Cashier/Agent Operations for

Cashier/Agent Operations for
Deployable Disbursing System Show Slide #1, Conduct Cashier / Agent Functions Within the Deployable Disbursing System (DDS) Title: Identify Conduct Cashier / Agent Functions Within the Deployable Disbursing System (DDS) References: DODFMR R, VOL 5, DFAS-IN REG 37-1, FM 1-06, DDS User Manual Section I. Administrative Data Academic Hours/Methods 11 hrs. / 20 min. DSL (large or small group discussion) 04 hrs. / 30 min. PE (practical exercise (Hands On) 00 hrs. / 00 min. Test 00 hrs. / 00 min. Test Review 00 hrs. / 00 min. Total Hours Section II. Introduction: Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 00 hrs. / 10 min. Media: PowerPoint Presentation Facilitator's Material: Each primary Facilitator should possess a lesson plan, slide deck, course handouts, practical exercise with answer key, and summary sheet containing DoDFMR R, VOL 5, DFAS-IN REG 37-1, DDS User Manaul, and FM 1-06. Learner’s Material: Learners should possess course handouts, practical exercises, summary sheet containing DoDFMR R, VOL 5, DFAS-IN REG 37-1, DDS User Manual, FM 1-06 with access to Bb and standard classroom supplies. Facilitator's Note: "All required references and technical manuals will be provided by the School House“ Motivator (Concrete Experience): As a Financial Management Disbursing Agent, one of your main duties will be to supervise cashiers. The biggest fear for a Disbursing Agent is having a loss of funds. With DDS you will have to input transactions the same way each time which will reduce your chance of errors. If you have a cashier with an out of balance situation, it is important that you know how to assist the cashier in balancing the days business. The use of DDS can make errors easier to detect and correct before the end of the day. ADC36115

TERMINAL LEARNING OBJECTIVE
ACTION: Identify Conduct Cashier / Agent Functions Within the Deployable Disbursing System (DDS) CONDITIONS: FM Leaders in a classroom environment working individually and as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion. STANDARDS: With at least 80% accuracy (70% for International Learners): Identify Deployable Disbursing System (DDS) functions Receive advance of funds Perform exchange transactions Perform collection transactions Perform disbursement transactions Perform miscellaneous transactions Conduct end of day reports procedures Show Slide #2, Terminal Learning Objective. Read TLO Action: Identify Conduct Cashier / Agent Functions Within the Deployable Disbursing System (DDS) Condition: FM Leaders in a classroom environment working individually and as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion. Standard: With at least 80% accuracy (70% for International Learners): Identify Deployable Disbursing System (DDS) functions Receive advance of funds Perform exchange transactions Perform collection transactions Perform disbursement transactions Perform miscellaneous transactions Conduct end of day reports procedures 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 DELIBERATE RISK ASSESSMENT 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. Evaluation: Learners will take the Disbursing Exam #1 during the Disbursing module. Learners must score 80% or higher and International officers must score 70% or higher. Learners will be assessed using “Go” or “No Go” on Professional Development and Leadership during the Capstone Exercise. Instructional Lead-in: The disbursing operation is an important part of an officer’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 2665, Daily Agent Accountability Summary, but also the DDS, and 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 the disbursing related tasks. We will augment the concepts discussed during this lesson in future disbursing lessons.

Deployable Disbursing System (DDS) Sites
MAIN SITE REMOTE SITE FINANCIAL MANAGEMENT SUPPORT TEAM (FMST) Show Slide #3, Deployable Disbursing System (DDS) Sites 1. Learning Step / Activity 1. Identify Deployable Disbursing System (DDS) Functions Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 01 hrs. / 20 min. Media: PowerPoint Presentation, Printed Reference Material 21st Century Soldier Competencies: The 21st Century Soldier Competencies are essential to ensure Soldiers and leaders are fully prepared to prevail in complex, uncertain environments. Throughout the lesson discussions, seek opportunities to link the competencies with the lesson content through the Learner’s experiences. Facilitator's Note: There are many functions and duties within the Deployable Disbursing System (DDS) site with major responsibilities. Before facilitating this lesson, ask the Learners which of the 21st Century Soldier Competency do they think pertain to this lesson? Facilitate a discussion on the answers given and at the end of the lesson revisit it and see if the Learners still believe their choice are the same. Facilitator's Note: For this lesson these competencies should be talked about. #1. Character and accountability #5. Teamwork and collaboration #6. Communication and engagement (oral, written, and negotiation) #7. Critical thinking and problem solving #8. Cultural and joint, interagency, intergovernmental, and multinational competence #9. Tactical and technical competence (full spectrum capable) Facilitator's Note: Transition into lesson and refer learners to their Learners Handout. a. DDS Functions The DDS is a computer application that standardizes the disbursing process. It is a windows based system which contains the majority of the functional financial requirements for disbursing. DDS Functional Performance Capabilities include but are not limited to: (1) Providing automated disbursing and accounting support to the nation’s war fighters. (2) Operating in any environment, network or standalone, and does not require connectivity. (3) Merging data into one database by File Transfer Protocol (FTP), or removable media. (4) Processing locations include all Army OCONUS and contingency operations, requiring foreign currency operations. (5) Interfacing with current entitlement and accounting systems in the Defense Finance and Accounting Indiana (DFAS-IN) network. b. DDS Site Setup

Cashier Functions Login Navigating DDS Advance of Funds
Process Exchange Transactions Process Disbursements Process Collections Return of Funds Balancing Accountability Reports Close of Business Day Show Slide #4, Cashier Functions c. 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. 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. (1) Log-in - General Function. (2) Navigating - General function within DDS. (3) Advance of Funds: Cashiers are 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 Statement of Agent Officers Account (DD Form 1081) and Daily Accountability Summary (DD Form 2665) with the increase in funds. (4) Exchange Transactions: Transactions where the cashiers 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 Currency Exchange Record (DD From 2664) and DD Form 2665. (5) Disbursements: Payments are made for goods or services received. The transaction is input when the proper documentation is received authorizing payment. When a transaction of this type is input, the system updates the Voucher Control Log (DD Form 2659) and DD Form 2665. (6) Collections: Transaction are 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 DD Form 2665. (7) Backout 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 backout a transaction you will need supervisor authorization. The system will update the forms based on which transactions are backed out. (8) Return of Funds: The cashier is authorized to reduce their accountability by returning funds to the DO or DDO to whom they are accountable. This is done by inputting a return of funds transaction. When the return is input, the system updates the DD Form 1081 and DD Form 2665 with the decrease in funds. (9) Balancing: The system can assist with the balancing process. It allows you to view reports prior to close of business. When viewed, the DD Form 2665 will give you an error message if it is not in balance. You can all also view other reports related to balancing. (10) Accountability Reports: The system fills out the accountability reports and prepares them for printing and exporting. It will automatically calculate the report totals. (11) 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.

INTRODUCTION TO DDS FUNCTIONS
SECTION I: Show Slide #5, Section I: Introduction to Deployable Disbursing System (DDS) Functions Facilitator's Note: Refer Learners to pages 1-3 of the Input Guide. Login - After you, the Disbursing Officer, create the cashier’s account in DDS they will be required to login with the User ID and Password provided to them. The following are the steps that will assist you with the login, changing of passwords, and navigating within the DDS. INTRODUCTION TO DDS FUNCTIONS

Logging in to Deployable Disbursing System (DDS)
STEP 1 STEP 2 STEP 3 Show Slide #6, Logging in to Deployable Disbursing System (DDS) Facilitator's Note: As you explain the steps, have the Learners perform them on their computer. Have the Learners use the viewgraphs as a reference point. (1) Open the DDS System by double clicking the DDS icon found on your desktop. (2) Enter your three letter User ID, XXX. Press the TAB key. The Site ID will auto fill. (3) Enter the initial password of NEW$1USER. The password IS case sensitive. (4) Click on the OK button. STEP 4

Changing Password in Deployable Disbursing System (DDS)
STEP 1 Show Slide #7, Changing Password in Deployable Disbursing System (DDS) b. Change Password - If this is the first time you are logging into DDS you will need to change your password before continuing. The system will prompt you to change your password. Click OK. (2) Enter the new password of new$1user. The password IS case sensitive. Facilitator's Note: The password is case sensitive, it must be 8 – 10 characters. It must start and end with an ALPHA character and contain at least one number and one special character. (3) Enter your password a second time to confirm it. (4) Click on the OK button. Facilitator's Note: Password is case sensitive and must be 8-10 characters. Must Include a special symbol, a number and begins and ends with an alpha character. STEP 2 STEP 3 STEP 4

This is the MAIN MENU SCREEN for access to DDS Functions
Show Slide #8, Deployable Disbursing System (DDS) Facilitator's Note: Refer the Learners to pages 4-6 of the Input Guide. c. Accessing Functions - Once you have changed your password you will be automatically taken to the main DDS menu screen.

Accessing Functions (1 of 2)
Show Slide #9, Accessing Function (1 of 2) Facilitator's Note: As you explain the steps, have the Learners perform them on their computer. All DDS cashier functions are accessed from this screen. The functions are accessed by clicking on the key word that corresponds to the desired function. These “Key Words” at the top of the Main Menu Screen allow access to DDS functions.

Accessing Functions (2 of 2)
STEP 1 STEP 2 STEP 3 Facilitator's Note: Use the drop downs menus that correspond with the appropriate functions Show Slide #10, Accessing Function (2 of 2) Facilitator's Note: Continued from previous slide When you click on a key word a drop down menu will be displayed. Choose your desired function from the choices listed. As you can see from the viewgraph, if you click on the word “PROCESSING” you will see choices for Exchange Transactions Disbursements, Collections, etc. When you click or roll over 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.

