Cashier Training United States Army Financial Management Command

Cashier Training United States Army Financial Management Command
(USAFMCOM) Operational Support Team Updated July 2015

AGENDA Action, Conditions, Standard Disbursing Office Set-Up
Module 1 – E-Commerce Systems > Eagle Cash Card (ECC) ECC Issuance Process ECC Reset Pin Process ECC Load Process ECC Sale Process Process Merchant’s Point of Sale (POS) Device Manual Kiosk Collection/Maintenance

AGENDA Module 2 – E-Commerce Systems > OTCnet
OTCnet Offline Application Overview Terms Password Guidance Logon to the Offline Application Scanning a Check Local Verification Database (LVD) Check Verification Void a Check Close a Batch

AGENDA Module 3 – Deployable Disbursing System (DDS)
Login Password/CAC process Navigation Introduction Help Menu (Identify DDS version) Transaction Walkthrough Confirm/Accept an Advance Exchange Transactions Manual Disbursements Military Payments Manual Collections Savings Deposit Program Disbursing Irregularities (Loss of Funds/Overage) DDS Query DDS Backout

AGENDA Module 4 – Close A Business Day ECC End of Day Processing
OTCnet End of Day Processing DDS End of Day Processing Module 5 – FMST Specific Processes Create/Retrieve Remote File Transfer (RFT) Module 6 – Contact Information

ACTION, CONDITIONS, STANDARD
ACTION: Perform cashier operations utilizing the functional financial systems within disbursing. CONDITIONS: You have a requirement to process transactions and close your daily business using the Deployable Disbursing System (DDS), Eaglecash Card (ECC), and Over The Counter Channel Application software (OTCnet), the DoDFMR Volume 5, DDS Manual, Stored Value Card (SVC) Quick Reference Guide, OTCnet Manual, local standard operating procedures, standard office supplies, and equipment. STANDARD: The students will have successfully conducted cashier operations utilizing DDS, ECC, and OTCnet, and receive a GO on the following actions: 1. Properly receive/return agent funds. 2. Properly input exchange transactions, collections, and disbursements. 3. Properly close daily business in all systems. 4. Properly complete end of day reports.

DISBURSING SITE EXAMPLES
MAIN SITE – The DO and DDO is located at the main site. All funds are centralized under a DSSN. Camp Arifjan, Kuwait REMOTE SITE – The DA is located at the remote site. The DA is assigned a portion of the DO funds. Bagram, Afghanistan Kandahar, Afghanistan Camp Beuhring, Kuwait FMST/STAND-ALONE – A cashier is advanced funds as part of a team on behalf of a DDO/DA and is away from the main or remote site. The team is mobile and can go anywhere to provide service to Soldiers on the battlefield. CLIENT – A system that has been set-up to map into another computer’s database (DDO or DA). This system is normally used by a cashier when conducting normal day-to-day operations at a main or remote site.

OFFICE SETUP Main Site DO/ DDO Remote Detachment Systems outside DDS
FMST Mission ECC Systems outside DDS RFT RFT Remote Detachment HUB Cashiers ITS OTCnet The benefits of the SVC: Eliminate the use of coins, currency, checks, money orders and government vouchers. Reduce paper and cash handling. Automate payments, accounting and settlement. Streamline “business handling” money issues. And reduce the amount of U.S. currency shipped into overseas Army military installations. CAPS/ GFEBS DMO Disbursing Agent

Module 1: e-Commerce Systems >Eagle Cash Card
The benefits of the SVC: Eliminate the use of coins, currency, checks, money orders and government vouchers. Reduce paper and cash handling. Automate payments, accounting and settlement. Streamline “business handling” money issues. And reduce the amount of U.S. currency shipped into overseas Army military installations.

Eagle Cash Card ECC Examples Customer Card (Limit $9,999.99)
Merchant Deposit Card (Limit $100,000.00) Agent Card (Limit $20,000.00) 10

Eagle Cash Card ECC Capabilities – Customer Card
Load funds up to $ per day. Funds pulled from linked bank account at kiosk via electronic funds transfer (EFT). Funds loaded on card at Finance Office. Unload funds up to the full amount on the card. Funds deposited to the linked bank account via EFT. Funds reduced by local purchases made with card. Funds removed at Finance Office in exchange for cash. Card to Card transfer up to the full amount of funds to another ECC user via an ECC kiosk. 11

Eagle Cash Card Card Issuance – The Disbursing Agent is overall responsible for the issuance of the ECC to the cashier or Customer Service representative. Card Security – ECC must be treated in the same manner as cash; should be secure at all times. End of Day Process – The cashier should return unissued ECC, and the Issuance Report to the Disbursing Agent. 12 12

Eagle Cash Card If the bank account the ECC was created with changes or closes, the Soldier must contact Finance immediately to update their information or it will result in an Non-Sufficient Funds (NSF) transaction. A new DD Form 2887 must be generated If the Soldier’s deployment is extended, the Soldier must contact Finance to get the card expiration date extended, before it expires. The Soldier must ensure their spouse is aware of the possible ECC transactions. The transaction will post to the bank account as: “ACH W/D-US TREAS – EAGLE CASH KIOSK” The Soldier MUST have the funds in their bank account PRIOR to transferring “electronic cash” to their card from the kiosk. 13

Eagle Cash Card EagleCash Card AKO Homepage
The AKO EagleCash homepage is designed to provide easy access to SOPs, Policy Letters, daily Hot & Warm lists, and site folders. 14 Make this page a favorite inside AKO for easy access

15 Eagle Cash Card Retrieve Hot & Warm lists From ECC AKO Homepage
The user pulls the Hotlist, Warmlist, and Device Names via ECC-AKO daily. Save the files to the Lists-Packages folder within the EagleCash folder. 15 15

16 Eagle Cash Card Card Processing Station – (1 of 3)
All programs start from the EagleCash (EC) folder. **Users must be created by the admin in the SVC Admin Tool prior to attempting to log into Card Processing Station. 16 16

17 Eagle Cash Card Card Processing Station (2 of 3)
The first time a new user logs in they must read and accept the Rules of Behavior to proceed. The next prompt asks whether to associate the users CAC card. For training purposes select NO 17 17

Eagle Cash Card Card Processing Station (3 of 3) 18 18

Eagle Cash Card ECC Issuance – DD 2887 with CAC (1 of 5)
A new DD 2887 must be filled out and signed for each new Eagle Cash Card, and anytime the customer changes banking information on an existing ECC. Select Start----All Programs----”ApproveIt Desktop”-----”ApproveIt Configuration” Ensure the “Signature Method“ tab is selected and “Sign using a certificate or smart card” radio button is selected and click OK. 19

MODULE 2: SYSTEM TRANSACTIONS ECC Issuance – DD 2887 with CAC (2 of 5) Login to CPS and select the “Read/Issue Card” Icon. Insert the customer’s CAC and the new ECC card when prompted. 20

DD 2887 Best Practices Ensure mailing address used is a good permanent address (not deployed location). Ensure SSN and name are input completely and correctly. Clerk should verify data on form before the customer digitally signs the form. If customer wants to link a savings account to their ECC, verify that the bank is not on the “Banks-No Debit from Savings List” from EagleCash Homepage on AKO. 21

Fill in all necessary information and click the signature box at the bottom. Click sign and select the certificate, then click OK. Have the customer enter their CAC PIN, then click OK. Close the DD 2887 by clicking the X to close the window and select “yes” when prompted to save. 22

Select the expiration date and click issue Customer enters PIN for their ECC twice. Finance does not create PIN for the customer. Remove and re-insert the new ECC, after it is activated, to ensure the card works. Once verified, remove the card and give to the customer. 23

Eagle Cash Card ECC Issuance – DD 2887 without CAC (for training purposes only) Select Start----All Programs----”ApproveIt Desktop”-----”ApproveIt Configuration” Ensure the “Signature Method“ tab is selected, “Sign using a real-time input device” radio button is selected and “Mouse” is selected as the input device, click OK. Follow the steps from the previous slides, but when it comes to signing have the customer use the mouse to sign their name.

