Perform Cashier Functions In DDS

Perform Cashier Functions In DDS
SECTION II. INTRODUCTION Method of Instruction: Conference / Discussion Instructor to Student Ratio is: 1:25 Time of Instruction: 15 mins Media: Large Group Instruction Motivator NOTE: Display slide #1 As a financial management technician, one of the first principle duties you may be assigned is as a cashier in the Finance Office. Even if you are working in an office that does not have a full disbursing operation, you may be called upon to perform these actions in a field environment. As a cashier you are held personally responsible for funds entrusted to your care. Unless you understand disbursing operations and are able to use the proper forms for accountability, you may find yourself in debt to the United States Government. There are two types of disbursing, manual and automated. Manual disbursing is used when computers are not available to perform the task. Manual disbursing is more time consuming and requires more knowledge of the disbursing process. Whereas automated disbursing is done using the Deployable Disbursing System (DDS) which is a windows based computer program that tracks activity and prepares balancing documents for the cashier. Instructional Guidance: Throughout this lesson, solicit from students the challenges they experienced in the operational environment (OE) and what they did to resolve them. Encourage students to apply at least one of the critical variables: Political, Military, Economic, Social, Information, Infrastructure, Physical Environment and Time (PMESII-PT). Throughout this lesson seek opportunities to utilize the following 21st Century Core Competencies; Character and accountability, Adaptability and Initiative, Lifelong learner, Teamwork and collaboration, Communication and engagement, Critical thinking and Problem solving, and Tactical and technique competence. Instructional Lead-In: The disbursing operation is an important part of a cashier’s duties. Disbursing is a complex system of checks, balances, and reports. It is necessary for you to become very familiar with not only the DD Form 1081, Statement of Agent Officer Account and DD Form 2665, Daily Agent Accountability Summary, but also the effect different documents have on cash accountability. Having a conceptual understanding of documents and transactions and their effects on your accountability will help you throughout all disbursing related tasks. Deployable Disbursing System

Terminal Learning Objective
Action: Perform Cashier Functions in DDS Condition: Given a computer loaded with DDS Software, DoDFMR R Volume 5, DDS Users Guide, DDS Cashier Input Guide, standard office supplies and equipment, and awareness of Operational Environment (OE)/Contemporary Operational Environment (COE) variables and actors. Standard: Process the following transaction(s) with a minimum of 80% accuracy on the exam : 1. Advance of funds 2. Exchange transaction 3. Collection transactions 4. Disbursement transaction 5. Miscellaneous transaction 6. End of day reports with minimum of 80% accuracy on the exam. Action: Perform Cashier Functions in DDS Conditions: Given a computer loaded with DDS Software, DoDFMR R Volume 5, DDS Users Guide, DDS Cashier Input Guide, standard office supplies and equipment, and awareness of Operational Environment (OE)/Contemporary Operational Environment (COE) variables and actors. Standards: Process the following transaction(s) with a minimum of 80% accuracy on the exam : 1. Advance of funds 2. Exchange transaction 3. Collection transactions 4. Disbursement transaction 5. Miscellaneous transaction End of day reports with a minimum of 80% accuracy on the exam. Safety Requirements: In a training environment, leaders must perform a risk assessment in accordance with DA PAM , Risk Management. Leaders will complete a DD Form 2977 RISK MANAGEMENT WORKSHEET during the planning and completion of each task and sub-task by assessing mission, enemy, terrain and weather, troops and support available-time available and civil considerations, (METT-TC). Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the work/rest cycles and water replacement guidelines IAW TRADOC Regulation Risk Assessment Level: Low. Environmental Considerations: Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to FM Environmental Considerations and GTA ENVIRONMENTAL-RELATED RISK ASSESSMENT. Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Evaluation: Perform cashier functions IAW regulations. You will be tested on processing transactions into DDS. You must score at least a 80% on the exam. The test length is 2 hours and the test review is 25 minutes.

DDS/DISBURSING SITES MAIN SITE – The DO and DDO is located at the main site. All funds in are centralized under each DSSN. (i.e. Camp Arifjan, Kuwait; FOB Liberty, Iraq; Bagram, Afghanistan) REMOTE SITE – The DA is located at the remote site. The DA is assigned a portion of the DO funds. (i.e. FOB Falcon, Iraq; Camp Taji, Iraq; Kandahar, Afghanistan) 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 the 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. The Main Site. The Disbursing Officer (DO) is assigned to the main site. Usually the Main Finance Office in a theater of operation. (i.e. the finance in Baghdad). At this site all the funds for the theater are centralized. The DO is responsible for accounting for their funds. The DO is responsible for accounting for all funds in theater. The Remote Site. This is the site where a Deputy Disbursing Officer (DDO) is assigned. There can be multiple Remote Sites within a theater of operation. (i.e. the Forward Operating Bases (FOB) in Kirkuk and Mosel). At this site, the main DO has assigned the DDO a portion of the funds. The DDO is responsible for accounting for this portion of the funds. The FMST. The Financial Management Support Team (FMST) is where the cashier/agent would be located. The FMST is mobile (stand alone) and can go where needed to provide service to the Soldiers on the battlefield. The DDO will issue funds to the cashier/agent who is responsible for accounting for these funds. 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. NOTE: Cashiers would be assigned at all three levels. Where they are assigned will determine who they report to for accountability. The function of the cashier does not change no matter where they are assigned. For classroom purposes you will be cashiers assigned to the main site.

DDS Sites Remote Detachment DA Main Site DO/ DDO Systems Outside DDS
HUB Cashiers Forms/Reports DFAS-Rome Systems Outside DDS RFT DDO FMST Missions HUB Disbursing Manager/ Certifier RFT INSTRUCTOR NOTE: Explain the relationship of the Remote Site to the Main Site and the Cashier to the DA/DDO and the DA to the DDO/DO. DDS Cashier Functions. The cashier has designated functions within DDS. As the cashier performs his/her assigned functions the system will automatically post the transactions to the appropriate forms within the system. These forms will be used for end of day balancing and accountability of funds. Main Site DO/ DDO Accounting Cell Clearing Cell

DDS Cashier Functions Logging In and Navigating DDS Advance of Funds
Process Exchange Transactions Process Disbursements Process Collections Back out Transactions Return of Funds Balancing Accountability Reports Close of Business General Functions are login and navigating within DDS. We will now look briefly at the different cashier functions within DDS. We will go into greater detail as we begin to use these functions to make input. Advance of Funds. The cashier is authorized to increase their accountability by accepting funds from the DO or DDO they are accountable to. This is done by inputting an advance of funds transactions. When an advance is input, the system updates the DD1081 and DD2665 with the increase in funds. Exchange Transactions. These are the transactions where the cashier is exchanging one item for a different item of equal value (i.e. cashing a personal check and giving the customer foreign currency). When one of these transactions is input, the system updates the DD2664 and DD2665. Disbursements. This is when a payment is made for goods or services received. The transaction is input when the proper documentation is received authorizing payment and decreases accountability. When a transaction of this type is input, the system updates the DD2659 and DD2665. Collections. This type of transaction is input when the cashier receives funds from the customer (i.e. a Soldier pays the Army back for a bounced check). When the transaction is input the system updates the DD2659 and DD2665. NOTE: Collections Increases Accountability 5. Back out Transactions. If the cashier inputs a transaction incorrectly and discovers it before end of day close out that transaction can be backed out of the system. To back out a transaction you will need supervisor authorization. The system will update the forms based on which transactions are backed out. 6. Return of Funds. The cashier is authorized to reduce their accountability by returning funds to the DO or DDO that they are accountable to. This is done by inputting a return of funds transaction. When the return is input, the system updates the DD1081 and DD2665 with the decrease in funds. 7. Balancing. The system can assist with the balancing process. It allows you to view reports prior to close of business. When viewed, the DD2665 will give you an error message if it is not in balance. You can all also view other reports related to balancing. 8. Accountability Reports. The system fills out your accountability reports and prepares them for printing and exporting. It will automatically calculate the report totals. 9. Close of Business. When you finalize business at the end of the day the system will store the information. It will also lock that business date so that nothing can be added to it. When you log back into DDS it will prompt you to open a new business day prior to making any input.

Check On Learning •What are the three sites that use DDS?
• When an advance of funds transaction is input, what reports are updated in DDS? • What function is used to remove a transaction that was input incorrectly? • Exchange transactions affect which reports? QUESTION: What are the Three sites that use DDS? ANSWER: Main Site, Remote Site and FMST. QUESTION: When an advance of funds transaction is input what reports are updated in DDS? ANSWER: DD1081 and DD2665 QUESTION: What function is used to remove a transaction that was input incorrectly? ANSWER: The Back out Function. QUESTION: Exchange transactions affect which reports? ANSWER: DD2664 and DD2665

DDS Login After the Disbursing Officer/Disbursing Agent creates your account on DDS you will be required to login with the User ID and Password provided to you. Version 6.4 or newer of DDS will permit CAC Authentication logins. For classroom purposes we will use the login and password procedures. The following are the steps that will assist you with the login, changing of passwords, and navigating within the DDS. INSTRUCTOR NOTE: Refer students to page 2 of the Cashier Input Guide. Login. After the Disbursing Officer/Disbursing Agent creates your account on DDS you will be required to login with the User ID and Password provided to you. Version 6.4 or newer of DDS will permit CAC Authentication logins. For classroom purposes we will use the login and password procedures. The following are the steps that will assist you with the login, changing of passwords, and navigating within the DDS.

Logging in to DDS STEP 1 Open the DDS System by double clicking the DDS icon found on your desktop. STEP 2 Click the ACCEPT button on the For Official Use Only DoD Warning Screen. INSTRUCTOR NOTE: As you explain the steps, have the students perform them on their computer. Have the students use the Slides as a reference point. Step 1: Open the DDS System by double clicking the DDS icon found on your desktop. Step 2: Click the ACCEPT button on the For Official Use Only DoD Warning Screen

Password Authentication
STEP 3 STEP 4 STEP 5 Step 3: Enter your three letters User ID, XXX. Press the TAB key. The Site ID will auto fill. Step 4: The password IS case sensitive. When a user logs into DDS the first time, enter the DDS Default Password new$1userNEW$1USER Step 5: Click on the OK button. • Enter your three letter user ID, XXX. • Press the TAB Key. • The Site ID will auto-fill The password is case sensitive. When a user logs into DDS the first time, enter the DDS Default Password: new$1userNEW$1USER • Click on the OK Button.

Changing Password in DDS
If this is the first time you are logging into DDS you will need to change your password before continuing. A WARNING message will appear. STEP 1 The system will prompt you to change your password. Click OK. STEP 2 Enter the new password of Disbursing$1234. The password IS case sensitive INSTRUCTOR NOTE: Have students turn to page 3 of the Cashier Input Guide. Change Password. If this is the first time you are logging into DDS you will need to change your password before continuing. A WARNING message will appear stating “If Password is not changed now, this account will be SUSPENDED. Please enter a new password.” Step 1: The system will prompt you to change your password. Click OK. Step 2: Enter the new password of Disbursing$1234. The password IS case sensitive. INSTRUCTOR NOTE: Password is case sensitive and must be characters. Must contain at least one uppercase character, at least one lower case character, at least one special character of Step 3: Enter your password a second time to confirm it. Step 4: Click on the OK button STEP 3 NOTE: Password is case sensitive and must be characters. Must contain at least one uppercase character, at least one lower case character, at least one special character of Enter your password a second time to confirm it. STEP 4 Click on the OK button.

Associating CAC Card For classroom purposes we will NOT associate our CAC credentials. Click CANCEL when prompted and asked to associate CAC credentials. CAC card functionality WILL be utilized at your unit when operating under normal conditions. INSTRUCTOR NOTE: Inform students to click CANCEL when prompted and asked to associate CAC credentials. Explain that the CAC card function will be utilized at their unit when operating under normal conditions. For classroom purposes we will NOT associate our CAC credentials. Accessing Functions: Once you have changed your password you will be brought to the main DDS menu screen

Smartcard Authentication
INSTRUCTOR NOTE: Inform students to click CANCEL when prompted and asked to associate CAC credentials. Explain that the CAC card function will be utilized at their unit when operating under normal conditions. For classroom purposes we will NOT associate our CAC credentials. Accessing Functions: Once you have changed your password you will be brought to the main DDS menu screen For classroom purposes, we will NOT use Smartcard Authentication. When prompted to associate the CAC Card with the login and user, select CANCEL. CAC card function WILL be utilized at your unit when operating under normal conditions.

Main Screen All DDS cashier functions are accessed from this screen. The functions are accessed by clicking on the WORD that corresponds to the desired function. All DDS cashier functions are accessed from this screen. The functions are accessed by clicking on the WORD that corresponds to the desired function

Accessing Functions NOTE: Use the dropdown menus that correspond with the appropriate functions. When a word item is selected, a drop down menu will be displayed with a list of corresponding functions. When a specific function is selected, the system will open the form(s) in a windows base setting. All necessary data can be inputted into these forms. When you click on a word item, a drop down menu will be displayed. Choose your desired function from the choices listed. As you can see from the Slide, if you click on the word “PROCESSING” you will see choices for Exchange Transactions, Disbursements, Collections etc. With Disbursements another menu opens for you to select a specific type of disbursement. When you click on the specific function the system opens the form(s) in a windows base setting. You can input the needed data at this point.

DDS Tool Bar ADD A NEW RECORD EXECUTE QUERY MOVE TO FIRST PAGE
This Tool Bar can be accessed from all function screens within DDS. MOVE TO FIRST PAGE EDIT A RECORD PAGE BACK CLOSE PREVIEWER PAGE FORWARD DELETE FIELDS MOVE TO LAST PAGE DELETE DETAILED RECORD Tool Bar. At the top of every DDS screen is a tool bar that allows the user to do certain functions. These functions are represented by symbols. The meanings of the symbols are: Green Plus Sign - Add a new record. Pencil - Edit a record. Red X - Close Previewer. (Previewer allows you to view a document, i.e. a SF44 that has been completed in the system). Circle / - Delete Fields. Blue Floppy Disc - Save data. Printer - Print page. Barrel/Question Mark - Query Data. Barrel/Graph - Execute query. Barrel / X - Exit Query. Left double arrow - Move to first page. Left solid arrow - Page back. Right solid arrow - Page forward. Right double arrow - Move to last page. Flashlight – Search. Red arrow - Create detailed record. Red X lined through - Delete detailed record. (Use this when you create a line for data that is not needed. i.e. when you tab to far and add an extra accounting line). Red Door - Exit function (form). Referred to as, “Red Door Out”. Question Mark - Help screens. SAVE DATA EXIT QUERY EXIT FUNCTION - “RED DOOR OUT” PRINT SEARCH HELP DATA QUERY CREATE DETAILED RECORD

Check On Learning • Where in DDS do you go to access a function?
• Where is the tool bar located? • What symbol is used to exit a function (form)? QUESTION: Where in DDS do you go to access a function? ANSWER: Main menu. QUESTION: Where is the tool bar located? ANSWER: At the top of every screen. QUESTION: What symbol is used to exit a function (form)? ANSWER: Red Door.

