#  General Mess

[3.1 Background 3-2](#background)

[3.2 Planned Maintenance System 3-2](#planned-maintenance-system)

[3.3 Establishing the General Mess as a Navy Cash Merchant
3-2](#establishing-the-general-mess-as-a-navy-cash-merchant)

[3.4 Cash Sale of Meals 3-3](#cash-sale-of-meals)

[3.4.1 Without Navy Cash Card 3-3](#without-navy-cash-card)

[3.4.2 With Navy Cash Card 3-3](#with-navy-cash-card)

[3.4.3 With Large Groups 3-4](#with-large-groups)

[3.4.4 Members of Private Messes that Subsist from the General Mess
3-5](#members-of-private-messes-that-subsist-from-the-general-mess)

[3.5 Bulk Sale of Food 3-6](#bulk-sale-of-food)

[3.5.1 Daily or as Required 3-6](#daily-or-as-required)

[3.5.2 At Month End 3-6](#at-month-end)

[3.6 Refunds 3-6](#refunds)

[3.7 Payment of Foreign Vendors 3-7](#payment-of-foreign-vendors)

[3.8 End-of-Day Procedure 3-8](#end-of-day-procedure)

[3.9 Daily Reconciliation 3-8](#daily-reconciliation)

[3.10 Monthly Reconciliation 3-10](#monthly-reconciliation)

[3.11 End of Month Procedure 3-11](#end-of-month-procedure)

[3.12 Contingency Operations 3-11](#contingency-operations)

[3.13 General Mess Reports and Forms (examples)
3-13](#general-mess-reports-and-forms-examples)

[3.13.1 Daily Merchant Sales Summary Report
3-13](#daily-merchant-sales-summary-report)

[3.13.2 Monthly Merchant Sales Summary Report
3-14](#monthly-merchant-sales-summary-report)

[3.13.3 Daily Transaction Detail Report
3-15](#daily-transaction-detail-report)

[3.13.4 Monthly Transaction Detail Report
3-16](#monthly-transaction-detail-report)

[3.13.5 Daily Reconciliation Worksheet
3-17](#daily-reconciliation-worksheet)

##  Background

This chapter of the SOP describes Navy Cash procedures for the general
mess.

NOTES:

1\. The term Food Service Officer (FSO) used throughout this chapter
refers to not only the FSO but also individuals that have been properly
appointed as his or her agent in accordance with existing procedure.

2\. Private messes are considered "subsisting" from the general mess
when meals consumed in the private mess are accounted for and billed to
the private mess at standard meal prices by the general mess.

3\. Private messes are considered "private" when the general mess is
reimbursed for the cost of stores (food) consumed in the private mess on
a monthly basis.

4\. The NAVSUP Navy Cash Program Office acknowledges that Navy Cash and
Food Service Management Information System (FSMIS) should be integrated
to optimize system capabilities and to avoid manual and double entry of
data/information. Navy Cash and FSMIS integration may be developed in a
later Navy Cash version that is implemented in the Fleet after
prototype.

5 The Navy Cash card e-purse (chip) sets a maximum load limit and
purchase threshold of \$9,999.99 on board ship for merchant cards. This
monetary limit prevents private messes, MWR or other merchants, that
have a bona fide need to make purchases of \$10,000 or larger, from
using Navy Cash cards to make those purchases in a single payment. For
example, a CV/CVN wardroom treasurer pays a monthly food invoice to the
general mess that can be as much as \$30,000. In these situations, more
than one payment with the organization's Navy Cash card or payment by
check are authorized.

6\. The daily or monthly Navy Cash reports of electronic transactions
(see paragraph 3.13 of this SOP) are the substantiating documents for
food service collections. It is the equivalent of a signed NS 470 page,
deposit ticket, or any other document substantiating a deposit with the
Disbursing Officer.

7\. 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.

##  Establishing the General Mess as a Navy Cash Merchant

1.  The general mess is established as a Navy Cash merchant as a part of
    the process of implementing Navy Cash on board the ship.

