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Ver 1.4.7.1

Navy Cash Training 

Sales Unit 1: 

Sales and Other Merchants
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Objectives

 Discuss how to obtain Operator IDs 

 Explain Rules of Behavior (ROB) and FS Form 2888

 Demonstrate and explain POS iPA 280 interface

 Discuss Disbursing Application functions related to 

sales operations

 Explain Merchant Accounts for Sales and Food 

Service

 Discuss daily business practices, EOD procedures, 

and processing refunds
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Ver 1.4.7.1

Obtaining an Operator ID

 All iPA 280 users are required to be enrolled in 

Navy Cash

 Each user must have a unique 4-digit Operator ID 

within the NC Disbursing Application

– Do not share Operator IDs

 Disbursing will assign all Operator IDs

 Operator IDs are not reusable. Once an Operator 

ID is assigned and that operator leaves the ship, 

the relief must be assigned a totally different 

operator ID

 Operator ID must not begin with zero (0)
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Rules of Behavior (ROB)

 Rules of Behavior (ROB)

– All personnel who operate a Navy Cash POS 

device are required to sign their Rules of 

Behavior

– The ROB is signed electronically in Disbursing

– By signing the ROB, they acknowledge that 

they have read, understand, and agree to abide 

by the rules

» NC Operators must only conduct official business 

within Navy Cash
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Rules of Behavior (ROB)

Page 1
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Rules of Behavior (ROB)

Page 2
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FS Form 2888

 FS Form 2888

– Accountable Official Application Form for U.S. 

Department of the Treasury Stored Value Card (SVC)

– Sales Officer or designated personnel (who has 

custody of Vending Merchant Cards) is required to 

submit a completed and signed FS Form 2888 to the 

Disbursing Officer

» DISBO forwards the forms to Treasury Financial Agent for 

retention

– Not required for General Mess operations

» General Mess is a Line of Accounting (LOA) 

merchant
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FS Form 2888
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iPA 280 System Interface
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iPA 280 Modes of Operation

 Proxy Mode

– The iPA 280 is connected to the ship’s LAN and Navy 

Cash Server (Disbursing Office only)

 Normal Mode 

– Online 

» iPA 280 is connected to the Navy Cash server directly through 

the ship’s LAN

– Offline (portable mode) 

» Operator remains logged on the POS

» Ensure battery is fully-charged
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iPA 280 Screen Layout

Header Bar

Main Screen

Status Bar
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iPA 280 Log On

 Power on the iPA 280

 Connect the iPA 280 to the Network

− Put iPA 280 into POS Base Unit or 

connect to a Navy Cash LAN drop

− Ensure iPA is connected to the network

 iPA 280 prompts Operator to enter 

Operator ID

 Enter Operator ID 

 Operator ID text box turns green and 

the OK button is enabled
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iPA 280 Log On (cont.)

 iPA 280 displays Operator’s

name on Normal Mode 

Welcome Screen

 iPA 280 is ready to process 

sales transactions/collections
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iPA 280 Log Off – Normal Mode

 To logoff the iPA 280

– Ensure the iPA 280 is connected to 

the network (online)

– Touch the Logoff option on the 

header bar

– iPA 280 will prompt Operator to 

confirm log off with a message 

“Are you sure you want to logoff?”

– Touch the “Yes” button to confirm 

log off, or the “No” button to 

cancel
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The CAD, SD Card, and SAM 

Chip 
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Card Access Device (CAD)

 Connects to the Navy Cash Server through 

ship’s LAN

 Requires network connection to initially log 

in to the Navy Cash Server

– If CAD loses connectivity to Navy Cash server, 

it can still process transactions offline

 Does not support entry of PIN
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Secure Digital (SD) Card

 The SD Card 

– Provides a means of storing 

transactions when the CAD is 

offline (also installed in iPA 

280) 

