Navy Cash Training Sales Unit 2: Reports and Maintenance

1
Navy Cash TrainingSales Unit 2 Reports
and Maintenance
2
Objectives

• Discuss the different types of Navy Cash reports.
• Explain the End of Month (EOM) process.
• Demonstrate how to perform the End of Month
  (EOM).
• Demonstrate how to change a Card Access Device.
• Describe the procedure to add/remove a vending
  machine from the Disbursing application.
• Explain procedures used to resolve system
  casualties.

3
Disbursing Application Reports
4
View Reports

• Select View Reports from the menu display. This
  will show the reports available for viewing.
• Click on the report desired
• Fill in the start and end dates for inclusive
  period then click Generate.

5
Merchant Sales Summary Report

• The Merchant Sales Summary report provides
  total sales and transaction counts for each
  merchant. (used for Sales EOM).

Run Date 1/15/04 Run Time 70700 PM
Report Name NC_133 Start Date
12/01/03 End Date 12/31/03 Merchant
Sales Merchant Name
Merchant ID Total Amount
Transaction Count ------------------------------
---------------- -------------------- ------------
-------- WARDROOM MESS - FOOD
800000003675 3082.37
92 WARDROOM MESS - DUES
800000003677 915.00
40 VENDING SODA
800000003691 240.00
1 NAVY DISBURSING
800000003693 -19922.57
183 POST OFFICE - MONEY ORDERS
800000003695 186.25
4 POST OFFICE - STAMPS
800000003699 131.42
14 SHIP STORE 1
800000003701 36610.47
3242 NAVY MWR
800000003705 2773.00
178 VENDING STORE ITEMS
VMCAND0000000001 202.20
530 VENDING STORE ITEMS
VMCAND0000000002 932.10
2300 VENDING SODA
VMSODA0000000002 1340.00
2680 VENDING SODA
VMSODA0000000003 793.50
1587 VENDING SODA
VMSODA0000000004 2475.50
4951 VENDING SODA
VMSODA0000000005 725.50
1451 ------------------------------ ---------
------- -------------------- --------------------

6
Non Vending Sales Report

• The Non Vending Sales Report details all
  operator transactions.

Run Date 1/15/04 LocationR22202 Run
Time 71135 PM Start Date
1/15/04 Report Name NC_811 End Date
1/15/04 Non-Vending Sales Report
Operator Transaction
Date Amount Merchant
----------------- -----------------
------------------- -----------------------------
- FIRESTARTER, LANEY 01/15/04
154143 250.25 POST OFFICE - MONEY
ORDER FIRESTARTER, LANEY 01/15/04
164431 3.00 POST OFFICE -
STAMPS FIRESTARTER, LANEY 01/15/04
164527 5.00 POST OFFICE -
STAMPS -------------------- ----------------- -
------------------ ------------------------------
Sub Total
258.25
-------------------- ----------------- -------
------------ ------------------------------ EARTH
QUAKE, BEN 01/15/04 164602 10.45 SHIP
STORE 1 EARTHQUAKE, BEN
01/15/04 164943 61.90 SHIP STORE 1
EARTHQUAKE, BEN 01/15/04
165024 2.30 SHIP STORE 1
EARTHQUAKE, BEN 01/15/04 165116
3.30 SHIP STORE 1
-------------------- ----------------- -------
------------ ------------------------------
Sub Total 77.95

-------------------- ----------------- ---------
---------- ------------------------------
Total 336.20
-------------------- ----
------------- ------------------- ---------------
---------------
Operator Amount Transactions
Merchant ------------------
-- ----------------- ------------------- -------
----------------------- FIRESTARTER, LANEY
250.25 1
POST OFFICE - MONEY ORDER FIRESTARTER, LANEY
8.00 2 POST
OFFICE - STAMPS EARTHQUAKE, BEN 77.95
4 SHIP STORE 1
-------------------- ----------------- -
------------------ ------------------------------

7
MSO Summary Report

• The MSO Summary Report shows merchant sales
  total by operator.

