Effective immediately, Handbook F-101 is revised to support POS ONE Software Release 38.0. New functionality for software release 38.0 for point-of-service (POS) transactions will provide messaging during the retail associate (RA) and unit-close workflows to enhance procedures for closing out the day’s business and verifying the PS Form 1412 and the supporting documentation that accompanies it.
Release 38.0 workflows for financial adjustments are being revised to increase financial control, reduce accounting inconsistencies, and ensure timely clearance. This new functionality will generate a reference number when creating a financial difference (AIC 247 or AIC 647). The reference number will be used for reporting and tracking the financial adjustment and will be required when clearing a financial adjustment. All clearing entries are linked directly to the original financial adjustment. New messaging will be displayed at “Start of Day” to inform RAs when a financial adjustment memorandum is assigned to them for clearance.
Postal retail units (PRUs) using the POS system will no longer be required to complete a manual record (log) of financial differences (AIC 247/647 activities). POS will generate a Financial Differences History — Unit Report to use as supporting documentation and to monitor expenses created or cleared locally via AIC 247 or AIC 647. PRUs must maintain a file with documentation/reports for all AIC 247/647 expenses (financial differences) created locally or issued by Accounting Services.
For AIC 247/647 expenses issued by Accounting Services, the following reports (or any combination) can be used as a detailed record and is approved supporting documentation:
n FPR Net Financial Differences (AIC 247/647) — Line Detail Report in the ADM.
n Narrowcast Report.
Note: For expenses not cleared (offset), annotate the reports with a reason.
The following options will be available in the Front Office for financial adjustments:
n Creating a financial adjustment (AIC 247 or AIC 647) with a reference number.
n Creating a cash transfer to another employee.
n Clearing a financial adjustment with a reference number.
n Entering a financial adjustment to offset an expense issued by Accounting Services (no reference number).
n Voiding a financial adjustment (AIC 247 or AIC 647).
The POS system will automatically create a reference number and a reason code for financial adjustment items when they are created from:
n Recovered transactions.
n Deposit adjustments created on the unit PS Form 1412 for a clerk deposit.
n Refunds of money orders or Sure Money that cannot be completed due to insufficient funds.
When a financial adjustment assigned to a retail associate (RA) is not cleared or reassigned by the end of the accountability session, the reference number, AIC, and amount will be printed on the bottom section of the RA’s final PS Form 1412.
Electronic signature is an R-38 enhancement that replaces the required employee signature for PS Form 1412 certification with an electronic signature tied to the employee’s logon ID. Employees are no longer required to sign the PS Form 1412.
See the NCR POS ONE Procedures Guide (most recent version) available at the POS ONE Web site for complete details. To access the POS ONE Web site:
a. Go to http://eagnmnsxfb0/posone/.
b. Under “User Information”, click Training.
c. Click NCR POS ONE Training Links and Online Guides.
Handbook F-101, Field Accounting Procedures
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2 Roles and Responsibilities
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2-4 Field Unit Managers
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2-4.1 Daily Responsibilities
***The daily review of PS Form 1412 must include the following:
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[Revise steps (i) thru (k) to read as follows:]
i. Review all financial differences (AIC 247/647 expenses) issued to your unit, either generated locally or issued by Accounting Services. To obtain detailed information on all AIC 247/647 expenses issued, access the following report in ADM: Accounting>
Shared Reports>Postmaster Folder>FPR Net
Financial Differences (AIC 247/647) – Line Detail.
j. Maintain a file with documentation for all AIC 247/647 expenses (financial differences) issued to your unit. (See part 8-1.2 for required supporting documentation for AIC 247/647 activity.)
k. Monitor unresolved employee items for timely clearance.
1. Point of Service (POS) and Electronic Money Order Voucher Entry System (eMOVES) Units. Use the unresolved Employee Items report in POS or eMOVES to maintain the details of all pending employee items to be resolved by the unit.
2. Integrated Retail Terminal (IRT) Units. Use the appropriate Unresolved Employee Items Log (see Appendix III, Exhibits 7-12).
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5 Daily Financial Reporting
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5-4 POS Units
[Add a Note at the end of 5-4 to read as follows:]
Note: New Functionality Guides are also available at the POS ONE Web site (see link above) for users to view information and procedures for new POS software releases.