This Tool Bar can be accessed from all function screens within DDS
TOOL BAR (1 of 4) This Tool Bar can be accessed from all function screens within DDS ADD A NEW RECORD EDIT A RECORD Show Slide #11, Tool bar (1 of 4) Facilitator's Note: Refer the Learners to pages 7-10 of the Input Guide. d. Tool Bar – At the top of every DDS screen is a tool bar that allows the user to perform certain functions. These functions are represented by symbols. The meanings of the symbols are: (1) Green Plus Sign – Add a new record (2) Pencil – Edit a record (3) Red X – Close previewer (4) Circle / - Delete fields CLOSE PREVIEWER DELETE FIELDS

TOOL BAR (2 of 4) SAVE DATA PRINT DATA QUERY EXECUTE QUERY EXIT QUERY
Show Slide #12, Tool Bar (2 of 4) Facilitator's Note: Continued from previous slide (5) Blue floppy disc – Save data (6) Pinter – print pages (7) Barrel/Question mark – Query data (8) Barrel/Graph – Execute query (9) Barrel / X – Exit query EXECUTE QUERY EXIT QUERY

TOOL BAR (3 of 4) MOVE TO FIRST PAGE PAGE BACK PAGE FORWARD
Show Slide #13, Tool Bar (3 of 4) Facilitator's Note: Continued from previous slide (10) Left double arrow – Move to first page (11) Left solid arrow – Page back (12) Right solid arrow – Page forward (13) Right double arrow – Move to last page PAGE FORWARD MOVE TO LAST PAGE

TOOL BAR (4 of 4) SEARCH CREATE DETAILED RECORD EXIT RECORD
Show Slide #14, Tool Bar (4 of 4) Facilitator's Note: Continued from previous slide (14) Flashlight – Search (15) Red arrow – Create detailed record (16) Red X lined through – Exit record (17) Red Door – Exit function (form). (Referred to as, “Red Door Out”) (18) Question Mark – Help screens EXIT FUNCTION “RED DOOR OUT” HELP

LSA #1 Check on Learning Q1. What are the Three sites that use DDS?
A1. Main Site, Remote Site and FST. Q2. When an advance of funds transaction is input what reports does DDS update? A2. DD1081 and DD2665. Q3. What function is used to remove a transaction that was input incorrectly? A3. The Backout Function. Q4. Exchange transactions affect which reports? A4. DD2664 and DD2665. Q5. Where in DDS do you go to access a function? A5. Main menu Q6. Where is the tool bar located? A6. At the top of every screen. Q7. What symbol is used to exit a function (form)? A7. Red Door. Show Slide #15, LSA #1 Check on learning Facilitator's Note: Ask check on learning question, facilitate discussion on answers given. Q1. What are the Three sites that use DDS? A1. Main Site, Remote Site and FST. Q2. When an advance of funds transaction is input what reports does DDS update? A2. DD1081 and DD2665. Q3. What function is used to remove a transaction that was input incorrectly? A3. The Backout Function. Q4. Exchange transactions affect which reports? A4. DD2664 and DD2665. Q5. Where in DDS do you go to access a function? A5. Main menu Q6. Where is the tool bar located? A6. At the top of every screen. Q7. What symbol is used to exit a function (form)? A7. Red Door.

LSA #1 Summary Show Slide #16, LSA #1 Summary
Facilitator's Note: In this lesson, we identified and discussed the different functions for a Cashier and Agent within DDS. Note: Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

ACCEPTING AN ADVANCE OF FUNDS
SECTION II: Show Slide #17, Section II: Accepting an Advance of Funds (1 of 4) 2. Learning Step / Activity 2. Receive Advance of Funds Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 01 hrs. / 00 mins Media: PowerPoint Presentation, Printed Reference Material Facilitator's Note: Before beginning this part of the lesson you must load the Learners as cashiers in DDS and create an advance of funds for each one. The advance will consist of: (1) US Currency $10,000.00 (2) Foreign Currency 10,000 units ($ ) (3) A US Treasury Check for $325.00 To begin your cashier duties, you will be advanced money from the DO. The DO will input a DD Form 1081 for the advance into DDS. He/She will print the DD Form 1081, and after you have VERIFIED your cash/negotiating instrument, you will sign the DD Form 1081 and take your cash/Neg Inst. After you log into DDS with your USERID and PASSWORD, you will need to CONFIRM the DD Form 1081 for the advance. To do this you: Facilitator's Note: Have the Learners input the advance as a group while you show them the slides. ACCEPTING AN ADVANCE OF FUNDS (1 of 4)

ACCEPTING AN ADVANCE OF FUNDS (2 of 4)
STEP 1 STEP 6 15,325.00 STEP 2 STEP 5 STEP 3 Show Slide #18, Accepting an Advance of Funds (2 of 4) Facilitator's Note: Refer the Learners to pages of the Input Guide. (1) Click on REPORTS From the main menu. Then click on DD Form 1081. (2) The information about your advance will be displayed on the screen. (3) To verify you have received the funds, click on the numbered buttons (2 or 3) in the center of the screen. This will bring you to your vault access screen. STEP 4 325.00

STEPS 2 AND 3 Show Slide #19, Accepting an Advance of Funds (3 of 4) Facilitator's Note: 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 DD Form 1081 page were you can click on other lines. Facilitator's Note: Return to Viewgraph # 16 Accepting an Advance of Funds (2 of 4). (4) Line 7a shows a Treasury Check in the amount of $ Click on the line 7a to accept the TC. (5) Scroll down and click on line 12 to total your advance. The total should be $15, (6) If your total shows as $15,325.00, click on the COMFIRM Button in the middle of the screen.

STEP 7 STEP 8 STEP 9 Show Slide #20, Accepting an Advance of Funds (4 of 4) (7) Once you click on confirm, you will be asked to CONTINUE WITH CONFIRMATION. Click on OK. (8) A screen displaying your DD Form 1081 will automatically come up. In a working environment, click on the PRINT button to print this report for your records. You will print two copies of the DD Form 1081, one for the cashier and one for the DO. Facilitator's Note: For training purposes do not print the DD Form 1081. (9) Next click on the red X button to exit out of the report. (10) Click on the “RED DOOR OUT” button to exit the screen. STEP 10

LSA #2 Check on Learning Q1. Who initiates the DD 1081 for an advance? A1. The DO. Q2. How many copies of the DD 1081 are printed for an advance? A2. Two copies. Q3. How do you access the DD 1081 in DDS? A3. From the reports menu at the main screen. Show Slide #21, LSA #2 Check on learning Facilitator's Note: Ask check on learning question, facilitate discussion on answers given. Q1. Who initiates the DD 1081 for an advance? A1. The DO. Q2. How many copies of the DD 1081 are printed for an advance? A2. Two copies. Q3. How do you access the DD 1081 in DDS? A3. From the reports menu at the main screen.

Facilitator's Note: In this lesson, we discussed what consist of an advance fund and accepting them into DDS. Note: Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

EXCHANGE TRANSACTIONS
SECTION III: Show Slide #23, Section III: Exchange Transaction 3. Learning Step / Activity 3. Perform Exchange Transactions Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 02 hrs. / 30 min. Media: PowerPoint Presentation, Printed Reference Material, Computer Assisted Instruction, Practical Exercise Facilitator's Note: Refer the Learners to page 15 of the 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 TC. DDS also tracks funds loaded on Stored Value Cards (SV) (Eagle Cash Cards). The format for all exchange transactions are 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. Facilitator's Note: Refer Learners to page 16 of the Input Guide to access the transactions that they will input together as a group. EXCHANGE TRANSACTIONS

EXCHANGE US DOLLARS FOR FOREIGN CURRENCY
Step 7 Step 9 Step 1 Step 5 Step 2 Step 3 Show Slide #24, Exchange US Dollars for Foreign Currency. Facilitator's Note: Refer the Learners to pages of the 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. Step 1: Input the Soldier’s Social Security Number. Step 2: Input the Soldier’s Last Name, First Name, 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 the foreign currency being given out. (For training purposes it will be “KD”ALWAYS). (b) Number of Foreign Currency Units being given out (200), under *Amount. 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, Step 9: EXIT out by clicking on the RED DOOR button at the top of the page. Facilitator's 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 4 Step 6 Step 8

EXCHANGE (PC) FOR FOREIGN CURRENCY
Step 3 Step 4 Show Slide #25, Exchange Personal Check (PC) for Foreign Currency Facilitator's Note: Refer the Learners to pages of the Input Guide. b. Exchange Personal Check (PC) for Foreign Currency. Step 1: Input the Soldier’s Social Security Number. Step 2: Input the Soldier’s Last Name, First Name, 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 (04/12/2007). (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 “KD” 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, Step 9: You are now ready to input the next exchange transaction or EXIT to the main menu.

EXCHANGE PC FOR US DOLLARS
Step 3 Step 4 Show Slide #26, Exchange Personal Checks (PC) for US Dollars Facilitator's Note: Refer the Learners to pages of the Input Guide. c. Exchange PC for US Dollars. Step 1: Input the Soldier’s Social Security Number. Step 2: Input the Soldier’s Last Name, First Name, 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 (04/12/2007). (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, Step 9: You are now ready to input the next exchange transaction or EXIT to the main menu.

EXCHANGE TRAVELERS CHECK FOR FOREIGN CURRENCY
Step 3 Step 4 Show Slide #27, Exchange Travelers Check (TV) for Foreign Currency Facilitator's Note: Refer the Learners to pages of the Input Guide. d. 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, 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 (04/12/2007). (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 “KD” 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, Step 9: You are now ready to input the next exchange transaction or EXIT to the main menu.

