Standard Operating Procedure – Deposits

Purpose
This SOP is intended to perform Check Deposits and is consistent with FDC standards. It will document progressive steps required in sequence that are to be followed.

Scope
To provide instructions on how to create Check Deposits from Customers.

Actions
Below are the steps required to perform Deposits from Customers:

1) Receive Check in the mail from customer for an open invoice

2) Pull the Invoices from the A/R Black Boxes next to filing cabinets in billing office

3) Match the Invoices to the Check and attach the stub to Kelly’s invoice copy

4) Use your Self Inking Paid Stamp and a Red Pen
• Change the date to the current date on the stamp
• Stamp the invoices
• Write the check number on the blue line just marked by the Paid Stamp
• Circle the total amount on the Invoice
• If there are multiple invoices paid from (1) Check make an asterisk * next to Paid on the Invoice
• Use the FDC Bank Self Inking “Deposit Only” Stamp
• Stamp the back of each check

5) Use a Blank Deposit Slip and write the name of the customer on the left line of the deposit slip and the amount of the check in the right column of the deposit slip

6) Calculate the Total and write it on a sticky note
• Stick it to the top of the Deposit Slip
• Organize the checks and invoices how they were entered on the deposit slip and use a paperclip to attach the Deposit Slip, Checks and Kelly’s Invoices

7) The second copy of the Invoice goes on top of the filing cabinet to be scanned

8) Open Excel, Commissions Deposit file on your desktop only if you received payments for Jobs or Property Maintenance Contracts
• Update the Date
• Enter Customer Site and Total of Payment According to the type of payment (Job, Maintenance or Other)
• In Column A- Enter Salesman Initials
• In Column B- Enter Job Site
• In Column D- Enter the amount
• Print a copy of the File and place behind the Invoices for Kelly
• Save and Close and change the file name to the current date deposit, (Example 3.14.2021 Deposit)

9) Place the Deposit Slip with the Checks, Kelly’s Invoices and Commission Deposit in the safe.

10) Once Kelly looks at it and decides if she wants to deposit on that day then enter the date on the deposit slip.

11) If Kelly says to wait for more checks to come in then you will keep the documents in the safe until more checks come in and complete the following once more checks are received
• Once more checks come in retrieve the documents from the safe
• Follow steps 1 to 4 above
• Write the customer site name on the left line of deposit slip and the amount on the write side
• Open the Commission Deposit File deposit you saved from the previous day, i.e. 3.14.2021 file and update accordingly with the new checks
• Print a copy of the File and place behind the Invoices for Kelly
• Save and Close and change the file name to the current date deposit, (example 3.15.2021 Deposit)

12) Recalculate the Total amount on the deposit slip, date it and place in the safe for Kelly to give to Denise to process the Online Banking Deposit