#  Ship's Store

[7.1 Background 7-3](#background)

[7.2 Planned Maintenance System 7-3](#planned-maintenance-system)

[7.3 Retail Sales 7-4](#retail-sales)

[7.3.1 ROM II Integrated with Navy Cash---K22 Attached to Cash Register
7-4](#rom-ii-integrated-with-navy-cashk22-attached-to-cash-register)

[7.3.2 ROM II Not Integrated with Navy Cash---K22 Not Attached to Cash
Register
7-5](#rom-ii-not-integrated-with-navy-cashk22-not-attached-to-cash-register)

[7.3.3 Multiple Operators 7-7](#multiple-operators)

[7.3.4 Non-EPOS Retail Store Sales (e.g., Hangar Bay or Pier Side)
7-7](#non-epos-retail-store-sales-e.g.-hangar-bay-or-pier-side)

[7.3.5 Concessionaire Sales 7-8](#concessionaire-sales)

[7.3.6 Special Order Items/Flowers 7-9](#special-order-itemsflowers)

[7.3.7 End of Day (EOD) Closeout 7-10](#end-of-day-eod-closeout)

[7.3.8 EOD Reports 7-10](#eod-reports)

[7.3.9 EOD Differences 7-11](#eod-differences)

[[7.4]{.mark} Non-EPOS Vending 7-11](#non-epos-vending)

[7.4.1 Dollar Value of Card 7-11](#dollar-value-of-card)

[7.4.2 Navy Cash Procedures 7-11](#navy-cash-procedures)

[7.4.3 Invalid Transactions 7-12](#invalid-transactions)

[7.4.4 \$25 Dollar Pin-less Limit Scenario
7-12](#dollar-pin-less-limit-scenario)

[7.4.5 Vending (CAD) Maintenance 7-12](#vending-cad-maintenance)

[7.4.6 Weekly Review of Vending Machine Operation for Malfunction
7-15](#weekly-review-of-vending-machine-operation-for-malfunction)

[7.5 Refunds 7-15](#refunds)

[7.6 End of the Month (EOM) 7-16](#end-of-the-month-eom)

[7.6.1 EOM Closeout for Both Ship's Store and Vending
7-16](#eom-closeout-for-both-ships-store-and-vending)

[7.6.2 End of Month Reports 7-17](#end-of-month-reports)

[7.6.3 EOM Spreadsheet 7-17](#eom-spreadsheet)

[7.6.4 Differences (EOM) 7-18](#differences-eom)

[7.6.5 Cash Sales Memorandum Invoice
7-18](#cash-sales-memorandum-invoice)

[7.6.6 End of the Accounting Period 7-19](#end-of-the-accounting-period)

[7.7 Equipment Failure 7-19](#equipment-failure)

[7.7.1 ROM II Cash Register Down 7-19](#rom-ii-cash-register-down)

[7.7.2 Shipboard Network or Navy Cash Server Down
7-19](#shipboard-network-or-navy-cash-server-down)

[7.7.3 CAD Failure. 7-21](#cad-failure.)

[7.8 Ship's Store Navy Cash Reports (Samples)
7-22](#ships-store-navy-cash-reports-samples)

[7.8.1 Daily Merchant Sales Summary Report
7-22](#daily-merchant-sales-summary-report)

[7.8.2 Monthly Merchant Sales Summary Report
7-23](#monthly-merchant-sales-summary-report)

[7.8.3 Daily Transaction Detail Report
7-24](#daily-transaction-detail-report)

[7.8.4 Vending Machine Daily Transaction Detail Report
7-25](#vending-machine-daily-transaction-detail-report)

[7.8.5 Daily Refund Report by Sales Activity
7-26](#daily-refund-report-by-sales-activity)

[7.8.6 Sample Foreign Concessionaire Sales Reconciliation Form
7-27](#sample-foreign-concessionaire-sales-reconciliation-form)

##  Background

This chapter describes procedures for Navy Cash operations in the ship's
store:

[NOTES:]{.mark}

1.  [Purpose]{.underline}. The purpose of this SOP is to provide
    guidance for use of the Navy Cash card for purchases in the ship's
    store and vending machines. It is provided as an addendum to
    existing policy and procedures outlined in NAVSUP P487.

2\. [Authorized Users]{.underline}. Ship's personnel, official visitors,
and any other authorized visitors who have been issued a Navy Cash card.

3\. [General]{.underline}. In the ship's store, the Navy Cash
K22Point-Of-Sale (POS) card reader can be operated either attached to
the Resale Operations Management (ROM) II cash register or separate from
the ROM II cash register. In the vending machines, the Navy Cash Card
Access Device (also know as Card Accepting Device) (CAD) replaces the
bill validator. The K22 and the CAD enable customers to purchase
merchandise using an electronic purse (chip) on a Navy Cash card with
the same, if not more, convenience than cash. Value is subtracted from
the customer\'s card through the K22 and CAD reader/collection devices,
and receipts from sales are automatically transmitted to the Navy Cash
server at the time of sale. At the end of each business day, these
receipts are forwarded electronically to the Treasury Financial Agent,
JPMorgan Chase (JPMC). Then, at the end of the month, these receipts
from sales are posted to the appropriate lines of accounting. The Navy
Cash system produces reports (see paragraph 7.8 of this SOP for sample
reports) and transaction journals to assist with balancing the sales
operations.

4.  [Exceptions]{.underline}. At the discretion of the Commanding
    Officer, cash may be accepted for special evolutions at the ship's
    store and vending machines. (e.g., visitors, tour groups, personnel
    riding the ship for less than 24 hours). S-3 personnel will follow
    the procedures outlined in NAVSUP P487. Cash sales should be the
    exception to accommodate visitors who are only going to be on the
    ship for a short time. Generally, members of ship's company should
    not be allowed to use cash on board the ship.

5.  In Navy Cash, all dates and times are recorded and reported in
    Greenwich Mean Time (GMT) (Coordinated Universal Time (UTC)).

##  Planned Maintenance System

Preventive maintenance for the Navy Cash Financial System is covered
through the Planned Maintenance System (PMS). PMS information for Navy
Cash is available from the ship's Maintenance and Material Management
(3-M) Coordinator. Maintenance Index Page (MIP) number 6541/080-14
applies to Navy Cash. In particular, proper cleaning of the card readers
can significantly reduce the incidence of card readers failing to read
the Navy Cash card.

##  Retail Sales 

###  ROM II Integrated with Navy Cash---K22 Attached to Cash Register 

a.  [ROM II Cash Register]{.underline}

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(1) The ship's store operator receives a till assignment diskette from
    the designated assistant in the back office in accordance with the
    ROM II User's Guide. A Navy Cash operator ID must first be
    established in the Navy Cash application for each ship's store
    operator (see paragraph 8.4.27, Operator ID Maintenance). The
    Disbursing Officer then provides the Operator ID information to the
    Sales Officer, and the Sales Officer or designated assistant enters
    the information by operator into the ROM II back office. *When ROM
    II and Navy Cash are integrated, the ROM II and Navy Cash operator
    IDs must match for sales receipts to be reported properly. To ensure
    this occurs, when configuring the K22 that will be attached to the
    ROM II cash register, "Enforce User Logon" must be set to "Force
    Operator Logon" (see paragraph 2.3.8.a and Appendixes B and C).*
    *This setting prevents Navy Cash sales in the ship's store unless a
    successful operator logon occurs.*

(2) The ship's store operator inserts the till assignment diskette into
    the Electronic Point-Of-Sale (EPOS) cash register and uploads the
    data. The operator then logs into the EPOS system following the
    instructions in the ROM II User's Guide and starts conducting the
    business of the day.

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b.  [K22 Point-of-Sale (POS) Card Reader]{.underline}

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(1) [Turn on the K22]{.underline}. The ship's store operator boots up
    the K22 card reader. The K22 must be turned on for all transactions
    including log-on and log-off. See Chapter 2 for detailed K22
    operating instructions.