2.  A K22 Point Of Sale (POS) device will be configured for the general
    mess during Navy Cash implementation. Generally, one function key is
    programmed for recording standard meal prices, and one, for
    recording meal surcharges, that is, General Mess Food and General
    Mess Surcharges. Thus, a cash meal sale with surcharge is entered as
    two separate amounts on the K22. The cardholder's Navy Cash card is
    then inserted into the K22, and the total amount is then deducted
    from the cardholder's Navy Cash card (e-purse). See Chapter 2 of
    this SOP for K22 detailed operating instructions.

##  Cash Sale of Meals

###  Without Navy Cash Card

For visitors, guests, or dependents that do not possess a permanent Navy
Cash card or are not issued a visitor Navy Cash card, e.g., when a
crewmember sponsors a guest or dependent for a visit to have lunch in
the general mess on his duty day, either the sponsor pays for the meal
with a Navy Cash card or the FSO must accept cash payment.

a.  If the treasurer accepts cash payment, existing cash handling
    procedures must be followed.

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a.  If a crewmember sponsors the visitor and pays for the guest meal
    with a Navy Cash card:

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(1) The authorized visitor and sponsor report to the FSO/cashier located
    at the food service office, galley office, or meal line (depending
    on local procedure) to purchase the meal.

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(1) For each visitor, the FSO records the sale on the Cash Meal Payment
    Book, DD 1544, and updates FSMIS in accordance with existing
    procedure.

(2) The FSO keys in the meal price and the surcharge (if applicable) as
    two separate amounts into a properly logged-in K22 device. The K22
    will display the total of the sale.

(3) The sponsor inserts his or her Navy Cash card into the K22, enters
    the PIN, and presses the "OK" key to complete the transaction.

(4) The K22 deducts the total amount, that is, the meal price and the
    surcharge (if applicable), from the sponsor's Navy Cash card and
    records the transaction for download to the Navy Cash system. The
    Navy Cash reports will also record the collection, as if a cash
    collection had actually occurred and the sales proceeds for the day
    were deposited in disbursing. General Mess Food and General Mess
    Surcharges will each be reported separately.

(5) The visitor and sponsor go to the meal line to receive the meal.

###  With Navy Cash Card

For visitors, guests, or dependents that possess a valid permanent Navy
Cash card or a visitor Navy Cash card, e.g., a manufacturer's technical
representative staying on board two weeks that is not entitled to
subsist in the wardroom or chief's mess:

a.  The FSO has the option to have visitors pay for meals in advance
    (when coming aboard), as-they-go (by individual meal), or upon
    departure from the ship. The FSO must consider the type of visitor,
    length of stay, ship's policy, and service capabilities when
    determining which option is most appropriate.

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b.  The visitor, guest, or dependent can use their Navy Cash card to
    purchase meal(s) from the general mess.

c.  The visitor reports to the FSO/cashier located at the food service
    office, galley office, or meal line (depending on local procedure)
    to purchase the meal.

d.  For each visitor, the FSO records the sale on the Cash Meal Payment
    Book, DD 1544, and updates FSMIS in accordance with existing
    procedure.

e.  The FSO keys in the meal price and the surcharge (if applicable) as
    two separate amounts into a properly logged-in K22 device. The K22
    will display the total of the sale.

f.  The visitor inserts his or her Navy Cash card into the K22, enters
    the PIN, and presses the "OK" key to complete the transaction.

g.  The K22 deducts the total amount, that is, the meal price and the
    surcharge (if applicable), from the visitor's Navy Cash card and
    records the transaction for download to the Navy Cash system. The
    Navy Cash reports will also record the collection, as if a cash
    collection had actually occurred and the sales proceeds for the day
    were deposited in disbursing. General Mess Food and General Mess
    Surcharges will each be reported separately.

h.  The visitor goes to the meal line and receives the meal.

