Merchant Account Management: Reports and Maintenance

1
Merchant Account ManagementReports and
Maintenance
Merchant Unit 2
2
Objectives

• Explain the procedures and reports associated
  with End-of-Day process.
• Explain the procedures and reports associated
  with End-of-Month process.
• Describe the various reports associated with the
  Merchant account management.
• Explain schedule of deposits to commercial banks
  and merchant to merchant transfers.

3
End of Day
4
End of Day Procedures

• Once a merchants business is secured at the end
  of business day, download K22 to NC server using
  following procedures

- ONLINE Mode, sales transactions are
downloaded to NC server automatically. -
OFFLINE Mode, an asterisk is
displayed in upper right hand corner of
screen. - An exclamation point ! will be
displayed when transactions have been
recorded and need downloading.
5
EOD Procedures (cont)

• When K22 is connected to the LAN
• The asterisk on the screen disappears
• Download starts automatically.
• The exclamation point ! remains displayed until
  all transactions have been downloaded to the
  server.
• Disconnect K22 from network after ! disappears.
• If K22 gets disconnected while downloading,
  reconnect it immediately.

6
Post Office End of Day

• PC logs off the K22
• Refunds are handled using USPS form 3533.
• Prepare PS Form 1412-B
• DO runs MSO detail report using merchant ID, to
  compare against PS Form 1412-B.
• PC sends PS Form 1412-B to servicing Postmaster
  via email daily, including negative balance
  report.
• Attach Merchant Sales Summary report to 1412-B to
  be retained.

7
End of Month
8
End of Month Reporting Procedures

• Monthly operating statement are prepared IAW
  existing procedures.
• When NC is used to collect sales and surcharges,
  the NC totals are combined with cash. For
  reporting purposes, treat NC collections as if
  they are actual cash collections.

9
Reports
10
Reports

• DISBO will provide transaction reports generated
  from EOD/EOM for the following merchants
• Post office
• Foreign vendors
• Wardroom
• MWR
• General Mess
• Commanding Officers Mess
• Chiefs Mess
• Flag Mess
• Chaplain

11
Reports (cont)

• Compare daily reports with reports from other
  existing systems to verify accuracy.
• Discrepancies in reports should be investigated
  IAW existing procedures. The DISBO will be able
  to supply additional information.

12
MSO Detail Report
The following is an example of a MSO detail
report.
Run Date 1/15/04 Location R22202 Run
Time 74849 PM Start Date
1/15/04 Report Name NC_SHIP_149 End Date
1/15/04 Navy Cash Transactions Merchant -
Operator Detail Report
Merchant Operator
Amount Date Transaction
Merchant ID Operator ID ------------------
-- -------------------- ---------- -----------
--------------- ------------- ------- WARDROOM
MESS - DUES GOOD, JOHNNY B 10.00
01/15/04 165721 Chip POS Purchase
800000003677 4008 WARDROOM MESS - FOOD GOOD,
JOHNNY B 110.00 01/15/04 166021
Chip POS Purchase 800000003678 4008
-------------------- -------------------- --
-------- ----------- ---------------
------------- ---------
Sub Total 120.00

-------------------- -------------------- --------
-- ----------- ---------------
------------- --------- NAVY DISBURSING
PAINE, OUCH -169.59 01/15/04
160251 Chip withdrawal 800000003693 1037
NAVY DISBURSING PAINE, OUCH
20.00 01/15/04 162022 Load Cash to
Chip 800000003693 1037 NAVY
DISBURSING PAINE, OUCH 576.00
01/15/04 165800 Load Check to Chip
800000003693 1037
-------------------- -------------------- -------
--- ----------- ---------------
------------- --------
Sub Total 426.41

-------------------- -------------------- ----
------ ----------- ---------------
------------- -------- SHIP STORE 1
VACHOK, JOE 112.75 01/15/04
164700 Chip POS Purchase 800000003701 3311
SHIP STORE 1 VACHOK, JOE
20.80 01/15/04 164820 Chip POS
Purchase 800000003701 3311
-------------------- -------------------- --------
-- ----------- ---------------
------------- ---------
Sub Total 133.55

