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Ver 1.4.7.3

This information is proprietary and cannot be copied or redistributed without 

prior written permission of ENGILITY CORP.

Navy Cash Training

Sales Unit 2: 

EOM Process and Reports
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Ver 1.4.7.3

Objectives

 Discuss the Navy Cash End of Month (EOM) 

process

 Demonstrate the sequence of events in completing 

End of Month (EOM) process

 Discuss End of Month (EOM) reporting 

 Discuss Navy Cash Reports related to Sales and 

Food Service
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Ver 1.4.7.3

Navy Cash 

End of Month (EOM)

Process
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Ver 1.4.7.3

Navy Cash End of Month

 Sales Officer, Food Service Officer (FSO), 

and Disbursing Officer will establish a 

closeout date for the month

 Generally, Navy Cash EOM begins in the 

Sales Office as much as 5 days before the 

27th of the month

 Food Service division should also close 

before the 27th of the month
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Ver 1.4.7.3

Navy Cash End of Month

 Navy Cash EOM must be completed by 

2100Z on the 27th of the month or the last 

business day prior if it falls on a weekend or 

holiday

 DISBO’s Statement of Accountability (SF1219) must be submitted NLT 1000 EDST 

on the first calendar day of the following 

month or the last business day of the month
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Ver 1.4.7.3

Vending Merchant Cards 

 Vending Merchant cards are used for vending 

EOM reporting only 

– Looks like a regular Navy Cash card

– Associated with a particular vending machine

– Two Cards:

» Vending Soda – works in all soda machines only

» Vending Store Items – works in snack machines only

– Not funded or used to buy products in vending 

machines

 Note: Food service division is not issued a merchant card
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Ver 1.4.7.3

The EOM Process

 Navy Cash enforces a sequence of steps to 

execute and complete EOM 

– Phase One – Close-out all Vending Machines

– Phase Two – Close-out all Vending and Ship’s 

Store Merchants

– Phase Three – Disbursing Navy Cash close-out

» Note: FSO provides an advance copy of the NS 

1359 marked “for deposits only”
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Ver 1.4.7.3

EOM Procedures - Phase One

 Step 1: Verify offline queue in CAD is 

empty

– From the CAD diagnostic menu, go to QUEUE 

group

– Transaction queue should display “0” before 

proceeding wit EOM and inventory

– This process ensures all transactions are 

included in the current accounting period
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Ver 1.4.7.3

The Queue Group

Transactions

should display

“0”
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Ver 1.4.7.3

EOM Procedures - Phase One

 Step 2: Close out each vending machine

– Use the correct merchant card associated with 

the particular vending machine

– The steps are further illustrated in the following 

screens:

Vending Soda/

Ship Store Items
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Ver 1.4.7.3

EOM Procedures - Phase One
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Ver 1.4.7.3

EOM Procedures - Phase One
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Ver 1.4.7.3

EOM Procedures - Phase One
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Ver 1.4.7.3

EOM Procedures – Phase One

d. Activate the EOM function by 

pressing the right (Next) button

– “EOM Activation Notification” message 

is displayed

e. Once the EOM messages have been 

sent to the server, the CAD displays 

the new EOM date and time

– Sales or Disbursing personnel should 

record the new date/time stamp and 

Terminal ID

– Repeat steps for each Vending Machine

Done Select Next
SAIC PROPRIETARY

Ver 1.4.7.3

EOM Processing - Phase One

f. Remove VM Merchant Card and 

“Welcome Screen” is displayed

g. The inventory team can now count the 

merchandise in the machine

 After the inventory of each or all of the machines 

are done, the team will provide the new date/time 

stamp and terminal IDs to the Sales Officer

h. Sales Officer can now close the 

Vending Merchants (parent) and Ship’s 

Store 

 This is performed via the Disbursing Application 

(Phase Two)
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Ver 1.4.7.3

EOM Procedures – Phase Two 

 Step 1: On the Disbursing Application, select 

“Vending and Ship’s Store”

 Step 2: Close the Vending Machine Merchant 

(parent)

 Step 3: Verify month and year information

 Step 4: Indicate End of Period 

– Print Merchant Summary Report

– Proceed with close-out using current ROM procedures 
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Ver 1.4.7.3

EOM Procedures – Phase Two 

1. Select 

Vending and 

Ship’s Store 
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Ver 1.4.7.3

EOM Procedures – Phase Two

b. The screen displays 

the Vending Merchants 

(parents) and all its 

associated machines 

 Verify month and 

Year 

Note:

 This is also where you 

would add/change 

vending machine or CAD 

information
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Ver 1.4.7.3

EOM Procedures– Phase Two 

c. Click on “+” each parent merchant to display all machines

– Click on “+” or “-” to expand/collapse the list of machines

– Parent merchants are displayed as the top-level accounts
SAIC PROPRIETARY

Ver 1.4.7.3

EOM Procedures – Phase Two 

 d. Ensure each 

machine has been 

closed (Phase 1)

– A green traffic light 

icon next to a 

machine indicates 

EOP has been 

completed
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Ver 1.4.7.3

EOM Procedures– Phase Two 

2. Highlight parent merchant displaying a yellow traffic 

sign 

a. Check “Indicate EOP for Vending Merchant” 

b. Click on “Indicate EOP” 
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Ver 1.4.7.3

EOM Procedures – Phase Two

3. Repeat steps until all merchants are closed

 A green traffic light icon next to the parent merchant indicates 

the merchant and all it’s machines have indicated their EOM 

4. Print the screen to record the vending EOM date 

and time

5. Close any other parent merchants (if applicable)

 Beverage Bar, Hangar Bay, etc. 

