Cashier Sign In

The software can be run in basically two modes with respect to transaction processing. The first is the single sign in allowing multiple transactions without the need to sign in again. The second requires that the cashier sign in before every transaction. These two methods are end user switch selectable at set up time. The method may be changed any time the workstation procedure changes if the key operator or systems administrator has the appropriate password and physical key.

 

The sign in is the procedure by which the remittance control software knows how to distribute accountability for transactions and tendered media. There are other switch settings for each cashier that allow or disallow certain functions in the remittance form. Therefore, the cashier sign in function can be regarded as the sentry at the gate.

 

The basic steps for the cashier sign in are as follows:

 

· From the main menu screen the operator chooses REMITTANCE

· A cashier sign in dialog box appears requesting a two digit cashier ID

· The cashier keys in the two digit cashier ID and presses ENTER

· The dialog box then requests a four character cashier password.

· The cashier keys in the four character cashier password and presses ENTER.

· Upon successful cashier sign in the REMITTANCE form is painted on the screen.

· If the attempt is unsuccessful the cashier is given two more tries.

 

If, after the third try, the cashier fails to satisfy the requirements of the cashier sign in dialog box the software emits an audible tone and the keyboard is locked awaiting the keylock transition from the REMITTANCE mode to the SUPERVISOR mode. After this keylock transition the audit log records a failed cashier sign in and the screen reverts to the main menu form.

 

Single Document Transaction

The remittance control software has "windows" which are aggregates of quick codes. Quick codes are three digit numeric codes that represent line item types. For example Quick Code 121 may tell the remittance form that a UCC filing document is to be processed while a Quick Code of 123 may tell the remittance form that the operator wishes to process the collection of fees for copies. Each "window" may contain up to 900 different Quick Codes and there are a total of nine "windows". Each "window" represents a logical grouping of Quick Codes.

 

Usually, any given Cash Management Workstation operates out of a single "window", accepting fees for a single logical grouping. For example, there may be a "window" for Personal Property Taxes. Another "window" may take money for Utility Billing, another for Courts and so on. The Courts Quick Codes could represent items such as filing first paper, domestic dispute, jury fees, interpleader fees and so forth. All of these Quick Codes would be found under the "window" called COURTS.

 

For the example shown below, it is assumed that the "window" selection has been made. Actually, the Systems Factors table contains the default "window" switch. This switch automatically places the cashier in the default "window" immediately after cashier sign in. Then, if the cashier chooses to do so, they may select another "window" or operate out of the default "window".

 

· The operator keys in the three digit Quick Code and presses ENTER.

· The Quick Code just entered knows that it needs to ask for an initial document serial number.

· The operator passes the bar coded document cover sheet in front of the presentation scanner.

· The scanner reads the bar code on the cover sheet and stores the value.

· The preset dollar amount of the fee is displayed on the remittance form.

· The Quick Code knows whether or not to allow the cashier to override the preset fee.

· Operator presses the ENTER key to continue or presses the EXIT key to abort this line item.

· If the ENTER key was pressed, the Quick Code knows whether or not to fetch one or more  state serial numbers and issue them to the document.

· The Quick Code then instructs the form to either skip the validation process or to request validation.

· If validation is required the remittance form halts execution until the slip printer senses insertion of a page.

· When a page is inserted into the slip printer the validation is printed on the document. The validation consists of cashier ID, machine number, date, time, sequential transaction number, quick code number, quick code description, dollar amount of the fee and in this case the initial document serial number and any state serial numbers.

· The remittance form then goes to the first step in this example and awaits the operator's decision to add another line item to the transaction or to close the transaction.

· If the decision is to close the transaction the TOTAL key is pressed.

· A special tender type dialog box opens and the tender type is chosen.

· For this example, we will assume that there is a single check issued as the tender for payment.

· The tender dialog box assumes check as the default tender type so the operator simply presses the ENTER key.

· The dialog box then stops at the amount field. The amount field at this point contains the total dollar amount of the fees to be collected.

· If the check is for the amount shown in the tender dialog box the operator presses the ENTER key otherwise the dollar amount of the check is keyed in.

