Navy Cash Standard Operating Procedures - Financial Management ...

2.1 BackgroundThis chapter of the SOP describes the operation of the K22 Point-Of-Sale (POS) device andthe K80 Cashless Automated Teller Machine (ATM).NOTES:1. Operator is defined as a properly authorized agent clerk/cashier or functionalmanager (payee) that performs Navy Cash transactions. For example, the ship’s storecashier, a disbursing clerk, the wardroom cashier or officer, and the MWR custodianare operators.2. Cardholder is defined as any person holding a Navy Cash card or making a purchase(payer) or receiving a refund with their Navy Cash card at any merchant on the ship.3. Merchant is defined as the shipboard activity that supplies items or services to bepurchased or makes a refund. The ship’s store, MWR, private messes, and post officeare all merchants.2.2 Planned Maintenance SystemPreventive maintenance for the Navy Cash Financial System is covered through the PlannedMaintenance System (PMS). PMS information for Navy Cash is available from the ship’sMaintenance and Material Management (3-M) Coordinator. Maintenance Index Page (MIP)number 6541/080-14 applies to Navy Cash. In particular, proper cleaning of the card readers cansignificantly reduce the incidents of card readers failing to read the Navy Cash card.2.3 K22 Point of Sale DeviceThe K22 is a handheld Point-Of-Sale (POS) device that is used to record sales transactions inthe Navy Cash system. It can be operated online or offline and has a battery backup in the eventof power failure to continue to operate and to protect data. The disbursing office has portableK22s that may be checked out when required. Since a limited number of these portable devicesare available, they must be returned to the disbursing office as soon as possible after use.2.3.1 Basic Day-to-Day Retail Operations (Normal Mode)The operation of the K22 in recording sales transactions is relatively straightforward and isexplained in basic terms in the following few paragraphs. Subsequent paragraphs contain moredetailed explanations and describe modifying the K22 device setup to, for example, change themode or add, delete, or modify merchants, events, or amounts.a. Operator Log On. The operator must first log on the Navy Cash system in order tooperate the K22 (see paragraph 2.3.11.a for a more detailed description). The operator willremain logged on the system until he or she specifically logs off.(1) Online Mode. In the online mode, the K22 is connected directly to the LocalArea Network (LAN) and the operator selects the “OK” key to turn the K22 on.(a) The K22 automatically boots up and displays the Operator Log-On screen,prompting the operator for Operator ID.NC SOP Ver 1.12 Chpt 2 K22 K80.doc 2-2 16-Aug-07