Run Date 1/15/04 Run Time 74342 PM
Report Name NC_SHIP_149
Navy Cash Transactions Merchant
- Operator Detail Report
Location R22202 Start Date 1/15/04
End Date 1/15/04
Merchant Operator Amount
Date Transaction Merchant ID
Operator ID -------------------- --------------
---- ----------------- -----------------
------------- --------- NAVY DISBURSING
PAINE, OUCH -189.59 1/15/04 Chip
withdrawal 800000003693 1037
NAVY DISBURSING PAINE, OUCH 576.00
1/15/04 Load Check to Chip 800000003693
1037 NAVY DISBURSING PAINE,
OUCH 65.00 1/15/04 Load Cash to Chip
800000003693 1037 POST OFFICE
- MONEY FIRESTARTER, LANEY 575.75 1/15/04
Chip POS Purchase 800000003995 3315 POST
OFFICE - STAMPS FIRESTARTER, LANEY 25.70
1/15/04 Chip POS Purchase 800000003996
3315 SHIP STORE 1
EARTHQUAKE, BEN 198.05 1/15/04 Chip POS
Purchase 800000003701 3311
SHIP STORE 2 HURRICANE, J 1528.05
1/15/04 Chip POS Purchase 800000003701
3312 WARDROOM MESS - DUES HILERI, TELERI
30.00 1/15/04 Chip POS Purchase 800000003677
4008 -------------------- -------
----------- ---------------- ----------------
------------- -----------
8
MSO Detail Report

• This report details merchant sales by operator.
• The report information can be extracted by a
  merchant, operator or both.
• Example (s) of its use
• Research discrepancies
• Report by merchant outside of shore reports.

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MSO Detail Report (cont)
This is an example of the MSO Detail Report .
Run Date 1/15/04 Location R22202 Run
Time 74849 PM Start Date
1/15/04 Report Name NC_SHIP_149 End Date
1/15/04 Navy Cash Transactions Merchant -
Operator Detail Report
Merchant Operator
Amount Date Transaction
Merchant ID Operator ID ------------------
-- -------------------- ---------- -----------
--------------- ------------- ------- WARDROOM
MESS - DUES GOOD, JOHNNY B 10.00
01/15/04 165721 Chip POS Purchase
800000003677 4008 WARDROOM MESS - FOOD GOOD,
JOHNNY B 110.00 01/15/04 166021
Chip POS Purchase 800000003678 4008
-------------------- -------------------- --
-------- ----------- ---------------
------------- ---------
Sub Total 120.00

-------------------- -------------------- --------
-- ----------- ---------------
------------- --------- NAVY DISBURSING
PAINE, OUCH -169.59 01/15/04
160251 Chip withdrawal 800000003693 1037
NAVY DISBURSING PAINE, OUCH
20.00 01/15/04 162022 Load Cash to
Chip 800000003693 1037 NAVY
DISBURSING PAINE, OUCH 576.00
01/15/04 165800 Load Check to Chip
800000003693 1037
-------------------- -------------------- -------
--- ----------- ---------------
------------- --------
Sub Total 426.41

-------------------- -------------------- ----
------ ----------- ---------------
------------- -------- SHIP STORE 1
VACHOK, JOE 112.75 01/15/04
164700 Chip POS Purchase 800000003701 3311
SHIP STORE 1 VACHOK, JOE
20.80 01/15/04 164820 Chip POS
Purchase 800000003701 3311
-------------------- -------------------- --------
-- ----------- ---------------
------------- ---------
Sub Total 133.55

-------------------- ------------------
-- ---------- ----------- ---------------
------------- --------- SHIP STORE 1
FIRESTARTER, LANEY 18.05 01/15/04
150036 Chip POS Purchase 800000003701 3312
SHIP STORE 1 FIRESTARTER,
LANEY 2.00 01/15/04 151636 Chip POS
Purchase 800000003701 3312 -------------------
- -------------------- ---------- -----------
--------------- ------------- ---------
Sub Total 20.05

-------------------
- -------------------- ---------- -----------
--------------- ------------- --------- POST
OFFICE - MONEY RIADO, NEB 250.25
01/15/04 153759 Chip POS Purchase
800000003722 8855 POST OFFICE -
STAMPS RIADO, NEB 7.40 01/15/04
153853 Chip POS Purchase 800000003723 8855
-------------------- -------------------- ----
------ ----------- ---------------
------------- ---------
Sub Total 324.25

-------------------- -------------------- --------
-- ----------- ---------------
------------- ---------
10
Shore Reports
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Shore Reports

• Transaction reports will be generated from
  EOD/EOM for
• Reconciliation Vending soda
• Reconciliation Vending store items
• Reconciliation Ships Store
• Transaction Summary
• Refund by Sale Activity
• Ships Store
• Vending soda
• Vending store items.

