# Presentation: 378424

## Navy Cash TrainingDisbursing Unit 4:Merchant Management

**Navy Cash Training****Disbursing Unit 4:****Merchant Management**

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

## Objectives

- Explain how to set and enroll new Merchant accounts.
- Explain how to administer various merchant accounts.
- Demonstrate how to program a K22 for various merchant accounts.
- Explain merchant operations and procedures
*This presentation is UNCLASSIFIED*

## Merchant Account Administration

## Terminology

- The term “merchant” is used to refer to parent lines of accounting aboard the ship.  Examples of merchants are:
- Ship’s Store
- Post Office
- Vending Soda
- Vending Candy.
- The term “operator” is a person enrolled in Navy Cash and assigned an operator ID who can then sign in to a K22 to use it in retail operations.

## Merchant Enrollment

- Merchant accounts are preset when a ship is enrolled in Navy Cash.
- To add new merchant:
- If line of accounting is not established, a bank account is required.
- E-mail _www.navycashcenter@ezpaymt.com_ or call the CSC
- Go to the NC Disbursing website; _www.navycashcenter.com_  and submit new account information.
- Each merchant is issued a designated NC card to manage funds.

## Merchant Changes

- To change merchant accounts the DISBO contacts the CSC to:
- Increase $3000 POS limit
- Increase $5000 MC purchase limit
- Change bank account information
- Merchant info (POC, phone number).

## Operator ID Maintenance

- In order to be an operator, a person must be enrolled in the Navy Cash system.
- Step 1:  Select “Operator ID Maintenance” from DA menu
- Step 2:  Click “List Configured Operators” to verify operators
- Step 3:  Search using last name or SSN
- For generic operators (i.e. foreign merchants) search by entering ship’s name under “First Name” field  (i.e. USS ENTERPRISE).

## Operator ID Maintenance (cont)

- Step 4:  Press “Search” button to display a list of possible matches
- Step 5:  Highlight correct name
- Step 6:  Assign four digit Operator ID number
- Step 7:  Check “Add as Disbursing User” if applicable
- Do not select a merchant other than Navy/Marine Disbursing
- Step 8: Press “Submit”

## Operator ID Maintenance (cont)

- This example is to be used in conjunction with the previous steps.

**7**

**8**

## Creating an Event

- Step 1:  Select “Event Maintenance” from  menu.
- Step 2:  Choose merchant from drop down menu
- Step 3:  Enter event description and expiration date
- Step 4:  Click “Update”
- To make changes:
-  Highlight event
-  Enter new information

## Creating an Event (cont)

- _Note_:  Selecting headings on title bar will arrange information in ascending or descending order

**1**

**2**

**3**

**Note**

**4**

## K22 Programming

## K22 Custody

- DISBO has the responsibility of verifying that all K22s are correctly programmed.
- DO maintains a locally prepared  K22 custody log.

## K22 Modes

- Online - This means the K22 is attached to the LAN in real time. It will operate in:
- Proxy:  K22 interacts with Disbursing Application or the ROM II
- Normal:  if used as POS other than Ship’s Store         (i.e. Post Office, CPO).
- Offline - (Normal only):
- Not connected to a designated LAN drop (i.e. MWR, money changers, foreign vendors)
- Powered by batteries or adapter
- Connects to LAN:
- log on/off
- upload data

## Offline K22s

-  When using an offline K22 the following symbols indicate:
*****  K22 is Offline
**!**  K22 has transactions to be downloaded
- Download automatically begins when  K22 is plugged into the LAN drop.

- Welcome to Navy Cash
- 			  * !
- Timbuk, Too

- The downloading of information is complete when the **!** disappears.
- Offline K22s may be turned off without losing transactions.

## K22 Power On/Off

- Regardless of the K22 operating mode:
- Hold down the green OK key until LED display illuminates and displaying the software version and Built-in-Test (BIT).
- To turn off, hold down the small red CANCEL/OFF key for 6-10 seconds until the screen turns blank.

**Current Merchant****  ****WRDRM MESS DUES **
** ****CRL=Cancel OK=Change**

## K22 User Log On

- The following steps allow you to log onto a K22.
- Step 1:  Connect K22 to a LAN drop (Online)
- Step 2:  Power on K22
- Step 3:  Type Operator ID when prompted
- Step 4:  The K22 can now be used in either the Online or Offline mode.