Eagle Cash Card ECC Reset PIN – Card Processing Station
Click Read/Issue Card icon. Select the “Reset PIN” button. Once selected, the “New 4-digit PIN” window will appear. Ask the customer to enter a new PIN, and then confirm it. (Cannot be trivial, such as 1111 or 1234) 25

26 Eagle Cash Card ECC Load – Card Processing Station
Once “Update Card” screen appears, Click in the “Revalue Amount” field and enter amount of funds cardholder wishes to add. Select the appropriate “Tender Type” from drop down menu, in this case “Cash”. Click “Revalue” to load money onto card. EagleCash “Transaction Summary” window appears. Select “OK” and remove card from reader when prompted. Trainer note: refer to transaction one in cashier operations walkthrough packet 26 26

Eagle Cash Card ECC Sale – Point of Sale (1 of 2)
Request ID card from the cardholder when requesting to use funds from the EC card (Sale). Ensure name on ECC matches ID card. Insert the ECC into the point of sale device, face up with the chip inserted first. The available balance is briefly displayed, followed by a “Sale Amount.” Type in the amount of the sale (dollars and cents, the decimal is automatically included), then press enter. The message “TOTAL CORRECT?” is displayed, choose “YES” or “NO.” If amount is incorrect, touch “NO” and type in the correct amount of sale and select enter. The following messages are displayed in turn: PLEASE WAIT PROCESSING NOW APPROVED AVAIL BAL (Remaining balance on card) PLEASE REMOVE CARD (the terminal will beep) A receipt is then printed. Remove the card, and the receipt, and return it to the customer along with the cash exchanged for after completing the transaction in DDS. ***Does not interface with DDS!!*** 27

Eagle Cash Card Process a Merchant’s POS Device (1 of 2)
Disconnect the end of the Hypercom download cable (HDC) and the power cable from cashier’s POS device. Remember to twist while removing the plug. Connect the end of the HDC to the merchant’s POS terminal. On the Point Of Sale (POS) terminal screen, select “Reports” and then “Detail” for a detailed report. This is given to merchant at the end of the transaction. From the desktop, select the EagleCash folder. Open and log into CPS Select the “Collect Transactions” icon. The “Collect Transactions” window will appear. 28

Eagle Cash Card Process a Merchant’s POS Device (2 of 2)
On the EC POS terminal press BATCH, “Enter Password” prompt appears, key the password “0000” on the POS and press enter. On the Collect Transactions box, click “OK.” The POS terminal transactions are transferred to the ECC laptop. Once the POS transactions are transferred to CPS, CPS will send the terminal the latest HotList. When the process is complete, click “OK.” A detail report and a settlement report will print from the ECC POS terminal confirming the transfer. The ECC POS terminal will display the message “Process Completed.” 29

KIOSK COLLECTION/MAINTENANCE

Kiosk Collection/maintenance
Manual Kiosk Collection Procedures (1 of 3) Import the updated Hot/Warm list to the kiosk laptop prior to retrieving the transactions from the kiosks. Files must be in the “Lists-Packages” folder. Ensure the front access panel key for the kiosk is available. Unlock the front access panel and ensure red cross over cable from kiosk is connected to the laptop. Log in to kiosk laptop and open Eagle Cash folder. Double click Card Processing icon. Be sure that the CPS is running on the laptop before commencing the file transmission Tap three corners and enter Supervisor mode ( ) on the kiosk, select “File Transfer,” and then “Transfer.” The files should be transferred within a minute or two and a “Complete” message will be displayed. Ensure the transfer was completed and hot/warm list information was updated to reflect current date. 31

Manual Kiosk Collection Procedures (2 of 3) Once ALL kiosks have been collected, select the zip utility icon from the CPS tool bar. Select “OK” on “Zip Transaction Files” window, and the transactions will be saved to the “Lists-Packages” folder. When zip process is complete, the zip information will display on the screen. Select “OK”. 32

Manual Kiosk Collection Procedures (3 of 3) The file is now ready to be placed in the office shared folder Open the EC folder, and double click on the “Lists-Packages” icon. Double click the appropriate folder. Select the file and place it on the EC-AKO website. 33

Kiosk Maintenance Wipe and clean the entire screen area. Wipe down the exterior. Dust out the interior section of the Card Reader and Air Vents Power up the kiosk. Clean the printer’s exterior. Dust out the interior of the printer. Verify that the printer has adequate amount of paper. Do not use Kiosk keypad unless instructed by FRBB. 34

Module 2 :e-Commerce Systems >OTCnet

OTCnet OTCnet Offline Application Overview (1 of 2)
The OTCnet Offline application is a software-based application designed to operate on workstations with limited connectivity and/or bandwidth The OTCnet Offline application only requires internet connectivity when communicating with the OTCnet server: Initial application installation and setup Adding users LVD download and update(s) (end of business day process) Batch upload and acknowledge (end of business day process)

OTCnet OTCnet Offline Application Overview (2 of 2)
The OTCnet Offline application utilizes the Check Capture Processing (CCP) module only Offline application users must access the OTCnet website ( for access to deposit reporting, research the Check Image Report Archive (CIRA), and reporting functionalities Logon to website by using SSO ID and Online password

OTCnet OTCnet Terms Imaging – Captures a complete electronic image of the check and allows for the retention of a facsimile without retaining a paper copy of the check. Verification – Verifies that the account upon which the item is written is not closed, or that the check writer does not have a history of writing bad checks. Conversion – Converts paper checks to electronic debits for processing through the ACH network. Representment – Resubmits failed items up to 2 additional times. The representments are timed to occur on specific days of the month (i.e., 1st & 15th). Reporting – Reporting occurs by batch lists being uploaded within OTCnet. FRB will create a deposit ticket (SF215) and post it to OTCnet, Collections Information Repository (CIR) and Payment Information Repository (PIR). 38

OTCnet OTCnet Processing Situations
Person Present (Point-of-Sale) The check scanner is available for use at time of transaction. Face to face transaction with the customer. Customer is given their VOIDED check back at the completion of the transaction. Person Not Present The check scanner is not available for use at time of transaction. FMST missions (checks are brought back to main site for processing). Negotiable Instrument (NI) must be destroyed within 14 business days. Back Office Conversion The Back Office processing method should be used by finance units that receive the NI in person, then scan the NI at a later time in a controlled, back office environment. 39

OTCnet Negotiable Instrument types
Negotiable instruments that can be processed in OTCnet: Personal Checks Business Checks U.S. Treasury Checks Cashier’s Checks Credit Card Checks Money Orders As long as the item is drawn on a U.S. bank account, it can be processed through OTCnet. Do not process Savings Bonds!! 40

OTCnet 1 2 This pop-up screen may not appear. It only appears once – either after the computer has been restarted or user logs off and logs back on to the computer. If you do not see this screen, continue to the next slide 1 Double click the “Start OTCnet Offline” icon located on your terminal’s desktop 2 When the pop-up screen appears, enter User ID, and the temporary “offline password” you created on the OTCnet website 41

OTCnet 3 3 Enter your user ID and offline password and click “Login”: a. If this is your first time logging on to the offline application, use the temporary offline password provided by your CCA b. If this is not your first time logging on, use your permanent offline password, and click “Login”. This will direct you to the offline home page after successful login If this is your first time logging onto OTCnet Offline, you will need to contact your CCA to obtain a temporary offline password. 42

OTCnet 4 4 If using a temporary offline password provided by the CCA, the “Set Permanent Password” page appears. Enter your temporary password, new offline password, and re-enter for verification 5 Click “Save” 6 Click the “Return to Login” page 7 Enter your user ID and permanent offline password in the appropriate text boxes, and click “Login”. 8 The OTCnet Offline Home Page appears 5 In order to successfully access OTCnet Offline, your new offline password must meet the required password criteria listed to the above 43

OTCnet 6 44 6 Click the “Return to Login” page
After the profile is successfully downloaded and password was reset, you will be prompted to log in to the system with your new offline password 44

OTCnet 7 7 Enter your user ID and permanent offline password in the appropriate text boxes, and click “Login”. 45

OTCnet 8 46 8 The OTCnet Offline Home Page appears
To determine if your terminal is connected to the OTCnet server, refer to the Connection Status indicator located on the top-right of the page. If the Connection Status is green, the terminal is connected to the OTCnet server. If the Connection Status indicator is red, the terminal is not connected to the OTCnet server. 46

