1. Course: Financial Reporting with IRT Lesson 2: Daily PS Form 1412 Transactions Using IRT Next Financial Reporting with IRT Daily PS Form 1412 Transactions Using IRT May 2005 Welcome back, Stella. I can’t wait to get started, ZIP.

2. Course: Financial Reporting with IRT Lesson 2: Daily PS Form 1412 Transactions Using IRT PreviousNextBeginning of Lesson 2 of 22 Introduction Lesson Topics: The Manual PS Form 1412 and the IRT 1412 PS Form 1412 Data Flow into a Unisys IRT Retail Associate Transactions Voiding Transactions Receiving Stock Approximate time to complete: 45 minutes After completing this lesson, you will be able to explain how the Daily PS Form 1412 works using a Unisys IRT system.

3. Course: Financial Reporting with IRT Lesson 2: Daily PS Form 1412 Transactions Using IRT PreviousNextBeginning of Lesson 3 of 22 Manual PS Form 1412 vs. IRT 1412 Remember the manual PS Form 1412 from the Daily Financial Basics course? There are Receipt-side AICs. There are also Disbursement-side AICs. There is also the Stamp Accountability section of the PS Form 1412.

4. Course: Financial Reporting with IRT Lesson 2: Daily PS Form 1412 Transactions Using IRT PreviousNextBeginning of Lesson 4 of 22 PS Form 1412: Manual vs. IRT The IRT 1412 contains the same three sections as the manual PS Form 1412: Receipts, Disbursements, and Stamp Accountability. Key Words: Receipts Disbursements Stamp Accountability

5. Course: Financial Reporting with IRT Lesson 2: Daily PS Form 1412 Transactions Using IRT PreviousNextBeginning of Lesson 5 of 22 Always in Balance One of the differences between a manual PS Form 1412 and the one generated by the IRT is that any single-sided entry transaction entered in the IRT is automatically offset in AIC 752, unless another AIC is entered. Key Words: AIC – Account Identifier Code AIC 752 – Cash Remitted Final

6. Course: Financial Reporting with IRT Lesson 2: Daily PS Form 1412 Transactions Using IRT PreviousNextBeginning of Lesson 6 of 22 PS Form 1412 Data Flow Into a Unisys IRT Now let’s look at some real-life customer/clerk interactions. Here’s an example of a typical transaction. A customer comes in to purchase a book of stamps and pays with cash. $7.40 will flow into AIC 090, Postage Stock Sales, on the Receipt side of the PS form 1412 and AIC 752, Cash Remitted Final, on the Disbursement side.

7. Course: Financial Reporting with IRT Lesson 2: Daily PS Form 1412 Transactions Using IRT PreviousNextBeginning of Lesson 7 of 22 PS Form 1412 Data Flow into a Unisys IRT, continued  Another customer purchases a money order for $10.00 and pays with a debit card.  The retail associate presses the MONEY ORDER key and enters the amount $10.00.  In the IRT, the data flows to AIC 100, Money Order Value, and AIC 101, Money Order Fee.  The money order serial number is automatically recorded.  The retail associate selects the BANK CARD key, selects DEBIT CARD and enters the amount of $10.90.  This increases AIC 772, Debit Cards Remitted, by $10.90. TIP: Make sure all credit/debit card transactions are processed through the Tranz 380, credit card machine.

8. Course: Financial Reporting with IRT Lesson 2: Daily PS Form 1412 Transactions Using IRT PreviousNextBeginning of Lesson 8 of 22 Retail Associate Transactions. Let’s review some more typical transaction scenarios and see how they would look on the IRT tape Print out this copy of an IRT 1412 tape and review it as you go through a few retail associate transactions on the next slides so you can see how they look in this format: IRT 1412 tape

9. Course: Financial Reporting with IRT Lesson 2: Daily PS Form 1412 Transactions Using IRT PreviousNextBeginning of Lesson 9 of 22 Transactions, continued. Scenario 1: Retail Associate #10 is issued blank money orders from his supervisor:  Money Order Block 1 – 9087654300 (100)  Money Order Block 2 – None What would you enter on the IRT? 1.Press the MON ORD SETUP key. 2.Scan or manually enter the ten-digit serial number for the first available money order in each block. 3.Enter the quantity of money orders left in the block. Keyword Money Order Block – 100 money order blank forms. IRT TIP: Did you notice that the retail associate’s number is on the top of the IRT 1412?

