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ITM Reconciliation Procedures - Daily

Overview

Completing the ITM reconciliation process is an integral part of the entire reconciliation process. By keeping the accounts verified and up to date, the bank is able to prevent errors in deposits, lost cash, and a whole host of other potential issues. When something does go wrong, completing these tasks daily ensures that the issue is caught and addressed quickly. The process starts with the Truist CP Consolidated Activity Report. An introduction to the report is found in the accordion below. For the process to complete the daily reconciliation, click through the tabs.

 

The Truist CP Consolidated Activity Report

The Truist CP Consolidated Activity Report is a daily PDF attachment in an e-mail from US.BusinessSupport@brinksinc.com. This is a receipt for the cash deposits and orders the Brinks messengers deliver to each office and ITM. The report is broken in to 3 sections:

  1. Deposits: There are 2 types of deposits for the ITMs. They are not labeled as acceptor or dispenser cash on the report, but each ITM will have 2 rows in the deposit section. 
    • Acceptor Cash: cash taken into the ITM from clients
    • Dispenser Cash: the unused cash (not including coin) remaining in the dispenser at the time of servicing.
  2. Deposit Adjustments: the Over/Short difference from what was on the deposit ticket Brinks collected and what was actually counted.
  3. Change Orders: the cash loaded in to the ITM by Brinks. Each ITM has a unique standing order amount that should remain the same every week. 

 

In addition to the 3 sections, the report is broken down into a series of columns and rows. The columns used for the reconciliation process are:

  • Loc (Location)
  • Ref#
  • Bag#
  • Verified


Note: Any ITMs within the Atlanta area will appear grouped together on the report.

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Researching the Truist Report Totals

Before any journal entries can be made in the General Ledger (GL) accounts, research must be done to confirm totals are correct in the Truist CP Consolidated Activity Report and identify which service date they are from and whether they are acceptor or dispenser cash. 

 

Deposits

  1. To identify ITM locations, use Loc column.
  2. Look for the following ITM indicators:
    • ITM number (for example: 02010, 02020, 82020, 25010)
    • Batch numbers 100 or 200. 
      • These indicate Atlanta area ITMs. Multiple ITMs are combined into a batch. 
    • If the location numbers are incorrect on the report, check the column labeled Bag #. ITM bags begin with GK or B11.
  3. Compare the totals from the NCR Content Report located in Network Manager to the machine totals. To get the Content Report do the following:
    1. Log into Network Manager.
    2. Click Financial Reports.
    3. Click Financial Audit > ITM Number > Content Reports.
    4. In the search box, change the following:
      1. Start Date: set to 1 week prior to the current date
      2. End Date: set to the current date
    5. Click View Reports.
    6. The Cash in Transit Summary will open in a new screen.
    7. Under Image, click View.
    8. This opens the Content Report for the service date in question.
  4. Verify the Acceptor Cash and the Dispenser Cash on the Content Report against the Verified amounts in the Truist Report.
    1. Add the Total and Rejected Value amounts from the Content Report together to get the corresponding Verified amount for Cash Dispenser.
    2. When a matching amount is found, use the PDF Comment function to add an A or a D with the date the ITM was serviced. This indicates whether the total is acceptor or dispenser cash. For example: A 9/16 or D 9/16
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Change Orders

In the Change Order section, identify any locations indicated by ITM numbers or 100/200 batch numbers. Batch numbers indicated by 100 or 200 represent services completed by the Atlanta area Brinks. They combine multiple ITMs from their service area into the batch.

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Note: If the content report is not available in Network Manager, access the Brinks Customer Portal.

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General Ledger (GL) Journal Entries

Once the totals have been confirmed and matched between the Truist Consolidated Report and the ITM Content Report, the amounts need to be memo posted to the General Ledger accounts in Xperience. Follow the steps below to complete the journal entries.

