# Presentation: 498318

## Disbursing Unit 2:Disbursing Application Overview

**Disbursing Unit 2:****Disbursing Application Overview**

**Navy Cash Training**

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

## Objectives

- Demonstrate how to Log on to the Disbursing Application.
- Describe the various types of Funds Transfer that the user can make using the Disbursing Application tool.
- Describe the various procedures involved with  card and account maintenance in using the Disbursing Application tool.
-  Describe various reports that can be generated with Disbursing Operations.
*This presentation is UNCLASSIFIED*

## Disbursing Application

- User displayed here

## Logging Into Application

- You will need to have a distinct login name and password for the Disbursing Application.
- Last name and first initial is login name
- In order to get a login name for Navy Cash, you must be enrolled into the system.
- Remember that you also need a login name and password for the Windows system – do not get these two logins confused!

## Funds Transfer

## Fund Transfer to Chip

- Select Transfer to Chip on the Disbursing Application (DA) menu to allow adding of value to chip.

## Fund Transfer to Chip

- Fund transfer to the chip can be done by:
- Cash
- Check
- SSN or strip to chip. (usually used when a visitor card is issued due to a temporary card not functioning while awaiting replacement card)

**Notes:**
Use to transfer funds onto the chip on the card (e.g.; plus-up visitor cards, refunds).
Card must be present in order to add funds.
Funds must be in the chip account.
User must enter in their PIN in order to accept funds.

## Fund Transfer from Chip

- 	With the Merchant button selected, this option is used primarily for Bulk Sales, such as bulk soda sales.

**Notes:**
Use to transfer funds onto the chip on the card (e.g.; plus-up visitor cards, refunds).
Card must be present in order to add funds.
Funds must be in the chip account.
User must enter in their PIN in order to accept funds.

## Fund Transfer from Chip (cont)

- 	With the Cash button selected, this option is used to “cash out” a cardholders chip.

## Individual Refund

- 	With the Chip Purchase Refund button selected, the refund is linked to a specific chip transaction for the total amount.

## Individual Refund (cont)

- 	With the Miscellaneous Refund button selected, “All-purpose refunds” are done such as purchase two tickets and later refund one of them.

## Chip to Chip Corrections

- 	Used when a Chip to Chip transaction is interrupted before completion (i.e. power failure, GQ).
- Funds are stored in an escrow account on NC server
- Temp and Perm cards only

## Fund Transfer – Bulk Refunds

- 	Bulk Refunds is used to refund cancelled events such as concerts or a port visit event . This refund is used only with Temporary and Permanent cards.

## Card Maintenance

## PIN Reset or Change

- When selected on the Disbursement Interface page, Reset or Change PIN allows:
- Cardholder to change  PIN if forgotten.
- Resetting pin on Visitor cards.

## Change Card Status

- 	When selected on the Disbursement Interface page, Used to activate card
- 	_Note_: Replacement cards need to be activated

## Unblock Card

- Verify cardholder identity before unblocking a card.
- Perform this action before replacing card showing error R09.

## Card Report

- Used for research purposes
- Report shows chip transactions
- Card is not required because the search can be done using Name, SSN, or NC Card ID.

## New Enrollee Card Pickup

- This screen is used to issue Temporary Cards (Navy Cardholder) to new enrollees.
- This screen is rarely used onboard ships since it requires keeping a manual log.

## Account Maintenance

## Assign Replacement Card

- This screen assigns a replacement card for lost, stolen, damaged, or cancelled cards.
- Moves funds in account to temp card strip immediately, while the chip balance will be moved later.

## Assign Replacement Card (cont)

- 	_Note_: An error message will pop up if you attempt to assign a replacement card to an account with an ACTIVE or PENDACTIVE (not active) card.

## Account Enrollment Form

- If member has no middle initial use “–” as a default.
- Bank account info is not required if member does not want transfer option.
- User may sign up later in Disbursing Office.

## Operations

## Indicate End-of-Day

- This will end all*** ***business transactions for that day and begin recording subsequent transactions for next business day.
- Generates the file that will be sent off-ship for fund transfers, PIN changes, etc.
- Run at least once per day
- It is recommended to run more than one IEOD when underway. This is usually done at beginning and end of each work day.