## K22 User Log Off

- The following steps allow you to log off a K22.
- Online:
- Step 1:  Press down small red CANCEL button briefly
- Step 2:  Press the green OK button when prompted to log off
- Step 3:  Press and hold down small red CANCEL button for 6-10 seconds to power off.
- Offline:
- Step 1:  Connect K22 to a LAN drop (Online)
- Step 2:  Power on K22
- Step 3:  Wait until the ***** and **!** disappear
- Step 4:  Continue with the Online steps above.

## Programming a K22

- Step 1:  Connect K22 to a LAN drop (Online)
- Step 2:  Power on K22
- Step 3:  Press 5 (admin mode) and enter password
- Step 4:  Press 3 (State should be normal mode)
- Step 5:  Select from Menu Options:
- Press 1 to set Merchants
- Press 2 to set Event
- Press 3 to set Amount
- Press the green OK to return to Main Menu.

## Setting of Merchants

- Step 1: Press “1” to set merchant
- Step 2: Press a function key                         (F1, F2 or F3)
- Step 3: Press green OK button to change or red CLR button to cancel.
- Step 4: Use the Scroll down button to select merchant.
- Step 5: Press green OK button
- Repeat steps 1-5 to program any additional merchants.

** ****Current Merchant **
** ****WRDRM MESS DUES **
** **
**CLR=Cancel**
**OK=Change**

**Current Merchant****  ****WRDRM MESS DUES **
** ****CRL=Cancel OK=Change**

## Setting of Events

- Step 1:  After merchant is set, press green OK button to go to Main Menu.
- Step 2:  Press #2 key to set Event                    (Event created via Disbo App)
- Step 3: Press Function Key for merchant
- Step 4: Press Function Key to set event

**Press a Function  **
** ****Golf Trip 7/1**
** ****Chess Match 8/5/01  **

**Current Merchant****  ****WRDRM MESS DUES **
** ****CRL=Cancel OK=Change**

## Setting of Events (cont)

- Step 5: Scroll down to select
- Step 6: Press green OK button to confirm selection.
- Repeat steps 1-6 to program any
-     additional events.

**Press a Function  **
** ****Golf Trip 7/1**
** ****Chess Match 8/5/01  **

**Current Merchant****  ****WRDRM MESS DUES **
** ****CRL=Cancel OK=Change**

## Setting Amount

- Step 1: After the merchant and event are set, press the green OK button to go to Main Menu.
- Step 2: Press 3 to program Amount
- Step 3: Select a function key
- Step 4: Enter amount
- Step 5: Press green OK button to accept or red CLR button to cancel.
- Repeat steps 1-5 to program additional amounts.

**Set Amount  **
** ****Press a Function Key  **
** **
** ****OK = Menu**

## Save Changes

- Press green OK button to save
- Press green OK button again to save any changes.
- The unit will immediately reboot itself whether or not you save any changes.

**Save Changes? **
** **
**OK   = Yes**
**CLR = No **

## Merchant Operations

## Ship’s Store

- ROM II procedure stays the same.
-  Till assignment disk data is uploaded to the cash register.
- Store operator then boots up K22 and logs on using their 4-digit Operator ID, which matches the Navy Cash operator ID.
- K22s is ONLINE and in the NORMAL mode.

## Ship’s Store Daily Business

- Ship’s store operator scans items for purchase and hits sub-total.
- Customer inserts NC card and enters PIN.
- Ship’s store operator enters amount of sale on K22.
- Customer presses** **green OK button to approve sale.
- Operator hands the NC card back to customer after successful transaction.
- Operator then hits Total on the POS.

## Ship’s Store End of Day

- Operator:
- Logs off and powers down K22
- Closes business IAW ROM II procedures
- Takes Till diskette back to Sales Office.
- Sales Officer:
- Runs Navy Cash Merchant Sales Summary report
- Compares with figures from ROM II Till report
- Investigate discrepancies.
- MSO Detail report

## Ship’s Store EOD - ROM II Integrated

- Ship’s Store Operator:
- logs off and powers down K22
- Close business IAW ROM II procedures
- Takes Till diskette to Sales Office.
- Sales Officer:
- Create NC ROM II disk
- Logs on Disbo App and selects “ROM II Reporting”.

