# Presentation: 378425

## Navy Cash TrainingDisbursing Unit 5:Backups and Reporting

**Navy Cash Training****Disbursing Unit 5:****Backups and Reporting**

**Notes:**
This section is intended as program overview and history.

## Objectives

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

## Scheduled Backups

## End of Day Backup

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

## End of Day Procedures

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

## End of Day Procedures (cont)

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

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

## End of Day Procedures (cont)

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

## End of Day Procedures (cont)

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

## End of Day Procedures (cont)

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

## “Remote” EOD

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

## End of Day Report

## End of Month Backup

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

## End of Month Check-off

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

## EOM Sequence

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

## EOM Sequence (cont)

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

##  EOM SASR Reset

**Run Date:     4/9/2004****	**** Run Time:     10:28:30 AM****	**** ****	**** ****	**** **
**Report Name:     NC_SHIP_114****	**** ****	**** ****	**** **
**NAVY DISBURSING****	**** Merchant ID: 800000008728 ****	**** ****	**** **
**Disbursement Office****	**** ****	**** ****	**** **
**Safe Audit Summary Report****	**** ****	**** ****	**** **
**Location: TT0001****	**** ****	**** ****	**** **
**Start Date: 03/01/04 11:31:45****	**** ****	**** ****	**** **
**End Date: 03/31/04****	**** ****	**** ****	**** **
**	**** ****	**** ****	**** ****	**** ****	**** ****	**** **
**Transaction Type    ****	****  Check Balance****	****   Cash Balance****	****          Total**
**--------------------****	****---------------****	****---------------****	****---------------**
**Start Bal.          ****	****           0.00****	****           0.00****	****               **
**--------------------****	****---------------****	****---------------****	****---------------**
**Chip withdrawal     ****	****               ****	****        -930.60****	****        -930.60**
**Load Cash to Chip   ****	****               ****	****        3430.60****	****        3430.60**
**--------------------****	****---------------****	****---------------****	****---------------**
**Total:              ****	****           0.00****	****        2500.00****	****        2500.00**

- Go to “View Reports” menu and generate copy of SASR.

##  EOM SASR Reset (cont)

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

## View Log

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

## Shore Reports

## Shore Reports

- Transaction reports will be generated from EOD/EOM for:

- Wardroom
- General Mess
- Commanding Officer’s Mess
- Chief’s Mess
- Flag Mess
- MWR
- Transaction summary

- *Check daily

- Reconciliation Vending soda
- Reconciliation Vending store items
- Postal by operator ID
- Ship’s Store
- Foreign vendors
- Negative balances*
- Returned items*

## Shore Reports (cont)

- Compare daily reports with reports from other existing systems to verify accuracy
- All reports generated on ship or sent to ship from shore server are placed into a reports directory by date, with one sub-directory for each report date:
- <UIC>_<REPORT TYPE>_<REPORT NAME>_<D/M>_yyyymmdd_HHMMSS.txt
- i.e.  R21198_TRAN_ShipStore_D_20010828_171708.txt

## Shore Reports (cont)

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

## Shore Report Folder

- Select date to view/print
- Select report to view/print

- Click on the icon, shorerpt on the desk top

## Shore Reports – Daily Negative Balance Report

-                                                                                                                  					Run Date:12/17/2002
-                                                                					Run Time:  11:12:39
-                                        				                     Report Name:OPER_NavyNegativeBalance_D
-                                    Navy Cash Daily Negative Balance Report- NAVYCASH
-                                                              Location: USS TITAN
-                                                           Date: 12/17/2002-11:46:39
-        Account #            	          Name                                SSN	Acct Status	Negative Status Date        Balance Amount
- ------------------             ----------------------------------------        ---------        ----------------           -----------------           ----------------
- 9999999054116 	BORDEN MILK                        9872   	OPEN	       28-AUG-02                  -$214.99
-      9999999154429	BOWIE DAVID                       4567     	OPEN	       30-NOV-02                    -$99.45
-      9999999064552 	BROWN JR SUGAR                2357      	OPEN	       23-NOV-02                  -$400.14
-      9999999120404 	BRUNA BRUHAHA                4035    	OPEN	       27-NOV-02                    -$25.33
-      9999999062176 	BUCHER CRISPER                 7089     	OPEN	       28-NOV-02                    -$19.97
-      9999999140501 	BURICH TOPER                      5406     	OPEN	       13-DEC-02                       -$3.77
-      9999999118341 	CANETE PAN                          7890     	OPEN	       05-SEP-02                    -$300.00
-      9999999134165 	CANTRELL DOTHY               4315    	OPEN	      11-DEC-02                      -$18.00
-                                               -----------------------------------      			                 -------------------
- Total Count                                             9
- Total Balance                                                                                                      		                  -$1,039.91
-                                                                                      *** End of the Report ***