5-4.1 POS — Retail Associate Closeout
[Add a new second paragraph to 5-4. to read as follows:]
The POS system provides messaging during the daily closeout to assist the RA with the proper procedures for closing out the day’s business, verifying the PS Form 1412, preparing and submitting the bank deposit, and completing all of the supporting documentation that accompanies it. Immediately after the RA selects <End Clerk’s Day> in POS, a message with daily closeout reminders will appear on the screen for the RA to read. (Refer to the NCR POS ONE Procedures Guide (most recent version) available at the POS ONE Web site for the messaging that appears during the RA closeout workflow. See subchapter 5-4 for the link to the POS ONE Web site.)
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[Revise step (e) in 5-4.1 to read as follows:]
e. After selecting <Verified funds & Continue to Sign Out> in the POS system, the RA proceeds with closeout and certifies the PS Form 1412 is correct by selecting <Reviewed and completed items>. The RA prints the final PS Form 1412.
f. Submit the following to the closeout employee:
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[Revise 2 in step (f) in 5-4.1 to read as follows:]
(2) The final PS Form 1412.
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5-4.2 POS — Unit Closeout
[Add a new paragraph at the beginning of 5-4.2 to read as follows:]
The POS system provides messaging during the close unit workflow to assist the closeout employee with the proper procedures for closing the unit, verifying the PS Form 1412, preparing and submitting the bank deposit, and completing all of the supporting documentation that accompanies it. (Refer to the NCR POS ONE Procedures Guide (most recent version) available at the POS ONE Web site for the messaging that appears during the close unit workflow. See subchapter 5-4 for the link to the POS ONE Web site.)
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[Revise step (m) in 5-4.2 to read as follows:]
m. For financial differences (overages or shortages), create financial adjustment memorandums assigning them to the appropriate employees. Select AIC 247 for overages and AIC 647 for shortages, and use the corresponding reason code to identify the transaction type (see part 8-6.3 for a list of reason codes). (Refer to the NCR POS ONE Procedures Guide (most recent version), available at the POS ONE Web site, for details on creating and clearing financial differences. See subchapter 5-4 for the link to the POS ONE Web site.)
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[Revise step (n) in 5-4.2 to read as follows:]
n. Provide the unit manager with the Financial Differences History — Unit Report from POS. (This report will print at closeout only when created or cleared financial adjustment transactions have been recorded for that business day.) Notify the unit manager when messages appear at closeout indicating necessary action for financial differences.
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[Revise step (r) in 5-4.2 to read as follows:]
r. Review the POS Close Unit — Reminders message for instructions and additional information for closeout reports.
[Revise step (s) in 5-4.2 to read as follows:]
s. To proceed with closeout and certify that the PS Form 1412 is correct and all documentation has been verified, select <Reviewed & completed items> in the POS system. Print the final PS Form 1412.
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6 Revenues
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6-3 Postage Validation Imprinter
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6-3.5 Mismatch Resolution Chart
[Revise 6-3.5 to read as follows:]
The following chart describes how to resolve discrepancies between the PVI Activity report and AIC 109.
Note: POS units see section 8-6.1.3 for creating and offsetting financial differences (AIC 247/647).
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8 Financial Differences — AICs 247 and 647
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8-1 Overview
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8-1.2 Creating and Offsetting Expenses
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PRUs do the following:
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[Revise step (c) to read as follows]:
Maintain a file with detailed records (documentation) for all AIC 247/647 expenses (financial differences) issued to the PRU. Monitor expenses and ensure timely clearance. The following reports/log (or any combination) can be used as a detailed record and are approved supporting documentation for AIC 247/647 activity.
n Financial Differences — AIC 247/647 Log (see Appendix III, Exhibit 1). POS units use the Financial Differences History — Unit Report from POS.
n FPR Net Financial Differences (AIC 247/647) — Line Detail report in the ADM. For expenses not listed on the AIC 247/647 log, annotate the report with status, action taken, date of offset, etc.
n Narrowcast Report. For expenses not listed on the AIC 247/647 log, annotate the report with status, action taken, date of offset, etc.
[Move the Note in 8-1.2 to the end of 8-6, and replace the Note in 8-1.2 to read as follows:]
Note: POS units see section 8-6.1.3 for creating and offsetting financial differences (AIC 247/647).
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8-2 Sales Audit Expenses
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8-2.2 Common Causes of PS Form 1412 Exceptions
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[Add a note after the table in 8-2.2 to read as follows:]
Note: POS units: See section 8-6.1.3 for creating and offsetting financial differences (AIC 247/647).
