Navy Cash Training Disbursing Unit 4: Merchant Management

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Navy Cash TrainingDisbursing Unit 4Merchant
Management
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Objectives

• Explain how to set and enroll new Merchant
  accounts.
• Explain how to administer various merchant
  accounts.
• Demonstrate how to program a K22 for various
  merchant accounts.
• Explain merchant operations and procedures
• This presentation is UNCLASSIFIED

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Merchant Account Administration
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Terminology

• The term merchant is used to refer to parent
  lines of accounting aboard the ship. Examples of
  merchants are
• Ships Store
• Post Office
• Vending Soda
• Vending Candy.
• The term operator is a person enrolled in Navy
  Cash and assigned an operator ID who can then
  sign in to a K22 to use it in retail operations.

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Merchant Enrollment

• Merchant accounts are preset when a ship is
  enrolled in Navy Cash.
• To add new merchant
• If line of accounting is not established, a bank
  account is required.
• E-mail www.navycashcenter_at_ezpaymt.com or call the
  CSC
• Go to the NC Disbursing website
  www.navycashcenter.com and submit new account
  information.
• Each merchant is issued a designated NC card to
  manage funds.

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Merchant Changes

• To change merchant accounts the DISBO contacts
  the CSC to
• Increase 3000 POS limit
• Increase 5000 MC purchase limit
• Change bank account information
• Merchant info (POC, phone number).

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Operator ID Maintenance

• In order to be an operator, a person must be
  enrolled in the Navy Cash system.
• Step 1 Select Operator ID Maintenance from DA
  menu
• Step 2 Click List Configured Operators to
  verify operators
• Step 3 Search using last name or SSN
• For generic operators (i.e. foreign merchants)
  search by entering ships name under First Name
  field (i.e. USS ENTERPRISE).

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Operator ID Maintenance (cont)

• Step 4 Press Search button to display a list
  of possible matches
• Step 5 Highlight correct name
• Step 6 Assign four digit Operator ID number
• Step 7 Check Add as Disbursing User if
  applicable
• Do not select a merchant other than Navy/Marine
  Disbursing
• Step 8 Press Submit

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Operator ID Maintenance (cont)
This example is to be used in conjunction with
the previous steps.
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Creating an Event

• Step 1 Select Event Maintenance from menu.
• Step 2 Choose merchant from drop down menu
• Step 3 Enter event description and expiration
  date
• Step 4 Click Update
• To make changes
• Highlight event
• Enter new information

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Creating an Event (cont)
Note
1
2
3
Note Selecting headings on title bar will
arrange information in ascending or descending
order
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K22 Programming
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K22 Custody

• DISBO has the responsibility of verifying that
  all K22s are correctly programmed.
• DO maintains a locally prepared K22 custody log.

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K22 Modes

• Online - This means the K22 is attached to the
  LAN in real time. It will operate in
• Proxy K22 interacts with Disbursing Application
  or the ROM II
• Normal if used as POS other than Ships Store
  (i.e. Post Office, CPO).
• Offline - (Normal only)
• Not connected to a designated LAN drop (i.e. MWR,
  money changers, foreign vendors)
• Powered by batteries or adapter
• Connects to LAN
• log on/off
• upload data

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Offline K22s

• When using an offline K22 the following symbols
  indicate
• K22 is Offline
• ! K22 has transactions to be downloaded
• Download automatically begins when K22 is
  plugged into the LAN drop.

Welcome to Navy Cash ! Timbuk, Too

• The downloading of information is complete when
  the ! disappears.
• Offline K22s may be turned off without losing
  transactions.

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K22 Power On/Off

• Regardless of the K22 operating mode
• Hold down the green OK key until LED display
  illuminates and displaying the software version
  and Built-in-Test (BIT).
• To turn off, hold down the small red CANCEL/OFF
  key for 6-10 seconds until the screen turns blank.

Current Merchant WRDRM MESS DUES CRLCancel
OKChange
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K22 User Log On

• The following steps allow you to log onto a K22.
• Step 1 Connect K22 to a LAN drop (Online)
• Step 2 Power on K22
• Step 3 Type Operator ID when prompted
• Step 4 The K22 can now be used in either the
  Online or Offline mode.

