Navy Cash Standard Operating Procedures - Financial Management ...

Working Draft8.5.2 Concessionaire Sales by Vendors in a Foreign Porta. In some foreign ports, the Navy Exchange (NEX) Europe District and the NEXYokosuka, Japan, contract with certain vendors to sell merchandise on board ships. The NavyCash system can be used to accommodate these sales.b. As a part of the contract agreement, the foreign concessionaire vendors pay acommission to the ship and the NEX based on a percentage of the total retail value of gross salesas outlined in each concessionaire’s contract. The concessionaire will pay 50 percent of thecommission to the ship’s Sales Officer prior to the vendor leaving the ship. The concessionairewill pay the remaining 50 percent of the commission to the NEX District Office from which thecontract was let.c. When the ship pulls into port, the Sales Officer will check out the appropriate numberof battery-operated K22 POS devices from the disbursing office to issue to each vendor. TheseK22s will be programmed for “FOREIGN CONCESSIONAIRE” in accordance with Chapter 2of this SOP. Each vendor will log in on the K22 using a separate operator ID assigned by theDisbursing Officer to enable Navy Cash reports to be separated by operator. The vendor will beresponsible for this device and use it to record transactions and collect value from thecardholders’ Navy Cash cards.d. At the end of each day or at the end of the port visit, each vendor will report to theSales Officer and present the K22 and all appropriate paperwork. The Sales Officer will takeeach K22 to one of the available Navy Cash “download boxes” or serial ports, for example, inthe disbursing office or sales office. When plugged in, the K22 will automatically upload salesinformation to the Navy Cash server. Where possible, the Sales Officer should set the vendors upwith the K22s in the on-line mode, which will allow for real time reporting of Navy Cashtransactions to the Navy Cash server.e. The Disbursing Officer will generate and print out a Merchant Transactions Reportsorted by Operator ID. The Sales Officer will compare this report to the Concessionaire NumberControl Log and the total of the SS-141 forms to verify that the amounts reported are correct.f. The Sales Officer will report these totals to the Disbursing Officer. The DisbursingOfficer will cut an ex-cash remittance check for each vendor for their total sales receipts and givethe checks to the vendors. The Disbursing Officer will increase line 2.1B and line 6.9 of his orher DD 2657 by the amount of the vendors’ checks. In addition, the Disbursing Officer willupdate the check issue log and all other applicable documentation required by DOD FMRVolume 5.g. The Disbursing Officer will create a Journal Voucher, OF 1017-G, for foreignconcessionaire vendors to record the amount of each ex-cash remittance check issued to thevendors for their sales during the month. At End Of Month (EOM), an SF 215 will be preparedfor the total amount of all checks issued to the foreign concessionaire vendors.NC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-122 16-Aug-07