Navy Cash Training Disbursing Unit 5: EOD and Reporting

1. Navy Cash TrainingDisbursing Unit 5:EOD and Reporting This section is intended as program overview and history.This section is intended as program overview and history.

2. Objectives Demonstrate the following Scheduled procedures: End of Day (EOD) End of Month (EOM) Discuss the various Navy Cash Reports

3. Scheduled EOD

4. End of Day Indicate End-of-Day (EOD) � This function ends all business transactions for the period and begins recording subsequent transactions on the next period. EOD uploads all financial and non-financial data change information to shore Navy Cash and moves account funds to appropriate accounts as well as updating changes (i.e. transfer of funds) Generates daily reports. 1. EOD sends all transactions from the ship for K80, K22, Disbursing, Vending and ROM II to shore and all shore Transactions Split pay, ACH request, ATM shore, Web site changes, Financial Adjustments and Negative balance returned to the ship. 1. EOD sends all transactions from the ship for K80, K22, Disbursing, Vending and ROM II to shore and all shore Transactions Split pay, ACH request, ATM shore, Web site changes, Financial Adjustments and Negative balance returned to the ship.

5. End of Day Procedures Disbursing will choose the time to initiate EOD. Can be done more than once a day. Can be done remotely on the server desktop. 1. These funds will be transferred to Treasury Funds at the end of the month utilizing a SF 215 or SF5515 as appropate.1. These funds will be transferred to Treasury Funds at the end of the month utilizing a SF 215 or SF5515 as appropate.

6. End of Day Procedures (cont) Click the �Submit� button next to the �Check for Logged in Operators� tag A message is displayed informing which operators are logged on

7. End of Day Procedures (cont) You are prompted for verification of EOD with total amounts, so you can back out if necessary. The total should match the closed-out total of the month�s Navy Cash Ledgers.

8. End of Day Procedures (cont) If needed, make adjustments to cash amount via the Safe Bank Transactions option on menu. The Safe Bank screen allows you to add (Deposit to Safe) or subtract (Deposit to Bank) amounts in order to balance total as required. After adjustments are completed and totals are correct, return to EOD screen and click �OK� button to initiate EOD.

9. End of Day Procedures (cont) EOD completion message is displayed. A successful EOD returns reports from shore side. Access these shore reports from �Shore Reports� folder on your desktop.

10. �Weekend� EOD If the server or a laptop is outside of Disbursing, EOD can be run �remotely�. Designated personnel double-clicks the EOD icon located on desktop to start the process. It is Disbursing�s responsibility to check results of EOD daily.

11. End of Day Report

12. End of Month Procedures

13. End of Month Check-off Sales Officer: Perform EOM at vending machines Indicate EOM on Disbursing App for Vending and Ship�s Store. Disbursing Officer: Indicate EOM on Disbursing Application (IEOD screen) for Disbursing. Reset Disbursing Accountability Summary Report (DASR) to zero utilizing Safe Bank Transaction function.

14. EOM Procedures Worksheet A Navy Cash EOM Procedure Worksheet that consolidates the procedures for the various steps and phases of the EOM process for Disbursing, Sales and Food Service is included in Appendix R of the SOP. Automates generation of EOM spreadsheet using shore numbers and SF215 deposit ticket and SF 5515 Debit Voucher numbers.

15. EOM Sequence Initiate EOD Click on EOM box and select correct month/year (no longer grayed out after Sales EOM completed) Click �Submit� 1. Ensure the proper month and year during this EOM process�.1. Ensure the proper month and year during this EOM process�.

16. EOM Sequence (cont) Procedures for EOM are as follows: You are prompted for verification of EOM with total amounts, so you can back out if necessary. After verification, EOM completion message is displayed. When EOM returns from shore side, verify the generated shore reports.

17. Vending and Ship�s Store Multiple EOM Multiple EOMs may be performed for Turnover Closeout. Current Month -The Disbursing Officer can do multiple EOM close-outs. Select the current month in the �Display Status for Period� drop-down box. Close out cannot be done until all vending and ship�s store merchants have been properly closed out. At true EOM, the same steps are followed, and the EOM numbers will start from the previous month end, not the midmonth closeout, and include the full month�s receipts. The reports will include numbers for the entire month, but the current Disbursing Officer will only be responsible for the latter part of the month.

18. Vending and Ship�s Store Multiple EOM (cont) Previous Month EOM -The Disbursing Officer can do an EOM close out for the previous month by selecting the previous month drop-down box in the �Display Status for Period�. This is as long as no other close-out was completed in that month. Once the month changes, multiple EOMs are no longer possible for the previous month. If necessary the Navy Cash Call Center can assist the ship in recovering the numbers for previous month

19. EOM Spreadsheet Once EOM is indicated, please follow these instructions to access the Excel EOM Spreadsheet and a Comma Separated Value (CSV) file from your server station directly at My Computer -? Q:\files\navydata\work. If you are not able to locate these two files at Q:\files\navydata\work, you should be able to locate these files at: Q:\files\navydata\report\shore\<batchid> folder, as Marine Disbursing should have already moved the files from Q:\files\navydata\work to Q:\files\navydata\report\shore\<batchid> folder NOTE: You will not be able to access and copy these files from your desktop workstation as your workstation only allows for View Only access.

