Effective March 29, 2010, with the release of R41 in the point of service (POS ONE) system, a system-generated PS Form 3294 along with system-generated count sheets replaced the requirement to use a manual hard copy of PS Forms 3294-P & 3294-C. The system-generated PS Form 3294, Cash and Stamp Stock Count Summary, prints automatically after a cash and stamp credit count is entered and accepted into POS ONE.
Currently, POS ONE prints only one copy of PS Form 3294, a second (required) copy of PS Form 3294 must be printed by going to the back office reports. To print a second copy, go to Non-Retail Roles > Back Office > Back Office Reports > Inventory > Cash/Stamp Credit Count > select desired count. The functionality to automatically print two copies of PS 3294 will be included in a future POS ONE system enhancement.
Retail Floor Stock Count
The system-generated PS Form 3294 for retail floor stock counts now includes a section that reflects the qualified sales since last count, the threshold amount, whether or not the threshold was exceeded, and if a unit reserve stock count is required.
Note: For the first initial count, after the software update, the unit must calculate the retail floor stock threshold on actual sales since its last count. Disregard any amount that pre-populates in this section. For subsequent retail floor stock counts, POS ONE will calculate the qualified sales since last count, the threshold amount, and whether or not the threshold was exceeded.
Exams of PS 3977 and Lock and Key Exams
In addition, the POS ONE system now includes a new workflow to record the examination dates for the semi-annual examination of PS Form 3977, Duplicate Key, Combination and Password Envelope, and the annual examination of keys and locks. POS units must continue to maintain hard copy PS Form 3902, Form 3977 Log and Lock Examination. A new report is being developed which will replace PS Form 3902 in POS ONE units.
Handbook F-101, Field Accounting Procedures
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13 Stamp Stock and Cash Credits
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13-3 Individual Stamp Credit Counts
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13-3.3 Forms to Use
[Revise text to read as follows:]
The following table describes the forms used during random counts of employee’s stamp credit.
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13-3.6 Completing PS Form 3294-P
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[Revise text after letter l to read as follows:]
At POS ONE units, the supervisor must do the following:
a. Log on to POS as the back office supervisor.
b. Select <Count Inventory and Cash>, <Start New Count>, and follow the prompts.
c. Enter the results of all counts performed in the POS system.
After the supervisor has finished entering the count into the system, the system sends the count summary to the employee to whom the stamp credit is assigned. The employee must then review and acknowledge the count summary.
PS Form 3294 prints automatically after a cash and stamp credit count is entered into and accepted by the accountability owner in POS ONE. Retain the system-generated PS Form 3294, Cash and Stamp Stock Count Summary, along with system-generated count sheets.
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13-9 Conducting Cash Counts
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13-9.2 Recording Unit Cash Reserve Counts
[Revise text to read as follows:]
After a physical count of the unit cash reserve, record counts as follows:
a. Use PS Form 3294 or system-generated PS Form 3294 to document each unit cash reserve count with signatures of employees that performed the count.
b. In POS units:
n Use the POS ONE “Count Inventory and Cash” workflow.
n Enter the results of the count performed in POS.
n A system-generated PS Form 3294 will print after the employee assigned to the unit cash reserve reviews and acknowledges the count.
n The system-generated form will record the electronic signature of the employee assigned to review and accept the count. If a witness is used for this count, the witness must sign the system-generated PS Form 3294 in lieu of an electronic signature. The supervisor initiating the count must sign the system-generated PS Form 3294.
n Retain the system-generated PS Form 3294 along with the system-generated count sheets.
c. Record the results of the unit cash reserve counts on PS Form 3368-P.
d. For discrepancies of $100 or more, complete and submit PS Form 571 to the appropriate OIG field office (see Appendix B-2 for the list of OIG field offices). Forward a copy of PS Form 571 to the district finance manager (DFM).
e. File PS Form 3294 or system-generated PS Form 3294, 3368-P, and 571 (if applicable) in the employee’s stamp and cash credit files. (For information on filing and retaining forms, see part 13-1.3.)