## View Reports

- 	Allows for the selection and print out of various daily reports.

## Safe Bank Transactions

- 	The Safe Bank Transactions screen, lists all Safe Bank “deposits to bank” or “deposits to safe” done by Disbo on specific dates.

## Safe Audit Detail Report

- The Safe Audit Detail Report page provides details for all Disbursing Transactions such as:
- Cash to chip
- Check to chip
- Safe Bank Transactions
- Chip to cash.

## Payroll Report

- 	The Payroll Report provides a SPO listings from the last payday.

- Run Date: 11/9/2003
- Run Time: 1:43:14 PM
- Report Name: NC_183
- Payroll Report
-              Full Account Name	          Account #	         Pay Amount	    Last Pay Date
- ------------------------------	-------------------	-------------------	-----------------
- BACON ,KERRI M                	      8000000012817	             200.00	11/01/03 00:00:00
- BARTLETT ,DONALD A            	      8000000065781	             100.00	11/01/03 10:20:28
- BRAUN ,KERRY                  	      8000000036295	              50.00	11/01/03 10:20:28
- CLUAT ,DANIEL                 	      8000000083602	             100.00	11/01/03 00:00:00
- DEPASS ,DAVID B               	      8000000036113	             160.00	11/01/03 10:20:28
- DISBO ,UATMARINE              	      8000000098626	              40.00	11/01/03 00:00:00
- DLUAT ,DAVID                  	      8000000083685	              10.00	11/01/03 00:00:00
- GUY ,CAROL                    	      8000000036253	              80.00	11/01/03 10:20:28
- HAYGOOD ,BROOK L              	      8000000065906	             100.00	11/01/03 10:20:28
- MADRIZ ,PRISCILIANO           	      8000000066235	              50.00	11/01/03 10:20:28
- ORTEGA ,ROSARIO               	      8000000098170	              75.00	11/01/03 00:00:00
- PULLHAM ,PHILLIP              	      8000000012536	              60.00	11/01/03 00:00:00
- QUINN ,WILLIAM                	      8000000079097	              50.00	11/01/03 00:00:00
- SIMS ,SANDRA                  	      8000000065138	              50.00	11/01/03 00:00:00
- SMITH ,JILL                   	      8000000029720	              75.00	11/01/03 00:00:00
- ------------------------------	-------------------	-------------------	-----------------
-                               	                   	           		1200.00

## Safe Audit Summary Report

- 	The Safe Audit Summary Report summarizes cumulative transactions within Disbursing for specific dates.

- Run Date:     1/15/04
- Run Time:     4:10:19 PM
- Report Name:     NC_SHIP_114
- NAVY DISBURSING	 Start Date: 12/01/03	 	             Disbursement Office	 End Date: 12/31/03
- Safe Audit Summary Report
- Location: R22202
- Merchant ID: 800000003693
- Transaction Type       	   Check Balance     Cash Balance            Total
- --------------------	 ---------------    ---------------	 ---------------
- Start Bal.          	       88942.86	-282627.11       -193684.25
- --------------------	 ---------------    ---------------	 ---------------
- Chip withdrawal     	               	  -3903.36	       -3903.36
- Load Check to Chip  	       19245.51	           	       19245.51
- Load Cash to Chip   	               	   4700.63	        4700.63
- --------------------	 ---------------    ---------------	 ---------------
- Total:              	      108188.37	-281829.84	     -173641.47

## Disbo Transaction Summary Report

- 	The Disbo Transaction Summary Report provides a summary of all transactions initiated by Disbursing for specific dates.

## Disbo Transaction Report

- The Disbo Transaction Report provides details of all transactions initiated by Disbursing for specific dates.

## Operator History Report

- 	The Operator History Report provides a listing of  all Disbo Application operator log in/log out by date.

## Chip to Chip Transaction Report

- The Chip to Chip Transaction Report provides a listing of all unsuccessful chip to chip transactions.
- Allows for the research of Visitor cards unmatched chip to chip transfers.

