UNITED STATES NAVY NAVSUP P-730

Stock Number 0530-LP-101-6940

NAVSUP P-730

Stock Number 0530-LP-101-6940

NAVY UNISYS III OPERATIONS HANDBOOK

This Navy Unisys III Operations Handbook was coordinated through the Military Postal Service Agency and the Postal Officers CINCLANTFLT, CINCPACFLT, and CINCUSNAVEUR. This handbook provides specific guidance for postal finance operations aboard ships and at shore stations and is required to be kept on file.

  1. DUNNE-HAYES

Deputy Commander

Support Services

CONVERSION AND SET- UP OF A RESERVE STOCK – UNISYS III

ENTERING STAMP STOCK PASSWORD

ENTERING STAMP STOCK QUANTITIES

SETTING SYSTEM DATE & TIME

ADDING POSTAGE VALIDATION IMPRINTERS (PVIs)

CHANGING MONEY ORDER FEES

ENTERING CLERK NAMES

INITIALIZE CLERK’S DISKS

UNIT PS Form 1412 ADJUSTMENT

MAKING BACK-UP “SUPERVISOR’S DISK

DAILY START-UP ACTIVITY

NEW DAY (PS Form 1412C)

CLERK CLOSE OUT PROCEDURES FOR DEBIT/CREDIT CARD

CLERK CLOSE OUT PROCEDURES FOR THE UNISYS III

Adding A Check

Remove A Check

Change A Money Order

Void A Money Order

Adding Express Mail Labels

Deleting Express Mail Labels

ADJUSTING BANKING TO EVEN DOLLARS (CLERKS)

ROUNDING CASH CENTS TO EVEN DOLLARS

CONSOLIDATE CLERK DISK

Preparing Unit Deposit and End of Day Preparation

PREPARING FOR DATA TRANSMISSION

CALCULATING POSTAGE FOR LOCAL ZONES

CHANGE STAMP STOCK PASSWORD

INITIALIZING CLERK DISK

ENTERING CLERK NAME FOR INITIALING CLERK DISK

INITIALIZE CLERK DISK WITH NEW STAMP CREDIT

CREATING CASH CHANGE FUND FOR A NEW CLERKS

ISSUING STOCK TO CLERKS

PRINTING CLERK’S PS FORM 17 AND REPORTS USING SUPERVISOR’S DISK

RECEIVING STOCK FROM STAMP DISTRIBUTION OFFICE (SDO) NY/SF

INITIALIZE CLERK DISK WITH EXISTING STAMP CREDIT

HELP DESK INFORMATION

PVI ERROR CODES

ESTABLISH COPE’s CHANGE FUND

PAYING BILLS or PURCHANSING SUPPIES A WITH NO FEE MONEY ORDER

PAYING BILLS AND PURCHASING SUPPLIES USING CASH

DESK FILE SET-UP FOR PRINTED RECEIPTS

FLEXIBLE CREDITS

CONVERSION FROM A FIXED CREDIT TO A FLEXIABLE CREDIT ACCOUNT

Stamp Stock and Cash

Reserve Stamp Stock

Clerks

Audits and Inventories

Stamp Stock

Money Orders

Customer Meters

PRIMARY & CLEARING AICs and SUPPORTING DOCUMENTATION

TRUST AND SUSPENSE SYSTEMS (TASS)

