Opening Your Teller
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The Open tab lets you open your teller in order to perform financial and non-financial transactions. The Open tab displays the ending balance amount from the previous night in the Previous Closing Cash field.
The Verify Cash check box in the Teller Administration section on the Credit Union Profile - Teller tab determines whether you must count the cash in the drawer when you open. If the Verify Cash check box is not selected, the amount in the Opening Cash Total field will match the amount in the Previous Closing Cash field. If the Verify Cash check box is selected, zero (0.00) appears in the Opening Cash Total field. The ending balance from the previous night appears in the Previous Closing Cash field and the same amount appears in the Over/Short Amount field followed by a minus (-) sign. The Verify Cash check box determines whether you have access to the Rolls, Bundles, and Units fields.
Only Teller Administration Expanded supports the Open tab.
To access the Open tab, under Teller Management on the Portico Explorer Bar, click Tasks & Activities. The Open tab appears.
The Teller field displays the 2-character ID of the teller you want to open. Click the Teller Date down arrow to select the teller open date or enter the date in MM/DD/YYYY format. The system default is the current date. This date will be used for loan interest calculations, dividend calculations, etc. Click Start to begin the teller open process.
How do I? and Field Help
Teller Administration Users
For Teller Administration users, the Opening Cash Total field displays the ending balance amount from the previous night. This is the total currency, coins, and non-denomination money as specified by the teller when the drawer was closed. If the Verify Cash check box is selected in the Teller Administration section on the Credit Union Profile - Teller tab, zero (0.00) appears in the Opening Cash Total field. If the Verify Cash check box is not selected, this amount is the system-calculated opening balance and will match the amount in the Previous Closing Cash field. The Previous Closing Cash field is the amount of cash in the teller drawer when the drawer was last closed.
To open your teller drawer, enter the number of rolls, bundles and units for each coin and currency. When counting units, count how many pieces of each coin or how many of each bill, not the dollar amount for each coin or bill. For example, when counting nickels most tellers would count 5, 10, 15, 20, 25, etc. Instead, you should count how many nickels are in the drawer, 1,2,3,4,5, etc. The Units Per Bundle column shows how the federal government bundles currency. Most credit unions do not bundle the same way as the federal government.
| Field | Description |
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Enter the number of penny rolls, nickel rolls, dime rolls, quarter rolls, half dollar rolls, silver dollar rolls, and golden rolls in the teller drawer. Each roll contains 50 pennies, 40 nickels, 50 dimes, 40 quarters, 20 half dollar coins, 20 silver dollars, or 25 gold dollars. Length: 5 numeric |
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Enter the number of one bundles, two bundles, five bundles, ten bundles, twenty bundles, fifty bundles, and hundred bundles in the teller drawer. Each bundle contains 100 one dollar bills, 100 two dollar bills, 100 five dollar bills, 100 ten dollar bills, 100 twenty dollar bills, 20 fifty dollar bills, or 10 one hundred dollar bills. Length: 5 numeric |
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In the Coin group box, enter the number of unrolled pennies, nickels, dimes, quarters, half dollars, silver dollars, and golden in the teller drawer. In the Currency group box, enter the number of unbundled ones, twos, fives, tens, twenties, fifties, and hundreds in the teller drawer. Length: 7 numeric |
The system calculates the amount of each coin and currency and displays this in the Amount column. In the Cash Balancing group box, the Coin Total field displays the total amount of coin in the teller drawer. The Currency Total field displays the total amount of currency in the teller drawer. with the total of all items appearing in the Opening Cash Total field.
Next, total all the foreign money and mutilated money and enter the amount in the Non-Denominational Amount field in dollars and cents (Length: 10 numeric including decimal). This amount will be added to the Drawer Cash Total field and Opening Cash Total field to indicate the total amount of cash in the teller drawer.
