Cash Transfer ROSS
Contents
1. Customs Postal Imports Collections Description LED Sub Total 453 28 000 Account Total 453 28 GST 0 00 PST 0 00 HST 0 00 Total Due 0 00 FY Search F Complete ype in the value of the GST if applicable and press Enter Printed on December 15 2003 Page 4 Cash transfer ROSS User s Guide CANADA POSTES Page POST CANADA b E Cash Transfer Form Rapport de transfert de for Customs Details fonds douane d tails 17 Digit Bar Code with eye readable area as per CPC Spec Work Centre C de travail Depot Name Nom du poste de facteurs Prepared by Pr par par Date Customs Items Details D tails des articles des Douanes C Date Funds Date de percep Method of Mode de des fords Number N de l article Amount X Montant Printed on December 15 2003 Page 5 Cash transfer ROSS User s Guide 1 The Cash Transfer Slip for Customs will contain the following information Cash Transfer Slip Bar Code 17 Digit containing Cash Transfer Slip identifier RC number of Depot Date Transaction Number List Number of the Transaction Category Method of Payment Category Cash Total cash Cheques Total Cheques Total Customs Item Number Article Item Number Printed on December 15 2003 Page 6 Cash transfer ROSS User s Guide Steps for entering COD payments 1 Confirm receipt of a COD remittance label for each COD line item 2 You mu2. side of the form The rest of the process such as entering the amount of the deposit the adjusted total into their miscellaneous account is the same as in the past For version 7 2 ROSS does not have the capability to scan the CTF bar code use past practice when making the deposit The retail clerk must count the cash and cheques that the LCD employee has brought to the outlet and verify that the amounts correspond with the Grand Total of Transfer indicated on the Cash Transfer Form or Total Customs and COD when there are no Other Payments being transferred If other payments are being transferred then the Retail clerk must also verify that the manual calculation of totals on page 3 Other Payments is correct lf there is an error in the totals calculated on page 3 have the LCD employee enter the correct amount s and initial the correction on both copies of the Transfer Slip If the funds transferred do not equal the total indicated on the Transfer Form and is not noted have the LCD employee note the shortage on both copies of the last page on the last page and initial the notation Once the procedure above has been completed the retail clerk must date and sign both copies of the Transfer Form One copy is to be returned to the LCD employee and the other copy is to be retained by the retail outlet for 7 years Put the cash and cheques in your cash drawer and include them with your deposit NOTE If you receive any of the old c
3. Cherry Armstrong has just dropped off the Cash Transfer Form record the COD value from the Cash Transfer Form in ROSS Hint Answer Additional There is 3 item on the Cash Transfer Form for COD Information 1 112 36 cash 2 456 98 cash 3 985 65 cash Printed on December 15 2003 Page 20 Cash transfer ROSS User s Guide Exercise Z3 Cash Transfer entering other payment Exercise Scenario Luc Orsini has just dropped off the Cash Transfer Form record the other payment values from the Cash Transfer Form in ROSS Hint Answer Additional There is 4 item on the Cash Transfer Form for other payments inrermation 1 1 25 postage due CASH 2 3 65 shortage paid mail CASH 3 2 94 business reply mail CASH Exercise Z4a Entries of payment in ROSS Exercise Scenario Luc Orsini has just dropped off the Cash Transfer Form there was 20 15 stolen from Luc on the way to the Retail outlet Record the values on ROSS Hint Answer Additional Information Printed on December 15 2003 Page 21 Cash transfer ROSS User s Guide Exercise Z4b Entries of payment in ROSS Exercise Scenario Luc Orsini has returned to the Retail outlet with the 20 15 that was stolen Record the values on ROSS Hint Answer Additional Information Printed on December 15 2003 Page 22 a Cash transfer ROSS User s Guide E Exercise Answers Exercise 71a QUO oS m Press F6 Other Sales Enter total val