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13-9.5 Recording Cash Retained Counts
[Revise text to read as follows:]
After a postal retail unit’s (PRU’s) supervisor performs a physical count of the cash retained credit, together with the employee to whom the credit is assigned or that employee’s witness, (see part 3-8.3 for designated witness procedures), record counts as follows:
a. Use the POS ONE “Count Inventory and Cash” workflow.
b. Enter the results of the count performed in POS.
c. Print the system-generated PS Form 3294 after the employee assigned to the cash retained credit reviews and acknowledges the count.
d. Sign the system-generated PS Form 3294. The form will record the electronic signature of the employee assigned to review and accept the count. If a witness is used for this count, the witness must sign the system-generated PS Form 3294 in lieu of an electronic signature. The supervisor initiating the count must sign the system-generated PS Form 3294.
e. Retain the system-generated PS Form 3294 along with the system-generated count sheets.
f. Post results of the counts to PS Form 3368-P.
g. For discrepancies of $100 or more, complete and submit PS Form 571 to the appropriate OIG field office (see Appendix B-2 for the list of OIG field offices).
h. Forward a copy of PS Form 571 to the DFM.
i. File the system-generated PS Form 3294, along with PS Forms 3368-P and 571, if applicable, in the employee’s stamp and cash credit files. (For information on filing and retaining forms, see part 13-1.3.)
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14 Segmented Inventory Accountability
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14.2 Retail Floor Stock
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14-2.6 Count Procedures
[Revise text to read as follows:]
An independent count of the retail floor stock must be performed by two employees. One of the participants must be the postmaster, manager, or supervisor responsible for the unit.
Do not conduct floor stock counts during business hours. The procedure for conducting a retail floor stock count is as follows:
a. Resolve any differences between the clerk balance list and the unit’s PS Form 1412.
b. Initiate the retail floor stock count in POS to print the system-generated inventory count sheets.
c. Perform the physical count of the retail floor stock.
d. Enter all value amounts into the POS ONE “Count Inventory and Cash” workflow.
e. After the count is entered and accepted in POS, a system-generated PS Form 3294, Cash and Stamp Stock Count and Summary, will automatically be printed.
n The POS system-generated PS Form 3294 will reflect the following:
n The qualified sales since last count.
n The threshold amount.
n Whether or not the threshold was exceeded.
n If a unit reserve stock count is required.
n Any overages posted to AIC 239.
n Any shortages posted to AIC 639.
The system-generated PS Form 3294 will record the electronic signature of the retail associate who is assigned to review and accept the count. The supervisor initiating the count must sign the system-generated PS Form 3294.
There is no tolerance applied to the floor stock count.
Note: Do not include packaging or retail products in this count.
14-2.7 Documenting Count Results
Document the retail floor stock count results as follows:
a. Use the system-generated PS Form 3294 and count sheets to document counts of the retail floor stock.
b. Record results of retail floor stock counts on PS Form 3368-P.
c. For discrepancies of $100 or more, complete and submit PS Form 571, Discrepancy of $100 or More in Financial Responsibility, to the appropriate Office of Inspector General (OIG). See Appendix B-2 for the list of OIG field offices.
d. Forward a copy of PS Form 571 to the district finance manager (DFM).
e. File documents locally as supporting documentation for retail floor stock count (For information on filing and retaining forms, see part 13-1.3.).
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We will incorporate this revision into the next updated version of Handbook F-101 available on the Postal Service PolicyNet website:
n Go to http://blue.usps.gov.
n Under “Essential Links” in the left-hand column, click PolicyNet.
n On the PolicyNet page, click HBKs.
(The direct URL for the Postal Service PolicyNet website is http://blue.usps.gov/cpim.)
— Field and International Accounting,
Controller, 6-3-10
