Owing to the volume of checks handled each day it is necessary to have an infallible proof system, which is at the same time con cise and simple. Usually two identical proofs are taken, one for the forenoon, and one for the afternoon. The system can be explained by describing the check clerk's sectional proof (Figure i8) and the check clerk's trial proof (Figure 19).
The first column of the sectional proof contains the totals of the machine slips of each combine, of the clearances, of the general items, etc., plus the amount that the bank claims through errors of the sending banks, and less what it allows for the same reason. The grand total of this column represents the amount of checks re ccived, and should prove against the total with which the clearing house charges the bank, plus the items received from the mail teller that morning and from other tellers during the forenoon.
The Out column and In column arise as follows: When the accounts current clerks are sorting their checks they frequently find items which do not belong to their particular section. They might be handed directly to the proper clerk; but to avoid con fusion each clerk lists the missent items found and sends them to the proof desk and calls them "outs," since they are taken out and deducted from the section slip. When these "outs" have been properly sorted, they are handed to the proper clerk and called "ins." The total of the slips (as shown in the first column), plus the " ins" and less the "outs," gives an amount against which a section should prove.
The Books column shows the actual book figures taken from the check clerk's trial proof (Figure 19).
The trial proof consists of a balance of debits and credits. The debits column is assembled as follows: The total amount of checks posted to an account is transferred to a set of posting sheets and the total on each combine should balance with the total amount of their slips. The total of each accounts current clerk's postings is wri tten on a slip and handed to the proof clerk, who enters this amount on the trial proof. This trial proof represents the act ual amount of the postings, and when the figures of a combine are totaled the result should agree with the amount extended on the sectional proof above. The total of the book figures of all combines, of the amount of certified checks, redemption checks, cashier's checks, coupon checks, and foreign items, and all items charged to the fifth teller, plus the bank's claims and less its "allows," compose the debit column. The credit column gives the totals with which
the check desk department is charged by the different tellers and the foreign division and the clearing house exchanges. The two columns should balance and show a proof of the day's work.
The Ledgers in the accounting scheme for the check desk department the bookkeeping is divided into three major classes of accounts; namely, bank accounts, im personal accounts, and per sonal accounts; and each class is subdivided into alphabetical sections or "combines," for each of which a special ledger is kept by a bookkeeper, co operating with whom arc three or four accounts cur rent clerks. The balancing of pass-books and prepara tion of statements are done by statement clerks, who may, of course, be the same persons as the accounts cur rent clerks.
The most used form of ledger in banks is the Bos ton ledger (Figure 20). It is a large book for the chronological record of the transactions of each ac count. The accounts are arranged alphabetically on the left-hand margin, or on both the left-hand and right-hand margins, or in the center, of the page; spaces are left for new ac counts. From left to right across the two pages, as the book lies open, are a num ber of columns for each day of the month; the three essential columns arc debits (checks), credits (deposits), and balances; other columns may be intro duced for giving the items in detail and total, and for other purposes. Every item, whether debit or credit, may be posted with a distinct mark after it, to aid the auditor in tracing it.
Routine of Bookkeepers in Check Desk Department The early morning is spent by the bookkeepers of the check desk department in checking their ledger balances against those of the accounts current clerks and correcting any differences discovered. They also report to the cashier any large or unusual increase or decrease of the balance of any account. They then strike proof and foot their ledgers. Each bookkeeper puts his proof figures on a special ticket and sends it to the general book keeper, who checks it against his figures. If there are discrepan cies, the errors arc searched out by the bookkeeper and the errors are adjusted through the auditor or the specialized error and adjustment department.