Navy Cash Training Disbursing Unit 5: Backups and Reporting

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Navy Cash TrainingDisbursing Unit 5Backups
and Reporting
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Objectives

• Demonstrate how to perform Scheduled Backups
• End of Day (EOD)
• End of Month (EOM)
• Discuss the what information the various Shore
  Reports contain.
• Demonstrate how to access the Military Paper
  Check Conversion (MPCC)
• This presentation is UNCLASSIFIED

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Scheduled Backups
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End of Day Backup

• Indicate End-of-Day (IEOD) This function ends
  all business transactions for the day and begins
  recording subsequent transactions on the next
  business day.
• EOD uploads all financial information to
  shoreside and moves account funds to appropriate
  accounts as well as updating changes (i.e.
  transfer of funds) and generates all reports.

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End of Day Procedures

• DO chooses time to initiate EOD
• Can be done more than once a day
• Can be done remotely on the server desktop.

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End of Day Procedures (cont)

• Click the Submit button next to the Check for
  Logged in Operators tag
• A message informs you which operators are logged
  on

• You can proceed with EOD. Note that transactions
  after IEOD will be reported next day.

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End of Day Procedures (cont)

• You are prompted to verify of total amounts for
  EOD, so you cancel if they are wrong.
• The total should match the closed-out total of
  the days Navy Cash Ledgers. Convert all
  transactions to Cash.

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End of Day Procedures (cont)

• If needed, make adjustments to cash amount via
  the Safe Bank Transactions option on menu .
• The Safe Bank screen allows you to add (Deposit
  to Safe) or subtract (Deposit to Bank) amounts in
  order to balance total as required.
• After adjustments are completed and totals are
  correct, return to EOD screen and click OK
  button to initiate EOD.

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End of Day Procedures (cont)

• EOD completion message will be displayed when
• - Successful EOD returns reports from shore
  side.
• You will be able to access those shore reports
  from the" Shore Reports folder on your desktop.

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Remote EOD

• If the server or a laptop is outside of
  Disbursing, EOD can be run remotely.
• Designated personnel will double-click the EOD
  icon located on desktop to initiate the EOD.
• It is Disbos responsibility to check results of
  EOD daily.

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End of Day Report
12
End of Month Backup

• The purpose of the EOM is to end all business
  transactions for that particular month and begins
  recording subsequent transactions for the next
  business day.
• Performed in partnership with the Sales Officer
  who must close out all vending machines prior to
  EOM.
• Successful return of the EOM generates your
  monthly reports.

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End of Month Check-off

• Sales Officer responsibilities
• Perform EOM at vending machines
• Indicate EOM on DISBO App for Vending and
  Ships Store
• Disbursing Officer responsibilities
• Indicate EOM on DISBO Application (IEOD screen)
  for Disbursing
• Resets Safe Audit Summary Report (SASR) to zero

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EOM Sequence

• Step 1 Initiate EOD
• Step 2 Click on EOM box and select correct
  month/year (no longer grayed out after Sales EOM
  completed)
• Step 3 Click Submit.

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EOM Sequence (cont)

• Procedures for EOD
• You are prompted for verification of EOM with
  total amounts, so you can back out if necessary.
• After verification, EOM completion message is
  displayed .
• When EOM returns from shore side, verify the
  generated reports.

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EOM SASR Reset
Go to View Reports menu and generate copy of
SASR.
Run Date 4/9/2004 Run Time 102830
AM Report Name NC_SHIP_114 NAVY
DISBURSING Merchant ID 800000008728
Disbursement Office Safe Audit Summary
Report Location TT0001 Start Date
03/01/04 113145 End Date 03/31/04
Transaction Type Check
Balance Cash Balance
Total -------------------- --------------- -------
-------- --------------- Start Bal.
0.00 0.00
-------------------- --------------- ------------
--- --------------- Chip withdrawal
-930.60 -930.60 Load Cash
to Chip 3430.60
3430.60 -------------------- --------------- ----
----------- --------------- Total
0.00 2500.00 2500.00
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EOM SASR Reset (cont)

