Custody system user guide

Illustrated tutorial with simulated screens and training figures, rather than a live recording of hotel data. Custody: a practical guide From balances to shift closing • Illustrated screens, not a live account • All amounts are examples • For the website and employee app Welcome. This video explains how to use the hotel custody system on the website and employee app. These are illustrated screens, and all amounts are examples. We will record an expense, a collection and a transfer, then count cash and submit a shift closing for review. 1 · Open My custody Separate currencies and payment methods • Open My custody from your profile • Refresh to see current balances • Check the currency before starting After signing in, open My custody from your profile and refresh the balances. Egyptian pounds, dollars and electronic collections have separate balances. A dollar balance stays in dollars; the exchange rate does not convert the physical custody balance into pounds. The balances shown here are illustrative. 2 · Record an expense Step one: operation and custody • Select Expense • Choose the custody you paid from • Then select Next To record money you paid, open Expense, Collection or Transfer. Select Expense, and choose the custody you actually paid from. In this example we use Egyptian pound cash for a maintenance expense. Select Next. Do not select the dollar custody if the payment was in pounds. 3 · Amount and category Step two: expense details • Amount in the custody currency • Category: Equipment maintenance • Base currency exchange rate: 1 Enter the amount in the custody currency, for example four hundred and fifty pounds. Select Equipment maintenance as the operational category. The system uses this category to select the accounting mapping. The base currency rate is one. For dollars, enter the approved exchange rate. Use the date when the payment actually happened. 4 · Reference and evidence Step three: document the transaction • A unique receipt reference • A clear beneficiary and description • Department, room and receipt image Enter a unique receipt reference, such as E X P zero zero one. Do not reuse it for another transaction. Add the beneficiary and a clear description, such as repairing the air conditioner in room two hundred and three. Select the cost center and room when relevant, and attach a clear receipt image if available. 5 · Review and submit Step four: check before submitting • Review currency, amount and category • Use Previous to correct details • Another authorized person approves Review the currency, amount, category and reference. Use Previous to correct details, then submit once. Submission does not immediately post the expense. Another authorized person must approve it. After approval, the journal is posted and the custody balance updates. An administrator cannot approve their own transaction. 6 · Collection or new revenue? Avoid recording revenue twice • Collection settles an existing debt • New revenue records a new service • Booking ID links a guest payment When a guest pays an existing booking or invoice, select Debt collection. Enter the amount, custody and internal booking ID if you want to link the payment. Complete the receipt reference and review. Use New revenue only for a service whose revenue has not already been recorded. For a terminal payment, select the electronic custody and enter the Terminal ID. 7 · Transfer custody Select source and matching currency • Choose Transfer custody • Select another employee as recipient • Treasury handover is a separate option To transfer money to another employee, select Transfer custody. Choose your custody and the recipient custody in the same currency. Enter the amount, reference and reason. To hand money to the hotel treasury, select Treasury handover. For a terminal settlement, select POS settlement, then choose the bank and enter the fee. 8 · Confirm receipt Sending is not completion • Approved transfer awaits receipt • Recipient checks actual money received • Confirmation updates both balances After approval, the transfer waits for receipt. The recipient opens the transaction, checks the amount actually received, and confirms receipt. The transfer then completes and both balances update. In the current implementation, balances move when receipt is confirmed. Do not treat a pending transfer as completed. 9 · Close the shift What is a shift reference? • Connect the count to the work shift • ROSTER-123 means shift number 123 • It is different from a receipt reference We now use a separate closing example with an expected balance of five thousand pounds. Open Shift closing and cash count. Select the custody. A shift reference links the count to your work shift. Roster one hundred and twenty three means shift number one hundred and twenty three. It fills automatically for an open shift. If there is no shift, use a reference agreed with your supervisor. 10 · Count the cash Enter a total or count denominations • Denomination: the value of one note • Count: the number of notes • Example actual total: 4,900 pounds Enter the actual total directly, or count by denominations. Twenty notes of two hundred pounds make four thousand. Nine notes of one hundred make nine hundred. The total is four thousand nine hundred. Enter zero for denominations you do not have. Count each currency separately. For electronic custody, compare the balance with the terminal report. 11 · Explain the variance Report the actual amount • Expected: 5,000 pounds • Counted: 4,900 pounds • Shortage: 100 pounds for review The system compares expected and counted balances. Five thousand expected and four thousand nine hundred counted gives a shortage of one hundred pounds. Do not change the count to hide the difference. Explain the reason if you know it, or say the difference needs review. A cash shortage is not automatically deducted from salary. 12 · Submit the closing Review the count and explanation • Check shift, currency and notes • A supervisor reviews any variance • Recount if the balance changes Review the shift reference, amounts, denominations and comment, then submit the closing to your supervisor. Any financial variance requires review and approval. If a later transaction changes the custody balance, recount and submit a new count for the same shift. Submit a closing for each custody you hold before checking out of the shift. 13 · Create a custody Three steps for authorized managers • Owner, payment method and currency • Select the accounting control account • New custody starts at zero Authorized managers can create custody accounts. First enter the name, owner, type and currency. Second select an existing accounting control account. Third review and create the custody. It starts at zero, and funds are added through an approved transaction. Ordinary employees do not select debit and credit accounts. 14 · Connection and retries Reuse the same details after a lost reply • Wait for the result first • Retry the same data and reference • Refresh My custody and transactions If the connection fails after submission and the result is uncertain, resend the same data and reference. The app keeps the operation identity, and the server returns the original result without duplicating a movement or journal. Do not create a new receipt reference just because the reply was lost. Keep the app updated and refresh your custody and transactions.