SECTION II Accepting An Advance Of Funds
To begin your cashier duties, you will be advanced money from the DO. The DO will input a DD1081 for the advance into DDS. He will print the DD1081 and after you have VERIFIED your cash/Negotiable Instruments, you will sign the DD1081 and take your cash/Negotiable Instruments. Cashier should also ensure that the WARM and HOT Lists have been downloaded. HOT LIST - Report of all cards that have been identified as stolen or lost. Once a card is placed on this list, it cannot be used. WARM LIST - Report of cards that load privileges are temporarily suspended. After you log into DDS with your USERID and PASSWORD, you will need to CONFIRM the DD1081 for the advance. To do this you: INSTRUCTOR NOTE: Before beginning this part of the lesson you must load the students as cashiers in DDS and create an advance of funds for each one. Start with Cashier Number 2 (C02). The advance will consist of: US Currency $10,000.00 100's = $ (20) 50's = $ (40) 20's = $ (250) 10's = $ (50) 5's = $ (100) Foreign Currency 10,000 units ($ ) 20's = $ (200) 10's = $ (500) A US Treasury Check for $ The check will be made payable to, April A. Avery SSN: To begin your cashier duties, you will be advanced money from the DO. The DO will input a DD1081 for the advance into DDS. He will print the DD1081 and after you have VERIFIED your cash/Negotiable Instruments, you will sign the DD1081 and take your cash/Negotiable Instruments. Cashier should also ensure that the WARM and HOT Lists have been downloaded. 1. HOT LIST- Report of all cards that have been identified as stolen or lost. Once a card is placed on this list, it cannot be used. Instead, the Finance Office should issue a new card in accordance with established card issuance procedures. 2. WARM LIST - Report of cards that load privileges are temporarily suspended, primarily due to incorrect checking or savings account number information, and Items returned unprocessed due to Insufficient Funds. Once the issue that caused the processing problem is resolved and all funds owed are collected, full card privileges are restored and the card is de-listed. After you log into DDS with your USERID and PASSWORD, you will need to CONFIRM the DD1081 for the advance. To do this you: INSTRUCTOR NOTE: Have the students input the advance as a group while you show them the slides.

Accepting an Advance of Funds
STEP 1 STEP 6 15,325.00 STEP 2 STEP 5 STEP 3 Instructor Note: Refer the students to pages 7-10 of the Cashier Input Guide Step 1: From the main menu Click on REPORTS. Then click on DD1081- Statement of Agent Officer’s Account. A message appears “Incoming DD1081 must be processed.” Click OK. The information about your advance will be displayed on the screen. To verify you received the funds click on the numbered buttons (2 or 3) for US Dollars and Foreign Currency located in the center of the screen. This will bring you to your vault access screen. Line 7a shows a Treasury Check in the amount of $ as shown in Step 4, Click on line 7a, verify the info is correct and then click “OK” at the bottom of the screen. 6. Scroll down and click on line 12 this is your total your advance. The total should be as shown in Step 5. $15,325.00 If your total shows as $15,325.00, click on the Confirm Button in the middle of the screen as show in Step 6. NOTE: DO NOT!!! Click on the REJECT Button without permission from instructor STEP 4

STEPS 2 AND 3 Vault Access Screen. We have chosen to look at the US Dollars first. The line highlighted in blue will display the Currency Code, Total amount of US Dollars in the vault, Exchange rate (if needed) and US Equivalent (if needed). The same information will be displayed for the Foreign Currency (FC). This line will have the Exchange and the US Equiv populated. Click on OK for each type of currency viewed. Once you verify the currency and click OK, the screen goes back to the main DD1081 page where you can click on other lines.

Page 22 of 123 Once you click on Confirm on the previous screen, you will be asked: "Continue with confirmation?" Click OK. Accepting an Advance of Funds STEP 7 STEP 8 STEP 9 Do NOT click on Reject without permission from your instructor. 8. Once you click on confirm, you will be asked to CONTINUE WITH CONFIRMATION. Click on OK as shown in Step 7. A screen displaying your DD1081 will automatically come up. Click on the PRINT Button print this report for your records as shown in Step 8. You will print two copies of the DD1081; one for the cashier and one for the DO. NOTE: For training purposes DO NOT print the DD1081. 10. Next click on the RED X button to EXIT out of the report as shown in Step 9. Click on the “RED DOOR OUT” button to EXIT the screen as shown in Step 10. NOTE: You MUST close out of the current window before opening a new window. STEP 10

Check On Learning • Who initiates the DD 1081 for an advance?
• How many copies of the DD 1081 are printed for an advance? • How do you access the DD 1081 in DDS? QUESTION: Who initiates the DD 1081 for an advance? ANSWER: The Disbursing Officer (DO). QUESTION: How many copies of the DD 1081 are printed for an advance? ANSWER: Two copies. QUESTION: How do you access the DD 1081 in DDS? ANSWER: From the reports menu at the main screen

Exchange Transactions
SECTION III Exchange Transactions Now that you have been funded you can begin to process transactions in DDS. The first types of transactions we will look at are Exchange Transactions. These are the most common type of transitions that a cashier inputs. Exchange transactions are cashing negotiable instruments (Personal Checks (PC), Treasury Checks (TC), Travelers Checks (TV), and Money Orders (MO). You will also be exchanging US Dollars for Foreign Currency or US Dollars for Treasury Checks. DDS also tracks funds loaded on Stored Value Cards (SVC) or Eagle Cash Cards (ECC). The format for all exchange transactions is basically the same. There will be different inputs for Steps 3 and 4 depending on the type of exchange being done. We will look at each type of transaction and highlight the differences from screen to screen. INSTRUCTOR NOTE: Refer the students to pages of the Cashier Input Guide. Now that you have been funded you can begin to process transactions in DDS. The first type of transactions we will look at are Exchange Transactions. These are the most common type of transitions that a cashier inputs. Exchange transactions are cashing negotiable instruments (Personal Checks (PC), Treasury Checks (TC), Travelers Checks (TV), and Money Orders (MO). You will also be exchanging US Dollars for Foreign Currency or US Dollars for Treasury Checks. DDS also tracks funds loaded on Stored Value Cards (SVC) or Eagle Cash Cards (ECC). The format for all exchange transactions is basically the same. There will be different inputs for Steps 3 and 4 depending on the type of exchange being done. We will look at each type of transaction and highlight the differences from screen to screen. INSTRUCTOR NOTE: Refer students to page 12 of the Cashier Input Guide. These will be the transactions that we will input together as a group. INSTRUCTOR NOTE: Have the students input the transactions as a group while you show them the slides.

Exchange Transaction - U.S. To FC
Step 7 Step 9 Step 1 Step 2 Step 5 Step 3 Step 4 INSTRUCTOR NOTE: Refer the students to pages of the Cashier Input Guide. Exchange US Dollars for Foreign Currency. To access the exchange functions; from the main menu click on Processing, then click on Exchange Transactions (U.S./Foreign Currency). Step 1: Input the Soldier’s Social Security Number. Step 2: Input the Soldier’s Last Name, First Name, and Middle Initial. Step 3: Input the INCOMING information. (a) Select the (*Curr Cd) as “US” ALWAYS. (b) Dollar amount of US Currency taken in ($100.00), under *Amount. (c) Exchange Rate is already populated. (d) Hit the TAB KEY. (e) The US Equivalent Amount will automatically populate. NOTE: All outgoing foreign currency items must be cash. Cash items are designated by a blank NI Type. Step 4: Input the OUTGOING information. (a) Select the (*Curr Cd) for the foreign currency being given out. (For training purposes it will be “FC” ALWAYS). (b) Number of Foreign Currency Units being given out (200), under *Amount. NOTE: If you make a mistake during the inputting of data you MUST complete the input for both incoming and outgoing then go back and make your changes BEFORE validation. Step 5: Review your information to ensure it is correct. After you are SURE that the information is correct click on the VALIDATE button. NOTE: To check your work, look at the box in the upper right hand corner of the screen. If the incoming and outgoing are equal and the “REMAINING” line is zero then you balance. Step 6: When you click on validate, a message box appears, click on OK. Step 7: SAVE the transaction by clicking on the BLUE floppy disc button at the top of the page. Step 8: When you click on save a message box appears, click on OK. Step 9: EXIT out by clicking on the RED DOOR button at the top of the page. NOTE: When inputting multiple exchange transactions it is NOT necessary to exit out of the function after each input, the screen will clear once you save the last transaction. To exit the main menu, click on the RED DOOR key at the top of the screen. Step 8 Step 6

Exchange Transaction - PC For FC
Step 1 Step 2 Step 3 Step 4 INSTRUCTOR NOTE: Refer the students to page 15 of the Cashier Input Guide. Exchange Personal Check for Foreign Currency. Step 1: Input the Soldier’s Social Security Number. Step 2: Input the Soldier’s Last Name, First Name, and Middle Initial. Step 3: Input the INCOMING information. (a) Select the (*Curr Cd) as “US” ALWAYS. (b) Dollar amount of US Currency taken in ($100.00), under *Amount. (c) Enter NI type (PC), Enter NI # (301), Enter NI Date (10/04/2009). (d) Exchange Rate is already populated. (e) Hit the TAB KEY. (f) The US Equivalent Amount will automatically populate. Step 4: Input the OUTGOING information. (a) Select the (*Curr Cd) for the foreign currency being given out. (For training purposes it will be “FC”ALWAYS). (b) Number of Foreign Currency Units being given out (200), under *Amount. (c) Exchange Rate is already populated. (d) Hit the TAB KEY. (e) The US Equivalent Amount will automatically populate. Step 5: Review your information to ensure it is correct. After you are SURE that the information is correct click on the VALIDATE button. Step 6: When you click on validate, a message box appears, click on OK. Step 7: SAVE the transaction by clicking on the BLUE floppy disc button at the top of the page. Step 8: When you click on save a message box appears, click on OK. Step 9: You are now ready to input the next exchange transaction or EXIT to the main menu.

Exchange Transaction - PC For US
Step 3 Step 4 INSTRUCTOR NOTE: Refer the students to page 16 of the Cashier Input Guide. Exchange Personal Check for US Dollars. Step 1: Input the Soldier’s Social Security Number. Step 2: Input the Soldier’s Last Name, First Name, and Middle Initial. Step 3: Input the INCOMING information. (a) Select the (*Curr Cd) as “US” ALWAYS. (b) Dollar amount of US Currency taken in ($100.00), under *Amount. (c) Enter NI type (PC), Enter NI # (302), Enter NI Date (10/04/2009). (d) Exchange Rate is already populated. (e) Hit the TAB KEY. (f) The US Equivalent Amount will automatically populate. Step 4: Input the OUTGOING information. (a) Select the (*Curr Cd) US currency is being given out. (b) Enter US Dollar amount (100.00) under *Amount. (c) Exchange Rate is already populated. (d) Hit the TAB KEY. (e) The US Equivalent Amount will automatically populate. Step 5: Review your information to ensure it is correct. After you are SURE that the information is correct click on the VALIDATE button. Step 6: When you click on validate, a message box appears, click on OK. Step 7: SAVE the transaction by clicking on the BLUE floppy disc button at the top of the page. Step 8: When you click on save a message box appears, click on OK. Step 9: You are now ready to input the next exchange transaction or EXIT to the main menu.

Exchange Travelers TV For FC
Step 3 Step 4 INSTRUCTOR NOTE: Refer the students to page 17 of the Cashier Input Guide. Exchange Travelers Check (TV) for Foreign Currency. Step 1: Input the Soldier’s Social Security Number. Step 2: Input the Soldier’s Last Name, First Name, and Middle Initial. Step 3: Input the INCOMING information. (a) Select the (*Curr Cd) as “US” ALWAYS. (b) Dollar amount of US Currency taken in ($100.00), under *Amount. (c) Enter NI type (TV), Enter NI # (501), Enter NI Date (10/04/2009). (d) Exchange Rate is already populated. (e) Hit the TAB KEY. (f) The US Equivalent Amount will automatically populate. Step 4: Input the OUTGOING information. (a) Select the (*Curr Cd) for the foreign currency being given out. (For training purposes it will be “FC”ALWAYS). (b) Number of Foreign Currency Units being given out (200), under *Amount. (c) Exchange Rate is already populated. (d) Hit the TAB KEY. (e) The US Equivalent Amount will automatically populate. Step 5: Review your information to ensure it is correct. After you are SURE that the information is correct click on the VALIDATE button. Step 6: When you click on validate, a message box appears, click on OK. Step 7: SAVE the transaction by clicking on the BLUE floppy disc button at the top of the page. Step 8: When you click on save a message box appears, click on OK. Step 9: You are now ready to input the next exchange transaction or EXIT to the main menu.

Exchange Transaction TV For U.S. Dollars
Step 3 Step 4 INSTRUCTOR NOTE: Refer the students to pages 18 of the Cashier Input Guide. Exchange Travelers Check (TV) for US Dollars. Step 1: Input the Soldier’s Social Security Number. Step 2: Input the Soldier’s Last Name, First Name, and Middle Initial. Step 3: Input the INCOMING information. (a) Select the (*Curr Cd) as “US” ALWAYS. (b) Dollar amount of US Currency taken in ($100.00), under *Amount. (c) Enter NI type (TV), Enter NI # (502), Enter NI Date (10/04/2009). (d) Exchange Rate is already populated. (e) Hit the TAB KEY. (f) The US Equivalent Amount will automatically populate. Step 4: Input the OUTGOING information. (a) Select the (*Curr Cd) US currency is being given out. (b) Enter US Dollar amount (100.00) under *Amount. (c) Exchange Rate is already populated. (d) Hit the TAB KEY. (e) The US Equivalent Amount will automatically populate. Step 5: Review your information to ensure it is correct. After you ensure that the information is correct click on the VALIDATE button. Step 6: When you click on validate, a message box appears, click on OK. Step 7: SAVE the transaction by clicking on the BLUE floppy disc button at the top of the page. Step 8: When you click on save a message box appears, click on OK. Step 9: You are now ready to input the next exchange transaction or EXIT to the main menu.

