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Navy Cash Training Sales Unit 2: Reports and Maintenance

Objectives. Discuss the different types of Navy Cash reports.Explain the End of Month (EOM) process.Demonstrate how to perform the End of Month (EOM).Demonstrate how to change a Card Access Device.Describe the procedure to add/remove a vending machine from the Disbursing application.Explain pro

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Navy Cash Training Sales Unit 2: Reports and Maintenance

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    1. Navy Cash Training Sales Unit 2: Reports and Maintenance This section is intended as program overview and history.This section is intended as program overview and history.

    2. Objectives Discuss the different types of Navy Cash reports. Explain the End of Month (EOM) process. Demonstrate how to perform the End of Month (EOM). Demonstrate how to change a Card Access Device. Describe the procedure to add/remove a vending machine from the Disbursing application. Explain procedures used to resolve system casualties.

    3. Disbursing Application Reports

    4. View Reports Select View Reports from the menu display. This will show the reports available for viewing. Click on the report desired Fill in the start and end dates for inclusive period then click Generate.

    5. Merchant Sales Summary Report The Merchant Sales Summary report provides total sales and transaction counts for each merchant. (used for Sales EOM).

    6. Non Vending Sales Report The Non Vending Sales Report details all operator transactions.

    7. MSO Summary Report The MSO Summary Report shows merchant sales total by operator.

    8. MSO Detail Report This report details merchant sales by operator. The report information can be extracted by a merchant, operator or both. Example (s) of its use: Research discrepancies Report by merchant outside of shore reports.

    9. MSO Detail Report (cont)

    10. Shore Reports

    11. Shore Reports Transaction reports will be generated from EOD/EOM for: Reconciliation Vending soda Reconciliation Vending store items Reconciliation Ships Store Transaction Summary Refund by Sale Activity Ships Store Vending soda Vending store items.

    12. Shore Reports (cont) Compare daily reports with reports from other existing systems to verify accuracy. All reports sent to ship from shore server are placed into a 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

    13. Shore Report Folder

    14. End of Month Closeout

    15. End of Month (EOM)

    16. EOM Phase One

    17. EOM Phase One (cont) Insert merchant card in CAD Turn the template over and using Merchant side of template Press right button once to activate EOM. The display will show End Month Activated. Perform an inventory of vending items. Verify EOM by pushing the middle button which then shows the date and time.

    18. EOM Phase Two for Sales

    19. EOM Phase Two for Sales (cont) The screen displays the vending parent or master account as well as the individual machines for each account. This is also where you would add or change vending machine or CAD information.

    20. EOM Phase Two for Sales (cont) Click on + before the parent merchant to display all machines. When all machines are displayed, it changes to a - sign. Parent merchants are displayed as the top-level accounts

    21. EOM Phase Two for Sales (cont) Each individual listed machine should have a green traffic light beside it to indicate that it is already closed out.

    22. EOM Phase Two for Sales (cont) Sales Officer: All machines under parent should display a stoplight. Highlight parent merchant displaying a yield sign. Check Indicate EOP for Vending Merchant. Click on Indicate EOP. Dont forget to close out the Ships Store accounts that do not have machines. Print Screen to record vending EOM date and time.

    23. EOM Reporting Totals from EOM Navy Cash reports are printed after EOM is completed and sent to JPMorgan Chase. Compare Shore reports against Cash Sales Memorandum (DD 1149) printed from ROM II back office computer using the NC EOM Worksheet. Totals should match: Any differences will be investigated with the assistance of the Disbursing Officer and JPMorgan Chase. Remember there may be outstanding refund chits and outstanding adjustments from the previous month.

    24. Maintenance Procedures

    25. K22 Preventive Maintenance Every 2 years: Replace the lithium battery inside the K22: Open back of k22 by pressing and lifting off the lid positioned on the back of the terminal. Remove three AA batteries if installed. Push on lithium battery and release (this will cause the lithium battery to pop out). Press new lithium battery into place with the + symbol facing up. Replace the AA batteries and replace the back panel cover.

    26. K22 Preventive Maintenance (cont) NOTE: Data will be lost if the lithium battery is removed while there is no power being applied to the K22. Make certain all transactions are downloaded prior to changing out the lithium battery.

    27. Changing a CAD Physically replace CAD in vending machine after making sure that the queue is empty) The Sales Officer logs into the Disbursing App and clicks on Vending and Ships Store. Click on the + to display vending machines under parent Highlight the vending machine

    28. Add/Remove Vending Machine

    29. Replacing Damaged/Lost Components Spare components are provided with the NC installation. The Sales Officer is responsible for all CADs, including spares. The DISBO is responsible for custody and programming of all K22s, including spares.

    30. Replacing Damaged/Lost Components (cont) When a component fails, a spare will be installed in its place. Using the approved Supply chain, contact NC depot for new replacements. Be sure to return the failed component to NC depot using packing materials from the replacement.

    31. Replacing Damaged/Lost Components (cont) Return failed parts to: L3 Titan Corporation - Engineering Services Division ATTN: NC Depot Lower Receiving Dock 3033 Science Park Rd San Diego, CA 92121

    32. Troubleshooting Equipment Problems

    33. ROM II Errors: Logging on The Navy Cash Proxy must be running on the ROM II POS and be set to the parameters on the example below: Improper parameters or a non-running Proxy will keep the attached K22 from logging on.

    34. ROM II Errors: Logging on (cont) The Operator ID for ROM II and Navy Cash must be the same to allow the operator to log onto ROM II and the K22 If they do not, the error message below will appear:

    35. ROM II Errors: Logging on (cont) The Navy Cash proxy must be running in order for POS terminal to logon. If not, the error message below will appear:

    36. K22 Errors Card has timed out: K22 screen will read CARD TIMEOUT. To clear the message, pull out card and re-insert Card has been blocked: K22 screen reads CARD BLOCKED, meaning the user has entered PIN incorrectly 3 times. The member must return to Disbursing and show ID to unblock PIN.

    37. K22 Errors (cont) 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 and not allowing the power to come on. Hold down the green OK key for a full five-count to re-initialize the K22.

    38. K22 Errors (cont) K22 turns off/on randomly: Check the train relief cover and verify that the plug is connected firmly and the cover in place. Ensure that the cable is not twisted at the connection point to the K22. If problem persists, replace K22 cable

    39. CAD Errors If transaction errors are displayed and CAD does not logon: Power on/off vending machine itself and see if that clears the error Change SAM If the previous items do not work, change out CAD. If the Queue has transactions that are not downloading: Check online status is the LAN up? Are routers powered off? Check cables from CAD to router.

    40. CAD Errors (cont) The CAD displays OUT OF STOCK when there is stock in the machine: Power on/off vending machine itself and see if that clears the error Change SAM If the previous items do not work, change out CAD. CAD will not read cards, even one that has just worked on another machine: Clean SAM If the previous items do not work, change out CAD.

    41. Changing Cads Remember, when changing out the CADs, you MUST return to the Sales Office and select the new CADs Terminal ID from the drop-down menu and assign the CAD to the proper machine!!

    42. Casualty Procedures

    43. Casualty Procedures If off ship communications go down, the NC system can run independently for several weeks. If the NC LAN or Server go down: Use K22s offline (provided operator is logged on) CADs will continue to work unless ships power is lost.

    44. Casualty Procedures (cont) In the worst-case scenario, go back to using cash. Disbursing Office still carries cash and The coin acceptors are still in place. When the system comes back online, the NC server onboard ship will be updated via shore communications.

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

    46. Questions

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