EXCHANGE TRAVELERS CHECK (TV) FOR US DOLLARS
Step 3 Step 4 Show Slide #28, Exchange Travelers Check (TV) for US Dollars Facilitator's Note: Refer the Learners to pages of the Input Guide. e. 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, 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 (04/12/2007). (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, Step 9: You are now ready to input the next exchange transaction or EXIT to the main menu.

EXCHANGE TREASURY CHECK FOR FOREIGN CURRENCY
Step 3 Step 4 Show Slide #29, Exchange Treasury Check (TC) for Foreign Currency. Facilitator's Note: Refer the Learners to pages of the Input Guide. f. 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, 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 (04/12/2007). (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 “KD” 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, Step 9: You are now ready to input the next exchange transaction or EXIT to the main menu. 25

EXCHANGE TREASURY CHECK (TC) FOR US DOLLARS
Step 3 Step 4 Show Slide #30, Exchange Treasury Check (TC) for US Dollars Facilitator's Note: Refer the Learners to pages of the Input Guide. g. 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, 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 (04/12/2007). (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, Step 9: You are now ready to input the next exchange transaction or EXIT to the main menu.

EXCHANGE MONEY ORDER (MO) FOR FOREIGN CURRENCY
Step 3 Step 4 Show Slide #31, Exchange Money Order (MO) for Foreign Currency Facilitator's Note: Refer the Learners to pages of the Input Guide. h. 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, 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 (04/12/2007). (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 “KD” 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, Step 9: You are now ready to input the next exchange transaction or EXIT to the main menu. 27

EXCHANGE MONEY ORDER FOR US DOLLARS
Step 3 Step 4 Show Slide #32, Exchange Money Order (MO) for US Dollars Facilitator's Note: Refer the Learners to pages of the Input Guide. i. 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, 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 (04/12/2007). (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 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 US DOLLARS FOR STORED VALUE CARD
Step 3 Step 4 Show Slide #33, Exchange US Dollars for Stored Value Card (SV) Facilitator's Note: Refer the Learners to pages of the Input Guide. j. 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, 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 (04/12/2007) (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, Step 9: You are now ready to input the next exchange transaction or EXIT to the main menu. Facilitator's Note: There are steps preformed using other equipment when negotiating a SVC. You will learn those steps on the job at your duty stations.

EXCHANGE STORED VALUE CARD FOR US DOLLARS
Step 3 Step 4 Show Slide #34, Exchange Stored Value Card (SV) for US Dollars Facilitator's Note: Refer the Learners to pages of the Input Guide. k. Exchange SV for US Dollars. Step 1: Input the Soldier’s Social Security Number. Step 2: Input the Soldier’s Last Name, First Name, 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 (04/12/2007). (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, Step 9: You are now ready to input the next exchange transaction or EXIT to the main menu.

EXCHANGE US DOLLARS FOR TREASURY CHECK (1 of 4)
Step 3 Step 4 TC Show Slide #35, Exchange US Dollars for Treasury Check (TC) (1 of 4) Facilitator's Note: Refer the Learners to pages of the Input Guide. l. 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, 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). 4a 4b 4c

Show Slide #36, Exchange US Dollars for Treasury Check (TC) (2 of 4) Facilitator's Note: 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 Show Slide #37, Exchange US Dollars for Treasury Check (TC) (3 of 4) (e) Double left click on the check #. 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 4g 4f 4h Show Slide #38, Exchange US Dollars for Treasury Check (TC) (4 of 4) (f) The NI Number and NI Date will be filled in. (g) Exchange Rate is already populated. (h) The US Equivalent Amount will automatically populate. Facilitator's 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. Facilitator's Note: Refer Soldiers to the viewgraph that shows gray and then page 43 of the input guide were it does not show when printed. 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, Step 9: You are now ready to input the next exchange transaction or EXIT to the main menu. STEP 6 STEP 8

EXCHANGE PC FOR US DOLLARS AND FOREIGN CURRENCY
Step 3 Show Slide #39, Exchange Personal Check (PC) for US Dollars and Foreign Currency Facilitator's Note: Refer the Learners to pages of the Input Guide. m. Split Disbursement. A split disbursement occurs when a customer exchanges one item for two or three items equaling the amount of the first item. (i.e. exchanging a PC for both US dollars and FC). Step 1: Input the Soldier’s Social Security Number. Step 2: Input the Soldier’s Last Name, First Name, 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 (04/12/2007). (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) Second Line: Select the (*Curr Cd) for KD. (g) Enter FC amount (200.00) under *Amount. (h) Exchange Rate is already populated. (i) Hit the TAB KEY. (j) 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), Step 9: You are now ready to input the next exchange transaction or EXIT to the main menu. Step 4

ACCESSING THE DD FORM 2664 (1 of 2)
STEP 1 STEP 3 Show Slide #40, Accessing the DD Form 2664 (1 of 2) Facilitator's Note: Refer the Learners to pages of the Input Guide. n. Accessing the DD Form 2664. After you have entered the Exchange Transactions you can view the DD Form 2664 to verify your inputs. Step 1: From the main menu select the REPORTS tab. Step 2: From the drop down menu select DD2664-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. Facilitator's Note: We will go over the new DD 2664 after we have completed the all the steps for printing it. Step 5: To print the report click on the PRINTER button at the top left of the screen. Facilitator's 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 5 STEP 6 STEP 7

ACCESSING THE DD FORM 2664 (2 of 2)
NEG INST Show Slide #41, Accessing the DD Form 2664 (2 of 2) Facilitator's Note: Briefly go over the new DD 2664 with the Learners. Explain the way the NI’s are placed in the US Dollar column for outgoing and how DDS and Manual Disbursing are different as far as filling out the form goes. Facilitator's Note: At the completion of this LSA, have learners get ready to transition to the first practical exercise in conducting cashier agent functions within DDS titled “Exchange Transactions.” IN MANUAL DISBURSING NI’S ARE PLACED IN A SEPARATE COLUMN. IN DDS THEY ARE PLACED IN THE U.S. CURRENCY COLUMN AND THERE ARE TWO FC COLUMNS.

Practical Exercise / Review #1
Show Slide #42, Practical Exercise / Review #1 Practical Exercise / Review: #1 Exchange Transactions for DDS Method of Instruction: Practical Exercise Facilitator to Learner Ratio: 1:30 Time of Instruction: 01 hrs. / 10 min. Media: PowerPoint Presentation, Practical Exercise, Computer Assisted Instruction General Information: (Introduction / Objective) This practical exercise measures your ability to input exchange transactions correctly into DDS utilizing the Army’s latest disbursing technology. DDS is a computer-based application that standardizes the disbursing process. Special Instructions: You are a cashier at the 23rd Finance BN Forward, Main Site. You have received an advance of funds and confirmed it. You are now ready to begin inputting transactions. Input all transactions correctly. Motivator: As a Financial Management Disbursing Agent, one of your main duties will be to supervise cashiers. The biggest fear for a Disbursing Agent is having a loss of funds. With DDS you will have to input transactions the same way each time which will reduce your chance of errors. If you have a cashier with an out of balance situation, it is important that you know how to assist the cashier in balancing the days business. The use of DDS can make errors easier to detect and correct before the end of the day. Facilitator’s Material: Each primary facilitator should possess a lesson plan, course handouts, and practical exercises with answer keys, summary worksheet containing DoDFMR R, VOL 5, DFAS-IN REG 37-1, DDS User Manual, and FM 1-06 and lesson created notes. Learner’s Material: Learners should possess course handouts, practical exercises Conduct Cashier Agent Functions within DDS AD41C, LP13G, LP13I, summary worksheet containing DoDFMR R, VOL 5, DFAS-IN REG 37-1, DDS User Manual, and FM 1-06, and standard classroom supplies. Materials Needed: Computer loaded with DDS Software. Practical Exercise Booklets DDS Cashier Input Guide. Calculator. Classroom notes. *Pen or Pencil. *Blank Paper. Note: (* Learner responsibility) Procedures/Instructions: This exercise booklet contains 20 exchange transactions for you to input. Check your booklet now and if you are missing any portion or if it is illegible, obtain a new booklet from your facilitator. You have 1 class period (50 minutes) to complete this exercise. You may take a break at any time, however, do not take the exercise materials out of the classroom. All exercise requirements have only one correct entry. Make sure your answer is correct before saving. If you make a mistake or wish to change your answer after saving, “backout” the transaction and enter your new response. When backing out a transaction follow the steps in the input guide. Your facilitator/proctor will have the admin password needed to complete the process. ALL WORK ON THIS EXERCISE MUST BE ON YOUR OWN. You may NOT communicate with other learners, have or receive assistance, or make a record of your answers anywhere but on your answer sheet. Failure to follow these instructions will result in the appropriate disciplinary action being taken. Your facilitator will advise you what to do when you complete of this practice exercise. If you experience difficulties, ask the Facilitator’s or assistant Facilitator’s for immediate assistance or help. Review (20 minutes) will be conducted at the completion of the PE. Instructional Lead-in: The disbursing operation is an important part of an officer’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 2665, Daily Agent Accountability Summary, but also the DDS, and 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 the disbursing related tasks. We will augment the concepts discussed during this lesson in future disbursing lessons. Feedback: AAR will be conducted after the PE, along with a Learner end of course critique will be conducted at the end of the course. Requirements: Prior to starting the exercise Give the learners the date to use for the checks being used For the Review To go back and review the inputs with the learners have them execute a QUERY. To go to PROCESSING, QUERY, EXCHANGE TRANSACTIONS. Filter the data by Site ID#00001 and Creating User: Learners Initials. Click on the Execute Query Button #1. Scroll #2, through the transactions, highlight each one. The data for incoming and outgoing info will appear in the bottom half of the screen. Review each transaction with the learners. Evaluation: Rate each learner’s performance as they complete cashier functions in DDS. When the learner has completed the cashier functions, rate the final product, using the criteria outlined on the checklist. Note: Complete a score sheet for each learner. PE Solutions Conduct Cashier Agent Functions within DDS Solution: PRACTICAL EXERCISE 805A-ADF36111 PE1 Exchange Transactions for DDS Solutions Diagram answers on slide 4 #1 Diagram answers on slide 5 #2 Diagram answers on slide 6 #3 Diagram answers on slide 7 #4 Diagram answers on slide 8 #5 Diagram answers on slide 9 #6 Diagram answers on slide 10 #7 Diagram answers on slide 11 #8 Diagram answers on slide 12 #9 Diagram answers on slide 13 #10 Diagram answers on slide 14 #11 Diagram answers on slide 15 #12 Diagram answers on slide 16 #13 Diagram answers on slide 17 #14 Diagram answers on slide 18 #15 Diagram answers on slide 19 #16 Diagram answers on slide 20 #17 Diagram answers on slide 21 #18 Diagram answers on slide 22 #19 Diagram answers on slide 23 #20

