SAIC PROPRIETARY

Ver 1.4.7.3 

Navy Cash Training

Disbursing Unit 5:

EOD and Reporting
SAIC PROPRIETARY

Ver 1.4.7.3 

Objectives

 Demonstrate the following Scheduled procedures:

– End of Day (EOD)

– End of Month (EOM)

 Discuss the various Navy Cash Reports
SAIC PROPRIETARY

Ver 1.4.7.3 

Indicate EOD
SAIC PROPRIETARY

Ver 1.4.7.3 

Indicate End-of-Day (IEOD)

 Ends all business transactions for the day 

 Begins recording subsequent transactions for next 

business day

 Generates the batch file that will be sent off ship for 

fund transfers, PIN changes, etc.

 Starts system back-ups and begins a “round trip” 

process

 Transfers all transactions to shore

 Generates and retrieves shore reports, updates, and 

updates account data on ships and shore
SAIC PROPRIETARY

Ver 1.4.7.3 

Indicate End-of-Day (cont)

 Indicate End-of-Day function has three 

components:

– Automated Interim Round Trips 

– Automatic EOD

– Manual EOD
SAIC PROPRIETARY

Ver 1.4.7.3 

Automated Interim Round Trips

 Synchronize the ship and shore databases

– By default, it runs every 6 hours

 Ensure everyone’s Navy Cash account 

information is updated on a regular basis

 Do not start automatic system back-ups or 

generate shore reports

 Ensure SPO payroll payments are retrieved from 

shore and account balances updated on payday
SAIC PROPRIETARY

Ver 1.4.7.3 

Automatic EOD

 Automatic End of Day is Mandatory

 Initiates IEOD function automatically at a preset 

time

 Developed to complete an EOD when no one in 

Disbursing Office would be on duty at the end of 

the business day, i.e. weekends

 Ensures Navy Cash is closed-out each business day

– Makes tracking down any issues much simpler
SAIC PROPRIETARY

Ver 1.4.7.3 

Automatic EOD (cont)

 DO must coordinate with the merchants to 

determine the time to set Automatic EOD

– Normally set after all merchants have closed out their 

business for the day

– Ensure all transactions are posted on the shore report 

for the same day
SAIC PROPRIETARY

Ver 1.4.7.3 

Automatic EOD Screen 
SAIC PROPRIETARY

Ver 1.4.7.3 

Automatic EOD Screen (cont)

• Automatic EOD 

can be activated 

and deactivated 

at any time and 

can be 

scheduled to 

occur at a 

specific time 

each day
SAIC PROPRIETARY

Ver 1.4.7.3 

Manual End of Day

 Allows DO to initiate EOD at the end of the 

business day or whenever appropriate

– DO Turnover

– EOM

– When it is difficult to set Automatic EOD because of 

operational requirements

 DO must coordinate with all Merchants to initiate 

a manual EOD
SAIC PROPRIETARY

Ver 1.4.7.3 

Manual End of Day (cont) 

 Click the “Submit” button 

next to the “Check for 

Logged in Operators” tag

 A message is displayed 

informing which 

operators are logged on.
SAIC PROPRIETARY

Ver 1.4.7.3 

Manual End of Day (cont) 

 You are prompted to verify your EOD totals. EOD 

totals must match the total Navy Cash cash-on-hand.

 Click on OK button
SAIC PROPRIETARY

Ver 1.4.7.3 

Manual End of Day (cont) 

 If needed, make adjustments to cash amount via 

the Safe Bank Transactions option 

– The Safe Bank screen allows you to add (Deposit to 

Safe) or subtract (Deposit to Bank) the required amount 

in order to balance the Disbursing Officer account

 After adjustments are completed and totals are 

correct, proceed with IEOD process
SAIC PROPRIETARY

Ver 1.4.7.3 

Manual End of Day (cont)

 EOD completion message is displayed 

 A successful EOD returns reports from shore side.

 Access these shore reports from “Shore Reports” folder 

on your workstation
SAIC PROPRIETARY

Ver 1.4.7.3 

End of Day Report

The EOD Report 

tracks the status of 

Manual IEOD and 

Automated Interim 

Round-trip batches
SAIC PROPRIETARY

Ver 1.4.7.3 

EOD Accountability Documents

 Required Daily Accountability Documents

– Daily Transaction Ledger (s)

– Disbursing Transaction Detail Report (sorted 

by Operator)

– DD 2657

– Note: Navy Cash on hand should equal Line 6.9 of 

the DD 2657 and the total balance on the DASR
SAIC PROPRIETARY

Ver 1.4.7.3 

Indicate End of Month
SAIC PROPRIETARY

Ver 1.4.7.3 

End of Month Procedures 

 Ends all Navy Cash business transactions 

for that particular month and begins 

recording subsequent transactions for the 

next month

 Each month, the DISBO, Sales Officer, 

Food Service Officer (FSO) and Marine 

DISBO (when embarked) coordinate to 

establish a close-out date and time for the 

month
SAIC PROPRIETARY

Ver 1.4.7.3 

End of Month Procedures (cont)