4. shown on the Cash Transfer Form and the actual amount in hand the shortage needs to be recorded in ROSS Recording shortage on ROSS if unexplained Press F6 Other Sales Press F5 Expenditures Press F7 search select account number 71580 Missing Bank Deposit In Description field enter Shortage Enter amount in Sub Total field and press ENTER Select Payment Type Once completed press F8 Complete ae oe ez o3 OUTLET EXPENDITURES Enter Sub Total Account 71580 Missing Bank Deposits Proj ct Code 0 Description Shortage Sub Total 0 00 Payment Type ay Invoice Total 0 00 GST 000 PST 000 HST 000 TotalDue 000 Fi Search In the value of transaction excluding taxes and press Enter ro Complete Printed on December 15 2003 Page 15 Cash transfer ROSS User s Guide shortage on ROSS if a Crime Claims Fire Theft or Robbery Press F6 Other Sales Press F5 Expenditures Press F7 search select account number 71630 Crime Claims Fire Theft Robbery V M In Description field enter Shortage Enter amount in Sub Total field and press ENTER Select Payment Type Once completed press F8 Complete E UELLE d odd 08 18 2003 OUTLET EXPENDITURES 0 232009 OUTLET ESEENDITEBES lt Enter Sub Total Account TIBB Hag Name Crime Claims Fire Theft Robbery M Project Code Description Shortage Sub Total 0 00 Paym
5. the Clerk Session screen press F4 Money Orders Press ENTER to accept the default or press F2 Canada Enter the 112 36 and press ENTER Enter the check digit last number on money order If you cannot find the requested money order press the appropriate function key and accept the next money order Press ENTER Go to the Fee Code line and select fee code 4 Printed on December 15 2003 Page 23 Cash transfer ROSS User s Guide 7 Press F8 Complete For second COD item 1 For each money order listed on the Cash Transfer Form for COD details You must create a money order for each line 2 Atthe Clerk Session screen press F4 Money Orders 3 Press ENTER to accept the default or press F2 Canada 4 Enter the 456 98 and press ENTER 5 Enter the check digit last number on money order If you cannot find the requested money order press the appropriate function key and accept the next money order Press ENTER 6 Goto the Fee Code line and select fee code 4 7 Press F8 Complete For third COD item 1 For each money order listed on the Cash Transfer form for COD details You must create a money order for each line 2 Atthe Clerk Session screen press F4 Money Orders 3 Press ENTER to accept the default or press F2 Canada 4 Enter the 985 65 and press ENTER 5 Enter the check digit last number on money order If you cannot find the requested money order press the appropriate function key and accept the next money or
6. with the new Cash Transfer Form Q A Key Changes amp Benefits New cash transfer process e Cash Transfer Forms created automatically at Depot and data fed directly to Event Manager Depot no longer has to batch and summarize E14 s New end to end process with cash Streamlined process for transfer form reconciliation and payment to CCRA Printed on December 15 2003 Page 2 Cash transfer ROSS User s Guide Step by step Instructions A Cash Transfer Form A new Cash Transfer Form is being introduced in order to standardize the Depot to Retail cash transfer process When the designated Letter Carrier Depot LCD employee arrives at the outlet the Cash Transfer Form will have been automatically printed by the Depot LS DIA system and will consist of three parts The first page will be customs to be transferred the second page will be COD to be transferred and the third page will be other payments Entries on the Customs and COD pages will be printed by the Depot LS DIA system while entries on the Other Payments page will be handwritten The Cash Transfer Form will consist of 2 copies the LCD copy and the Retail outlet copy The registration clerk or person making the deposit will present to the retail clerk a copy of the Cash Transfer Form and the deposit For version 7 3 ROSS the only new process for the retail clerk is to scan the bar code on the CTF if the bar code does not scan then key in the CT number on the left
