# Presentation: 058245

## Navy Cash TrainingSales Unit 2:    Reports and Maintenance

**Navy Cash Training****Sales Unit 2:  ****  Reports and Maintenance**

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

## Objectives

- Discuss the different types of Navy Cash reports.
- Explain the End of Month (EOM) process.
- Demonstrate how to perform the End of Month (EOM).
- Demonstrate how to change a Card Access Device.
- Describe the procedure to add/remove a vending machine from the Disbursing application.
- Explain procedures used to resolve system casualties.

## Disbursing Application Reports

## View Reports

- Select View Reports from the menu display. This will show the reports available for viewing.
- Click on the report desired
- Fill in the start and end dates for inclusive period then click “Generate”.

## Merchant Sales Summary Report

-    The Merchant Sales Summary report provides total sales and transaction counts for each merchant. (used for Sales EOM).

- 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 details all operator transactions.

- 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

- 	The MSO Summary Report shows 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

- This report details merchant sales by operator.
- The report information can be extracted by a merchant, operator or both.
- Example (s) of it’s use:
- Research 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 the MSO Detail Report .

## Shore Reports

## Shore Reports

- Transaction reports will be generated from EOD/EOM for:
- Reconciliation Vending soda
- Reconciliation Vending store items
- Reconciliation Ship’s Store
- Transaction Summary
- Refund by Sale Activity
- Ship’s Store
- Vending soda
- Vending store items.

## Shore Reports (cont)

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

## Shore Report Folder

- Select date to view/print and double-click folder
- Select report to view/print

## End of Month Closeout

## End of Month (EOM)

- Sales Officer and Disbo will establish a closeout date for the month.
- Sales Officer performs EOM procedure in two phases:
- Phase One at the vending machines
- Activate “EOM” for each machine (using template)
- Physical inventory for each machine
- Phase Two at the Sales Office
- Activate EOM for each parent
- Print report and compare.
- These steps cannot be performed out-of-sequence.

## EOM – Phase One

- To perform EOM using the NO Card template, place the template over the front of the CAD, then:
- Press center button** **
- Shows # of messages currently in off-line queue.
- _Note_:  Queue should be empty before   proceeding with EOM.

**NO CARD**
**Template**

## EOM – Phase One (cont)

- Insert merchant card in CAD
- Turn the template over and using Merchant side of template
- Press right button once to activate EOM. The display will show “End Month Activated”.
- Perform an inventory of vending items.
- Verify EOM by pushing  the middle button which then shows the date and time.

**MERCHANT Template**

## EOM – Phase Two for Sales

- Select  Vending and Ship’s Store from the Operations menu.

## EOM – Phase Two for Sales (cont)

- The screen displays the vending parent or master account as well as the individual machines for each account.
- This is also where you would add or change vending machine or CAD information.

## EOM – Phase Two for Sales (cont)

- Click on “**+**” before the parent merchant to display all machines. When all machines are displayed, it changes to a “-” sign.
- Parent merchants are displayed as the top-level accounts

## EOM – Phase Two for Sales (cont)

- 	Each individual listed machine should  have a green traffic light beside it to indicate that it is already closed out.

## EOM – Phase Two for Sales (cont)

- Sales Officer:
- All machines under parent should display a stoplight.
- Highlight parent merchant displaying a yield sign.
- Check “Indicate EOP for Vending Merchant”.
- Click on “Indicate EOP”.
- Don’t forget to close out the Ship’s Store accounts that do not have machines.
- Print Screen to record vending EOM date and time.

## EOM Reporting

- Totals from EOM Navy Cash reports are printed after EOM is completed and sent to JPMorgan Chase.
- Compare Shore reports against Cash Sales Memorandum    (DD 1149) printed from ROM II back office computer using the NC EOM Worksheet.
- Totals should match:
- Any differences will be investigated with the assistance of the Disbursing Officer and JPMorgan Chase.
- Remember there may be outstanding refund chits and outstanding adjustments from the previous month.

## Maintenance Procedures

## K22 Preventive Maintenance

- Every 2 years:
- Replace the lithium battery inside the K22:
- Open back of k22 by pressing and lifting off the lid positioned on the back of the terminal.
- Remove three “AA” batteries if installed.
- Push on lithium battery and release (this will cause the lithium battery to pop out).
- Press new lithium battery into place with the “+” symbol facing up.
- Replace the “AA” batteries and replace the back panel cover.

## K22 Preventive Maintenance (cont)

- _NOTE_:  Data will be lost if the lithium battery is removed while there is no power being applied to the K22.  Make certain all transactions are downloaded prior to changing out the lithium battery.

