Instructions

INSTRUCTIONS


  • Wash Depot Holdings, Inc.​ February, 2015

    AUDIT LIST:

    o Daily Work Audit
    o Safe Audit
    o Wash Book Audit
    o Uniform Audit
    o Coupon Reconciliation
    o Self Service Bays and Vacuums Audit (if applicable)
    o Lube Audit (if applicable)
    o Gasoline / C-Store Audit (if applicable)


    INFORMATION NEEDED:

    o Audit Worksheet
    o DRB 2-20 report for the current day
    o Credit Card Batch Detail report (do not settle the credit cards)
    o Current day house charges
    o Current day coupons
    o DRB 2-20 report – month to date
    o Prior month Wash Book Inventory report
    o Prior month Uniform Inventory report
    o Prior month Cash Audit report
    o Prior Self Service Deposit Worksheet

    PROCEDURE:

    1) A complete audit should be done on each store by the regional manager every month.
    2) The audit should be performed randomly choosing different times and days.
    3) All audits must be done in the presence of a manager.
    4) All variances must be documented and disciplinary actions taken if necessary.
    5) A Director of Operations must be notified on all variances.
    6) All audits must be filed at the regional manager’s office for a period of six months, however, any audits containing discrepancies must be kept for two years.



    DAILY WORK AUDIT

    This audit is performed to check the current day’s work in progress and must be performed quickly and accurately because you will temporarily stop business. This should be done with the help of an onsite manager. If possible, prepare a second cash drawer to perform the audit with no business interruption.

    1) Pick a point for the cashier to stop handling transactions. You must use good judgment, as we must not inconvenience our customers.
    2) Count the drawer down and log the amount on the Audit Worksheet.
    3) THE CASHIER CAN GO BACK TO PROCESSING TRANSACTIONS.
    4) Print a 2-20 report for the terminal you are auditing.
    5) Print the Credit Card Batch Detail report from all credit card machines used with that terminal.
    6) Using the 2-20 report you can now
    a. Reconcile the cash
    b. Reconcile the checks
    c. Reconcile the credit cards
    d. Reconcile the house charges
    e. Reconcile redeemed coupons and wash book tickets

    7) Record all the information on the Audit Worksheet
    8) Attach all reports to the Audit Worksheet



  • SAFE AUDIT

    This audit is performed to check a locations bank. This should be done in conjunction with a Wash Book Audit.

    1) Check to see that the cash is secured in a locked safe. Note if it is not locked or if the safe is on “day lock”.
    2) Using the prior month Cash Audit report determine the amount that should be in the safe. Remember to include the starting bank for the cash drawer if necessary.
    3) Perform a physical count and record it on the Audit Worksheet.
    4) PUT THE CASH BACK IN THE SAFE AND LOCK IT.
    5) Record any variances on the Audit Worksheet. Also record any irregularities such as receipts that haven’t been converted to paid outs.
    6) Attach all reports to the Audit Worksheet.



    WASH BOOK AUDIT

    This audit is performed to check the wash book inventory. This should be done with the help of an onsite manager.

    1) Check to see that the wash books are secured in a locked safe.
    2) Using the prior month Wash Book Inventory report and a month to date 2-20 report determine what the count should be for each type of wash book or gift certificate and record it on the Audit Worksheet. Remember to include transfers and new deliveries.
    3) Perform a physical count and record it on the Audit Worksheet.
    4) PUT THE WASH BOOKS BACK IN THE SAFE AND LOCK IT.
    5) Record any variances on the Audit Worksheet
    6) Attach all reports to the Audit Worksheet


    WASH DEPOT WILL NOT TOLERATE CASH SHORTAGES, WASH BOOK SHORTAGES OR EMPLOYEE LOANS FROM THE STORES BANK. ALL CIRCUMSTANCES ARE GROUNDS FOR IMMEDIATE TERMINATION AND POSSIBLE PROSECUTION FOR THEFT OF FUNDS.



    UNIFORM INVENTORY AUDIT

    This audit is performed to check the on hand uniform inventory.

    1) Check to see that the uniforms are secured in a locked area.
    2) Using the prior month Uniform Inventory report and a month to date 2-20 report determine what the count should be for each type of uniform and record it on the Audit Worksheet. Remember to include transfers and new deliveries.
    3) Perform a physical count and record it on the Audit Worksheet.
    4) Record any variances on the Audit Worksheet
    5) Attach all reports to the Audit Worksheet



    COUPON RECONCILIATION

    This reconciliation can be performed for a partial or complete day and determines if coupons and wash book tickets are being entered accurately.