If the Opening Cash Total field matches the amount in the Previous Closing Cash field, zero (0.00) will appear in the Adjustment Amount field. An amount appearing in the Adjustment Amount field indicates that the teller is over or short. If there is a negative amount present, the teller is short. If the amount is positive, the teller is over.
If an amount appears in the Adjustment Amount field, count the coins and currency again and make any corrections necessary. You can click Clear Money to clear the amounts in the Coin and Currency group boxes and re-enter the amounts.
If the actual coins and currency still do not match, type a description for the over/short general ledger entry in the Adjustment Description field (Length: 40 alphanumeric). The description for the over/short general ledger entry will appear in history and on the various general ledger reports. If no description is entered for a general ledger over/short entry, Portico will use the default description – CASH CNTRL – BON XXXXXX.
- If your credit union uses Cash Control, the system will make a cash movement for the adjustment amount between the drawer and the correction location specified on the Deposit Location Assignments window. The Cash Transfers In and Cash Transfers Out fields are protected fields and are automatically calculated. The Open tab performs a Physical Cash Count and prints the receipt. If you open with an opening adjustment amount, Cash Control performs a cash movement. This cash movement appears on the Cash Subsidiary Ledger Journal and Trial Balance Report 811.
- If your credit union does not use Cash Control, you must indicate any cash amounts received from the vault in the Cash Transfers In field, and any cash amounts taken to the vault in the Cash Transfers Out field (Length: 12 numeric including decimal). The system uses these values to calculate the amount in the System Cash Total field, that is used when balancing on the Balancing and Close tab.
Click Open Teller to open the teller.
The Teller Assignments group box displays basic information regarding the teller and drawer location assigned to the teller:
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The cash location for cash received for deposit. The valid location types are: A - ATM Location types D, S, V, and U are Forms Management types. |
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The cash location type for checks received for deposit. The valid location types are: A - ATM |
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The cash location type for U.S. Savings Bonds received for deposit. The valid location types are: A - ATM |
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The cash location for the amount of cash the teller drawer is over or short. The valid location types are: A - ATM |
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The sales tax group code which designates a geographic location with a unique state, county, and local sales tax rate combination. The sales tax group determines the sales tax rates. You set up the sales tax group codes on the Sales Tax Group Codes window and associate each code with a statement code, transaction code, and share type(s) on the Sales Tax Taxable Fees window. Each teller who performs share fee transactions must have a sales tax group code set up on the Teller Information window, including ATM and POS $tellers. If a teller floats between branches that have different tax rates, the teller must have a different teller ID for each tax group. The system uses tax group AAA for all back-office fees such as detail-driven fees, ACH, and share draft fees. |
Auto teller close will not transfer any funds between the teller drawer and the over and short location during the close process. It will force balance the teller by placing any system-calculated adjustment amount in the Non-Denominational Amount field on the Balancing and Close tab. If there is no adjustment amount, the teller will close with no entry to the Non-Denominational Amount field. The next morning when the teller opens, the system balance from the end of the previous day will be the opening balance for the current day. Depending on whether the Verify Cash and Retain Denominations check boxes are selected on the Credit Union Profile – Teller tab, the teller can verify the teller drawer balance during the open process or after the open process has been completed. The teller can open with the balance the drawer contained yesterday. If the Verify Cash check box is selected on the Credit Union Profile – Teller tab, the teller can count their money, enter the amounts on the Open tab and make any necessary corrections to the teller drawer. If the Verify Cash check box is not selected, any necessary corrections to the teller drawer can be made using a Cash Control cash movement transaction to move funds between the teller drawer and the over/short location. If the teller drawer has a negative balance previous day close/current day open and the Verify Cash and Retain Denominations check boxes are selected, the teller drawer will not open with a negative non-denominational amount. In order to open the teller drawer, the drawer must be brought to a positive balance with a cash movement entry prior to opening the teller, or the teller can zero out the negative non-denominational amount and the system will make an entry between the teller drawer and the over and short location. If the teller was closed using auto teller close, the message Auto Closed will appear at the top of the Open tab. If the teller couldn’t be closed using auto teller close, the error message that prevented the teller from closing will appear at the top of the Balancing and Close tab. This same message will appear on the Tellers window in the Auto Close Status column.
