Navy Cash Standard Operating Procedures - Financial Management ...

Working Draft(c) The Disbursing Officer or Sales Officer then selects (highlights) theappropriate 16-digit alphanumeric CAD Terminal ID number for the new CAD from the “CADTerminal ID” drop-down box.• When a CAD is installed in a vending machine, the CAD 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 unassigned CADs, the correct 16-digit CAD Terminal ID numbers can beverified at the CADs themselves by pressing the right-hand button of the three hiddenbuttons. The “No Card” side of the CAD template depicts where the buttons are located onthe CAD (see Appendix A, Vending Maintenance).(d) Once all the information is entered or selected, the Disbursing Officer orSales Officer clicks the “Add Vending Machine” button to update the system. At this time theDisbursing Officer or Sales Officer will be prompted to verify information for the CAD andvending machine being added, which is done by clicking the “OK” or “Cancel” button asappropriate. If the “Cancel” button is clicked, the change is not made, and the Disbursing Officeror Sales Officer either exits this portion of the application or re-enters the information for thechange desired. No transactions can occur at the vending machine until the CAD is associatedwith the vending machine in the Navy Cash application.(e) It is the responsibility of the ship to install any new vending machine andpull the cabling from the nearest Navy Cash router to the new machine. The Navy Cash depotand 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.(4) Updating Vending Machine Information, Changing a CAD, or Removing aVending Machine.(a) To update vending machine information, change a CAD, or remove avending machine from the system, the Disbursing Officer or Sales Officer first highlights(selects) the appropriate vending machine in the “Merchants and Vending Machines” window onthe “Vending and Ship’s Store” screen.(b) To remove a vending machine, the Disbursing Officer or Sales Officerclicks the “Remove Vending Machine” button. At this time the Disbursing Officer or SalesOfficer will be prompted to verify removing the vending machine, which is done by clicking the“OK” or “Cancel” button as appropriate. If the “Cancel” button is clicked, the change is notmade, and the Disbursing Officer or Sales Officer either exits this portion of the application orre-enters the information for the change desired. If the “OK” button is clicked, the vendingmachine and associated CAD are removed from the system.(c) To update vending machine location, the Disbursing Officer or Sales Officerselects (highlights) the entry in the “Machine Location” box and enters the new locationinformation.NC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-89 16-Aug-07