    1) From a daily work envelope remove the physical coupons.
    2) Print a 2-20 report for the same day
    3) Using a Coupon Reconciliation sheet record the quantity of each physical coupon
    4) Using a 2-20 report record the quantity of each coupon.
    5) Calculate the variance for each.
    6) Attach this report to the Audit Worksheet.

    SELF SERVICE AUDIT

    This audit is performed to check the accuracy of the self service deposits versus the physical counter readings.

    1) Take individual bay readings and list them on the self service worksheet
    2) Take individual vacuum readings and list them on the self service worksheet
    3) Empty all bay and vacuum safes keeping bay coins and vacuum coins separated.
    4) Using the prior self service deposit report subtract the prior readings from the current readings to determine your audit amounts
    5) Record any variance on the self service worksheet.
    6) Count each bill changer. The bank amount for the changers is available from the office.
    7) Record any variance.


  • LUBE INVENTORY AUDIT

    1) Run a 20 report for the time period you are using (i.e.: 06/25/04) you must run a 20 report from 06/01/04 to 06/25/04 to get an accurate audit.
    2) Pull end of month inventory sheet for that item.
    3) Count the inventory item in question, or you could count the complete location if needed, however this is a long process and will take some time.
    4) Subtract the numbers you have counted against last months inventory and compare them to the 20 report
    5) Any variance of three or larger on any item must be reported to the Lube Director.

    LUBE CASH DRAWER AUDIT

    If the lube center operates a separate cash drawer then follow the Daily Work Audit procedures and Audit Worksheet to complete your audit.


Cash 1 - Cashier

CASH 1

  • Name and Employee #

  • Cash Register Cash

  • Actual Count

  • Sales Report

  • Variance?

  • Explain any variance in detail.

  • Credit Cards

  • Actual Count

  • Sales Report

  • Variance?

  • Explain any variance in detail.

  • House Charges

  • Actual Count

  • Sales Report

  • Variance?

  • Explain any variance in detail.

  • Coupons

  • Actual Count

  • Sales Report

  • Variance?

  • Explain any variance in detail.

  • Paid Outs

  • Actual Count

  • Sales Report

  • Variance?

  • Explain any variance in detail.

Cash 2 - Greeter

CASH 2 - Greeter

  • Name and Employee #

  • Cash Register Cash

  • Actual Count

  • Sales Report

  • Variance?

  • Explain any variance in detail.

  • Credit Cards

  • Actual Count

  • Sales Report

  • Variance?

  • Explain any variance in detail.

  • House Charges

  • Actual Count

  • Sales Report

  • Variance?

  • Explain any variance in detail.

  • Coupons

  • Actual Count

  • Sales Report

  • Variance?

  • Explain any variance in detail.

  • Paid Outs

  • Actual Count

  • Sales Report

  • Variance?

  • Explain any variance in detail.

Washbook Inventory

Washbook Inventory

Exterior Book

  • Actual Count

  • Start Inventory

  • + Received

  • - Sold

  • = End Inventory

  • Variance from Actual Count?

  • Explain the variance.

Exterior #1 Book

  • Actual Count

  • Start Inventory

  • + Received

  • - Sold

  • = End Inventory

  • Variance from Actual Count?

  • Explain the variance.

Exterior #2 Book

  • Actual Count

  • Start Inventory

  • + Received

  • - Sold

  • = End Inventory

  • Variance from Actual Count?

  • Explain the variance.

Appearance Book

  • Actual Count

  • Start Inventory

  • + Received

  • - Sold

  • = End Inventory

  • Variance from Actual Count?

  • Explain the variance.

Full Service Book

  • Actual Count

  • Start Inventory

  • + Received

  • - Sold

  • = End Inventory

  • Variance from Actual Count?

  • Explain the variance.

Full Service #1 Book

  • Actual Count

  • Start Inventory

  • + Received

  • - Sold

  • = End Inventory

  • Variance from Actual Count?

  • Explain the variance.

Full Service #2 Book

  • Actual Count

  • Start Inventory

  • + Received

  • - Sold

  • = End Inventory

  • Variance from Actual Count?

  • Explain the variance.