 Navy Cash must be closed prior to 2100Z 

on the 27th of each month 

 Generally, EOM process begins in Sales 

Division as much as five days prior to the 

27th of the month for vending machines and 

ship’s store

 DISBO’s SF 1219 must be submitted NLT 

than 1000 EDST on the 1st calendar day of 

the following month
SAIC PROPRIETARY

Ver 1.4.7.1

End of Month Procedures (cont)

 Navy Cash enforces a sequence of steps for 

closing out each month or period:

– First, all vending machines must be closed-out 

– Second, all merchants must be closed-out 

(including Vending and Ship’s Store 

merchants) using the Disbursing Application

– Third, an EOM close-out can be performed as 

part of the IEOD function at the Disbursing 

Application 
SAIC PROPRIETARY

Ver 1.4.7.1

End of Month Procedures (cont)

 Successful processing of the IEOD roundtrip ashore automatically generates the 

EOM Summary Report and Monthly 

Transaction Detail Report used to prepare 

the required EOM Reports

 DISBO will zero out the DASR to reset the 

Safe Bank Transactions functionality for 

next month’s reports
SAIC PROPRIETARY

Ver 1.4.7.3 

End of Month Procedures (cont)

 Navy Cash automatically reports all Deposit 

and Debit Voucher data into the Treasury’s 

Collections Information Repository (CIR)
SAIC PROPRIETARY

Ver 1.4.7.3 

End of Month Procedures (cont)

 Vending and Ship’s 

Store

– Allows Sales Officer 

or DISBO to closeout vending machines 

and ship’s store at 

EOM 

 The function also allows 

Sales or DISBO to:

– add, change, or remove a 

CAD or Vending Machine

– Used to modify 

description of a Vending 

Machine
SAIC PROPRIETARY

Ver 1.4.7.3 

Indicate EOM 

 Indicate EOD

 Click on Indicate EOM 

box and select correct 

month/year 

– Enabled after Sales 

EOM is completed

 Click “Submit” 
SAIC PROPRIETARY

Ver 1.4.7.3 

EOM Summary Report

 The Navy Cash EOM Summary Report

– Provides a summary of shore totals for: 

» Navy Disbursing

» Marine Disbursing

» Food Service (Food and Surcharge)

» Sales (Ship’s Store, Vending, and/or Hangar Bay Sales)

– Includes deposit ticket (SF 215) and debit voucher (SF 

5515) numbers, dates, and amounts

– Contains Navy Cash numbers that must be reported in 

Sales Officer’s DD 1149, FSO’s NS 1359, and DO’s 

SF 1219

» Basic Rule: Navy Cash figures reported in EOM Summary 

Report are always correct
SAIC PROPRIETARY

Ver 1.4.7.3 

EOM Summary Report (cont)
SAIC PROPRIETARY

Ver 1.4.7.3 

EOM Summary Report (cont)

 Navy Cash Disbursing 

Website

– Log on - www.navycash.com

– Under the Reports Tab

 Select the correct UIC

– Print EOM Summary Report 

 EOM_VOUCHER_SUMMARY_

REPORT_M
SAIC PROPRIETARY

Ver 1.4.7.3 

EOM Summary Report (cont)

EOM_VOUCHER_SUMMARY

_ REPORT_M
SAIC PROPRIETARY

Ver 1.4.7.3 

EOM Accountability Documents

 Retained Monthly Financial Returns include:

– Monthly Transaction Summary Report 

» Shore Report that summarizes all merchant figures for the 

month

– EOM Summary Report

– Deposit Tickets (SF 215)

– Debit Vouchers (SF 5515)

– DD 2657 package 

– Statement of Accountability (SF 1219)

– Schedule of Deposit Activity
SAIC PROPRIETARY

Ver 1.4.7.1

Safe Bank Transactions

 Enables the Disbursing Officer to make adjustments to 

the cash amount reported in the Disbursing 

Accountability Summary Report (DASR)

 Used primarily at EOM processing to reset DASR back 

to a zero balance

 Also used when an actual out-of-balance condition 

exists

– Temporary fix

– Contact NAVSUP FLC Fleet Support Group for assistance
SAIC PROPRIETARY

Ver 1.4.7.3 

EOM DASR Reset

 Under Operations menu, select Safe Bank Transactions

 Reset DASR to zero (Internal memo)

– Trans Type “Deposit to Bank” subtracts from Disbursing account 

(if DASR amount is positive).

– Trans Type “Deposit to Safe” adds to Disbursing account (if 

DASR amount is negative).