20. EOM Spreadsheet (Cont) The file name format is listed below: NavySettlement_Y_M_(Timestamp).xls ShipName_BatchID_YearMonth_EOP_SETTLEMENT_RPT_SMRY_M_ (Timestamp).CSV For example: BAINBRIDGE_V23153_935_200803_EOP_SETTLEMENT_RPT_SMRY_M_20080317_114830.csv

21. EOM Spreadsheet (Cont) Server monitor screen shot of My Computer: Q:\files\navydata\work

22. EOM Spreadsheet (Cont) Right Click and Copy the above mentioned files to a floppy disk, and move the files from the Q:\files\navydata\work folder to the Q:\files\navydata\report\shore\<batchid> folder that contains the monthly reports for that month Server monitor screen shot of My Computer: Q:\files\navydata\report\shore

23. EOM Spreadsheet (Cont) Right Click and Copy both of the above-mentioned documents (data file and the spreadsheet) to a floppy disc and then move it to workstation that has excel Make sure that in this new folder there is only one data file (Only one .CSV file) Open the spreadsheet. Fill in the password ('navycash' for Navy) In Excel, it will be necessary to enable Macro Processing, and to set the security settings to LOW. This is done with the Tools->Macro->Security pull down menu entry. Press the Ctrl + �F� keys on the keyboard to populate the excel spreadsheet with the shore numbers, voucher totals, voucher numbers, and the voucher dates. Data enter the ship�s numbers and any variances already agreed upon on the shore side of the spreadsheet.

24. EOM Spreadsheet (Cont) Save and name the EOM Spreadsheet. Forward the EOM Spreadsheet to Navy Cash for settlement. The EOM Spreadsheet should contain the following: Ship totals Shore totals Any variances agreed upon Voucher totals, voucher numbers, and voucher dates If the variances are not included on the EOM Spreadsheet, Navy Cash will enter any previous variances already agreed upon, into the excel spreadsheet on the shore side of the spreadsheet. Navy Cash will send the final version of the EOM Spreadsheet to the Navy for approval. Navy Cash and the Navy will then close EOM. NOTE; The voucher numbers generated by the spreadsheet need to be reflected on the ship�s 1219. Preprinted vouchers on board the ship will no longer be used for EOM merchants.

25. EOM Spreadsheet (Cont) The new EOM Spreadsheet will include a section for Strip (5a) and Chip (5b) Disbursing activities. If your ship does not have, Strip Disbursing activity, only the Chip Disbursing section will be populated when the Ctrl �F� function is used. If a ship does have Strip Disbursing activity, two voucher numbers should be submitted on the1219 (one for strip and one for chip).

26. EOM Spreadsheet (Cont) If you do not receive the EOM spreadsheet from Navy Cash Technical Support, here is how you will create the voucher numbers. The deposit ticket number (Sf215) is a 6 digit number (ABCDEF) and is to be created as follows: A = �2� B = �1� - Disbursing Chip to Cash �2� � Disbursing - Concessionaires Reimbursed �3� � Food Service Sales total �4� � Food Service Surcharges total �5� � Sales total C = �0� (zero) DEF = �123� where 123 are the last 3 digits of the batch_ID for the batch that contained the last of the EOM/P flags

27. EOM Spreadsheet (Cont) The debit voucher number (Sf5515) is a 5 digit number (ABDEF) and is to be created as follows: A = �2� B = �6� - Disbursing Cash to Chip �7� - Disbursing Check or Cash to Strip DEF = �123� where 123 are the last 3 digits of the batch_ID for the batch that contained the last of the EOM/P flags

28. EOM DASR Reset

29. EOM DASR Reset (cont) 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

30. View Log Check the View Log after running EOD/EOM Look for any ERROR messages 1. Explain about Past Logs and troubleshooting processes utilizing this. Possibly making copy of view to email to trouble desk�.1. Explain about Past Logs and troubleshooting processes utilizing this. Possibly making copy of view to email to trouble desk�.

31. Shore Reports

32. Shore Reports Transaction reports will be generated from EOD/EOM for:

33. Shore Reports (cont) Compare daily reports with reports from other existing systems to verify accuracy 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

34. Shore Reports (cont) Disbursing will print reports for all merchants. Reports can also be saved electronically and sent via email. For more information on reports, refer to the Reports section in the Navy Cash SOP.

35. Shore Report Folder

36. Shore Reports � Daily Negative Balance Report

37. Revised Negative Balance Report Negative Balance Report lists all Navy Cash accounts with negative balances and indicates: if an account is negative due to an ACH transfer request returned for NSF; if the negative balance is covered by automatic representment; and if the NSF is from the initial ACH transfer request or either of the two representments.

38. Revised Negative Balance Report If negative balance covered by automatic representment, details of pending representment listed immediately below line of account data. Disbursing should not take collection action on negative account for which details are listed, because representment actions are pending.

39. Revised Negative Balance Report If the ACH REPRESENTMENT COUNT=0, ACH request scheduled to be represented for first time on the date. If the ACH REPRESENTMENT COUNT = 1, either ACH request was represented on the date and is in five-day waiting period, or ACH request scheduled to be represented for second time on the date.

40. Revised Negative Balance Report If the ACH REPRESENTMENT COUNT = 2, ACH request was represented second time on the date and is in five-day waiting period. Disbursing should initiate collection action immediately on all negative accounts for which no details are listed, because no representments are pending.

41. Shore Reports � Returned Items

42. Shore Reports � Payroll Report This report should be reviewed during every split pay, for any split pay not processed.This report should be reviewed during every split pay, for any split pay not processed.

43. Shore Reports � Wardroom Mess

44. Shore Reports � Postal Daily Transaction Report

45. Shore Reports � Daily Transaction Summary

46. ACH Shore Report (cont) ACH Report is designed to identify Blocked ACH members. Report identifies Last name, Middle initial, First name, Last 4 SSN, Account number, and Decline count. Used as a verification tool, to assure that accounts are suspended.

47. Daily Blocked Account Shore Report

48. Expired Card Report The Expired Card report is a shore report designed to identify Navy Cash cards expiring within a thirty day window.

49. Expired Card Report (cont) The following is an example of an �Expired Card Report�.

50. Questions