• Step 1 Under Operations menu, select Safe Bank
  Transactions
• Step 2 Enter an amount to Cash (If SASR has
  both Cash/Check amount, do Safe Bank Transactions
  twice)
• Step 3 Deposit Ticket Enter N/A
• Step 4 Trans Type Deposit to Bank Subtracts
  from DISBO account (if SASR amount is positive)
• Trans Type Deposit to Safe Adds to DISBO
  account (if SASR amount is negative)

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View Log

• Check the View Log after running EOD/EOM.
• View Log shows error conditions.
• Look for any ERROR messages.

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Shore Reports
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Shore Reports

• Transaction reports will be generated from
  EOD/EOM for

• Wardroom
• General Mess
• Commanding Officers Mess
• Chiefs Mess
• Flag Mess
• MWR
• Transaction summary

• Reconciliation Vending soda
• Reconciliation Vending store items
• Postal by operator ID
• Ships Store
• Foreign vendors
• Negative balances
• Returned items

Check daily
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Shore Reports (cont)

• Compare daily reports with reports from other
  existing systems to verify accuracy
• All reports generated on ship or sent to ship
  from shore server are placed into a reports
  directory by date, with one sub-directory for
  each report date
• ltUICgt_ltREPORT TYPEgt_ltREPORT NAMEgt_ltD/Mgt_yyyymmdd_H
  HMMSS.txt
• i.e. R21198_TRAN_ShipStore_D_20010828_171708.txt

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Shore Reports (cont)

• SHs and PCs will print out their own reports from
  their terminals.
• DISBO will have to print reports for other
  merchants.
• Reports can also be saved electronically and sent
  via email.
• For more information on reports, refer to the
  Reports section in the Disbursing SOP.

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Shore Report Folder

• Click on the icon, shorerpt on the desk top

• Select date to view/print
• Select report to view/print

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Shore Reports Daily Negative Balance Report


Run Date12/17/2002

Run Time 111239
Report
NameOPER_NavyNegativeBalance_D
Navy Cash Daily Negative Balance
Report- NAVYCASH

Location USS TITAN

Date 12/17/2002-114639
Account Name
SSN Acct Status Negative
Status Date Balance Amount ----------------
-- -----------------------------------
----- --------- ----------------
-----------------
---------------- 9999999054116 BORDEN MILK
9872 OPEN 28-AUG-02
-214.99 9999999154429 BOWIE
DAVID 4567 OPEN
30-NOV-02 -99.45
9999999064552 BROWN JR SUGAR 2357
OPEN 23-NOV-02
-400.14 9999999120404 BRUNA BRUHAHA
4035 OPEN 27-NOV-02
-25.33 9999999062176 BUCHER
CRISPER 7089 OPEN
28-NOV-02 -19.97
9999999140501 BURICH TOPER
5406 OPEN 13-DEC-02
-3.77 9999999118341 CANETE PAN
7890 OPEN 05-SEP-02
-300.00 9999999134165
CANTRELL DOTHY 4315 OPEN
11-DEC-02 -18.00

-----------------------------------
------------------- Total Count
9 Total
Balance

-1,039.91  

End of the Report

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Shore Reports Returned Items
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Shore Reports Payroll Report
V21879_NCPAY_NAV_20041115_103150_20041112091623.tx
t Run Date 11/12/2004 Run Time
095213 Report Name Navy Payroll Funding Navy
Cash Payroll Report Location V21879 USS
BATAAN Pay Date 11/15/2004 Payroll Number
0015 Failed to post funds for BROWN SHARON CE
SSN 000-00-5968 Account Invalid
Amount 75.00 Failed to post funds for
KEGLER RODNEY JERMAINE SSN 000-00-0342
Account Invalid Amount 100.00 Failed to
post funds for DAVIS LOVE III
SSN 000-00-4139 Account Invalid
Amount 15.00 Failed to post funds for FULPS
FICTION ELIZABETH SSN 000-00-2914 Account
Invalid Amount 20.00 Failed to post
funds for GONZALEZ PANCHO HENE SSN
000-00-5763 Account Invalid Amount
40.00 Failed to post funds for PALMER ANDY
SHARON SSN 000-00-5096 Account
Invalid Amount 200.00 Warning! Some
records could not be processed. Payroll File
processed V21879_NCPAY_NAV_20041115_103150.dat Su
ccessful Updates 330 Failures 6 Total Amount
Posted 16520.00 Total Amount Failed to Post
450.00 Data committed to database.
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Shore Reports Wardroom Mess
Run Date12/17/2002 Run Time 001233 Report
NameTRAN_WardroomMessFood_D
Navy Cash Daily
Transaction Detail Report - WARDROOM MESS FOOD