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(3) [Log on the K22]{.underline}. The cash register must be online to
    the Navy Cash server for the operator to log on the K22. When the
    K22 is turned on, the operator log-on screen is displayed. The
    ship's store operator logs on to the cash register in accordance
    with the ROM II User's Guide and NAVSUP P487. The Navy Cash proxy
    application on the cash register handles the operator's log on to
    the K22 through the Navy Cash server. ROM II and Navy Cash operator
    IDs must match

(4) [Log off the K22]{.underline}. The cash register must be online to
    the Navy Cash server for the operator to log off the K22. The ship's
    store operator logs off the cash register in accordance with the ROM
    II User's Guide and NAVSUP P487. The cash register's software
    handles the operator's log off from the K22 through the Navy Cash
    server.

(5) [Connectivity Problems]{.underline}. With ROM II integrated with
    Navy Cash, the K22 operates in the proxy mode and is connected to
    the ship's Local Area Network (LAN) and the Navy Cash server through
    the ROM II cash register. The cash register must be online to the
    Navy Cash server to process sales transactions. If connectivity to
    the server is expected to be a problem, for example, the ship's LAN
    is experiencing problems or the Navy Cash server is down, a backup
    K22 in normal mode with the merchant set to ship's store and a
    ship's store operator already logged on must be available in order
    to be able to process sales transactions offline in the event that
    connectivity to the Navy Cash server is not available (see paragraph
    7.7.2).

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c.  [Navy Cash Procedures]{.underline}

[To properly complete a Navy Cash transaction at the register, perform
the following steps]{.mark}.

(1) [At time of sale, the operator scans all items through the cash
    register. After all items have been scanned, the operator presses
    the "END" button on the keyboard. The "CASH PAYMENT FORM" screen
    appears, and the operator selects the type of tender that will be
    accepted. For Navy Cash transactions, the type of tender is "Navy
    Cash".]{.mark} [The total transaction amount is displayed at the ROM
    II cash register and the K22 card reader.]{.mark}

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(6) [The customer inserts his/her Navy Cash card into the K22 card
    reader, enters the PIN number, and then presses the OK
    button.]{.mark}

(7) [If there is sufficient value on the card, the K22 card reader
    authorizes the transaction and allows the customer to verify the
    transaction amount. When the customer presses the OK button to
    verify the transaction amount, the K22 card reader subtracts the
    total amount of the sale from the e-purse. The K22 card reader sends
    the approval code to the cash register to total out the sale. After
    each transaction, the ROM II cash register prints out a receipt for
    the customer. (The cash register automatically requests verification
    that the transaction was approved or canceled.)]{.mark}

(8) [The customer removes his or her card.]{.mark}

(9) [All completed transactions are forwarded automatically to the Navy
    Cash server at the time of sale. The Disbursing Officer can print
    daily reports for the ship's store office. The Sales Officer has the
    capability to print ROM II daily reports from the ship's store
    office to compare with the Navy Cash reports received from the
    disbursing office.]{.mark}

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d.  [Transactions Not Approved]{.underline}

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(1) [If a transaction is not approved by the K22 card reader, e.g., due
    to non-sufficient funds on the customer\'s Navy Cash card, the
    operator follows the procedures stated in the ROM II User's Guide
    under Point of Sale procedures to discontinue the sale. (]{.mark}If
    a [transaction is canceled or there is an error, the K22 card reader
    sends a message to the cash register saying so. The cash register
    receives this message when it requests approval or cancellation of a
    transaction. If there is a cancellation or a timeout, the
    transaction is automatically canceled, and ROM II returns to the
    main screen.)]{.mark}

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(10) [The ship's store operator should direct the customer to the
     disbursing office for further guidance if the customer has any
     questions about the Navy Cash card.]{.mark}

###  ROM II Not Integrated with Navy Cash---K22 Not Attached to Cash Register 

a.  [ROM II Cash Register]{.underline}

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(1) The ship's store operator receives a till assignment diskette from
    the designated assistant in the back office in accordance with the
    ROM II User's Guide. (A Navy Cash operator ID must first be
    established in the Navy Cash application for each ship's store
    operator (see paragraph 8.4.27, Operator ID Maintenance. The
    Disbursing Officer then provides the ID information to the Sales
    Officer, and the Sales Officer or designated assistant enters the
    information by operator into the ROM II back office.)

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(11) The ship's store operator inserts the till assignment diskette into
     the Electronic Point-Of-Sale (EPOS) cash register and uploads the
     data. The operator then logs into the EPOS system following the
     instructions in the ROM II User's Guide and starts conducting the
     business of the day.

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e.  [K22 Point-of-Sale (POS) Card Reader]{.underline}

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(1) [Turn On the K22]{.underline}. The ship's store operator boots up
    the K22 card reader. The K22 must be turned on for all transactions
    including log-on and log-off. See Chapter 2 for detailed K22
    operating instructions.

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(12) [Log on the K22]{.underline}. The K22 must be on line to the Navy
     Cash server for the operator to log on. The K22 is turned on by
     pressing the "OK" key. The operator log-on screen is displayed, and
     the ship's store operator enters his or her operator ID number into
     the K22. The K22 displays a wait screen while processing, and
     returns to the normal screen when the log-on is accepted.

(13) [Log off the K22]{.underline}. The K22 must be on line to the Navy
     Cash server for the operator to log off. The ship's store operator
     presses the "Off/Cancel" key and presses the "OK" key to confirm
     log off is desired. At the end of the day, the ship's store
     transactions for the day are processed automatically through the
     Navy Cash server.

(14) [Connectivity Problems]{.underline}. With ROM II and Navy Cash not
     integrated, the K22 operates in the normal mode and is connected to
     the Navy Cash server directly through the ship's LAN. If
     connectivity to the server is expected to be a problem, for
     example, the ship's LAN is experiencing problems or the Navy Cash
     server is down, an operator should remain logged on to the K22 at
     the end of the day so that sales transactions can be processed
     offline the next day even if connectivity to the Navy Cash server
     is not available.

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f.  [Navy Cash Procedures]{.underline}

[To properly complete a Navy Cash transaction at the register, perform
the following steps]{.mark}.

(1) [At time of sale, the operator scans all items through the cash
    register. After all items have been scanned, the operator presses
    the "END" button on the keyboard. The "CASH PAYMENT FORM" screen
    appears, and the operator selects the type of tender that will be
    accepted. For Navy Cash transactions, the type of tender is "Navy
    Cash". The total transaction amount is displayed at the ROM II cash
    register, and the operator manually enters the total into the K22
    card reader. The total on the K22 must match the total on the cash
    register.]{.mark}

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(15) [The customer inserts his/her Navy Cash card into the K22 card
     reader, enters the PIN number, and then presses the OK
     button.]{.mark}

(16) [If there is sufficient value on the card, the K22 card reader
     authorizes the transaction and allows the customer to verify the
     transaction amount. When the customer presses the OK button to
     verify the transaction mount, the K22 card reader subtracts the
     total amount of the sale from the e-purse. The ship's store
     operator totals out the sale on the cash register, and the ROM II
     cash register prints out a receipt for the customer.]{.mark}

(17) [The customer removes his or her card.]{.mark}

(18) [All completed transactions are forwarded automatically to the Navy
     Cash server at the time of sale. The Disbursing Officer can print
     daily reports for the ship's store office. The Sales Officer has
     the capability to print ROM II daily reports from the ship's store
     office to compare with the Navy Cash reports received from the
     disbursing office.]{.mark}

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g.  [Transactions Not Approved]{.underline}

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(1) [If a transaction is not approved by the K22 card reader, e.g., due
    to non-sufficient funds on the customer\'s Navy Cash card, the
    operator follows the procedures stated in the ROM II User's Guide
    under Point of Sale procedures to discontinue the sale.]{.mark}

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(19) [The ship's store operator should direct the customer to the
     disbursing office for further guidance if the customer has any
     questions about the Navy Cash card.]{.mark}

###  Multiple Operators

If more than one person is responsible for the operation of the ship's
store, the procedures outlined above will be followed for each
shift/till.