- Run Date: 1/15/04	 	 	Location: R22202
- Run Time: 6:38:01 PM
- Report Name: NC_SHIP_120
- Navy Cash Disbursement Office
- Chip to Chip Transaction Report
- Transaction Desc                                          Acct Name                    	Acct Num                     Date                    Amount    	Type
- ----------------------------------------        	-----------------------------   	---------------	         -------------------              ----------            ------------
- Transfer Chip to NavyCash - Chip Debit  	VISITOR USS SAN DIEGO       8000000255956     07/14/03 22:09:39   	10        	Card
- Transfer Chip to NavyCash - Chip Debit  	CRISPY CHRISTY                     8000000355406     07/19/03 05:29:46   	16        	Card
- Transfer Chip to NavyCash - Chip Debit  	VISITOR USS SAN DIEGO       8000000255076     07/21/03 01:01:06   	  1         	Card
- Transfer Chip to NavyCash - Chip Debit  	VISITOR USS SAN DIEGO        8000000255429    07/24/03 05:44:02       0.25                    Card                 Transfer Chip to NavyCash - Chip Debit  	FAUSTO FAUSTINO                  8000000455007     10/31/03 17:24:20   	20        	Card
- Transfer Chip to NavyCash - Chip Debit  	BUGS BUNNY                          8000000155423      11/10/03 15:00:11   	12        	Card
- Transfer Chip to NavyCash - Chip Debit  	FROOT LOOP                         8000000355805       11/10/03 18:07:12   	  2         	Card
- Transfer Chip to NavyCash - Chip Debit  	JEFF EAST                                8000000455294       12/20/03 00:08:25   	20        	Card
- ----------------------------------------        	-----------------------------   	---------------	         -------------------              ----------            ------------

## End of Day (EOD) Report

- 	The EOD report shows the status for all End-of-Day requests.

## Assigned Generic Card Report

-  	Provides a listing of all Temporary cards that have been assigned.

## Display Server Date Time

- The Display Server Date Time  show Greenwich Mean Time as it is applicable to your server.
- The readout is also displayed on bottom, right corner of desktop monitor.

## Merchant Sales Summary Report

- 	The purpose of the Merchant Sales Summary Report is to provide total sales and transaction counts for each merchant. This information is then normally used for the Sales EOM report.

- Run Date: 1/15/04	Run Time: 7:07:00 PM
- Report Name: NC_133
- Start Date: 12/01/03	End Date: 12/31/03	 	 	 	 	 	 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 - MONEY ORDERS    	800000003695    	              186.25	                   4
- POST OFFICE - STAMPS          	800000003699    	              131.42	                  14
- SHIP STORE #1                 	800000003701    	            36610.47	                3242
- NAVY MWR                      	800000003705    	             2773.00	                 178
- VENDING STORE ITEMS           	VMCAND0000000001	              202.20	                 530
- VENDING STORE ITEMS           	VMCAND0000000002	              932.10	                2300
- VENDING SODA                  	VMSODA0000000002	             1340.00	                2680
- VENDING SODA                  	VMSODA0000000003	              793.50	                1587
- VENDING SODA                  	VMSODA0000000004	             2475.50	                4951
- VENDING SODA                  	VMSODA0000000005	              725.50	                1451
- ------------------------------	----------------	--------------------	--------------------

## Non Vending Sales Report

- 	The Non Vending Sales Report provides a list of transactions by operator.