OTCnet OTCnet User Access note:
A Check Capture Operator (CCO) is the only authorized user who has access to scan/capture a check Once the images and data are scanned and saved, a CCO may access batch management to perform certain tasks prior to the end of day business process 47

OTCnet 1 2 1 Click the “Check Processing” tab 2 Click “Check Scan” 48

OTCnet Processing Method indicates how the check data is entered. Processing Methods Customer Present Customer has presented a check in person Customer Not Present Customer has submitted the check (e.g. mail or unmanned drop box) Back Office Customer presented a check in person but the check is being scanned in a controlled back-office environment The Item Type indicates whether the check presented is a personal or non-personal check. This determines whether the check is handled through Check 21 (non-personal) or FedACH (personal). 3 Item Types Personal Name on the check is an individual’s name, not acting as an organization Non-Personal Name on the check is an organization, or the check is a money order, traveler’s check, or third- party check 4 5 49

OTCnet 7 6 6 Under “Scan Controls”, click “Start Scan” when ready and place the check in the scanner 7 Under “Agency Form Data”, enter the Amount and full SSN in the fields provided 8 Leave “Agency Accounting Code” field blank. Guidance for TAS input will be provided in the future 9 Click “Save” 9 50 8

OTCnet The Main Verification Database (MVD) or Local Verification Database (LVD) is the bad check list. These are the central component of the verification process. The MVD is used in the online application while the LVD is used offline. LVD: A database which is downloaded from the OTCnet server and stored locally on the CCO’s workstation. The LVD maintains information on bad check writers, and manually entered blocked items from all Army finance offices (globally). The LVD is updated daily when a batch is transmitted. After a CCO scans a check and clicks “save”, the scanned checked is automatically cross-referenced against items on the MVD/LVD. No user actions are needed for checks to be cross-referenced against the MVD/LVD. 51

OTCnet Blocked Check Messages
A blocked message displays if the NI data matches all data on the blocked record: Routing Transit/Account Number Data: If the blocked record is input with only the routing transit number and account number, then that record is only flagged if the data matches By SSN: If the blocked record was input with only configurable field data (SSN), then only the SSN must match for the record to display as a blocked item Combination Data: If the blocked record input was for both pieces of information, then it must match all combinations: routing transit and account number with SSN, to display as a blocked item 52

OTCnet Suspended or Denied Check Messages
The “Suspended” or “Denied” message displays if the item scanned matches the LVD information. This is either the match of the routing number and account number, a match against the SSN, or a combination of both. Army’s policy for individuals on the LVD: 30 day suspension for first offense; 60 day suspension for second offense; 90 suspension for third offense If a check does not initially clear the bank due to insufficient funds, the check will be represented two more times, on the 1st and 15th of the month (or the 15th and 1st – whichever sooner). Each failed representment counts as an offense 53

OTCnet Example Denied message from LVD 54

OTCnet Voiding a Check A CCS is the only person that can void a check:
Once the cashier has identified a mistake, they will notify the CCS to edit their batch The CCS will need to login to OTCnet to review the cashier’s batch and void the identified check Checks should only be voided in OTCnet if they have not yet been used for a DDS transaction or if the DDS transaction has been backed out first 55

OTCnet Void a Check – OTCnet (1 of 4) 1 2 3 56 4 1
Click “Batch Management” from the Check Processing tab 2 Under “Search Batch”, select or enter “Batch Search Conditions” or “Batch Status” 3 Under “Batch Search Conditions”, select the “OTC Endpoint” and input the “Cashier ID” or select the radio button for “Open Batches” under the “Batch Status” section 4 Click “Search” acclo001 3 56 4

OTCnet Void a Check – OTCnet (2 of 4) 5 6 7 57

Click the “Item ID” link of the identified check 9 The CCS will review the details of the check and if the check needs to get voided, selects the “Void” button 10 A confirmation window will pop-up to validate the void transaction, select the “Confirm” button 11 The CCS must enter comments on why the check was voided and select the “OK” button when complete 10 11 58

A window will popup stating that information is being sent to DDS 13 When complete, select the “OK” button 14 The check status will change from “Approved” to “Void” in OTCnet 15 The voided check will disappear from DDS (as long as it has not been used for a transaction; if it was used for a transaction already, you must back-out the DDS transaction first prior to voiding the check in OTCnet) 12 15 59

OTCnet Closing out a batch
A CCO and Check Capture Supervisor (CCS) are the only authorized users who can approve a batch A CCO normally closes the batch, while the CCS approves the batch Before a CCO can close a batch, they must first search for their batch Once a CCO has successfully closed their batch, they will be prompted to enter their SSO ID and online password for automatic system updates – to include updates to the LVD 60

There are seven batch status types in OTCnet Offline:
Batch Status Types Open Indicates the batch is open and you can continue scanning checks Closed Indicates the batch is closed and no new checks are accepted Approved Indicates the batch is ready for upload and settlement Sent Indicates the batch was uploaded to the OTCnet server without error Acknowledged Indicates the batch was transmitted and fully processed by the OTCnet server without error Send Error Indicates the batch upload experienced system errors and the batch was not successfully uploaded, or a user selected to cancel the batch upload and the system halted the upload Acknowledged Error Indicates the acknowledge batch process experienced system errors and the acknowledgment was unsuccessful, or a user selected to cancel the batch acknowledgment which results in a batch being updated to “Acknowledgment Error” 61 61

OTCnet Close a Batch – OTCnet (1 of 9) 2 1 3a 3b 4 62 1
Click “Batch Management” from the Check Processing tab 2 Under “Search Batch”, select or enter “Batch Search Conditions” or “Batch Status” 3 a. Under “Batch Search Conditions”, select or search the batch search conditions, or b. Under “Batch Status”, select the radio button(s) under the “Select” column 4 Click “Search” (In most cases, the batch you are looking for will appear if you leave the search criteria as default) 5 From “View Batches” page, click the “Batch ID” link to review the checks within a batch 3b 4 62 62

OTCnet Close a Batch – OTCnet (2 of 9) 5 63 5
From “View Batches” page, click the “Batch ID” hyperlink to review the checks within a batch 63 63

OTCnet Close a Batch – OTCnet (3 of 9) 6 7 64 6
From the “View Checks” page, click the “Item ID” of each scanned check to verify details of each check 7 Click “Previous” 7 64 64

Check the radio button(s) to the left of the “Batch ID” to close out a batch(es) 9 Click “Close Batch” 9 65 65

Click “Confirm” to confirm batch close 10 66 66

Add batch control values and click “Next” 11 67 67

Click “Print PDF Report” 13 Click “Confirm Report Print” 68 68

Enter online password and click “Login” 15 After the LVD updates, click “Close” 69 15 69

OTCnet Close a Batch – OTCnet (9 of 9) 16 Click “Return Home” 16 70 70

MODULE 3: Deployable Disbursing System (DDS)

Deployable Disbursing System (DDS)
DDS Overview Automated disbursing system based on the DoDFMR, Volume 5. Developed for use in tactical and OCONUS operations; now used stateside as well. Can be operated as a stand alone computer, or over a network. Remote sites can be operated and integrated with the main site by the use of discs, Windows File Transfer Protocol (WSFTP), , or using the AKO Knowledge Center. Has Multiple Interfaces (OTCnet, ECC, CAPS/GFEBS, ITS, DJMS/DMO). Myth: Unforgiving and hard system to work with. Reality: DDS is just a “Tool” and not a replacement for Disbursing knowledge and expertise.

Login/Access DDS – (1 of 2) Selecting “Cancel” will not associate the user’s CAC card with DDS. Selecting “OK” will display the “Read Common Access Card” screen. Default Password for new users: NEW$1USERnew$1user 73

Login/Access DDS – (2 of 2) If “cancel” was selected when asked to associate CAC If “ok” was selected when asked to associate CAC Select appropriate CAC reader (ensure CAC is inserted). Enter PIN. Select “OK.” The “Change Password” screen will display. By default, DDS is setup to require CAC login. A user with system admin capabilities will be needed each time a user logs in without using their CAC card. 74

DDS Main “Eagle” Screen Main Menu Screen: User MUST return to this screen after every transaction.