###  Non-EPOS Retail Store Sales (e.g., Hangar Bay or Pier Side)

a.  Procedures stated in the NAVSUP P487 will be followed when operating
    a pier side or other non-EPOS retail store.

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h.  The Sales Officer or designated assistant will add a store number
    (94 series) in the ROM II back office, following the procedures
    prescribed in the ROM II User's Guide.

i.  All sales for cash and check and cash collection procedures will be
    in accordance with the NAVSUP P487, paragraph 2200.

j.  All cash and checks will be recorded in the NAVSUP 469 and deposited
    with the Disbursing Officer in accordance with NAVSUP P487,
    paragraph 2230.

k.  Navy Cash can also be used to accommodate these sales. When setting
    up a non-EPOS store, the Sales Officer can check out the appropriate
    number of battery-operated K22 POS devices from the disbursing
    office. Each K22 must be set up for a merchant and one of the
    operator IDs previously assigned by the Disbursing Officer for
    generic sales. The K22 must be online to the Navy Cash server for an
    operator to log on.

l.  At the end of the day or at the end of the event, the Sales Officer
    will take each K22 to one of the available Navy Cash "download
    boxes" or serial ports, in the disbursing office or sales office for
    example. When plugged in, the K22 will automatically upload sales
    information to the Navy Cash server.

m.  Once all the K22s are uploaded, the Sales Officer can view the Navy
    Cash sales by printing out the Merchant Sales Summary Report under
    the "View Reports" link in the Navy Cash application. When creating
    this report, the Sales Officer must ensure the time frame indicated
    is specific and inclusive for the applicable non-EPOS store event.
    In Navy Cash, all dates and times are recorded and reported in
    Greenwich Mean Time (GMT) (Coordinated Universal Time (UTC)).

n.  To verify that the amounts reported by Navy Cash Merchant Sales
    Summary Report and the non-EPOS cash register or sales receipt book
    are correct, the totals will be reconciled. If both reports match,
    there is no discrepancy. If the reports do not match, an error has
    occurred that must be investigated and resolved. The Sales Officer
    can generate the more detailed Merchant Sales by Operator (MSO)
    Detail Report for the period in question under the same "View
    Reports" link in the Navy Cash application to research discrepancies
    and facilitate the investigation.

o.  The Sales Officer or designated collection agent will enter the
    amounts collected in cash and checks and in Navy Cash into the ROM
    II back office in accordance with the ROM II User's Guide.

###  Concessionaire Sales

When overseas concessionaires take advantage of Navy Cash, ship's store
personnel will follow the procedures in the Sixth/Seventh Fleet
concessionaire instructions and the procedures stated below. If a ship
encounters overseas concessionaires who will not use Navy Cash, for
whatever reason, ship's store personnel will follow the procedures
outlined in the Sixth/Seventh Fleet concessionaire instructions and the
NAVSUP P487, Chapter 3, when setting up concessionaire vendors overseas
for receiving cash

a.  Prior to Foreign Concessionaire Vendor (s) arriving on board, the
    Sales Officer will check out the appropriate number of K22 devices
    from the disbursing office. Each K22 must be set up for a merchant
    and one of the operator IDs previously assigned by the Disbursing
    Officer for generic sales. The K22 must be online to the Navy Cash
    server for an operator to log on.

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p.  When a Foreign Concessionaire Vendor arrives on board to conduct
    sales, he/she will report to the Sales Officer to receive a portable
    K22 device.

q.  The Sales Officer will be responsible for training each
    concessionaire vendor on how to conduct Sales using the portable K22
    device.

r.  The concessionaire vendor(s) will take the portable K22 device to
    the designated area to conduct sales. Each transaction per customer
    will be recorded by the vendor(s) in the concessionaire number
    control log and on an SS-141 Navy Exchange Sales Receipt in
    accordance with NEX Yokosuka/Naples Concessionaire instruction 4000
    series.

s.  Upon completion of sales, or at the end of the day, the
    concessionaire vendor(s) will report to the Sales Officer, and
    present the portable K22 device, as well as all SS-141 Navy Exchange
    Sales Slips.

t.  The Sales Officer will take the K22 to one of the available Navy
    Cash "download boxes" or serial ports, in the disbursing office or
    sales office for example. When plugged in, the K22 will
    automatically upload sales information to the Navy Cash server.

u.  Once all the K22s are uploaded, the Sales Officer will be able to
    view the Navy Cash sales by printing out the Merchant Sales Summary
    Report under the "View Reports" link in the Navy Cash application.
    When creating this report, the Sales Officer must ensure the time
    frame indicated is specific and inclusive for the applicable
    concessionaires. In Navy Cash, all dates and times are recorded and
    reported in Greenwich Mean Time (GMT) (Coordinated Universal Time
    (UTC)). The total of the SS-141s will be reconciled with the total
    from the Merchant Sales Summary Report and the concessionaire number
    control log.

v.  The Sales Officer will compute the commission due to NEX and the
    ship for each concessionaire's sales based on the percentage
    contained in the concessionaire's contract. Once the commission
    value is determined and verified, the Sales Officer will be
    responsible for creating two separate SF 1034's, Public Vouchers for
    Purchases and Services Other Than Personal, one for the net amount
    due the vendor (total sales receipts less the commission percentage)
    and one for 50 percent of the commission collected for the NEX. The
    Line of Accounting (LOA) cited will be Ship's Store Profits Navy
    (SSPN). The Sales Officer will record the 50 percent of the
    commission collected for the ship as a contribution to SSPN in the
    ROM II system following the procedures outlined in the ROM II User's
    Guide. The Disbursing Officer will report the collection of monies
    owed to the ship's store as a collection under SSPN. The sample
    Foreign Concessionaire Sales Reconciliation Form included at
    paragraph 7.8.6 provides a tool to assist in reconciling foreign
    concessionaire sales.

w.  The two SF 1034 vouchers will be given to Disbursing. The Disbursing
    Officer will issue two separate Treasury Checks, one for the net
    amount owed to the vendor, and one for the amount owed to NEX. The
    Disbursing Officer will use the prepared SF 1034s citing the SSPN
    line of accounting as the substantiating vouchers.

x.  The Disbursing Officer will forward the checks to the Sales Officer,
    who will be responsible for delivery to the vendor and NEX. Upon
    receipt of the NEX check, the Sales Officer will forward the check,
    copies of the concessionaire number control log, and all applicable
    SS-141 receipts to NEX. The Sales Officer will send the vendor(s)
    his/her check.

y.  The Sales Officer will notify NEX via e-mail in accordance with the
    concessionaire instruction and provide the total dollar sales broken
    down by each vendor, total SS-141s used by each vendor, port, check
    number, check date, amount of check, and date mailed to NEX. (A copy
    of the SS-141s will be retained by the ship)

z.  The procedures listed above are an addendum to the existing policy
    and procedures outlined in the NEX Yokosuka and/or Naples
    Instruction 4000.1A, NAVSUP P487, and the Navy Cash Standard
    Operating Procedures (SOP).

###  Special Order Items/Flowers

a.  Special order items not listed on the Ship's Store Electronic
    Catalog (SSEC) and/or flowers will be processed in accordance with
    the NAVSUP P487, paragraphs 4300. The records keeper or designated
    assistant will assign a stock number and a stock record card to each
    item.

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a.  For flowers: The records keeper or designated assistant will set up
    flower sales in the ROM II as a non-EPOS store following the ROM II
    users guide. The flower sales will be entered into the K22 (offline
    mode) as a separate merchant, e.g., Hangar Bay Sales. Additionally,
    the steps below will be followed in the ROM II back office:

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(1) Enter \"Snack Vending\" as the store type. (It is the only store
    type that will post to line CO2, that is, a non-EPOS activity.)

(2) Under \"Creating a New Vending Machine", enter store type as 9300,
    machine name as Flower Sales, and machine number as 9301.

