Navy Cash Standard Operating Procedures - Financial Management ...

Working Draft(5) After all the vending machines for a particular merchant display the greentraffic light icon, a yellow traffic sign will be displayed next to the merchant, and the SalesOfficer can initiate an EOM for that merchant (parent).(a)(b)Highlight specific merchant in “Merchants and Vending Machines” box.Click the check box next to “Indicate End of Period for Merchant”.(c) Verify the “End of Period Month” and “End of Period Year” by scrollingdown the respective menus.(d)Click on the “Indicate EOP” button.(e) When the prompt is displayed, verify that EOM is desired for the specifiedmerchant by clicking the “OK” or “Cancel” button as appropriate.(f) Print the screen to record the vending EOM date and time. In Navy Cash, alldates and times are recorded and reported in Greenwich Mean Time (GMT) (CoordinatedUniversal Time (UTC)).(6) The procedure in paragraph (5) above is followed until all merchants, includingship’s store are closed out. A green traffic light icon displayed next to a merchant indicates thatthe merchant and all of its vending machines (if any) have indicated their EOMs.(7) The EOM indicators for the vending machines and ship’s store are sent to theNavy Cash back end ashore whenever the Disbursing Officer performs the next “Indicate End ofDay” function.(8) Once the EOM process has been completed for all vending and ship’s storemerchants, the Sales Officer should notify the Disbursing Officer. Once all vending and ship’sstore merchants have been properly closed out, the “Indicate End of Month” field on the“Indicate End of Day” screen (see paragraph 8.4.24) will no longer be grayed out. TheDisbursing Officer can then complete the third step in the sequence for closing out each month atthe next appropriate end of day (see paragraph 8.4.24.g). If ROM II inventories do not balancewith Navy Cash collections, any or all machines can be re-inventoried by simply restarting theinventory process at Phase 1 Step 2 (see Appendix A). When the vending machine operatorinserts the Merchant Card into the CAD and presses the right-hand button on the CAD to activatethe EOM function, the date and time stamp in the Navy Cash system will be reset to the new dateand time. If a recount is necessary after the Disbursing Officer has completed the EOM, theDisbursing Officer must reinitiate the EOM in order to incorporate the new numbers.(9) EOM reports will not be available until the Disbursing Officer completes theEOM process by clicking the “Indicate End of Month” check box at the next appropriate end ofday.NC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-93 16-Aug-07