# Presentation: 006471

## Merchant Account Management:Reports and Maintenance

**Merchant Account Management:****Reports and Maintenance**

**Merchant Unit 2:**

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

## Objectives

- Explain the procedures and reports associated with End-of-Day process.
- Explain the procedures and reports associated with End-of-Month process.
- Describe the various reports associated with the Merchant account management.
- Explain schedule of deposits to commercial banks and merchant to merchant transfers.

## End of Day

## End of Day Procedures

- Once a merchant’s business is secured at the end of business day, download K22 to NC server using following procedures:

-     - ONLINE Mode, sales transactions are   downloaded to NC server automatically.
-     - OFFLINE Mode, an asterisk ***** is
-       displayed in upper right hand corner of
-       screen.
-     - An exclamation point **!** will be
-       displayed when transactions have been
-       recorded and need downloading.

## EOD Procedures (cont)

- When K22 is connected to the LAN:
- The asterisk ***** on the screen disappears
- Download starts automatically.
- The exclamation point **!** remains displayed until all transactions have been downloaded to the server.
- Disconnect K22 from network after **! **disappears.
- If K22 gets disconnected while downloading, reconnect it immediately.

## Post Office End of Day

- PC logs off the K22
- Refunds are handled using USPS form 3533.
- Prepare PS Form 1412-B
- DO runs MSO detail  report using merchant ID, to compare against PS Form 1412-B.
- PC sends PS Form 1412-B to servicing Postmaster via email daily, including negative balance report.
- Attach Merchant Sales Summary report to 1412-B to be retained.

## End of Month

## End of Month Reporting Procedures

- Monthly operating statement are prepared IAW existing procedures.
- When NC is used to collect sales and surcharges, the NC totals are combined with cash.  For reporting purposes, treat NC collections as if they are actual cash collections.

## Reports

## Reports

- DISBO will provide transaction reports generated from EOD/EOM for the following merchants:
- Post office
- Foreign vendors
- Wardroom
- MWR
- General Mess
- Commanding Officer’s Mess
- Chief’s Mess
- Flag Mess
- Chaplain

## Reports (cont)

- Compare daily reports with reports from other existing systems to verify accuracy.
- Discrepancies in reports should be investigated IAW existing procedures.  The DISBO will be able to supply additional information.

## MSO Detail Report

- 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	  257.65	                 	                                                  --------------------	--------------------	---------- -----------       ---------------  -------------	---------

- The following is an example of a MSO detail report.

## Shore Report

- 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 ***

- The following is an example of a Shore report for a particular merchant.

## Merchant Deposits

## Deposits to Commercial Banks

- It is very important for the Merchants to understand that funds collected using NC are NOT immediately available for expenditure from commercial bank accounts.
- NC does not settle with the merchant’s bank on a daily basis with the exception of the Post Office.

## Deposits to Commercial Banks (cont)

- Agent Bank deposits collection to designated bank account IAW the following schedule:
-         Transaction occurring        	             Deposited*
-               ***1******st****** – 8******th******                                ******	******	******	******8******th***
***                    ******8******th ******–****** ******15******th                                              ******	******	******	******15******th***
***           ******16******th****** – 22******st******                            ******	******	******	******21******st***
***       ******    ******22nd – 28******th******	******	******	******	******            28th***
*	**	**	**	**	**	**      ***** *ACH request made to FRB
- _Remember:_  Navy Cash utilizes GMT for transactions.
*	**	*

## Merchant to Merchant Transfers 

- Merchant cards have a chip limit up to $9,999.99
- For transactions in excess of the chip limit, multiple payments can be made to the merchant.
- Merchants will see money transfers effective after next EOD round trip.

## K22 Problems

## Common K22 Problems

- Card timeout
- K22 reads “CARD TIMEOUT” on screen. Simply pull out card and re-insert into slot.
- Card blocked
- Screen reads “CARD BLOCKED”. This  means the user has entered PIN incorrectly 3 times and  they must return to Disbursing, The member must then show ID to have the PIN unblocked.

## Common K22 Problems (cont)

- K22 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 not allowing the power to come on.
- Hold down the green OK key for a full five-count to re-initialize the K22.

## Common K22 Problems (cont)

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

## REMINDER

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

## Questions