###  With Large Groups

For large groups of visitors, guests, and dependents for which it is not
feasible to issue permanent or visitor Navy Cash cards, for example, a
dependent's cruise or tiger cruise on board an aircraft carrier.

a.  These are special events for which the Commanding Officer (CO)
    assigns a "cruise coordinator" to plan for, among other tasks, the
    accounting for and payment of meals consumed from the general mess
    by the guests.

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i.  Typically, sponsors of guests pay in advance for the cost of meals
    to be consumed. The cruise coordinator sets up a system to count
    heads/meals, collect money, and pay the general mess. The process
    that the cruise coordinator develops varies among different ships
    and is not part of this Navy Cash SOP.

j.  However, the cruise coordinator has the option to accept payment
    from sponsors that possess Navy Cash cards using a portable K22 POS
    device. A K22 can be programmed and issued by the disbursing office
    for this special purpose, and arrangements must be made in advance
    of the event. Operating procedures for the K22 are located in
    Chapter 2 of this SOP.

k.  [Generic Procedure]{.underline}. A generic procedure for accepting
    Navy Cash for special cruise events is as follows:

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(1) When paying with Navy Cash, the guest sponsor reports to the cruise
    coordinator representative to pay for his guest's meals.

(2) For each visitor/sponsor, the cruise coordinator records the number
    of meals sold (to be sold) in accordance with the cruise
    coordinator's policy.

(3) The cruise coordinator representative keys in the meal price and the
    surcharge (if applicable) as two separate amounts into a properly
    logged-in K22 device. The K22 will display the total of the sale.

(4) The sponsor inserts his or her Navy Cash card into the K22, enters
    the PIN, and presses the "OK" key to complete the transaction.

(5) The K22 deducts the total amount, that is, the meal price and the
    surcharge (if applicable), from the sponsor's Navy Cash card and
    records the transaction for download to the Navy Cash system.

(6) If a portable K22 was programmed for this special purpose, at the
    end of each day funds are collected, the cruise coordinator
    (representative) downloads the K22, which electronically "deposits"
    the funds in the Navy Cash system.

(7) The Navy Cash reports will also record the collection, as if a cash
    collection had actually occurred and the sales proceeds for the day
    were deposited in disbursing. General Mess Food and General Mess
    Surcharges will each be reported separately.

(8) The cruise coordinator then presents the FSO along with the meal
    counts associated with the special event. The FSO then updates FSMIS
    in accordance with existing procedures.

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l.  The cruise coordinator has the option to accept cash or check
    directly, especially from sponsors that do not possess a Navy Cash
    card. In that case, existing cash collection procedures must be
    followed (beyond the scope of this Navy Cash SOP).

###  Members of Private Messes that Subsist from the General Mess

Shipboard private messes may include the Wardroom, CO, Unit Commander
(Flag), or Chief Petty Officer (CPO) depending on the size of the ship.

a.  Daily, in accordance with existing procedure, the private mess
    treasurer records meals consumed by mess members and guests of the
    mess. Meal counts are forwarded to the FSO.

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m.  Monthly, the FSO completes the NS Form 1046(s) for the cash sale of
    meals to the private mess, indicating the total number of
    breakfasts, lunches, and dinners consumed by all members and guests
    in accordance with existing procedure.

n.  The FSO computes the total private mess bill based on the meal
    consumed counts (NS Form 1046) and standard meal cost rates and
    presents an invoice (DD 1149) to the private mess treasurer in
    accordance with existing procedures.

o.  If the monthly mess invoice is less than \$10,000, the private mess
    treasurer can pay the FSO with the private mess Navy Cash card.

p.  Due to the \$9,999.99 limit of the Navy Cash e-purse on merchant
    Navy Cash cards, if the monthly mess invoice is \$10,000 or greater
    then, the private mess treasurer can make more than one payment with
    the private mess Navy Cash card following the procedures in the
    paragraph directly below or pay the FSO with a check drawn on the
    private mess fund bank or credit union checking account (existing
    procedures).