7. Cash transfer ROSS User s Guide e MODULE OVERVIEW 2 E LEARNING OBJECTIVES 2 4 KEY CHANGES amp BENEFITS 2 STEP BY STEP INSTRUCTIONS 3 A CASH TRANSFER FORM 3 B ENTRIES OF PAYMENT IN ROSS 4 RA 2 EXERCISES 19 EXERCISE 1 CASH TRANSFER ENTERING CUSTOMS PAYMENT 19 EXERCISE 1 CASH TRANSFER ENTERING CUSTOMS PAYMENT 19 EXERCISE 2 CASH TRANSFER ENTERING COD PAYMENT 20 EXERCISE 2 CASH TRANSFER ENTERING COD PAYMENT 20 EXERCISE 3 CASH TRANSFER ENTERING OTHER PAYMENT 21 EXERCISE 4A ENTRIES OF PAYMENT IN ROSS 21 EXERCISE 4B ENTRIES OF PAYMENT IN ROSS 22 E EXERCISE ANSWERS 23 EXERCISE 711A 23 EXERCISE 1B 23 EXERCISE 2A 23 EXERCISE 2B 23 EXERCISE 3 24 EXERCISE 4A 24 EXERCISE 4B 24 Printed on December 15 2003 Page 1 Cash transfer ROSS User s Guide e Module Overview This module will enable the clerk to understand the procedure for receiving the Cash Transfer Form from the Depot and the steps to be followed to record the information into ROSS at the Retail Outlet This will include the purpose and proper use of the new Cash Transfer Form ix Learning Objectives A Understand the new Cash Transfer Form for Customs Details and how to enter Customs transfers into ROSS B Understand the new Cash Transfer Form for COD Details and how to enter COD transfers into ROSS C Understand the new Cash Transfer Form for Other Details and how to enter these amounts into ROSS D How to manage discrepancies
8. abels 0 25 label Bulk Foam Peanuts 2 00 pox Bulk Bubble Wrap 3 00 box Photo Service Money Gram Transfer Service Postage Meters Back Room Mtrs Meter Mailing Service Charge Meter Spoils S C virtual PIN Wouchers PPIC Deposit BEM Postage Due PPIC Deposit Unaddressed Admail Third Party sales SAP Transactions GST HST 0 00 Total Due 000 F Search in the amount and press Enter F Complete Printed on December 15 2003 Page 11 Cash transfer ROSS User s Guide Steps for entering Hold Mail 1 Press F6 Other Sales Press F6 COA HLD Press F3 Extension Press F7 search select according service name Enter duration and press ENTER Once completed press F8 Complete D 08 08 2003 COAIHOLD MAIL EXTENSION Select an option i SewiceName Duration Amount JCOA Residential Domestic Permanent Up to 6 Months ICOA Residential Domestic Temporary Up to 1 Month Residential International Permanent Up to 6 Months ICDA Residential International Temporary upto 1 Month HOLD MAIL Residential Upto 1 Week COA Commercial Domestic Permanent to 6 Months COA Commercial Domestic Temporary Upto 1 Month COA Commercial International Permanent Up to 5 Months IO Commercial International Temporary Upto 1 Month IHOLD MAIL Commercial min b bus days Upto 1 COA Schools Temporary 1 2 months only Upto 1 Month IHOLD MAIL Schools 1 21 bus days Upto 1 D
9. ay COA Schools Temp Hold 3 12 months Upto 12 Months HOLD MAIL Schools 22 bus davs 1 vr Upto 12 Months GST 0 00 PST 0 00 AST 0 00 Total Due 0 00 HOLD MAIL ONLY Prices are calculated by business days and do not include statutory holidays Stop Fraud verify customer ID FS Complete Printed on December 15 2003 Page 12 Cash transfer ROSS User s Guide Paga C1 Ds Cash Transfer Form Rapport de transfert de fonds for Other Details autres paiements d tails C Capol hare Hom adu psh des Tackaurs ba Prepon D nir h i gt ani v 10 Dana Oakedu Aric ri Montani Hepo tam Daseriptinn Des eripiion cla F articla Cash comptoni Cash Reodved by Signature Argent requ par Slgnatura Printed on December 15 2003 Page 13 Cash transfer ROSS User s Guide 3 The Cash Transfer Slip for Other Payments will contain the following information Item Description Postage Due Short Paid Business Reply Mail Hold Mail Admail Account Other Payments Amount Amount of Cash Collected Total Other Payments Total Cash Collected for non COD Customs Items Grand Total of Transfer Total Amount of all cash and cheques being transfered Cash Received by Signature of Retail person or Depot Supervisor accepting the Cash Transfer Report Printed on December 15 2003 Page 14 Cash transfer ROSS User s Guide If there is a discrepancy in the amount