## Ship’s Store EOD – ROM II Integrated (cont)

- Sales Officer:
- Step 1: Click “Load ROM II File” button
- Step 2:  Select “OK”
- Step 3:  Select “Generate”
- Step 4:  Select “Print”.
- Records keeper:
- Investigate discrepancy
- Make adjustment

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**2**

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## Post Office

- K22 is in the ONLINE and NORMAL modes.
- Step 1:  Postal Clerk (PC) logs onto K22 before the start of business.
- Step 2:  Customer inserts NC card into K22 and enters PIN.
- Step 3:  PC enters amount of sale on K22.
- Step 4:  Customer presses green OK button to confirm sale.
- Step 5:  PC hands back NC card after sale.

## Post Office End of Day

- PC logs off the K22
- Refunds are handled using USPS form 3533.
- PC prepares PS Form 1412-B
- DO provides Merchant Sales Summary to PC to match against PS Form 1412-B.
- PC sends PS Form 1412-B to servicing Postmaster via email daily including negative balance reports.
- PC attaches Merchant Sales Summary to 1412-B and retains in his records.

## MWR/Chaplain

- Onboard small ships, K22s are normally offline and in the normal mode.
- Where there is an MWR office, a K22 may be online and in normal mode.
- Disbo programs K22 for correct merchant before issuing.
- If there is an MWR event, the DISBO will program the K22 for that event.
- User signs out K22 on locally generated and maintained custody log.

## MWR/Chaplain (cont)

- Operator logs on K22 at the start of business using        4-digit Operator ID.
- Customer inserts NC card into K22 and enters PIN.
- Operator keys in the Event Code (if programmed) and presses green OK button.
- Operator enters the sales total into K22.
- Customer approves the sale by pressing green OK button.
- _Note_:  The money is taken off the chip immediately

## MWR/Chaplain (cont)

- Operator uploads the K22 data before logging off the system.
- A K22 may be uploaded at any Navy Cash LAN drop
- Do provide MWR/Chaplain with the following reports:
- MSO Detail Report (Disbo App Report)
- and/or
- Daily/Monthly Trans Detail Report (Shore Report).

## CPO/Wardroom Daily 

- Operator logs on K22 at start of business
- Customer inserts NC card into K22 and enters PIN
- Operator presses correct function key before entering sales total into K22
- Separate function keys for food and dues
- Customer presses** **green** **OK button to approve sale.
- Operator hands NC card back to customer.

## CPO/Wardroom Daily (cont)

- Operator uploads the K22 data (if offline) before logging off system.
- Treasurer records the NC collection in the “Record of Collection” IAW existing procedures. NC should be noted in parenthesis in the “Purpose” field of entry.

## MWR/Chaplain/Private Mess Deposits

- 	Agent Bank deposits collection to designated bank account IAW the following schedule:
-         Transaction occurring        	             Deposited*
-                ***1******st****** – 8******th******                                ******	******	******8******th***
***                    ******9th****** ******–****** ******15******th                                              ******	******	******15******th***
***            ******16******th****** – 22******nd******                            ******	******	******22******st***
***      ******	******       ******22******nd****** – 28th ******                          ******	******	******	******28th***
*	**	**	**	**	**	***** *ACH request made to FRB
*	**	**	**	**	**	*

## Foreign/Other Vendors

- DO issues a K22 with a generic account setup for:
- Foreign Concessionaire
- Husbanding Agent
- Taxi Company.
- DO is responsible for all K22s using locally generated and maintained logs.
- DO is responsible for training vendors on general            use of the K22.
- Use of  a designated LAN drop to log on/off and to download transactions into NC system.

## Foreign/Other Vendors (cont)

- Start of business day/port visit:
- Replace K22 batteries (3 AA)
- DISBO logs on vendor using generic Operator ID           (i.e. user one, user two)
- Vendor signs for K22.
- Sales:
- Customer inserts NC card into K22 and enters PIN
- Vendor enters sales total into K22
- Customer presses**  **green** **OK button to approve
- Vendor hands NC card back to customer.

## Foreign/Other Vendors (cont)

- End of business day/port visit:
- Designated personnel uploads K22 data before logging off vendor.
- DO prints MSO Detail Report for vendor.
- Foreign vendor determines percentage with Sales Officer (NEX/Ship’s Store/Merchant’s share)
- Vendor settles with DISBO
- Vendor signs for check on locally prepared form
- DO prepares SF215 to offset check issue.

## Questions