The document provides instructions for Indiana bookkeepers on preparing daily deposits of revenue. It states that all revenue must be deposited by the following business day. The bookkeeper is responsible for auditing revenue from various departments, preparing deposit paperwork, and taking the daily deposit to the Treasurer's Office for verification and deposit. Revenues are processed and recorded according to the fund, object, and center codes to which they apply.

1. Indiana Secretary of State Bookkeeper Manual
VI. Daily Deposit
VI. Daily Deposit
In accordance with the I.C. 5-13-6-1, all revenue must be deposited the following
business day. Therefore, the Bookkeeper is responsible for preparing all necessary
functions to ensure that a deposit is made to the Treasurer’s Office on a daily basis.
Some services mentioned in previous sections may not be applicable every
business day. For example, deposits made into the Enforcement Fund could come as
infrequently as once a month, or as frequent as several days sequentially. This is
another reason why the Daily Deposit of Revenue should be the first task completed
upon coming to the office. It is impossible to ‘allot’ the appropriate amount of time due
to the range of checks to process or unexpected issues.
The Bookkeeper must prepare the deposit in order of the Fund/Object/Center.
Example: There are 200 checks to process, 150 that came from Corporations
accounts, you would compute/audit the entire 150 applicable checks before moving
onto the other 50. To give a more detailed explanation, see below:
EXAMPLE:
BOOKKEEPER RECEIVED 15 CHECKS TO PROCESS
• 5 CORPORATIONS CHECKS ALL IN THE AMOUNTS OF $1, AND 10 CHECKS
FOR LOAN BROKER APPLICATIONS ALL IN THE AMOUNT OF $2
• THE BOOKKEEPER WILL VERIFY THE AMOUNTS OF ALL $1 CHECKS FOR
CORPORATIONS, AND VERIFY THE SUM OF SUCH.
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2. Indiana Secretary of State Bookkeeper Manual
VI. Daily Deposit
• FOLLOWING VERIFYING THE SUM, THE BOOKKEEPER WILL RECORD THE
APPROPRIATE FUND/OBJECT/CENTER TOTAL ON THE REPORT OF
COLLECTIONS WORKSHEET. 1000/411000/100400 $5.00 Corporations
• THE BOOKKEEPER WILL PERFORM THE SAME PROCESS FOR THE $2
CHECKS FOR LOAN BROKER.
1000/411000/100400 $20.00 Loan Broker
• VERIFY THE CHECK AMOUNTS, AUDIT/VERIFY THE TOTAL
• RECORD THE TOTAL.
Every business day the Bookkeeper will receive revenue from the following:
- Corporations
- Uniform Commercial Code
- Securities Filings
- Notaries/Summons
The majority of Business Services revenue will be received into two Fund/Centers.
Corporations Uniform Commercial Code
(1000/100400) (1000/100430)
All filings related to the formation, Commercial Liens – encumbrance
changing, and ending of corporations, against an item of property that
limited liability companies, and limited secures payment of a debt.
liability partnerships.
Accordingly, there are two computer programs utilized for efficiently processing
and retaining vital information. The programs ‘Corporations’ and ‘UCC’ will already be
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3. Indiana Secretary of State Bookkeeper Manual
VI. Daily Deposit
located on the PC. Please consult a member of the IT Staff if you can not locate or
need assistance with these programs.
To begin processing the revenue generated by either one of these
accounts (Corporations or UCC), the steps are the same. In this
example, we will audit Corporations filings.
-Open Corporations Program
- Under the Tools menu select the ‘Report Expert’.
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4. Indiana Secretary of State Bookkeeper Manual
VI. Daily Deposit
- Select the ‘Daily collections by receipt number’ Report. This report is using to
generate a sequential list of all filings/receipt information for any given day
- Once doing so it will default to the current date, the Bookkeeper will need to
manually select the applicable date (previous business day).
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5. Indiana Secretary of State Bookkeeper Manual
VI. Daily Deposit
- This will generate a record of all receipts processed by the Corporations filers. It
will be a total list in chronological order, regardless of user.
- The last page of the Daily
Collections will provide a
Summary Report.
- The Summary Report
will provide the total
amount of revenue, broken
down by various payment
methods.
- Staple the Summary
Report as the cover page
for the Daily Collection by
Receipt Number Report.
This allows for a snapshot
of revenue processed from
Corporations filings to be
used to audit and verify
each user report.
In the bookkeeper basket, each filer will drop off a bundle of
checks, a user summary, and two receipt tapes. Any
incoming mail will also be received in the basket.
