register Tips

• In order to open the cash register drawer without
  enacting any sort of transaction, push the Check
  button, which also serves as the Open button.
• If the register runs out of a certain
  denomination of coins or bills, tell a
  supervisor, who will get some more from the safe.
• Patrons may ask you to make change, such as to
  exchange a 5.00 bill for 5 ones, or to give them
  coins in exchange for a dollar bill. This is
  fine as long as our supply of bills or coins is
  not depleted. If patrons want coin change for
  more than 2.00, or to change any bills greater
  than 20.00 for smaller ones, please explain that
  this depletes our cash supply and see if they
  have any smaller bills to swap instead. Be sure
  you make change correctly, with an exact swap for
  the same amount!
• If someone offers a 50.00 or 100.00 bill to pay
  for a small charge, inquire whether they have any
  smaller bills or another way to pay (such as by
  check or charge) so as not to wipe out our cash
  drawer. If they have no other way to pay, accept
  the large bill and make change, and then get a
  supervisor to make the necessary exchanges to
  replenish the bill supply in the drawer.

8

• If you make a mistake in entering a transaction
  and notice it right away, before you have hit the
  payment type button, hit the red -/Error
  correct button to erase the last entry you made.
  
• If you make a mistake, and have already hit the
  payment type button that finalizes the
  transaction, leave a record about the mistaken
  transaction (what you actually did and also what
  it should have been) on the Cash Register
  Mistake Log, which is on a clipboard hanging
  under the Circulation counter. You can also put
  a note in the Circulation supervisors wooden box
  if the log isnt sufficient to note all the
  details. This record is necessary so the
  appropriate adjustments can be made when the
  register tape is reconciled and the bank deposit
  is made.
• Important Whenever someone pays for a fine or
  fee on their library account in Voyager, REMEMBER
  TO PAY THE COMPUTER and resolve the charge in
  Voyager, as well as entering the transaction in
  the register.
• If the cash register runs out of paper, get a
  supervisor.

9
Buswell Library Receipts

• Occasionally, a patron may ask for a receipt for
  what has been purchased or paid.
• Buswell Library Receipt forms are located in the
  drawer near the cash register.
• Write in each item purchased or the type of fee
  thats been paid.
• Write the amount paid for each in the appropriate
  place.
• Enter the total.
• Write your name on the Employee line and
  complete the other blanks.
• Give the receipt to the patron.

BML Receipt Form
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• Handling Money 1 Cash Register Receipts
  Questions
• Write a short answer to fill in the blanks of
  each statement.
• 1. Patrons can pay library fees by cash,
  ______________, or credit card.
• 2. If a patron is paying a 25.00 alumni guest
  account fee, you should press the _________ and
  New Accounts button on the cash register to
  designate the account.
• 3. Checks should be made payable to _____________
  ______________.
• 4. Credit card charges should be for the
  ________________ amount of the transaction.
• 5. To clear the register for the next
  transaction, press the red ____________ button.
• 6. If you make an error on the cash register, and
  have already finalized the transaction by
  pressing the payment type button, record your
  error on the Cash Register __________________
  Log, which is on a clipboard hanging under the
  counter.
• 7. A BML ________________ Form can be completed
  upon request for patrons who want proof of a
  payment transaction.