10. Course: Financial Reporting with IRT Lesson 2: Daily PS Form 1412 Transactions Using IRT PreviousNextBeginning of Lesson 10 of 22 Transactions, continued Scenario 2: Customer #1 requests: One money order for $33.45 Two $7.40 books of stamps Twenty 3¢ stamps He pays with a $100.00 bill. What would you enter on the IRT? 1.Press the MONEY ORDER key and enter $33.45. This is automatically entered in AIC 100 and the fee in AIC 101. 2.Press the STAMP BOOKLET key twice (AIC 090). 3.Press the POSTAGE STAMPS key and enter.03 x 20 (AIC 090). 4.Press the TOTAL key and follow the prompts (AIC 752).

11. Course: Financial Reporting with IRT Lesson 2: Daily PS Form 1412 Transactions Using IRT PreviousNextBeginning of Lesson 11 of 22 Transactions, continued Scenario 3: Customer #2 would like two large envelopes for 97¢ each and one Bird Stamp. She pays with a check. What would you enter on the IRT? 1.Press the RETAIL SALES key. Enter.97 x 2 (AIC 093, Packaging Product Sales). 2.Press the BIRD STAMPS key and enter $15.00 (AIC 091, Bird Stock Sales). 3.Press the TOTAL key and CHECK RECEIVED. Follow the prompts (AIC 752).

12. Course: Financial Reporting with IRT Lesson 2: Daily PS Form 1412 Transactions Using IRT PreviousNextBeginning of Lesson 12 of 22 Transactions, continued Scenario 4: Customer # 3 wants two 37¢ coils and thirty-seven $2.00 stamps. He pays by check. What would you enter on the IRT? 1.Press the STAMP COIL key twice (AIC 090). 2.Press the POSTAGE STAMPS key and enter $2.00 x 37 (AIC 090). 3.Review the Bad Check List. 4.Press the TOTAL key and CHECK RECEIVED. 5.Follow the prompts. Pressing the CHECK RECEIVED key will add the amount of the sale to the check list and to AIC 752.

13. Course: Financial Reporting with IRT Lesson 2: Daily PS Form 1412 Transactions Using IRT PreviousNextBeginning of Lesson 13 of 22 Transactions, continued Scenario 5: Customer # 4 from a private business, The Print Shop, needs three 37¢ coils ($37.00 each) and would like to pay $100 for a Customer Permit Account deposit, permit number 6. What would you enter on the IRT? 1.Press the POSTAGE STAMPS key and enter $37.00 x 3 (AIC 090). 2.Press the MISC AIC # key, enter AIC 070, customer Permit Account Deposits, and follow the prompts. The customer gives you a check. 3.You review the bad check list and notice that this business is on the list. You need to void the transactions. Go to the next slide to learn how to void a transaction.

14. Course: Financial Reporting with IRT Lesson 2: Daily PS Form 1412 Transactions Using IRT PreviousNextBeginning of Lesson 14 of 22 Voiding a Transaction To void the previous transaction: 1.Press SHIFT and ERROR CORRECT keys to void the check. 2.Press SHIFT and ERROR CORRECT keys again to void the permit deposit. Select PS Form 3544, Receipt for Money. 3.Press the POSTAGE STAMPS key, the ERROR CORRECT key and the amount to reverse the postage sale entry. 4.Press TOTAL and follow the prompts.

15. Course: Financial Reporting with IRT Lesson 2: Daily PS Form 1412 Transactions Using IRT PreviousNextBeginning of Lesson 15 of 22 Transactions, continued Scenario 6: Customer #5 has a package to mail at Priority rate. The package weighs 5 pounds and is being sent to ZIP code 29729. He has already affixed $2.00 in postage, so you use a PVI strip for $10.15. Payment is exact cash. What would you enter on the IRT? 1.Press the PRIORITY key and place the package on the scale. Enter the ZIP code 29729. 2.Press the MISC POSTAGE key. 3.Press ERROR CORRECT; enter $2.00. 4.Press the PVI key and place the PVI strip on the package, (AIC 109, Postage Validation Imprinter). 5.Press TOTAL and follow the prompts (AIC 752).