ACCOUNT INDICATOR CODE (AIC) RECEIPT SECTION

Employee Overage

SHIPPING STOCK TO COPE/Finance Supervisor FROM A CLERK

RECEIVING STOCK SHIPPED TO A COPE/Finance Supervisor BY A CLERK

CORRECTING A CLEARED “CHECK LIST” ENTRY WHEN PRINTING REPORTS

PVI LABELS (SPOILED/UNUSED OR NON PRINTED) ACCOUNTABILITY

STAMP VENDING EQUIPMENT AUDIT ADJUSTMENTS

All Overages

All Shortages

SETTING UP THE ZONE ZERO CHART ON UNISYS III IRTs

RECORDING ZONE 0 (LOCAL ZONE) ZIP CODES ON THE SUPERVISOR DISK

ADDING ZIP CODES TO ZONE ZERO CHART

Deleting ZIP Codes from the Zone Zero Chart

Table Full Message during Deletion

Printing Zone Zero ZIP Codes

Zone Zero Help

Loading/Updating Zone Zero Chart on Clerk Disks

Automatic Adjustment of Zone Zero Chart after Changing Post Office ZIP Code

Clerk Disk Functionality

Mailing to Zone 0 Destinations

Recording Manual Application of Zone 0 Rates on Clerk Adjustment List

PS Forms File Retention Periods

Example of a Completed Cash and Stamp Count and Summary

UNISYS III TROUBLESHOOTING

CONVERSION AND SET- UP OF A RESERVE STOCK – UNISYS III

This procedure will create a new supervisor disk converting to a unit reserve.

  1. Insert new “Supervisor Disk” into the drive and turn on IRT. The next series of screens will prompt for information that will establish the type of unit.

a.At “ENTER 6-DIGIT SUPERVISOR ID,” type “999999”

b.At “MAIN STOCK?” screen, type “N” for unit reserve

c.At “C.C.O.?” screen, type “N” and press “ENTER”

  1. At “CHANGE POST OFFICE NAME” screen, press “CE” to change information

a.POST OFFICE NAME - Actual Name (i.e., Yokosuka or Keflavik)

b.ZIP CODE – (i.e., 96349-9998, or 09728-9998)

c.FINANCE NUMBER - (056786 Pacific – 355827 Atlantic)

d.CITY OFFICE – City Name should be “FPO”

e.STATE NAME should be “AA,” “AE” or “AP”

f.Press, “ENTER.” The IRT will compute zone chart

The IRT labels will indicate the name of the site along with ZIP Code and Finance number

The PVI printed labels will indicate the City Name (FPO) and State Name (AA, AE, or AP) plus the ZIP Code

3.The system prompts for entry of the following AIC balances:

  1. At “CASH RETAINED, AIC 353,” DO NOT ENTER AN AMOUNT and press “ENTER”
  1. At “STAMPS OPENING, AIC 840,” DO NOT ENTER AN AMOUNT and press “ENTER”

4.ENTERING STAMP STOCK PASSWORD

  1. You will now be at the “CONTROL MENU.” At “CONTROL MENU,” select “7” MAINTAIN STAMP STOCK) and press, “ENTER”.

b.At “STAMP STOCK LOGON,” enter the 6-DIGIT ID: (ID #999999)

  1. You must enter each item to the Unit Reserve Stock. This will be the same as your PS Form 3295 header sheet.

NOTE: Quantities will be entered later.

a.At “STAMP STOCK MENU,” press “2” (ADD-DEL STOCK RECORDS)

b.At “ADD-DEL STOCK RECORDS,” press “2” (ADD INVENTORY ITEM)

c.At ADD ITEM DENOMINATION,” enter the DENOMINATION and press “ENTER”

d.At “ ADD ITEM DESCRIPTION,” enter the DESCRIPTION and press “ENTER”

  1. At “ADD ITEM UNIT VALUE,” enter the UNIT VALUE and press “ENTER” THIS VALUE MUST BE CORRECT, BECAUSE THIS IS THE MULTIPLER
  1. At “ADD ITEM NUMBER,” enter the ITEM# and press, “ENTER”.
  1. Repeat 5c through 5f above until each item has been entered. After all records have been added, press “RESET,” press “RESET” again

6.ENTERING STAMP STOCK QUANTITIES

a.At “STAMP STOCK MENU,” press “4” (ENTER PS FORM 3958)

b.At “PS FORM 3958,” press “2” (STOCK RECEIVED) and press “ENTER”

c.At “STOCK RECEIVED DENOMINATION,” enter the DENOMINATION of stock received (i.e., $.34) and press, “ENTER”

d.At “STOCK RECEIVED ITEM NUMBER,” select corresponding ITEM NUMBER from the list on the right side of screen. Enter the ITEM NUMBER and press, “ENTER”