(3) A breakout will be accomplished of the flower items (types) to 9300
    in accordance with NAVSUP P487, paragraph 6100.

(4) The records keeper will post the sales from the K22 under \"Vending
    Collections\".

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b.  The ship's store operator will follow paragraphs 7.3.1.c or 7.3.2.c
    of this SOP when performing Navy Cash transactions for special order
    items and/or flowers.

###  End of Day (EOD) Closeout

a.  The Sales Officer and Disbursing Officer will determine and agree
    when the ROM II and Navy Cash systems will be closed out each day to
    complete the EOD process and reporting.

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c.  [At EOD, the]{.mark} ship's store operator does an EOD till export
    from the cash register to a floppy diskette following the ROM II
    User's Guide, Chapter 14.

d.  The ship's store operator delivers the diskette to the designated
    assistant in the back office, who does an EOD till import into the
    back office computer following the ROM II User's Guide, Chapter 15.
    Upon completion, an EOD report is generated from the ROM II back
    office summarizing that day\'s sales activity at the cash register.

###  EOD Reports

a.  The Sales Officer or designated assistant must compare the ROM II
    e-cash receipts EOD report with the Navy Cash Merchant Sales Summary
    Report printed from the Navy Cash workstation in the Sales Office or
    disbursing office (see paragraph 7.8.1 of this SOP for a sample
    report). The Merchant Sales Summary Report can be generated by
    entering the correct start and end dates in the "View Reports" link
    in the Navy Cash application (see paragraph 8.4.24). *In Navy Cash,
    all dates and times are recorded and reported in Greenwich Mean Time
    (GMT) (Coordinated Universal Time (UTC)).* The more detailed
    Non-Vending Sales Report, MSO Summary Report, and MSO Detail Report
    can be generated in the same way.

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e.  All totals for electronic sales in the ship's store must match. Any
    differences must be investigated. Once verification has been made,
    the sales total received from the register will be entered and
    posted by the designated assistant into the ROM II back office. The
    designated assistant will print out the ROM II over and short
    report.

f.  The Sales Officer or designated assistant is also responsible for
    comparing the Navy Cash Daily Transaction Detail Reports from shore
    with the ROM II daily transaction reports to verify accuracy. The
    shore reports are generated automatically by the Navy Cash EOD
    process and sent to the ship when the EOD round trip is completed
    (see paragraph 8.4.23.n). When the shore reports are received, the
    Navy Cash system places them into a shore reports directory by date,
    with one sub-directory for each report date. *In Navy Cash, all
    dates and times are recorded and reported in Greenwich Mean Time
    (GMT) (Coordinated Universal Time (UTC)).* The "Shore Reports"
    folder on the Navy Cash application desktop provides a short cut to
    the directory.

g.  All reports must be signed by the Sales Officer, and filed in the RK
    CO2/CO3/CO4 file.

###  EOD Differences 

a.  If a difference occurs between the total receipts listed on the ROM
    II report and the Merchant Sales Summary Report printed from the
    Navy Cash application, the Sales Officer will do the following.

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(1) Print out the ROM II daily transaction report from the back office.

(2) Print out the ROM II over/short report.

(3) Generate the more detailed Merchant Sales by Operator (MSO) Detail
    Report for the period in question under the "View Reports" link in
    the Navy Cash application. Print out a copy of the report and
    compare it with the ROM II e-cash daily transaction report to
    research and resolve discrepancies. When creating this report,
    ensure the time frame indicated is specific and inclusive. In Navy
    Cash, all dates and times are recorded and reported in Greenwich
    Mean Time (GMT) (Coordinated Universal Time (UTC)).

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h.  [ROM II--Navy Cash Comparison Report]{.underline}. The "ROM II
    Reporting" function in the Navy Cash application (see paragraph
    8.4.25) provides an automated tool to assist in investigating and
    resolving any differences between the ROM II and Navy Cash daily
    transaction reports.

i.  The Sales Officer or Disbursing Officer can request assistance from
    the Customer Service Center if needed. If the difference is
    unresolved, a signed letter/report by the Sales and Disbursing
    Officer will be filed in the RK, CO2/CO3/CO4 file.

##  Non-EPOS Vending 

###  Dollar Value of Card

As a security feature, each customer\'s Navy Cash card has a \$25.00
threshold for vending machine transactions. Once the value exceeds the
\$25.00 PIN-less transaction counter on the card, the CAD will display
the message "Insufficient Funds" to indicate that the customer is
required to reenter his/her PIN at a K80 Cashless ATM or a K22 POS
device. (The CAD is programmed to display the PIN-less balance on the
card.)

###  Navy Cash Procedures

a.  [The customer will insert his/her Navy Cash card into the CAD prior
    to making a selection. A message will be displayed on the CAD
    denoting processing is taking place.]{.mark}

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j.  [If the card is valid, the CAD will prompt the customer to make a
    selection.]{.mark}

k.  [A]{.mark}ll Navy Cash sales receipts from vending machines will be
    forwarded automatically to the Navy Cash server, generally at the
    time of sale. If network connectivity is lost for any reason, sales
    transactions are store in the CAD and are forwarded automatically
    when network connectivity is restored.

l.  The Sales Officer or designated assistant will record Navy Cash
    sales receipts into the ROM II back office using the Navy Cash
    Merchant Sales Summary Report totals for each vending machine
    merchant (see paragraph 7.8.1 of this SOP for a sample report)
    generated from the Navy Cash application in the disbursing office
    and/or sales office.

m.  [The]{.mark} Merchant Sales Summary Report is [intended to provide
    the Sales Officer with electronic totals of receipts for each soda
    machine. The report can be generated by entering the desired start
    and end dates in the "View Reports" link in the Navy Cash
    application (see paragraph 8.4.24) and will be printed out as needed
    to assist the Sales Officer with auditing the soda machines on a
    bi-weekly]{.mark} basis[. The]{.mark} Merchant Sales Summary Report
    for the [month will assist the Sales Officer at EOM when
    closing/posting sales into the ROM II back office.]{.mark}

n.  The Sales Officer or Disbursing Officer can also print out a copy of
    the Vending Soda or Vending Store Items Daily (or Monthly)
    Transaction Detail Reports (see paragraph 7.8.4 of this SOP for a
    sample report) from the shore reports folders (see paragraph
    8.4.23.n). []{.mark}

###  Invalid Transactions

a.  [The customer will insert his/her card into the CAD, and if the card
    is invalid, a message will be displayed telling the customer that
    the card is invalid along with a prompt to remove the card.]{.mark}

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o.  [If the price is greater than the card balance, the balance is
    displayed to the customer along with an insufficient balance
    message, and the vend will be denied. The current transaction will
    be canceled.]{.mark}

###  \$25 Dollar Pin-less Limit Scenario

a.  The customer will insert his/her card into the CAD, and a message
    will be displayed denoting processing is taking place.

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p.  If the customer's card is valid, the balance will be displayed along
    with a prompt to make a selection. If the customer's card is
    invalid, a message will be displayed telling the customer that the
    card is invalid, and to remove the card. Customers should be
    directed to the disbursing office for further guidance if they have
    any questions about the Navy Cash card.

q.  The customer will select a product. If the price of the product is
    greater than the value left on the card, or will exceed the \$25.00
    PIN-less transaction counter on the card, the message "Insufficient
    Funds" will be displayed to indicate that the customer needs to
    reenter the PIN at a K80 Cashless ATM or a K22 POS device.

###  Vending (CAD) Maintenance 

The Navy Cash application requires each vending machine CAD to be
identified by a unique 16-digit alphanumeric Terminal ID number.
Whenever a CAD is changed or a new CAD is installed, it must be
registered in the Navy Cash application so that sales transactions can
be credited to the correct merchant. The following procedures are also
found in the disbursing section of this Standard Operating Procedure
(SOP), paragraph 8.4.28, Vending and Ship's Store---Vending Maintenance
and End of Month.

a.  [Adding a New Vending Machine and CAD]{.underline}

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(1) It is the responsibility of the ship to install any new vending
    machine and CAD and pull the cabling from the nearest Navy Cash
    router to the new machine. The Navy Cash depot and field support
    contractor can advise the ship on the nearest available router. Any
    costs associated with this effort, including travel, will be borne
    by the ship. The ship can contract directly with the Navy Cash depot
    and field support contractor to pull cable, hook up the equipment,
    or come on board after the installation is complete to set up the
    new machine in the Navy Cash system configuration.