DDS Help Menu

DDS Function Keys Move To First Page Add New Record Print Search Edit Record Data Query Page forward Create Detail Record Close Previewer/ Delete Record Execute Query Page back Delete Detail Record Cancel Fields Exit/Cancel Query Move To Last Page Exit/ “Red Door Out” Save Help

Accept an Advance – (1 of 2) In order to process transactions, the cashier must first accept funds from the DA. 2 5 1 The begin the day’s business, the cashier must accept the advance of funds for the day. To do this start from the DDS home screen. 2 Under the “Reports” menu and select “DD 1081 – Statement of Agent Officer’s Account” 3 An information window will pop-up letting you know an Incoming 1081 must be processed. Click OK 4 The amounts listed on line 2 and 3 of the DD1081 should be provided to you in cash from the DA. Note: If an error was made in amounts, the casher can Reject the 1081 back to the DA for corrections. 5 Once that cash is counted and confirmed to be correct, click the Confirm button. 4 3

Accept an Advance – (1 of 2) 6 7 8 10/15/ :24:57 9

DDS Transactions

81 System transactions Exchange Transactions – SVC Load (1 of 2) 1 5 2
Refer to Page 1, transaction 1 of “Cashier Operations – Walkthrough Number 1” 1 Start the Exchange Transaction – SVC Load by using Card Processing Station 2 Insert customers ECC 3 Once “Update Card” screen appears, Click in the “Revalue Amount” field and enter amount of funds cardholder wishes to add 4 Click the “Revalue” button 5 EagleCash “Transaction Summary” window appears 6 Click “OK” and remove card from reader when prompted 6 3 4 81 81

Exchange Transactions – SVC Load (2 of 2) 8 12 9 10 Refer to Page 1, transaction 1 of “Cashier Operations – Walkthrough Number 1” 7 Switch to view DDS 8 Under the “Processing Menu” select “Exchange Transactions” 9 Click the “Available Loads” button ; select the correct transaction line and click “OK” to prefill the SVC transaction data; validate the data and input the remainder of the customers data 10 Under “Incoming” section, select US from the “Curr Cd” dropdown menu and type in the “Amount” block 11 Under “Outgoing” section, confirm the data bridged over from Card Processing 12 Validate and Save the transaction 11 9

System transactions Exchange Transactions – SVC Sale (1 of 3)
Always compare the name on the customer’s ID card with the name on the ECC when performing SVC transactions. Ensure name matches ID card. 1 3 Refer to Page 2, transaction 1 of “Cashier Operations – Walkthrough Number 1” 1 Start the Exchange Transaction – SVC Sale by using the Point of Sale (POS) device 2 Insert the ECC into the point of sale device, face up with the chip inserted first. The available balance is briefly displayed, followed by a “Sale Amount.” 3 Type in the amount of the sale (dollars and cents, the decimal is automatically included), then press enter. The message “TOTAL CORRECT?” is displayed, choose “YES” or “NO.” 2 83 Remove the card, and the receipt, and return it to the customer along with the money amount unloaded after completing the sale in DDS.

System transactions Exchange Transactions – SVC Sale (2 of 3)
These messages will display while the transaction is processing: -PLEASE WAIT PROCESSING NOW -APPROVED AVAIL BAL (Remaining balance on card displayed) -PLEASE REMOVE CARD (the terminal will beep). Processing is complete when the terminal beeps and prints the receipt 4 6 Refer to Page 2, transaction 1 of “Cashier Operations – Walkthrough Number 1” 4 The following messages are displayed in turn: -PLEASE WAIT PROCESSING NOW -APPROVED AVAIL BAL (Remaining balance on card displayed) -PLEASE REMOVE CARD (the terminal will beep) A receipt is then printed. 5 Click “OK” and remove card from reader when prompted 6 Remove the card, and the receipt. 7 Switch to view DDS to complete the exchange transaction in DDS 5 84 ***This process does not interface with DDS*** Remove the card, and the receipt, and return it to the customer along with the money amount unloaded after completing the sale in DDS.

System transactions Exchange Transactions – SVC Sale (3 of 3) 8 12 9
10 10/19/2015 Refer to Page 2, transaction 1 of “Cashier Operations – Walkthrough Number 1” 7 Switch to view DDS 8 Under the “Processing Menu” select “Exchange Transactions” 9 Enter customer’s identification information 10 Under “Incoming” section, select US from the “Curr Cd” dropdown menu, type in the “Amount” block, select SV from the “NI Type”, enter the last 6 digits of the ECC number, and current date 11 Under “Outgoing” section, select US from the “Curr Cd” dropdown menu and type in the amount 12 Validate and Save the transaction 11

System transactions Exchange Transactions – Merchant POS Device (1 of 3) 5 10 Disconnect the end of the Hypercom download cable (HDC) and the power cable from cashier’s POS device. Connect the end of the HDC to the merchant’s POS terminal. Print a “Detail” report from the merchant POS device 1 To begin processing a Merchant POS device, first you must prepare your workstation. Start by disconnecting the end of the Hypercom download cable (HDC) and the power cable from cashier’s POS device. Remember to twist while removing the plug. 2 Connect the end of the HDC to the merchant’s POS terminal. 3 On the Point Of Sale (POS) terminal screen, select “Reports” and then “Detail” for a detailed report. This is given to merchant at the end of the transaction. 4 Open and log into CPS 5 Select the “Collect Transactions” icon. 6 The “Collect Transactions” window will appear. 6 86

System transactions Exchange Transactions –Merchant POS Device (2 of 3) 7 8 9 7 On the EC POS terminal press BATCH, “Enter Password” prompt appears, key the password “0000” on the POS and press enter. 8 On the Collect Transactions box, click “OK.” 9 The POS terminal transactions are transferred to the ECC laptop. 10 Once the POS transactions are transferred to CPS, CPS will send the terminal the latest HotList. When the process is complete, click “OK.” 11 A detail report and a settlement report will print from the ECC POS terminal confirming the transfer. 12 The ECC POS terminal will display the message “Process Completed.” 10 87

System transactions Exchange Transactions – Merchant POS Device (3 of 3) 13 Remove the settlement report from the terminal and retain for cashier records. Leave the Detail Report on the EC POS terminal as validation that transactions were uploaded. 14 The collected transaction files will be added to the “Files Pending Delivery” in SVC EOD. 15 To finish the process, the transaction must be entered into DDS as an exchange transaction. 16 Open DDS and process exactly like previous NI for cash transactions, except in this case the NI type is SV and the NI number is the device number of the Merchant POS device. 17 Ensure the checkblock marked “Merchant POS Sales Transaction” is checked 18 The Merchant will receive the Foreign Currency equivalent of the total of what was on their POS device. The process is completed by unplugging their device; returning it, their cash, and the first detail receipt printed as a confirmation of the total paid. It may also be helpful to use the “receipt requested” function of the DDS exchange transaction to provide to the vendor. After returning the Merchant’s POS device with their detail report and cash, don’t forget to reconnect the cashier’s POS device to the HDC and power cable. 88

System transactions Exchange Transactions – NI using OTCnet (1 of 6)
Online / Offline application screen will appear the same 2 1 Refer to Page 3, transaction 1 of “Cashier Operations – Walkthrough Number 1” 1 To begin an exchange transaction involving cashing a check, log in to OTCnet and click “Check Scan” under the “Check Processing” tab.