Exchange Transaction - TC For FC
Step 3 Step 4 INSTRUCTOR NOTE: Refer the students to pages 19 of the Cashier Input Guide. Exchange Treasury Check (TC) Foreign Currency. Step 1: Input the Soldier’s Social Security Number. Step 2: Input the Soldier’s Last Name, First Name, and Middle Initial. Step 3: Input the INCOMING information. (a) Select the (*Curr Cd) as “US” ALWAYS. (b) Dollar amount of US Currency taken in ($100.00), under *Amount. (c) Enter NI type (TC), Enter NI # (401), Enter NI Date (10/04/2009). (d) Exchange Rate is already populated. (e) Hit the TAB KEY. (f) The US Equivalent Amount will automatically populate. Step 4: Input the OUTGOING information. (a) Select the (*Curr Cd) for the foreign currency being given out. (For training Purposes it will be “FC” ALWAYS). (b) Number of Foreign Currency Units being given out (200), under *Amount. (c) Exchange Rate is already populated. (d) Hit the TAB KEY. (e) The US Equivalent Amount will automatically populate. Step 5: Review your information to ensure it is correct. After you’re SURE the information is correct, click on the VALIDATE button. Step 6: When you click on validate, a message box appears, click on OK. Step 7: SAVE the transaction by clicking on the BLUE floppy disc button at the top of the page. Step 8: When you click on save a message box appears, click on OK. Step 9: You are now ready to input the next exchange transaction or EXIT to the main menu.

Exchange Transaction - TC For U.S. Dollars
Step 3 Step 4 INSTRUCTOR NOTE: Refer the students to pages 20 of the Cashier Input Guide. Exchange Treasury Check (TC) US Dollars. Step 1: Input the Soldier’s Social Security Number. Step 2: Input the Soldier’s Last Name, First Name, and Middle Initial. Step 3: Input the INCOMING information. (a) Select the (*Curr Cd) as “US” ALWAYS. (b) Dollar amount of US Currency taken in ($100.00), under *Amount. (c) Enter NI type (TC), Enter NI # (402), Enter NI Date (10/04/2009). (d) Exchange Rate is already populated. (e) Hit the TAB KEY. (f) The US Equivalent Amount will automatically populate. Step 4: Input the OUTGOING information. (a) Select the (*Curr Cd) for US Dollars. (b) Enter US Dollar amount (100.00), under *Amount. (c) Exchange Rate is already populated. (d) Hit the TAB KEY. (e) The US Equivalent Amount will automatically populate. Step 5: Review your information to ensure it is correct. After you are SURE that the information is correct click on the VALIDATE button. Step 6: When you click on validate, a message box appears, click on OK. Step 7: SAVE the transaction by clicking on the BLUE floppy disc button at the top of the page. Step 8: When you click on save a message box appears, click on OK. Step 9: You are now ready to input the next exchange transaction or EXIT to the main menu.

Exchange Transaction MO For FC
Step 3 Step 4 INSTRUCTOR NOTE: Refer the students to page 21 of the Cashier Input Guide. Exchange Money Order (MO) for Foreign Currency. Step 1: Input the Soldier’s Social Security Number. Step 2: Input the Soldier’s Last Name, First Name, and Middle Initial. Step 3: Input the INCOMING information. (a) Select the (*Curr Cd) as “US” ALWAYS. (b) Dollar amount of US Currency taken in ($100.00), under *Amount. (c) Enter NI type (MO), Enter NI # (601), Enter NI Date (10/04/2009). (d) Exchange Rate is already populated. (e) Hit the TAB KEY. (f) The US Equivalent Amount will automatically populate. Step 4: Input the OUTGOING information. (a) Select the (*Curr Cd) for the foreign currency being given out. (For training purposes it will be “FC”ALWAYS). (b) Number of Foreign Currency Units being given out (200), under *Amount. (c) Exchange Rate is already populated. (d) Hit the TAB KEY. (e) The US Equivalent Amount will automatically populate. Step 5: Review your information to ensure it is correct. After you are SURE that the information is correct click on the VALIDATE button. Step 6: When you click on validate, a message box appears, click on OK. Step 7: SAVE the transaction by clicking on the BLUE floppy disc button at the top of the page. Step 8: When you click on save a message box appears, click on OK. Step 9: You are now ready to input the next exchange transaction or EXIT to the main menu.

Exchange Transaction MO For U.S. Dollars
Step 3 Step 4 INSTRUCTOR NOTE: Refer the students to page 22 of the Cashier Input Guide. Exchange Money Order (MO) for US Dollars. Step 1: Input the Soldier’s Social Security Number. Step 2: Input the Soldier’s Last Name, First Name, and Middle Initial. Step 3: Input the INCOMING information. (a) Select the (*Curr Cd) as “US” ALWAYS. (b) Dollar amount of US Currency taken in ($100.00), under *Amount. (c) Enter NI type (MO), Enter NI # (602), Enter NI Date (10/04/2009). (d) Exchange Rate is already populated. (e) Hit the TAB KEY. (f) The US Equivalent Amount will automatically populate. Step 4: Input the OUTGOING information. (a) Select the (*Curr Cd) for US Dollars. (b) Enter US Dollar amount (100.00), under *Amount. (c) Exchange Rate is already populated. (d) Hit the TAB KEY. (e) The US Equivalent Amount will automatically populate. Step 5: Review your information to ensure it is correct. After you are SURE that the information is correct click on the VALIDATE button. Step 6: When you click on validate, a message box appears, click on OK. Step 7: SAVE the transaction by clicking on the BLUE floppy disc button at the top of the page. Step 8: When you click on save a message box appears, click on OK. Step 9: You are now ready to input the next exchange transaction or EXIT to the main menu.

Exchange U.S. Dollars For SV
Step 3 Step 4 INSTRUCTOR NOTE: Refer the students to pages 23 of the Cashier Input Guide. Exchange US Dollars for Stored Value Card (SV). Step 1: Input the Soldier’s Social Security Number. Step 2: Input the Soldier’s Last Name, First Name, and Middle Initial. Step 3: Input the INCOMING information. (a) Select the ( *Curr Cd) as “US” ALWAYS. (b) Dollar amount of US Currency taken in ($100.00), under *Amount. (c) Exchange Rate is already populated. (d) Hit the TAB KEY. (e) The US Equivalent Amount will automatically populate. Step 4: Input the OUTGOING information. (a) Select the (*Curr Cd) for US Dollars. (b) Enter the US Dollar amount, (100.00) under *Amount. (c) Enter the NI Type (SV), NI # (101), and NI Date (10/04/2009). (d) Exchange Rate is already populated. (e) Hit the TAB KEY. (f) The US Equivalent Amount will automatically populate. Step 5: Review your information to ensure it is correct. After you are SURE that the information is correct click on the VALIDATE button. Step 6: When you click on validate, a message box appears, click on OK. Step 7: SAVE the transaction by clicking on the BLUE floppy disc button at the top of the page. Step 8: When you click on save a message box appears, click on OK. Step 9: You are now ready to input the next exchange transaction or EXIT to the main menu. NOTE: There are steps performed using other equipment when negotiating a SVC. You will learn those steps on the job at your duty stations.

Exchange Transaction SV For U.S. Dollars
Step 3 Step 4 INSTRUCTOR NOTE: Refer the students to page 24 of the Cashier Input Guide. Exchange Stored Value Card (SV) for US Dollars. Step 1: Input the Soldier’s Social Security Number. Step 2: Input the Soldier’s Last Name, First Name, and Middle Initial. Step 3: Input the INCOMING information. (a) Select the (*Curr Cd) as “US” ALWAYS. (b) Dollar amount of US Currency taken in ($100.00), under *Amount. (c) Enter NI type (SV), Enter NI # (102), Enter NI Date (10/04/2009). (d) Exchange Rate is already populated. (e) Hit the TAB KEY. (f) The US Equivalent Amount will automatically populate. Step 4: Input the OUTGOING information. (a) Select the (*Curr Cd) for US Dollars. (b) Enter US Dollar amount (100.00), under *Amount. (c) Exchange Rate is already populated. (d) Hit the TAB KEY. (e) The US Equivalent Amount will automatically populate. Step 5: Review your information to ensure it is correct. After you are SURE that the information is correct click on the VALIDATE button. Step 6: When you click on validate, a message box appears, click on OK. Step 7: SAVE the transaction by clicking on the BLUE floppy disc button at the top of the page. Step 8: When you click on save a message box appears, click on OK. Step 9: You are now ready to input the next exchange transaction or EXIT to the main menu.

Exchange Transaction U.S. Dollars For TC
Step 1 Step 2 Step 3 4b Step 4 4a 4c INSTRUCTOR NOTE: Refer the students to page of the Cashier Input Guide. Exchange US Dollars for Treasury Check (TC). Step 1: Input the Soldier’s Social Security Number. Step 2: Input the Soldier’s Last Name, First Name, and Middle Initial. Step 3: Input the INCOMING information. (a) Select the (*Curr Cd) as “US” ALWAYS. (b) Dollar amount of US Currency taken in ($325.00), under *Amount. (c) Exchange Rate is already populated. (d) Hit the TAB KEY. (e) The US Equivalent Amount will automatically populate. Step 4: Input the OUTGOING information. (a) Select the (*Curr Cd) for US Dollars. (b) Enter the US Dollar amount, (325.00) under *Amount. (c) Enter the NI Type (TC).

INSTRUCTOR NOTE: Refer students to page 26 in Cashier Input Guide. A new blank screen will appear with an information box at the bottom. (d) Click OK in the box. Step 4d

Step 4e Step 4e INSTRUCTOR NOTE: Refer students to page 26 in Cashier Input Guide. A new blank screen will appear with an information box at the bottom. (e) Double left click on the check # (NI #). If more than one check appears double click on the correct check # for this customer. A message box will appear. Click YES. This takes you back to the exchange screen.

Step 7 Step 9 Step 5 Step 4 f-h INSTRUCTOR NOTE: Refer students to page 28 in Cashier Input Guide. (4f) The NI Number and NI Date will be filled in. (4g) Exchange Rate is already populated. (4h) The US Equivalent Amount will automatically populate. NOTE: The information will be grayed out and very faint but it is still there. If you print the screen the data will not show. Step 5: Review your information to ensure it is correct. After you are SURE that the information is correct click on the VALIDATE button. Step 6: When you click on validate, a message box appears, click on OK. Step 7: SAVE the transaction by clicking on the BLUE floppy disc button at the top of the page. Step 8: When you click on save a message box appears, click on OK. Step 9: You are now ready to input the next exchange transaction or EXIT to the main. Step 6 Step 8

Exchange PC For U.S. Dollars & FC (Split Disbursement)
Step 3 Step 4 Split Disbursement. A split disbursement occurs when a customer exchanges one item for two or more items equaling the amount of the first item. (i.e. exchanging a PC for both US dollars and FC). INSTRUCTOR NOTE: Refer students to page 29 in Cashier Input Guide. Step 1: Input the Soldier’s Social Security Number. Step 2: Input the Soldier’s Last Name, First Name, and Middle Initial. Step 3: Input the INCOMING information. (a) Select the (*Curr Cd) as “US” ALWAYS. (b) Dollar amount of US Currency taken in ($200.00), under *Amount. (c) Enter NI type (PC), Enter NI # (303), Enter NI Date (10/04/2009). (d) Exchange Rate is already populated. (e) Hit the TAB KEY. (f) The US Equivalent Amount will automatically populate. Step 4: Input the OUTGOING information. (a) First Line: Select the (*Curr Cd) for US Dollars. (b) Enter US Dollar amount (100.00), under *Amount. (c) Exchange Rate is already populated. (d) Hit the TAB KEY. (e) The US Equivalent Amount will automatically populate. (f) Place your curser in the body of the second line and double click the line will turn blue. (g) Select the (*Curr Cd) for “FC”. (h) Enter FC amount (200.00) under *Amount. (i) Exchange Rate is already populated. (j) Hit the TAB KEY. (k) The US Equivalent Amount will automatically populate. Step 5: Review your information to ensure it is correct. After you are SURE that the information is correct click on the VALIDATE button. Step 6: When you click on validate, a message box appears (see next page), click on OK. Step 7: SAVE the transaction by clicking on the BLUE floppy disc button at the top of the page. Step 8: When you click on save a message box appears (see next page), click on OK. Step 9: You are now ready to input the next exchange transaction or EXIT to the main menu. NOTE: You MUST close out of the current window before opening a new window.