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(20) No transactions can occur at the vending machine until the CAD is
     associated with the vending machine in the Navy Cash application.

(21) Once the new vending machine and CAD have been installed, the Navy
     Cash system configuration has been set up, and the vending machine
     has been powered up, the Disbursing Officer or Sales Officer clicks
     on the "Vending and Ship's Store" link in the Navy Cash
     application. When the "Merchants and Vending Machines" menu tree is
     expanded, the screen displays all the merchants, all the vending
     machines associated with each merchant, and the Terminal ID numbers
     for the CADs "tied" to each of the vending machines. The Disbursing
     Officer or Sales Officer then highlights (selects) the appropriate
     merchant.

(22) A description of the new vending machine, for example, Candy #3, is
     entered in the "Vending Machine ID" box, and the location of the
     new machine on the ship is entered in the "Machine Location" box.

(23) The Disbursing Officer or Sales Officer then selects (highlights)
     the appropriate CAD Terminal ID number for the new CAD from the
     "CAD Terminal ID" drop-down box. When a CAD is installed in a
     vending machine, the Terminal ID number is transmitted
     automatically from the CAD to the system and listed as unassigned
     until it is assigned to the appropriate vending machine when the
     next step is completed. If there are multiple unassigned CADs, the
     correct Terminal ID numbers can be verified at the CADs themselves
     by pressing the right-most of the three hidden buttons. The "No
     Card" side of the CAD template depicts where the buttons are
     located on the CAD (see Appendix A, Vending Maintenance).

(24) Once all the information is entered or selected, the Disbursing
     Officer or Sales Officer clicks the "Add Vending Machine" button to
     update the system. The Disbursing Officer or Sales Officer will be
     prompted to verify information for the CAD and vending machine
     being added, which is accomplished by clicking the "OK" or "Cancel"
     button as appropriate. If the "Cancel" button is clicked, the
     change is not made, and the Disbursing Officer or Sales Officer
     either exits this portion of the application or re-enters the
     information for the change desired.

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r.  [Changing a CAD]{.underline}

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(1) The vending machine operator installs the new CAD and powers up the
    vending machine. No transactions can occur at the machine until the
    CAD is associated with the machine in the Navy Cash application.

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(25) The Disbursing Officer or Sales Officer clicks on the "Vending and
     Ship's Store" link. When the "Merchants and Vending Machines" menu
     tree is expanded, the screen displays all the merchants, all the
     vending machines associated with each merchant, and the Terminal ID
     numbers for the CADs "tied" to each of the vending machines.

(26) The Disbursing Officer or Sales Officer selects (highlights) the
     appropriate vending machine and then selects (highlights) the
     appropriate CAD Terminal ID number for the new CAD from the "CAD
     Terminal ID" drop-down box. When a CAD is installed in a vending
     machine, the Terminal ID number is transmitted automatically from
     the CAD to the system and listed as unassigned until it is assigned
     to the appropriate vending machine when the next step is completed.
     If there are multiple unassigned CADs, the correct Terminal ID
     numbers can be verified at the CADs themselves by pressing the
     right-most of the three hidden buttons. The "No Card" side of the
     CAD template depicts where the buttons are located on the CAD (see
     Appendix A, Vending Maintenance).

(27) Once the new CAD Terminal ID number is selected, the Disbursing
     Officer or Sales Officer clicks the "Update Vending Machine Data"
     button to update the system. The Disbursing Officer or Sales
     Officer will be prompted to verify the information for the new CAD,
     which is accomplished by clicking the "OK" or "Cancel" button as
     appropriate. If the "Cancel" button is clicked, the change is not
     made, and the Disbursing Officer or Sales Officer either exits this
     portion of the application or re-selects the information for the
     change desired.

(28) Clicking the "OK" button removes the previous CAD from the system.

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s.  [Removing a Vending Machine and CAD]{.underline}

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(1) The Disbursing Officer or Sales Officer clicks on the "Vending and
    Ship's Store" link. When the "Merchants and Vending Machines" menu
    tree is expanded, the screen displays all the merchants, all the
    vending machines associated with each merchant, and the Terminal ID
    numbers for the CADs "tied" to each of the vending machines.

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(29) The Disbursing Officer or Sales Officer first highlights (selects)
     the appropriate vending machine in the "Merchants and Vending
     Machines" window and then clicks the "Remove Vending Machine"
     button. At this time the Disbursing Officer or Sales Officer will
     be prompted to verify removing the vending machine, which is
     accomplished by clicking the "OK" or "Cancel" button as
     appropriate. If the "Cancel" button is clicked, the change is not
     made, and the Disbursing Officer or Sales Officer either exits this
     portion of the application or re-selects the vending machine for
     the change desired.

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t.  [Updating Vending Machine Information]{.underline}

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(1) The Disbursing Officer or Sales Officer clicks on the "Vending and
    Ship's Store" link. The screen displays all the merchants, all the
    vending machines associated with each merchant, and the Terminal ID
    numbers for the CADs "tied" to each of the vending machines.

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(30) The Disbursing Officer or Sales Officer highlights (selects) the
     appropriate vending machine in the "Merchants and Vending Machines"
     window, then highlights the old vending machine information, enters
     the new information, and clicks the "Update Vending Data" button to
     update the system. At this time the Disbursing Officer or Sales
     Officer will be prompted to verify the updated information, which
     is accomplished by clicking the "OK" or "Cancel" button as
     appropriate. If the "Cancel" button is clicked, the change is not
     made, and the Disbursing Officer or Sales Officer either exits this
     portion of the application or re-enters the information for the
     change desired.

###  Weekly Review of Vending Machine Operation for Malfunction

a.  To determine if the machine is functioning properly, the Sales
    Officer will capture the meter reading a minimum of twice weekly
    from each vending machine using a locally prepared form. The
    difference between the current meter reading and the previous meter
    reading times the retail selling price should equal the total e-cash
    collected from the Navy Cash system.

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u.  Overages and shortages will be investigated in accordance with the
    NAVSUP P487. Assistance will be requested from the Treasury
    Financial Agent through the Disbursing Officer if needed.

##  Refunds

The Sales Officer or designated assistant must approve all refunds,
whether for ship's store or vending. Refunds will be processed at the
ship's store office using the following procedures.

a.  The customer will take the merchandise to the ship's store office
    for turn-in. The Sales Officer or designated assistant will fill out
    a NAVSUP 972 for each refund. The customer and the Sales Officer or
    designated assistant will sign the NAVSUP 972.

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v.  The Sales Officer or designated assistant will enter the Navy Cash
    application and access the "Individual Refunds" link in the "Funds
    Transfer Options" window under the "Funds Transfer" link (see
    paragraph 8.4.10, Individual Refund).

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(1) A "Chip Purchase Refund" allows a single purchase transaction to be
    selected for the refund and helps to ensure that a particular
    purchase is only refunded once. Multiple-item purchases are treated
    as a single total if all the items were purchased at the same time.

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(31) A "Miscellaneous Refund" can be used when the specific purchase may
     be difficult to identify, for example, a soda or snack vending item
     or a single item within a multiple-item purchase.

