CEO Company Policies Procedures Manuals

The CEO Company Procedures Series includes nine manuals:

Manual

Pages

Procedures

Forms

Bonus Section

Accounting
Procedures Manual

580

38

54

Sample Accounting Manual, Guide to Embezzlement

Prevention

Finance
Procedures Manual

590

36

58

Sample CFO's Manual, Small Business Management

Guide

Computer & IT
Procedures Manual

700

40

30

Sample IT Manual, IT Security Guide

Human Resources
Procedures Manual

880

35

65

Sample HR Manager's Manual, Sample Employee

Handbook, Over 60 Sample Job Descriptions

Business Sampler
Procedures Manual

950

111

124

Sales & Marketing

Procedures Manual

700

32

89

Sample Executive's Manual, Internet Marketing Guide

Security Planning
Procedures Manual

530

41

31

Sample Security Manual, Guide to Workplace

Violence

Disaster Recovery
Procedures Manual

550

26

Sample Disaster Recovery Plan, Guide to Workplace

Violence, Contact Directory

ISO 9001 QMS

Procedures Manual

400

23

48

Sample Quality Manual

5,880

362

525

Total

Choose your delivery option:

Hard Cover Book and CD containing all documents in editable Microsoft Word format
and instant download
or
Instant download only (no shipping)
Have questions? Email: [email protected]
How to Order:
Online: www.bizmanualz.com | By Phone: 800-466-9953 or 314 863 5079

CEO Company Policies Procedures Manuals

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1. Accounting Policies, Procedures and Forms

Prewritten Accounting Procedures For Easy Internal Controls
The Bizmanualz Accounting Policies and Procedures Manual can help you establish a strong internal
control system and comply with Sarbanes-Oxley section 404. With these prewritten accounting procedure
statements, you will learn how to improve accounting department controls for Sarbanes-Oxley 404
compliance, how to improve the performance of business finance and credit, how to manage shipping,
purchasing and receiving, and how to manage cash operations.

Includes 38 Policies and Procedures:

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.

Chart Of Accounts
Files And Records Management
Travel And Entertainment
Management Reports
Period-End Review & Closing
Controlling Legal Costs
Taxes And Insurance
Property Tax Assessments
Confidential Information Release
Document Control
Cash Drawers And Credit Cards
Cash Receipts And Deposits
Problem Checks
Wire Transfers
Check Signing Authority
Check Requests
Bank Account Reconciliations
Inventory Control
Inventory Counts

20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.
33.
34.
35.
36.
37.
38.

Fixed Asset Control

Customer Property
Fixed Asset Capitalization & Depreciation
Sales Order Entry
Point-Of-Sale Orders
Customer Credit Approval And Terms
Sales Order Acceptance
Shipment Of Goods
Invoicing And Accounts Receivable
Sales Tax Collection
Progress Billing
Account Collections
Customer Returns
Vendor Selection
General Purchasing
Project Purchasing
Receiving And Inspection
Shipping And Freight Claims
Accounts Payable And Cash Disbursements

2. Finance Policies, Procedures and Forms

Use the Bizmanualz Finance Policy, Procedure, and Forms Manual to fulfill your financial compliance
requirements by establishing financial controls and, at the same time, strengthen and improve your
financial processes for enhanced performance. Whether you are managing your financial processes or
trying to improve your fiscal performance, financial policies and procedures templates from Bizmanualz
make the process much simpler and easier

Includes 36 Policies and Procedures:

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.

Sample Procedure

Document Control
Service Processes
Continuity Planning
Document Control
Record Control
Annual Stockholders Meetings
Board of Directors Meetings
Business Plan
Capital Plan
Valuation
Bank Loans
Stock Offering
Debt and Investment
Asset Acquisition
Leasing
Working Capital
Cash Management
Inventory Management

19.
20.
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22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.
33.
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35.
36.