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VI. Daily Deposit
The user report consists of:
• Computer program used
(CORP or UCC)
• Total filings processed
by User
• Total revenue received by
payment type.
Similar to the Daily Collection
by Receipt Number Report,
the last page of these user
summaries should be stapled
on top.
Since both UCC and Corporations filings are found in the Bookkeeper basket, you
should separate them initially to avoid confusion.
Audit each user report one at a time.
• Count the total revenue of checks received by that
user/filer using the adding machine.
• Verify that the amount is equal to the amount provided on
the 2 receipt tapes and the user report provided.
• Verify the total amount of checks processed are the same
on the user report and receipt tapes
• If the check bundle is accurate, secure one of the receipt tapes atop of the bundle.
Bind the check bundle together with a rubber band, paperclip, binder clip, etc.
The other receipt tape is secured in a paper clip. Repeat this process with all user
summaries relative to the Corporations filings. Stack the next bundle of checks on top
of the last, and the other receipt on top of the previous in the paperclip. This allows
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VI. Daily Deposit
both the check bundle and the duplicate receipt to remain in the same order. Both must
mirror each other in value and order.
After auditing all user summaries for the specific filing type (Corporations or
UCC), verify the totals.
The easiest way to perform this task is to add the sum of all the user reports
audited, since you’ve verified the check amount is the same as the user summary
amount. If the entire user report sum up to the total listed on the Daily Collection by
Receipt Number Report, record the total check value on your report of Collection
Worksheet.
Once you have audited and computed both sums for the UCC and Corporate
Filings, investigate if there are any additional business service filings such as
trademarks. Trademarks are listed with the Corporations filings 1000/100400.
If it is unclear which fund/center a specific check may be deposited into, please
consult the Director of Operations.
The Securities Division will provide the Bookkeeper with the
DAILY TRANSMITTAL REPORT
This report handles all of the
Securities filings.
This also includes the Loan
Broker account.
As discussed in previous
sections, the Loan Broker filings are deposited into a different fund/center than others
listed on the Daily Transmittal Report.
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VI. Daily Deposit
• Search through the Daily Transmittal Report looking for
Transaction: LB Application (Loan Broker)
• Prepare two tapes to record the sum of all loan broker checks. Record the revenue
accordingly on the Report of Collections worksheet.
• The bundle of checks for the loan broker is sat atop of the tower of previously
audited business services checks. The receipt tape is placed in the paper clip in the
same fashion.
• With the remaining Securities filings, prepare two receipt tapes to verify the integrity
of the sum.
• Place those checks atop of the previously audited checks.
• Additional tape atop of the receipt tapes under the paper clip.
• Record the remaining Securities filings on the Report of Collections worksheet.
LOAN BROKER + ALL OTHER SECURITIES FILINGS = DAILY TRANSMITTAL SUM
At this point, all Business Services, Securities, and Loan Broker revenue should
be processed, audited, and prepared. Follow the exact same mechanics with any
additional revenue. Securities may provide the bookkeeper with collection agency filing
revenue as well. The receipts provided to the Bookkeeper will reflect this. Also, the
Securities Division may provide revenue generated from copies and information
requests. These are recorded as Securities Miscellaneous and processed in the same
fashion.
Perform the same functions on any additional revenue. This may include;
notaries, summons, and other dedicated account revenue. If there is any question on a
process, please consult the Director of Operations. To review how checks are
processed and bundled, abbreviated versions of steps are listed on the following page.
Please note all revenue should always be accompanied by supporting documentation
on the nature of the transaction (receipts). If this is not the case, please consult the
Director of Operations.
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9. Indiana Secretary of State Bookkeeper Manual
VI. Daily Deposit
Daily Deposit of Revenue Initial Steps Summary
1. Sort all revenue and receipts by filing type based on the Fund/Center/Object and
transaction ‘type’. Separate all checks and cash within each Fund/Object/ Center
2. With each filing type (Fund/Object/Center) audit the sum of the amounts provided by
the receipting information, checks, and receipt tapes.
3. Stack all revenue atop of the last. The accompanying receipt should be stacked
(being held within a paperclip) the same way.
4. Record the quantity of the checks total onto the Report of Collections worksheet.
5. Verify the sum of the total of receipts and revenue. Prepare 2 receipt tapes for the
total amounts. Starting with the last bundle processed first
(in terms of the order of the arithmetic).