-------------------- ------------------
-- ---------- ----------- ---------------
------------- --------- SHIP STORE 1
FIRESTARTER, LANEY 18.05 01/15/04
150036 Chip POS Purchase 800000003701 3312
SHIP STORE 1 FIRESTARTER,
LANEY 2.00 01/15/04 151636 Chip POS
Purchase 800000003701 3312 -------------------
- -------------------- ---------- -----------
--------------- ------------- ---------
Sub Total 20.05

-------------------
- -------------------- ---------- -----------
--------------- ------------- --------- POST
OFFICE - MONEY RIADO, NEB 250.25
01/15/04 153759 Chip POS Purchase
800000003722 8855 POST OFFICE -
STAMPS RIADO, NEB 7.40 01/15/04
153853 Chip POS Purchase 800000003723 8855
-------------------- -------------------- ----
------ ----------- ---------------
------------- ---------
Sub Total 257.65

-------------------- -------------------- --------
-- ----------- ---------------
------------- ---------
13
Shore Report
The following is an example of a Shore report for
a particular merchant.
Run Date12/17/2002 Run Time 001233 Report
NameTRAN_WardroomMessFood_D
Navy Cash Daily
Transaction Detail Report - WARDROOM MESS FOOD

Location USS TITAN
Date 12/15/2002
045325 To 12/16/2002 070945 Batch Id
R22202_971 Last Name
First Name SSN Account Date and
Time Value ---------- -----------
------- ----------- ----------------
------- BOARDWAY BOARDWALK 7095
9999999961244 12/15/2002 150453
30.53 GRUBB SCRUBB 3055
9999999938747 12/15/2002 203323
29.13 LINDEE LANDEE 6054
9999999140790 12/15/2002 202622
34.73 MANTO TIGER 5839
9999999995721 12/15/2002 205735
30.53 PAGANO MAGANO 1043
9999999163396 12/15/2002 144622
34.73 RIVERA RICKY 8209
9999999135550 12/15/2002 204339
33.28 SLAYDON SLAYER 3901
9999999959867 12/16/2002 021143
29.13 SLEDGE HAMMER 5038
9999999954488 12/15/2002 202321
29.13 SNIPES WESLEY 2957
9999999185274 12/15/2002 202025
31.93
---------- Total
Transactions
283.12
End of the
Report

14
Merchant Deposits
15
Deposits to Commercial Banks

• It is very important for the Merchants to
  understand that funds collected using NC are NOT
  immediately available for expenditure from
  commercial bank accounts.
• NC does not settle with the merchants bank on a
  daily basis with the exception of the Post
  Office.

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Deposits to Commercial Banks (cont)

• Agent Bank deposits collection to designated bank
  account IAW the following schedule
• Transaction occurring
  Deposited
• 1st 8th
  8th
• 8th 15th
  15th
• 16th 22st
  21st
• 22nd 28th 28th
• ACH request made to FRB
• Remember Navy Cash utilizes GMT for
  transactions.

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Merchant to Merchant Transfers

• Merchant cards have a chip limit up to 9,999.99
• For transactions in excess of the chip limit,
  multiple payments can be made to the merchant.
• Merchants will see money transfers effective
  after next EOD round trip.

18
K22 Problems
19
Common K22 Problems

• Card timeout
• K22 reads CARD TIMEOUT on screen. Simply pull
  out card and re-insert into slot.
• Card blocked
• Screen reads CARD BLOCKED. This means the user
  has entered PIN incorrectly 3 times and they
  must return to Disbursing, The member must then
  show ID to have the PIN unblocked.

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Common K22 Problems (cont)

• K22 screen is dark
• Make sure the K22 has power. Ensure that the K22
  is either plugged in or has fresh batteries.
• Make sure that the small recessed red Cancel/Off
  key is not stuck under the lip and therefore
  constantly down not allowing the power to come
  on.
• Hold down the green OK key for a full five-count
  to re-initialize the K22.

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Common K22 Problems (cont)

• K22 turns off/on randomly
• Check strain relief cover and verify that the
  plug is connected firmly and the cover is in
  place.
• Ensure that the cable is not twisted at the
  connection point to the K22.
• If problems persists, replace K22 cable.

22
REMINDER

• Training is not over!
• During the week of Go-live you will receive OJT
  on everything you have just learned and more.

23
Questions