##  Bulk Sale of Food

###  Daily or as Required

The FSO documents the cost of food items transferred (sold) to a private
mess, MWR, or other authorized party, on a Food Item Request/Issue
Document, NAVSUP (NS) Form 1282, at last receipt price in accordance
with existing procedures.

###  At Month End

a.  The FSO prepares and forwards an invoice (DD Form 1149) for the cost
    of bulk food items sold to MWR, private messes, or other authorized
    organizations, based on the NS 1282 documentation.

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q.  If the bulk food item invoice is less than \$10,000, the private
    mess treasurer, MWR custodian or other authorized party reports to
    the FSO with their organization's Navy Cash card (e.g., USS
    NEVERSAIL Wardroom Fund Navy Cash card) to pay for the bulk sale of
    food. Payments must be made by the 15th of the month following the
    month of the sale, in accordance with existing procedure.

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(1) The FSO enters the bulk food sale amount into a properly logged-in
    K22 device.

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(6) The private mess treasurer, MWR custodian or other authorized party
    inserts the Navy Cash card into the K22, enters their PIN and
    presses the "OK" key to complete the transaction.

(7) The K22 deducts the sale amount from the organization's Navy Cash
    card and records the transaction for download to the Navy Cash
    system. Navy Cash records the collection as if a cash collection had
    actually occurred and the sales proceeds for the day were deposited
    in disbursing.

(8) The Navy Cash system records the sale of bulk food items, and,
    during month end processing, the Disbursing Officer will prepare
    vouchers based on the NS 1359, Monthly General Mess Operating
    Statement and Navy Cash system reports to register the funds to the
    Navy SIK and surcharge lines of accounting as appropriate.

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r.  If the bulk food item invoice is \$10,000 or greater, the private
    mess treasurer, MWR custodian, or other authorized party can make
    more than one payment with the organization's Navy Cash card or pay
    the FSO with a check drawn on the organization's bank checking
    account (existing procedures).

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(1) Pay the FSO with a check drawn on their commercial bank checking
    account in accordance with existing (normal) procedures. Navy /
    Marine Cash is not involved.

##  Refunds

1.  In response to a refund request from a cardholder, the FSO records
    the refund in the General Mess Refund Control Log and prepares,
    signs, and issues a refund chit to the cardholder. Refund chit and
    refund control log examples are contained in Chapter 8 of this SOP.

2.  The cardholder reports to the disbursing office during normal office
    hours with his Navy Cash card and presents the refund chit.
    Disbursing personnel then follow standard Navy Cash procedure to
    perform the refund transaction that adds the refund value to the
    cardholder's Navy Cash e-purse (chip). This process is known as
    refund liquidation. The Disbursing Officer retains the liquidated
    refund chit and forwards it to the FSO at the end of the business
    day for follow up action.

3.  On the day the refund is liquidated, after receiving the liquidated
    refund chit from disbursing, the FSO will note the date of
    liquidation on the original refund record in the Refund Control Log.

4.  On the day the refund is liquidated, the refund amount will be
    reflected in the General Mess Daily Transaction Detail Report as a
    negative number associated with the members name and Navy Cash
    account number, reducing the overall sales amount for the day.

5.  The FSO will retain the General Mess Refund Control Log for five
    years for reconciliation and audit purposes.

6.  The FSO will maintain an audit trail on refund chits by recording
    the status of issued refund chits in the Refund Control Log. The FSO
    will note whether the refund was liquidated, reissued or canceled
    and date of occurrence on every original refund record entry.

7.  To alleviate holding unliquidated refunds for long periods of time,
    members will be required to liquidate refunds at the disbursing
    office within 2 working days. After 30 days, the FSO has the option
    to reverse or cancel an unliquidated refund. The FSO will note the
    reason for the reversal in the Refund Control Log and will cross
    reference the reversal entry to the original refund entry.

