Clearing RSA Debtor Accounts

Beer Cartel online orders are processed through RSA Point of Sale System and when processed are charged to an internal "charge" account. The amount that is charged to this account builds up overtime as the sales are entered and therefore there is a need to clear the amount that is listed against the Beer Cartel internal charge account.

This is to be done at the start of each month (for the previous month) and is done by following these steps:

Step 1: Printing Out Bank Account Transfers

1. Log into Commbank

2. Go to the Beer Cartel Online account (06 2198 1077 4610)

3. Click Advanced Search

4. Select "Credit Only"

5. Select dates for the previous month

6. Click Print (Icon at bottom of screen in grey). The search results will show all online payments to Beer Cartel.

7. Click Export (Icon at bottom of screen in grey) > CSV > Export Transactions

8. Save as Excel Workbook in Dropbox\Geoff and Rich Private Folder\Banking\Xero\Beer Cartel RSA creating a new folder for the month

9. For Amex which has its fee removed prior to payment the total price needs to be entered

a. Sort file A-Z

b. Select Find & Recode for Column C:

Recode: Direct Credit 403697 AMEX GR [TO NOTHING]

Recode: ONLINE [TO NOTHING]

c. copy and paste amount into column B

10. Autosum the total in Column B. If greater than $100,000 break this down into amounts that are a maximum of $99,999 as the steps below (Clearing the Charge Account) can only be done with amounts that are less than $100,000.

Step 2: Clearing Charge Account in RSA

1. Open RSA

2. Log in to RSA by clicking your operator button

3. Select "4 R/A"

4. Enter Debtor name "Beer Cartel"

5. Use the down arrow on the keyboard to cumulatively increase the amount that you want to clear off the charge account and get to the total that you have tallied up at point 8. Once you get close to the amount you will have to do an adjustment on the final cumulative amount by entering in an amount on the final line.

EXAMPLE

For example, say you were clearing off $300 and you have two amounts of $262.66 and $67.50 the total cumulative when using the down arrow would be $330.16. This means that you need to adjust the amount by $30.16. To do this you would remove the $30.16 from the last line amount ($67.50) and overwrite that amount to be $37.34. You enter this using the keyboard and them hitting enter. Note you will need to type the decimal place as well. This will then show the "Payment Balance" as $300, which is the same as the transferred amount on the printed bank transfer sheet.

6. Once you have made adjustments check that the "Payment Balance" is the same as the transferred tallied amount on the bank transfer sheet you printed out.

7. Click "Accept[+]" button

8. Enter in the amount $300

9. Click "Cheque" - it is important that this is the payment option that is selected as this will show up in the daily reports.

10. Note: there may be a difference in monthly sales vs money received in the account. This is due to gift certificates only being processed at the point of redemption, rather than at the initial online point of purchase. As well as this orders placed on the last day of the month won't enter the account until the next day plus any refunds that were given.

Step 3: Filing

Once total tallied transfer amounts have been tallied double hole punch the printed sheets and place in the "EFT Payments Monthly" lever arch folder.

Process complete ... until next month!