Navy Cash Standard Operating Procedures - Financial Management ...

Working Draft8.4.23 Note Maintenancea. A “Note” is a memo internal to Navy Cash that is stored in a cardholder’s memberprofile. “Disbursing Notifications” notes are sent by the Navy Cash shore side primarily to notifythe ship of any replication conflicts between ship and shore. On board the ship, the “NoteMaintenance” function enables the disbursing office to view the notes stored in member profilesand to add notes to log efforts to clear negative balances. The ability to add notes can be used toboth coordinate actions taken within the disbursing office to clear negative balances and todocument those actions for the chain of command or auditors. Initially, the only “Note Type”that can be generated on the ship is a “Negative Balance” note.b. To view or add a note, the Disbursing Officer clicks on the “Note Maintenance” link.If the “View Disbursing Notifications” checkbox at the top of the screen in the “Card notPresent” box is checked, only the notes that report replication conflicts between ship and shoreare displayed. If the checkbox is unchecked, all notes are displayed. To view a particular note:c. “View Disbursing Notifications” Checkbox Unchecked.(1) If the cardholder’s Navy Cash card is available, the Disbursing Officer insertsthe card into the K22 and clicks the “Get Card Info” button in the “Card Present” box.(2) If the cardholder’s Navy Cash card is not available, the Disbursing Officerenters the cardholder’s SSN or the MasterCard number from the front of the cardholder’s NavyCash card or the cardholder’s last name or the initial letter or letters of the last name in the “Cardnot Present” box and then clicks the “Search” button.(3) If needed, the “Help” button can be pressed to display the procedures to searchfor a cardholder’s name and to view and add notes.(4) The application brings up the names associated with the search criteria.(5) After verifying the cardholder’s identity, the Disbursing Officer highlights thecorrect name in the “List of Members Matching Search Criteria” box, and a listing of all thenotes in the cardholder’s member profile appears in the “List of Notes for Highlighted Member”box. The most recent note is listed first. With the “View Disbursing Notifications” checkboxunchecked, this includes both “Disbursing Notifications” and “Negative Balance” notes.NC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-63 16-Aug-07