· The remittance form then checks the tender type switches to see if endorsement is required.

· In the case of check, there is a required endorsement. The remittance form halts execution until the slip printer senses insertion of a check.

· When a check is inserted into the slip printer the endorsement is printed on the back of the check. The endorsement consists of cashier ID, machine number, date, time, sequential transaction number, dollar amount of the total fees and in this case the initial document serial number and any state serial numbers. Also, the line FOR DEPOSIT ONLY and up to five user definable print lines are put on the back of the check. The five user definable print lines are put in the Systems Factors table during the initial setup of the software. As the need arises these lines, like many of the software switches, can be modified by the systems administrator or the key operator.

· The software then passes a token to the work flow manager along with the serial numbers, transaction number, cashier ID, machine number, date and time.

· The remittance form then cycles back to the beginning for a new transaction.

 

Please note that the presentation scanner does not require the operator to pick it up or to pull a trigger in order to read the bar codes. The presentation scanner is a junior version of the grocery store in counter slot scanner and acts in much the same way.

 

The remittance form has been designed to operate, in the main, without the mouse or the tab key. This leaves the operators left hand free to handle documents and the right hand to operate the ten key pad and the cluster of function keys that surround the ten key pad. Program flow is directed by the right hand and the document manipulation is handled by the left. The whole transaction can be run without the operator's right hand leaving the ten key area, thus reducing the sense of frustration occasioned by having to constantly reorient the right hand during a transaction.

 

The remittance form has been designed to require the fewest keystrokes and the fewest eye fixations possible resulting in more through put and less operator fatigue. The remittance form follows a top down flow of events leading the operator from the top of the form to the bottom of the form in the smoothest possible manner. Audible tones and programmatic stops alert the operator to probable line item or transactions faults and allow correction.

 

Paid On Account Transaction

For the example shown below, it is assumed that the "window" selection has been made as in the previous example. Please note that there may be more than one Quick Code associated with Paid On Account (POA). There could be Quick Codes for POA Occasional, POA Monthly, POA Institutional and the like. This would distinguish by customer class where the monies were coming from.

 

· The operator keys in the three digit Quick Code that represents Paid On Account and presses ENTER.

· The Quick Code just entered knows that it needs to ask for an account number.

· The operator keys in the customers account number and presses the ENTER key.

· The software displays a sub form with the accounts demographic information and balance.

· The preset dollar amount of the fee ($0.00) is displayed on the remittance form.

· The Quick Code knows to allow the cashier to override the preset fee.

· The operator keys in the dollar amount of the payment and presses the ENTER key to continue or presses the EXIT key to abort this line item.

· If the ENTER key was pressed, the Quick Code knows that it must add a line item to the customers transaction history table.

· The Quick Code then instructs the form to either skip the validation process or to request validation.

· If validation is required the remittance form halts execution until the slip printer senses insertion of a page.

· When a page is inserted into the slip printer the validation is printed on the document. The validation consists of cashier ID, machine number, date, time, sequential transaction number, quick code number, quick code description, dollar amount of the fee and in this case the account number and possibly the current account balance.

· The remittance form then goes to the first step in this example and awaits the operator's decision to add another line item to the transaction or to close the transaction.

· If the decision is to close the transaction the TOTAL key is pressed.

· A special tender type dialog box opens and the tender type is chosen.

· For this example, we will assume that there is a single check of insufficient value issued as the tender for payment. The amount to be paid was $125.00 and the check was written for $120.00.

· The tender dialog box assumes check as the default tender type so the operator simply presses the ENTER key.

· The dialog box then stops at the amount field. The amount field at this point contains the total dollar amount of the fees to be collected.

· If the check is for the amount shown in the tender dialog box the operator presses the ENTER key otherwise the dollar amount of the check is keyed in. In this case the cashier types in 12000 and presses the ENTER key.

· The remittance form then checks the tender type switches to see if endorsement is required.

· In the case of check, there is a required endorsement. The remittance form halts execution until the slip printer senses insertion of a check.

