RESIDENCE SERVICES GUIDELINES
THE ACCOMMODATION OFFICE
ENTERING RENT PREPAYMENTS ON TILL 10
BEFORE BEGINNING, WRITE THE REGISTRATION NUMBER ON THE TOP RIGHT HAND CORNER OF THE OCCUPANCY AGREEMENTS
CLICK INTO FIN TILL ON FRONT SCREEN
- OPEN TILL 10 AND FIND STUDENT
Log on as ‘Till10’, with password ‘glas62sEs’.
When Finance Screen comes up, select ‘Till’ at top left of screen.
Open till and enter your user name password.
Enter Customer Code – i.e. Registration Number – and Return.
The student’s name will appear (Check it is the same name as is on the contract).
Press Page Down to get to Prefix 1.
Type in “TA14/15-1” and return. [If the student is going to couple accommodation in Patrick Thomas Court, the prefix is “MA013/14-1”.]
Prefix 2 –code for the residence, e.g. BBK, CHAN etc (see end of document).
Return and enter the amount
- Page Down 3 times,this takes you to a 2nd screen where you select the method of payment. Use the down arrow to get to Cheque/Switch/Solo/Delta.
Enter number of transactions – 1 – and the amount paid (i.e. £400). If it is a credit card transaction, pick Credit card dept. Before going any further put the Rent Prepayment through the Credit Card machine (see 3 below).
Page Down and enter your User Name (normally 2 initials) and your till Password.
Enter at Process Receipt and your receipt will print off.
3.PUT THROUGH CREDIT CARD RENT PREPAYMENT
Press Menu button and arrow down to Sale then put in card and press Enter.
Enter sale amount £400 and enter.
Customer will then be asked to enter pin.
Receipt will print, press enter again for second copy of receipt. (give customer copy and keep copy with card number showing.
If the credit card is declined, do not continue to process the Till 10 receipt – abandon the transaction. (Esc+F4)
To fix or cancel a receiptPress F11 – clear screen
Enter receipt no
F12 –find
Escape –F4
Cancel receipt
4.MARK THE OCCUPANCY AGREEMENT AS PAID
Make sure stamp is set to correct date and stamp the Occupancy Agreement and the back of the cheque or the back of the Credit card receipt and write Till 10’s receipt number on each.
Keep the cheques and the stamped credit card receipts in two piles.
5.REPORTING
Go out Red Door to Main Screen.
Choose Reporting from Main Menu
Choose View Report Summary
It is important to View the Summary Report to ensure that it reflects the correct number of cheques/switches/credit cards taken and the correct total.
6.If everything is NOT OK, resume the till session. Press F11 and enter the relevant receipt number. Press F12 and it will bring back the details. Press Escape and F4, which will take you to the 2nd screen where you select Cancel. Start again and put through the correct information. View the Till Summary and if it is OK, print the reports.
7.If everything is OK, print the Till Summary and Till Reports.
8TOTAL THE CREDIT CARD MACHINE
Select Banking, choose the X Total option and swipe the Supervisor’s Card.
Select Banking, choose F3 Banking, and swipe the Supervisor’s Card.
Select Banking, choose the Z Total option and swipe the Supervisor’s card.
9BANK THE CHEQUES
Get the money bags and Pay-in book from cabinet under fax (check it’s not the Halls Committee Pay-in book!).
Complete the pay-in slip and stub with the amount, number of cheques, your name and “Accommodation Office” and (at the top of the slip) the number of the bag into which you are putting the money.
Complete the addresses on the money bag.
IPSL – CHEQUE PROCESS MAILROOM
BANK OF SCOTLAND
2 BANKHEAD CROSSWAY NORTH
EDINBURGH EH11 4DT
FROM – Strathclyde University
Accommodation Office
Date
Amount
10CHECK WITH SENIOR HOUSING OFFICER
Take reports, X and Z reports, cheques, pay-in book and banking bag to Senior Housing Officer to check and sign.
11COMPLETE BANKING
Place cheque bag in leather bag and lock
Phone security ext. 3333 and ask to pick up and take to cash office.
(Make sure you get them to sign sheet when you hand over bag)
12CLOSING THE TILL
Go back to the Till, click on Action and Exit and select Close Till. (Once you do this you cannot make any changes to what you have done, so the previous reports MUST be right before you close the Till). Enter User name and personal Password and return. System will print the Till Closure Report automatically.
13FILING THE REPORTS
Staple together the 3 Reports, the Adding slip and the X & Z totals and place in the folder.
The next day check that the Data Transfer Report from the Credit Card Machine has the same totals as the X & Z and staple it to the other reports. If it reads differently, inform the Cash Office.
Author: Ruth Daubney
Date:2010
Amended:Tracey Morgan
Date:April 2014
Amended:Barbara Manson
Date:November 2014
Andrew Ure HallAUC
Birkbeck CourtBBK
Chancellors HallCHAN
CumbernauldIVH
Forbes HallFOR
Garnett HallGAR
James Blyth CourtJBC
James Goold HallJGH
James Young HallJYH
Murray HallMUR
Patrick Thomas CourtPTC
Thomas Campbell CourtTCC