System transactions Exchange Transactions – NI using OTCnet (2 of 6) 2
Processing Methods Customer Present Customer has presented a check in person Customer Not Present Customer has submitted the check (e.g. mail or unmanned drop box) Back Office Customer presented a check in person but the check is being scanned in a controlled back-office environment 2 Refer to Page 3, transaction 1 of “Cashier Operations – Walkthrough Number 1” 2 Verify batch count first 3 Under “ALC+2”, verify the OTC Endpoint (the ALC+2 is your office DSSN plus a 2 digit location code) 4 Select “Customer Present” from the “Processing Method” dropdown menu 5 Select “Personal” from the “Item Type” dropdown menu. 6 Verify information on the physical check is complete and valid Item Types Personal Name on the check is an individual’s name, not acting as an organization Non-Personal Name on the check is an organization, or the check is a money order, traveler’s check, or third- party check 3 4 5 90

System transactions Exchange Transactions – NI using OTCnet (3 of 6) 8
8 The light on the scanner will change from red to green after you click the “Start Scan” button, and the screen will display this window. Refer to Page 3, transaction 1 of “Cashier Operations – Walkthrough Number 1” 6 Verify information on the physical check is complete and valid 7 Under “Scan Controls”, click “Start Scan” when ready and place the check in the scanner 8 Under “Agency Form Data”, enter the Amount and full SSN in the fields provided 9 Leave “Agency Accounting Code” field blank. 10 Click “Save” 7 19 MAR 2015 FAO – DSSN 8550 100.00 One hundred dollars and 00/100 cents 10 91 9

When scanning the check: Place the check on the scanner with the numbers to the inside (same as picture on scanner). If a single beep occurs, the check scanned properly. If a triple beep occurs, the check did not scan properly. This slide is additional notes on what happens when you scan a check and the transaction gets saved to transmit to DDS. After the transaction has been saved in OTCnet, a small window will appear stating that the system is transmitting the check to DDS.

The cashier may receive a “Suspended” or “NSF” window warning that the check writer has prior check cashing offenses. In order to cash the check, the cashier will request approval through the DA. If approved the DA/DDO will update the MVD and the cashier can log back into OTCnet to re-scan the check. In order to cash the check, the cashier will contact the DA, and the DA will contact the DDO for approval (dependent upon whether the FMSC has delegated approval down the FMSU). If approved, the DDO will log-in to OTCnet, and edit the MVD to approve the check cashing privileges of the customer. Once complete, the cashier will then log back into OTCnet and re-scan the check, and the check should scan with no issues. The scanner (EC7000i) should be set-up to stamp the check “Void Electronically Processed.” The cashier will return the check to the customer (based on current policy letter). 93

12 16 14 Refer to Page 3, transaction 1 of “Cashier Operations – Walkthrough Number 1” 12 Under the “Processing Menu” select “Exchange Transactions” 13 Enter customer’s identification information 14 Under “Incoming” section, select US from the “Curr Cd” dropdown menu, type in the “Amount” block, select PC from the “NI Type”, enter the last check number, and date on the check 15 Click the “Available NI” button to associate the check you just scanned in OTCnet with the current DDS transaction 16 Under “Outgoing” section, select US from the “Curr Cd” dropdown menu and type in the amount 17 Validate and Save the transaction 13 15 5

System transactions Disbursement Transactions
Different disbursement transactions within DDS

System transactions Manual Disbursements (1 of 4) 2
Manual Disbursements are processed when the user has a pre-certified voucher only. DDS Certifier role is not required for this process. This process will not produce a document and will only assign a DOV#. Refer to Page 5 of “Cashier Operations – Walkthrough Number 1” 1 Start from the DDS home screen 2 Under the “Processing Menu” highlight Disbursements and select “Manual”

System transactions Manual Disbursements (2 of 4) Manual Disbursements
1 Start from the DDS home screen 2 Under the “Processing Menu” highlight Disbursements and select “Manual” 3 Select US from the “Curr Cd” dropdown menu 4 Select Cash from the “Payment Type” dropdown menu 5 Select CA1 from the “Voucher Series” dropdown menu 6 Under “Incoming” section, select US from the “Curr Cd” dropdown menu, type in the “Amount” block, select SV from the “NI Type”, enter the last 6 digits of the ECC number, and current date Click the “Available NI” button to associate the check you just scanned in OTCnet with the current DDS transaction Under “Outgoing” section, select US from the “Curr Cd” dropdown menu and type in the amount 7 Validate and Save the transaction Manual Disbursements (2 of 4) Manual Disbursements 1 Start from the DDS home screen 2 Under the “Processing Menu” highlight Disbursements and select “Manual” 3 Select US from the “Curr Cd” dropdown menu 4 Select Cash from the “Payment Type” dropdown menu 5 Select CA1 from the “Voucher Series” dropdown menu 6 Select the “Institution” radio button and input the Payee’s name: Desert Caravans 7 Select the “foreign” radio button and input the Payee’s address: Deserts, FC 8 Input the “Contract/Requisition Nbr”: DABT51-00-C-0014 9 Input the “Contract/Requisition Date”: 5/30/2015 10 Input the “Invoice Number”: 1237 11 Input the “Invoice Date”: 6/5/2015 12 Input the “Amount”: 5000 13 Click the “Accounting Lines” button 3 4 5 6 DABT51-00-C-0014 05/30/2015 8 06/05/2015 7 Refer to Page 5 of “Cashier Operations – Walkthrough Number 1” 3 Select US from the “Curr Cd” dropdown menu 4 Select Cash from the “Payment Type” dropdown menu 5 Select CA1 from the “Voucher Series” dropdown menu 6 Select the “Institution” radio button and input the Payee’s name: Desert Caravans 7 Select the “foreign” radio button and input the Payee’s address: Deserts, FC 8 Input the “Contract/Requisition Nbr”: DABT51-00-C-0014 9 Input the “Contract/Requisition Date”: 5/30/2015 10 Input the “Invoice Number”: 1237 11 Input the “Invoice Date”: 6/5/2015 12 Input the “Amount”: 5000 13 Click the “Accounting Lines” button 9 All data input on this screen comes from the previously certified payment voucher

System transactions Manual Disbursements (3 of 4) 10 11
Refer to Page 5 of “Cashier Operations – Walkthrough Number 1” 10 The Accounting Line input screen will appear. Fill this out from left to right, all blocks with an asterisk (*) must be filled in. Data is still obtained from the payment voucher. Input “DPI Cd” (Data Processing Installation Code): 83 Input “FY” (Fiscal Year): 5 Input “APC” (Account Processing Code): 2LQ4 Input “EOR” (Element of Resource): 11BB Input “US Equivalent”: Input “Document Reference”: W91N123666M170 Input “IBOP” (International Balance of Payments): US Input “ODC” (Obligation Data Code): 2 11 Click OK to return to the Manual Disbursement Screen 11 All data input on this screen comes from the previously certified payment voucher

System transactions Manual Disbursements (4 of 4) 12 13 14 15 16
Refer to Page 5 of “Cashier Operations – Walkthrough Number 1” 12 Click Save 13 Click Pay 14 A confirmation dialogue box will pop-up, click Yes 15 DDS will assign the voucher a DOV#. Write this number on the top right corner of the paper voucher. Click OK. 16 A window will pop up informing you that the voucher was marked paid in the system and updated all associated records. This is when the voucher would need to be signed by the payee, cash counted out (and confirmed) and payment made to the payee. A copy of the completed voucher can is given to the payee, and sent back to CVS, but the original is kept with your business. 15 16

Military Payments (1 of 4) Cashiers will input military payments 2 4 5 3 6 7 8 9 Refer to Page 7, transaction 1 of “Cashier Operations – Walkthrough Number 1” 1 Start from the DDS home screen 2 Under the “Processing Menu” highlight Disbursements and select “Military Payments” 3 Ensuring you are on the “Military Payment” tab, begin by filling out the Soldier’s personal information. Address should identify unit and base the customer is located. 4 Select Cash from the “Payment Type” dropdown menu 5 Select Army from the “Branch of Service” dropdown menu 6 Select Active Duty on Milpay from the “Duty Status” dropdown menu 7 Select Enlisted E7 from the “Pay Grade” dropdown menu 8 Select the “Casual” radio button 9 Select Casual Pay from the “Reason Pay Category Code” dropdown menu, and enter $ in the “Amount” block 10 Click the “Accounting Lines” button 10

System transactions Military Payments (2 of 4)
11 The DRN should be “CASUALPAY****0” Replace **** with the DSSN the payment was made from Refer to Page 7, transaction 1 of “Cashier Operations – Walkthrough Number 1” 11 The Accounting Line input screen will appear. Fill this out from left to right, all blocks with an asterisk (*) must be filled in. For Military Payments most of the data will be prefilled based on the Soldier’s data you input on the previous screen Input “US Equivalent”: Input “Document Reference”: CASUALPAY85500 Input “ODC” (Obligation Data Code): 2 12 Click OK to return to the Military Payment Screen 12