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K22 User Log Off

• The following steps allow you to log off a K22.
• Online
• Step 1 Press down small red CANCEL button
  briefly
• Step 2 Press the green OK button when prompted
  to log off
• Step 3 Press and hold down small red CANCEL
  button for 6-10 seconds to power off.
• Offline
• Step 1 Connect K22 to a LAN drop (Online)
• Step 2 Power on K22
• Step 3 Wait until the and ! disappear
• Step 4 Continue with the Online steps above.

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Programming a K22

• Step 1 Connect K22 to a LAN drop (Online)
• Step 2 Power on K22
• Step 3 Press 5 (admin mode) and enter password
• Step 4 Press 3 (State should be normal mode)
• Step 5 Select from Menu Options
• Press 1 to set Merchants
• Press 2 to set Event
• Press 3 to set Amount
• Press the green OK to return to Main Menu.

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Setting of Merchants
Current Merchant WRDRM MESS DUES
CLRCancel OKChange

• Step 1 Press 1 to set merchant
• Step 2 Press a function key
  (F1, F2 or F3)
• Step 3 Press green OK button to change or red
  CLR button to cancel.
• Step 4 Use the Scroll down button to select
  merchant.
• Step 5 Press green OK button
• Repeat steps 1-5 to program any additional
  merchants.

Current Merchant WRDRM MESS DUES CRLCancel
OKChange
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Setting of Events

• Step 1 After merchant is set, press green OK
  button to go to Main Menu.
• Step 2 Press 2 key to set Event
  (Event created via Disbo App)
• Step 3 Press Function Key for merchant
• Step 4 Press Function Key to set event

Press a Function Golf Trip 7/1 Chess Match
8/5/01
Current Merchant WRDRM MESS DUES CRLCancel
OKChange
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Setting of Events (cont)

• Step 5 Scroll down to select
• Step 6 Press green OK button to confirm
  selection.
• Repeat steps 1-6 to program any
• additional events.

Press a Function Golf Trip 7/1 Chess Match
8/5/01
Current Merchant WRDRM MESS DUES CRLCancel
OKChange
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Setting Amount

• Step 1 After the merchant and event are set,
  press the green OK button to go to Main Menu.
• Step 2 Press 3 to program Amount
• Step 3 Select a function key
• Step 4 Enter amount
• Step 5 Press green OK button to accept or red
  CLR button to cancel.
• Repeat steps 1-5 to program additional amounts.

Set Amount Press a Function Key OK Menu
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Save Changes

• Press green OK button to save
• Press green OK button again to save any changes.
• The unit will immediately reboot itself whether
  or not you save any changes.

Save Changes? OK Yes CLR No
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Merchant Operations
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Ships Store

• ROM II procedure stays the same.
• Till assignment disk data is uploaded to the
  cash register.
• Store operator then boots up K22 and logs on
  using their 4-digit Operator ID, which matches
  the Navy Cash operator ID.
• K22s is ONLINE and in the NORMAL mode.

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Ships Store Daily Business

• Ships store operator scans items for purchase
  and hits sub-total.
• Customer inserts NC card and enters PIN.
• Ships store operator enters amount of sale on
  K22.
• Customer presses green OK button to approve sale.
  
• Operator hands the NC card back to customer after
  successful transaction.
• Operator then hits Total on the POS.

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Ships Store End of Day

• Operator
• Logs off and powers down K22
• Closes business IAW ROM II procedures
• Takes Till diskette back to Sales Office.
• Sales Officer
• Runs Navy Cash Merchant Sales Summary report
• Compares with figures from ROM II Till report
• Investigate discrepancies.
• MSO Detail report

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Ships Store EOD - ROM II Integrated

• Ships Store Operator
• logs off and powers down K22
• Close business IAW ROM II procedures
• Takes Till diskette to Sales Office.
• Sales Officer
• Create NC ROM II disk
• Logs on Disbo App and selects ROM II Reporting.