8.  In the event that a refund is liquidated after the FSO reversed
    (canceled), the refund can be reentered in the Refund Control Log to
    bring records into balance. Prior to reentering a refund, the FSO
    must confirm that the refund was previously canceled by comparing
    the General Mess Daily Transaction Detail Report that shows the
    negative refund amount and the name of the person issued the refund
    to the General Mess Refund Control Log.

9.  If a refund chit is lost or destroyed prior to liquidation, the FSO
    can reissue the refund chit to the member. Prior to reissuing a
    refund chit, the FSO must confirm that the original refund chit was
    not previously liquidated by reviewing the status of the refund in
    the Refund Control Log.

10. The FSO must consider the status of unliquidated refunds when
    determining whether cash collections equal recorded sales during the
    end of day reconciliation process (see the end of day reconciliation
    section below).

11. In accordance with existing procedure, the FSO makes adjustments in
    FSMIS within the current month to reflect refunds issued and to
    modify the DD 1544 and NS 1046 and 1359 accordingly.

##  Payment of Foreign Vendors

The existing process for paying foreign vendors is not affected by Navy
Cash.

##  End-of-Day Procedure

1.  The FSO and all operators (cashiers/clerks) log-off the system. If a
    K22 is operated offline (not directly connected to the Navy Cash
    server via the LAN), before end of day procedures can be completed,
    the operator must first download the K22 to the Navy Cash server by
    following the K22 operating procedure, paragraph 2.3.1.

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3.  The general mess business is secured for the day and disbursing is
    notified.

4.  Each day, the FSO or designated assistant should review the Navy
    Cash Merchant Sales Summary Report for accuracy (see paragraph
    3.13.1 of this SOP for a sample report). The Merchant Sales Summary
    Report can be generated at the Navy Cash workstation in the
    disbursing office 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.

5.  The Disbursing Officer initiates end of day processing. The daily
    transactions (collections and expenditures) are batched and
    downloaded to the Navy Cash server located ashore where the Navy
    Cash system automatically records and accumulates daily sales until
    the end of the month. At month end, the Disbursing Officer will
    prepare vouchers based on the NS 1359, the Monthly General Mess
    Operating Statement, and the monthly Navy Cash system reports to
    register the funds to the Navy subsistence-in-kind (SIK) and
    surcharge accounts.

6.  The FSO should also receive a General Mess Daily Transaction Detail
    Report for reconciliation and management purposes. Successful
    processing of the EOD batch (round trip) sends a series of reports
    to the ship from the shore side. These shore reports are generated
    automatically, and, when they are received, the Navy Cash system
    places them into a shore reports directory by date, with one
    sub-directory for each report date. This report can be printed at
    the disbursing office. An example of this report is contained in
    paragraph 3.13.3 of this SOP. Again, in Navy Cash, all dates and
    times are recorded and reported in Greenwich Mean Time (GMT)
    (Coordinated Universal Time (UTC)).

##  Daily Reconciliation

1.  Reconciliation is the process of confirming that currency
    (cash/check) and Navy Cash collections balance with total sales for
    the day and, if they don't balance, determining what caused the out
    of balance condition. The FSO must reconcile daily.

2.  To reconcile, the FSO compares recorded sales/surcharges (cash meal
    and bulk food) totals for the day from DD 1544, NS 1046, or DD1149
    less refunds to total cash collections shown on the Navy Cash
    Merchant Sales Summary Report (paragraph 3.13.1) plus any checks or
    cash (currency) collected. A reconciliation worksheet is provided in
    paragraph 3.13.5 of this SOP to assist the FSO when conducting the
    reconciliation process.

3.  If daily sales and collections balance (equal), the reconciliation
    is successful and complete.

4.  If total sales and total cash collections do not balance, an error
    condition exists that must be investigated and corrected. After
    compensating properly for unliquidated refunds (see paragraph 3.6),
    there are two primary out of balance conditions that can occur. It
    is possible, however, to experience combinations of these two basic
    error conditions and this must be considered when conducting the
    investigation.