LSA #3 Check on Learning Q1. What is an exchange transaction? A1. A transaction where one type of NI is exchanged for another. Q2. What two fields of the exchange screen change with each transaction? A2. The incoming and outgoing fields. Q3. What form is produced as a result of inputting exchange transitions? A3. The DD From 2664. Show Slide #43, LSA #3 Check on learning Facilitator's Note: Ask check on learning question, facilitate discussion on answers given. Q1. What is an exchange transaction? A1. A transaction where one type of NI is exchanged for another. Q2. What two fields of the exchange screen change with each transaction? A2. The incoming and outgoing fields. Q3. What form is produced as a result of inputting exchange transitions? A3. The DD From 2664.

Facilitator's Note: In this lesson, we learned about performing exchange transactions in DDS for US currency to foreign currency such as the different checks, credit cards, etc. in DDS. Note: Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

COLLECTION TRANSACTIONS
SECTION IV: Show Slide #45, Section IV Collection Transactions 4. Learning Step / Activity 4. Perform Collection Transactions Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 01 hrs. / 20 min. Media: PowerPoint Presentation, Printed Reference Material, Computer Assisted Instruction, Practical Exercise Facilitator's Note: Refer the Learners to pages of the Input Guide. The next transactions we will discuss are collections. There are two types of Collection transactions. They are manual and using the Cash Collection Voucher (DD Form 1131). Each collection has three collect types (actions) which are refund, receipt, or reimburse. The remitter will be either a person or an institution. Collections can be made by US Currency, Foreign Currency or by check. 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 imputer. However, the collection would be“SYSTEM CERTIFIED ONLY” by the supervisor. Facilitator's Note: For “TRAINING PURPOSE ONLY,” you will complete all three steps. You will “EXTERNALLY CERTIFY” the collections. Facilitator's Note: We will only show one example of each collection. The steps can be followed for all manual and DD Form 1131 collections with minor variations. a. Manual Collections. Facilitator's Note: To access Manual Collections from the main menu click PROCESSING, then COLLECTION, and ou show them the slides. COLLECTION TRANSACTIONS

Manual Collections (1 of 2)
STEP 10 STEP 15 STEP 11 STEP 1 STEP 12 STEP 2 STEP 13 STEP 4 STEP 3 Optional STEP 5 STEP 14 STEP 6a STEP 6 STEP 7 Show Slide #46, Manual Collections (1 of 2) Facilitator's Note: Refer the Learners to pages of the Input Guide. (1) Input the data: 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.

Manual Collections (2 of 2)
STEP 8 USE DROP DOWN MENUS TO SELECT CORRECT FIELDS. Show Slide #47, Manual Collections (2 of 2) Step 8: You will be brought to another screen (see page 49) were 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 47. Step 9: Once the accounting class information is entered click on the OK button at the bottom of the page. Facilitator's Note: Display - GO BACK TO Viewgraph # 39 Manual Collections (1 of 2). 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. Facilitator's 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 # ” Step 14: You will get another message “Record saved and committed.” Step 15. Screen will go blank, input another manual collection or click on the “red door” to EXIT. Facilitator's Note: Refer Learners to page 53 of the Input Guide. b. DD1131 Collections. (a) Inputting the DD 1131 Collection is a three step process. (b) 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. (c) Second; after all DD1131’s have been input for the business day they must be certified by the DO or deputy (NCOIC). (d) Third; after the DO or deputy certifies the DD1131’s, then the cashier must go back and collect the DD1131’s. Facilitator'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 DD1131- Cash Collection Vouchers. STEP 9

Input DD Form 1131 Collections (1 of 3)
STEP 1 STEP 2 Optional STEP 3 STEP 4 Show Slide #48, Input DD Form 1131 Collections (1 of 3) Facilitator's Note: Refer the Learners to pages of the Input Guide. (1) Inputting the data. Step 1: Select Collection type. Use the drop down menu to select Receipt, Refund or Reimbursement. Facilitator's Note: There are three (3) different collection 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. Step 2: Disbursing Office Collection Voucher Number can not 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 Optional STEP 6 If different STEP 7

STEP 14 STEP 8 STEP 9 STEP 10 STEP 11 STEP 12 Optional Optional STEP 12 Show Slide #49, Input DD Form 1131 Collections (2 of 3) 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

STEP 21 STEP 19 STEP 20 STEP 15 STEP 16 STEP 17 STEP 18 STEP 22 Show Slide #50, Input DD Form 1131 Collections (3 of 3) Step 15: Enter date collection received. Step 16: Enter Name of Remitter. Step 17: Enter description of collection. Facilitator's Note: Refer Learners to page 38 of the input guide for accounting classifications. Step 18: Click on ACCOUNTING LINES Button. Enter the accounting class for this type of collection. 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.

EXTERNALLY CERTIFYING DD Form 1131s
STEP 23 STEP 24 Show Slide #51, Externally Certifying DD Form 1131s (2) Certify the DD 1131: Facilitator's 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: Reports menu will open and display a completed DD1131. Facilitator's Note: For training purposes do not print. Exit, click on red X. (3) Collect DD 1131’s that have been certified: STEP 25 STEP 26

COLLECTING DD1131s AFTER CERITIFICATION
STEP 30 STEP 30 STEP 27 STEP 28 Show Slide #52, Collecting DD Forms 1131 After Certification Step 27: Click on the “Collect” button. Step 28: You will get a message asking “Has the current DD1131 voucher been signed?” Click YES. Step 29: You will get another message stating “ Voucher number assigned.” Click OK Step 30: After the voucher is collected you may exit “Red Door Out” or input another DD1131. Facilitator's Note: All collections for DD1131’s will be input the same way. The only input that may change will be in steps 1-6, 12-13, and Facilitator's Note: At the completion of this LSA, have learners get ready to transition to the second practical exercise in conducting cashier agent functions within DDS titled “Collection Transactions.” STEP 29