– Deposit ticket: N/A
SAIC PROPRIETARY

Ver 1.4.7.3 

EOM DASR Reset (cont)

Go to “View Reports” menu and generate copy of DASR
SAIC PROPRIETARY

Ver 1.4.7.3 

View Log

 Check the View Log Screen after running EOD/EOM

 Look for any ERROR messages
SAIC PROPRIETARY

Ver 1.4.7.3 

Shore Reports
SAIC PROPRIETARY

Ver 1.4.7.3 

Shore Reports

 After a successful IEOD Batch round trip, Navy 

Cash automatically generates reports 

 Reports Directory

– Disbursing Workstation or Laptop: 

» S:\files\navydata\report 

– Navy Cash Server

» F:\files\navydata\report

 Create a shortcut on your desktop
SAIC PROPRIETARY

Ver 1.4.7.3 

Shore Reports

 Disbursing will print reports for all merchants

 All reports generated and sent to ship from shore 

server are placed into a reports directory by date, 

with one sub-directory for each report date:

<UIC>_<REPORT TYPE>_<REPORT 

NAME>_<D/M>_yyyymmdd_HHMMSS.txt

i.e. R21198_TRAN_ShipStore_D_20010828_171708.txt
SAIC PROPRIETARY

Ver 1.4.7.3 

Shore Report Folder

 Select date to 

view/print

 Select report to 

view/print
SAIC PROPRIETARY

Ver 1.4.7.3 

Shore Reports

 Transaction Reports for all ship Merchants:

– LOA Merchants (Disbursing, Vending, etc)

– Private Merchants (Wardroom, MWR, etc)

– Transient Merchants (Foreign Vendors)

– Generic Private (Private One, Private Two, etc)

– Flag, Air Wing, and Squadron (Flag Mess, etc)

– Transaction Summary

– Negative Balances (* Reviewed Daily)

– Returned Items (*Reviewed Daily)
SAIC PROPRIETARY

Ver 1.4.7.3 

Shore Reports (cont)

 Merchant Settlement Reports

– For all merchants, whether they settle to bank or 

merchant strip accounts

 Reconciliation Reports

– For all merchants

– Transactions that were collected in offline mode but 

were not processed on the same day

 Linked Blocked Account Report

– Reviewed daily

– Lists all cardholders whose linked bank account is 

block
SAIC PROPRIETARY

Ver 1.4.7.3 

Merchant Settlement Report
SAIC PROPRIETARY

Ver 1.4.7.3 

Payroll Report
SAIC PROPRIETARY

Ver 1.4.7.3 

Wardroom Mess

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 ***
SAIC PROPRIETARY

Ver 1.4.7.3 

Postal Monthly Transaction 

Report

R21198_ TRAN_Postal_D.txt

Run Date : 07/12/2004

Run Time : 15:34:25

Report name: TRAN_ Postal_D

Page : 1 Navy Cash

Monthly Transaction Detail Report - Postal

Location: USS RENTZ

Month: June 2004

Date: 06/01/2004 22:55:22 To 06/30/2004 17:47:43

Merchant : 800000001016

Event Code: 

Operator : BARBER, BRIAN

Name SSN Account # Transaction Date Trans Amount

------------------------------------------------------------- -------- ---------------------- ------------------------- ------------------ ----------

WITTOCK, TREVOR J 8256 8000000560286 06/18/2004 17:12:29 1 $0.37 

WITTOCK, TREVOR J 8256 8000000560286 06/18/2004 17:22:16 1 $0.37

------------------------------------------------------------- --------------- ------------

Operator BARBER Subtotal: 2 $0.74

------------------------------------------------------------- --------------- ------------

E vent Subtotal: 2 $0.74

------------------------------------------------------------- -------------- ------------

Merchant 800000001016 Subtotal: 2 $0.74

-------------- ------------

Total 2 $0.74
SAIC PROPRIETARY

Ver 1.4.7.3 

Daily Transaction Summary

Run Date:09/05/2002 Run Time: 17:09:53

Report Name:TRAN_TransactionSummary_D

Navy Cash 

Daily Transaction Summary Report 

Location: USS TITAN 

Date: 09/04/2002 20:10:25 To 09/05/2002 20:05:09 Batch Id: R22202_775 

Sale Type Transactions Value

--------------------------- ------------- ----------------

POST OFFICE 2 $ 0.74

SHIP STORE #1 125 $467.00

VENDING SODA 535 $267.50

VENDING STORE ITEMS 262 $92.35

------------- ----------------

Total Transactions 924 $827.59

*** End of the Report ***

Page# 1
SAIC PROPRIETARY

Ver 1.4.7.3 

Daily Blocked Account Report
SAIC PROPRIETARY

Ver 1.4.7.3 

Questions