Retail

HANDBOOK PO-102 REVISION

PS Form 1412, Daily Financial Report

Effective April 14, 2005, Handbook PO-102, Self Service Vending Operational and Marketing Program, is revised to include the February 2005 edition of PS Form 1412, Daily Financial Report. The February 2005 edition of this form replaces all earlier editions of PS Form 1412-A. All references to "PS Form 1412-A" in Handbook PO-102 will be replaced with "PS Form 1412".

All self servicing vending employees must use the revised edition of PS Form 1412, Daily Financial Report, dated February 2005. All previous editions of PS Form 1412-A are obsolete and must be discarded or recycled.

Account Identifier Code (AIC) 096, Vending Equipment Postage Sales, AIC 175, Vending Machine Overages, and AIC 612, Vending Machine Shortages, were added to PS Form 1412. AIC 199 (Phone Cards - Self Service Vending) must be recorded as a write-in entry.

Note: The revised PS Form 1412 appeared in Postal Bulletin 22144 (12-23-04, page 61). Offices may reproduce this copy locally until they order and receive the stock from the Material Distribution Center (MDC). Information to order PS Form 1412 appeared in Postal Bulletin 22145 (1-6-05, page 63).

We will incorporate these revisions into the next printed edition of Handbook PO-102 and into the next update of the online version accessible on the Postal ServiceTM PolicyNet Web site.

• Go to http://blue.usps.gov.

• Under "Essential Links" in the left hand column, click on References.

• Under "References" in the right-hand column, under "Policies," click on PolicyNet.

• Then click on HBKs.

(The direct URL for the Postal Service PolicyNet Web site is http://blue.usps.gov/cpim.)

Handbook PO-102, Self Service Vending Operational and Marketing Program

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1 The Self Service Vending Program

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14 Services and Products

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143 Semipostal Stamps

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143.5 Financial Reporting

[Revise 143.5 to read as follows:]

Record sales for semipostal stamp vending packets on PS Form 1412, Daily Financial Report, in the corresponding Account Identifier Code (AIC) line:

a. Breast Cancer Research Stamp. The servicing person records the amount as an entry to AIC 084, Breast Cancer Research Stamp Sales, on PS Form 1412, Daily Financial Report (see Exhibit 463).

b. Stop Family Violence Stamp. The servicing person records the amount as an entry to AIC 089, on PS Form 1412, Daily Financial Report (see Exhibit 463).

Sales for these products that are recorded on PS 8130, Vending Equipment Sales Service Daily Activity Log, will be included with total machine revenue.

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2 Establishing Self Service Vending Locations

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23 Determining Equipment

231 New Locations

231.1 Criteria for Postal Locations

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[Revise footnote 1 of Exhibit 231.1 to read as follows:]

¹ AIC 096, Vending Equipment Postage Sales.

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4 Servicing Self Service Vending Equipment

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46 Procedures

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463 Postservicing Procedures

After returning to the domicile office, the servicing person does the following postservicing steps:

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[Revise item h to read as follows:]

h. Complete PS Form 1412, Daily Financial Report (see Exhibit 463).

[Revise title and text of exhibit to read as follows:]

Exhibit 463
PS Form 1412, Daily Financial Report

[See the full-page exhibit on page 24.]

5 Financial Control

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57 Bank Deposits

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[Revise title and text of 572 to read as follows:]

572 PS Form 1412, Daily Financial Report

The servicing person prepares in duplicate PS Form 1412, Daily Financial Report, each day he or she:

a. Receives stamp stock.

b. Returns stamp stock.

c. Makes deposits.

The servicing person records AIC 199, Phone Cards (Self Service Vending) as a write-in entry on PS Form 1412. The servicing person records vending postcard sales to AIC 096, Vending Equipment Postage Sales.

Note: Handbook F-1, Post Office Accounting Procedures, chapter 2, contains the instructions regarding the proper completion of PS Form 1412, Daily Financial Report. The servicing person retains the duplicate copy for file.

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59 Bogus and Damaged Monies

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593 Coin-like and Bill-like Objects

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593.2 Recording Account Entries

[Revise the introductory text of 593.2 to read as follows:]

When credits are made for shortages that occur from the use of coin-like or bill-like objects, the servicing person makes the following entries to PS Form 1412, Daily Financial Report:

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6 Examining Self Service Vending Credit

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64 Self Service Vending Credit Adjustments

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642 Overages

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642.3 Adjustments

642.31 Overage of Less Than $100

The following steps are taken for a net overage of any amount less than $100:

[Revise items a and b to read as follows:]

a. The servicing person records the amount as an entry to AIC 175, Vending Machine Overages, on PS Form 1412, Daily Financial Report (see Exhibit 463). This will bring the credit back into balance, and no further adjustment is necessary.

b. The servicing person's supervisor issues PS Form 3544, Post Office Receipt for Money (Exhibit 642.31), in triplicate, giving the original to the servicing person, attaching one copy to PS Form 1412, and keeping one copy for the files.

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642.32 Overage of $100 or More

The following steps are taken for a net overage of any amount of $100 or more:

[Revise items a and b to read as follows:]

a. The servicing person records the amount as an entry to AIC 175, Vending Machine Overages, on PS Form 1412, Daily Financial Report. This will bring the credit back into balance, and no further adjustment is necessary.

b. The servicing person's supervisor issues PS Form 3544, Post Office Receipt for Money, in triplicate, giving the original to the servicing person, attaching one copy to PS Form 1412, and keeping one copy for the files.

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643 Shortages

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643.3 Adjustments

643.31 All Shortages

When a shortage of $100 or more exists, the following steps are taken:

[Revise item a to read as follows:]

a. The servicing person records all losses as an entry to AIC 612, Vending Machine Shortages, on PS Form 1412, Daily Financial Report.

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- Retail Service Equipment,
Delivery and Retail, 4-14-05

NOTICE

Parts to Maintain Vending Equipment

Efforts should be made to cannibalize similar items from obsolete and non-repairable vending equipment to support other machines. The parts listed below are to be removed from the PBM-2 (Booklet Vending Machines), the PS-53C (Stamp Vending Machines), and the PCM-1625A (Postal Commodity Machines) before taking appropriate disposal procedures as instructed in Handbook AS-701, Material Management. Relevant portions of the applicable Maintenance Management Orders (MMOs) for each model are excerpted below:

The parts listed below are to be removed from the PBM-2 (Booklet Vending Machines) and the PS-53C (Stamp Vending Machines) before disposal.

*Note: These parts must be destroyed upon removal. They are no longer used in PS-53C Modification.

The parts listed below (if in functioning condition) must be removed and retained at the local office. If the currency validator and coin changer are non-functioning, they should be returned to the Topeka Material Distribution Center (TMDC) with repair tags as noted in the disposal column of the chart below.

*Note: If no other PCM-1625B machines are in the service area, these parts can be returned to TMDC with a repair tag indicating that one-for-one replacement is not requested.

For additional information, refer to the complete Maintenance Management Orders. MMO-055-00 can be accessed on the intranet at http://www.mtsc.usps.gov/pdf/mmo/2000/mmo05500.pdf and MMO-084-04 at http://www.mtsc.usps.gov/pdf/mmo/2004/mmo08404.pdf.

The latest edition of Handbook AS-701, Material Management, is available on the Postal ServiceTM PolicyNet Web site at http://blue.usps.gov/cpim/ftp/hand/as701/as701tc.pdf.

- Retail Service Equipment, Delivery and Retail, 4-14-05

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