Closing Reception

• About an hour before close, if possible :

  • open up the deposit slip by going into Avimark, and selecting the printer button towards the top. You can either print this off, or just preview it by selecting the “preview” button towards the top middle section of the purple pop up box. 

  • go through the receipts and make sure the type and amount match. make sure you’re looking at the smaller number, the amount before the service fee. you can put a check mark on the top of the receipt once you’ve verified the information is correct. 

  • feel free to go ahead and check the checks and make sure the amount is correct and that they are signed and stamped on the back with the BB&T authorization stamp.

    • if a client left the “ pay to “ section blank, make sure to stamp it with our name as well.

  • check what CareCredit slips we have, if any, to make sure that the amounts match. place them in the orange folder located on the top shelf on the right side of the desk.

  • credit card slips and checks go into an envelope. the front of the envelope should look like this: 

    • deposit

    • date

• About thirty minutes before close, if possible :

  • lock one barn door, usually the one that’s on the right if you’re sitting at the desk facing the door, left if you’re looking at it like you’re coming into the building. 

  • clean whatever rooms are empty. if no more appointments are coming in, you can turn off the lights in those rooms. 

  • make sure Jada and Petals are in their crates 30-15 minutes before we close. make sure they have food and water for overnight too.

• At close:

  • verify that the phone is on night mode. it should do this automatically at closing time but if you’re leaving early, you’ll have to do it manually by hitting the button. 

  • print off deposit slip from Avimark. steps are listed above. 

  • check any unverified credit card slips, checks, and/or CareCredit slips for correct amounts and signatures where necessary. 

  • pull out the correct amount of cash that’s listed at the top of the deposit slip and count it to make sure it is correct. 

  • print off the batch report from the credit card machine. - menu --> 3. settlement --> select yes 

  • place checks, cash, credit card slips, and deposit slip in the envelope. initial the envelope when done.

  • seal it up and put it under the door to the server room in rm 5. ** IF CLOSING ON FRIDAY, SKIP THIS STEP AND SEE “ FRIDAY NIGHT BANK DEPOSIT “ SECTION **

  • count just the cash money left in the drawer. record that amount in the red binder located on the top shelf of the right side of the desk. initial next to it so we can keep track of who counted it last. sometimes there is a variance of a few dollars. that’s okay. 

  • place drawer money in the blue zip pouch located in the large drawer under the cash drawer. 

  • make sure the radio, wax warmer, and salt lamp are turned off. 

  • turn off all lights up front. 

  • lock both doors up front. someone will need to lock the other barn door on their way out. 

  • Clock out. Turn off computers and their monitors. 

  • Set alarm

  • Lock the back door’s top lock

Deposits should be taken to the bank 2-3 times per week, this includes Friday nights. If the end of month falls in the middle of the week, we need to run a deposit that day as well. Deposits should also be taken, automatically, if the cash totals more than $1000.

Friday Night Bank Deposit

• If you’re closing on Friday night, you’ll need to take whatever deposits are left in room 5 to the bank. Our bank is the Truist Bank located either on Jonesboro Road next to the Hooters or in Lake Dow in front of Publix. Both banks have a drop box through the first drive-thru space to drop them in at the end of the night. 

• There is a book of deposit slips in the drawer behind the cash drawer. You’ll need one of these slips for each deposit you’re taking to the bank.

  • If we get any checks from B.I. or Purina, these will go in their own individual deposit bag. Make sure to scan in the check and deposit slip and email it to Grace with Alliance to go into our account. Those individual deposits should have their own envelopes and tear offs in them.

• At the top, where it says to date, you’ll put the day you’re dropping the deposit off. 

• Double check that the cash amount in the envelope matches the deposit slip from Avimark. Write this in the appropriate boxes on the Truist deposit slip. 

CLOSING RECEPTION CHEAT SHEET

• Make sure you put the change on the second line in the second box where it says “coin.” 

• For checks, verify the amounts are correct and that they are all signed. Make sure they’re stamped with our name and the bank authorization stamp too. You’ll put the check number in the first column under the Checks section. You’ll also fill in the dollars and cents in the appropriate boxes.

• The Avimark deposit slip will tell you what the total cash and check amount should be. You’ll write this in the total box as well as in the grey section with white boxes that are facing to the side on the deposit slip. 

• Put checks, cash, and Truist deposit slip in one of the white bags located in the large drawer underneath the cash drawer.

• On the white bag, you fill it out like the picture below - except instead of BB&T bank, you’ll write “TRUIST BANK.”  Make sure you put the date of when you’re going to drop it to the bank and your signature on the authorized signature line. The rest can be left blank. 

• The tearaway white tab at the top goes into the corresponding deposit envelope for Amanda to keep. You’ll write the date and initial where it says “prepared by“ and “Verified by.“ 

• Seal it up and you’re done! 

• Repeat for all other deposits. ALL deposits not taken during the week will need to be taken Friday night. 

• Clock out. Turn off computer monitors. Set the alarm

• Lock the back door’s top lock

• Go to a Truist bank. Drop it off in the drop box. Text a manager to let them know your time. 

• Go home! Enjoy your night.