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Shore Reports (cont)

• Compare daily reports with reports from other
  existing systems to verify accuracy.
• All reports sent to ship from shore server are
  placed into a reports directory by date, with one
  subdirectory for each report date
• ____YYYYMMDD_H
  HMMSS.txt
• Example R21198_TRAN_ShipStore_D_20010828_171708.
  txt

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Shore Report Folder

• Select date to view/print and double-click folder
• Select report to view/print

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End of Month Closeout
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End of Month (EOM)

• Sales Officer and Disbo will establish a closeout
  date for the month.
• Sales Officer performs EOM procedure in two
  phases
• Phase One at the vending machines
• Activate EOM for each machine (using template)
• Physical inventory for each machine
• Phase Two at the Sales Office
• Activate EOM for each parent
• Print report and compare.
• These steps cannot be performed out-of-sequence.

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EOM Phase One

• To perform EOM using the NO Card template, place
  the template over the front of the CAD, then
• Press center button
• Shows of messages currently in off-line queue.
• Note Queue should be empty before proceeding
  with EOM.

NO CARD Template
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EOM Phase One (cont)

• Insert merchant card in CAD
• Turn the template over and using Merchant side of
  template
• Press right button once to activate EOM. The
  display will show End Month Activated.
• Perform an inventory of vending items.
• Verify EOM by pushing the middle button which
  then shows the date and time.

MERCHANT Template
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EOM Phase Two for Sales
Select Vending and Ships Store from the
Operations menu.
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EOM Phase Two for Sales (cont)

• The screen displays the vending parent or master
  account as well as the individual machines for
  each account.
• This is also where you would add or change
  vending machine or CAD information.

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EOM Phase Two for Sales (cont)

• Click on before the parent merchant to
  display all machines. When all machines are
  displayed, it changes to a - sign.
• Parent merchants are displayed as the top-level
  accounts

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EOM Phase Two for Sales (cont)

• Each individual listed machine should have a
  green traffic light beside it to indicate that it
  is already closed out.

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EOM Phase Two for Sales (cont)

• Sales Officer
• All machines under parent should display a
  stoplight.
• Highlight parent merchant displaying a yield
  sign.
• Check Indicate EOP for Vending Merchant.
• Click on Indicate EOP.
• Dont forget to close out the Ships Store
  accounts that do not have machines.
• Print Screen to record vending EOM date and time.

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EOM Reporting

• Totals from EOM Navy Cash reports are printed
  after EOM is completed and sent to JPMorgan
  Chase.
• Compare Shore reports against Cash Sales
  Memorandum (DD 1149) printed from ROM II back
  office computer using the NC EOM Worksheet.
• Totals should match
• Any differences will be investigated with the
  assistance of the Disbursing Officer and JPMorgan
  Chase.
• Remember there may be outstanding refund chits
  and outstanding adjustments from the previous
  month.

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Maintenance Procedures
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K22 Preventive Maintenance

• Every 2 years
• Replace the lithium battery inside the K22
• Open back of k22 by pressing and lifting off the
  lid positioned on the back of the terminal.
• Remove three AA batteries if installed.
• Push on lithium battery and release (this will
  cause the lithium battery to pop out).
• Press new lithium battery into place with the
  symbol facing up.
• Replace the AA batteries and replace the back
  panel cover.

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K22 Preventive Maintenance (cont)

• NOTE Data will be lost if the lithium battery
  is removed while there is no power being applied
  to the K22. Make certain all transactions are
  downloaded prior to changing out the lithium
  battery.

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Changing a CAD

• Physically replace CAD in vending machine after
  making sure that the queue is empty)
• The Sales Officer logs into the Disbursing App
  and clicks on Vending and Ships Store.
• Click on the to display vending machines
  under parent
• Highlight the vending machine

• Select CAD terminal ID from pull down menu .
• Click Update Vending Machine Data.

