Administrative Audit Process

Select a Session Date and ClerkID in the form fields provided at the top of the page and press 'Go'. If the clerk has submitted totals for that day, then you will be able to view the corresponding data.

Data correction - You may also edit and/or delete the clerk's data from this page, as long as the deposit for that date and location has not already been completed. Modification options include:

Edit Location - If a clerk has entered the wrong session location, you can correct the error by clicking on the pad and pencil icon beside the location in the top right hand corner of the page. Select the new location from the drop-down list and click 'Update'.

Modify Clerk's Verification Status - If a clerk has already submitted their totals, but later discovers an error that needs to be corrected, you can 'unverify' their session so that they can get back in and correct the problem. To 'Unverify' a Clerk's session, simply click 'Unverify' beside 'Verified: Y' in the top right hand corner of the page.

Update Daily Business - If there is an error with the clerk's Daily Business data, you may edit it by clicking on the pad and pencil icon beside the Daily Business total.

Add, Edit or Delete Transactions - If there is an error or an item missing with the clerk's transaction list, you may correct the error from this page. To add a transaction, simply click the 'Add' link at the top of the Itemized Transactions list and fill out and submit the form. To edit an existing transaction, click on the pad and pencil icon beside that transaction and make your modifications via the form provided. To delete an existing transaction, click on the trashcan icon beside that transaction.

Purge a Clerk's Session - If a clerk has made more than a few mistakes and you feel like they would be better off starting over rather than trying to fix the errors, you may decide to completely purge all of the data for that session. This can be accomplished by clicking 'Destroy sessionid' in the top right hand corner of the page beside Purge Session.

Select a Session Date and Location in the form fields provided at the top of the page and press 'Go'.

At the top of the page, you will see a breakdown of Total Receipts, Total Daily Business and Total Discrepancy (if any) for the date and location that you selected. These figures are for all clerks combined at the specified date/location. Each clerk's daily detail will then be listed individually below.

Select a Session Date in the form field provided at the top of the page and press 'Go'. You may then view cash, checks and credit card receipt totals that have been recorded for that day (thus far) in all locations.

You may also check each clerk's verification status to see at a glance if there are any clerks who have not yet verified and submitted their totals. If a clerk does not appear in the list at all, she has not entered any daily business yet for that day. If a clerk appears in the list, but an 'N' is present in the Verified column, she has begun the audit process, but has not yet verified and submitted her totals.

Separate audits are performed for each collection location. Use the form at the top of the page to set the date and location that you are auditing.

Gather Collections Data - Print out your daily total reports for the date and location that you are auditing. These include but may not be limited to your PACS and RTS reports. You will refer to these reports to determine which items have been collected for and the amount collected for each. If there are items that you collect for that are not accounted for on your reports, you may refer to your cash receipts to determine the collections total for those items.

Collections Accounts - The links on the 'Post Daily Totals' navigation menu will match the account types that you configured when your set up your software.

Begin Posting Items - Select an account, such as Ad Valorem. Select from the drop-down list of available items within that account. Refer to your daily report(s) to determine the amount received for that item at the location that you are auditing. Enter the amount and click 'Add'. Repeat this process for each item that has been collected for within that account.

Once you've entered all the data for Ad Valorem, proceed to the next category and repeat the process. Continue on until you've entered all of your collections totals for the date and location that you are auditing.

Note on Drawer Discrepancies - If any of your clerks reported a drawer discrepancy, the overage or underage will be calculated for you on the Special account page, where you will need to enter it as a Special item.

Item Entry Detail - As you post your totals, the list of items posted to the account you are updating will appear below the form. CNB will calculate total number of items as well as the sum of those items in the top right corner of your screen. If you wish to view these totals for All Items, click on 'View All' under 'Post Daily Totals' in the navigation menu.

STEP 1 - Balance Check and Summary - The Balance Check and Summary page summarizes and compares the Total Funds reported by your clerks (on the left) with the Daily Collections Totals that you entered (on the right). If the Total Funds and the Daily Collections Totals match, then you are balanced and you may proceed to the next step by clicking the button at the bottom of the page 'Step 2 - Verify Cash Inventory'.

When Totals Do Not Match - If the Total Funds reported by your clerks and the Daily Collections Totals that you entered do not match up, there will be a message at the bottom of the page stating whether you are over or under and by how much. If there is any discrepancy at all, you will not be able to proceed with the deposit. You must go back and review the data that has been entered to find and correct the error(s). Once you have eliminated any errors and your Total Funds match your Daily Collections Total, then you are balanced and you may proceed to the next step by clicking the button at the bottom of the page 'Step 2 - Verify Cash Inventory'.

STEP 2 - Verify Cash Inventory - Once you've balanced, the next step in the audit process is to verify the cash inventory.

1. Combine all of the cash collected by your clerk(s) for the date and location that you are auditing.
   
   
2. Divide cash by denomination.
   
   
3. Count the number of 100s and enter the number of 100s in the field provided. Follow the same procedure for each denomination of cash. Once you have inventoried all of your currency and coins and entered your totals in the cash inventory form, click 'Calculate'.


4. The following screen will print out the calculated totals for each denomination as well as the combined Total Cash.
   
   
5. CNB will compare the total cash reported by your clerks with the total cash inventory that you just entered.
   
   
6. If there is a discrepancy, you will be able to see if you are over or under and by how much. You will not be able to proceed with the deposit until the discrepancy has been eliminated. You must go back and resolve the error(s), first. Start with recounting your cash. If that does not lead you to the error, you should then go back and review clerk data.
   
   
7. Once your cash total matches the cash total reported by your clerks, you may proceed to the next step by clicking the button at the bottom of the page, 'Step 3 - Review and Print Deposit'.
   
   

STEP 3 - REVIEW AND SUBMIT DEPOSIT - The next screen is a summary of the deposit information that you are about to submit. This page is provided so that you can double-check and make sure that everything looks good prior to final submission. If you wish you can add a comment to the deposit. When you are ready to proceed, click 'Submit Deposit'.

The following screen will appear. It is recommended that you print a copy of this screen.