10. der Press ENTER 6 Goto the Fee Code line and select fee code 4 7 Press F8 Complete Exercise 3 1 Press F6 Other Sales Press F3 Service Sales Refunds Press F2 Service Sales Press F7 search select account number 52600 PPIC Deposit BRM Postage Due Enter amount 7 84 and press ENTER Once completed press F8 Complete Oo 0 5 Exercise 4 Press F6 Other Sales Press F5 Expenditures Press F7 search select account number 71630 Crime Claims Fire Theft Robbery V M Enter amount 20 15 and press ENTER Once completed press F8 Complete p SET Exercise 4b Press F6 Other Sales Press F4 Misc Revenues Press F7 search select account number 72560 Recovery Fire Theft Rob Vend Mach Short Enter amount 20 15 and press ENTER Once completed press F8 Complete C UU Printed on December 15 2003 Page 24
11. ecovery Fire Theft Rob Vend Mach Short Description Recovery of Crime 0 00 Account Total 000 p eu 1 GST 000 PST 000 HST 000 Total Due due EO cens ype in the value of the transaction excluding taxes and press Enter Fo Complete Printed on December 15 2003 Page 18 Cash transfer ROSS User s Guide CL WL Exercises Exercise 1 Cash Transfer entering customs pavment Exercise Scenario Rose Wilson has dropped off the Cash Transfer Form record the customs value from the Cash Transfer Form in ROSS Hint N A Answer Additional There are 6 items on the Cash Transfer Form for customs Information Total amount 525 26 Exercise 16 Cash Transfer entering customs payment Exercise Scenario Andy Fagnoul has dropped off the Cash Transfer Form record the customs value from the Cash Transfer Form in ROSS Hint N A Answer Additional There are 2 items on the Cash Transfer Form for customs Information 1 CU111222333CA 25 62 2 CU999888777CA 34 69 Printed on December 15 2003 Page 19 Cash transfer ROSS User s Guide Exercise Z2a Cash Transfer entering COD payment Exercise Scenario Charles Christie has just dropped off the Cash Transfer Form record the COD value from the Cash Transfer Form in ROSS Hint Answer Additional There is 1 item on the Cash Transfer Form for COD Information 1 56 32 cash Exercise Z2b Cash Transfer entering COD payment Exercise Scenario
12. ent HA Invoice Total 0 00 GST 000 PST 000 HST 000 Total Due 0 00 Ff Search in the value of transaction excluding taxes and press Enter F Complete Printed on December 15 2003 Page 16 Cash transfer ROSS User s Guide Recovery of shortage in ROSS if unexplained Press F6 Other Sales Press F4 Misc Revenues Press F7 search select account number 72510 Recovery Missing Bank Deposits In Description field enter Recovery of missing bank Deposits Enter amount in Sub Total field and press ENTER Once completed press F8 Complete IO TU Coches 08 19 2003 MISCELLANEOUS REVENUES SCREEN Enter Sub total Account 2510 IName Recovery Missing Bank Deposits Description Recovery of missing bank Deposits 0 00 Account Total 0 00 zm GST 0 00 PST 0 00 HST 0 00 Due 0 00 ype in the value of the transaction excluding taxes and press Enter Fo Complete Printed on December 15 2003 Page 17 Cash transfer ROSS User s Guide Recovery of shortage in ROSS if Crime Claims Fire Theft or Robbery Press F6 Other Sales Press F4 Misc Revenues Press F7 search select account number 72560 Recovery Fire Theft Rob Vend Mach Short In Description field enter Recovery of Crime Enter amount in Sub Total field and press ENTER Once completed press F8 Complete AEn d doe 6 2005 MISCELLANEOUS REVENUES SCREEN Enter Sub total Account 2560 R
13. m Description Steps for entering other payments on ROSS Steps for entering Postage Due Shortpaid mail and Business Reply Mail 1 Press F6 Other Sales Press F3 Service Sales Refunds 3 Press F2 Service Sales 4 Press F7 search select account number 52600 PPIC Deposit BRM Postage Due 5 Enter amount and press ENTER 6 Once completed press F8 Complete Copies with service Fax long distance per minute charge Bulk Packing Tape 0 50 box Bulk Kraft wrap 0 50 box Bulk Address Labels 0 25 label Bulk Foam Peanuts 2 00 box Bulk Bubble Wrap 8 00 box Fhoto Service Money Gram Transfer Service Postage Meters Back Room Mtrs Meter Mailing Service Charge Meter Spoils S C Virtual PIN Wouchers PPIC Deposit BRM Postage Due FFIC Deposit Unaddressed Admail Third Party Sales SAP Transactions OO J BA Fo Complete Printed on December 15 2003 Page 10 Cash transfer ROSS User s Guide Steps for entering Unaddressed admail 1 Press F6 Other Sales Press F3 Service Sales Refunds Press F2 Service Sales Press F7 search select account number 52710 PPIC Deposit Unaddressed Admail Enter amount and press ENTER Once completed press F8 Complete Quo ees Sono SERVICE SALES SCREEN Scroll through list and once service 5 highlighted enter amount Copies with service Fax long distance per minute charqe Bulk Packing Tape 0 50 box Bulk Kraft rap 0 50 box Bulk Address L