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w.  The amount of the refund will be returned to the customer's Navy
    Cash card, and the amount will be deducted from the ship's store or
    vending merchant sales collections for that day.

x.  The Sales Officer or designated assistant will take the merchandise
    to the ship's store for turn-in back to inventory. Procedures
    outlined in the NAVSUP P487 will be followed when accepting
    merchandise back into the ship's store through the ROM II register.
    For damaged sodas, the Sales Officer or designated assistant will
    dispose of the cans and survey the total in accordance with the
    NAVSUP P487, Chapter 7, for the appropriate vending machine.

y.  The Sales Officer or designated assistant will log into the ROM II
    Electronic Point-of-Sale (EPOS) register under the manager function.
    The manager will depress F8 under the refund screen and follow the
    procedures.

z.  Once the refund procedure is completed, the merchandise will be
    accepted back into the ship's store stock. The ship's store operator
    will give the manager a receipt printed from the register.

a.  The Sales Officer will verify the total of the printed receipts with
    the totals of the refunds by sales activity on the Navy Cash Daily
    Refund Report (see paragraph 7.8.5 of this SOP for a sample report)
    and the NAVSUP 972s. All totals will match. If the totals do not
    match, the Sales Officer will request assistance from the Treasury
    Financial Agent.

b.  The receipts and NAVSUP 972s will be stapled to the Navy Cash Daily
    Refund Report and filed in the RK CO2/CO3/CO4 file.

##  End of the Month (EOM) 

Prior to initiating an EOM inventory and closeout each month, the Sales
Officer and Disbursing Officer will coordinate specific start and end
dates when Sales and Navy Cash activities will be closed out. In order
to make certain that the Disbursing Officer's Statement of
Accountability (SF 1219) is prepared and submitted on time at the end of
each month, the Navy Cash EOM process must start early. The EOM process
generally begins in the sales office with the EOM for vending machines
and ship's store five days before the actual end of the month (see
paragraph 8.9). It is common practice, especially on larger ships, to
specify different EOM closing dates for different vending machines. To
assist in closing out each month, the Navy Cash application allows
different EOM closing dates to be specified for each vending machine.

###  EOM Closeout for Both Ship's Store and Vending

a.  [Vending Inventory]{.underline}. Ship's store personnel will follow
    the procedures outlined in the NAVSUP P487, paragraph 9004, and the
    ROM II User\'s Guide when determining units sold. Ship's store
    personnel will print the profitability report of the non-EPOS
    vending machines following the procedures outlined in the ROM II
    User's Guide.

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c.  [E-Cash Receipts]{.underline}. To determine the total of the e-cash
    receipts collected from Navy Cash that will be recorded in the ROM
    II back office for both ship's store and vending, the Sales Officer
    or designated assistant must work with the Disbursing Officer to
    close out the Navy Cash system.

d.  [Closing Out the Navy Cash System]{.underline}. The Sales Officer
    and Disbursing Officer will coordinate to determine and set the
    ending date of the Navy Cash system to process the totals of
    electronic sales for the month by activity using the Navy Cash
    application. Prior to doing an EOM closeout, the Sales Officer will
    do the following:

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(1) Log into the Navy Cash application and click on the "Vending and
    Ship's Store" link. When the "Merchants and Vending Machines" menu
    tree is expanded, the screen displays all the vending and ship's
    store merchants, all the vending machines associated with each
    vending merchant, and the Terminal ID numbers for the CADs
    associated with each of the vending machines within the Navy Cash
    system.

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(32) The Navy Cash application enforces a specific sequence of steps for
     closing out each month or period. First, the Sales Officer must
     close out all the vending machines for a particular merchant.
     Second, the Sales Officer must close out all the merchants, to
     include both vending merchants and ship's store(s). Third, the
     Disbursing Officer can perform the actual Navy Cash EOM, but only
     after the first and second steps have been completed in order. The
     monthly transaction reports from shore are generated automatically
     only after the Disbursing Officer completes this third and final
     step of the EOM process and that day's round trip is completed
     between ship and shore. Step-by-step procedures are detailed in
     paragraph 8.4.28.b and in Appendix A of this SOP.

(33) [Phase One]{.underline}. Proceed to each vending machine to close
     out the vending machine following Appendix A of this SOP and
     complete the EOM inventory following NAVSUP P487, paragraph 9004.
     The ship's store personnel will take with them a CAD template and
     the Navy Cash merchant card associated with the particular type of
     vending machine. The "Merchant Card" CAD template will be used when
     activating the CAD EOM function. There are separate Navy Cash
     merchants and separate Navy Cash merchant cards for vending soda
     and vending store items (e.g., snack or soap) and vending stamp (if
     applicable).

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(a) [CAD buttons and CAD Templates]{.underline}. Ship's store personnel
    will use the CAD buttons to help with diagnostics on the device, and
    the CAD templates depict where the buttons are located on the CAD.

(b) "[No Card" Template]{.underline}. The ship's store personnel will
    use the "No Card" side of the template to check the number of
    transactions and verify the terminal ID and current software version
    of the vending machine CAD devices. Refer to Appendix A for more
    detailed procedures. For example, the center button, "Queue" or "#
    Transactions Pending", shows the number of messages currently in the
    offline queue. The queue should be empty before proceeding with
    Phase One of the EOM.

(c) ["Merchant Card" Template]{.underline}. The ship's store personnel
    will use the "Merchant" side of the template when activating the CAD
    EOM function. Refer to Appendix A for procedures.

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(34) [[Phase Two]{.underline}. Closing out each merchant (parent) is
     accomplished at the sales office or disbursing office using the
     Navy Cash application.]{.mark} Step-by-step procedures are detailed
     in paragraph 8.4.28.b. All merchants, including both vending and
     ship's store, must be closed out before the actual end of month can
     be performed.

###  End of Month Reports

a.  The Merchant Sales Summary Report for the month provides total Navy
    Cash sales receipts and transaction counts for each merchant,
    including each vending machine merchant, e.g., vending soda and
    vending store item (snack, soda, etc.) (see paragraph 7.8.2 of this
    SOP for a sample report). This report provides the Sales Officer
    with the electronic totals of sales receipts for the month in the
    ship's store and non-EPOS vending machines to enter into the ROM II
    back office. This report will also be compared with the ROM II EOM
    report.

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e.  The Merchant Sales Summary Report can be printed from a Navy Cash
    workstation in the disbursing office or the sales office. The
    Disbursing Officer will coordinate with the Sales Officer to
    determine when systems will be closed out to print EOM reports.

f.  The ROM II profitability report for each vending machine operation
    will be printed at the end of each month, e.g., vending soda and
    vending store item (snack, soap, etc.).

###  EOM Spreadsheet

After the Ship's Store and vending operations have been closed out
following the guidance above and in paragraph 8.4.28.b and Appendix A of
this SOP, the Sales Officer will work with the Disbursing Officer to
fill out the sales related fields in the Navy Cash EOM spreadsheet (see
paragraph 8.9) based on the sales receipt totals reported for each ship
store and vending merchant in the Merchant Sales Summary Report for the
month. The Sales Officer will then forward the EOM spreadsheet as an
e-mail attachment to the Treasury Financial Agent, JPMC ("to"
navycashfin@ezpaymt.com). JPMC will confirm the figures for the month
and send back the spreadsheet, indicating that the figures match or do
not match. If the figures do not match, JPMC will contact the Sales
Officer and work with him or her to resolve the discrepancies.

###  Differences (EOM)

If there is a difference between the figures reported by the ship in the
EOM spreadsheet and the figures reported by JPMC, the Sales Officer or
designated assistant will do the following to try to determine the cause
of the discrepancies.

a.  Ship's store personnel will verify that the monthly Navy Cash
    receipts were posted in the ROM II back office computer correctly
    for the ship's store and each type of vending machine, e.g., vending
    soda and vending store item (snack, soap, etc.). If the figures were
    posted incorrectly, ship's store personnel will modify the figures
    following the procedures outlined in the ROM II User\'s Guide.