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a.  [Shortage]{.underline}. The total sales amount is greater than cash
    collected; sales are overstated or cash collected is understated.
    This condition is caused when a sale is recorded but cash was not
    collected or the amount collected was less than the amount of the
    sale. If cash (currency) is involved, it is possible that a cashier
    made change incorrectly during the transaction or that money was
    miscounted, misplaced, lost, or stolen.

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s.  [Overage]{.underline}. The total sales amount is less than cash
    collected; sales are understated or cash collected is overstated.
    This condition is caused when cash is collected but a sale was never
    recorded or was recorded at an amount less than the cash collected.
    If cash (currency) is involved, it is possible that the cashier made
    change incorrectly or that the money was miscounted.

t.  For either out of balance condition, the FSO should compare the more
    detailed Navy Cash reports which list every Navy Cash transaction
    performed that day and the food service daily sales records (1544,
    1046, 1149) to determine, through the process of elimination, which
    transactions are missing or were recorded at incorrect amounts. The
    Non-Vending Sales Report, MSO Summary Report, and MSO Detail Report
    can be generated on the ship at the Navy Cash workstation in the
    disbursing office. If the Navy Cash EOD process and round trip have
    already been completed, the General Mess Daily Transaction Detail
    Reports can also be retrieved from the shore reports directory (see
    paragraph 8.4.23.n) on the Navy Cash workstation (see paragraph
    3.13.3 for a sample report).

u.  If the investigation reveals that an insufficient amount (or
    nothing) was collected from a particular member for a particular
    sale, the FSO will contact the member to request payment of the
    difference in Navy Cash or currency, as appropriate.

v.  If the investigation reveals that too much money was collected from
    a particular member for a particular sale or that the member was
    charged for a sale that did not actually occur, the FSO will refund
    the difference to the member in Navy Cash or currency, as
    appropriate.

w.  If the investigation reveals that a sale was erroneously recorded
    (didn't actually occur or was recorded at an incorrect amount), the
    FSO will reverse or adjust the sales transaction in the appropriate
    sales record.

x.  If the investigation reveals that cash (currency) was lost,
    misplaced or stolen, corrective action taken will be in accordance
    with existing procedures (outside the scope of Navy Cash).

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5.  [Unliquidated Refunds]{.underline}. Unliquidated refunds require
    special consideration during daily reconciliation because the day a
    refund chit is liquidated (cashed) can be different than the day the
    refund chit was issued, perhaps many days or weeks later.
    Consequently, refunds not liquidated on the day they were issued
    must be considered in the day-to-day reconciliation process until
    finally liquidated and reported in the General Mess Daily
    Transaction Detail Report (paragraph 3.13.3). To minimize efforts
    associated with unliquidated refunds, paragraph 3.6.7 of this SOP
    requires refunds be liquidated within 2 working days.

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a.  If a refund was issued and liquidated during the day of
    reconciliation, neither recorded sales nor cash collections require
    any adjustment. Given that no other balance affecting error
    condition exists, recorded sales (1544, 1046, 1149) and cash
    collections shown on the Daily Transaction Detail Report will be in
    balance.

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y.  If a refund was issued but not liquidated during the day of
    reconciliation, recorded sales will be understated compared to cash
    collections shown on the Daily Transaction Detail Report. In this
    case, the FSO must add the amount of the unliquidated refund to
    recorded sales to balance sales with collections.

z.  If a refund was liquidated during the day of reconciliation but more
    than one day after the original day of issuance, the daily sales
    total will be overstated compared to cash collections shown on the
    Daily Transaction Detail Report. In this case, the FSO must subtract
    the amount of the refund from recorded sales to balance sales with
    collections.

a.  If no refunds were issued or liquidated on the day of
    reconciliation, the daily sales total should balance with cash
    collections shown on the Daily Transaction Detail Report, provided
    that no other balance affecting error condition exists.