  1. In Xperience > Silverlake > GL Menu, click GL Multiple Transaction Entry. 
  2. In the box labeled Batch Number, enter your Employee Number. (This is your 4 digit employee ID.)
  3. In Preformatted ID, select one of the following from the drop-down menu:
    • 300 – ITM Dispenser Cash Load (Change Orders)
    • 301 – ITM Dispenser Cash Unload (Also used for coin entries)
    • 302 – ITM Acceptor Cash Unload
    • 303 – ITM Bulk Dispenser Cash Loads (Change Orders)
    • 304 – ITM Bulk Dispenser Cash Unload
    • 305 – ITM Bulk Acceptor Cash Unload
    • Note: 303 – 305 are used for Atlanta Brinks
  4. To make an entry, locate the ITM number. 
    • Each ITM has 2 rows. 1 is a Truist GL and 1 is the ITM GL.
  5. In the GL row, click in the box under Amount.
  6. Type the Verified amount from the Truist Report.
  7. In the same row, click in the box under Description.
  8. Add service date noted in the comments on the Truist report. 
  9. Repeat steps 5-8 for the second GL row. 
    • Note: Each ITM should have 2 entries for the Amount and 2 entries for the description.
  10. Click OK, twice.
  11. The batch totals will appear on the right side of the screen. 
  12. Click Exit.
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ITM Service - Excel Spreadsheet

After totals from the Truist Consolidated report and the ITM's content reports are verified and entered in Xperience, log them in the ITM Service - Excel Spreadsheet. Follow the steps below to log these entries.

  1. In the Operations (shared) drive, go to J:\ITM Reconciliation\ITM Reconciliation.
  2. Open the 20xx ITM Service Excel file. 
  3. Locate the corresponding date of service for your entry.
  4. In the Acceptor column, enter the acceptor cash totals. These are indicated by the A in the comments from the Truist Report.
  5. In the Residual column, enter the dispenser totals. These are indicated by the D in the comments from the Truist Report.
  6. Add a comment to the cell if an amount in the Content Report does not match the Truist Report. 
    • Research may be needed when amounts do not match.
    • Note: The top right corner of the cell will be marked red if the comment is saved successfully.
  7. Repeat the steps for each entry from the Truist Report.
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Coin Entries

There are 2 types of Brinks servicing.

  • Full Service: During a full service new cash and coin are loaded in to the ITM to fully replenish it.
  • Partial Service (Or Pull): During a partial service Brinks just removes the acceptor items for deposit. Coin is not touched during a pull.


After a full service the remaining coin is returned to Brinks to be deposited into Capital City Bank's Truist account. The coin totals usually take about 2 weeks to appear on the Truist Consolidated Report. This means research has to be done to find the corresponding service date for the coin totals. 

 

The Truist report indicates coin by listing COIN as the bag number, or by using BCN at the beginning of the Ref #. If either of these appears on the report you are working, do the following:

  1. Get the dates the ITM was serviced during the last month.
    1. Log in to Network Manager.
    2. Click the Financial Reports tab. 
    3. Click Financial Audit > ITM Number > Content Reports.
    4. In the search box, change the following: 
      • Start Date: set to 1 month prior to the current date 
      • End Date: set to the current date
  2. Open the Daily ITM Recon Report.
    • This report is an Excel file sent daily from _ITMGROUP.
  3. In the report, click on the tab for the appropriate ITM. (For example: click on the tab labeled 68010.)
  4. Look for any entries labeled NCR LOAD or NCR UNLOAD NOT BOOKED YET. The coin totals should match the outstanding amount from the totals listed here.

 

If the service date for the coin could not be determined, check the Dispenser GL by doing the following:

  1. Get the Dispenser GL number from the GL tab in the ITM Recon report.
  2. In Xperience > Silverlake > GL Menu  
  3. Go to History.
  4. Click Search.
  5. In the High Amount field, enter double the coin amount. (For example if you are searching for a service date for $44.00, enter $88.00)
  6. The service date for the coin will be the date not listed. 

 

Example

These are the service dates for the ITM gathered from the content report in NCR. 

These are the coin loads indicated in the ITM Recon report. There are 2 possible load dates for the coin on the Truist Report.

Then by looking in the Dispenser GL History you see there is no entry for 9/22. That means the coin you are researching would be for that service date.

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