Accessing The DD Form 2664 STEP 1 STEP 2 STEP 3 STEP 4 Accessing the DD Form After you have entered the Exchange Transactions you can view the DD Form 2664 to verify your inputs. INSTRUCTOR NOTE: Refer students to page 30 in Cashier Input Guide. Step 1: From the main menu select the REPORTS tab. Step 2: From the drop down menu select DD Currency Exchange Record. Step 3: A menu appears asking to verify the business date and user code. Click OK. Step 4: A reports message box appears stating that the form is being prepared. Once the form is complete, it is displayed. NOTE: We will go over the new DD 2664 after we have completed all the steps for printing it. Step 5: To print the report click on the PRINTER button at the top left of the screen. NOTE: For training purposes we will not print the forms. Step 6: You can exit the report by clicking on the red X. (It is not required to print the report before exiting out). Step 7: When you exit the report you are brought back to the menu at step 3. EXIT to the main menu by clicking on the red door button. STEP 7 STEP 5 STEP 6

Accessing The DD Form 2664

Currency Exchange Record
INSTRUCTOR NOTE: Refer students to page 31 in Cashier Input Guide. Manual Disbursing = NI's are in there own individual column. DDS = NI's are in the U.S. Currency column and there are two FC columns

Check On Learning • What is an exchange transaction?
• What two fields of the exchange screen change with each transaction? • What form is produced as a result of inputting exchange transactions? QUESTION: What is an exchange transaction? ANSWER: A transaction where one type of NI is exchanged for another. QUESTION: What two fields of the exchange screen change with each transaction? ANSWER: The incoming (Received from Customer) and outgoing fields(Disbursed to Customer). QUESTION: What form is produced as a result of inputting exchange transactions? ANSWER: The DD From 2664

Collection Transactions
The next transactions we will discuss are collections. There are two types of Collection transactions. They are manual and using the DD Form Each collection has three collect types (actions) which are refund, receipt, or reimburse. The DD Form 1131 is also used as a receipt for the Savings Deposit Program (SDP) money collected. The remitter will be either a person or an institution. Collections can be made by US Currency, Foreign Currency or by check. SDP collections can only be in U.S. Dollars and in $5.00 increments up to $10, The collection process happens in three steps: Input the data, certify the collection (Manual Collections DO NOT have to be certified), and collect the funds. Under normal operating conditions each step would be completed by a different individual. Input would be made by an input clerk, certification by the supervisor, and collection by the cashier. The cashier could also act as the person inputting. However, the collection would be “SYSTEM CERTIFIED ONLY” by the supervisor. For “TRAINING PURPOSES ONLY,” you will complete all three steps. You will “EXTERNALLY CERTIFY” the collections. INSTRUCTOR NOTE: Refer the students to page of the Cashier Input Guide. The next transactions we will discuss are collections. There are two types of Collection transactions. They are manual and using the DD Form Each collection has three collect types (actions) which are refund, receipt, or reimburse. The DD Form 1131 is also used as a receipt for the Savings Deposit Program (SDP) money collected. The remitter will be either a person or an institution. Collections can be made by US Currency, Foreign Currency or by check. SDP collections can only be in U.S. Dollars and in $5.00 increments up to $10, The collection process happens in three steps: Input the data, certify the collection (Manual Collections DO NOT have to be certified), and collect the funds. Under normal operating conditions each step would be completed by a different individual. Input would be made by an input clerk, certification by the supervisor, and collection by the cashier. The cashier could also act as the person inputting. However, the collection would be “SYSTEM CERTIFIED ONLY” by the supervisor. NOTE: For “TRAINING PURPOSES ONLY,” you will complete all three steps. You will “EXTERNALLY CERTIFY” the collections. NOTE: We will only show one example of each collection. The steps can be followed for all manual and DD1131 collections with minor variations. a. Manual Collections. To access Manual Collections: From the main menu click Processing, then Collections, and select Manual. INSTRUCTOR NOTE: Have the students input the transactions as a group while you show them the slides.

Manual Collections Input the data:
STEP 1 STEP 2 STEP 3 STEP 4 Optional STEP 5 STEP 6a STEP 6 STEP 7 Input the data: INSTRUCTOR NOTE: Refer students to page in Cashier Input Guide. Step 1: Select whether this is a Person or an Institution. Step 2: Input the full name and SSN if a Person or company name if an Institution. Step 3: Select whether a US or Foreign address and then input the address. Step 4: Using the drop down menu select the collect type (i.e. Refund, Receipt, or Reimbursement). Step 5: Enter the Contract Number (THIS FIELD IS OPTIONAL). Step 6: Enter the information for currency or NEG. INS. Step 6a: For a NEG. INS. Enter the type, number, date and name of the remitter (who gave you the item). Step 7: Click on the Accounting Lines button.

USE DROP DOWN MENUS TO SELECT CORRECT FIELDS.
Manual Collections STEP 8 USE DROP DOWN MENUS TO SELECT CORRECT FIELDS. NOTE: When inputting data in the accounting lines you need to use the “TAB KEY” to move through the fields. If you don’t, your data will not be saved. Accounting Line Input Step 8: You will be brought to another screen where you will enter the accounting class information using drop down menus. The accounting class information for this transaction is found in a note on Page 34. Step 9: Once the accounting class information is entered click on the OK button at the bottom of the screen. D2A1P US STEP 9

Manual Collections STEP 10 STEP 15 STEP 12 Optional STEP11 STEP 13 Step 10: SAVE the transaction by clicking on the blue disc at the top of the screen. Step 11: You will get a message that states the records applied. Click OK. NOTE: Manual Collections DO NOT have to be certified. (2) Collect the funds: Step 12: Click on the COLLECT button at the top right of the screen. Step 13: You will get a message “Collection Voucher Created # ” Click OK. Step 14: You will get another message “Record saved and committed.” Click OK. Step 15. Screen will go blank, input another manual collection or click on the “red door” to EXIT. STEP 14

Input DD1131 Collections - Receiving Office Info
There are three (3) different collection action types. RECEIPT: Receipts are collections creditable to the Treasury Department miscellaneous receipt accounts or other accounts or funds as authorized by legislation. Receipts are recognizable by the absence of a fiscal or program year in the appropriation accounting classification. REFUND: A Refund is a recoupment (collection) of payment made in error. The voucher accounting classification is precisely the same as that shown on the associated disbursement voucher. REIMBURSEMENTS: Reimbursements are amounts earned and collected for property sold or services furnished to the public or to another U.S. Government agency. Reimbursements are shown as a positive amount on the DD Form 1131.

Input DD1131 Collections - Receiving Office Info
STEP 1 STEP 2 STEP 3 STEP 4 DD1131 Collections. Inputting the DD 1131 Collection is a three step process: FIRST, the Cash Collection Voucher information is input into the system. This screen is broken down into two tabs DD1131 and Remitters. Both tabs must be completed before saving the transaction. SECOND, after all DD1131's have been input for the business day they must be certified by the DO or deputy (NCOIC). THIRD, after the DO or deputy certifies the DD1131's, then the cashier must go back and collect the DD1131's. NOTE: The cashier can externally certify collections with the approval of the DO. For classroom purposes you will be allowed to externally certify DD1131 collections. To access DD1131 Collections from the main menu: Click on Processing, then Collections and select DD Cash Collection Vouchers. INSTRUCTOR NOTE: Refer students to page 36 in Cashier Input Guide. Inputting the data: Step 1: Select Collection type. Use the drop down menu to select Receipt, Refund or Reimbursement. NOTE: There are three (3) different collection action types. RECEIPT: Receipts are collections creditable to the Treasury Department miscellaneous receipt accounts or other accounts or funds as authorized by legislation. Receipts are recognizable by the absence of a fiscal or program year in the appropriation accounting classification. REFUND: A Refund is a recoupment (collection) of payment made in error. The voucher accounting classification is precisely the same as that shown on the associated disbursement voucher. REIMBURSEMENTS: Reimbursements are amounts earned and collected for property sold or services furnished to the public or to another U.S. Government agency. Reimbursements are shown as a positive amount on the DD Form 1131. Reimbursements are shown as a positive amount on the DD Form 1131. Step 2: Disbursing Office Collection Voucher Number cannot be changed. Receiving Office Voucher Number is an optional input. Step 3: Select whether a Person or an Institution and input the name/SSN. Step 4: Select whether a US or Foreign address and input the address. Step 5: Received By; Name is automatically populated, Title is optional. Step 6: Date Received only needs to be input if different than today's date. Step 7: Scroll down to the Disbursing Office Data. STEP 5 STEP 7 STEP 6 If different

Input DD1131 Collections - Disbursing Office Info
STEP 14 STEP 8 STEP 9 STEP 10 STEP 11 STEP 12 INSTRUCTOR NOTE: Refer students to page 37 in Cashier Input Guide. Step 8: Disbursing Office name is automatically populated. Step 9: Disbursing Officer Name is automatically populated. Step 10: DSSN is automatically populated. Step 11: Date Received is automatically populated. Step 12: Period from and to fields are optional inputs. Step 13: Input the currency (US or Foreign) or NEG. INS. Information. Step 14: Click on the Remitters tab. STEP 13

Input DD1131 Collections - Remitters Tab
STEP 21 STEP 19 STEP 20 STEP 15 STEP 16 STEP 17 STEP 18 INSTRUCTOR NOTE: Refer students to page 38 in Cashier Input Guide. Step 15: Enter date collection received. Step 16: Enter Name of Remitter. Step 17: Enter description of collection. For training purposes it will always be the same as in this example. NOTE: Refer students to Page 34 of the Cashier Input Guide for accounting classifications. Step 18: Click on Accounting Lines Button. Enter the accounting class for this type of collection. (See page 34 of Cashier Input Guide). NOTE: When inputting data in the accounting lines you need to use the “TAB KEY” to move through the fields. If you don’t, your data will not be saved. Step 19: Remitter total will auto populate. Step 20: Remitter - of - will auto populate. Step 21: SAVE the transaction (Blue Disk). Step 22: You will get a message “Database apply Complete”, click OK. STEP 22

Certifying DD1131s - Externally
STEP 23 STEP 24 STEP 25 2) Certify the DD 1131: INSTRUCTOR NOTE: Refer students to page 39 in Cashier Input Guide. NOTE: For TRAINING PURPOSES ONLY you will do an external certification. Step 23: Click on the Certify button. Step 24: FOR TRAINING PURPOSES ONLY choose EXTERNAL certification method. Step 25: Message; “Externally certify the DD1131 being displayed", click OK. Step 26: A Certifying Officer window will appear. Type the name of the certifying officer. FOR TRAINING PURPOSES use “Tony L. Dungy” as the Certifying Officer. Step 27: Reports menu will open and display a completed DD1131. NOTE: For training purposes do not print. Exit by clicking on the red X. STEP 27 STEP 26

Collecting DD1131s - After Certification
STEP 31 STEP 31 STEP 28 STEP 29 (3) Collect DD 1131’s that have been certified: INSTRUCTOR NOTE: Refer students to page 40 in Cashier Input Guide. Step 28: Click on the “Collect” button. Step 29: You will get a message asking “Has the current DD1131 voucher been signed?” Click “YES” Step 30: You will get another message stating “Voucher number assigned.” Click OK. Step 31: After the voucher is collected you may exit “Red Door Out” or input another DD1131. NOTE: You MUST close out of the current window before opening a new window. STEP 30

Savings Deposit Program (SDP) - Input Collections
STEP 7 STEP 1 STEP 2 STEP 3 STEP 4 a b c d e STEP 5 STEP 6 c. Savings Deposit Program (SDP) - Collections (DD Form 1131) Savings Deposit Program Collections. Inputting the SDP DD 1131 Collection is a three step process: FIRST, the Collection Voucher information is input into the system. SECOND, after all SDP/DD1131's have been input for the business day they must be certified by the DO or deputy (NCOIC). THIRD, after the DO or deputy certifies the SDP/DD1131's, then the cashier must go back and collect the SDP/DD1131's. NOTE: the cashier can externally certify collections with the approval of the DO. For classroom purposes you will be allowed to externally certify DD1131 collections. To access the SDP Collections from the main menu: Click on Processing, then Collections and select Savings Deposit Program. INSTRUCTOR NOTE: Refer students to page 41 in Cashier Input Guide. (1) Inputting the data: Step 1: Enter the Last name, First name, MI, SSN. Step 2: Enter the street, city and zip code. State can be selected from the dropdown menu. Step 3: Select the Branch of Service from drop down list. Step 4: Select the Pay Grade from drop down list. Step 5: Enter the collected item(s). (a) Clicking the Currency Code field, the US will automatically populate and cannot be changed. (b) Enter the amount being collected. NOTE: The SDP collection cannot be less than $5.00 or greater than $ The total amount of SDP collection must be $5.00 increment. (c) Select the NI type if the collection will be non-Cash. (d) Enter the check number. This field must be filled, if NI Type is non-Cash. If the NI type is "SV", the SVC card number must be entered. (e) Enter the date on the check. This field must be filled if any negotiable instrument field has data. NOTE: If the selected NI was processed through the OTCnet application, the scanned check information will be displayed and the Check Amount, NI Type 'PC', Check Number, and NI Date cannot be changed. (f) Enter the Name. This field must be filled if any negotiable instrument field has data. The total block is system generated based on the collection(s). Step 6: Click on Accounting Lines Button. Enter the accounting class for this type of collection. (See page 51 of the Cashier Input Guide). Step 7: Click “Save” on the toolbar to the created Savings Deposit Program collection. The user can click “Collect” without saving to collect immediately or click on the toolbar to save and collect at a later time. NOTE: If the user clicks the 'Collect' button and the site is set up to process OTCnet checks and the transaction contains scanned OTCnet checks, it only can be collected by the current user who created the transaction. If the user is different than the user who created the transaction, the system will display an error message "Transaction contains scanned OTCnet checks. Only the user who created this transaction may collect it.

Savings Deposit Program (SDP) - Certify Collection
STEP 8 STEP 9 STEP 10 STEP 11 INSTRUCTOR NOTE: Refer the students to page 42 of the Cashier Input Guide. Certify the Savings Deposit Program (SDP) DD 1131: Step 8: Click Certify button. Step 9: FOR TRAINING PURPOSES ONLY choose EXTERNAL certification method. A Message asking “Externally certify the DD1131 being displayed", click OK. Step 10: A Certifying Officer window will appear. Type the name of the certifying officer. FOR TRAINING PURPOSES use “Tony L. Dungy” as the Certifying Officer. Step 11: Reports menu will open and display a completed DD1131. NOTE: For training purposes do not print. Exit by clicking on the red X.

Savings Deposit Program (SDP) Collection
STEP 19 STEP 12 STEP 14 STEP 13 STEP 16 STEP 17 INSTRUCTOR NOTE: Refer students to page 43 in Cashier Input Guide. (2) Collect SDP that have been certified: Step 12: Click on the “Collect” button. Step 13: You will get a message asking “Is the current Savings Deposit the one being collected?” Click “YES” Step 14: You will get another message stating “COLLECTION VOUCHER CREATED ######” Click OK. Step 15: You will get a message “Database apply Complete: # records applied”, click OK. Step 16: The SDP DD 1131 Form will be displayed to print. For classroom purposes we will NOT print the form. Step 17: Click the Red X to exit the SDP DD Form 1131 form. Step 18: When the form is exited and/or after printing the form a message box will appear stating “Transaction complete applied records saved.” Click OK. The Name and Address in the 'Receiving Office' section of the DD1131 voucher will be blank. Step 19: After the voucher is collected you may exit “Red Door Out” or input another DD1131 using the green plus symbol on the shortcut buttons. NOTE: You MUST close out of the current window before opening a new window. STEP 15 STEP 18

Check On Learning • How many types of collections are there?
• What type of certification can a cashier do? • After the collection is certified what action is taken? QUESTION: How many types of collections are there? ANSWER: There are 2 types; Manual and DD 1131 (CCV). QUESTION: What type of certification can a cashier do? ANSWER: External QUESTION: After the collection is certified what action is taken? ANSWER: It has to be collected.

