How the two-person count works
Two unrelated people count together, in the same room, before the money leaves it. Open the envelopes, check each one against the amount written on it, and sort the cash by denomination. Counter 1 counts and enters the bills, coins and checks. Counter 2 then counts the same money again and enters it on their own tab, without looking at the first count.
The Compare tab shows every row where the two counts differ, so you recount that one pile instead of the whole bag. When they agree, split the total by fund, copy the deposit totals onto the bank slip, print the sheet and both sign it. One copy goes in the bag with the deposit and one to the treasurer.
PTA cash verification and starting cash
For an event cashbox, enter the starting cash on the Compare tab. It comes off the total, so you see what the event raised. If the starting cash goes back to the treasurer, it stays out of the deposit. If it came out of the bank and the whole box goes back in, tick the box to deposit it too. Many state PTAs ask for two counters, one of them an officer or the event chair, and both keep a signed copy. If your unit has its own cash verification form, copy these totals onto it.
Till reconciliation: over and short
Choose Shop till cash-up and count the drawer. Enter the opening float, the cash sales from the register's end-of-day report, and anything paid out of the till. Float plus cash sales minus paid outs is what should be there. The difference from what you counted is the over or short.
Example: a £150 float, £612.40 cash sales and £12.50 paid out for milk means £749.90 should be in the till. You count £746.68, so it's £3.22 short. Leave tomorrow's £150 float in the drawer and bank £596.68.
Questions from counters and treasurers
Should the two offering counters be related?
No. Pick two people who aren't related or married to each other, and preferably not the treasurer, who records the deposit later. Changing the pairs from week to week helps too. Both sign the sheet, so each count is on record.
What if the two counts don't match?
Recount only the rows marked as different. If the $5 pile shows 19 for one counter and 18 for the other, recount that pile together and fix the wrong entry. Sign once the totals agree. If you can't find the mistake, write the difference on the sheet and tell the treasurer.
How do I record checks on the count sheet?
List each check with its number, who it's from (name or envelope number) and the amount. The second counter can list them too, or enter one line with the adding-machine tape total. Either way the totals must match. Stamp each check for deposit only before it leaves the room.
What goes on the deposit slip?
Deposit slips ask for currency (bills), coin and each check. The Compare tab gives those totals, less any starting cash you keep back. Card and online giving is entered once and counts toward the total offering, but not the deposit, since that money reaches the bank another way.
How do I split the offering between funds?
Add a fund for each designation, such as building fund, missions or a special collection, and enter what the envelopes and checks give to each. The first fund, usually the general fund, gets the rest, including loose plate cash. The split always adds up to the total counted.
Can I print a blank count sheet?
Yes. Press Print before entering anything and you get an empty sheet with every bill and coin, columns for both counters, check lines and signature lines to fill in by hand. Pick your currency first.
Does it work for pounds, euros, Canadian or Australian dollars?
Yes. Pick the currency and the sheet lists that country's notes and coins, with standard coin rolls for US and Canadian money and bank bags for UK coins. Euro and Australian rolled coin go on one line, because roll sizes vary by bank.
Where is my count saved?
Only in this browser on this device, so you can close the page and come back to it. Nothing is uploaded. On a shared computer, press Clear saved data when you're done.
Counting practice follows AG Financial's offering counters guidance and the Free Methodist Church in Canada treasurer's guide. Your church, PTA or company's own money-handling policy comes first.