6. Record the total number of checks revenue on the Report of Collections work sheet.
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10. Indiana Secretary of State Bookkeeper Manual
VI. Daily Deposit
Cash
Once all check revenue is recorded, the cash needs to be analyzed. Any filing
can be subject to possessing a cash receipt. Cash receipts can be found in the locked
filing cabinet beside the Deputy Director of Business Services office. The Bookkeeper
and Director of Operations should be the only two individuals who possess this key.
All cash includes documentation related to the nature of the filing. The most
common cash receipts are those performed by the Business Services Division, in
relation to corporate filing.
Each bundle of cash is properly secured within the computer-generated receipt.
This allows the Bookkeeper to audit the total of each transaction. Verify that the amount
of cash matches the amount on the receipt paperwork.
Perform this task on all applicable Corporate and U.C.C. filings. On the Daily
Collections by Receipt Number report you have previously printed, verify that the cash
amounts are identical.
If cash on hand matches that of the Daily Report by Receipt, record the revenue
total on the Report of Collections worksheet. (Checks + Cash = Total)
Verify these amounts matches the total amount listed on
the Daily Report by Receipt.
On any additional cash receipts for other Fund/Object/Centers, verify the receipted
amount matches the cash amount. Add the additional revenue to the total revenue
column on the Daily Report of Collection worksheet.
Once all cash has been audited compute the sum of the total cash amount.
Record the total number of cash on the Report of Collection worksheet.
The Bookkeeper will need a total sum of all checks collected. Starting at the
bottom of the pile (the first bundle of checks processed), compute the sum of all the
‘check bundles’. The last number entered should be the bundle of checks that rest atop
of the pile.
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11. Indiana Secretary of State Bookkeeper Manual
VI. Daily Deposit
Perform this same task on the receipts that are being kept under the paperclip.
This will verify that all receipt tape is accounted for and matches.
On both checks register tape totals, hand-write the total amount of cash
underneath the total of check revenue. Circle the amount and provide the Secretary of
State agency number (040).
At this point the Bookkeeper should have:
- Audited all checks received
- Audited all cash received
- Sum the total of all checks received
- Sum the total of all cash received
- Reported all of the above on the Report of Collections worksheet
Report of Collections (Electronically)
By default, the Bookkeeper should utilize the Excel spreadsheet version of the Report of
Collections. The advantages include:
- Audits and verifies the sums
- Allows for an electronic version
- Cleaner presentation
Open the ROC.xls Excel worksheet and carry the Fund/Center/Object totals into the
same lines. All areas specific to Fund/Object/Center are the total amount of revenue
(cash and checks). A brief example is listed below.
Corporation’s checks: $100 Corporations cash: $27 ($26.50 cash $.50 change)
Loan Broker checks: $200 Loan Broker cash: $400
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12. Indiana Secretary of State Bookkeeper Manual
VI. Daily Deposit
The Report of Collections report should reflect the following:
1. 1000 411000 100400 $127.00 Corporations
2. 1000 410000 105190 $600.00 Loan Broker
TOTAL: $727.00
The Excel spreadsheet will sum the value of all Fund/Object/Centers listed on the
Report of Collections Excel Spreadsheet.
On the near bottom right hand corner of the Report of Collections, it asks the amount of
each specific form of revenue.
CASH $426.50
SILVER $ 0.50
CHECKS $300.00
WIRE TRANSFER $000.00
TOTAL: $727.00
With the data previously recorded on the ROC worksheet, insert the relevant totals.
The Excel spreadsheet will sum the total, and verify that it matches the sum mentioned
above on the ROC.
If all revenue records are accurate and audited, print the Report of Collections.
The Treasurer and the Auditor require copies of the ROC. Therefore, verify that the
special paper is loaded into the printer tray. It should follow an order of white, pink, and
canary. Print three copies of the Report of Collections.
In order to ensure proper security of the tower of checks, bind the checks with 3
rubber bands. Attach two rubber bands around the short, and one across the long end
of the checks.
Under the binding rubber bands, insert one of the total check receipt tapes (with
the handwritten cash amount). Do the same atop of the paper clip of receipt tapes.
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13. Indiana Secretary of State Bookkeeper Manual
VI. Daily Deposit
Save the ROC.xls by the date, for example March 3rd 2006 should be saved as
03062006.XLS. Save the file under the ‘Report of Collections’ followed by the
appropriate month folder.
Verify that all applicable fields are completed on the 3 printed copies of the ROC.
This includes:
- All Fund/Object/Center total amounts listed
- Cash and Check totals listed
- The sums all match accordingly
- Date Prepared
- Prepared by
- Agency authorized signature/title
- Agency Name and Number
Shown on the following page is an example of the Report of Collections prepared
correctly and ready to be distributed to the Treasurer’s Office.