Show Slide #53, Practical Exercise / Review #2 Practical Exercise / Review: #2 Collection Transactions for DDS Method of Instruction: Practical Exercise Facilitator to Learner Ratio: 1:30 Time of Instruction: 02 hrs. / 10 min. Media: PowerPoint Presentation, Practical Exercise, Computer Assisted Instruction General Information: (Introduction / Objective) This practical exercise measures your ability to input Collection Transactions correctly into DDS utilizing the Army’s latest disbursing technology. DDS is a computer-based application that standardizes the disbursing process. Special Instructions: You are a cashier at the 23rd Finance BN Forward, Main Site. You have received an advance of funds and confirmed it. You are now ready to begin inputting transactions. Input all transactions correctly. The accounting classifications for collections are: Manual: FY APC EOR US EQ DOC REF IBOP ODC MTL QTY DISC VARIES BLANK US BLANK N DD1131: VARIES BLANK US BLANK N ADDRESS: For all collections use; 23rd INF DIV APO, AE 09808 CHECKS: ALL checks used to for these collections are Personal Checks (PC). Note: Facilitator give the learners the date to use for the checks being used. Motivator: As a Financial Management Disbursing Agent, one of your main duties will be to supervise cashiers. The biggest fear for a Disbursing Agent is having a loss of funds. With DDS you will have to input transactions the same way each time which will reduce your chance of errors. If you have a cashier with an out of balance situation, it is important that you know how to assist the cashier in balancing the days business. The use of DDS can make errors easier to detect and correct before the end of the day. Facilitator’s Material: Each primary facilitator should possess a lesson plan, course handouts, and practical exercises with answer keys, summary worksheet containing DoDFMR R, VOL 5, DFAS-IN REG 37-1, DDS User Manual, and FM 1-06 and lesson created notes. Learner’s Material: Learners should possess course handouts, practical exercises Conduct Cashier Agent Functions within DDS AD41C, LP13G, LP13I, summary worksheet containing DoDFMR R, VOL 5, DFAS-IN REG 37-1, DDS User Manual, and FM 1-06, and standard classroom supplies. Materials Needed: Computer loaded with DDS Software. Practical Exercise Booklets DDS Cashier Input Guide. Calculator. Classroom notes. *Pen or Pencil. *Blank Paper. Note: (* Learner responsibility) Procedures/Instructions: This exercise booklet contains 15 collection transactions for you to input. Check your booklet now and if you are missing any portion or if it is illegible, obtain a new booklet from your facilitator. You have 2 class periods (50 minutes ea.) to complete this exercise. You may take a break at any time, however, do not take the exercise materials out of the classroom. All exercise requirements have only one correct entry. Make sure your answer is correct before saving. If you make a mistake or wish to change your answer after saving, “backout” the transaction and enter your new response. When backing out a transaction follow the steps in the input guide. Your facilitator/proctor will have the admin password needed to complete the process. ALL WORK ON THIS EXERCISE MUST BE ON YOUR OWN. You may NOT communicate with other learners, have or receive assistance, or make a record of your answers anywhere but on your answer sheet. Failure to follow these instructions will result in the appropriate disciplinary action being taken. Your facilitator will advise you what to do when you complete of this practice exercise. If you experience difficulties, ask the Facilitator’s or assistant Facilitator’s for immediate assistance or help. Review (20 minutes) will be conducted at the completion of the PE. Instructional Lead-in: The disbursing operation is an important part of an officer’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 2665, Daily Agent Accountability Summary, but also the DDS, and 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 the disbursing related tasks. We will augment the concepts discussed during this lesson in future disbursing lessons. Feedback: AAR will be conducted after the PE, along with a Learner end of course critique will be conducted at the end of the course. Requirements: Prior to starting the exercise Give the learners the date to use for the checks being used For the Review (SSN): To go back and review the inputs with the learners have them execute a QUERY. To go PROCESSING, QUERY, COLLECTIONS; For the personal collections have them input the SSN and then click on the Execute Query Button. For the Institution query's have them input the date of collection and click on the Execute Query Button. Then to view the next collection they click on the right arrow button. For Review (Last Name): To go back and review the inputs with the students have them execute a QUERY. For the personal collections have them input the Last Name and then click on the Execute Query Button. For Institution collections have them input the collect create date and click on execute query. To move from one collection to another use the right arrow button. Review the Collection, Remitters, Collected Items and ACCT Class with the students. Evaluation: Rate each learner’s performance as they complete cashier functions in DDS. When the learner has completed the cashier functions, rate the final product, using the criteria outlined on the checklist. Complete a score sheet for each learner. PE Solutions Conduct Cashier Agent Functions within DDS Solution: PRACTICAL EXERCISE 805A-ADF36111 PE2 Collection Transactions for DDS Solutions Diagram answers on slide 5 #1 Diagram answers on slide 6 #2 Diagram answers on slide 7 #3 Diagram answers on slide 8 #4 Diagram answers on slide 9 #5 Diagram answers on slide 10 #6 Diagram answers on slide 11 #7 Diagram answers on slide 12 #8 Diagram answers on slide 13 #9 Diagram answers on slide 14 #10 Diagram answers on slide 15 #11 Diagram answers on slide 16 #12 Diagram answers on slide 17 #13 Diagram answers on slide 18 #14 Diagram answers on slide 19 #15

LSA #4 Check on Learning Q1. How many types of collections are there? A1. Manual and DD Q2. What type of certification can a cashier do? A2. External. Q3. After the collection is certified what action is taken? A3. It has to be collected. Show Slide #54, LSA #4 Check on learning Facilitator's Note: Ask check on learning question, facilitate discussion on answers given. Q1. How many types of collections are there? A1. Manual and DD 1131. Q2. What type of certification can a cashier do? A2. External. Q3. After the collection is certified what action is taken? A3. It has to be collected.

Facilitator's Note: In this lesson, we learned about the two types of collection transaction along with the three collection type actions in DDS. Note: Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

DISBURSEMENT TRANSACTIONS
SECTION V: Show Slide #56, Section V Disbursement Transactions 5. Learning Step / Activity 5. Perform Disbursement Transactions Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 01 hrs. / 25 min. Media: PowerPoint Presentation, Printed Reference Material, Computer Assisted Instruction, Practical Exercise Facilitator's Note: Refer the Learners to pages of the Input Guide. There are five different types of disbursements. They are: Military Payments, Manual, SF1034, SF1049, and SF44. 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 act as the imputer. However, the collection would be “SYSTEM CERTIFIED ONLY” by the supervisor. Facilitator's Note: For “TRAINING PURPOSED ONLY” You will complete all three steps. You will “EXTERNALLY CERTIFY” the disbursements. 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, Navy, Marines, or Air Force), 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 Active Duty more than 30 days and Active Duty less than 30 days. Facilitator's Note: Refer Learners to page 63 of the Input Guide for a flowchart of possible transaction inputs. Facilitator's Note: Military Payments can be given either in Cash (US Currency or Foreign), by Stored Value Card (SVC), Check or EFT. Facilitator's Note: For deployments you will only use Cash or SVC. The format for the input is the same for all military payments, only the data input will change. Facilitator's Note: Advance Payments can only be given to Army (Active, Guard and Reserve) personnel. Facilitator's Note: Have the Learners input the transactions as a group. (1) Inputting the Military Payment. Facilitator's Note: Refer Learners to page of the Input Guide. To access Military Payments form the main menu Click Processing, then Disbursements and Military Payments. DISBURSEMENT TRANSACTIONS

MILITARY PAYMENTS CASUAL PAY INPUTTING AND CERTIFYING.
WHEN DISBURSEMENT IS MADE WITH CASH. STEP 1 STEP 2 STEP 4 STEP 5 STEP 6 STEP 3 STEP 7 STEP 8 STEP 10 STEP 9 STEP 11 Show Slide #57, Military Payments Casual Pay Inputting and Certifying (Cash) b. Military Payment Disbursed in Cash. Step 1: Ensure you have the Military Payment Tab open. Facilitator's 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, 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. (b)Input the number of months deferred (if needed). (c) Input the collection start code (if needed). See page 76. Step 10: Input the Dollar Amount. Step 11: Click on Accounting Lines Button.

ACCOUNTING LINES STEP 12 STEP 13 Facilitator's Note: All areas are pre-filled except the amount and the ODC. The ODC for all payments will be “P” Show Slide #58, Accounting Lines 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. Facilitator's Note: The accounting class will change based on the Branch of Service and the Duty Status entered. STEP 14

CERTIFY MILITARY PAYMENTS
STEP 15 STEP 16 STEP 17 STEP 18 Show Slide #59, Certify Military Payments Step 15: Save the data (Blue Disc Button). (2) Certify the payment: Facilitator's 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: Message will state record certified, click OK. Step 19: Reports menu will open. Facilitator's Note: For training purposes do not print. Exit, click on red X. STEP 19

PAYING MILITARY PAYMENTS
STEP 23 STEP 23 STEP 20 STEP 21 Show Slide #60, Paying Military Payments (3) Pay the payment: Step 20: Pay the disbursement. Click on the Pay Button. Step 21: Message asks, “Voucher signed?” Click YES. Step 22: Message, Voucher Number------, click OK. Step 23: Exit (Red door out) orinput another payment. STEP 22

MILITARY PAYMENTS CASUAL PAY INPUTTING AND CERTIFING WHEN DISBURSEMENT IS MADE WITH SVC
STEP 15 STEP 1 STEP 2 STEP 4 STEP 5 STEP 6 STEP 3 STEP 7 STEP 8 STEP 10 STEP 9 STEP 11-14 Show Slide #61, Military Payments Casual Pay Inputting and Certifying (SVC) Facilitator's Note: Refer the Learners to pages of the Input Guide. c. Military Payment Disbursed with a SV. 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. Facilitator's 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 (SV). 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. (a) For AP’s input the number of months repay. (b) Input the number of months deferred (if needed). (c). Input the collection start code (if needed). Step 10: Input the Dollar Amount. Step 11: Click on Accounting Lines Button. 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. Facilitator's 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).

CERTIFY MILITARY PAYMENTS WITH SVC
STEP 16 Show Slide #62, Certify Military Payments with SVC. (1) Certify the payment: Facilitator's 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: Message will state record certified, click OK. Step 19: Reports menu will open. Facilitator's Note: For training purposes do not print. Exit, click on red X. STEP 18 STEP 17 STEP 19

INPUT SVC NUMBER AFTER CERTIFICATION
STEP 22 STEP 20 STEP 21 Show Slide #63, Input SVC Number after Certification (2) Input the SV Number: Step 20: After certification is complete you need to input the SV Card Number being issued. Click on Edit to add the information to the screen. Step 21: Input the SV Card Number. Step 22: Save the transaction again.

PAYING MILITARY PAYMENTS WITH SVC
STEP 26 STEP 26 STEP 23 STEP 24 Show Slide #64, Paying Military Payments with SVC (3) Pay the payment: Step 23: Pay the disbursement. Click the Pay Button. Step 24: Message asks, “Voucher signed?” Click YES. Step 25: Message, voucher number------, click OK. Step 26: Exit (Red door out) or input another payment. STEP 25

MILITARY PAYMENTS ADVANCE PAY INPUT
Facilitator's Note: The only change for an AP is the Reason Pay code, number of months repay, deferred, and collection start code. Input as needed. STEP 9a STEP 9b STEP 9c Show Slide #65, Military Payments Advance Pay Input Facilitator's Note: Refer the Learners to page 76 of the Input Guide. d. 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 9, the reason pay code will change based on the reason for the advance i.e. BAH, BAS, OHA etc. that was not paid correctly. 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. Facilitator's Note: Refer Learners to page 77 of input guide. The next group of disbursements 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.