System transactions Military Payments (3 of 4)
13 14 Certify Military Payment The cashier must close out the screen after saving the payment. The Certifier must select the military payment and “system” certify. Refer to Page 7, transaction 1 of “Cashier Operations – Walkthrough Number 1” 13 Click Save and Red Door out to the home screen. The cashier must then get the payment certified before paying it. 14 A Certifier would log in to the system, access the Military Payment Screen and would review the payment and supporting documentation to determine if there are no mistakes, and it is proper and legal to pay. If there are no problems the certifier would click the Certify button (the Reject button could also be used if problems were detected by the certifier). 15 The certifier would click the “System” button on the Certification Method popup window 16 The certifier would click “OK” on the confirmation window stating the payment was certified. The certifier is finished with the process at this point and can log out of DDS. 15 16

System transactions Military Payments (4 of 4) Group Pay
17 Refer to Page 7, transaction 1 of “Cashier Operations – Walkthrough Number 1” 17 The Cashier would return to the Military Payment window Click “Group Pay”. This is when the voucher would need to be signed by the payee, cash counted out (and confirmed) and payment made to the payee. 18 The Military Payment is complete, and the cashier can Red Door out to the DDS home screen. Group Pay Once the Certifier has Certified the payment, the cashier will select “Group Pay” for all military payments.

System transactions Collection Transactions

DDS TRANSACTIONS – MANUAL COLLECTIONS
Manual Collections (1 of 4) Manual Collections are processed when the user has a pre-certified collection voucher only. DDS Certifier role is not required for this process. This process will not produce a document and will only assign a DOV#. Refer to Page 8 of “Cashier Operations – Walkthrough Number 1” 1 Start from the DDS home screen 2 Under the “Processing Menu” highlight Collections and select “Manual”

System transactions Manual Collections (2 of 4) 3 4 5 6
Refer to Page 8 of “Cashier Operations – Walkthrough Number 1” 3 Begin by clicking the “Person” radio button and filling out the customer’s personal information. Address should identify unit and base the customer is located. 4 The “Collect Type” dropdown menu should reflect Receipt 5 Select US from the “Curr Cd” dropdown Menu, and enter $ in the “Amount” block. (NOTE: if this were a check collection the check would need to be scanned first in OTCnet so it would be available in DDS after clicking the “Available NI” button) 6 Click the “Accounting Lines” button 6

System transactions Manual Collections (3 of 4) 7 8
Refer to Page 8 of “Cashier Operations – Walkthrough Number 1” 7 The Accounting Line input screen will appear. Fill this out from left to right, all blocks with an asterisk (*) must be filled in. Data is still obtained from the collection voucher. Input “DPI Cd” (Data Processing Installation Code): 7K Input “FY” (Fiscal Year): 5 Input “APC” (Account Processing Code): 2KPP Input “EOR” (Element of Resource): 12SK Input “US Equivalent”: Input “Document Reference”: GPLD8550YP3333 Input “IBOP” (International Balance of Payments): US Input “ODC” (Obligation Data Code): 2 8 Click OK to return to the Manual Collections Screen 8

System transactions Manual Collections (4 of 4) 9 11 10 12 13
Optional 10 Refer to Page 8 of “Cashier Operations – Walkthrough Number 1” 9 Click Save 10 A confirmation dialogue box will pop-up, click OK 11 Click Collect 12 A confirmation dialogue box will pop-up, enter the Certifying Officer’s name in the box provided and click OK 13 DDS will assign the voucher a DOV#. Write this number on the top right corner of the paper voucher. Click OK. 14 This is when the cashier would complete the collection process; obtain signature by the DA/DDO, cash counted out (and confirmed) and put in drawer, and copies made. Two copies of the completed voucher is given to the customer (one for them, one for the CCV box), and the original is kept with your business. 15 The Manual Collection is complete, and the cashier can Red Door out to the DDS home screen. 12 13

System transactions SDP Collections (1 of 5)
Refer to Page 10, transaction 1 of “Cashier Operations – Walkthrough Number 1” 1 Start from the DDS home screen 2 Under the “Processing Menu” highlight Collections and select “Savings Deposit Program”

System transactions SDP Collections (2 of 5) 4 3 5 6 7
Refer to Page 10, transaction 1 of “Cashier Operations – Walkthrough Number 1” 3 Ensuring you are on the “SDP” tab, begin by filling out the Soldier’s personal information. Address should identify unit and base the customer is located. 4 Select Army from the “Branch of Service” dropdown menu 5 Select Enlisted E3 from the “Pay Grade” dropdown menu 6 Input the amount and types of currencies being deposited: Click in the “Curr Cd” block and US will appear (note: only US is allowed to be deposited into SDP, any FC would need to be reconverted prior to the SDP transaction). Enter $ in the “Amount” block. (NOTE: if this were a check collection the check would need to be scanned first in OTCnet so it would be available in DDS after clicking the “Available NI” button) 7 Click the “Accounting Lines” button 7

The DRN should be 14 characters.
System transactions SDP Collections (3 of 5) 10 8 The DRN should be 14 characters. POS: 1-3 (SDP), 4-7 (**** - DSSN), 8 (First Initial of First Name), 9-10 (First Two Initials of Last Name), (Last Four of SSN) Refer to Page 10, transaction 1 of “Cashier Operations – Walkthrough Number 1” 8 The Accounting Line input screen will appear. Fill this out from left to right, all blocks with an asterisk (*) must be filled in. SDP accounting information is provided to each office, ensure you use the correct line of accounting for each branch of service. Input “DPI Cd” (Data Processing Installation Code): 7K Input “FY” (Fiscal Year): X Input “APC” (Account Processing Code): W009 Input “EOR” (Element of Resource): 0000 Input “US Equivalent”: Input “Document Reference”: SDP8550MJO7777 Input “IBOP” (International Balance of Payments): US Input “ODC” (Obligation Data Code): 2 9 Click OK to return to the SDP Collections Screen 10 Click Save and Red Door out to the home screen. The cashier must then get the SDP certified before collecting it. 9

System transactions SDP Collections (4 of 5) Certify the SDP:
The cashier must close the SDP window so the Certifier can access the record 11 12 13 Collect the SDP: Once the Certifier has certified the collection, the cashier will select “Collect.” Refer to Page 10, transaction 1 of “Cashier Operations – Walkthrough Number 1” 11 A Certifier would log in to the system, access the SDP Collection screen and would review the collection and supporting documentation to determine there are no mistakes, and it is proper and legal to collect. If there are no problems the certifier would click the Certify button (the Reject button could also be used if problems were detected by the certifier). 12 The certifier would click the “System” button on the Certification Method popup window 13 The certifier would click “OK” on the confirmation window stating the payment was certified. The certifier is finished with the process at this point and can log out of DDS. 14 The Cashier would return to the SDP Collection screen and Click “Collect”. 15 A confirmation dialogue box will pop-up, asking if the cashier is collecting the right voucher (double check the name on the screen is the customer in front of you), click OK 16 DDS will assign the voucher a DOV#. Click OK. (the system will generate the voucher with the number on it) 17 A final confirmation dialogue box will pop-up, click OK. This is when the cashier would complete the collection process; obtain signature by the DA/DDO, cash counted out (and confirmed) and put in drawer, and copies made. Two copies of the completed voucher is given to the customer (one for them, one for the CCV box), and the original is kept with your business. 18 The SDP Collection is complete, and the cashier can Red Door out to the DDS home screen. 14 15 16 17

System transactions SDP Collections (5 of 5)
The form must be printed and signed by the Certifier and DA. The DA must verify the form against the customer’s information: Name, SSN, check, sales receipt. Once the DA has signed the form, the cashier will make two additional copies of the form. The copy should include what the customer needed to complete the transaction, such as: Cash: ID card Check: ID card and check. Sale: ID card and sales receipt. Check and Sale: Id card, check, and sales receipt. The cashier will maintain the original, and give the customer two copies; one for their records, and the other is for the CCV box located in the cashier area. Refer to Page 10, transaction 1 of “Cashier Operations – Walkthrough Number 1” DDS will generate the SDP collection voucher 113 113

System Transactions Disbursing Irregularities – Loss of Funds (LoF) (OF 1017G): The Disbursing Agent (DA), upon discovering a shortage, will conduct a thorough review of the cashier’s business. If the DA cannot resolve the discrepancy, the DA will notify the CDR and the Deputy Disbursing Officer (DDO). The amount of the loss will determine the next step for the Disbursing Office. For a minor LoF (no fraud involved), the CDR will investigate and attempt to resolve the discrepancy. If the discrepancy cannot be resolved, the DA will have the cashier complete the LoF within DDS, will counsel the cashier, and prepare an MFR stating the circumstances surrounding the loss with a recommendation to the Disbursing Officer (DO) and will be signed by the CDR. The DA must forward the LoF to the DDO within 24 hours. For major LoF, an Investigating Official (IO) must be appointed by the CDR of the DO. The DA will have the cashier complete the LoF within DDS, counsel the cashier, and forward to the DDO within 24 hours. The IO will prepare a report and submit to the DO/DFAS-IN their findings and recommendation.

