Navy Cash Standard Operating Procedures - Financial Management ...

g. To identify an error, the treasurer should compare the more detailed Navy Cashreports which list every Navy Cash transaction performed that day to the Record of Collections,the Record of Expenditures, and the Refund Control Log to determine, through the process ofelimination, which transactions are missing or were recorded at incorrect amounts. The Non-Vending Sales Report, MSO Summary Report, and MSO Detail Report can be generated on theship at the Navy Cash workstation in the disbursing office. If the Navy Cash EOD process andround trip have already been completed, the General Mess Daily Transaction Detail Reports canalso be retrieved from the shore reports directory (see paragraph 8.4.24.n) on the Navy Cashworkstation (see paragraph 4.17.3 for a sample report).h. Probable error conditions and corrective actions:(1) Condition: The detailed Navy Cash report shows a collection or refundtransaction but a corresponding entry in the Record of Collections or Record of Expendituresdoes not exist. Corrective Action: The treasurer will first confirm that the collection or refundreported on the Navy Cash report is correct. If correct, the treasurer will make a correspondingentry in the Record of Collections or Expenditures. If incorrect, the treasurer will reverse thecollection by issuing a refund to the member in the amount of the original erroneous collection inNavy Cash.(2) Condition: The detailed Navy Cash report shows a collection transaction butrecorded at an amount different than what is recorded in the Record of Collections. CorrectiveAction: The treasurer will determine the correct amount for the transaction and, if the correcttransaction amount is greater than the amount collected, the Record of Collections will becorrected and the treasurer will contact the member and request payment of the difference inNavy Cash. If the correct transaction amount is less than the amount collected, the Record ofCollections will be corrected and the treasurer will refund the difference to the member in NavyCash.(3) Condition: The detailed Navy Cash report shows a refund transaction butrecorded at an amount different than what is recorded in the Record of Expenditures. CorrectiveAction: The treasurer will determine the correct amount for the refund transaction and, if thecorrect transaction amount is greater than the amount refunded, the Record of Expenditures willbe corrected and the treasurer will refund the difference to the member. If the correct refundamount is less than the amount refunded, the Record of Expenditures will be corrected and thetreasurer will contact the member and request repayment of the difference in Navy Cash.(4) Condition: The Record of Collections shows a collection transaction occurredon the day of reconciliation but a corresponding transaction was not been recorded in the detailedNavy Cash report. Corrective Action: The treasurer will confirm that the collection entry in theRecord of Collections is correct. If correct, payment was never made and the treasurer mustcontact the member and request payment in Navy Cash. If incorrect, the treasurer will reverse(cancel) the entry in the Record of Collections.(5) Condition: The Record of Expenditures and/or the Refund Control Log shows arefund transaction was liquidated on the day of reconciliation but a corresponding transaction hasnot been recorded in the detailed Navy Cash report. Corrective Action: The treasurer willconfirm that the refund entries and liquidation annotations in the Record of Expenditures andRefund Control Log are correct. If correct, the refund was not liquidated by the member on theday of reconciliation. The liquidation annotations on the Record of Expenditures and RefundNC SOP Ver 1.12 Chpt 4 Pvt Mess.doc 4-12 10-Aug-07