Related Party Transactions

Foreign Exchange Management
Managing Bank Relationships
Merchant Accounts
Letter of Credit
Financial Forecasting
Financial Reporting
Financial Statement Analysis
Financial Management Review
Financial Restatements
Financial Information Release
Sarbanes-Oxley Compliance
SAS 70 Compliance
Risk Assessment
Risk Management
External Auditing
Internal Auditing
Corrective Action

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3. Computer & Network Policies, Procedures and Forms

Write your Computer and IT Policies and Procedures Faster
The Computer and Network Policy, Procedures and Forms Manual discusses strategic IT management,
control of computer and network assets, and includes a section on creating your own information systems
manual along with a computer and IT security guide. The Manual helps you comply with Sarbanes Oxley,
COBIT or ISO 17799 security and control requirements. This Manual allows IT Managers, IT
departments and IT executives to develop their own unique IT policy and procedures

Includes 40 Policies and Procedures:

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
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13.
14.
15.
16.
17.
18.
19.
20.

Information Technology Management

IT Records Management
IT Document Management
IT Device Naming Conventions
TCP/IP Implementation Standards
Network Infrastructure Standards
Computer and Internet Usage Policy
E-Mail Policy
IT Outsourcing
IT Department Satisfaction
IT Asset Standards
PIT Asset Management
IT Vendor Selection
IT Asset Assessment
IT Asset Installation Satisfaction
IT System Administration
IT Support Center
IT Server / Network Support
IT Troubleshooting
IT User-Staff Training Plan

21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.
33.
34.
35.
36.
37.
38.
39.
40.

IT Threat And Risk Assessment

IT Security Plan
IT Media Storage
IT Disaster Recovery
Computer Malware
IT Access Control
IT Security Audits
IT Incident Handling
IT Project Definition
IT Project Management
Systems Analysis
Software Design
Software Programming
Software Documentation
Software Testing
Design Changes During Development
Software Releases and Updates
Software Support
Software Consulting Services
Software Training

4. Human Resources Policies, Procedures and Forms

Fast, Easy Human Resources Manual
Creating your Human Resources Manual is quicker and easier with easy-to-use pre-written Human
Resources Procedures and sample HR Policies. Now you can easily document the fair and equal
treatment of your employees as required by Federal laws, while preserving a consistent level of health
benefits and safety precautions to maintain a productive work force.

Includes 40 Policies and Procedures:

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.

Sample Procedure

Personnel Records
Forms Development
Document Control
Mail & Express Services
Telephone Answering
Property & Access Control
Separation
Workplace Rules & Guidelines
Human Resources Reports
Dress Code
Employee Hiring
Job Descriptions
Employment Applications
Interviewing Applicants
Background Investigations
Payroll
Paid & Unpaid Leave
Insurance Benefits
Healthcare Benefits
Employee Retirement Income Security Act
(ERISA)

21. Consolidated Budget Reconciliation Act

COBRA
22. Development Management
23. Training Reimbursement
24. Computer User & Staff Training Plan
25. Internet & E-mail Acceptable Use
26. Performance Appraisals
27. Employee Discipline
28. Workplace Safety (OSHA)
29. Americans with Disabilities Act (ADA)
30. Family and Medical Leave Act (FMLA)
31. Drug Free Workplace
32. Health Insurance Portability And
Accountability (HIPAA)
33. Harassment & Discrimination
34. Posting Requirements
35. Equal Employment Opportunity Software
Training

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5. Sales & Marketing Policies, Procedures and Forms

Integrated Sales and Marketing Procedures
Sales and Marketing Procedures manual takes best practices and sound advice from experts in the sales
and marketing fields and brings them together in one well organized, easy-to-use, and readily
customizable template to manage your sales and marketing processes. It helps you organize and manage
these essential functions, giving you direction and guidance to help you turn the art of marketing and sales
into science. This manual also helps you break down the barriers between sales and marketing
departments. It emphasizes communication and unity of purpose, helps you set a clear course for your
sales and marketing strategy, and lays the foundation for continual improvement.