System transactions Disbursing Irregularities – Loss of Funds (1 of 2)
9 2 3 6 4 5 Explain to students an unexplained $10 shortage was discovered and a JV will need to be completed 1 Start from the DDS home screen 2 Under the “Processing Menu” select “Loss of Funds” 3 Ensuring you are on the “Input” tab, begin by checking the “Accountable DO Code”; it will prefill to the current DO (it can be changed to a predecessor DO if necessary but a change is unlikely). 4 Selecting the “Cash” radio button under “Loss Type”. 5 Select US from the “Currency Code” dropdown menu. (Note: only 1 currency type per JV is allowed, so multiple JVs may be required to complete a LOF). 6 Input $10.00 in the “Amount” block. (NOTE: if this were a NI LOF the check would need to be selected from the NI list on the screen) 7 Input the JV Number (locally tracked and assigned): 1 8 In the “Memo” field, enter the description of the Loss and as much detail on the case as possible. For Training Purposes: “Cashier discovered a $10.00 shortage” 9 Click the Save button. This will cause DDS to generate the JV for printing 7 8

System transactions Disbursing Irregularities – Loss of Funds (2 of 2)
Print the JV for cashier and DA signatures and retain with the day’s business. A separate copy is maintained in the office until the case is resolved.

System transactions Disbursing Irregularities – Overage (DD Form 1131): The DA, upon discovering an overage, will conduct a thorough review of the cashier’s business. If the discrepancy cannot be resolved, the DA will notify the CDR and the DDO, will counsel the cashier, and have the cashier process the overage. Based upon the DDO’s guidance, the cashier will prepare the CCV with the DO’s Suspense Account line of accounting (21F3875).

System transactions Disbursing Irregularities – Overage (1 of 2) 9 2 5
3 4 5 10 6 1 Start from the DDS home screen 2 Under the “Processing Menu” select “Loss of Funds”. 3 Ensuring you are on the “Overage” tab, begin by selecting US from the “Curr Code” dropdown menu 4 Input $ in the “Amount” block, and click the “safe” button to denominate the overage. 5 In the “Explaination” field, enter the description of the overage and as much detail on the case as possible. For Training Purposes: “Cashier found an extra $100 bill when counting at the end of the night” 6 Click the “Accounting Lines” button 7 The Accounting Line input screen will appear. Fill this out from left to right, all blocks with an asterisk (*) must be filled in. Overages will be placed in the DO’s suspense account (with their approval) or an alternative accounting line will be provided based on circumstance of overage. Input “DPI Cd” (Data Processing Installation Code): 7K Input “FY” (Fiscal Year): F Input “APC” (Account Processing Code): WFAY Input “EOR” (Element of Resource): 0000 Input “US Equivalent”: Input “Document Reference”: OVERAGE Input “IBOP” (International Balance of Payments): US Input “ODC” (Obligation Data Code): 2 8 Click OK to return to the Overage Screen 9 Click the Save button. 10 This will generate the CCV #, click OK 11 A confirmation dialogue box will pop-up, click OK. 7 11

System transactions Disbursing Irregularities – Overage (2 of 2)
Print the CCV for certifier and DA signatures and retain with the day’s business. A separate copy is maintained in the office until the case is resolved.

System transactions DDS Transactions - Query
Query function is used to look up any transactions entered by any user that are in the same database.

System transactions DDS Transactions – Query

System transactions DDS Transactions – Backout (1 of 2)
If a transaction must be corrected or deleted from the current business day, the user will select backout. The backout must be approved by someone with “Office Manager” privileges. 2

System transactions DDS Transactions – Backout (2 of 2) 3 5 4 6 7 3
In the “Exchanges” section, review the list to find the customer’s name to find the transaction that needs to get backed out. Clicking on a name will show the transaction details in the “Details” section of the screen. 4 With the correct transaction highlighted, click the “Backout” button. 5 The Office Manager Authorization will pop-up, requiring the User ID and password of the DM 6 A confirmation window will show that the password was correct and approval granted, click OK. 7 A confirmation dialogue box will pop-up, click OK. That transaction will disappear from the backout list. When viewing transactions under a query, the transaction will still appear for audit purposes, but the “BO Indicator” will show Y (backout indicator of Yes). 4 6 7

MODULE 4: CLOSE A BUSINESS DAY

Close a business day ECC – Transfer Sales Transactions to CPS (1 of 2)
On the Point Of Sale (POS) terminal screen, select “Reports” and then “Detail” for a detailed report. From the desktop, select the EagleCash folder. Open and log into CPS Select the “Collect Transactions” icon. The “Collect Transactions” window will appear. 3 1 On the Point Of Sale (POS) terminal screen, select “Reports” and then “Detail” for a detailed report. This is given to merchant at the end of the transaction. 2 Open and log into CPS 3 Select the “Collect Transactions” icon. 4 The “Collect Transactions” window will appear. 4 125

Close a business day Exchange Transactions –Merchant POS Device (2 of 3) 5 6 7 5 On the EC POS terminal press BATCH, “Enter Password” prompt appears, key the password “0000” on the POS and press enter. 6 On the Collect Transactions box, click “OK.” 7 The POS terminal transactions are transferred to the ECC laptop. 8 Once the POS transactions are transferred to CPS, CPS will send the terminal the latest HotList. When the process is complete, click “OK.” 9 A detail report and a settlement report will print from the ECC POS terminal confirming the transfer. 10 The ECC POS terminal will display the message “Process Completed.” 8 126

Close Business Day ECC – Zip Transaction to Create TR File (1 of 2) 1 2 1 Select Zip utility icon from the CPS tool bar. 2 Select “OK” on “Zip Transaction Files” window, and the transactions will be saved to the “Lists-Packages Folder.” 3 When zip process is complete, the zip information will display on the screen. Click “OK” 4 The file is now ready to be placed on EC-AKO site. 3 127 127

Close Business Day ECC – Zip Transaction to Create TR File (2 of 2) 5 6 5 Open the EC folder on the laptop and Select the “Lists-Packages” icon. 6 Select the appropriate folder, which was named in step 3 above. 7 Select the TR file and place it in the office shared drive and copy it to the ECC-AKO site. 7 128 128

129 Close Business Day ECC – Load Transaction Detail Report 1 3 2 129
From the CPS program window, select the “Reports” menu, highlight “Load Transaction Detail” and select “All Types”. 2 When “Load Transaction Detail Report” box comes appears, enter the appropriate dates needed (should be current day’s business), and click “OK” 3 The Load Transaction Detail Report will appear and should be printed and/or exported for use in balancing and to be provided to the DA. Close the window upon completion. 2 129 129

130 Close Business day ECC – Issuance Report 3 1 2 130
Create the Card Issuance Report 1 From the CPS program window, select the “Reports” menu, and select “Issuance”. 2 When “Issuance Report” box comes up, the current date should already be identified (if another date is identified or needed, use drop down box to change), Click “OK” 3 The Card Issuance Report will appear and should be printed and/or exported for the DA/DM’s use in card management. Close the window upon completion. 2 130 130

