Navy Cash Standard Operating Procedures - Financial Management ...

Working DraftIt is common practice, especially on larger ships, to specify different EOM or End-of-Period(EOP) closing dates for different vending machines. To assist in closing out each month, theNavy Cash application allows different closing dates to be specified for each vending machine.(1) Navy Cash enforces a sequence of steps for closing out each month or period.(a)First, all the vending machines for a particular merchant must be closed out.(b) Second, all the merchants must be closed out, to include both vendingmerchants and ship’s store(s).(c)Third, an EOM can be performed.(2) The “Indicate End of Month” field on the “Indicate End of Day” screen (seeparagraph 8.4.24) will remain grayed out until all vending machines and merchants are closedout in the proper sequence. In this way, an EOM cannot be initiated before all the vendingmachines and merchants are closed out.(3) The EOM process for vending and ship’s store is performed in two phases.(a) Phase one is performed at the vending machine using the CAD template andmerchant card to activate the CAD EOM function (see Appendix A, Vending Maintenance andSales End of Month) and includes a physical inventory for each machine. This is the first step inthe sequence for closing out each month, and all vending machines for a particular merchantmust be closed out before proceeding to phase two.(b) Phase two is performed at the sales office or disbursing office using theNavy Cash application to activate EOM for each merchant (parent) (see Appendix A, VendingMaintenance and Sales End of Month). This is the second step in the sequence for closing outeach month, and all the merchants, including both vending and ship’s store, must be closed outbefore the actual end of month can be performed.(4) To initiate EOM for each merchant (parent) (phase 2), the Sales Officer clickson the “Vending and Ship’s Store” link in the menu on the left-hand side of the Navy Cashapplication screen. The “Merchants and Vending Machines” box displays all the merchants, allthe vending machines associated with each merchant (if any), and the Terminal ID numbers forthe CADs “tied” to each of the vending machines.• A yellow traffic sign next to a vending machine indicates that an EOM must beperformed at the vending machine (see Appendix A, Vending Maintenance).• If an EOM has been performed at a vending machine, a green traffic light will bedisplayed next to the vending machine.• If an EOM has been performed on all vending machines associated with amerchant (parent), a yellow traffic sign will be displayed next to the merchant.• A red warning sign indicates that one or more of a merchant’s vending machineshave not indicated EOM. EOM must be completed at all vending machinesbefore EOM for the merchant can be initiated.• A green traffic light icon displayed next to a merchant indicates that the merchantand all of its vending machines (if any) have indicated their EOMs.NC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-92 16-Aug-07