Includes 32 Policies and Procedures:

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.

Advertising
Customer Life Cycle
Customer Quality
Customer Requirements
Customer Service
Direct Mailing Marketing
Goals and Objectives
Internet Marketing
Lead Assessment
Marketing Plan
Marketing Research and Analysis
Marketing Strategy Plan
Meeting
Product Cycle Management
Product Development
Product Launching
Product Recall

18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.

Public Relations
Sales Administration
Sales and Marketing Document Control
Sales and Marketing Records
Management
Sales Call Management
Sales Compensation Plan
Sales Hiring
Sales Lead Management
Sales Supplies
Sales Training Plan
Situation Analysis
Stakeholder Analysis
Strategy Team
Trade Show Event
Vision and Mission

6. ISO 9001 QMS Policies, Procedures and Forms

Quickly Create a Total Quality Management System Based on ISO 9001
The Bizmanualz ISO 9001 QMS Policies, Procedures & Forms manual provides you with easy to use
Quality Procedures for ISO 9001 implementation. You will learn what ISO 9001 is all about, how to
produce an ISO 9001 Quality Manual, and how to write ISO 9001 Quality Procedures. The Bizmanualz
ISO 9001 Manual comes with practical documentation in proper ISO format and reflects 2008 changes to
the standard. You also get a detailed explanation of ISO 9000 and helpful information and guidance on
producing your own QMS quality manual.

Includes 23 Policies and Procedures:

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.

Sample Procedure

Document control
Record control
Internal audits
Control of non-conforming product/material
Corrective action
Preventive action
Management reviews
Competence, training, and awareness
Sales orders
Project definition
Design and development
Design change

13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.

Vendor evaluation
Preproduction planning
Manufacturing
Identification and traceability
Customer property
Control of monitoring and measuring
equipment
Process monitoring and measurement
Customer satisfaction
Data analysis and continual improvement
Receiving and inspection
Purchasing

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7. Security Planning Policies, Procedures and Forms

Learn How to Protect and Control Your Physical Assets
The primary goals of any company are to be of service and to generate income. The Security Department
is responsible for developing, implementing and monitoring the companys security plan and loss
prevention program by utilizing clear and thorough security procedures. The Security Policies and
Procedures Manual uses a scientific model to help you understand the true scope of security & operations
and implement a comprehensive company-wide security plan that will significantly reduce your companys
risk.

Includes 41 Policies and Procedures:

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
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20.
21.
22.
23.
24.

Procedural security
Annual risk assessment and evaluation
Ethics and employee conduct
Fingerprinting and photographing of
employees
Policy and criminal violations
Employee use of drugs or alcohol
Possession and carrying of firearms
First aid and medical emergencies
Suspicious persons and activities
Identification procedures
Internal investigations
Court testimony by employees
Proprietary information
Guard program
Information security and the edp center
Fire prevention and detection
Hazardous material
Inventory, delivery and receiving controls
Security devices
Opening & closing cash-handling facilities
Transportation of currency
Combinations
Key and access device control
Work station security

25. Employee assignments during emergency

responses
26. Emergency operating procedures: all
personnel
27. Robbery procedures: staff personnel
28. Robbery procedures: management
personnel
29. Extortion procedures: staff personnel
30. Extortion procedures: management
personnel
31. Bomb threat procedures: staff personnel
32. Bomb threat procedures: management
personnel
33. Disaster response procedures: staff
personnel
34. Disaster response procedures:
management
35. Violence in the workplace
36. Personal protection and safety for
employees
37. Executive protection program
38. Testing and training requirements
39. Security training program
40. Documenting investigations
41. Media relations

8. Disaster Recovery Policies, Procedures and Forms

How to Quickly Maintain Your Operations When Disaster Strikes
Disasters like flood, fire, or theft can strike at any time. Does your company have an Emergency Plan? If
youre small and unprepared you could be out of business in the absence of a disaster recovery plan. How
much business will you lose while you are trying to figure out how to re-open your doors? Be prepared for
any emergency or disaster, natural or man-made, with this authoritative guide. Use this step-by-step guide
to quickly produce an emergency and disaster management plan.