## Shore Reports – Returned Items

## Shore Reports – Payroll Report

- V21879_NCPAY_NAV_20041115_103150_20041112091623.txt
-  Run Date: 11/12/2004  		         Run Time: 09:52:13
- Report Name: Navy Payroll Funding
- Navy Cash
- Payroll Report
- Location: V21879  USS BATAAN
- Pay Date: 11/15/2004
- Payroll Number: 0015
- Failed to post funds for BROWN SHARON CE                   SSN 000-00-5968   Account Invalid    Amount:   $75.00
-  Failed to post funds for KEGLER RODNEY JERMAINE     SSN 000-00-0342   Account Invalid    Amount:  $100.00
-  Failed to post funds for DAVIS LOVE III                              SSN 000-00-4139   Account Invalid    Amount     $15.00
-  Failed to post funds for FULPS FICTION ELIZABETH       SSN 000-00-2914   Account Invalid     Amount:   $20.00
-  Failed to post funds for GONZALEZ PANCHO HENE       SSN 000-00-5763   Account Invalid     Amount:    $40.00
-  Failed to post funds for PALMER ANDY SHARON           SSN 000-00-5096   Account Invalid     Amount:  $200.00
- Warning!  Some records could not be processed.
- Payroll File processed: V21879_NCPAY_NAV_20041115_103150.dat
- Successful Updates: 330
- Failures: 6
- Total Amount Posted: $16520.00
- Total Amount Failed to Post: $450.00
- Data committed to database.

## Shore Reports – Wardroom Mess

- Run Date:12/17/2002
- Run Time:  00:12:33
- Report Name:TRAN_WardroomMessFood_D                                                Navy Cash Daily Transaction Detail Report - WARDROOM MESS FOOD
-                                        Location: USS TITAN
-          Date: 12/15/2002 04:53:25 To 12/16/2002 07:09:45 Batch Id: R22202_971
- Last Name       First Name     SSN      Account #       Date and Time       Value
- ----------      -----------   -------  -----------    ----------------     -------
- BOARDWAY        BOARDWALK     7095    9999999961244  12/15/2002 15:04:53    $30.53
- GRUBB           SCRUBB        3055    9999999938747  12/15/2002 20:33:23    $29.13
- LINDEE          LANDEE        6054    9999999140790  12/15/2002 20:26:22    $34.73
- MANTO           TIGER         5839    9999999995721  12/15/2002 20:57:35    $30.53
- PAGANO          MAGANO        1043    9999999163396  12/15/2002 14:46:22    $34.73
- RIVERA          RICKY         8209    9999999135550  12/15/2002 20:43:39    $33.28
- SLAYDON         SLAYER        3901    9999999959867  12/16/2002 02:11:43    $29.13
- SLEDGE          HAMMER        5038    9999999954488  12/15/2002 20:23:21    $29.13
- SNIPES          WESLEY        2957    9999999185274  12/15/2002 20:20:25    $31.93
- **********      *********** *************                                 ----------
- Total Transactions                                                         $283.12
-                               *** End of the Report ***

## Shore Reports – Daily Trans Summary

- Run Date:09/05/2002      Run Time:  17:09:53
- Report Name:TRAN_TransactionSummary_D
-                                     Navy Cash
-                         Daily Transaction Summary Report
-                          Location: USS TITAN
-       Date: 09/04/2002 20:10:25 To 09/05/2002 20:05:09 Batch Id: R22202_775
- Sale Type                    Transactions      Value
- --------------------------- ------------- ----------------
- POST OFFICE  		        2          $  0.74
- SHIP STORE #1                   125          $467.00
- VENDING SODA                    535          $267.50
- VENDING STORE ITEMS             262           $92.35
-                            ------------- ----------------
- Total Transactions              924          $827.59
-                             *** End of the Report ***
- Page#   1

## Military Paper Check Conversion

## PCC Benefits & Features

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

## PCC Benefits & Features (cont)

**Representment** - Resubmits failed items up to 2 times.  The representments can be timed to occur on specific days of the month (i.e., 1st and 15th).
**Reporting - **Reporting occurs by emailing CA$H-LINK Deposit Tickets and Debit Vouchers (SF215&SF 5515) to the collection site.  Pending redeposit reports may also be sent at the agency’s option.

## PCC Software User Interface

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

## Voiding Discrepancy Items

- Highlight the selected item, and select Void.

## Close Batch (Batch Transmission)

- Select Batch Close, and select “Yes”. Make an entry to your deposit log.

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

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

## CIRA Search Results Screen

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

## Questions