Check On Learning • Who can collect the SDP funds when the OTCnet is set up and used in conjunction with DDS? • What is the minimum amount that DDS can accept for SDP Deposits? What is the Maximum amount? QUESTION: Who can collect the SDP funds when the OTCnet is set up and used in conjunction with DDS? ANSWER: Only the user who created the transaction can collect the SDP if using OTCnet. QUESTION: What is the minimum amount that DDS can accept for SDP Deposits? What is the Maximum amount? ANSWER: $5.00; $10,000.00

Disbursement Transactions
SECTION V Disbursement Transactions There are five different types of disbursements: Military Payments, Manual, SF1034, SF1049, and SF44. We will look at each different type of disbursement separately. Disbursements, like collections are entered in three phases, Input of data, Certify and Pay. However, the Manual disbursement DOES NOT need to be certified. Under normal operating conditions each step would be completed by a different individual. Input would be made by an input clerk, certification by the supervisor, and payment by the cashier. The cashier could also input the transaction. However, the collection would be “SYSTEM CERTIFIED ONLY” by the supervisor. For “TRAINING PURPOSES ONLY”, you will complete all three steps. You will “EXTERNALLY CERTIFY” the disbursements. INSTRUCTOR NOTE: Show Slide# 58 and refer the students to page 45 of the Cashier Input Guide. There are five different types of disbursements. They are: Military Payments, Manual, SF1034, SF1049, and SF44. We will look at each different type of disbursement separately. Disbursements, like collections are entered in three phases, Input of data, Certify and Pay. However, the Manual disbursement DOES NOT need to be certified. Under normal operating conditions each step would be completed by a different individual. Input would be made by an input clerk, certification by the supervisor, and payment by the cashier. The cashier could also input the transaction. However, the collection would be “SYSTEM CERTIFIED ONLY” by the supervisor.

Disbursement Transactions
SECTION V Disbursement Transactions Military payments are the most common form of disbursement that a cashier will input. The Military Payment input is used to record Advance and Casual payments made to military members. Military Payments are input based on Branch of Service (Army, Air Force, Navy, or Marines), Duty Status (Active, Reserve, or National Guard), Pay Grade (Officer / Enlisted), and Payment (Casual or Advance). For Reserve and National Guard the length of time on active duty is broken down into two categories they are Active Duty more than 30 days and Active Duty less than 30 days. Military Payments can be given either in Cash (US Currency or Foreign), by Stored Value Card (SVC), Check or EFT. Military payments are the most common form of disbursement that a cashier will input. The Military Payment input is used to record Advance and Casual payments made to military members. Military Payments are input based on Branch of Service (Army, Air Force, Navy, or Marines), Duty Status (Active, Reserve, or National Guard), Pay Grade (Officer / Enlisted), and Payment (Casual or Advance). For Reserve and National Guard the length of time on active duty is broken down into two categories they are Active Duty more than 30 days and Active Duty less than 30 days. Military Payments can be given either in Cash (US Currency or Foreign), by Stored Value Card (SVC), Check or EFT. NOTE: For deployments you will only use Cash or SVC. There are NO cash payments stateside. Casual Payments and Advances that are processed stateside are EFT to the Soldier's Direct Deposit bank account. The format for the input is the same for all military payments, only the data input will change. NOTE: Advance Payments can only be given to Army (Active, Guard and Reserve) personnel. INSTRUCTOR NOTE: Have the students input the transactions as a group while you show them the slides. Inputting the Military Payment. To access Military Payments from the main menu; Click Processing, then Disbursements and Military Payments. NOTE: Refer students to page of the Cashier Input Guide

Disbursements - Military Payment with Cash
STEP 1 STEP 2 STEP 4 STEP 5 STEP 6 STEP 3 STEP 7 STEP 8 STEP 9 STEP 10 STEP 11 INSTRUCTOR NOTE: Show Slide# 60 and refer the students to page 48 of the Cashier Input Guide. Military Payment disbursed in cash. Step 1: Ensure you have the Military Payment Tab open. INSTRUCTOR NOTE: DD117 and Milpay Interface tabs will not be used for training. Step 2: Select Person and input full name and SSN. Step 3: Select address type and input full address. Step 4: Select Payment Type (cash). Step 5: Select Branch of Service ( Army, Navy, Air Force, or Marines). Step 6: Select Duty Status (Active, Active more than 30 days/less than 30 days). Step 6a: Select sub comp if applicable (Reserve or National Guard). Step 7: Select Pay Grade. Step 8: Select Payment (Casual). Step 9: Select Reason Pay Code from drop down menu (for CP’s only one choice, Casual Pay, for AP’s, select the code based on reason for advance, i.e. BAH, BAS, OHA etc.). For AP’s input the number of months. Input the number of months deferred (if needed). The collection start code is auto filled 1. Step 10: Input the Dollar Amount. Step 11: Click on Accounting Lines Button. NOTE: When inputting data in the accounting lines you need to use the “TAB KEY” to move through the fields. If you don’t, your data will not be saved 7 1812 0000 US K

Accounting Lines STEP 12 STEP 13 NOTE: All areas are pre-filled except the amount and the ODC. The ODC For all payments will be “P” INSTRUCTOR NOTE: Show Slide# 61 and refer the students to page 49 of the Cashier Input Guide. Step 12: FY, APC, EOR, and IBOP will be automatically populated. Input the dollar amount. Step 13: Input the ODC from drop down menu. For Payments use “P”. Step 14: Click on OK. NOTE: The accounting class will change based on the Branch of Service and the Duty Status entered. STEP 14

Certifying - Military Payments
STEP 15 STEP 16 STEP 17 STEP 18 INSTRUCTOR NOTE: Refer the students to page 50 of the Cashier Input Guide. Step 15: Save the data (Blue Disc Button). Certify the payment: NOTE: For TRAINING PURPOSES ONLY you will do an external certification. Step 16: Certify the input. Click on the “certify” button. Step 17: FOR TRAINING PURPOSES ONLY choose EXTERNAL certification. Step 18: A Certifying Officer window will appear. Type the name of the certifying officer. FOR TRAINING PURPOSES use “Tony L. Dungy” as the Certifying Officer. Step 19: Message will state record certified, click OK. Step 20: Reports menu will open. NOTE: For training purposes do not print. Exit, click on red X. STEP 20 STEP 19

Paying - Military Payments
STEP 24 STEP 21 STEP 22 INSTRUCTOR NOTE: Show Slide# 63 and refer the students to page 51 of the Cashier Input Guide. (b) Pay the payment: Step 21: Pay the disbursement. Click on the Pay Button. Step 22: Message asks, “Voucher signed?” Click YES. Step 23: Message, Voucher Number------, click OK. Step 24: Exit (Red door out) or input another payment. STEP 23

Military Payments - SVC Disbursement
STEP 15 STEP 1 STEP 2 STEP 4 STEP 5 STEP 6 STEP 3 STEP 7 STEP 8 STEP 9 STEP 10 INSTRUCTOR NOTE: Show Slide# 64 and refer the students to pages of the Cashier Input Guide. (2) Military Payment disbursed with a SVC. The steps for inputting a military payment disbursed with a SVC are similar to those of a payment made with cash. However, there are several additional steps that need to be input to complete the payment when disbursed with a SVC. Step 1: Ensure you have the Military Payment Tab open. NOTE: DD117 and Milpay Interface tabs will not be used for training. Step 2: Select Person and input full name and SSN. Step 3: Select address type and input full address. Step 4: Select Payment Type (SVC). Step 5: Select Branch of Service (Army, Navy, Air Force, or Marines). Step 6: Select Duty Status (Active, Reserve or National Guard). Step 7: Select Pay Grade. Step 8: Select Payment (Casual). Step 9: Select Reason Pay Code from drop down menu.(for CP’s only one choice, Casual Pay, for AP’s, select the code based on reason for advance, i.e. BAH, BAS, OHA etc.) For AP’s input the number of months repay. Input the number of months deferred (if needed). The collection start code auto filled 1. Step 10: Input the Dollar Amount. Step 11: Click on Accounting Lines Button. NOTE: When inputting data in the accounting lines you need to use the “TAB KEY” to move through the fields. If you don’t, your data will not be saved. Step 12: FY, APC, EOR, and IBOP will be automatically populated. Input the dollar amount. Step 13: Input the ODC from drop down menu. For Payments use “P”. Step 14: Click on OK. NOTE: The accounting class will change based on the Branch of Service and the Duty Status entered. Step 15: Save the data (Blue Disc Button). STEP 11-14

Certifying Military Payments with SVC
nes STEP 16 STEP 17 STEP 18 Certify the payment: NOTE: For TRAINING PURPOSES ONLY you will do an external certification. INSTRUCTOR NOTE: Refer students to page 53 in Cashier Input Guide. Step 16: Certify the input. Click on the certify button. Step 17: FOR TRAINING PURPOSES ONLY choose EXTERNAL certification. Step 18: A Certifying Officer window will appear. Type the name of the certifying officer. FOR TRAINING PURPOSES use “Tony L. Dungy” as the Certifying Officer. Step 19: Message will state record certified, click OK. Step 20: Reports menu will open. NOTE: For training purposes do not print. Exit, click on red X. STEP 20 STEP 19

Input SVC Number After Certification
STEP 21 STEP 23 STEP 22 INSTRUCTOR NOTE: Refer the students to page 54 of the Cashier Input Guide. (b) Input the SVC Number: Step 21: After certification is complete you need to input the SVC Number being issued. Click on Edit to add the information to the screen. Step 22: Input the SVC Number. Step 23: Save the transaction again.

Paying Military Payments with SVC
STEP 27 STEP 24 (c) Pay the payment: Step 24: Pay the disbursement. Click the Pay Button. Step 25: Message asks, “Voucher signed?” Click YES. Step 26: Message, voucher number------, click OK. Step 27: Exit (Red door out) or input another payment. NOTE: You MUST close out of the current window before opening a new window. STEP 26 STEP 25

Military Payments - Advance Pay
Manual Disbursements. This is the ONLY type of disbursement that does not have to be certified. Manual disbursements are entered into DDS when the disbursement document has already been physically generated and certified from an external source. Since that external source has already certified the legitimacy of the payment, the cashier is just inputting that payment into DDS and paying it. During the manual process, an actual voucher is not physically generated through DDS. An example of a manual disbursement is a SF44. The agent goes out and purchases goods locally. Since the agent does not have a computer available, the SF44 is manually filled out and signed by all parties involved. This document is considered to be certified. Input and pay the payment manually. Each disbursement type will have its own accounting classification. INSTRUCTOR NOTE: Show Slide# 68. The next group of disbursements we will cover are; Manual, SF1034, SF1049, and SF44. Each one of these disbursements has a unique format for inputting the data. Manual Disbursements: This is the ONLY type of disbursement that does not have to be certified. Manual disbursements are entered into DDS when the disbursement document has already been physically generated and certified from an external source. Since that external source has already certified the legitimacy of the payment, the cashier is just inputting that payment into DDS and paying it. During the manual process, an actual voucher is not physically generated through DDS. An Example of a manual disbursement is a SF44. The agent goes out and purchases goods locally. Since the agent does not have a computer available, the SF44 is manually filled out and signed by all parties involved. This document is considered to be certified. Input and pay the payment manually. Each disbursement type will have its own accounting classification.

Military Payments - Advance Pay
STEP 9 STEP 9a STEP 9b STEP 9c INSTRUCTOR NOTE: Refer the students to page 55 of the Cashier Input Guide. INSTRUCTOR NOTE: Have the students input the transactions as a group while you show them the slides. Military Payments - Advance Pay: All information is input the same for advances as it is for casual payments with the exception of steps 9a-9c. Step 9a: When inputting an advance payment include the number of months for repay. Normally this is one month for payment of retroactive entitlements and travel advances. Step 9b: Enter the number of months deferred (if needed). Step 9c: Input the collection start code (if needed). When repay is one month the number of months deferred and collection start codes are grayed out, no input is needed. NOTE: The only change for an AP is the Reason Pay code, number of months repay, deferred, and collection start code. Input as needed.

Manual Disbursement - Input and Pay
STEP 1 STEP 6 STEP 2 STEP 3 STEP 4 STEP 5 STEP 9 STEP 10 STEP 13 STEP STEP 7 STEP 8 STEP 14 STEP 15 STEP 16 STEP 17 INSTRUCTOR NOTE: Refer the students to page 56 of the Cashier Input Guide. INSTRUCTOR NOTE: Have the students input the transactions as a group while you show them the slides. As stated earlier manual disbursements are the only type of disbursements that do not have to be certified. To access manual disbursements from the main menu: Click on processing, then disbursements and then manual. Step 1: Input the Currency Code. Step 2: Input the Payment Type (cash or check). Step 3: Input the Voucher Series. For training purposes use “MSC” for all transactions. Step 4: Select Payee (Person or Institution) and enter name/SSN. Step 5: Select address (US or Foreign) and enter complete address. Step 6: Input the Contract number/Requisition number. Step 7: Enter the contract date. Step 8: Enter Invoice Number Step 9: Enter Invoice Date. Step 10: Enter disbursement Amount. Step 11: Click on Accounting Lines. NOTE: When inputting data in the accounting lines you need to use the “TAB KEY” to move through the fields. If you don’t, your data will not be saved. Step 12: Enter correct accounting classification from page 47 of the Cashier Input Guide. After the accounting classification is input the Total US Equivalent will be auto filled. Click OK to return to previous screen. Step 13: SAVE the transaction (Blue Disc). NOTE: Manual Disbursements DO NOT have to be certified. Step 14: Click on the PAY Button. Step 15: Confirm. Make Payment, click on YES. Step 16: Voucher Number assigned, click on OK. Step 17: Screen will clear automatically. You may input another Manual Disbursement or EXIT (Red Door Out). NOTE: You MUST close out of the current window before opening a new window.