Includes 28 Policies , Procedures, Activities and Worksheets:

1. Disaster Management & Business Recovery
Plan
2. Annual Risk Assessment Exercise
3. Disaster Management Plan: Annual Testing &
Training Program
4. Disaster Management and Business Recovery
Plan Orientation
5. Synopsis, Disaster Management Plan
6. Disaster Management Plan: (Items for Review
and Completion)
7. Disaster Management Plan: Database
Screens
8. Sample Personnel Database
9. Sample Equipment Database
10. Sample Facilities Database
11. Emergency List Database
12. Centers of Operation

Sample Procedure

13. Disaster Recovery Questionnaire

14. Disaster Management Plan: Annual Review
15. Emergency Supplies for Office and
Departments
16. Emergency Notification Procedures
17. Service Agreement
18. Data Processing Service Agreement
19. Disaster Recovery Log
20. Chronological Log of Events
21. Testing of Solutions Documentation
22. Recovery Worksheet
23. Restoration Worksheet
24. Resumption Worksheet
25. Reconstruction Worksheet
26. Employee Personal Profile
27. Sample Facility Diagrams
28. Training Handout

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9. Business Sampler Policies, Procedures and Forms

Office Procedures Made Easy
The Sample Business Procedures manual enables you to quickly produce Office Procedures for your
entire business through well-researched and thorough documents covering thirteen different areas of
business.

Includes 111 Policies and Procedures:

Accounting:
1. Accounts Payable and Cash Disbursements
2. Bad/NSF Checks
3. Bank Account Reconciliation
4. Cash Drawers
5. Cash Receipts
6. Check Requests
7. Check Signing Authority
8. Chart of Accounts
9. Capitalization and Depreciation of Fixed Assets
10. Fixed Asset Control
11. Invoice Billings and Accounts Receivable
12. Petty Cash
13. Unsigned or Partial Payment Checks
14. Year-End Closing
Administration:
15. Board of Directors' & Shareholders' Meetings,
Minutes, and Protocol
16. Controlling Legal Costs
17. File and Record Management
18. Form Development and Forms Manual
19. Job Descriptions
20. Mail and Express Services
21. Management Reporting
22. Telephone Answering
23. Travel & Entertainment
Customer Service:
24. Customer Satisfaction Survey
25. Customer Service Contact/Complaint Handling
26. Service Satisfaction
27. Post-Sale Customer Follow-Up
28. Service Parts Pricing
29. Warranty and Service Policies
Disaster Management:
30. Disaster Management Plan
31. Service Agreements, Emergency Services Agencies,
and Community Resources
32. Centers of Operation
33. Emergency Notification Procedures
34. Office and Department Recovery
Engineering:
35. Drawings and Schematics
36. Engineering Change/Document Change Control
37. Labeling
38. Device Master Record
39. Operation/Service Manuals
40. Patents
41. Preproduction Quality and Planning
42. Product Design and Development
43. Product Identification and Safety Hazard Labels
Environmental Management:
44. Environmental Protection
45. Hazardous Waste Management
46. Air/Water/Soil Resource Management
Finance and Credit:
47. Account Collection Process
48. Bank Loan Applications
49. Banking Policy and Relations
50. Business Plans and Forecasts
51. Customer Credit Approval and Credit Terms
52. Exercise of Incentive Stock Options
53. Property Tax Assessments
54. Release of Financial or Confidential Information
55. Stock Transactions
56. Weekly Financial and Six Week Cash Flow Reports