## Changing a CAD

- Physically replace CAD in vending machine after making sure that the queue is empty)
- The Sales Officer logs into the Disbursing App and clicks on         “Vending and Ship’s Store”.
- Click on the “**+**” to display vending machines under parent
- Highlight the vending machine

- Select CAD terminal ID from pull down menu .
- Click “Update Vending Machine Data”.

## Add/Remove Vending Machine

- Contact NC CSC, via the DISBO, to enroll the new vending machine in the NC system.
- Log onto Disbursing Application and select “Vending and Ship’s Store”
- Highlight machine
- To add a vending machine:
-  Type in the vending machine name and location.
- Select the CAD Terminal ID from pull down menu.
-  Click “Update Vending Machine Data” to add the machine.
- To delete a machine, click “Remove Vending Machine”.

## Replacing Damaged/Lost Components

- Spare components are provided with the NC installation.
- The Sales Officer is responsible for all CADs, including spares.
- The DISBO is responsible for custody and programming of all K22s, including spares.

## Replacing Damaged/Lost Components (cont)

- When a component fails, a spare will be installed in its place.
- Using the approved Supply chain, contact NC depot for new replacements.
- Be sure to return the failed component to NC depot using packing materials from the replacement.

## Replacing Damaged/Lost Components (cont)

- Return failed parts to:
- L3 Titan Corporation - Engineering Services Division
- ATTN: NC Depot
- Lower Receiving Dock
- 3033 Science Park Rd
- San Diego, CA  92121

## Troubleshooting Equipment Problems

## ROM II Errors: Logging on

- The Navy Cash Proxy must be running on the ROM II POS and be set to the parameters on the example below:
- Improper parameters or a non-running Proxy will keep the attached K22 from logging on.

## ROM II Errors: Logging on (cont)

- 	The Operator ID for ROM II and Navy Cash must be the same to allow the operator to log onto ROM II and the K22
- If they do not, the error message below will appear:

## ROM II Errors: Logging on (cont)

- The Navy Cash proxy must be running in order for POS terminal to logon.
- If not, the error message below will appear:

## K22 Errors

- Card has timed out:
- K22 screen will read “CARD TIMEOUT”.  To clear the message, pull out card and re-insert
- Card has been blocked:
- K22 screen reads “CARD BLOCKED”, meaning the user has entered PIN incorrectly 3 times. The member must return to Disbursing and show ID to unblock PIN.

## K22 Errors (cont)

- Screen is dark
- Make sure the K22 has power. Ensure that the K22 is either plugged in or has fresh batteries.
- Make sure that the small recessed red Cancel/Off key is not stuck under the lip and therefore constantly down and not allowing the power to come on.
- Hold down the green OK key for a full five-count to re-initialize the K22.

## K22 Errors (cont)

- K22 turns off/on randomly:
- Check the train relief cover and verify that the plug is connected firmly and the cover in place.
- Ensure that the cable is not twisted at the connection point to the K22.
- If problem persists, replace K22 cable

## CAD Errors

- If transaction errors are displayed and CAD does not logon:
- Power on/off vending machine itself and see if that clears the error
- Change SAM
- If the previous items do not work, change out CAD.
- If the Queue has transactions that are not downloading:
- Check online status – is the LAN up?  Are routers powered off?
- Check cables from CAD to router.

## CAD Errors (cont)

- The CAD displays “OUT OF STOCK” when there is stock in the machine:
- Power on/off vending machine itself and see if that clears the error
- Change SAM
- If the previous items do not work, change out CAD.
- CAD will not read cards, even one that has just worked on another machine:
- Clean SAM
- If the previous items do not work, change out CAD.

## Changing Cads

- Remember, when changing out the CADs, you MUST return to the Sales Office and select the new CAD’s Terminal ID from the drop-down menu and assign the CAD to the proper machine!!

## Casualty Procedures

## Casualty Procedures

- If off ship communications go down, the NC system can run independently for several weeks.
- If the NC LAN or Server go down:
- Use K22s offline (provided operator is logged on)
- CADs will continue to work unless ships power is lost.

## Casualty Procedures (cont)

- In the worst-case scenario, go back to using cash.
- Disbursing Office still carries cash and
- The coin acceptors are still in place.
- When the system comes back online, the NC server onboard ship will be updated via shore communications.

## REMINDER

- Training is not over!
- During the week of Go-live you will receive OJT on everything you have just learned and more.

## Questions