Input A SF1034 Disbursement
STEP 2 STEP 3 STEP 1 STEP 4 STEP 5 STEP 6 Optional STEP 7 STEP 8 STEP 9 STEP 10 STEP 14 STEP 11 STEP 12 STEP 13 INSTRUCTOR NOTE: Refer the students to page of the Cashier Input Guide. Have the students input the transactions as a group while you show them the slides. SF 1034 Disbursements: To access SF 1034 disbursements from the main menu: Click on processing, then disbursements and then SF 1034. Input the data: Step 1: Enter Currency Code (FC for training). Step 2: Enter Payment type (cash or check). Step 3: Enter Voucher Series (MSC). Step 4: US Dept will auto fill. Step 5: Voucher date will auto fill with current business date. Step 6: Schedule Number is optional. Step 7 and 8: Contract Number or Requisition Number dates are required if MSC is used for voucher series, otherwise optional. Step 9: Paid by blocks will auto fill. Step 10: Select payee type (Person or Institution), then enter Payee's Name and Address data. Step 11: Date Invoice Received will auto fill; cashier can change it, if applicable. Step 12: Enter Discount Terms if applicable. Step 13: Payee's Account Number is optional. Step 14: Enter the location the goods were shipped from and where they are going be delivered, weight and GBL# (all are optional).

SF1034 Disbursement (continued)
STEP 20 STEP 15 a h g f e d c b STEP 16 STEP 17 STEP 18 STEP 19 STEP 21 STEP 22 SF1034 Disbursement (continued) INSTRUCTOR NOTE: Have students use the scroll bar to move through the voucher. Refer the students to page 58 of the Cashier Input Guide. Step 15: Enter the data about the item(s) ordered. a. Enter the order number. b. Enter the date order was placed. c. Enter date of delivery, normally this is the same date it is paid. d. Enter the description of the articles or services received. e. Enter qty of items received, this could be different from the number ordered. f. Enter the unit cost of each individual item. g. Enter the Price Per, this auto defaults to each, it can be changed. h. The amount will auto fill after qty, unit cost, and price per are entered. Step 16: Enter the Payment data, the system auto defaults to Final, cashier can change it if needed. Step 17: Amount Approved for will auto fill. Step 18: Exchange Rate will auto fill. Step 19: Approved By/Title will auto fill, it can be changed if needed. Step 20: Differences, if what was ordered or paid is different than what the contract states, enter amount and/or reason for difference here. Step 21: Amount verified correct for will auto fill. Step 22: “Pursuant to..…”, disabled, will auto fill when voucher is certified. NOTE: Scroll down to view the other areas of the form.

SF1034 Disbursement (continued)
STEP 23 STEP 24 STEP 25 STEP 26 7 KU INSTRUCTOR NOTE: Refer the students to page 59 of the Cashier Input Guide. Step 23: Click on Accounting Lines. NOTE: When inputting data in the accounting lines you need to use the “TAB KEY” to move through the fields. If you don’t, your data will not be saved. Step 24: Enter correct accounting classification from page 47 of student Cashier Input Guide. Step 25: Paid By is disabled. Step 26: SAVE the transaction (Blue Disc).

Certify and Pay a SF1034 Disbursement
STEP 27 STEP 30 STEP 36 STEP 28 STEP 29 STEP 31 STEP 32 STEP 33 INSTRUCTOR NOTE: Refer the students to page 60 of the Cashier Input Guide. Certify the disbursement: NOTE: For TRAINING PURPOSES ONLY you will do an external certification. Step 27: Click on the Certify Button. Step 28: FOR TRAINING PURPOSES ONLY Choose EXTERNAL certification. Step 29: Externally certify SF1034, click OK. Step 30: The reports menu will open and display a completed SF1034. NOTE: For training purposes do not print. Exit, click on red X. (2) Pay the payment: Step 31: Click on the PAY Button. Step 32: SF1034 Signed? Click OK. Step 33: Voucher number assigned, click OK. Step 34: Screen will clear automatically. You may input another SF1034 Disbursement or exit. To exit, click on cancel then; Step 35: Click “OK” in the message box. Step 36: Click on the exit button (Red Door Out). NOTE: You MUST close out of the current window before opening a new window.

Input a SF1049 Disbursement
STEP 1 STEP 7 STEP 8 STEP 9 Optional Disabled STEP 2 STEP 3 STEP 4 STEP 5 STEP 10 STEP 11 STEP 12 STEP 13 US K INSTRUCTOR NOTE: Refer the students to pages 61 of the Cashier Input Guide. NOTE: Have the students input the transactions as a group while you show them the slides. SF 1049 Disbursement: To access SF 1049 disbursements from the main menu: Click on processing, then disbursements and then SF 1049. Input the data: Step 1: Enter Currency Code. Step 2: Enter Payment Type (cash or check). Step 3: Enter Voucher Series (MSC). Step 4: Voucher Number is disabled. Step 5: Schedule Number is optional. Step 6: Voucher prepared auto fills. Step 7: Voucher date defaults to current business date, it can be changed. Step 8: U.S. Dept auto fills. Step 9: Click on Accounting Lines. NOTE: When inputting data in the accounting lines you need to use the “TAB KEY” to move through the fields. If you don’t, your data will not be saved. Step 10: Enter correct accounting classification from page 47 of Cashier Input Guide. Step 11: Select Person or Institution and enter name/SSN. Step 12: Select address type and enter complete address. Step 13: Paid By block auto fills. Note: Scroll down to view other areas of the form.

Input a SF1049 Disbursement (continued)
W40FMT09P0200 10/28/2009 STEP 14 STEP 15 STEP 16 f - g a b c d e INSTRUCTOR NOTE: Refer the students to pages 62 of the Cashier Input Guide. Step 14: If the voucher series is 'CA1' or 'MSC', the 'Reason for Payment' will be enabled and "Contract Number" and "Date" is a mandatory field. Contract/Requisition Number Field is a alpha/numeric input and will not accept special characters with the exception of dashes. Step 15: Contract Date is optional, however if you input a contract number you also input a date. Step 16: Enter the data about the item(s) ordered. Use tab key to move through the fields. a. Date of Deposit, defaults to current business date, it can be changed. b. Receipt number, is optional. c. Articles or services enter description of items. d. Enter amount. e. Applied Changes, enter any change information here. f. Balance due auto fills. g. Notations enter any notes here. Press the TAB Key. NOTE: After you press the TAB Key the final section will auto fill.

STEP 27 STEP 22 STEP 20 STEP 21 STEP 25 STEP 29 STEP 17 STEP 28 STEP 19 STEP 23 STEP 26 STEP 24 STEP 18 INSTRUCTOR NOTE: Refer the students to pages 63 of the Cashier Input Guide. Step 17: SAVE the transaction (Blue Disc). (2) Certify the disbursement: NOTE: For TRAINING PURPOSES ONLY you will do an external certification. Step 18: Click on Certify. Step 19: FOR TRAINING PURPOSES ONLY choose EXTERNAL certification. Step 20: Externally certify SF1049, click OK. Step 21: The reports menu will open and display a completed SF1049. For training purposes do not print. Exit, click on red X. (3) Pay the Payment: Step 22: Click on Pay Button. Step 23: SF1049 signed? Click OK. Step 24: Voucher Number assigned, click OK. Step 25: 1 record applied, click OK. Step 26: Transaction complete # records applied and saved. Click OK. Step 27: Screen will clear automatically. You may ADD another SF1049 Disbursement or exit. To exit, click on cancel then; Step 28: Click “OK” in the message box. Step 29: Click on the exit button (Red Door Out). NOTE: You MUST close out of the current window before opening a new window.

Input a SF44 Disbursement
STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 STEP 7 STEP 8 a b c d STEP 9 STEP10 STEP11 STEP12 STEP13 STEP15 STEP 14 INSTRUCTOR NOTE: Refer the students to page 64 of the Cashier Input Guide. Have the students input the transactions as a group while you show them the slides. SF 44 Disbursements: To access SF 44 disbursements from the main menu: Click on processing, then disbursements and then SF 44. Input the data: Step 1: Enter Currency Code. Step 2: Enter Payment Type (cash or check). Step 3: Enter Voucher Series (MSC). Step 4: Enter date the order was placed. If no order number is input, leave the date blank. Step 5: Enter an Order Number, optional. Step 6: Input the Name and Address of the seller. Step 7: Input the Name and Address of the receiver of the goods/services. Step 8: Enter information about the supplies or services here. a. Description of items. b. Quantity received. c. Unit price, for each individual item. d. Total price will auto fill. Step 9: Agency Name and Billing Address auto fills. Step 10: Total auto fills. Step 11: U.S. Equivalent auto fills. Step 12: Enter Discount Terms, if applicable. Step 13: Invoice date auto defaults to current business date. Step 14: Ordered By is optional. Step 15: Title is optional. Note: Scroll down to view the other areas of the form.

Input a SF44 Disbursement (continued)
STEP 16 STEP 17 STEP 18 a STEP 19 STEP 20 STEP 21 b c US 7 Instructor Note: Refer students to page 65 of the Cashier Input Guide. Step 16: Click on Accounting Lines. NOTE: When inputting data in the accounting lines you need to use the “TAB KEY” to move through the fields. If you don’t, your data will not be saved. Step 17: Enter correct accounting classification from page 47 in the Cashier Input Guide. Step 18: Enter purchaser information. a. Received By; enter name of person receiving items. b. Title; enter person’s title. c. The date auto fills with current business date, it can be changed. Step 19: Seller: data auto fills. Step 20: SAVE the transaction (Blue Disc). Step 21: Database apply complete, 5 records applied. Click OK.

STEP 26 10/12/2009 STEP 22 STEP 23 STEP 24 STEP 25 STEP 27 STEP 28 INSTRUCTOR NOTE: Refer the students to page 66 of the Cashier Input Guide. (2) Certify the disbursement: NOTE: For TRAINING PURPOSES ONLY you will do an external certification. Step 22: Click on the Certify Button. Step 23: FOR TRAINING PURPOSES ONLY choose EXTERNAL certification. Step 24: Externally certify SF44? Click OK. Step 25: The reports menu will open and display a completed SF44. NOTE: For training purposes do not print. Exit, click on red X. (3) Make the Payment: Step 26: Click on the Pay Button. Step 27: Has SF44 been signed? Click YES. Step 28: Voucher Number assigned. Click OK. Step 29: Screen will clear automatically. You may ADD another SF44 Disbursement or exit. To exit, click on cancel then; Step 30: Click “OK” in the message box. Step 31: Click on the exit button (Red Door Out). NOTE: You MUST close out of the current window before opening a new window.

Check On Learning • How many types of disbursements are there?
• Who can receive an advance pay? • Which type of disbursement DOES NOT have to be certified? QUESTION: How many types of disbursements are there? ANSWER: 5; Military Payments, Manual, SF1034, SF1049, and SF44. QUESTION: Who can receive an advance pay? ANSWER: Only Army Active, Guard and Reserve Soldiers. QUESTION: Which type of disbursement DOES NOT have to be certified? ANSWER: Manual.

Miscellaneous Transactions
SECTION VI Miscellaneous Transactions While there are many other transactions in the DDS System, the two most commonly used by cashiers are the Backout Function and the Customer Check Privileges Function. Backout Function: This allows a cashier to backout (erase) a transaction that has been input incorrectly or should not have been input at all. When using the Backout Function a supervisor with administrator capabilities will need to approve the backout function. To access the backout function from the main menu: Click on Processing, then Backout, and select transaction type. INSTRUCTOR NOTE: Refer the students to page 68 of the Cashier Input Guide. While there are many other transactions in the DDS System, the two most commonly used by cashiers are the Backout Function and the Customer Check Privileges Function. Backout Function: This allows a cashier to backout (erase) a transaction that has been input incorrectly or should not have been input at all. When using the Backout Function a supervisor with administrator capabilities will need to approve the backout function. To access the backout function from the main menu: Click on Processing, then Backout, and select transaction type.

Backout a Transaction STEP 7 STEP 1 STEP 4 STEP 2 30-OCT-2009 STEP 3 INSTRUCTOR NOTE: Refer the students to pages 69 of the Cashier Input Guide. INSTRUCTOR NOTE: DO NOT have the students input the transaction, show them the slides as YOU go through the steps. Explain that this transaction requires a Supervisor password to backout the transaction. When the screen opens all transactions input for the current business day will be displayed. Scroll through the transactions by using the tool bar on the right. When you locate the transaction you wish to backout: Step 1: Highlight the transaction you want backed out. Step 2: Review the Details of the transaction to ensure you have selected the correct one. Step 3: Click on the Backout Button at the bottom right corner of the screen. Step 4: Have your Supervisor input his/her USERID and PASSWORD. Step 5: You receive a message stating “Backout authorization granted, Click OK. Step 6: The screen will flash and the transaction you backed out will no longer be showing. Step 7: You can backout another transaction or EXIT (Red Door Out). NOTE: You MUST close out of the current window before opening a new window. STEP 5 STEP 6

Input Customer Check Privileges
Customer Check Privileges: This function allows the cashier to input information for a specific person. It establishes check cashing limits and authorizes other family members to negotiate checks on behalf of the person. This function is also used to notify the cashier when a customer has been placed on the Bad Check List for having a check returned for Non-Sufficient Funds. To access the Customer Check Privileges function from the main menu: Click on Processing, then Customer Check Privileges. INSTRUCTOR NOTE: Refer students to page 68 in Cashier Input Guide. Customer Check Privileges: This function allows the cashier to input information for a specific person. It establishes check cashing limits and authorizes other family members to negotiate checks on behalf of the person. This function is also used to notify the cashier when a customer has been placed on the Bad Check List for having a check returned for Non-Sufficient Funds.