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Ships Store EOD ROM II Integrated (cont)

• Sales Officer
• Step 1 Click Load ROM II File button
• Step 2 Select OK
• Step 3 Select Generate
• Step 4 Select Print.
• Records keeper
• Investigate discrepancy
• Make adjustment

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Post Office

• K22 is in the ONLINE and NORMAL modes.
• Step 1 Postal Clerk (PC) logs onto K22 before
  the start of business.
• Step 2 Customer inserts NC card into K22 and
  enters PIN.
• Step 3 PC enters amount of sale on K22.
• Step 4 Customer presses green OK button to
  confirm sale.
• Step 5 PC hands back NC card after sale.

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Post Office End of Day

• PC logs off the K22
• Refunds are handled using USPS form 3533.
• PC prepares PS Form 1412-B
• DO provides Merchant Sales Summary to PC to match
  against PS Form 1412-B.
• PC sends PS Form 1412-B to servicing Postmaster
  via email daily including negative balance
  reports.
• PC attaches Merchant Sales Summary to 1412-B and
  retains in his records.

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MWR/Chaplain

• Onboard small ships, K22s are normally offline
  and in the normal mode.
• Where there is an MWR office, a K22 may be online
  and in normal mode.
• Disbo programs K22 for correct merchant before
  issuing.
• If there is an MWR event, the DISBO will program
  the K22 for that event.
• User signs out K22 on locally generated and
  maintained custody log.

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MWR/Chaplain (cont)

• Operator logs on K22 at the start of business
  using 4-digit Operator ID.
• Customer inserts NC card into K22 and enters PIN.
• Operator keys in the Event Code (if programmed)
  and presses green OK button.
• Operator enters the sales total into K22.
• Customer approves the sale by pressing green OK
  button.
• Note The money is taken off the chip immediately

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MWR/Chaplain (cont)

• Operator uploads the K22 data before logging off
  the system.
• A K22 may be uploaded at any Navy Cash LAN drop
• Do provide MWR/Chaplain with the following
  reports
• MSO Detail Report (Disbo App Report)
• and/or
• Daily/Monthly Trans Detail Report (Shore Report).

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CPO/Wardroom Daily

• Operator logs on K22 at start of business
• Customer inserts NC card into K22 and enters PIN
• Operator presses correct function key before
  entering sales total into K22
• Separate function keys for food and dues
• Customer presses green OK button to approve sale.
• Operator hands NC card back to customer.

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CPO/Wardroom Daily (cont)

• Operator uploads the K22 data (if offline) before
  logging off system.
• Treasurer records the NC collection in the
  Record of Collection IAW existing procedures.
  NC should be noted in parenthesis in the
  Purpose field of entry.

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MWR/Chaplain/Private Mess Deposits

• Agent Bank deposits collection to designated
  bank account IAW the following schedule
• Transaction occurring
  Deposited
• 1st 8th
  8th
• 9th 15th
  15th
• 16th 22nd
  22st
• 22nd 28th
  28th
• ACH request made to FRB

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Foreign/Other Vendors

• DO issues a K22 with a generic account setup for
  
• Foreign Concessionaire
• Husbanding Agent
• Taxi Company.
• DO is responsible for all K22s using locally
  generated and maintained logs.
• DO is responsible for training vendors on general
  use of the K22.
• Use of a designated LAN drop to log on/off and
  to download transactions into NC system.

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Foreign/Other Vendors (cont)

• Start of business day/port visit
• Replace K22 batteries (3 AA)
• DISBO logs on vendor using generic Operator ID
  (i.e. user one, user two)
• Vendor signs for K22.
• Sales
• Customer inserts NC card into K22 and enters PIN
• Vendor enters sales total into K22
• Customer presses green OK button to approve
• Vendor hands NC card back to customer.

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Foreign/Other Vendors (cont)

• End of business day/port visit
• Designated personnel uploads K22 data before
  logging off vendor.
• DO prints MSO Detail Report for vendor.
• Foreign vendor determines percentage with Sales
  Officer (NEX/Ships Store/Merchants share)
• Vendor settles with DISBO
• Vendor signs for check on locally prepared form
• DO prepares SF215 to offset check issue.

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Questions