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Add/Remove Vending Machine

• Contact NC CSC, via the DISBO, to enroll the new
  vending machine in the NC system.
• Log onto Disbursing Application and select
  Vending and Ships Store
• Highlight machine
• To add a vending machine
• Type in the vending machine name and location.
• Select the CAD Terminal ID from pull down menu.
• Click Update Vending Machine Data to add the
  machine.
• To delete a machine, click Remove Vending
  Machine.

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Replacing Damaged/Lost Components

• Spare components are provided with the NC
  installation.
• The Sales Officer is responsible for all CADs,
  including spares.
• The DISBO is responsible for custody and
  programming of all K22s, including spares.

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Replacing Damaged/Lost Components (cont)

• When a component fails, a spare will be installed
  in its place.
• Using the approved Supply chain, contact NC depot
  for new replacements.
• Be sure to return the failed component to NC
  depot using packing materials from the
  replacement.

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Replacing Damaged/Lost Components (cont)

• Return failed parts to
• L3 Titan Corporation - Engineering Services
  Division
• ATTN NC Depot
• Lower Receiving Dock
• 3033 Science Park Rd
• San Diego, CA 92121

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Troubleshooting Equipment Problems
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ROM II Errors Logging on

• The Navy Cash Proxy must be running on the ROM II
  POS and be set to the parameters on the example
  below
• Improper parameters or a non-running Proxy will
  keep the attached K22 from logging on.

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ROM II Errors Logging on (cont)

• The Operator ID for ROM II and Navy Cash must be
  the same to allow the operator to log onto ROM II
  and the K22
• If they do not, the error message below will
  appear

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ROM II Errors Logging on (cont)

• The Navy Cash proxy must be running in order for
  POS terminal to logon.
• If not, the error message below will appear

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K22 Errors

• Card has timed out
• K22 screen will read CARD TIMEOUT. To clear
  the message, pull out card and re-insert
• Card has been blocked
• K22 screen reads CARD BLOCKED, meaning the user
  has entered PIN incorrectly 3 times. The member
  must return to Disbursing and show ID to unblock
  PIN.

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K22 Errors (cont)

• Screen is dark
• Make sure the K22 has power. Ensure that the K22
  is either plugged in or has fresh batteries.
• Make sure that the small recessed red Cancel/Off
  key is not stuck under the lip and therefore
  constantly down and not allowing the power to
  come on.
• Hold down the green OK key for a full five-count
  to re-initialize the K22.

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K22 Errors (cont)

• K22 turns off/on randomly
• Check the train relief cover and verify that the
  plug is connected firmly and the cover in place.
• Ensure that the cable is not twisted at the
  connection point to the K22.
• If problem persists, replace K22 cable

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CAD Errors

• If transaction errors are displayed and CAD does
  not logon
• Power on/off vending machine itself and see if
  that clears the error
• Change SAM
• If the previous items do not work, change out
  CAD.
• If the Queue has transactions that are not
  downloading
• Check online status is the LAN up? Are routers
  powered off?
• Check cables from CAD to router.

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CAD Errors (cont)

• The CAD displays OUT OF STOCK when there is
  stock in the machine
• Power on/off vending machine itself and see if
  that clears the error
• Change SAM
• If the previous items do not work, change out
  CAD.
• CAD will not read cards, even one that has just
  worked on another machine
• Clean SAM
• If the previous items do not work, change out CAD.

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Changing Cads

• Remember, when changing out the CADs, you MUST
  return to the Sales Office and select the new
  CADs Terminal ID from the drop-down menu and
  assign the CAD to the proper machine!!

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Casualty Procedures
43
Casualty Procedures

• If off ship communications go down, the NC system
  can run independently for several weeks.
• If the NC LAN or Server go down
• Use K22s offline (provided operator is logged on)
• CADs will continue to work unless ships power is
  lost.

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Casualty Procedures (cont)

• In the worst-case scenario, go back to using
  cash.
• Disbursing Office still carries cash and
• The coin acceptors are still in place.
• When the system comes back online, the NC server
  onboard ship will be updated via shore
  communications.

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REMINDER

• Training is not over!
• During the week of Go-live you will receive OJT
  on everything you have just learned and more.

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Questions