Input Customer Check Privileges
STEP 1 STEP 5 STEP 6 STEP 2 STEP 3 STEP 4 STEP 7 STEP 8 STEP 9 STEP 10 STEP 12 STEP 11 STEP 13 STEP 14 STEP 16 STEP 15 To access the Customer Check Privileges function from the main menu: Click on Processing, then Customer Check Privileges. INSTRUCTOR NOTE: Refer the students to pages 70 of the Cashier Input Guide. When you access this function the screen shows two tabs. Ensure that you are on the Check Cashing Privileges Tab. Step 1: Select “Person” and input the name/SSN. Step 2: Select Address type and input the complete address. Step 3: Input the contact phone numbers for home and work. Step 4: Input the Drivers' License data. Step 5: Input whether Military or Civilian. Step 6: For Military input pay grade. Step 7: Input the customers Date of Estimated Return from Overseas (DEROS) . Step 8: Input the Unit and branch of Service for military and the Employer's Name for civilians. Step 9: Input the Supervisor's Name, if supervisor is military include the rank. Step 10: Input Supervisor's Phone number. Step 11: Check limit, indicate whether check cashing limit is for a “Daily”, “Weekly”, or “Monthly” basis. “None” if no limit exists. Step 12: Enter the Amount of the check cashing limit. Step 13: Click on the Power of Attorney Tab. Step 14: Enter any other information regarding family members here. Step 15: SAVE the transaction (Blue Disc). Step 16: If inputting another transaction click on the ADD green plus sign or EXIT (Red Door Out). NOTE: You MUST close out of the current window before opening a new window.

Check On Learning • What transactions can be backed out?
• Who can authorize a backout transaction? • Who can you input Customer Check Privileges data on? QUESTION: What transactions can be backed out? ANSWER: Any transactions that were input for the current business day. QUESTION: Who can authorize a backout transaction? ANSWER: Supervisor with ADMIN capabilities. QUESTION: Who can you input Customer Check Privileges data on? ANSWER: Military and civilian personnel.

SECTION VII End of Day Reports
After you complete all transactions for the day you need to close out the business day. To close out the business day you balance and finalize your reports. There are four reports you must print and finalize, they are: DD Form 2664, DD Form 2659 (2), DD Form 1081 (Return), and DD Form 2665. DD Form 2664: This form lists all the exchanges transactions you input into DDS. DD Form 2659 (2): This is the Voucher Control Log. The system creates one for collections and one for disbursements. It lists, by voucher number, all collections and disbursements input. Ensure you print both of the control logs before exiting the report. DD Form 1081: At the end of the business day you turn in ALL Negotiable Instruments, Collection Vouchers, Paid Vouchers, and SVC Sales. You may also be required to turn in currency if you are over your cash holding limit. You list all of these things on the DD Form 1081 and present it to the DO along with the items. DD Form 2665: This form is your accountability for the business day. All transaction input by you will be reflected on this report. It is your proof that you accounted for all items in your care. It is also used by the DO for his/her accountability. We will look at each one of these forms in detail. INSTRUCTOR NOTE: Refer the students to pages of the Cashier Input Guide. After you complete all transactions for the day you need to close out the business day. To close out the business day you balance and finalize your reports. There are four reports you must print and finalize, they are: DD Form 2664, DD Form 2659 (2), DD Form 1081 (Return), and DD Form 2665. DD Form 2664: This form lists all the exchanges transactions you input into DDS. NOTE: Refer students to page 31 of the Cashier Input Guide for a sample copy of the DD 2664. DD Form 2659 (2): This is the Voucher Control Log. The system creates one for collections and one for disbursements. It lists, by voucher number, all collections and disbursements input. Ensure you print both the control logs before exiting the report. DD Form 1081: At the end of the business day you turn in ALL Negotiable Instruments, Collection Vouchers, Paid Vouchers, and SVC Sales. You may also be required to turn in currency if you are over your cash holding limit. You list all of these things on the DD Form 1081 and present it to the DO along with the items. DD Form 2665: This form is your accountability for the business day. All transaction input by you will be reflected on this report. It is your proof that you accounted for all items in your care. It is also used by the DO for his/her accountability. We look at each one of these forms in detail.

DD Form 2664 STEP 6 Step 4 STEP 1 STEP 5 STEP 2 STEP 3 INSTRUCTOR NOTE: Refer the students to pages 73 of the Cashier Input Guide. NOTE: Have the students input the transactions as a group while you show them the slides. To access the reports from the main menu: Click on Reports and select the report you wish to access. a.DD Form 2664 Step 1: Ensure that the business date is correct. Step 2: Input cashier's initials. Step 3: Click on OK. Step 4: The report will open. Print the report. NOTE: For training purposes DO NOT print. Step 5: Exit out of the form. Red X. Step 6: EXIT out to the main menu, Red Door out. NOTE: You MUST close out of the current window before opening a new window.

DD Form 2659 - Voucher Control Log
STEP 1 STEP 2 INSTRUCTOR NOTE: Refer the students to page 74 of the Cashier Input Guide. NOTE: The DD Form 2659 shows ALL the Collections and Disbursements for an ENTIRE Site. Each cashier will have to verify their collections and disbursements show up on the report. NOTE: Have the students input the transactions as a group while you show them the slides. b. DD Form 2659 Step 1: Ensure the date is correct. Step 2: Ensure the site is correct. Step 3: Click on OK. STEP 3

DD Form 2659 - Voucher Control Log - Collections
STEP 4 STEP 6 STEP 5 NOTE: DD Form 2659 is used to list ALL Vouchers used for the entire site ID. It is not broken down by cashier/agent INSTRUCTOR NOTE: Refer students to page 75 in Cashier Input Guide. Step 4: Block 2 for collections automatically is checked and the document will be filled out. Step 5: Print the report. NOTE: For training purposes DO NOT print. Step 6: Exit the report, red X.

DD Form 2659 - Voucher Control Log - Disbursements
STEP 7 STEP 8 STEP 9 NOTE: DD Form 2659 is used to list ALL Vouchers used for the entire site ID. It is not broken down by cashier/agent INSTRUCTOR NOTE: Refer students to page 75 in Cashier Input Guide. Step 7: Block 1 for disbursements automatically is checked and the document will be filled out. Step 8: Print the report. NOTE: For training purposes DO NOT print. Step 9: Exit the report, red X. Step 10: Exit the report, “Red door out.” NOTE: You MUST close out of the current window before opening a new window.

DD Form Return STEP 2 STEP 1 STEP 5 - 9 STEP 3 STEP 4 INSTRUCTOR NOTE: Refer the students to page 76 of the Cashier Input Guide. c. Cashier DD Form 1081 Return - The full return is selected at the END OF THE BUSINESS DAY. It is used to finalize the cashier's accountability for the day. The cashier DOES NOT have to return all funds on hand when executing a full return. This example is of a full return when the Soldier will not be cashiering any longer. Step 1: Select the receiving user from the drop down menu (DA100001). Step 2: Select Return. Step 3: Select Full. Step 4: Scroll down the form to view the remaining lines of the DD1081. Step 5: Click on Line 2 for U.S. Dollars in the middle of the screen. NOTE: Steps 5-10 will be discussed in detail. They cover lines 2, 3, 5, 7c3, 8, and 12 of the DD1081. These are the only lines you will need to fill out for your return.

Line 2 - DD Form 1081 U.S. Currency
STEP 5b STEP 5a U.S. Currency INSTRUCTOR NOTE: Refer the students to page 77 of the Cashier Input Guide. Line 2 of the DD 1081 is used for US Currency. Step 5a: Curr Code, On Hand, and Exch Rate will auto fill. Step 5b: Click on the Green Safe.

U.S. Currency Denominations Calculator
Line 2 (cont) - DD Form US Currency U.S. Currency Denominations Calculator STEP 5e STEP 5c STEP 5d Step 5c: Currency Denominations Calculator. Enter the bill count or the dollar amount of each type of bill/coin to be returned. You do not have to enter the bill count, you can TAB over and enter the dollar amount instead. NOTE: This is a FULL RETURN and you are returning ALL currency. However, when doing a full return it is NOT necessary to return all currencies. The full return is used to close out the business day and turn in all collections, disbursements, and NI's. INSTRUCTOR NOTE: Students should RETURN the following denominations: US Currency $9,550.00 100's = $ (17) 50's = $ (37) 20's = $ (250) 10's = $ (50) 5's = $ (100) Foreign Currency 8, units ($ ) 20's = $ (380) 10's = $ (80) 5's = $ (80) Step 5d: Total Currency Amt: and Total US Equiv: should be equal. Step 5e: Click on OK.

Line 2 (cont) - DD Form 1081 - US Currency
STEP 5g STEP 5f U.S. Currency INSTRUCTOR NOTE: Refer the students to page 78 of the Cashier Input Guide. Step 5f: Verify US Equiv is equal to the On Hand amount. Step 5g: Click OK.

Line 3 - DD Form 1081 - Foreign Currency
STEP 6a STEP 6b Foreign Currency INSTRUCTOR NOTE: Refer the students to page 79 of the Cashier Input Guide. Step 6: Click on Line 3 of the DD 1081 is used for Foreign Currency. (U.S. Equivalent) in the middle of the screen. Step 6a: Curr Code, On Hand, and Exch Rate will auto fill. Step 6b: Click on the Green Safe.

Foreign Currency Denominations Calculator
Line 3 - DD Form Foreign Currency STEP 6e STEP 6c STEP 6d Foreign Currency Denominations Calculator Step 6c: Enter the bill count or the foreign amount of each type of bill/coin to be returned. You do not have to enter the bill count, you can TAB over and enter the dollar amount instead. NOTE: This is a FULL RETURN. Step 6d: Total Currency Amt: is in foreign units and Total US Equiv: is the dollar value. Step 6e: Click on OK.

Line 3 - DD Form 1081 Foreign Currency
STEP 6g Foreign Currency STEP 6f Step 6f: Verify US Equiv is correct based on exchange rate for On Hand amount. Step 6g: Click OK.

Line 5 - Collections STEP 7 Step 7: Click on Line 5. Verify that all collections for the day are showing then click OK.

Line 7c3 - Other Negotiable Instruments
STEP 8b Select All STEP 8a INSTRUCTOR NOTE: Refer students to page 81 in Cashier Input Guide. Step 8: Click on Line 7c3. Verify that all negotiable instruments for the day are showing. Step 8a: Click the “Select All” Button. Step 8b: Click on OK. NOTE: Cashier/Agent must click 7c3 to attach checks to Outgoing DD 1081.

Line 7c3 - Other Negotiable Instruments
NOTE: Cashier/Agent must click 7c3 to attach checks to Outgoing DD 1081. During this step, the DD1081 and the PCC scanned check batches will be reconciled. The total amount and total check count for a PCC batch, as reported by the PCC batch closing/sending process, will be compared to the total amount and count checks for a batch in the DDS Negotiable Instruments that have been collected in a collection voucher or saved in an exchange transaction, saved and have not been backed out. If the totals match the batch is reconciled. The PCC Reconciliation report will list the checks in a batch where there is a discrepancy between PCC and DDS. Some possible discrepancies are: 1. A check that is scanned in PCC but never used in DDS. 2. A check that is scanned in PCC, entered into a DDS Collection, but never collected. 3. A check that is scanned in PCC, entered and collected in DDS, then backed out of DDS and never reused. 4. A check that is scanned in PCC, entered and collected in DDS, than voided in PCC OTC, then backed out of DDS, but not deleted. 5. A check where the amount in PCC is different than the amount in DDS. During the process, the DD1081 and the PCC scanned check batches will be reconciled. The total amount and total check count for a PCC batch, as reported by the PCC batch closing/sending process, will be compared to the total amount and count checks for a batch in the DDS Negotiable Instruments that have been collected in a collection voucher or saved in an exchange transaction, saved and have not been backed out. If the totals match the batch is reconciled. The PCC Reconciliation report will list the checks in a batch where there is a discrepancy between PCC and DDS. Some possible discrepancies are: A check that is scanned in PCC but never used in DDS. A check that is scanned in PCC, entered into a DDS Collection, but never collected. A check that is scanned in PCC, entered and collected in DDS, then backed out of DDS and never reused. A check that is scanned in PCC, entered and collected in DDS, than voided in PCC OTC, then backed out of DDS, but not deleted. A check where the amount in PCC is different than the amount in DDS.

Line 8 - Paid Vouchers STEP 9 INSTRUCTOR NOTE: Refer students to page 81 of the Cashier input guide. Step 9: Click on Line 8. Verify that all Paid Vouchers for the day are showing then click OK.

NOTE: Ending Balance should be ZERO for a FULL RETURN.
Line 12 - Ending Balance STEP 10 STEP 10a STEP 10b NOTE: Ending Balance should be ZERO for a FULL RETURN. INSTRUCTOR NOTE: Refer students to page 82 of the Cashier input guide. Step 10: Click on Line 12 Button (total Funds after return). This will recalculate the cashiers' accountability. Step 10a: The Ending Balance Total should be ZERO since this is a FULL return. Step 10b: SAVE the data. STUDENT NOTE: If you are not turning in all your cash, you will be able to see your remaining cash on hand total on line 12 AFTER you have turned in all other items.

DD Form 1081 - Ending Balance
STEP 10d STEP 10c STEP 10e 10/30/2009 Tony L. Dungy INSTRUCTOR NOTE: Refer students to page 83 of the Cashier input guide. Step 10c: The report for the DD1081 will open. Verify that the “ON RETURN” block is checked. Step 10d: Print two copies of the report, one for the cashier and one for the DA/DDO. NOTE: For training DO NOT Print. Step 10e: Exit out of the report, red X. NOTE: You MUST close out of the current window before opening a new window.

