Navy Cash Training Sales Unit 1: Equipment and Operations

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Navy Cash Training Sales Unit 1 Equipment
and Operations
2
Objectives

• Describe the procedures of how to obtain a new
  Operator ID from the Disbursing Officer.
• Describe the different modes of operation for the
  K22 Point of Sale (POS) device
• Demonstrate the Power On/Off procedures for the
  K22.
• Discuss Disbursing Application and procedures
  associated with NC office equipment

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Objectives (cont)

• Explain how to add Merchant Accounts
• Demonstrate End of Day procedures
• Performing a refund

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ROM II Procedures

• Although this training section discusses ROM II
  procedures and screens, it is presented only in
  context with its interface with Navy Cash.
• For further, up-to-date information on ROM II,
  refer to the
• NAVSUP P487
• ROM II User's Guide
• Both documents can be downloaded from
  www.navy-nex.com.

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ROM II POS Set Up

• The ROM II should be set up for use with Navy
  Cash already. However, if you put in a new ROM
  II terminal or if the ROM II is NOT set up with
  Navy Cash, contact the NEXCOM or Fleet Assist Team

• Verify with NEXCOM that the ROM II POS has the
  correct card/port configuration

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Obtaining a New Operator ID
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Obtaining a New Operator ID

• All K22 users are required to be enrolled in Navy
  Cash and have a unique 4-digit number within NC
  Disbursing Application.
• Disbo will assign your operator ID number.
• Operator ID numbers are not reusable.

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K22 Physical Interface
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K22 Modes of Operation

• K22s will operate in one of two modes
• Proxy K22 is connected to a computer on the LAN
  (i.e. Disbursing, Sales Office) or integrated
  with ROM II.
• Normal K22 is not connected to a computer
• online (i.e. Ships Store, Post Office)
• K22 plugged into the LAN drop
• offline (i.e. MWR, Foreign Vendor)
• Battery powered

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K22 Sources of Power
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K22 Sources of Power

• Power Supply The K22 is normally powered by a
  6VDC/500ma power supply.
• To connect the power to the K22
• - Remove cover tab on bottom of K22
• - Connect the cable to the receptacle
• at bottom of the K22.
• - Slide the strain relief cover over
• connector until it clicks in place
• -

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K22 Sources of Power (cont)

• Batteries The K22 is also powered by 3 AA
  batteries and 1 lithium battery
• AA batteries are good for a day
• Lithium battery runs the Real Time Clock and
  also to backup RAM and has an approx life of 2
  years.
• Used with mobile K22s that are not connected to
  LAN.

13
Power On/Off K22
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K22 Power On - Online

• Select the green OK key to turn on. The K22 will
  also turn on when NC card is inserted.
• K22 will boot up and prompt for Operator ID.
• Enter your Operator ID using keypad and press the
  green OK key.

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K22 Power On Online (cont)

• K22 is ready for use when your name is displayed
  on the bottom of the screen.
• You will remain logged on the system until logged
  off.
• If your log-on is denied, report to DISBO to
  resolve the matter.

16
K22 Power On - Offline

• Follow online procedure to log on
• Make sure K22 has fresh batteries before
  disconnecting from LAN drop (going offline).

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K22 Power Off Online (cont)

• Step 1 Press the Off/Cancel key
• Step 2 The K22 will prompt you to confirm log
  off is desired.
• Step 3 Select OK. K22 enters Log On screen and
  Log Off is complete.
• Step 4 Hold OFF/Cancel key for 6-10 seconds to
  turn K22 off.

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K22 Power Off - Offline (cont)

• You can log off at any network connection point
  (Same as log-on).
• Connect K22 cable to connection point and wait
  for the and ! to disappear.
• Perform the same steps as for online log off.

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Application
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Office Equipment (Sales Office)

• K22 hooked up to the computer, which is running
  the required applications (Proxy mode)
• Desktop (Disbursing
  Application loaded)
• Refunds
• Reports
• Vending EOM
• CAD Maintenance

Disbursing Application
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Disbursing Application

• DA has different levels of access
• Menu items are grayed out if user does not
  have access

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Disbursing App Sign On/Off

• Verify that K22 has power and is turned on
• Welcome to Navy Cash Proxy Mode Offline
• Once computer is booted, enter NT password to
  launch Windows
• When desktop displays, verify icon for DDE
  Proxy (Dynamic Data Exchange) in lower
  right-hand corner of screen
• If not, double-click desktop icon to start
• Click icon for Disbursing Application, log in
  using your username and password
• To sign off, perform procedures in reverse

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Operations
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Disbursing Application Operations

• Adding a merchant account
• Daily business
• End of Day
• Cancelled NC transactions
• Refunds
• Individual refunds
• Bulk refunds

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Adding a Sales Merchant Account

• When NC is implemented, pre-set merchants are
  established.
• Contact DISBO to make any changes to merchant
  accounts.
• To add merchant, provide DISBO with
• Merchant name
• Accounting line to be credited
• POC name and phone number.