  1. At STOCK RECEIVED ITEM # _ _ _ _,” enter the quantity as listed on PS Form 3295 and stock received from the SDO.

f.Repeat 6b through 6e above until all ITEMS have been entered from PS Form 3295 and any stock received from the SDO. When finished, press “RESET,” presses “RESET” again.

g.At “STAMP STOCK MENU,” press “5” (PRINT REPORTS)

  1. At “PRINT REPORTS,” press “4” (INVENTORY LIST-BY DENOMINATION). The printer will automatically start printing
  1. At “PRINT REPORTS,” press “6” (PS FORM 3958). The printer will automatically start printing

j.SIGN and FILE REPORTS. (Both reports are accountable documents)

k.Press, “RESET” to return to the “MAIN MENU”

Note: When receiving stock from the SDO or issuing stock to clerks, it is mandatory to print the “ITEM BY DENOMINATION” and “PS FORM 3958”

7.SETTING SYSTEM DATE & TIME

  1. At the “CONTROL MENU,” select #11 (SET SYSTEM DATE AND TIME) and follow the screen prompts.

Note: You will need to check the date and time when you receive the system and periodically, since the cycles may effect the date and time.

b.Press, “RESET” to return to the Control Menu.

8.ADDING POSTAGE VALIDATION IMPRINTERS (PVIs)

There are two methods for adding PVIs. They are automatic and manual.

To add a PVI automatically to the supervisor’s disk, the supervisor will:

  1. At the “CONTROL MENU,” select #8 (CHANGE SYSTEM DATA) and press “ENTER.”

b.At “CHANGE SYSTEM DATA,” select #1 (PVI CONTROL) and press “ENTER.”

c.At “PVI CONTROL,” select #1 (ADD PVI).

d.At “ADD NEW PVI AUTOMATIC,” press “Y.” The system will automatically add the serial number; EAR reading and transaction count of the PVI attached to the machine you are using to the supervisor’s disk.

To add a PVI manually to the supervisor’s disk, the supervisor will:

a.At the “PVI CONTROL MENU,” press “1” ADD PVI (used to add PVIs not attached to the system you are using.

b.At “ADD PVI MANUAL,” enter serial number of PVI you are adding and press, “ENTER

c.Enter the eight (8) digit EAR reading, which can be obtained by pressing on the PVI, the MODE button three (3) times and the FEED button one (1) time, then press “ENTER.”

d.Enter the last five (5) digits of the TC number, press “ENTERS.”

e.At “CONFIRM ADDITION OF PVI Y/N, press “Y.”

f.Press, “RESET” to return to “CHANGE SYSTEM DATA.”

9.CHANGING MONEY ORDER FEES

When you receive your disks, the fees are preprogrammed with USPS fees. These fees must be changed to reflect the amount charged for the purchase of money orders at a military facility.

To change the money order fees the COPE/Finance Supervisor will:

a.Log on to the IRT using the COPE/Finance Supervisor’s six-digit access code (999999).”

b.At the “CONTROL MENU,” select #8 (CHANGE SYSTEM DATA) and press “ENTER.”

c.At “CHANGE SYSTEM DATA,” select #2 (MONEY ORDER FEE).

d.At “DOM M.O. FEES, DOMESTIC AMT 1,” press, “CE” and enter $700.00 and press, “ENTER.”

  1. At “DOM M.O. FEES, DOMESTIC FEE 1, “ press, “CE” and enter $0.25 and press, “ENTER.”

f.At “DOM M.O. FEES, DOMESTIC AMT 2,” press, ”ENTER” since $700.00 already appears on the screen.

g.At “DOM M.O. FEES, DOMESTIC FEE 2, press “CE” and enter $0.25 and press, “ENTER.”

h.At “DOM M.O. FEES, DOMESTIC AMT 3,” press, ”ENTER” since $700.00 already appears on the screen.

i.At “DOM M.O. FEES, DOMESTIC FEE 3,“ press, “CE” and enter $0.25 and press, “ENTER.”

The next few screens will show information pertaining to International Money Orders. Press, “ENTER” until the screen returns to the “CHANGE SYSTEM DATA.”