– SD card used should be 1GB or 

greater

– SD High-Capacity Cards 

(SDHC) are not compatible 

with the CAD

– Can store up to 10,000 

messages
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Secure Access Module (SAM)

 SAM is installed in iPA 280s, 

Kiosks, and CADs 

 DISBO must ensure each iPA 280, 

Kiosk, and CAD has a SAM Chip, 

including spares

 The iPA 280, Kiosk, and CAD use 

a SAM to interact with the chip on 

the Navy Cash card

 If a SAM is not present, the iPA 

280, Kiosk, or CAD will not work, 

and an out-of-service error is 

displayed on the screen
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Navy Cash 

Disbursing Application
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Equipment Set-up - Sales Office

 Typical Set-up

– Navy Cash LAN drop

– iPA 280 is connected to a 

Navy Cash workstation 

 NC Workstation

– Disbursing Application for 

Sales 

» Refunds

» Reports

» Vending and Ships Store

» Card Reports
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Disbursing App Sign On/Off

 Verify that iPA 280 is turned on

– “Welcome to Navy Cash – Proxy Mode – Offline”

 Turn on Navy Cash workstation and enter Windows 

password to launch Windows

 Verify icon for “DDE Proxy” (Dynamic Data 

Exchange) in lower right-hand corner of screen

– If not, double-click desktop icon to start DDE Proxy

 Click icon for Disbursing Application , then log in 

using your username and password

 To log out of the Disbursing Application, click 

“Logout"
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Disbursing Application Menu
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Sales Merchant Accounts

 Sales Merchants are pre-set by 

Navy Cash

 Sales Merchants are Line of 

Accounting (LOA) Merchants

– Ship’s Store 

– Vending Soda

– Vending Store Items

– Hangar Bay Sales

– Beverage Bar 
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General Mess Merchant Accounts

 Two Merchant Accounts

– General Mess – Food

» To record standard meal prices

– General Mess – Surcharge

» To record meal surcharge

 General Mess Merchants settle to Line of 

Accounting (LOA) monthly
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Daily Operations
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Navy Cash and ROM

 Resale (Retail) Operations Management (ROM)

– Currently, Ship’s Store operates in Normal Mode 

– The ROM workstation (backend office) is NOT 

integrated

– Daily balancing must be performed to ensure both 

systems match
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Ship’s Store 

 Daily Business

– Turn on the POS

– Log into the POS using the 4-digit Operator ID

» Ensure POS is online and connected to the Navy Cash Server

– Scan all items through the Cash Register

– Enter total transaction amount into the POS

» Total Amounts entered in POS and Cash Register must match

– Cardholder inserts NC card, enters PIN, and confirms total 

amount of the transaction

– Review Sale Results and touch the “Done” button

– Remove NC card from the POS

– Transactions are automatically downloaded to the NC Server
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Ship’s Store (cont.) 

 End of Day

– Ship’s Store operator ensures all sales transactions have 

been downloaded from the iPA-280

– Sales Office or designated assistant generate an EOD 

Report from ROM summarizing that day’s sales activity 

at the Cash Register

– Compare EOD Report with Navy Cash Merchant Sales 

Summary Report

» Totals for electronic sales must match

– If there are no differences, total sales will be entered and 

posted into ROM

– Sales Officer signs all reports and reports filed
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Ship’s Store (cont.) 

 EOD Differences

– Any difference must be investigated

» Difference is >$5.00

– Print the ROM Over/Short Report 

– Print the ROM Daily Transaction Report

– Print the Merchant Transaction Report (i.e. by 

Operator) in Navy Cash

– Verify the NC Refund Log

– Compare reports, research, and resolve any 

discrepancy
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Hangar Bay Sales

 Sales Officer sets up ROM Workstation

– IAW ROM User’s Guide

 Check out POS from Disbursing Office

– DO configures POS on Normal Mode with appropriate 

Merchant

– DO assigns Operator ID

– DO logs POS from check-out log

 At end of day, connect POS to any of the NC 

download boxes or serial ports

– Transactions are automatically downloaded to the NC 

Server
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Ship’s Store Profits

 Transfer of Ship’s Store Profits to MWR

– Payment can be made via U.S. Treasury Check 

or Cash
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Food Service Procedures

 All Officers and civilian riders will have a 

Navy Cash Card

 Deposits will not be made directly from 

ship riders to DISBO or Wardroom 

Treasurer to DISBO

 Food Service will confirm collections using 

the Merchant Sales Transaction Report 

and/or Merchant Sales Summary Report
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Food Service Procedures (cont.)

