13.6 Safe Count Form

13.6 Safe Count Form

Version: V2
Last Updated: October 2025
Category: Cash Handling / Till Systems

Purpose

To establish a standardized procedure for conducting regular safe counts, verifying cash balances, identifying discrepancies, and maintaining accurate financial records.

Scope

This procedure applies to all managers and designated staff members responsible for conducting safe counts at Little Coffee Bean Co locations.

Equipment Required

  • Safe Count Form (digital or paper)
  • Calculator
  • Pen (for paper forms)
  • Access to the safe
  • Safe Log Form (Section 13.5)
  • Secure workspace

Procedure

1. Frequency of Safe Counts

Safe counts should be conducted:

  • Daily: At the end of each business day
  • Weekly: A full reconciliation count every Monday morning
  • Monthly: A comprehensive audit count on the first business day of each month
  • Ad hoc: Whenever there is a suspected discrepancy or change in management

2. Preparation for Safe Count

Before conducting a safe count:

  1. Ensure the safe is in a secure location
  2. Verify you have authorization to access the safe
  3. Ensure a manager is present or available
  4. Gather all necessary documentation (Safe Log, previous counts)
  5. Choose a quiet time with minimal interruptions
  6. Ensure the safe is closed and locked until you begin

3. Accessing the Safe

  1. Verify the safe is closed and locked
  2. Obtain the safe combination from the authorized manager
  3. Open the safe carefully
  4. Ensure no one else is present during the count
  5. Close the safe door behind you if possible

4. Counting Procedure

Step 1: Organize the Cash

  1. Remove all cash from the safe
  2. Place cash on a clean, secure surface
  3. Separate cash by denomination (£50, £20, £10, £5, £1, 50p, 20p, 10p, 5p, 2p, 1p)
  4. Keep each denomination in a separate pile

Step 2: Count Each Denomination

  1. Count each denomination carefully
  2. Count from highest to lowest value
  3. Recount each denomination to verify accuracy
  4. If counts differ, recount a third time
  5. Record the quantity of each denomination

Step 3: Calculate the Total

  1. Multiply each denomination by its value
  2. Add all amounts together to get the total
  3. Verify your calculation using a calculator
  4. Double-check the total

Step 4: Check for Unusual Items

  1. Look for any non-cash items (checks, vouchers, etc.)
  2. Separate and record these items separately
  3. Note any damaged or counterfeit notes
  4. Report any concerns to the manager

5. Completing the Safe Count Form

Record the following information:

Header Information:

  • Date of count
  • Time of count (start and end)
  • Staff member conducting count
  • Manager present (name and signature)

Cash Count Details:

  • Quantity of each denomination
  • Value of each denomination
  • Total cash counted
  • Any non-cash items found
  • Condition of notes/coins (any damaged items)

Reconciliation:

  • Expected balance (from Safe Log)
  • Actual balance (from count)
  • Discrepancy (if any)
  • Reason for discrepancy (if known)

Verification:

  • Staff member signature
  • Manager signature
  • Date and time completed

6. Reconciliation Process

  1. Review the Safe Log Form for the period since the last count
  2. Add all deposits recorded in the Safe Log
  3. Subtract all withdrawals recorded in the Safe Log
  4. Calculate the expected balance
  5. Compare the expected balance to your counted amount
  6. Calculate any discrepancy

Formula:
Expected Balance = Previous Count Balance + Deposits – Withdrawals

7. Investigating Discrepancies

Small Discrepancy (under £10):

  1. Review the Safe Log for any unrecorded transactions
  2. Check the till system for any missed cash movements
  3. Verify all deposits and withdrawals are recorded correctly
  4. Recount the safe if necessary
  5. Document the discrepancy on the Safe Count Form
  6. Report to the store manager
  7. Monitor for patterns

Large Discrepancy (£10 or more):

  1. Stop the count immediately
  2. Do not return cash to the safe
  3. Notify the store manager immediately
  4. Conduct a second count with manager present
  5. Review all Safe Log entries in detail
  6. Check all till system records
  7. Interview staff who accessed the safe
  8. Complete an Incident Report Form
  9. Escalate to head office if necessary
  10. Investigate potential theft or fraud

8. Escalation Procedures

If a large discrepancy cannot be explained:

  1. Secure all documentation and evidence
  2. Do not discuss the discrepancy with other staff
  3. Contact head office immediately
  4. Preserve CCTV footage if available
  5. Conduct interviews with authorized personnel only
  6. Follow company disciplinary procedures if theft is suspected
  7. Report to police if criminal activity is confirmed

9. Completing the Count

After reconciliation:

  1. Return all cash to the safe
  2. Organize cash by denomination for easy future counts
  3. Lock the safe securely
  4. File the Safe Count Form
  5. Update the Safe Log with the count details
  6. Obtain manager signature on all documentation

Quality Checks

  • ✓ Recount each denomination to verify accuracy
  • ✓ Double-check totals with calculator
  • ✓ Review Safe Log for accuracy
  • ✓ Verify manager signature is obtained
  • ✓ Ensure all documentation is complete
  • ✓ Check for damaged or counterfeit notes
  • ✓ Confirm safe is locked after count

Safety Notes

  • ⚠️ Ensure safe is secure during count
  • ⚠️ Minimize interruptions during count
  • ⚠️ Report discrepancies to manager immediately
  • ⚠️ Escalate large discrepancies (£10+) to head office
  • ⚠️ Do not discuss discrepancies with unauthorized staff
  • ⚠️ Preserve evidence for investigation
  • ⚠️ Follow company security protocols

References

  • Safe Log Form (Section 13.5)
  • Errors SOP (Section 13.7)
  • Incident Report Form
  • Cash Handling Policy
  • Safe Management Procedures
  • Company Disciplinary Procedures

This SOP is part of Little Coffee Bean Co’s comprehensive operational procedures. For questions or clarifications, contact your store manager or head office.