· When a check is inserted into the slip printer the endorsement is printed on the back of the check. The endorsement consists of cashier ID, machine number, date, time, sequential transaction number, dollar amount of the total fees.

· At this point there is a balance due. The remittance form shows that balance due and remains in the tender sub form.

· The cashier presses the CASH PAID key and the tender dialog box steps to the amount input area.

· We assume that the customer tendered a 10.00 dollar bill. Therefore, the operator types in 1000 and presses the ENTER key.

· The tender dialog box knows that there is change due of $5.00 and displays a message indicating change due of $5.00

· The cash drawer opens, because the cash tender type has one of it's switches set to open drawer.

· The operator inserts the 10 dollar bill and extracts the $5.00 in change.

· The program halts execution until the cash drawer is closed.

· The software then passes a token to the work flow manager along with the serial numbers, transaction number, cashier ID, machine number, date and time.

· The remittance form then cycles back to the beginning for a new transaction.

End of Day Procedures

Cash Management Workstation

The End Of Day option is reached from the Remittance Menu. End of Day routine is designed to be as operator-independent as possible. It closes all files and copies the data capture file to another file with a different name, produces the Daily Cashier Tender, Daily Register Tender, Daily Fund Totals and the Daily Quick Code Totals reports and then resets the register for the next days business and opens the cash drawer. Once you have selected End Of Day from the Remittance Menu a dialog box appears.

 

· At this point of the process the Supervisor key is required before processing can continue. The following two options are available:

· The OK button, when selected, will continue with the End Of Day process and display the following screen.

· The Cancel button, when selected, will abort the End Of Day process and return you to the Remittance Menu.

· At this point another dialog box will appear you are requested to "Close register and perform End Of Day?". The following two options are available:

· The Yes button, when selected, will continue with the End Of Day process and display the following screen.

· The No button, when selected, will abort the End Of Day process and return you to the Remittance Menu.

· At this point you are requested that the "Key must be in the Locked Position". The following two options are available:

· The OK button, once the keylock is in the L position, can only be selected with the mouse pointer, clicking on this button will continue with the End Of Day process.

· The Cancel button, when selected, will abort the End Of Day process and return you to the Remittance Menu. This is your last chance to abort the End Of Day process.

· At this point of the process the following functions are performed during End Of Day:

 

1. The line item detail transaction range is set for this End Of Day session.

2. The End Of Day reports are printed in user selected order.

3. The End Of Day session transactions are copied to the network drive.

4. Records older than the purge database settings are deleted from the database.

5. If any updates exist to the Cashier, Location, Quick Code, Negative Check, Tender and/or Window files, then these files on the register are updated at this time.

 

There is a dialog box that displays at the completion of End Of Day processing indicating that the database has been sent to the Network for use by the Consolidated Back Office software. Once the end of day procedure has been completed the software is ready to begin another session.

 

 

 

 

Consolidated Back Office Workstation

The Consolidated Back Office software is used to roll up the totals for all the Cash Management Workstations. These rolled up totals include a Tender Summary, Quick Code Summary, Fund Summary, Deposit Permit, Void Summary, Transactions Summary and Mail In Summary.

 

The Deposit Permit is the document that accompanies the actual deposit to treasury. It shows the distribution of funds by general ledger account code summed over all the Cash Management Workstations for a given location. In this case there would be a Deposit Permit report for each of the Burroughs.

 

The Update Registers option is used to synchronize the Cash Management Workstations internal tables. This function transfers the file to the network that contains any updates made to the Cashier, Location, Quick Code, Negative Check, Tender and/or Window files. When this option is selected a dialog box is displayed Selecting No cancels this function, while Selecting Yes will transfer an update file to the network server. This file contains update records for the Cashier, Negative Check, Quick Codes, Tender Codes and Window files. The next time the Remittance Control software starts up, this information will be updated by the Remittance Control software to ensure it has the most current control data.

 

Gateway Enterprises, Inc.

PO Box 5152

Salem, Oregon 97304

E-Mail: echase@gateway-enterprises.com

Telephone: 503-585-4137

 

 

 

Gateway Enterprises, Inc.

Specialists in Governmental Remittance Control