10.ENTERING CLERK NAMES

a.At the “CONTROL MENU,” select “3” (ENTER CLERK NAMES) and press “ENTER”

b.At “CLERK NAMES,” select # 1 and press “ENTER”

c.At “CLERK NAME,” all 30 entries will have “UNUSED” listed. Press “CE” to clear and enter the clerk’s last name and first initial

d.Start with clerk number 1, enter each clerk by number and name.

e.Press “RESET.”

11.INITIALIZE CLERK’S DISKS

a.At “CONTROL MENU,” press “4” (INITIALIZE CLERK DISK) and press “ENTER”

b.At “INIT CLERK DISK CLERK ID” enter the two-digit clerk ID of the clerk to be initialized. The clerk will enter their four-character access code (password). The clerk will write their “ACCESS CODE” on a piece of paper and seal it in PS Form 3977 (DUPLICATE KEY ENVELOPE)

c.At “AIC # 353, CASH RETAINED,” press “ENTER” DO NOT ENTER ANY AMOUNT IN “CASH RETAINED”.

d.At “AIC # 840, STAMPS OPEN,” press “ENTER,” DO NOT ENTER ANY AMOUNT IN “STAMPS OPEN.”

e.Press, “ENTER”

f.At the FLASHING “INSERT CLERK DISK,” remove the supervisor’s disk and insert clerk’s disk to be initialized.

g.Press, “ENTER”

h.At FLASHING “CLERK INITIALIZED – INSERT NEXT CLERK DISK,” press, “ENTER.” Insert the next clerk to be initialized. Repeat 8b through 8g above until all clerks have been initialized.

i.Now you will initialize a disk, which will be used to hold the COPE’s “Cash BALANCE.” This should be the last disk to be initialized during the office setup. Press, “RESET”.

j.At FLASHING “INSERT SUPERVISOR DISK” remove the clerk disk and insert supervisor’s disk and press, “ENTER.” The system will return to the “CONTROL MENU”.

12.UNIT PS Form 1412 ADJUSTMENT

The following procedures are to be used to enter Clerk’s Balances, Vending and COPE’s Excess Cash onto a disk: DO NOT INCLUDE THE RESERVE STOCK.

a.At “CONTROL MENU,” select “5” (CONSOLIDATE PS Form 1412).

b.At “CONSOLIDATION,” select “4” (ADJUST UNIT AIC).

c.At “ADJUST AIC#,” enter “841”.

d.At “AIC #841, STAMPS RECEIVED,” enter the totals for all Clerks and Vending accounts to include Excess Cash and press “ENTER”.

After all clerks have been initialized and stamp stock entered, complete the following:

a.At “the “CONTROL MENU,” select “5” (CONSOLIDATE PS Form 1412).

  1. At “CONSOLIDATION PS Form 1412,” select “5” (PRINT REPORTS) and press “ENTER”.

c.At “PRINT REPORT,” print #1 (UNIT PS Form 1412), and #4 (CLERK BALANCES)”

d.Compare the Unit PS Form 1412 (AIC 853) and the “CLERK BALANCES” total (AIC 853). They both should be equal and must be VERIFIED DAILY.

AIC 841 on the printed PS Form 1412 include the office stamp stock total and clerk balances received. The Unit PS Form 1412 ”AIC853, STAMPS CLOSE” and total ”AIC 853, CLERK BALANCES” should be in balance.

13.MAKING BACK-UP “SUPERVISOR’S DISK

a.Insert the “Supervisor’s Disk” and logon using “999999”

b.At the “CONTROL MENU” press “14” (BACK-UP SUPERVISOR DISK). The system will begin reading from the “Source Disk.” The “Source Disk will be referred to as the “Working Disk” from this point. The system will prompt you to insert “Destination Disk.”

c.Remove the “Working Disk” and insert the “Destination Disk.” The “Destination Disk” will be referred to as the “Back-up Disk” from this point.

d.Insert the “Back-up Supervisor’s Disk” and press “ENTER.” After the copying is complete, the system will beep once and you will be prompted to press, “ENTER” for another copy of the same disk or “RESET.” Press “RESET.”