Close business day OTCnet Batch Close (1 of 5) 1 2 3 4 1
Click “Batch Management” from the Check Processing tab 2 Under “Search Batch”, select or enter “Batch Search Conditions” or “Batch Status” 3 Under “Batch Search Conditions”, select the “OTC Endpoint” and input the “Cashier ID” or select the radio button for “Open Batches” under the “Batch Status” section 4 Click “Search” 3 4

Close business day OTCnet Batch Close (2 of 5) 5 6 7 5
The Summary of Batches screen will appear showing all batches that matched your search criteria. Use the radio button on the left to select the desired batch. 6 The batch should be reviewed for complete/correctness prior to clicking the Close Batch button (select the link for the Batch ID). If everything is in order, click the “Close Batch” button 7 A confirmation window will appear. Click “Confirm” 7

Close business day OTCnet Batch Close (3 of 5) 10 8 9 133 8
The Batch Control screen will appear showing details of the batch that is getting closed. The CCO/CCS must fill in the “Batch Control Count” and “Batch Control Amount”. 9 Once the totals have been entered click “Next”. 10 (animated) If the user does not enter the data, or enters incorrect totals, an error will appear stating that the user failed to balance the batch. 8 9 133

The Close Batch confirmation screen will appear giving the user one last chance to cancel the process. If the batch is correct print the batch list at the bottom of the screen, then select “Confirm Report Print.” If the cancel button is clicked the back will not be closed. 12 Print/Export the report for use in balancing and to provide the DA. Close the window when complete. 134

Batch totals will be sent to DDS. Status windows will popup on the screen and will let you know when completed. 14 Click “Return to Batch Summary” when completed. 12 135

DDS – CREATE DD 117 FOR MILITARY PAYMENTS
DDS – Create DD 117 For Military Payments (1 of 3) STEP 8 2 7 3 5 1 The cashier will need to create the DD117 cover vouchers for any military payments processed that business day. To do this start from the DDS home screen. 2 Under the “Processing Menu” highlight Disbursements and select “Military Payments” 3 Click to the DD117 Tab 4 A warning box will pop-up informing the previous transaction needs to be cleared or finished. Click “OK” to clear it since you are working on closing out procedures 5 Enter appropriate data in for the types of military payments made that business day. In this case start with “Army” “Enlisted” “Active” “Cash” payments 6 A confirmation box will pop-up informing you to use the “execute query” button on the DDS toolbar 7 Click the “execute query” button on the DDS toolbar 4 6

Close business day DDS – Create DD 117 For Military Payments (2 of 3)
8 10 9 8 The query will populate the “Source List” section of the screen. Review the list to find the customers you paid. 9 Highlight each customer the cashier paid and use the “>” button to move them to the “Destination List” section of the screen which will include that customer on the DD117. 10 Click Save when complete with that list.

Close business day DDS – Create DD 117 For Military Payments (3 of 3)
The automated and the manual DD Form should mirror each other with only the customer signature missing from the automated one. 11 DDS will generate the DD 117 and an automated version of the DD (which should match the manual s used throughout the day by the cashier). Print vouchers for use in balancing and to provide to the DA. *Repeat steps until all Military Payments made by the cashier have been grouped onto a DD117. 12 Red Door out to the DDS home screen.

Close business day DDS – Create DD 2664
The DDS DD Form 2664 must match the manual DD Form 2664. 5 4 1 The cashier will need to print the DD2664 for all exchange transactions processed that business day. To do this start from the DDS home screen. 2 Under the “Reports” menu and select “DD 2664 –Currency Exchange Record” 3 Confirm the correct Business Date and Cashier User ID is shown. Click “OK” 4 DDS will generate the automated version of the DD 2664 (which should match the manual 2664s used throughout the day by the cashier). Print for use in balancing and to provide to the DA. 5 Close the print window and Red Door out to the DDS home screen. 3

Close business day DDS – Create DD 1081 Return (1 of 3)
***If DDS is interfaced with EC/OTCnet, the end of day reports must be ran first for EC (Sales and Loads) and OTCnet (close Batch List). If not run first, an error message will appear stating that transactions are still pending in those systems. 2 3 STEP 2 4 1 The close out for the day, the cashier must return their business to the DA. To do this start from the DDS home screen. 2 Under the “Reports” menu and select “DD 1081 – Statement of Agent Officer’s Account” 3 On the “Receiving User ID/Site” dropdown menu, select the user ID for your DA (DA110001) 4 Select the radio button for a “Full” return. 5 The numbered buttons on the left hand side of the screen cause that line’s data to be refreshed when clicked. They should be clicked through when completing your full return. Clicking lines 2 (USD) and 3 (FC) will bring up the denomination screen where the cashier will denominate their remaining cash on hand to return to the DA. 5

Close business day DDS – Create DD 1081 Return (2 of 3)
6 Line 2- US Dollar Returns 7 Line 3- FC Returns Line 7c- Check Returns 6 After clicking line 2 (USD), click the “safe” icon to denominate remaining currency. Click OK when completed 7 After clicking line 3 (FC), click the “safe” icon to denominate remaining currency. Click OK when completed. 8 (animated) Use the slider bar on the right of the 1081 screen, scroll down to click on line 7c (NI-Checks), click the “select all” button to return all checks to the DA. Click OK when completed. Note: if checks were cashed during the day, but not present for the DD1081 return, the batch has not been closed in OTCnet yet. 8

Close business day DDS – Create DD 1081 Return (3 of 3) 10 9 11

Close business day DDS – Print Trial DD 2665 3
The “Finalize Report” will be disabled due to having a pending DD 1081 Return. ***The cashier should NEVER finalize. The DA will finalize for the cashier. 1 Local SOP may call for a “Trial 2665” to be included with the return to DA. To do this start from the DDS home screen. 2 Under the “Reports” menu and select “DD 2665 – Daily Agent Accountability Summary” 3 Click the print icon will generate the “Trial DD 2665” for review. Note: this can be done at any point during the business day to get a snapshot of total business and DDS counts of cash on hand, paid vouchers, etc.

MODULE 5: FMST SPECIFIC Processes

FMST SPECIFIC Processes
FMST – Retrieve RFT (1 of 2) DDS defaults to the “create data disk for transfer” click on the “Retrieve Data from Disk” tab. Click “Transfer in File” button and browse to where you saved the RFT from the DA.

FMST Specific processes
FMST – Retrieve RFT (2 of 2)

FMST SPECIFIC Processes
FMST – Create RFT (1 of 3) Select the appropriate “Site ID” that DDS should be transferring to. Select “OK” to generate the RFT. A confirmation window will appear ensuring that the user wants to create the file. Select “YES.” 147

FMST SPECIFIC PROCESSes
FMST – Create RFT (2 of 3) Once the file has been created, the “Transfer to storage” button will become enabled. Select the button and place it in the folder where the RFT files will be maintained. If the RFT file was created in error, a “Rejected 1081” is being sent, or it is a blank RFT, the user will receive a message stating “This file must be processed…” 148

FMST SPECIFIC PROCESSes
FMST – Create RFT (3 of 3) 149

MODULE 6: CONTACT INFORMATION

Contact information ECC Customer Service Center Hours of Operation 0100 – 1900 hours ET Monday – Friday (excluding Federal Holidays) DSN: (312) US Toll Free: Fax: (617) Latest SOP, Quick Reference Guides, Bulletins, and Newsletters, etc.) USAFMCOM Point of Contact Mr. Charles (Tony) Taylor DSN: Commercial (317) 151 151 151 151

Contact information OTCnet Treasury Support Center: Comm: Calling From DSN: (First Dial ) DSN: OTCnet Mailbox: OTCnet Website: Policy and Hardware Requests Mr. Russ Hacecky DSN: Commercial (317) 152 152 152 152

Contact information DDS Help Desk Information DDS helpdesk mission is to support the deployed environment by providing assistance for DDS related issues. If the DA encounters a problem the DDO should always be contacted first. If the DDO is unable to assist, they will direct the DA to call the DDS helpdesk. Phone Number: Commercial: (317) DSN: (318) Blackberry: (317) address: 153 153 153 153

Contact information USAFMCOM OST Website

Questions??? 155 155

Cashier Training United States Army Financial Management Command

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