- Run Date: 1/15/04	 	 		 Location:R22202
- Run Time: 7:11:35 PM	 	 	 	 Start Date: 1/15/04
- Report Name: NC_811	 	 	 	 End Date: 1/15/04
- Non-Vending Sales Report
- Operator            	Transaction Date	Amount	Merchant
- ----------------- 		-----------------	 	-------------------	------------------------------
- FIRESTARTER, LANEY       	01/15/04 15:41:43	250.25	POST OFFICE - MONEY ORDER
- FIRESTARTER, LANEY  	01/15/04 16:44:31	    3.00	POST OFFICE - STAMPS
- FIRESTARTER, LANEY  	01/15/04 16:45:27	    5.00	POST OFFICE - STAMPS
- --------------------		-----------------		-------------------	------------------------------
-                     	       		 Sub Total	 258.25
- --------------------		-----------------		-------------------	------------------------------
- EARTHQUAKE, BEN      	01/15/04 16:46:02	 10.45	SHIP STORE #1
- EARTHQUAKE, BEN        	01/15/04 16:49:43	 61.90	SHIP STORE #1
- EARTHQUAKE, BEN        	01/15/04 16:50:24	   2.30	SHIP STORE #1
- EARTHQUAKE, BEN        	01/15/04 16:51:16	   3.30	SHIP STORE #1
- --------------------		-----------------		-------------------	------------------------------
-                     	      		 Sub Total	 77.95	                              	 	           --------------------		-----------------		-------------------	------------------------------
-                     	           		 Total	336.20
- --------------------		-----------------		-------------------	------------------------------                    	               Operator            	 Amount		# Transactions   Merchant
- --------------------		-----------------		-------------------	------------------------------
- FIRESTARTER, LANEY                  	250.25        		1                	POST OFFICE - MONEY ORDER
- FIRESTARTER, LANEY                      8.00       		2        	POST OFFICE - STAMPS
- EARTHQUAKE, BEN        	  77.95        		4                	SHIP STORE #1
- --------------------		-----------------		-------------------	------------------------------

## MSO Summary Report

- 	This report provides a listing of Merchant sales total by operator.

- Run Date: 1/15/04
- Run Time: 7:43:42 PM
- Report Name: NC_SHIP_149
- Navy Cash Transactions
- Merchant - Operator
- Detail Report
- Location: R22202
- Start Date: 1/15/04
- End Date: 1/15/04
- Merchant            	    Operator        Amount    Date     Transaction       Merchant ID    Operator ID
- --------------------	------------------ -----------------  -----------------  -------------   ---------
- NAVY DISBURSING     	PAINE, OUCH         -189.59 1/15/04   Chip withdrawal    800000003693      1037               NAVY DISBURSING     	PAINE, OUCH          576.00 1/15/04   Load Check to Chip 800000003693      1037               NAVY DISBURSING     	PAINE, OUCH           65.00 1/15/04   Load Cash to Chip  800000003693      1037               POST OFFICE - MONEY     FIRESTARTER, LANEY   575.75 1/15/04   Chip POS Purchase  800000003995      3315
- POST OFFICE - STAMPS    FIRESTARTER, LANEY    25.70 1/15/04   Chip POS Purchase  800000003996      3315
- SHIP STORE #1       	EARTHQUAKE, BEN      198.05 1/15/04   Chip POS Purchase  800000003701      3311               SHIP STORE #2       	HURRICANE, J        1528.05 1/15/04   Chip POS Purchase  800000003701      3312
- WARDROOM MESS - DUES	HILERI, TELERI        30.00 1/15/04   Chip POS Purchase  800000003677      4008              --------------------	------------------ ----------------   ----------------  -------------	-----------

## MSO Detail Report

- Provides Details of merchant sales by operator.
- Information can be extracted and filtered by either merchants, operators or both.
- Examples of use:
- Research various discrepancies
- Report by merchant outside of shore reports.

