Navy Cash Standard Operating Procedures - Financial Management ...

Working Draftb. Bulk Refunds consists of four basic parts, each of which will be discussed in turn.• Event Processing• Programming the K22 Point-Of-Sale (POS) Device• Bulk Refunds• Reportingc. Event Processing. Although developed primarily for MWR, event processing allowsany merchant on the ship to specify events for collections and reporting (see paragraph 8.4.30,Event Maintenance).(1) To set up event processing, the merchant must coordinate with the DisbursingOfficer, who will use the Event Maintenance function in the Navy Cash application to enter anevent name and event description and create an event code.(2) Event Codes. Event codes provide the ability to track events that are purchasedusing Navy / Marine Cash so that sales transaction data can be reported by event and a bulkrefund can be performed at a later time if necessary. Once an event code is created, a merchantcan use it during sales by selecting the appropriate function key on a K22 that has beenconfigured with event codes, although selecting an event is not required to complete a sale.Event codes are not reusable.d. Programming the K22 POS Device. Following the instructions in Chapter 2 (seeparagraphs 2.3.3 and 2.3.9), the K22 can be programmed with up to three event codes for each ofthree merchants, with each event assigned to a different function key. When transactions arecollected on a K22 that has been properly configured, the sales clerk will be able to indicatewhich event the cardholder is purchasing by selecting the appropriate function key. This eventcode information is then held in the database for reporting purposes and for a bulk refund if oneshould become necessary.e. Bulk Refunds. When requested by an appropriate merchant, the Disbursing Officercan initiate a bulk refund on the ship using the Navy Cash application. For each event refunded,the full purchase amount will be credited to each cardholder’s strip (Navy / Marine Cash) accounton the ship. This credit will be reflected ashore after the next end-of-day round trip is completed.A bulk refund can only be initiated one time for any one event.(1) To enter the “Bulk Refunds” function, the Disbursing Officer clicks on the“Bulk Refunds” link in the funds transfer options window.(2) Select Event. To refund an event, select the appropriate event in the “SelectEvent for Refund” box and click the “Refund” button.(3) Check Status. To check the status of a refunded event, look at the appropriateevent in the “View Refund Request Status Details” box.(a) Review Bulk Refund Exceptions Report. Although the status of a refundrequest may indicate “Processed Successfully”, the Disbursing Officer and MWR Officer mustreview the Bulk Refund Exceptions Report to ensure that all transactions were refunded.NC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-29 16-Aug-07