Sample Procedure

Manufacturing:
57. Assembly Manuals
58. Bill of Materials
59. Calibration for Testing and Measuring Equipment
60. FDA Inspections
61. ISO 9000 Compliance
62. Master Parts List and Files
63. Part Number Designation
64. Serial Number Designation
65. Quality Control for Finished Goods
66. Quality Assurance Audit Procedures
67. Corrective Action
Information Technology:
68. IT Asset Standards
69. Use of Non-Standard Software
70. IT Incident Handling
71. Computer Viruses and Malware
72. IT User-Staff Training Plan
73. Computer and Internet Usage Policy
74. E-Mail Policy
75. IT Support Center
Personnel:
76. Americans with Disabilities Act
77. Drug Free Workplace
78. Employment Policies
79. Employee Hiring and New Employee Orientation
80. Family and Medical Leave Act
81. Health Care Benefits
82. Paid and Unpaid Time Off
83. Pay and Payroll Matters
84. Performance Appraisals and Salary Adjustments
85. Resignations and Terminations
86. Sexual Harassment
87. Training/Tuition Reimbursement
88. Workplace Rules & Guidelines
89. Workplace Safety
Security and Operations:
90. Intrusion Protection
91. Physical Security
92. Personnel
93. Guard Force Management
94. Electronic Countermeasures
95. Executive Protection
Sales & Marketing:
96. Collection of Sales Tax
97. Copyrights and Trademarks
98. Marketing Plans
99. Model Number Designation
100. Public Relations
101. Return of Goods from Customers
102. Sales Leads
103. Sales Order Entry
104. Sales Training
105. Trade Shows
Shipping, Purchasing & Inventory Control:
106. Packing, Storage and Distribution
107. Physical Inventory
108. Purchasing
109. Receiving, Inspection, and Stocking of Parts and
Materials
110. Shipping and Freight Claims
111. Vendor Selection, Files, and Inspections

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Document ID
CSH107
Revision
0.0
Effective Date:
mm/dd/yyyy

Title
BANK ACCOUNT RECONCILIATIONS

Prepared By
(name, title)

Reviewed By
(name, title)
Approved By
(name, title)
Applicable Standard: N/A

www.bizmanualz.com

Print Date
mm/dd/yyyy
Date Prepared
mm/dd/yyyy
Date Reviewed
mm/dd/yyyy
Date Approved
mm/dd/yyyy

Policy:

To ensure the accuracy of the companys bank account records by proving the monthly
balance shown in the banks Account Register.

Purpose:

To outline the practices for preparation of a Monthly Bank Reconciliation

Scope:

This applies to all bank accounts maintained by the company.

Responsibilities:
CFO is responsible for review and approval of all reconciliations.
Controller is responsible for reconciling all checking accounts.
Background: Errors or omissions can be made to the company's bank account records due to the many
cash transactions that occur. Therefore, it is necessary to prove the monthly balance
shown in the bank account register. Cash on deposit with a bank is not available for
count and is therefore proved through the preparation of a reconciliation of the company's
record of cash in the bank and the bank's record of the company's cash that is on deposit.
Definitions:

Batch. All of the days credit card transactions are collected into a batch of
transactions. The batch is closed, usually at the end of the day, and the result is submitted
to the merchant processor as a single batch.
Settlement. The processor clears the credit card transactions in the batch and the result is
settled to the designated bank account. Settlement varies by Credit Card Company but
usually occurs in 2-3 days after a batch is closed.
Processor. The processor is responsible for authorizing credit card transactions and
settling each batch. The processor is also the company that one must interface with on all
discrepancies or chargebacks.
Charge backs. A chargeback occurs when a customer (cardholder) disputes a charge that
appears on their monthly credit card statement. If the dispute is unable to be resolved
then the transaction is charged back to the merchant. The processor charges the merchant
and returns the cardholders money.