Cashier Return DD Form 1081 to Disbursing Agent (DA)
For training purposes you are going to perform the function of the DA and Cashier. In real world situations a user will NOT perform both roles due to Internal Controls and a conflict of interest Deployable Disbursing System

DA Confirms the DD Form 1081 3a – 3e STEP 1 STEPS STEP 5 STEP 2 STEP 4
For training purposes you are going to perform the function of the DA and Cashier. In real world situations a user will NOT perform both roles due to Internal Controls and a conflict of interest. Once logged in as the DA click on Reports and select DD 1081-Statement of Agent Officer's Account. The DD Form 1081 screen populates with the oldest unconfirmed DD1081. If there are more than one outstanding DD1081 INSTRUCTOR NOTE: Refer students to page 85 in Cashier Input Guide. Step 1:, Click any of the arrows from the toolbar to navigate through unconfirmed DD1081s. Step 2: The information message "Incoming DD1081 must be processed. OK" will be displayed.Click the OK button to either Confirm or Reject the DD1081. Click Confirm. Step 3: Verify the following: (a) Issuing User Id: C## (Should be your cashiers User ID) (b) Receiving User Id/Site: JR (Should be the DA's information) (c) Issuing User Site Number: 0001 (Your site ID) (d) Name of Receiver: Agent Disbursing (DA1) (e) Name of Issuer: Cashier # (C##) Note: The amounts Advanced or Returned, such as cash, checks, dishonored checks, EFT for cash, incorrect vouchers, etc, will be shown in Column b. Increase (Received by agent) or d. Decrease (Turned in by agent). The user can click the Confirm button or click the line number to view advanced or returned items. Step 4: Verify the totals in blocks 1 through 12 scrolling through and clicking the corresponding number(s). Step 5: Once the DD Form 1081 is reviewed, if correct select the “Confirm” button to accept the DD Form 1081. Step 6: After confirming the DD Form 1081, a pop up message stating "Continue with confirmation will appear. Click “OK or Cancel”. Selecting the OK button will update the DD1081 return user's accountability. If the Vault user clicks the Confirm button on CASH returned DD1081, the Vault Denomination Component screen will be opened for the first currency. The Vault user must distribute cash by denomination. If the Vault user Confirms more than one currency, by clicking the OK button in the denomination screen, another currency Denomination screen will be displayed. Clicking the Cancel button in the Vault Denomination Component screen will cancel the entire currency denomination process and return to the DD1081 screen.

DA Verifies the Vault STEPS 6a – 6b INSTRUCTOR NOTE: Refer students to page 86 in Cashier Input Guide.

DA Verifies Currency Denominations (US and FC)
DA/DDO FC Cashier/Agent FC STEPS 6a – 6b INSTRUCTOR NOTE: Refer students to page 87 in Cashier Input Guide.

DA Verifies NI Checks from Agent/Cashier
STEPS 7a-7k a b c j d e f g h i k STEP 8 INSTRUCTOR NOTE: Refer students to page 88 in Cashier Input Guide. Step 7: After all currencies have been confirmed, if there are Negotiable Instruments attached, the 'Accept NI Checks' screen will be displayed. Verify the following: (a) Vault Code - Select Vault Code from the drop down menu. (b) Check/Trace Number - Check number will be displayed. (c) Date - Date of Negotiable Instrument will be displayed. (d) Currency Code - Currency code of Negotiable Instrument will be displayed. (e) Amount - Amount of Negotiable Instrument will be displayed. (f) Exchange rate - Exchange rate of Negotiable Instrument processed will be displayed. (g) US Equivalent - US Equivalent of Negotiable Instrument will be displayed. (h) NI Type - It will indicate Treasury Check for Cash, EFT for Cash, Dishonored or NI Check. (i) Payee - Name to whom check is written will be displayed. (j) SSN - SSN will be displayed. (k) Click the OK button and the "NIs" will be stored in the selected Vault.

SIGNATURE OF AGENT OFFCIER
DA Confirms the DD Form 1081 Return from Agent/Cashier STEP 9 DATE SIGNATURE OF AGENT OFFICER SIGNATURE OF AGENT OFFCIER INSTRUCTOR NOTE: Refer students to page 89 in Cashier Input Guide.

DA Rejects the DD Form 1081 from AGENT
STEP2 STEP 1 STEP3 STEP 4 INSTRUCTOR NOTE: Refer students to page 90 in Cashier Input Guide. Once logged in as the DA, click on Reports and select DD 1081-Statement of Agent Officer’s Account. If there are more than one outstanding DD1081 the screen populates with the oldest unconfirmed DD1081. If there are more than one outstanding DD1081 Step 1: Click any of the arrows from the toolbar to navigate through unconfirmed DD1081s. Select the correct DD Form 1081. Step 2: The information message "Incoming DD1081 must be processed. OK" will be displayed.Click the OK button to either Confirm or Reject the DD1081. Click Confirm. Step 2: Click the Reject button and the message "Continue with reject? OK or Cancel" message will be displayed. Click the OK button, and the accountability will not be updated. Step 3: Print preview of DD1081 with the “Rejected" label will display on rejected DD 1081. NOTE: Items listed cannot be modified. Issuer of DD1081 can only correct. If DD1081 is issued incorrectly, the DD1081 can be rejected by the receiving user. If a DD1081 is rejected before the close of the business day, the user who issued DD1081 will not be able to close the business day without deleting the rejected DD1081. The originator of the DD1081 will have to delete it and create a new one.

SAMPLE: DA Rejected the DD Form 1081 from AGENT
NOTE: The originator of the DD1081 will have to delete it and create a new one. INSTRUCTOR NOTE: Refer students to page 91 in Cashier Input Guide.

Deleting a DD Form 1081 g. Deleting a DD Form 1081
STEP3 STEP 1 STEP2 STEP 4 g. Deleting a DD Form 1081 Once logged into DDS, Click on Reports and select DD Statement of Agent Officers Account. INSTRUCTOR NOTE: Refer students to page 92 in Cashier Input Guide. Step 1:Select the appropriate DD1081 for deletion. The screen populates with the oldest rejected or unconfirmed DD1081. Clicking any of the arrows from the toolbar, allows user to navigate through unconfirmed DD1081s. Step 2: The information message "Incoming DD1081 must be processed. OK" will be displayed. Click the OK button to verify the Incoming DD Form 1081. Step 3: Click the Delete button from menu bar. Step 4: A message "Continue with delete? OK or Cancel" appears. Click OK. Cancel - Clicking the Cancel button, a information message "Delete cancelled. OK" appears. Clicking the OK button returns to the DD1081 screen.

Cashier Finalizes DD Form 2665
As the cashier you will also have to submit the DD Form 2665 (Daily Agent Accountability Summary) at the end of the day. The DD Form 1081 is completed prior to completing the DD Form Once logged in as the Cashier/Agent, click on “Reports” and select “DD 2665-Daily Agent Accountability Summary” Scroll down through the form to verify the information as follows in the following slides.

DD Form 2665 h. DD Form 2665 - Full Return (Agent ZERO Balance)
STEP 1 STEP 2 h. DD Form Full Return (Agent ZERO Balance) INSTRUCTOR NOTE: Refer students to page 94 in Cashier Input Guide. Step 1: Verify the advances, Block 2. Step 2: Verify the collections, Block 3. NOTE: Scroll down through the form.

DD Form 2665 (continued) STEP 3 STEP 4 STEP 5 STEP 6 STEP 7 INSTRUCTOR NOTE: Refer students to page 95 in Cashier Input Guide. Step 3: Verify Total Increases, Block 8. Step 4: Verify Gross Accountability, Block 9. Step 5: Verify Other (Stored Value Cards will show here) Block 12. Step 6: Verify Returns to Principal, Block 13. Step 7: Verify Total Decreases, Block 14.

DD Form 2665 (continued) STEP 8 STEP 9 STEP 10 INSTRUCTOR NOTE: Refer students to page 96 in Cashier Input Guide. Step 8: Verify Cash on Hand (US), Block 17. Step 9: Verify Cash on Hand (Foreign), Block 18. Step 10: Verify Negotiable Instruments, Blocks

DD Form 2665 (continued) STEP 11 INSTRUCTOR NOTE: Refer students to page 97 in Cashier Input Guide. Step 11: Verify Total Agent Accountability.

DD Form 2665 (continued) STEP 12 STEP 13 INSTRUCTOR NOTE: Refer students to page 98 in Cashier Input Guide. Step 12: Verify Name of Agent. Step 13: Scroll back to the top and click on Finalize Report. If you do not balance you will be given a message stating the out of balance.

FULL Return Vault - DD FORM 2665 (continued)
STEP 14 FULL Return Vault - DD FORM 2665 (continued) For US $ the vault will look the same at ZERO dollars for a FULL return. INSTRUCTOR NOTE: Refer students to page 99 in Cashier Input Guide. Step 14: The next screen is where you will input your cash on hand after turn in. If you turned in all your cash and your Balance is ZERO, Click OK.

FULL Return – SAMPLE Completed DD FORM 2665
DD Form 2665 (continued) STEP 15 STEP 16 INSTRUCTOR NOTE: Refer students to page 100 in Cashier Input Guide. Step 15: If you are in balance, the report will open, print two copies. If out of balance you will get a message stating why. Exit the report and correct your errors then follow steps 14a - 14e again. NOTE: For training DO NOT print. Step 16: Exit the report, red door out. When you have done a FULL turn in but have kept cash on hand for the next business day, there are several additional steps you must input to finalize the DD Form We will now look at those steps. Steps 1-13 remain the same and only steps change. INSTRUCTOR NOTE: You may not feel the need to go through steps 1-13 again, if not skip to step 14. Step 1: Verify the Advances. Step 2: Verify the Collections. Scroll down through the form. Step 3: Verify Total Increases. Step 4: Verify Gross Accountability. Step 5: Verify Other (Stored Value Cards will show here). Step 6: Verify Returns to Principal. Step 7: Verify Total Decreases. Step 8: Verify Cash on Hand (US). Step 9: Verify Cash on Hand (Foreign). Step 10: Verify Negotiable Instruments. Step 11: Verify Total Agent Accountability. Step 12: Verify Name of Agent. Step 13: Scroll back to the top and click on Finalize Report. If you do not balance you will be given a message stating the out of balance. FULL Return – SAMPLE Completed DD FORM 2665

PARTIAL Return FC Vault
DD Form 2665 (continued) STEP 14 FC INSTRUCTOR NOTE: Refer students to page 101 in Cashier Input Guide. Step 14: You will be brought to a screen showing “Cash Item” highlight “FC” and click on the ‘VAULT’ button. PARTIAL Return FC Vault

PARTIAL Return FC Denominations
DD Form 2665 (continued) STEP 14a STEP 14b FC PARTIAL Return FC Denominations INSTRUCTOR NOTE: Refer students to page 102 in Cashier Input Guide. Step 14a: Enter the amount of each unit on hand. You do not have to enter the bill count, you can TAB over and enter the dollar amount instead. Step 14b: Click OK.

DD Form 2665 (continued) PARTIAL RETURN – US $
FC $8,800.00 FC STEP 15 US $ INSTRUCTOR NOTE: Refer students to page 103 in Cashier Input Guide. Step 15: You will brought back to the “Cash Item” screen, highlight “US” and click on the vault button. PARTIAL RETURN – US $

PARTIAL Return US $ Denominations
DD Form 2665 (continued) C02 STEP 15a INSTRUCTOR NOTE: Refer students to page 104 in Cashier Input Guide. Step 15a: Enter the amount of each unit on hand. You do not have to enter the bill count, you can TAB over and enter the dollar amount instead. Step 15b: Click OK. STEP 15b PARTIAL Return US $ Denominations

PARTIAL Return - Vault Completed
DD Form 2665 (continued) FC $8,800.00 FC US $ INSTRUCTOR NOTE: Refer students to page 105 in Cashier Input Guide. Step16: You will be brought back to the “Cash Item” screen the FC and US amounts on hand will show. If correct, click OK. STEP 16 PARTIAL Return - Vault Completed

DD Form 2665 (continued) STEP 16a STEP 17 8,800.00 STEP 18 INSTRUCTOR NOTE: Refer students to page106 in Cashier Input Guide. Step 16a: Report opens; scroll down to section III CASH (FC) and CASH (US) will show your cash on hand. Step 17: Print a TRIAL copy of the DD 2665, by clicking the PRINTER on the toolbar. Once in the TRIAL DD 2665, do not actually Print the document for training purposes. Do not click FINALIZE until your daily business has been verified (all vouchers, cash, receipts and the DD 1081) with the DA. NOTE: For training purposes DO NOT print. Step 18: EXIT the report, red door out. It is Important that all agents balance in DDS, Manually, and with PCC/SVC daily. The cashier will prepare and submit daily the following items to the DA: DD Form 1081. ALL supporting documentation(receipts, checks, vouchers). TRN file from PCC to a shared drive or folder to be submitted to FRB Any DD Form 2887's (New SVC cards issued, loss SVC card forms) Print a TRIAL DD2665. Once all business is verified and DA is ready to accept, cashier can FINALIZE their DD 2665. Once the DA confirms and informs the Cashier that the TRIAL DD 2665 is correct and balanced the cashier can go ahead and FINALIZE their DD Form 2665. NOTE: Once the DD Form is FINALIZED for that business day, no further transactions or corrections can be made on that cashier within DDS. You can now exit out of DDS as you have completed processing for the day.

Check On Learning • How many reports will the cashier finalize at the end of the day? • What line of the DD1081 shows the ending balance? • What two items does the DD Form 2659 record? • Who else, besides the cashier uses the DD 2665 to balance? QUESTION: How many reports will the cashier finalize at the end of the day? ANSWER: 4 - DD1081, DD 2664, DD2659, and DD2665. QUESTION: What line of the DD1081 shows the ending balance? ANSWER: Line 12. QUESTION: What two items does the DD Form 2659 record? ANSWER: Collections and Disbursements. QUESTION: Who else, besides the cashier uses the DD 2665 to balance? ANSWER: The DO/DDO.

Terminal Learning Objective
Action: Perform Cashier Functions in DDS Condition: Given a computer loaded with DDS Software, DoDFMR R Volume 5, DDS Users Guide, DDS Cashier Input Guide, standard office supplies and equipment, and awareness of Operational Environment (OE)/Contemporary Operational Environment (COE) variables and actors. Standard: Process the following transaction(s) with a minimum of 80% accuracy on the exam : 1. Advance of funds 2. Exchange transaction 3. Collection transactions 4. Disbursement transaction 5. Miscellaneous transaction 6. End of day reports with minimum of 80% accuracy on the exam. Action: Perform Cashier Functions in DDS Condititons: Given a computer loaded with DDS Software, DoDFMR R Volume 5, DDS Users Guide, DDS Cashier Input Guide, standard office supplies and equipment, and awareness of Operational Environment (OE)/Contemporary Operational Environment (COE) variables and actors. Standards: Process the following transaction(s) with a minimum of 80% accuracy on the exam : Advance of funds Exchange transaction Collection transactions Disbursement transaction Miscellaneous transaction End of day reports with a minimum of 80% accuracy on the exam.

Perform Cashier Functions In DDS

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