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Merchant Account Management: Reports and Maintenance

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 m

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Merchant Account Management: Reports and Maintenance

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    1. Merchant Account Management: Reports and Maintenance This section is intended as program overview and history.This section is intended as program overview and history.

    2. 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.

    3. End of Day

    4. End of Day Procedures Once a merchants business is secured at the end of business day, download K22 to NC server using following procedures:

    5. 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.

    6. 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.

    7. End of Month

    8. 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.

    9. Reports

    10. Reports DISBO will provide transaction reports generated from EOD/EOM for the following merchants: Post office Foreign vendors Wardroom MWR General Mess Commanding Officers Mess Chiefs Mess Flag Mess Chaplain

    11. 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.

    12. MSO Detail Report

    13. Shore Report

    14. Merchant Deposits

    15. 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 merchants bank on a daily basis with the exception of the Post Office.

    16. Deposits to Commercial Banks (cont) Agent Bank deposits collection to designated bank account IAW the following schedule: Transaction occurring Deposited* 1st 8th 8th 8th 15th 15th 16th 22st 21st 22nd 28th 28th * ACH request made to FRB Remember: Navy Cash utilizes GMT for transactions.

    17. 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.

    18. K22 Problems

    19. 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.

    20. 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.

    21. 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.

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

    23. Questions

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