6. Close the Ship’s Store merchant

7. Notify the Disbursing Officer that EOM for all 

Vending and Ship’s Store merchants has been 

completed
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Ver 1.4.7.3

EOM Procedure – Phase Three

 DISBO 

executes EOM 

close-out 

– EOM reports will 

not be available 

until the DISBO 

completes EOM 
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Ver 1.4.7.3

Navy Cash 

End of Month (EOM)

Reporting
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Ver 1.4.7.3

EOM Reporting - Sales

 Generate and print the Merchant Sales 

Summary Report

– Remember to enter the correct start and end 

dates

– Time frame indicated is specific and inclusive

 Generate and Print the ROM Navy Cash 

EOM Report

 Print the Navy Cash EOM Summary Report
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Ver 1.4.7.3

Daily Merchant Sales Summary Report

Ship’s Store

Vending
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Ver 1.4.7.3

EOM Summary Report
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Ver 1.4.7.3

EOM Reporting – Sales

 Total Sales shown in the following reports 

must agree: 

– ROM Navy Cash EOM Report

– Merchant Sales Summary Report 

– Navy Cash EOM Summary Report

» Basic business rule is that Navy Cash totals reported 

in the EOM Summary Report are always correct

» EOM Report is available in Disbursing
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Ver 1.4.7.3

EOM Reporting - Sales

 Prepare Cash Sales Memorandum Invoice 

(DD 1149) 

– Sales and vending collections are credit to the 

Navy Working Capital Fund (NWCF) 
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Ver 1.4.7.3

EOM Reporting – Food Service

 FSO shall confirm Navy Cash collections 

using the Merchant Sales Summary Report

 Total Navy Cash collections in the 

following reports must agree:

– Navy Cash EOM Summary Report

– Combined Totals shown in General Mess-Food 

and General Mess-Surcharge Monthly 

Transaction Reports
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Ver 1.4.7.3

Monthly Merchant Summary Report

General Mess

Ship Store

Vending
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Ver 1.4.7.3

EOM Summary Report
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Ver 1.4.7.3

EOM Reporting – Food Service

 Total collections for the month include cash 

and Navy Cash collections

– Combined total is reported in the NS 1359

 Prepare a NS 1359 before the 27th of the 

month or a date specified by DISBO

– labeled “Deposit Only”

– This is not the final report
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Ver 1.4.7.3

EOM Reporting – Food Service

 Once Disbursing closes out for the month, 

FSO will hold all remaining transactions

– This amount will remain as undeposited sales 

until the beginning of the next month

– Disbursing will not allow/accept any S-2 

transactions after closing
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Ver 1.4.7.3

EOM Reporting – Food Service

 Generate and print the final NS 1359 to 

present to DISBO

– Cash statement must match the “Deposit Only” 

1359

– Must contain required signatures of

» XO, SUPPO, LEADING CS, DISBO

– Surcharge collections are credited to OM&N 

LOA 

– Food collections are credited to Subsistence-inKind (SIK) LOA 
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Ver 1.4.7.3

NAVSUP 1359
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Ver 1.4.7.3

EOM Differences

 Any differences must be investigated

– Verify Refund Log, records, and any outstanding 

adjustments from the previous month

 Email Treasury Agent Settlement Group 

(navycashcenter@frb.org) and appropriate 

Fleet Support Group (FSG)

 Report amount reported in EOM Summary 

Report

– Make adjustments in next month’s business
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Ver 1.4.7.3

Navy Cash Reports

Ship Reports
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Ver 1.4.7.3

Ship Reports

 Go to Reports menu

– 3 types of Reports

» Disbursing Office 

» Sales

» Operations

 Select Sales Reports

– Merchant Sales Summary 

Report

– Merchant Transactions 

Report
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Ver 1.4.7.3

Ship Reports
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Ver 1.4.7.3

Ship Reports

 Merchant Sales 

Summary Report
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Ver 1.4.7.3

Ship Reports

 Merchant 

Transactions Report
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Ver 1.4.7.3

Ship Reports

Date/time

Stamp 

(GMT Time)

 Enter correct start and end dates to check total sales 

figures for a particular day
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Ver 1.4.7.3

Navy Cash Reports

Shore Reports
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Ver 1.4.7.3

Shore Reports

 After a successful Indicate End of Day 

(IEOD) batch (round-trip), Treasury Agent 

sends shore reports to the ship

– Navy Cash Workstation /Laptop:

» S:\files\navydata\report 

– Navy Cash Server:

» F:\files\navydata\report
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Ver 1.4.7.3

Shore Reports

 Transaction Reports 

– Ship’s Store

– Foreign Vendors

– Vending Store Items (i.e. Snack, Candies, etc.)

– Vending Soda

– Transaction Summary 

– Refund by Sale Activity 

– General Mess – Food

– General Mess – Surcharges
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Ver 1.4.7.3

Shore Reports

 Reconciliation Reports

– Reconciliation Vending soda

– Reconciliation Vending store items

– Reconciliation Ship’s Store
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Ver 1.4.7.3

Shore Reports 

 Compare daily reports (Navy Cash) with reports from 

other existing systems (ROM or FSM) to verify accuracy

 Shore reports are generated automatically and are placed 

into a shore 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

R21198_TRAN_General MessFood_M_20010831_1919-08.txt
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Ver 1.4.7.3

Shore Reports

Merchant Name

(Ship’s Store #1)

Operator 1

(name)

Operator 2

(name)
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Ver 1.4.7.3

Daily Transaction Detail Report
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Ver 1.4.7.3

Daily Refund Report
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Ver 1.4.7.3

Daily Transaction Detail Report

General Mess – Food 
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Ver 1.4.7.3

Questions