Location USS TITAN
Date 12/15/2002
045325 To 12/16/2002 070945 Batch Id
R22202_971 Last Name
First Name SSN Account Date and
Time Value ---------- -----------
------- ----------- ----------------
------- BOARDWAY BOARDWALK 7095
9999999961244 12/15/2002 150453
30.53 GRUBB SCRUBB 3055
9999999938747 12/15/2002 203323
29.13 LINDEE LANDEE 6054
9999999140790 12/15/2002 202622
34.73 MANTO TIGER 5839
9999999995721 12/15/2002 205735
30.53 PAGANO MAGANO 1043
9999999163396 12/15/2002 144622
34.73 RIVERA RICKY 8209
9999999135550 12/15/2002 204339
33.28 SLAYDON SLAYER 3901
9999999959867 12/16/2002 021143
29.13 SLEDGE HAMMER 5038
9999999954488 12/15/2002 202321
29.13 SNIPES WESLEY 2957
9999999185274 12/15/2002 202025
31.93
---------- Total
Transactions
283.12
End of the
Report

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Shore Reports Daily Trans Summary
Run Date09/05/2002 Run Time
170953 Report NameTRAN_TransactionSummary_D
Navy Cash

Daily Transaction Summary Report
Location USS
TITAN Date
09/04/2002 201025 To 09/05/2002 200509 Batch
Id R22202_775 Sale Type
Transactions Value --------------------------
- ------------- ---------------- POST OFFICE
2 0.74 SHIP STORE 1
125 467.00 VENDING SODA
535 267.50 VENDING STORE
ITEMS 262 92.35
------------- ---------------- Tot
al Transactions 924
827.59




End of the
Report Page 1
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Military Paper Check Conversion
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PCC Benefits Features

• Imaging - Captures a complete electronic image of
  the check and allows for the retention of a
  facsimile, without retaining any paper.
• Verification - Verifies that the account upon
  which the item is written is not closed, or that
  the check writer does not have a history of
  writing bad checks.
• Conversion - Converts paper checks to electronic
  debits for processing through the Automated
  Clearing House network. Checks converted to
  electronic debits are collected much faster.

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PCC Benefits Features (cont)

• Representment - Resubmits failed items up to 2
  times. The representments can be timed to occur
  on specific days of the month (i.e., 1st and
  15th).
• Reporting - Reporting occurs by emailing
  CAH-LINK Deposit Tickets and Debit Vouchers
  (SF215SF 5515) to the collection site. Pending
  redeposit reports may also be sent at the
  agencys option.

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PCC Software User Interface

• Press the Enter key before scanning a check.
  Press the Enter key after keying in the
  information for each field
• User must input the correct amount (without the
  decimal point). Stamp the check about an
  immediate collection from pay if dishonored

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Voiding Discrepancy Items

• Highlight the selected item, and select Void.

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Close Batch (Batch Transmission)

• Select Batch Close, and select Yes. Make an
  entry to your deposit log.

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Central Image and Research Archive (CIRA)
Master Verification Database (MVD)

• Log on to either of these websites
  www.pccotc.govor www.mvd.gov
• Must login once a month to maintain user account.

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CIRA Search Results Screen

• When you are searching at the website, the result
  screen will display a max of 1000 records.

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Questions