 Refunds must be approved by FSO using a refund 

chit

 Food Service will submit a NAVSUP Form 1359 

before the 27th of each month 

– Note: Disbursing Officer will dictate the final date for 

S-2 deposits

 FSO will notify TYCOM when deposit will not be 

made for the month

 If not ship’s company, meal sales will be recorded 

on the DD 1544 and the surcharge rates apply
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Daily Reconciliation
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Reconciliation

 Reconciliation is the process of confirming 

that Navy Cash collections balance with 

Navy Cash sales (transactions) 

 Determine what caused an out-of-balance 

condition

 The DISBO, Sales Officer, and FSO must 

reconcile daily
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Reconciliation

 Daily Reconciliation - Ship’s Store

– ROM Daily Transaction Report is compared 

with daily Merchant Sales Summary Report

and/or Merchant Transaction Report

– Simplifies reconciliation at End of Month

– Normally, daily ROM and Sales Reports are 

compared with applicable shore reports

» Merchant Sales by Operator Detail Report
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Reconciliation

 Daily Reconciliation - Food Service

– FSO compares recorded sales/surcharges (cash 

meal and bulk food) on the following:

» Totals on DD 1544, NS 1046, or DD 1149 less 

Refunds

versus

» Total collections shown on the Navy Cash Merchant 

Sales Summary Report plus any cash/checks 

collected
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Reconciliation Worksheet
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General Mess Forms

 DD 1544 – Cash Meal Payment Book

 NS 1046 – Sale of Enlisted Dining Facilities Meals

 DD 1149 – Requisition and Invoice/Shipping 

Document

 NS 1282 – Food Item Request/Issue Document

 NS 1359 - General Mess Summary Document
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Refunds
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Refunds - Sales

 Sales Officer or designated assistant approves all 

Refunds

 Use a NC Refund Chit and NC Refund Log

 Customer takes merchandise to the Sales Office and 

fills out a NC Refund Chit 

 After approval, Disbursing Officer, Sales Officer or 

designated assistant will process the refund through 

the NC Disbursing Application

 Sales Officer or designated assistant enters the 

refund in ROM following current procedures
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Refunds - Sales

 Merchandise is returned to ship stock

 A copy of the approved Refund Chit and Refund 

Log are kept in the retained file 
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Refunds – General Mess

 FSO prepares, signs, and issues a Refund Chit

– FSO approves all refunds

 FSO records the refund in the Refund Log

 Cardholder presents Refund Chit to Disbursing Officer

 Disbursing Officer performs refund 

 Disbursing returns Refund Chit to FSO 

 FSO records the date refund was cleared on Refund Log

 FSO keeps the Refund Log for 10 years 

– For reconciliation and audit purposes
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Individual Refunds

 Two types of Individual Refunds

– Chip Purchase Refund

» Allows a single purchase transaction to be selected 

to the refund

» Ensures the purchase is refunded only once

– Miscellaneous Refund

» Used when the specific purchase is difficult to 

identify
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Refunds

 Individual Refunds 

Screen

– Chip Purchase 

Refund 
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Refunds

 Miscellaneous 

Refund Screen
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Questions
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SALES UNIT 1 REVIEW

1. What are the two modes of operation on an IPA-280 POS Device?

2. How many messages can a SD card hold on a POS Device or CAD 

device?

3. Which two forms are used to process refunds?