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6.  The FSO will maintain daily reports and reconciliation worksheets
    for 30 days or until the monthly reconciliation is completed.

##  Monthly Reconciliation

1.  Each month, the FSO and Disbursing Officer should coordinate to
    establish a closeout date for the month. The EOM process generally
    begins in the sales office [five days before the actual end of the
    month]{.underline}. At the same time, the FSO should begin to pull
    together the figures needed to meet his or her monthly reporting
    responsibilities.

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7.  The FSO should obtain a copy of the Navy Cash Merchant Sales Summary
    Report for the month (see paragraph 3.13.2 of this SOP for a sample
    report). The Merchant Sales Summary Report can be generated at the
    Navy Cash workstation in the disbursing office by entering the
    correct start and end dates in the "View Reports" link in the Navy
    Cash application (see paragraph 8.4.24). 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)).

8.  To reconcile cash collections and sales for the month, the FSO must
    add daily sales recorded throughout the month on 1544, 1046 and 1149
    less refunds to calculate total sales for the month.

9.  The FSO compares the calculated monthly sales total to monthly Navy
    Cash collections reported in the Merchant Sales Summary Report plus
    any cash or checks (currency) accepted during the month. If monthly
    cash collections and sales don't balance (equal), the process of
    investigation and correction is the same as described in paragraph
    3.9.4 above. To assist in any reconciliation required, the more
    detailed Navy Cash Non-Vending Sales Report, MSO Summary Report, and
    MSO Detail Report can be generated in the same way as the Merchant
    Sales Summary Report (see paragraph 3.10.2 above). If the final Navy
    Cash EOD process and round trip for the month have already been
    completed, the General Mess Monthly Transaction Detail Reports can
    also be retrieved from the shore reports directory (see paragraph
    8.4.23.n) on the Navy Cash workstation (see paragraph 3.13.4 for a
    sample report).

10. The FSO will maintain monthly reports and reconciliation worksheets
    on file for 12 months. When a month's activity is reconciled, the
    daily reports for that month can be discarded.

##  End of Month Procedure

1.  Prepare the NS 1359, Monthly General Mess Operating Statement, in
    accordance with existing procedure.

2.  When Navy Cash is used to collect meal sales and surcharges, the
    Navy Cash totals are combined with cash (currency) collected, if
    any. In other words, for reporting purposes, treat Navy Cash
    collections as if they were actual cash collections.

3.  Report the combined cash and Navy Cash totals on the appropriate
    lines in the cash statement and accounting classification sections
    of the NS 1359, in accordance with existing procedure.

4.  The Navy Cash system records the sale of bulk food items, and,
    during month end processing, the Disbursing Officer will prepare
    vouchers based on the NS 1359 and the monthly Navy Cash system
    reports to register the funds to the Navy SIK and surcharge lines of
    accounting as appropriate.

##  Contingency Operations

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

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```
a.  The K22 in the general mess operates in the normal mode and is
    connected to the Navy Cash server 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
    Navy Cash payments for meals can be processed offline the next day
    even if connectivity is not available. A K22 in normal mode
    operating offline can store about 741 transactions before it is full
    and can no longer process transactions.

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```
b.  When connectivity to the Navy Cash server is restored, 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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```
11. [Localized Network Outage]{.underline}.

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```
a.  The K22 must be online to the Navy Cash server through the ship's
    LAN 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 network outage is
    localized to the area of the general mess, an operator can go to the
    disbursing office and sign out a spare K22 to use in the portable
    mode.

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```
c.  [Operator Log-On]{.underline}. The operator can log on to the
    portable K22 (and the merchant can be set to general mess food and
    surcharges) at any operating K22 network connection point or
    download box (in the disbursing office, 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.

d.  [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 (b) above.

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```
12. [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 general mess can, with the authorization of
    the Commanding Officer, revert to accepting cash and/or check,
    following the same procedures used prior to implementing Navy Cash.

