Navy Cash Standard Operating Procedures - Financial Management ...

a. Adding a New Vending Machine and CAD(1) It is the responsibility of the ship to install any new vending machine and CADand pull the cabling from the nearest Navy Cash router to the new machine. The Navy Cashdepot and field support contractor can advise the ship on the nearest available router. Any costsassociated with this effort, including travel, will be borne by the ship. The ship can contractdirectly with the Navy Cash depot and field support contractor to pull cable, hook up theequipment, or come on board after the installation is complete to set up the new machine in theNavy Cash system configuration.(2) No transactions can occur at the vending machine until the CAD is associatedwith the vending machine in the Navy Cash application.(3) Once the new vending machine and CAD have been installed, the Navy Cashsystem configuration has been set up, and the vending machine has been powered up, theDisbursing Officer or Sales Officer clicks on the “Vending and Ship’s Store” link in the NavyCash application. When the “Merchants and Vending Machines” menu tree is expanded, thescreen displays all the merchants, all the vending machines associated with each merchant, andthe Terminal ID numbers for the CADs “tied” to each of the vending machines. The DisbursingOfficer or Sales Officer then highlights (selects) the appropriate merchant.(4) A description of the new vending machine, for example, Candy #3, is entered inthe “Vending Machine ID” box, and the location of the new machine on the ship is entered in the“Machine Location” box.(5) The Disbursing Officer or Sales Officer then selects (highlights) the appropriateCAD Terminal ID number for the new CAD from the “CAD Terminal ID” drop-down box.When a CAD is installed in a vending machine, the Terminal ID number is transmittedautomatically from the CAD to the system and listed as unassigned until it is assigned to theappropriate vending machine when the next step is completed. If there are multiple unassignedCADs, the correct Terminal ID numbers can be verified at the CADs themselves by pressing theright-most of the three hidden buttons. The “No Card” side of the CAD template depicts wherethe buttons are located on the CAD (see Appendix A, Vending Maintenance).(6) Once all the information is entered or selected, the Disbursing Officer or SalesOfficer clicks the “Add Vending Machine” button to update the system. The Disbursing Officeror Sales Officer will be prompted to verify information for the CAD and vending machine beingadded, which is accomplished by clicking the “OK” or “Cancel” button as appropriate. If the“Cancel” button is clicked, the change is not made, and the Disbursing Officer or Sales Officereither exits this portion of the application or re-enters the information for the change desired.b. Changing a CAD(1) The vending machine operator installs the new CAD and powers up the vendingmachine. No transactions can occur at the machine until the CAD is associated with the machinein the Navy Cash application.(2) The Disbursing Officer or Sales Officer clicks on the “Vending and Ship’sStore” link. When the “Merchants and Vending Machines” menu tree is expanded, the screenNC SOP Ver 1.12 Chpt 7 Ship Store.doc 7-13 16-Aug-07