General ledger effects occur only if you specify an opening balance which is different from the system-calculated opening balance.
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Non-Teller Administration Users
Non-Teller Administration users can open a teller drawer by completing the following fields:
| Field | Description |
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The ending balance amount from the previous night automatically appears in the Opening Balance field. The opening balance is changed to zero when you close your teller using the Balancing and Close tab. Length: 12 numeric including decimal Keyword: OB |
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The general ledger account to be credited for the teller's check disbursements. Length: 6 numeric Keyword: GL |
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Total all checks outstanding and enter the amount in the Checks Outstanding field. The total amount of outstanding checks to be printed. The Check Writer dialog box displays the outstanding checks for the individual member. The system will not allow you to close until this field equals zero. Perform one of the following procedures to change this field to zero:
Length: 12 numeric including decimal |
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The total amount of cash received by the teller. Total all cash received and enter the amount in the second Cash Received field. The system will increase the first Cash Received field by this amount and decrease the Checks Received field by the same amount. Length: 12 numeric including decimal Keyword: CS |
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The total amount of checks received by the teller. Total all checks received and enter the amount in the second Checks Received field. The system will increase the Checks Received field by this amount and decrease the Cash Received field by the same amount. Length: 12 numeric including decimal Keyword: CK |
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The teller override code used by the non-90 series teller ID on transactions requiring override authority. The Teller Override field in the Security Information section on the Credit Union Profile - Security tab must display Y or X to use the override authority option. The override code works in conjunction with the options specified in the Authority group box. The override authority option specifies which types of transactions the non-90 series teller ID can perform. Length: 2 alphanumeric Keyword: OK |
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Select the Shares check box to allow the teller to override share transactions only. If the non-90 series teller ID does not have the Shares check box selected, the teller ID can still perform the Adjustments – Share Deposit from General Ledger tab and Adjustments – Share Withdrawal to General Ledger tab if the JV Override check box is not selected on the Credit Union Profile - Accounting tab. Keyword: OA (SO for Shares) |
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Select the Loans check box to allow the teller to override loan transactions only. Keyword: OA (LO for Loans) |
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Select the Certificates check box to allow the teller to override certificate transactions only. Keyword: OA (CD for Certificates) |
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Select the All check box to allow the teller to override all transactions in Portico, including share, loan, and certificate transactions. This option is required for access by the non-90 series teller ID to transactions that are not share, loan, or certificate transactions. For example, accessing the closed account file or updating member notes. Keyword: OA (AL for All) |
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Select this check box to record financial transactions in your teller journal. Keyword: TJ |
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Select this check box to print the member's name and address on the receipt. This field is valid only for receipt options C and D (Receipts field on the Credit Union Profile - Print tab). Keyword: PN |
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Select this check box to print a receipt for the teller open transaction. The Receipts field on the Credit Union Profile - Print tab must be E, B, C, D or P. Keyword: PX |
Click Open Teller to open the teller.
General ledger effects occur only if the teller adjusts the cash received, checks disbursed, checks received or opening balance amounts. The general ledger accounts effected depend on the type of adjustment.
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If the cash received, checks disbursed, checks received or opening balance amounts are adjusted, the teller balancing effects are as follows:
- Adds the cash received amount from the Open tab to the Cash Received Amount field on the Balancing and Close tab
- Subtracts the amount entered in the Cash Received field on the Open tab from the Checks Received Amount field on the Balancing and Close tab.
- Subtracts the amount entered in the Checks Received field on the Open tab from the Cash Received Amount field on the Balancing and Close tab.
- Adds the amount in the Opening Balance field on the Open tab to the Opening Balance Amount field, Currency Balance field, and Drawer Balance field on the Balancing and Close tab.
Portico Host: ATO (TA), 842 (non TA)