INPUT AND PAY A MANUAL DISBURSEMENT
STEP 9 STEP 13 STEP 1 STEP 10 STEP 2 STEP 3 STEP 4 STEP 6 STEP 8 STEP 5 STEP 11 STEP 7 STEP 8 Show Slide #66, Input and Pay a Manual Disbursement Facilitator's Note: Refer the Learners to pages of the Input Guide. Facilitator's Note: Have the Learners input the transactions as a group while you show them the slides. e. Manual Disbursements. Facilitator's Note: 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: Enter disbursement amount. Step 7: Click on Accounting Lines. Step 8: Enter correct accounting classification from page 73 of the input guide. After the accounting classification is input the Total US Equivalent will auto fill. Step 9: SAVE the transaction (Blue Disc). Facilitator's Note: Manual disbursements DO NOT have to be certified. Step 10: Click on the PAY Button. Step 11: Confirm. Make Payment, click on YES. Step 12: Voucher Number assigned, click on OK. Step 13: Screen will clear automatically. You may input another Manual Disbursement or EXIT (Red Door Out). STEP 12

INPUT A SF 1034 DISBURSEMENT (1 of 3)
STEP 1 STEP 2 STEP 3 STEP 5 STEP 6 Optional STEP 4 STEP 7 Optional STEP 9 Optional STEP 8 STEP 10 STEP 11 Show Slide #67, Input a SF1034 (1 of 3) Facilitator's Note: Refer the Learners to pages of the Input Guide. Facilitator's Note: Have the Learners input the transactions as a group while you show them the slides. f. SF 1034 Disbursements: To access SF 1034 disbursements from the main menu, Click on processing, then disbursements and then SF 1034. (1). Input the data: Step 1: Enter Currency Code. Step 2: Enter Payment type (cash or check). Step 3: Enter Voucher Series (MSC). Step 4: US Department will auto fill. Step 5: Voucher date will auto fill with current business date. Step 6: Schedule Number is optional. Step 7: Contract Number and date are optional. Step 8: Requisition Number and date are optional. Step 9: Paid by blocks will auto fill. Step 10: 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). STEP 12 Optional STEP 13 STEP 14 Optional Optional

c d e f g h STEP 15 STEP 17 STEP 18 STEP 16 STEP 20 STEP 19 STEP 21 Show Slide #68, Input a SF1034 (2 of 3) Step 15: Enter the data about the item(s) ordered. (a) Enter the date order was placed. (b) Enter date of deliver, normally this is the same date it is paid. (c) Enter the description of the articles or services received. (d) Enter qty of items received, this could be different from the number ordered. (e) Enter the unit cost of each individual item. (f) Enter the Price Per, this auto defaults to each, it can be changed. (g) The amount will auto fill after qty, unit cost, and price per are entered. Step16: 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. Facilitator's Note: Scroll down to view the other areas of the form. STEP 22

STEP 26 STEP 23 STEP 24 STEP 25 Show Slide #69, Input a SF1034 (3 of 3) Step 23: Click on Accounting Lines. Step 24: Enter correct accounting classification from page 73 of Learner input guide. Step 25: Paid By is disabled. Step 26: SAVE the transaction (Blue Disc).

CERTIFY AND PAY A SF 1034 DISBURSEMENT
STEP 34 STEP 27 STEP 31 STEP 28 STEP 30 STEP 29 STEP 32 STEP 33 Show Slide #70, Certify and Pay a SF1034 Disbursement (2) Certify the disbursement. Facilitator's Note: For TRAINING PURPOSES ONLY you will do an external certification. Step 27: Click on the Certify Button. Step 29: Externally certify SF1034, click OK. Step 30: The reports menu will open and display a completed SF1034. Facilitator's Note: For training purposes do not print. click on red X to exit. (3) 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).

STEP 1 STEP 3 STEP 2 Disabled STEP 4 STEP 5 Optional STEP 6 STEP 7 STEP 8 STEP 9 STEP 10 Show Slide #71, Input a SF 1049 Disbursement (1 of 2) Facilitator's Note: Refer the Learners to pages of the Input Guide. Facilitator's Note: Have the Learners input the transactions as a group . g. SF 1049 Disbursement: To access SF 1049 disbursements from the main menu; Click on processing, then disbursements and then SF 1049. (1) 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. Step 10: Enter correct accounting classification from page 73 of 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. Facilitator's Note: Scroll down to view other areas of the form. STEP 11 STEP13 STEP 12

Optional Optional STEP 14 STEP 15 STEP 16 a b c d e f g Show Slide #72, Input a SF 1049 Disbursement (2 of 2) Step 14: Contract Number is optional. 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. Facilitator's Note: After you press the TAB Key the final section will auto fill.

CERTIFY AND PAY A SF1049 DISBURSEMENT
STEP 17 STEP 27 STEP 18 STEP 22 STEP 21 STEP 19 STEP 20 Show Slide #73, Certify and Pay a SF1049 Disbursement Step 17: SAVE the transaction (Blue Disc). (2) Certify the disbursement: 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. Facilitator's Note: For training purposes do not print. To 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, Step 25: 1 record applied, Step 26: Transaction complete, applied records saved. Step 27: Screen will clear automatically. You may ADD another SF1049 Disbursement or exit. To exit, click on cancel. Step 28: Click “OK” in the message box. Step 29: Click on the exit button (Red Door Out). STEP 23 STEP 24 STEP 26 STEP 25

STEP 1 STEP 3 STEP 2 STEP 4 STEP 5 STEP 7 STEP 6 STEP 8 a b c d Show Slide #74, Input a SF44 Disbursement (1 of 2) Facilitator's Note: Refer the Learners to pages of the Input Guide. Facilitator's Note: Have the Learners input the transactions as a group while you show them the slides. h. SF 44 Disbursements: To access SF 44 disbursements from the main menu; Click on processing, then disbursements and then SF 44. (1) 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: US 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. Facilitator's Note: Scroll down to view the other areas of the form. STEP 10 STEP 9 STEP 11 STEP 12 STEP 13 STEP14 STEP 15

STEP 20 STEP 16 STEP 17 STEP 21 STEP 18 a b c STEP 19 Show Slide #75, Input a SF44 Disbursement (2 of 2) Step 16: Click on Accounting Lines. Step 17: Enter correct accounting classification from page 73. Step 18: Enter purchaser information. (a) Received By: enter name of person receiving items. (b) Title: enter persons title. (c) The date auto fills with current business date, it can be changed. Step 19: Sellers: data auto fills. Step 20: SAVE the transaction (Blue Disc). Step 21: Database apply complete, 5 records applied. Click OK.

CERTIFY AND PAY A SF 44 DISBURSEMENT
STEP 29 STEP 22 STEP 26 STEP 23 STEP 24 STEP 25 Show Slide #76, Certify and Pay a SF44 Disbursement (2) Certify the disbursement: Facilitator's 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. Facilitator's Note: For training purposes do not print. Exit, click on red X. Step 26: Click on the Pay Button. Step 27: Has SF44 been signed? Click YES. Step 28: Voucher Number assigned. Step 29: Screen will clear automatically. You may ADD another SF44 Disbursement or exit. To exit, click on cancel. Step 30: Click “OK” in the message box. Step 31: Click on the exit button (Red Door Out). Facilitator's Note: At the completion of this LSA, have learners get ready to transition to the third practical exercise in conducting cashier agent functions within DDS titled “Disbursement Transactions.” STEP 27 STEP 28