##  General Mess Reports and Forms (examples)

*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

GENERAL MESS -- FOOD 800000003675 101.25 27

GENERAL MESS -- SURCHARGES 800000003677 45.00 20

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

GENERAL MESS -- FOOD 800000003675 345.00 92

GENERAL MESS -- SURCHARGES 800000003677 117.00 52

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_GeneralMessFood_D

Navy Cash

Daily Transaction Detail Report - GENERAL MESS - FOOD

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 : BARBER, BRIAN

Name SSN Account \# Transaction Date Trans Amount

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

JOHN, ROBERT 1234 80000010002 08/28/2001 13:42:25 1 \$3.75

JOSH, JIM 5678 80000010004 08/28/2001 13:43:00 1 \$3.75

ALPERT, MIKE 4321 80000010003 08/28/2001 13:42:41 1 \$3.75

GOLD, STEVE 8765 80000010001 08/28/2001 13:42:01 1 \$3.75

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

Operator BARBER Subtotal: 4 \$15.00

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

Event Subtotal: 4 \$15.00

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

Merchant 80000010016 Subtotal: 4 \$15.00

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

Total: 4 \$15.00

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

###  Monthly Transaction Detail Report

Run Date : 08/31/2001

Run Time : 19:07:44

Report Name : TRAN_GeneralMessFood_M

Navy Cash

Monthly Transaction Detail Report - GENERAL MESS - FOOD

Location: USS NEVERSAIL

Date: 08/01/2001 20:01:36 To 08/31/2001 22:20:37

Merchant : 80000010016

Event Code :

Operator : BARBER, BRIAN

Name SSN Account \# Transaction Date Trans Amount

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

ALPERT, MIKE 4321 80000010003 08/28/2001 13:44:19 1 \$3.75

CASPER, STEPHEN 2314 80000010005 08/27/2001 10:12:25 1 \$3.75

GOLD, STEVE 8765 80000010001 08/28/2001 13:42:01 1 \$3.75

IZASK, MIKE 4231 80000010006 08/30/2001 13:23:27 1 \$3.75

JOHN, ROBERT 1234 80000010002 08/28/2001 13:45:05 1 \$3.75

JOSH, JIM 5678 80000010004 08/28/2001 13:44:01 1 \$3.75

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

Operator BARBER Subtotal: 6 \$22.50

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

Event Subtotal: 6 \$22.50

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

Merchant 80000010016 Subtotal: 6 \$22.50

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

Total: 6 \$22.50

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

###  Daily Reconciliation Worksheet

**USS \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**

**GENERAL MESS DAILY RECONCILIATION WORKSHEET**

**DATE**: \_\_\_\_\_\_\_\_\_\_\_\_\_

  --------------------- ------------- -- ----------------- ---------------------
  **SALES**                              **COLLECTIONS**   

  DD 1149/NS 1282                                          Cash

  NS 1046                                                  Checks

  DD 1544                                                  Navy Cash (from
                                                           Merchant Sales
                                                           Summary Report)

  **TOTAL SALES**                                          **TOTAL COLLECTIONS**

  **ADJUSTMENTS\                         **ADJUSTMENTS\    
  TO SALES**                             TO COLLECTIONS**  

  Plus refunds issued                                      Less amount of
  today but not                                            currency
  liquidated today                                         overage--exclusive of
                                                           Navy Cash funds

  Less refunds issued                                      Plus amount of
  before today but                                         currency
  liquidated today                                         shortage--lost,
                                                           misplaced or
                                                           stolen--exclusive of
                                                           Navy Cash funds

  Less erroneously                                         Plus erroneously
  overstated sales                                         understated Navy Cash
  amounts                                                  collections

  Plus erroneously                                         Less erroneously
  understated sales                                        overstated Navy Cash
  amounts                                                  collections

                                                           

                                                           

                                                           

                                                           

                                                           

  **ADJUSTED TOTAL**                                       **ADJUSTED TOTAL**
  --------------------- ------------- -- ----------------- ---------------------