Bumper to Bumper Detail Certificate

  • Actual Count

  • Start Inventory

  • + Received

  • - Sold

  • = End Inventory

  • Variance from Actual Count?

  • Explain the variance.

$50 Gift Certificate

  • Actual Count

  • Start Inventory

  • + Received

  • - Sold

  • = End Inventory

  • Variance from Actual Count?

  • Explain the variance.

$20 Gift Certificate

  • Actual Count

  • Start Inventory

  • + Received

  • - Sold

  • = End Inventory

  • Variance from Actual Count?

  • Explain the variance.

$10 Gift Certificate

  • Actual Count

  • Start Inventory

  • + Received

  • - Sold

  • = End Inventory

  • Variance from Actual Count?

  • Explain the variance.

Mobil Lube Synthetic Certificate

  • Actual Count

  • Start Inventory

  • + Received

  • - Sold

  • = End Inventory

  • Variance from Actual Count?

  • Explain the variance.

Mobil Lube Certificate

  • Actual Count

  • Start Inventory

  • + Received

  • - Sold

  • = End Inventory

  • Variance from Actual Count?

  • Explain the variance.

Security

Security

  • Does everyone have their own computer password?

  • Explain

  • Do all key holders have their own alarm code?

  • Explain

  • Does any employee know the managers password or alarm code?

  • Explain then change them. Computer passwords should be changed every 90 days and alarm codes every 6 months.

  • When was the date of the last safe combination change?

  • List the names of everyone with the current safe combination.

Store Safe

Store Safe

  • Actual Count

  • Amount Listed From Office

  • Variance?

  • Explain any variance in detail.

Uniform Inventory

T-Shirts

  • Actual Count

  • Start Inventory

  • + Received

  • - Sold

  • = End Inventory

  • Variance From Actual Count?

  • Explain the variance.

Polo Shirts

  • Actual Count

  • Start Inventory

  • + Received

  • - Sold

  • = End Inventory

  • Variance From Actual Count?

  • Explain the variance.

Sweatshirts

  • Actual Count

  • Start Inventory

  • + Received

  • - Sold

  • = End Inventory

  • Variance From Actual Count?

  • Explain the variance.

Ball Caps

  • Actual Count

  • Start Inventory

  • + Received

  • - Sold

  • = End Inventory

  • Variance From Actual Count?

  • Explain the variance.

Stocking Hats

  • Actual Count

  • Start Inventory

  • + Received

  • - Sold

  • = End Inventory

  • Variance From Actual Count?

  • Explain the variance.

Self Service

Self Service Bays, Vacs & Vending

  • Bay Count Start

  • Bay Count End

  • Bay Count Coin Total

  • Actual Coins

  • Variance?

  • Explain

  • Vac Count Start

  • Vac Count End

  • Actual Coins

  • Variance?

  • Explain

  • Vending Count Start

  • Vending Count End

  • Actual Coins

  • Variance?

  • Explain

Cash 3 - Lube

CASH 3 - LUBE

  • Name and Employee #

  • Cash Register - Cash

  • Actual Count

  • Sales Report

  • Variance to Actual?

  • Explain the amount and variance

  • Credit Cards

  • Actual Count

  • Sales Report

  • Variance to Actual?

  • Explain the amount and variance

  • House Charges

  • Actual Count

  • Sales Report

  • Variance to Actual?

  • Explain the amount and variance

  • Coupons

  • Actual Count

  • Sales Report

  • Variance to Actual?

  • Explain the amount and variance

  • Paid Outs

  • Actual Count

  • Sales Report

  • Variance to Actual?

  • Explain the amount and variance

Lube Item Audit

Lube Item Audit (Pick 3 items to audit- example 4029 oil filter, 10w30 bulk, Mobil 0w20 bottles)

  • Item 1 (enter part # and description)

  • Actual Count

  • Start inventory

  • - Quantity Sold this Month

  • = End inventory

  • Variance from End Inventory to Actual

  • Explain

  • Item 2 (enter part # and description)

  • Actual Count

  • Start inventory

  • - Quantity Sold this Month

  • = End inventory

  • Variance from End Inventory to Actual

  • Explain

  • Item 3 (enter part # and description)

  • Actual Count

  • Start inventory

  • - Quantity Sold this Month

  • = End inventory

  • Variance from End Inventory to Actual

  • Explain

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