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g.  Print out the ROM II Over/Short Report from the back office.

h.  Have the Sales Officer or Disbursing Officer generate the Merchant
    Sales by Operator (MSO) Detail Report for the period in question
    under the "View Reports" link in the Navy Cash application. When
    creating this report, ensure the time frame indicated is specific
    and inclusive. In Navy Cash, all dates and times are recorded and
    reported in Greenwich Mean Time (GMT) (Coordinated Universal Time
    (UTC)). Print out a copy of the report and compare it with the ROM
    II e-cash daily transaction report to research and resolve
    discrepancies. The Sales Officer or Disbursing Officer can also
    print out a copy of the Ship's Store Daily (or Monthly) Transaction
    Detail Reports (see paragraph 7.8.3 of this SOP for a sample report)
    from the shore reports folders (see paragraph 8.4.23.n) and compare
    the totals with the ROM II daily transaction reports.

i.  Compare the ROM II Over/Short report with the Merchant Sales Summary
    Report for the month.

j.  The Sales Officer or Disbursing Officer will work with JPMC to
    investigate and resolve any differences. If the difference is
    unresolved, a signed letter/report by the Sales and Disbursing
    Officer will be filed in the RK, CO2/CO3/CO4 file.

###  Cash Sales Memorandum Invoice

When all discrepancies have been resolved, the Sales Officer or
designated assistant will prepare the DD 1149 Cash Sales Memorandum
Invoice using the ROM II [back office in accordance with the]{.mark}
NAVSUP P487 to [substantiate the electronic receipts transmitted to
the]{.mark} Treasury Financial [Agent]{.mark}. The DD1149 will be
provided to the Disbursing Officer for his or her end-of-month returns.

###  End of the Accounting Period

At the end of the accounting period, all electronic receipts from sales
will automatically be posted to the NAVCOMPT 153 on line CO2, and all
electronic receipts from vending machines will automatically be posted
to the NAVCOMPT 153 on line CO3, once the amount is posted in the ROM II
back office.

##  Equipment Failure

###  ROM II Cash Register Down

a.  Ship's store personnel will request assistance from the nearest
    Fleet Assistance team.

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k.  If the problem cannot be resolved, ship's store personnel will
    request replacement hardware by sending a request to Navy Exchange
    Services Command, Ship's Store Program, Norfolk, VA.

l.  Ship's store personnel will have a spare cash register in stock.

m.  If the ROM II cash register is likely to be down for an extended
    period, the K22 card reader can be disconnected from the Network
    Interface Card (NIC) in the computer and connected directly to the
    Navy Cash network drop in the ship's store. The K22 must be changed
    from the proxy mode to the normal mode to operate independent of the
    ROM II cash register (see Chapter 2 of this SOP for detailed
    procedures for setting up the K22). Alternatively, a spare K22 can
    be set up in normal mode with the ship's store merchant ID and
    connected to the network drop for use until the ROM II cash register
    is back in operation.

###  Shipboard Network or Navy Cash Server Down

a.  [Short-Term Outage]{.underline}.

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(1) [ROM II Integrated with Navy Cash]{.underline}. The K22 operates in
    the proxy mode and is connected to the ship's Local Area Network
    (LAN) and the Navy Cash server through the ROM II cash register. The
    cash register must be online to the Navy Cash server to process
    sales transactions. If connectivity to the server is expected to be
    a problem, a backup K22 in normal mode with the merchant set to
    ship's store and a ship's store operator already logged on must be
    available in order to be able to process sales transactions offline
    in the event that connectivity to the Navy Cash server is not
    available. If a K22 is going to be used in the portable mode, the
    operator should make sure that it has fresh batteries and that
    additional batteries are readily available.

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(35) [ROM II and Navy Cash Not Integrated]{.underline}. The K22 operates
     in the normal mode and is connected to the Navy Cash server
     directly through the ship's LAN. If connectivity to the server is
     expected to be a problem, an operator should remain logged on to
     the K22 at the end of the day so that sales transactions can be
     processed offline the next day even if connectivity to the Navy
     Cash server is not available.

(36) [Processing Transactions]{.underline}. A K22 in normal mode
     operating offline can store about 741 sales transactions, and
     ship's store operations can continue, at least until the K22 is
     full. When processing transactions in the offline mode, the total
     transaction amount is displayed at the ROM II cash register, and
     the operator must manually enter the total into the K22 card
     reader. The total on the K22 must match the total on the cash
     register.

(37) [When Connectivity is Restored]{.underline}.

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(a) [ROM II Integrated with Navy Cash]{.underline}. The sales receipts
    stored on the portable K22 must be downloaded at one of the K22
    connection points or download boxes in the disbursing office,
    general mess, private mess, MWR, post office, or other locations set
    up during the Navy Cash installation. Disconnect the K22 device
    currently in use (if any) and use the data cable to connect the
    portable K22. Ensure the K22 is powered on by pressing the green
    "OK" key. The download starts automatically when the LAN connection
    is made and the asterisk symbol on the K22 screen disappears,
    usually within a minute. The "!" symbol on the K22 screen remains
    displayed until all transactions have been downloaded to the server.
    When the "!" symbol disappears, the K22 can be disconnected from the
    network connection point. If a K22 was disconnected to permit the
    download, it should be reconnected at this time.

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(d) [ROM II and Navy Cash Not Integrated]{.underline}. The sales
    receipts stored on the K22 are forwarded automatically to the Navy
    Cash server. This download starts when the LAN connection to the
    server is made and the asterisk symbol on the K22 screen disappears,
    usually within a minute. The "!" symbol on the K22 screen remains
    displayed until all transactions have been downloaded to the server.

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```
(38) [Localized Network Outage]{.underline}. The K22 must be online to
     the Navy Cash server, either through the ROM II cash register and
     the ship's LAN or through the ship's LAN directly for an operator
     to log on. If the network is down at the beginning of the day, the
     operator will not be able to log on to the system to conduct
     business. However, if the outage is localized to the area of the
     ship's store, an operator can go to the disbursing office and sign
     out a spare K22 to use in the portable mode.

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(a) [Operator Log-On]{.underline}. The operator can log on to the
    portable K22 (and the merchant can be set to ship's store) at any
    operating K22 network connection point or download box (in the
    disbursing office, general mess, private mess, MWR, post office, or
    other locations set up during the Navy Cash installation). The
    operator disconnects the K22 device currently in operation (if any)
    and connects the portable K22. Once connected, the offline log-on
    procedure is the same as the online procedure. After log-on is
    complete, the operator can disconnect the data cable and proceed to
    operate the K22 in the offline mode. If a K22 was disconnected to
    permit the log-on, it should be reconnected at this time. The
    operator should make sure that the portable K22 has fresh batteries
    and that additional batteries are readily available.

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(e) [Download Sales Transactions]{.underline}. If the network outage is
    localized, the sales receipts stored on the portable K22 can be
    downloaded at the end of each day at one of the K22 connection
    points or download boxes as described in paragraph (c) above.

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```
(39) Ship's store personnel will follow the procedures in paragraphs
     7.3.7, 7.3.8, and 7.3.9 of this SOP for EOD closeout.

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n.  [Long-Term Outage]{.underline}. In the unlikely event that
    connectivity to the Navy Cash server is down for a lengthy period of
    time (days, weeks), the ship's store can, with the authorization of
    the Commanding Officer, revert to accepting cash and/or check.
    Ship's store personnel will follow the procedures in NAVSUP P487 for
    collecting cash.

###  CAD Failure. 

a.  [Troubleshooting Procedures]{.underline}

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(1) If a vending machine CAD is not working, ship's store personnel
    should follow Navy Cash troubleshooting procedures. For example,
    verify that the ship's network is up and that the routers are
    powered on; check the cables from the CADs to the routers; cycle
    power to the vending machine by turning the vending machine off then
    back on; clean the Secure Access Module (SAM) chip; replace the SAM;
    or, finally, replace the CAD. (See the Navy Cash Maintenance CD for
    detailed procedures.)

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(40) If the ship's network is down, do not cycle power to the vending
     machine. Once the vending machine and CAD are powered down, the
     network connection is needed to reset the CAD for operation when
     power is restored. The CAD can operate in the offline mode and
     store about 741 transactions, and the vending machine can continue
     to operate, at least until the CAD is full.