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Logging on to the POS Terminal

• Till assignment disk data uploaded to the cash
  register
• Verify that the Navy Cash DDE proxy is running by
  looking for the Proxy icon in the lower
  right-hand corner of the screen
• If not, double-click desktop icon to start
• Verify that the K22 is connected to the ROM II
  and online.
• Log onto the ROM II POS terminal using the proper
  login (same as your Operator ID)

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Daily Ship Store Sales

• Perform sales as usual
• Scan items using ROM II scanner
• Subtotal to final menu
• Have cardholder put their card into the K22

• Press the Navy Cash button (leave the AMOUNT
  PAID field blank)
• Sale will go through and cardholder will enter
  PIN

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Daily Sales (cont)

• If the cardholder does not have enough funds on
  the chip, an error box will pop up to indicate
  that the sale has been cancelled

• The cancelled NC transaction must be processed on
  the ROM II back office computer at End of Day.
  Entry on your daily log name of customer, amt,
  date, and product.

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Ships Store End of Day

• Operator
• Closes business IAW ROM II procedures
• Takes Till diskette back to Sales Office
• Sales Officer
• Upload Till diskette
• Process cancelled NC transactions (CloseOut menu)
• Run Navy Cash Merchant Sales Summary report
• (Disbursing Application)
• Compare with figures from ROM II Till

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Cancelled NC Transactions

• Navy Cash transactions may be cancelled due to
• insufficient funds on the chip
• untimely removal of the card
• Card timeout (inactive in K22 too long)
• A message is displayed on ROM II POS device
  indicating transaction has been cancelled

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Cancelled NC Transactions (cont)

• The cancelled transaction indicates
• ROM II inventory has been reduced
• NC chip NOT charged
• The ROM II CloseOut Menu includes a new section
  for dealing with these transactions

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Cancelled NC Transactions (cont)

• Fleet Assist Team will walk you through
  the process for cancelled NC transactions at the
  back office

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EOD Reconciliation

• When there is a disparity between ROM II Till and
  Navy Cash, a ROM II special disk must be
  created for investigations between transactions.

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ROM II Disk Creation Overview

• Login to the ROM II backend computer as
  manager/null
• Select POS Reconcile Till
• Select Navy Cash Sales Export
• A pop-up screen will display
• Enter the dates for the closed till
• Till date in start and end
• Place a blank floppy disk in the A drive
• Sales data is exported to a file sales.txt and
  a message is returned

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ROM II Disk Creation (cont)

• Use Till date in start and end

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ROM II Disk Creation (cont)

• After inserting the blank disk, press OK to
  generate data

• A message will display to indicate that the disk
  has been created

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NC ROM II Comparison
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Loading ROM II Disk to Navy Cash

• Select ROM II Reporting from Navy Cash menu to
  display screen
• Insert the special disk into floppy drive of the
  Navy Cash workstation
• Click Load ROM II File button

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Loading ROM II Disk (cont)

• A popup window will appear
• Browse to the correct directory on the disk
• Select the sales.txt file and click Open

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Loading ROM II Disk (cont)

• A confirmation box will appear
• Check the file name to verify name and click
  Yes
• A message will display to indicate file has
  successfully loaded

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Generating Comparison Reports

• ROM II start and end fields will auto-fill
• From the menu drop-down box, select the correct
  merchant
• Click Generate

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ROM II Comparison Report

• The ROM II comparison report has four sections
• ROM II trans not in NC
• NC trans not in ROM II
• NC and ROM II trans with different amounts
• Trans that failed in ROM II but succeeded in NC
• If there are no irregularities, the section will
  read No data has been found for this section

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ROM II Reporting

• To save the report, click the Save button
• The report will be saved on the C drive of the
  Navy Cash workstation and the filename displayed

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Refunds
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Refunds

• There are two types of refunds
• Individual refunds
• Bulk refunds
• An individual refund is when a cardholder
  requires a transaction to be refunded
• A bulk refund is when a specific event
  (i.e. Valentines Roses) is cancelled and many
  cardholders must be refunded

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Individual Refunds

• Customer obtains authorization for refund from
  Sales Officer
• Record refund in Refund Chit Log
• Sales Officer performs refund IAW ROM II
  procedures

• Sales Officer opens Disbo App and performs
  Individual Refund from the Funds Transfer menu

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Individual Refunds (cont)

• Select Misc refund
• Enter amount
• Select merchant from drop down menu
• Click Submit

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Individual Refunds (cont)

• This returns amount of refund to card and deducts
  amount from originating merchants (i.e. vending)
  collections for that day
• NC server keeps a record and adds it to log for
  that day
• Sales Officer and responsible individuals
  (i.e. SHC), should verify daily amounts reported
  by NC server against the refund log

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Individual Refunds (cont)

• NAVSUP 972s are stapled to NC daily refund report
  and filed in accountability file
• At end of month, refund log should be verified
  against NC shore reports

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Bulk Refunds

• Merchant must initiate the Bulk refund
• Disbursing or Sales Officer process refund
• Sales Officer opens Disbo App and clicks on
  Funds Transfer
• Select Bulk Refunds

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Fund Transfer Bulk Refunds

• Select event from drop down menu
• Click the Refund button
• Refund goes to strip accounts (approx 20 min)
• Visitor cards must be refunded individually

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Questions