If the Report of Collections form is correct and complete, take the following to the
Treasurer’s window located in IGC South E-012.
- All 3 Report of Collections forms (stacked atop one another)
- The paperclip with all receipt tapes
- The rubber banded bundle of checks
- All cash received
The Treasurer’s Office will verify the total amount of cash, and the check sum on the
receipts. After verification, they will stamp what is called a ‘Quietus number’ on the
upper right hand corner. It is imperative that the 3 copies are stacked correctly, so the
Quietus number is visible on all 3 copies.
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14. Indiana Secretary of State Bookkeeper Manual
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The Quietus number verifies that the Treasurer’s Office received the ROC. The
Treasurer’s Office will keep the pink copy of the printed ROC for their records.
The Treasurer’s Office will provide you with returned checks. Returned checks
should be entered into the Revenue Activity spreadsheets as a negative. A letter
should also be sent to the customer notifying him/her of such, and requesting payment.
With the two remaining copies of the Report of Collections (now with the addition
of the Quietus number) make the necessary amount of photocopies. A copy is needed
for each Fund/Object/ Center revenue was deposited into that day.
EXAMPLE: The top of your ROC is similar to the one below
The Bookkeeper will make 2 copies.
1. 1000 411000 100400 $127.00 Corporations
2. 1000 410000 105190 $600.00 Loan Broker
TOTAL: $727.00
The Bookkeeper will now take the two original copies of the ROC (w/ Quietus
numbers) to the Auditor’s Office. The Auditor’s Office has a basket for Report of
Collections. The Auditor’s Office and Treasurer will reconcile the amounts before
depositing the revenue into the applicable fund centers.
Upon returning to the Secretary of State’s Office, the Bookkeeper will now file all
relevant documentation of the revenue to insure compliance with all State Board of
Accounts regulations.
Before filing away all relevant documentation, enter the quantity of specific on the
applicable Excel spreadsheet. This information must be updated daily, and will be used
to by the Bookkeeper to submit a monthly report of activity to the specific Division
Directors, and the Director of Operations.
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15. Indiana Secretary of State Bookkeeper Manual
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For filing information in regards to the Securities Division, revisit the Daily
Transmittal Report and Guaranty Fund Transmittal Report for applicable information in
regards to filings. Enter the dollar value associated with each specific filing performed
by Securities.
The Bookkeeper for example, should be able to answer the following question.
How much revenue has been brought in for Loan Brokers years to date?
Securities Filings to Record for Tracking Purposes
SD84 (mutual Enforcement Fund Broker/Dealer Investment Advisors
fund/investment Deposits with
companies) running balance
Loan Broker Franchise Continuing Care Notice Filings
Providers
Manually count the physical receipts (or recent range) to sum the total number of
notary applications processed for the business day. Do the same for summons.
Notaries and Summons monthly reports of activity should be e-mailed to the Director of
Operations.
Scan one of the Report of Collections (ROC) photocopies. The scanner should
be located on the Bookkeeper’s desk. Simply lay the document flat and straight face
down. Using the Microsoft Paint application select File – Scan. This will scan the ROC
into the paint application. Save the file as the current date as a .TIF file in the directory:
Z:/OPERATIONS DIVISION/REPORT OF COLLECTIONS/
Save the image in the relative fiscal year and date.
Insert all relevant documentation into an envelope and seal.
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Tape one of the photocopies of the Report of Collections on the outside of the
Envelope. Using a highlighter, highlight the specific Fund/Object/Center the receipts
pertain to.
For example, in regards to Corporations filings, included would be the following:
CORPORATIONS PAPERWORK SAVED FOR AUDIT PURPOSES
- Daily Collection by Receipt Number report
- All user reports
- All cash receipts (applicable to Corporations filings)
- Highlight the Fund/Object/Center: 1000/411000/100400 on a ROC photocopy
and tape to the front of the envelope.
- Seal the envelope and file it behind the last business day (so all that all
documentation remains in chronological order).
Repeat these steps for all the Fund/Object/Centers that revenue was deposited into
for that day. This is the reason for the photocopies, be sure there are enough copies for
each Fund/Object/Center.
Once this is completed, update the relevant spreadsheets located in the Cash Flow
Activity folder.
The purpose of recording data is
- Running balances for monthly and quarterly totals
- Reconciliation with the Auditor’s Office (the following day)
- Monitor filing activity trends
- Account for returned checks against revenue
- Monitor Dedicated Account balances
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