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o.  Proper cleaning of the card readers can significantly reduce the
    incidence of card readers failing to read the Navy Cash card (see
    paragraph 7.2).

p.  If the CAD itself fails, ship's store personnel can replace it with
    a spare device from stock. All such replacements MUST be coordinated
    with the disbursing office so that the CADs are associated with the
    correct vending machines in the Navy Cash application, thus ensuring
    sales are recorded to the proper merchants (see paragraphs 7.4.5 and
    8.4.28.a).

q.  If the shipboard network or Navy Cash server are likely to be down
    for an extended period or there are no spare CADs in stock, the
    sales division can revert to accepting cash, if authorized by the
    Commanding Officer, by replacing the CAD with a dollar bill
    validator and/or turning on the coin changer for each vending
    machine. Procedures outlined in the NAVSUP P487 for collecting cash
    will be followed.

##  Ship's Store Navy Cash Reports (Samples)

> *In Navy Cash, all dates and times are recorded and reported in
> Greenwich Mean Time (GMT) (Coordinated Universal Time (UTC)).*

###  Daily Merchant Sales Summary Report

Run Date: 05/17/2005 Run Time: 17:08:16

Report Name: NC_133

Start Date: 05/16/2005 End Date:: 05/17/2005

Merchant Sales

Merchant Name Merchant ID Total Amount Transaction Count

WARDROOM MESS -- FOOD 800000003675 102.75 3

WARDROOM MESS -- DUES 800000003677 28.50 2

NAVY DISBURSING 800000003693 150.50 6

POST OFFICE -- STAMPS 800000003695 11.10 6

POST OFFICE -- MONEY ORDERS 800000003697 611.22 5

POST OFFICE -- METERED MAIL 800000003699 150.00 10

SHIP STORE #1 800000003701 1120.35 110

NAVY MWR 800000003705 90.00 6

VENDING STORE ITEMS VMCAND0000000001 10.60 20

VENDING STORE ITEMS VMCAND0000000001 40.00 80

VENDING SODA VMCAND0000000001 45.50 91

VENDING SODA VMCAND0000000001 26.50 53

VENDING SODA VMCAND0000000001 85.00 170

VENDING SODA VMCAND0000000001 24.00 48

###  Monthly Merchant Sales Summary Report

Run Date: 05/31/2005 Run Time: 19:07:33

Report Name: NC_133

Start Date: 05/01/2005 End Date:: 05/31/2005

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 -- STAMPS 800000003695 35.49 13

POST OFFICE -- MONEY ORDERS 800000003697 4200.00 36

POST OFFICE -- METERED MAIL 800000003699 2250.00 150

SHIP STORE #1 800000003701 36610.47 3242

NAVY MWR 800000003705 2773.00 178

VENDING STORE ITEMS VMCAND0000000001 202.20 530

VENDING STORE ITEMS VMCAND0000000001 932.10 2300

VENDING SODA VMCAND0000000001 1340.00 2690

VENDING SODA VMCAND0000000001 793.50 1587

VENDING SODA VMCAND0000000001 2475.50 4951

VENDING SODA VMCAND0000000001 725.50 1451

###  Daily Transaction Detail Report

Run Date : 08/29/2001

Run Time : 17:08:25

Report Name : TRAN_ShipStore1_D

Navy Cash

Daily Transaction Detail Report - Ship Store #1

Location: USS NEVERSAIL

Date: 08/28/2001 02:04:31 To 08/29/2001 02:01:54 Batch Id: R12345_323

Merchant : 80000010016

Event Code :

Operator : WOOD, MIKE

Name SSN Account \# Transaction Date Trans Amount

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-- \-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-- \-\-\-\-\-\-\-\--

ROCK, JIM 2341 80000010012 08/28/2001 11:42:25 1 \$18.95

TEMPLE, MIKE 7865 80000010014 08/28/2001 11:43:00 1 \$4.50

SCHU, STEVE 3628 80000010043 08/28/2001 12:42:41 1 \$2.75

USS NEVERSAIL,VISITOR 80000011062 08/28/2001 12:45:21 1 \$10.60

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-- \-\-\-\-\-\-\-\--

Operator WOOD Subtotal: 4 \$36.80

\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-- \-\-\-\-\-\-\-\-\--

Merchant : 80000010016

Event Code :

Operator : BARBER, BRIAN

Name SSN Account \# Transaction Date Trans Amount

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-- \-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-- \-\-\-\-\-\-\-\--

JOHN, ROBERT 1234 80000010002 08/28/2001 13:42:25 1 \$10.95

JOSH, JIM 5678 80000010004 08/28/2001 13:43:00 1 \$6.50

USS NEVERSAIL,VISITOR 80000011022 08/28/2001 13:45:21 1 \$39.60

ALPERT, MIKE 4321 80000010003 08/28/2001 13:42:41 1 \$18.75

GOLD, STEVE 8765 80000010001 08/28/2001 13:42:01 1 \$3.65

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-- \-\-\-\-\-\-\-\--

Operator BARBER Subtotal: 5 \$79.45

\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-- \-\-\-\-\-\-\-\-\--

Event Subtotal: 9 \$79.45

\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-- \-\-\-\-\-\-\-\-\--

Merchant 80000010016 Subtotal: 9 \$79.45

Total: 9 \$116.25

\*\*\* End of the Report \*\*\*

###  Vending Machine Daily Transaction Detail Report

Run Date : 08/29/2001

Run Time : 17:08:20

Report Name : TRAN_VendingSoda_D

Page : 1

Navy Cash

Daily Transaction Detail Report - Vending Soda

Location: USS NEVERSAIL

Date: 08/28/2001 22:04:31 To 08/29/2001 22:01:54 Batch Id: R12345_323

Vending Machine CAD ID Transactions Value

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\--

VENDING SODA VMSODA0000000002 000003FFC9B10000 183 \$91.50

VENDING SODA VMSODA0000000001 0070C2057DA80000 137 \$68.50

VENDING SODA Refunds 10 \$-5.00

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\--

Total Transactions 330 \$155.00

\*\*\* End of the Report \*\*\*

###  Daily Refund Report by Sales Activity

Run Date : 08/29/2001

Run Time : 17:08:29

Report Name : TRAN_RefundbySaleActivity_D

Navy Cash

Daily Refund Report - By Sales Activity

Location: USS NEVERSAIL

Date: 08/28/2001 22:04:31 to 08/29/2001 22:01:54

Sale Type Transactions Value

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\-\-\-\-\--

MWR -- Refunds 6 \$-63.25

SHIP STORE #1 Refunds 2 \$-75.00

SHIP STORE #2 Refunds 1 \$-50.00

SHIP STORE -- VENDING STORE ITEMS Refunds 1 \$-.50

SHIP STORE - VENDING SODA Refunds 4 \$-2.00

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\-\-\-\-\--

Total Transactions 14 -\$190.75

\*\*\* End of the Report \*\*\*

###  Sample Foreign Concessionaire Sales Reconciliation Form

+---------------------------------------+-------------------------------+
| **Foreign Concessionaire Sales        |                               |
| Reconciliation Form**                 |                               |
+---------------------------------------+-------------------------------+
| Ship Name:                            |                               |
+---------------------------------------+-------------------------------+
| Vendor:                               |                               |
+---------------------------------------+-------------------------------+
| NEX / Ship Commission:                | **%**                         |
+---------------------------------------+-------------------------------+
| Navy Cash Sales:                      | > **\$**                      |
+---------------------------------------+-------------------------------+
| Cash Sales:                           | > **\$**                      |
+---------------------------------------+-------------------------------+
| Credit Card Sales:                    | > **\$**                      |
+---------------------------------------+-------------------------------+
| Check Sales:                          | > **\$**                      |
+---------------------------------------+-------------------------------+
| Sub Total:                            | > **\$**                      |
+---------------------------------------+-------------------------------+
| Less Commission NEX / Ship:           | > **\$**                      |
+---------------------------------------+-------------------------------+
| Net Due Vendor:                       | > **\$**                      |
+---------------------------------------+-------------------------------+