## MSO Detail Report (cont)

- Run Date: 1/15/04	 	 	 	Location: R22202
- Run Time: 7:48:49 PM	 	 	            Start Date: 1/15/04
- Report Name: NC_SHIP_149	 	 	End Date: 1/15/04
- Navy Cash Transactions Merchant - Operator Detail Report
- Merchant            	Operator                Amount       Date            Transaction      Merchant ID Operator ID
- --------------------	--------------------	---------- -----------       ---------------  -------------	-------
- WARDROOM MESS - DUES	GOOD, JOHNNY B            10.00   01/15/04 16:57:21  Chip POS Purchase   800000003677    4008
- WARDROOM MESS - FOOD	GOOD, JOHNNY B           110.00   01/15/04 16:60:21  Chip POS Purchase   800000003678    4008
- --------------------	--------------------	---------- -----------       ---------------  -------------	---------
-                     	           Sub Total	 120.00	                 	                                                 --------------------	--------------------	---------- -----------       ---------------  -------------	---------
- NAVY DISBURSING     	PAINE, OUCH         	 -169.59   01/15/04 16:02:51  Chip withdrawal    800000003693    1037
- NAVY DISBURSING     	PAINE, OUCH         	   20.00   01/15/04 16:20:22  Load Cash to Chip  800000003693    1037
- NAVY DISBURSING     	PAINE, OUCH         	  576.00   01/15/04 16:58:00  Load Check to Chip 800000003693    1037
- --------------------	--------------------	---------- -----------       ---------------  -------------	--------
-                     	           Sub Total	  426.41	                 	                                                              --------------------	--------------------	---------- -----------       ---------------  -------------	--------
- SHIP STORE #1       	VACHOK, JOE               112.75   01/15/04 16:47:00  Chip POS Purchase  800000003701    3311               SHIP STORE #1       	VACHOK, JOE         	   20.80   01/15/04 16:48:20  Chip POS Purchase  800000003701    3311       --------------------	--------------------	---------- -----------       ---------------  -------------	---------
-                     	           Sub Total	  133.55	                 	                                                                    --------------------	--------------------	---------- -----------       ---------------  -------------	---------
- SHIP STORE #1       	FIRESTARTER, LANEY   	   18.05   01/15/04 15:00:36  Chip POS Purchase  800000003701    3312               SHIP STORE #1       	FIRESTARTER, LANEY   	    2.00   01/15/04 15:16:36  Chip POS Purchase  800000003701    3312
- --------------------	--------------------	---------- -----------       ---------------  -------------	---------
-                     	           Sub Total	   20.05	                 	                                                                     --------------------	--------------------	---------- -----------       ---------------  -------------	---------
- POST OFFICE - MONEY     RIADO, NEB        	  250.25   01/15/04 15:37:59  Chip POS Purchase  800000003722    8855
- POST OFFICE - STAMPS    RIADO, NEB        	    7.40   01/15/04 15:38:53  Chip POS Purchase  800000003723    8855
- --------------------	--------------------	---------- -----------       ---------------  -------------	---------
-                     	           Sub Total	  324.25	                 	                                                  --------------------	--------------------	---------- -----------       ---------------  -------------	---------

- This is an example of a MSO Detail Report.

## ROM II Reporting

- Compares Navy Cash against ROM II
- These various reports can be run:
- ROM II transactions not in NC
- NC transactions not in ROM II
- NC and ROM II transactions with different amounts
- Transactions that failed in ROM II but succeeded in NC.

## Safe Bank Transactions

- Allows the DISBO to make adjustments to Safe Audit Summary Report (SASR).
- Resets SASR to zero at EOM
- Transaction type “Deposit to Bank” subtracts from DISBO account
- Transaction type “Deposit to Safe” adds to DISBO account
- Data stays onboard and works like an internal memo.

## Operator ID Maintenance

- This screen is used to add/modify NC operators.
- Operators must be enrolled as NC cardholders.
- Operator ID cannot begin with a “0”.

## Vending and Ship’s Store

- Used to perform vending EOM procedures
- Allows for the adding or deletion of  CADs and vending machines.

## Event Maintenance

- 	The Event Maintenance report is used to add or update various events.

## Utility Functions

## View Log

- Displays current and historical records in Disbursing Application actions and error conditions.
- Used for troubleshooting within the NC Disbursing Application.

**Notes:**
Hand out Error Message sheet

## View Disk Usage

- Show the user the current state of disk storage use within NC system.
- Used as troubleshooting tool within NC Disbursing Application.

## Network Operations Center (NOC) Selection

- 	Allows the user to change the appropriate NC “outbound” communication data path.

## Process Marine Split Pay

- 	Processing Marine SPO takes three steps:
- Insert RAPTORS disk
- Load
- Process.

## Provisional Split Pay

- Provisional Split Pay is only used when comms are down.
- Two optional screens are provided:
- Provisional Split Pay Amount Editing
- Provisional Post Split Pay.

## Access Editor

- 	DISBO controls who has access to various functions within the Disbursing Application. Menu items are “grayed” out if the user does not have access.

## Access and User Group Editor

- 	User groups and access is only set by programmer.

## Assigned Access Rights Editor

- 	This function is used to add, remove, or retrieve access rights to users and groups within the Disbursing Application.

## User Account Operations

- User Account Operations show the status of a user account.
- It is used to Unlock/Lock accounts.
- Allows passwords to be Reset and /or Changed.

## Questions