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8-3 Reconciliation Exceptions
8-3.1 For Banking, Credit and Debit Cards, and Change Funds
8-3.1.1 Responsibilities
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PRUs must review expenses from banking reconciliations and do the following:
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[Revise step (b) to read as follows:]
b. Issue financial memorandum adjustments (POS system-generated or PS Forms 1908) to the appropriate employees.
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8-6 Creating or Offsetting AIC 247 and AIC 647 Expenses
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[Move 8-6.1, Researching Discrepancies, to 8-6.1.1 and replace 8-6.1 as follows:]
8-6.1 PRU Procedures
[Revise 8-6.1 to read as follows:]
PRUs create or offset previously issued AIC 247 and AIC 647 expenses as follows:
a. Research discrepancies (see section 8-6.1.1).
b. Enter adjustments in AIC 247 or AIC 647 on PS Form 1412 (see section 8-61.2)
c. Maintain a file with detailed records (documentation) for all AIC 247/647 expenses (financial differences) charged to the PRU; created locally or issued by Accounting Services. Monitor and ensure timely clearance. (See part 8-1.2.)
Note: For expenses that are not offset (e.g., counterfeit bills), the PRU employee must annotate the AIC 247 and AIC 647 detailed expense record with the reason.
[Add new section 8-6.1.2 to read as follows:]
8-6.1.2 Adjusting PS Form 1412 Entries
To make an adjustment entry, follow these steps:
The Daily Reconciliation Exceptions Report (Narrowcast) identifies the overage or shortage amount and the discrepancy type (e.g., banking, credit or debit card, or other).
The unit manager or designated employee must research the discrepancy thoroughly, initiate a financial adjustment memorandum (POS system-generated or PS Form 1908) and ensure the adjusting entries are performed on the RA’s individual or the unit’s PS Form 1412 on the following business day.
Note: POS units: See section 8-6.1.3 for additional information.
[Add new section 8-6.1.3 to read as follows:]
8-6.1.3 Financial Adjustments at POS Units
Employees at POS units use the workflows in the POS system to create and clear financial differences (AICs 247 and 647). The POS system generates a reference number when a financial difference overage (AIC 247) or shortage (AIC 647) is created locally. Reference numbers are used for reporting and tracking financial adjustments.
The following options are available in the POS Front Office for financial adjustments:
n Creating a financial adjustment (AIC 247 or AIC 647) with a reference number.
n Creating a cash transfer to another employee.
n Clearing a financial adjustment with a reference number.
n Entering a financial adjustment to offset an expense issued by Accounting Services (no reference number).
n Voiding a financial adjustment (AIC 247 or AIC 647).
Maintain a file with detailed records (documentation) for all AIC 247/647 expenses (financial differences) charged to the unit — created locally or issued by Accounting Services. Unit managers will use the Financial Differences History — Unit Report in POS as supporting documentation and to monitor AIC 247/647 expenses created or cleared locally. The report will identify items that have not been cleared (offset).
For AIC 247/647, expenses issued by Accounting Services, the following reports (or any combination) can be used as a detailed record and is approved supporting documentation for AIC 247/647 activity:
n FPR Net Financial Differences (AIC 247/647) — Line Detail report in the ADM.
n Narrowcast Report
Note: For expenses not cleared (offset), annotate the report with a reason.
Refer to the NCR POS ONE Procedures Guide (most recent version) available at the POS ONE Web site for details on creating and clearing financial differences. (See subchapter 5-4 for the link to the POS ONE Web site.)
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8-6.3 Reason Codes for AICs 247 and 647
[Revise the Action Required column in the table as follows:]
Replace “issue PS Form 1908 with the indicated discrepancy and the adjusting entries” with “issue financial adjustment memorandum (POS system-generated or PS Form 1908) with the indicated discrepancy” for all occurrences in the table.
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13 Stamp Stock and Cash Credits
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13-8 Cash Credits
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13-8.4 Change Funds and Startup Cash
[Add a Note at the end of 13-8.4 to read as follows:]
Note: POS units: See section 8-6.1.3 for creating and offsetting financial differences (AIC 247/647).
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We will incorporate these revisions into the next updated version of Handbook F-101 available on the Accounting Web site:
n Go to http://blue.usps.gov/wps/portal/accounting.
n Under “References”, click the Handbook F-101, Field Accounting Procedures (FAP) link.
The direct Web site address is http://blue.usps.gov/accounting/_pdf/HandbookF-101.pdf.
— Accounting Policy,
Controller, 8-27-09