Sample Procedure

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Procedure:

1.0

BANK STATEMENT PREPARATION

1.1

After receipt of the monthly bank statement, including cleared checks, deposit slips and any other
transactions; the Controller should prepare the monthly bank reconciliation and have it carefully
reviewed by the CFO. The CFO review is especially important if a bookkeeper is hired to
perform other cash drawer or cash posting transactions. To preserve proper segregation of duties,
no single employee, other than the owner, should perform both cash transaction functions and
bank account reconciliations.

1.2

Prior to preparing the bank reconciliation, the accountant should review the bank statement for
any interest credits, bank charges and other fees. These should all be posted to the checking
account before reconciling. Note: some accounting systems allow for the entry of interest credits,
bank charges and other fees during the reconciliation process.

2.0

COMPUTERIZED FORMAT

2.1

In the computerized environment, the accounting system may provide an automated bank
reconciliation task. This task is generally selected once a month in conjunction with
receiving the month end bank statement. Once selected, the screen shows a list of all
items that have been posted to the cash account and that have not been cleared from the
previous month's account reconciliation. The screen is usually divided into two
segments: one half is a list of all checks and other charges reducing cash, and the other
half is a list of all deposits and other items increasing cash. This screen would also have
a field for entering the proper month end date and the balance at month end, per the bank.

2.2

After the account-reconciling task is successfully completed, a report is provided which

shows the reconciliation process, including outstanding checks and deposits in transit.
The actual format will vary depending on the accounting system, but in general, will
contain the same information as shown on the manually prepared report in CSH107 Ex1
SAMPLE BANK AND BOOK BALANCES RECONCILIATION TO CORRECTED
BALANCE.
Note: Print out the full (not a summary) report, staple it to the applicable bank statement, and file
the result as an important control feature. This will document that the bank statement has been
successfully reconciled.

3.0

MANUAL PREPARATION AND RECONCILING ITEMS

3.1

A monthly bank reconciliation starts with the ending bank statement balance. List any deposits in
transit that were made but were not yet recorded by the bank and add to the bank balance. Then,
list any checks that were written on the account prior to month-end, but which have not yet
cleared the bank and deducted from the bank balance. The ending balance should agree with the
balance "per books", i.e.: the balance recorded in the checking account.

3.2

Now perform the same process with the monthly reconciliation of the ending balance per the
company's books.
Total deposits and total disbursements should be reconciled to the bank statement, then
adjustments such as any interest or any other bank credit items should be listed and added to the

Sample Procedure

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balance. Then, any bank charges, transfer fees, etc. should be listed and deducted from the
balance.
From these steps, the "corrected" ending book balance is derived and should equal the
"corrected" bank balance from the previous step.

3.3

Any discrepancies between the derived balance and the checkbook balance will require
research to determine the cause, such as recording errors, omissions, incorrect postings,
etc. In some cases, the discrepancy can be caused by not accurately entering all bank
generated credits and charges; such as fees, interest, etc. If the balances still do not equal,
the bank statement should be carefully reviewed for possible errors; such as, checks or
deposits clearing for amounts that do not agree with those posted to the store's checking
account.

4.0

COMPUTERIZED PREPARATION AND RECONCILING ITEMS

4.1

The same procedures as the manual tasks described above are followed in a computerized
environment. The primary difference is in the ease of preparation. All transactions, which were
not already cleared in the prior months reconciliation, are listed.

4.2

Start by checking or clicking off with the mouse or keyboard those transactions, (mainly checks
and other debit memos, and deposits and other credit memos) that agree with the bank statement.
Once all bank statement items have been found and clicked off on the screen, the remaining "uncleared" entries on the screen are, in effect, the list of outstanding checks and deposits in transit.
Furthermore, the screen typically provides a continually updating reconciled cash amount that
should agree to the ending bank balance amount once all items are correctly accounted for and
cleared. Usually the accounting system does the math and the screen displays both the ending
bank balance and the reconciled cash amount with the remaining difference, if any.

4.3

Investigate all differences and enter any adjustments to the reconciliation or post to the cash
account in order to ensure an accurate bank balance.