Show Slide #77, Practical Exercise / Review #3 Practical Exercise / Review: #3 Disbursement Transactions for DDS Method of Instruction: Practical Exercise Facilitator to Learner Ratio: 1:30 Time of Instruction: 01 hrs. / 10 min. Media: PowerPoint Presentation, Practical Exercise, Computer Assisted Instruction General Information: (Introduction / Objective) This practical exercise measures your ability to input disbursement transactions correctly into DDS utilizing the Army’s latest disbursing technology. DDS is a computer-based application that standardizes the disbursing process. Special Instructions: You are a cashier at the 23rd Finance BN Forward, Main Site. You have received an advance of funds and confirmed it. You are now ready to begin inputting transactions. Input all transactions correctly. The accounting classifications for disbursements' are: Military Payments: FY APC EOR US EQ DOC REF IBOP ODC MTL QTY DISC 7 K VARIES BLANK US P BLANK N Manual Disbursements: B1 VARIES BLANK M BLANK N SF1034: B2 VARIES BLANK C BLANK N SF1049: B3 VARIES BLANK K BLANK N SF44: B4 VARIES BLANK F BLANK N ADDRESS: For all collections use; 23rd INF DIV APO, AE 09808 Motivator: As a Financial Management Disbursing Agent, one of your main duties will be to supervise cashiers. The biggest fear for a Disbursing Agent is having a loss of funds. With DDS you will have to input transactions the same way each time which will reduce your chance of errors. If you have a cashier with an out of balance situation, it is important that you know how to assist the cashier in balancing the days business. The use of DDS can make errors easier to detect and correct before the end of the day. Facilitator’s Material: Each primary facilitator should possess a lesson plan, course handouts, and practical exercises with answer keys, summary worksheet containing DoDFMR R, VOL 5, DFAS-IN REG 37-1, DDS User Manual, and FM 1-06 and lesson created notes. Learner’s Material: Learners should possess course handouts, practical exercises Conduct Cashier Agent Functions within DDS AD41C, LP13G, LP13I, summary worksheet containing DoDFMR R, VOL 5, DFAS-IN REG 37-1, DDS User Manual, and FM 1-06, and standard classroom supplies. Materials Needed: Computer loaded with DDS Software. Practical Exercise Booklets DDS Cashier Input Guide. Calculator. Classroom notes. *Pen or Pencil. *Blank Paper. Note: (* Learner responsibility) Procedures/Instructions: This exercise booklet contains 23 military payments and 21 disbursement transactions for you to input. Check your booklet now and if you are missing any portion or if it is illegible, obtain a new booklet from your facilitator. You have 1 class period (50 minutes) to complete this exercise. You may take a break at any time, however, do not take the exercise materials out of the classroom. All exercise requirements have only one correct entry. Make sure your answer is correct before saving. If you make a mistake or wish to change your answer after saving, “backout” the transaction and enter your new response. When backing out a transaction follow the steps in the input guide. Your facilitator/proctor will have the admin password needed to complete the process. ALL WORK ON THIS EXERCISE MUST BE ON YOUR OWN. You may NOT communicate with other learners, have or receive assistance, or make a record of your answers anywhere but on your answer sheet. Failure to follow these instructions will result in the appropriate disciplinary action being taken. Your facilitator will advise you what to do when you complete of this practice exercise. If you experience difficulties, ask the Facilitator’s or assistant Facilitator’s for immediate assistance or help. Review (20 minutes) will be conducted at the completion of the PE. Instructional Lead-in: The disbursing operation is an important part of an officer’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 2665, Daily Agent Accountability Summary, but also the DDS, and 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 the disbursing related tasks. We will augment the concepts discussed during this lesson in future disbursing lessons. Feedback: AAR will be conducted after the PE, along with a Learner end of course critique will be conducted at the end of the course. Requirements: For the Review To go back and review the inputs with the learners have them execute a QUERY. To go to PROCESSING, QUERY, DISBURSEMENTS. For the personal disbursements have them input the Last Name and then click on the Execute Query Button. For Institution disbursements have them input the business name and then click on execute query. To input a new query click on cancel query and input the next Payee. Review the disbursement data, ACCT Class, and Total US Equivalent with the learners. Evaluation: Rate each learner’s performance as they complete cashier functions in DDS. When the learner has completed the cashier functions, rate the final product, using the criteria outlined on the checklist. Complete a score sheet for each learner. PE Solutions Conduct Cashier Agent Functions within DDS Solution: PRACTICAL EXERCISE 805A-LPADF36111 PE3 Exchange Transactions for DDS Solutions Diagram answers on slide 5 MP#1, MP#2 Diagram answers on slide 6 MP#3, MP#5 Diagram answers on slide 7 MP#5, MP#6 Diagram answers on slide 8 MP#7, MP#8 Diagram answers on slide 9 MP#9, MP#10 Diagram answers on slide 10 MP#11, MP#12 Diagram answers on slide 11 MP#13, MP#14 Diagram answers on slide 12 MP#15, MP#16 Diagram answers on slide 13 MP#17, MP#18 Diagram answers on slide 14 MP#19, MP#20 Diagram answers on slide 15 MP#21, MP#22 Diagram answers on slide 16 MP#23 Note: Slide 17 Other Disbursements: Diagram answers on slide 18 Manual #1, Manual #2 Diagram answers on slide 19 Manual #3, Manual #4 Diagram answers on slide 20 Manual #5, Manual #6 Diagram answers on slide 21 SF1034 #1 Diagram answers on slide 22 SF1034 #2 Diagram answers on slide 23 SF1034 #3 Diagram answers on slide 24 SF1034 #4 Diagram answers on slide 25 SF1034 #5 Diagram answers on slide 26 SF1034 #6 Diagram answers on slide 27 SF1049 #1 Diagram answers on slide 28 SF1049 #2 Diagram answers on slide 29 SF1049 #3 Diagram answers on slide 30 SF1034 #4 Diagram answers on slide 31 SF1034 #5 Diagram answers on slide 32 SF44 #1 Diagram answers on slide 33 SF44 #2 Diagram answers on slide 34 SF44 #3 Diagram answers on slide 35 SF44 #4

LSA #5 Check on Learning Q1. How many types of disbursements are there? A1. Military Payments, Manual, SF1034, SF1049, and SF44. Q2. Who can receive an advance pay? A2. Only Army Active, Guard and Reserve Soldiers. Q3. Which type of disbursement DOES NOT have to be certified? A3. Manual. Show Slide #78, LSA #5 Check on learning Facilitator's Note: Ask check on learning question, facilitate discussion on answers given. Q1. How many types of disbursements are there? A1. Military Payments, Manual, SF1034, SF1049, and SF44. Q2. Who can receive an advance pay? A2. Only Army Active, Guard and Reserve Soldiers. Q3. Which type of disbursement DOES NOT have to be certified? A3. Manual.

Facilitator's Note: In this lesson, we learned about the five different types of disbursements and how they’re enter in three phases, and where cashiers can act as the imputer in DDS. Note: Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

MISCELLANEOUS TRANSACTIONS
SECTION VI: Show Slide #80, Section VI Miscellaneous Transactions 6. Learning Step / Activity 6. Perform Miscellaneous Transactions Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 01 hrs. / 00 min. Media: PowerPoint Presentation, Printed Reference Material, Computer Assisted Instruction Facilitator's Note: Display Viewgraph Facilitator's Note: Refer the Learners to page 98 of the Input Guide. Facilitator's Note: 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. MISCELLANEOUS TRANSACTIONS

BACKOUT A TRANSACTION . Show Slide #81, Backout a Transaction
STEP 7 STEP 1 STEP 4 STEP 2 Show Slide #81, Backout a Transaction Facilitator's Note: Refer the Learners to pages of the Input Guide. Facilitator's Note: DO NOT have the Learners input the transaction, show them the slides as you go through the steps. Explain that this transaction requires an Admin password and that for the sake of time you can not go around to each computer and input the admin info. 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 System Administrator input his/her USERID and PASSWORD. Step 5: You will 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). b. 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. STEP 5 STEP 3 STEP 6

INPUT CUSTOMER CHECK PRIVILEGES
STEP 16 STEP 15 STEP 16 STEP 13 STEP 1 STEP 2 STEP 14 STEP 3 STEP 5 STEP 4 STEP 6 STEP 7 STEP 8 Show Slide #82, Input Customer Check Privileges Facilitator's Note: Refer the Learners to pages of the 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). STEP 9 STEP 10 STEP 11 STEP 12

LSA #6 Check on Learning Q1. What transactions can be backed out? A1. Any transactions that were input for the current business day. Q2. Who can authorize a backout transaction? A2. Supervisor with ADMIN capabilities. Q3. Who can you input Customer Check Privileges data on? A3. Military personnel ONLY. Show Slide #83, LSA #6 Check on learning Facilitator's Note: Ask check on learning question, facilitate discussion on answers given. Q1. What transactions can be backed out? A1. Any transactions that were input for the current business day. Q2. Who can authorize a backout transaction? A2. Supervisor with ADMIN capabilities. Q3. Who can you input Customer Check Privileges data on? A3. Military personnel ONLY.

Facilitator's Note: In this lesson, we learned about the five different types of disbursements and how they’re enter in three phases, and where cashiers can act as the imputer in DDS. Note: Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

END OF DAY REPORTS SECTION VII:
Show Slide #85, Section VII End of Day Reports 7. Learning Step / Activity 7. Conduct End of Day Reports Procedures Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 02 hrs. / 00 min. Media: PowerPoint Presentation, Printed Reference Material, Computer Assisted Instruction Facilitator's Note: Display Viewgraph Facilitator's Note: Refer the Learners to pages of the Input Guide. After you have completed all your transactions for the day you will need to close out the business day. To close out the business day you will balance and finalize your reports. There are four reports that you must print and finalize, they are; DD Form 2664, DD Form 2659 (2), DD Form 1081 (Return), and DD Form 2665. (1) DD Form 2664: This form lists all the exchanges transactions that were input into DDS. Facilitator's Note: Refer Learners to page 47 of the input guide for a sample copy of the DD 2664. (2) 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. (3) DD Form 1081: At the end of the business day you will 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. All of these things are listed on the DD Form 1081 and presented to the DO along with the items. (4) 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 their accountability. END OF DAY REPORTS

DD FORM 2664 Show Slide #86, DD Form 2664
STEP 6 STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 Show Slide #86, DD Form 2664 Facilitator's Note: Refer the Learners to pages of the Input Guide. Facilitator's Note: Have the Learners 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. Facilitator's 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.

DD FORM 2659, Voucher Control Log
STEP 1 STEP 2 Show Slide #87, Voucher Control Log (DD Form 2659) Facilitator's Note: Refer the Learners to pages of the Input Guide. Facilitator's 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. Facilitator's Note: Have the Learners input the transactions as a group while you show them the slides. Step 1: Ensure the date is correct. Step 2: Ensure the site is correct. Step 3: Click on OK. STEP 3

Voucher Control Log is used to list ALL Vouchers used for the entire site ID. It is not broken down by cashier/agent. (1 of 2) STEP 5 STEP 6 STEP 4 Show Slide #88, Voucher Control Log (1 of 2) Step 4: Block 2 for collections automatically is checked and the document will be filled out. Step 5: Print the report. Facilitator's Note: For training purposes DO NOT print. Step 6: Exit the report, red X.

Voucher Control Log is used to list ALL Vouchers used for the entire site ID. It is not broken down by cashier/agent. (2 of 2) STEP 8 STEP 9 STEP 7 Show Slide #89, Voucher Control Log (2 of 2) Step 7: Block 1 for disbursements automatically is checked and the document will be filled out. Step 8: Print the report. Facilitator's Note: For training purposes DO NOT print. Step 9: Exit the report, red X.