16. Course: Financial Reporting with IRT Lesson 2: Daily PS Form 1412 Transactions Using IRT PreviousNextBeginning of Lesson 16 of 22 Transactions, continued Scenario 7: Customer #1, who purchased a $33.45 money order this morning, has returned. He requested the money order for the incorrect amount. His original request should have been $45.33. You need to void the original money order and re-issue a new one. What would you enter on the IRT? 1.Press VOID/CHANGE MON ORD key to void the incorrect money order (negative AIC 100 & 101). 2.The customer must submit the original money order with its receipt. Hand stamp VOID/SPOILED on both the voided money order and customer receipt. 3.Press the MONEY ORDER key. Issue a money order for the correct amount (AIC 100 & AIC 101). 4.Press TOTAL. Follow the prompts. NOTE: This scenario only works if the customer returns to the same retail associate that waited on him earlier in the day. If not, the money order must be cashed and another one sold for the correct amount and an additional fee collected.

17. Course: Financial Reporting with IRT Lesson 2: Daily PS Form 1412 Transactions Using IRT PreviousNextBeginning of Lesson 17 of 22 Transactions, continued Scenario 7: Customer #7 buys a $23.00 stamp coil and gives you a postal money order for $50.00 as payment. What would you enter on the IRT? 1.Verify the money order against the Missing, Lost, or Stolen Money Order list in the current Postal Bulletin. 2.Cash the money order and enter the money order on the Check List. 3.Press the POSTAGE STAMPS key and enter $23.00 (AIC 090). 4.Press TOTAL and follow the prompts (AIC 752).

18. Course: Financial Reporting with IRT Lesson 2: Daily PS Form 1412 Transactions Using IRT PreviousNextBeginning of Lesson 18 of 22 Receiving Stock Let’s assume that today, you receive $1500.00 in new stamp stock from your supervisor. What would you enter on the IRT? 1.Make sure you verify the stamps received on PS Form 17, Stamp Requisition/Stamp Return. 2.Press the STAMPS + key and enter the amount (AIC 841).

19. Course: Financial Reporting with IRT Lesson 2: Daily PS Form 1412 Transactions Using IRT PreviousNextBeginning of Lesson 19 of 22 Transaction Review When you look at the IRT tape you printed previously, all of our transactions should show up. In addition, you could print a money order list from the IRT. The voided money order would show up on the list.

20. Course: Financial Reporting with IRT Lesson 2: Daily PS Form 1412 Transactions Using IRT PreviousNextBeginning of Lesson 20 of 22 Checkpoint 1. The IRT 1412 contains the same three sections as the manual PS Form 1412. True or False? (Refer to slide 4.) True. True or False Now let’s see what you have learned so far about daily 1412 transactions with the IRT. Click the question mark (?) button to check your answer. 2.The IRT automatically offsets AIC entries in AIC 752, unless another AIC is entered. True or False? (Refer to slide 5.) True. 3. The Retail Associate must enter the fee amount in the IRT for all money orders ? True or False? (Refer to slide 7.) False. The IRT automatically enters the correct fee amount. 4. Voided money orders show up on the Money Order list. True or False? (Refer to slide 19.) True.

21. Course: Financial Reporting with IRT Lesson 2: Daily PS Form 1412 Transactions Using IRT PreviousNextBeginning of Lesson 21 of 22 Summary  The IRT 1412 is very similar to the manual PS Form 1412.  The IRT 1412 contains Receipt, Disbursement, and Stamp Accountability sections.  The IRT automatically offsets AIC entries to AIC 752 unless another AIC is entered.  Transactions flow to the correct AIC when entered by the Retail Associate.  If Money Orders are set up properly, the serial numbers will automatically match the dollar amount.  A running total of all AIC entries during the business day is maintained by the IRT and shown on the IRT 1412 printout. Let’s review what you have learned about Daily 1412 Transactions through a Unisys IRT:

22. Course: Financial Reporting with IRT Lesson 2: Daily PS Form 1412 Transactions Using IRT PreviousBeginning of LessonNext Lesson 22 of 22 Resources Quick Reference: Completing and Troubleshooting a PS Form 1412 Close the Browser to end this lesson or click Next Lesson to go to the next lesson. Here’s a resource for more information.