5.0

ADJUSTMENTS AND OTHER TROUBLESHOOTING

5.1

In spite of the best of efforts, the reconciliation result may not agree with the bank
balance. The obvious first step is to make sure that all checks and deposits on the bank
statement agree with the entries in the cash account. Discrepancies of this type are
usually rare in computerized environments but may be caused by improperly recording
manual checks or credit card deposits and fees.
Checks are generally posted and printed simultaneously so that what shows up in the accounting
system will always agree to what was processed through the bank. Deposits are another matter.
The bank might group deposited checks differently than they were in the accounting system. As
explained in more detail in procedure CSH101 CASH DRAWERS AND CREDIT CARDS.
To simplify the month end reconciliation, receipts should be batched in a total deposit amount
that agrees to both the accounting system and the bank. Make sure to print a totaled deposit report
when daily receipts of checks and cash are batched for deposit. After making the bank deposit,
staple the validated bank deposit slip to the deposit report. This will document the two events: 1)

Sample Procedure

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what was deposited per the accounting system, and 2) what was actually deposited in the bank.
These two amounts must agree. This helps eliminate deposit errors for check and cash receipts.
5.2

A more difficult reconciling task is in obtaining agreement of all credit card receipts. The
difficulty results from three unique situations. First, there is a time lag of several days between
the time the credit card transaction occurred in the store and the time it is settled or deposited to
the store's bank account. Second, depending on the type of credit card and/or the merchant
provider, the fee charged (typically 1% to 4%) on each transaction may be automatically
deducted from the deposit before it shows up on the bank statement. And third, chargebacks
are usually deducted immediately by the processor and only reversed if the dispute is resolved in
the companys favor. This may even occur before the chargeback notice has arrived in the mail.

Consequently, the deposit on the bank statement may not agree with the daily credit card
batch (receipts). In the face of these difficulties, the CFO and Controller should
thoroughly understand the particular credit card daily closing procedures. An end of day
report for each credit card closing should be printed and saved as a reference for the
month end reconciliation process.
Alternatively, the credit card processor will provide a month-end statement listing each
credit card batch submitted each day. This report can be used to reconcile the credit
card batches to the settlement deposits.
5.3

After reconciling checks and deposits, the next area to reconcile are bank generated Credit and
Debit memos. These can result from various events including, returned checks, returned check
charges, monthly bank activity charges, credit card merchant fees, charges from the use of debit
cards, interest income and other service charges. The CFO may not know many of these until the
bank statement is received. Each one of these entries must be entered and distributed to the
proper income or expense account. Whatever the accounting system, its reconciling program
usually provides a routine for entering these end of month bank credits and charges.

5.4

After agreeing all checks and deposits and entering all other bank credits and charges, the balance
per accounting system and reconciled bank balance should agree. Any remaining difference must
be investigated. If there is no other explanation, an adjustment should be made. This would be
entered as a bank charge or credit and posted to a miscellaneous account.

5.5

Any outstanding checks or deposits in transit over six months old should be reviewed for
disposition including write-off by a journal entry.

Sample Procedure

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Revision History:

Revision

Date

mm/dd/yy

Sample Procedure

Description of changes

Requested By

Initial Release

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Sample Procedure

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CSH107 Ex1 SAMPLE

BANK AND BOOK BALANCES
RECONCILIATION TO CORRECTED BALANCE

Account No.
For Month Ended XX/XX/XX

Reconciliation of Bank Balance

Ending balance per bank statement

$10,000.00

Additions:
Deposit in transit
Deductions:
Outstanding Checks
# 1003
# 1232
# 1235

2,500.00

150.00
325.00
1,275.00
1,750.00

Ending balance per checking account

$10,750.00

Reconciliation of Book Balance

Ending balance per books

$10,750.00

Additions:
Interest
Deductions:
Bank Charges
Wire transfer fees

100.00

70.00
30.00
100.00

Corrected Balance

Sample Procedure

$10,750.00

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