DD FORM 1081, RETURN Show Slide #90, DD 1081 Return
STEP 1 STEP 2 STEP 3 STEP 5-9 Show Slide #90, DD 1081 Return Facilitator's Note: Refer the Learners to pages of the Input Guide. c. 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 (PWM00001). Step 2: Select Return. Step 3: Select Full. Step 4: Scroll down the form to view the remaining lines of the DD1081. Facilitator's 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. STEP 4

LINE 2 (1 of 3) Show Slide #91, Line 2 (1 of 3)
STEP 5a STEP 5b Show Slide #91, Line 2 (1 of 3) Line 2 of the DD 1081 is used for US Currency. Step 5: Click on Line 2 for U.S. Dollars in the middle of the screen. Step 5a: Curr Code, On Hand, and Exch Rate will auto fill. Step 5b: Click on the Green Safe.

STEP 5c Show Slide #92, Line 2 (2 of 3) Step 5c: Enter the bill count or the dollar amount of each type of bill/coin to be returned. Facilitator's Note: This is a FULL RETURN and you are returning ALL currencies. 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. Step 5d: Total Currency Amt. and Total US Equiv. should be equal. Step 5e: Click on OK. STEP 5d STEP 5e

STEP 5f Show Slide #93, Line 2 (3 of 3) Step 5f: Verify US Equiv is equal to the On Hand amount. Step 5g: Click OK. STEP 5g

STEP 6a STEP 6b Show Slide #94, Line 3 (1 of 3) Line 3 of the DD 1081 is used for Foreign Currency. Step 6: Click on Line 3 for Foreign Curr (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.

STEP 6c Show Slide #95, Line 3 (2 of 3) Step 6c: Enter the bill count or the foreign amount of each type of bill/coin to be returned. Facilitator's 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. STEP 6d STEP 6e

STEP 6f Show Slide #96, Line 3 (3 of 3) Step 6f: Verify “US Equiv” is correct based on exchange rate for On Hand amount. Step 6g: Click OK. STEP 6g

LINE 5 Show Slide #97, Line 5 Line 5 is used to record Cash Collection Vouchers. Step 7: Verify that all collections for the day are showing then click OK. STEP 7

LINE 7c3 Show Slide #98, Line 7c3
STEP 8a Show Slide #98, Line 7c3 Line 7c3 is used to record negotiable instruments. Step 8: Verify that all negotiable instruments for the day are showing. Step 8a: Click the “Select All” Button. Step 8b: Click on OK. STEP 8b Step 8: Verify that all negotiable instruments for the day are showing. Step 8a: Click the “Select All” Button. Step 8b: Click on OK.

LINE 8 Show Slide #99, Line 8 Line 8 is used to record Paid Vouchers.
Step 9: Verify that all Paid Vouchers for the day are showing then click OK. STEP 9 Step 9: Verify that all Paid Vouchers for the day are showing then click OK.

LINE 12 Zero Balance (1 of 2) Show Slide #100, Line 12 Zero Balance (1 of 2) Line 12 shows the ending balance after the return. Step 10: Click on line 12 Button (total Funds). This will recalculate the cashiers’ accountability. Step 10a: The Ending Balance Total should be ZERO since this is a FULL return. STEP 10 STEP 10a

LINE 12 Zero Balance (2 of 2) STEP 10c STEP 10d Show Slide #101, Line 12 Zero Balance (2 of 2) Step 10b: The report for the DD1081 will open. Verify that the RETURN block is checked. Step 10c: Print two copies of the report, one for the cashier and one for the DO. Facilitator's Note: For training DO NOT Print. Step 10d: Exit out of the report, red X. STEP 10b STEP 10b

DD FORM 2665 (1 of 7) Show Slide #102, DD form 2665 (1 of 7)
STEP 1 STEP 2 Show Slide #102, DD form 2665 (1 of 7) Facilitator's Note: Refer the Learners to pages of the Input Guide. Facilitator's Note: Have the Learners input the transactions as a group while you show them the slides. d. DD Form 2665 Step 1: Verify the advances. Step 2: Verify the collections. Facilitator's Note: Scroll down through the form.

STEP 3 STEP 4 STEP 5 STEP 6 Show Slide #103, DD form 2665 (2 of 7) 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 7

STEP 8 STEP 9 STEP 10 Show Slide #104, DD form 2665 (3 of 7) Step 8: Verify Cash on Hand (US). Step 9: Verify Cash on Hand (Foreign). Step 10: Verify Negotiable Instruments.

STEP 11 Show Slide #105, DD form 2665 (4 of 7) Step 11: Verify Total Agent Accountability.

STEP 12 Show Slide #106, DD form 2665 (5 of 7) Step 12: Verify Name of Agent. Step 13: Scroll back to the top and check on Finalize Report. If you do not balance you will be given a message stating the out of balance.

STEP 14 Show Slide #107, DD form 2665 (6 of 7) Step 14: You will be brought to a screen showing all accountability is ZERO. Click OK.

STEP 15 STEP 16 Show Slide #108, DD form 2665 (7 of 7) Step 15: Report will open, print two copies. Facilitator's Note: For training DO NOT print. Step 16: Exit the report, red door out. DD Form 2665 when retaining cash on hand. Facilitator's Note: 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 2665. We will now look at those steps. Steps 1-13 remain the same and only steps change. Facilitator's 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.

FINALIZING THE DD FORM 2665 WHEN RETAINING CASH ON HAND (1 of 6)
When you have done a Full turn it but have kept cash on hand for the next business day, these are the steps you follow to finalize your DD Form 2665. Steps 1 – 13 remain the same, only steps 14 – 18 change. STEP 14 KD Show Slide #109, Finalizing the DD Form 2665 (1 of 6) Facilitator's Note: Refer the Learners to pages of the Input Guide. Step 14: You will be brought to a screen showing “Cash Item” highlight KD and click on the vault button.

STEP 14a Show Slide #110, Finalizing the DD Form 2665 (2 of 6) 14a: Enter the amount of each unit on hand. 14b: Click OK. STEP 14b

STEP 15 US Show Slide #111, Finalizing the DD Form 2665 (3 of 6) Step 15: You will brought back to the “Cash Item” screen, highlight US and click on the vault button.

STEP 15a Show Slide #112, Finalizing the DD Form 2665 (4 of 6) 15a: Enter the amount of each unit on hand. 15b: Click OK. STEP 15b

STEP 16 Show Slide #113, Finalizing the DD Form 2665 (5 of 6) 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 17 STEP 18 STEP 16a Show Slide #114, Finalizing the DD Form 2665 (6 of 6) 16a: Report opens; scroll down to section III CASH (FC) and CASH (US) will show your cash on hand. Step 17: Print two copies. Facilitator's Note: For training DO NOT print. Step 18: EXIT the report, red door out.

LSA #7 Check on Learning Q1. How many reports will the cashier finalize at the end of the day? A1. Four - DD1081, DD 2664, DD2659, and DD2665. Q2. What line of the DD1081 shows the ending balance? A2. Line 12. Q3. What two items does the DD Form 2659 record? A3. Collections and Disbursements. Q4. Who else, besides the cashier uses the DD 2665 to balance? A4. The DO. Show Slide #115, LSA #7 Check on learning Facilitator's Note: Ask check on learning question, facilitate discussion on answers given. Q1. How many reports will the cashier finalize at the end of the day? A1. Four - DD1081, DD 2664, DD2659, and DD2665. Q2. What line of the DD1081 shows the ending balance? A2. Line 12. Q3. What two items does the DD Form 2659 record? A3. Collections and Disbursements. Q4. Who else, besides the cashier uses the DD 2665 to balance? A4. The DO.

Facilitator's Note: We finalize todays lesson by completing all transactions for the day and close out the business day by balancing and finalizing the reports in DDS. Note: Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

TLO Check on Learning Show Slide #117, TLO Check on Learning
Facilitator’s Note: Facilitator's, have each group as a group write down one question from this lesson, give about five minutes. Once all groups have their question written, pass it to another group to answer it. Facilitate a discussion on each question.

Identify Deployable Disbursing System (DDS) functions
TLO Summary ACTION: Identify Conduct Cashier / Agent Functions Within the Deployable Disbursing System (DDS) CONDITIONS: FM Leaders in a classroom environment working individually and as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion. STANDARDS: With at least 80% accuracy (70% for International Learners): Identify Deployable Disbursing System (DDS) functions Receive advance of funds Perform exchange transactions Perform collection transactions Perform disbursement transactions Perform miscellaneous transactions Conduct end of day reports procedures Show Slide #118, TLO Summary Facilitator’s Note: Read TLO Action: Identify Conduct Cashier / Agent Functions Within the Deployable Disbursing System (DDS) Condition: FM Leaders in a classroom environment working individually and as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion. Standard: With at least 80% accuracy (70% for International Learners): Identify Deployable Disbursing System (DDS) functions Receive advance of funds Perform exchange transactions Perform collection transactions Perform disbursement transactions Perform miscellaneous transactions Conduct end of day reports procedures “Or” Note: During the past blocks of instruction, you were shown how to use cashier/agent functions in the Deployable Disbursing System (DDS). You were shown how to accept and advance of funds, input Exchange, Collection, disbursement, and miscellaneous transactions, Return funds at the end of the business day, and finalize end of day reports. Closing: With the instruction you have been given you should be able to arrive at your next duty station ready to assume the duties of a Disbursing Agent. These duties are vital to the finance mission and provide a great service to our fellow military members and civilians deployed around the globe. Facilitator's at this time, have one learner from each group to explain the most important take away to them from this lesson. Facilitate a discussion on each answer.

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