Note: A backup disk will be kept for each day of the week that business was conducted (i.e., MON-SAT).

e.At the FLASHING “Insert Supervisor Disk,” remove the “Back-up Disk,” insert the “Supervisor’s Disk” and press “ENTER”

  1. At the “CONTROL MENU,” press, “RESET” to return to the “SUPERVISOR LOG ID” screen.

DAILY START - UP ACTIVITY

(The next day after a Retail Consolidation Unit (RCU) Transmission)

After the COPE/Finance Supervisor verifies that the RCU transmission was successful or failed, he/she will:

NEW DAY (PS Form 1412C)

  1. Remove from the printer, the RCU printed receipt and staple the original to the previous day’s “Unit PS Form 1412.” Press, “RESET” (This will void the screen from scrolling).

2.Switch the power to the IRT off.

  1. Remove the RCU disk from the IRT and put it away for the next day’s Business.

4.Insert the “Supervisor’s Disk”

5.Turn the IRT power on

6.Log on to the IRT using the supervisor’s six- (6) digit password.

7.From the “CONTROL MENU,” select “5” (CONSOLIDATE PS Form 1412).

  1. From the “CONSOLIDATION MENU,” select “2” (NEW DAY PS Form 1412C). “INITIAL NEW DAY” will appear at the top of the screen.

NOTE: A Blinking Warning, “ACCOUNT BALANCES WILL BE RESET TO ZERO” will be on the screen. Press, “ENTER, press, and “ENTER” again to continue.

When finished, the screen will return to the “CONSOLIDATION” menu. Press “RESET” or “1” to return to the “CONTROL MENU.”

Now you are ready to resume business for the day (i.e., issue stock, or consolidate clerk’s disk or various other transactions from the “CONTROL MENU.”

REMEMBER THAT YOU MUST PERFORM A “NEW DAY” EACH MORNING.

CLERK CLOSE OUT PROCEDURES FOR DEBIT/CREDIT CARD

Use the following procedures when closing out the debit/credit terminal. Each window clerk will print a “CLERK REPORT” on the Tranz 380. To do this, the clerk will:

  1. Press the Blue “FUNCTION/ENTER” key
  1. Press key “#3”
  1. Enter clerk ID# and press “ENTER”

4.Enter the clerk’s password and press “ENTER.” The report will print

Note: If the clerk worked at more than one Tranz 380, a “CLERK REPORT” must be run on each Tranz 380.

  1. Compare the total number of credit card receipts to the “CREDIT CARD ITEM COUNT” Total at the bottom of the “CLERK REPORT.”

6.Compare the total dollar amount of credit card transactions on your “CLERK REPORT” to “AIC 762” on the “PRELIMINARY PS Form 1412.” THEY MUST MATCH!

7.Compare the total number of debit card receipts to the “DEBIT CARD ITEM COUNT” Total at the bottom of the “CLERK REPORT.”

8.Compare the total dollar amount of debit card transactions on your “CLERK REPORT” to “AIC 772” on the “PRELIMINARY PS Form 1412.” THEY MUST MATCH!

  1. If the totals do not match – “AIC 762/772” must be adjusted in the IRT to match the total dollar amount of the “CLERK REPORT.”

To decrease AIC 762/772 in your IRT / To increase AIC 762/772 in your IRT
Press bankcard key / Press bankcard key
Press 1 (credit card) or / Press 1 (credit card) or
Press 2 (debit card) / Press 2 (debit card)
Press error correct key / Enter amount to be increased
Enter amount to be error corrected / Press enter
Press enter
  1. Turn in credit/debit card receipts and “CLERK REPORT” with your “FINAL PS Form 1412” as supporting documentation for “AICs 762 and 772.”

CLERK CLOSE OUT PROCEDURES FOR THE UNISYS III

The following procedures should be followed when clerks are closing out the IRT. The clerk will:

1.Log on to the IRT using the clerk’s ID and Password (Access Code).

2.On the keyboard, press the “PRINT LIST” key. From the “PRINT MENU,” enter “12” (PRELIMINARY PS Form 1412).