14. onds CR d tails 17 Digit A N Bar Code with eye readable area as per CPC Spec Work Centre detravail Depot Name Nom du poste de facteurs Prepared by Pr par par Date COD Envois CR Date Funds Date ce percep Method of Payment Mode de paiement collected des fords ul a t tem Number N de l article Amount Montant amp wl IN Printed on December 15 2003 Page 8 Cash transfer ROSS User s Guide 1 The Cash Transfer Slip for COD will contain the following information Cash Transfer Slip Bar Code 17 Digit containing Cash Transfer Slip identifier RC number of Depot Date Category Method of Payment Category Cash Total COD Date Date Funds Collected Item Number Article Item Number Amount Amount Collected Total Customs and COD Totals from page 1 and page 2 of the Cash Transfer Report to be used when there are no Other Payments being transferred Cash Received by Signature of Retail person or C amp D Supervisor accepting the Cash Transfer Printed on December 15 2003 Page 9 Cash transfer ROSS User s Guide The Cash Transfer Form for Other Details will be used to record the money that was collected from the delivery agents for items other than COD and Customs The amounts for each item will be entered manually by the Depot At the Retail Outlet each line entry on the Transfer Form must be entered in the appropriate ROSS account according to its Ite
15. st create a money order for each item listed on the Cash Transfer Form for COD Details At the Clerk Session screen press F4 Money Orders Press ENTER to accept the default or press F2 Canada Enter the amount of the money order from the Cash Transfer form and press ENTER Enter the check digit last number on money order If you cannot find the requested money order press the appropriate function key and accept the next money order Press ENTER inform the Leadhand Postmaster to resolve the missing money order in ROSS before the End of Day has been completed 7 Go to the Fee Code line and select fee code 4 press ENTER 8 Press F8 Complete 9 Print money order 10 Press F8 Complete 11 Press TOTAL 12 Enter amount owed press F2 Canadian Cash 13 Repeat steps 3 to 11 for each line item on the Cash Transfer Form for COD Details D D dw po ens MONEY ORDERS ISSUED om check digit printed on the money order or select option Exchange Rate Currency Type Canadian Destination Country Canada Canadian value 256 87 Dollar Fee Code 4 Serial Number Sub Total 256 87 GST 0 00 PST 0 00 HST 0 00 Total Due 0 00 he check digit is the last digit of the serial number If new bundle type in the entire serial number FS Complete Printed on December 15 2003 Page 7 Cash transfer ROSS User s Guide CANADA POSTES Page POST CANADA p Of Cash Transfer Form Rapport de transfert de for COD Details f
16. ue of customs at the bottom of Cash Transfer Form for customs details Press F4 Miscellaneous Revenue F7 search select 72590 Customs Postal Imports Collections Enter amount 525 26 in Sub Total field and press ENTER Once completed press F8 Complete Continue this process for all lines on the Cash Transfer Customs slip Exercise 1b Up MI de Press F6 Other Sales Enter total value of customs at the bottom of Cash Transfer Form for customs details Press F4 Miscellaneous Revenue F7 search select 72590 Customs Postal Imports Collections Enter amount 60 31 in Sub Total field and press ENTER Once completed press F8 Complete Continue this process for all lines on the Cash Transfer Customs slip Exercise 222a 1 p ds oo T9 m For each money order listed on the Cash Transfer Form for COD details You must create a money order for each line At the Clerk Session screen press F4 Money Orders Press ENTER to accept the default or press F2 Canada Enter the 56 32 and press ENTER Enter the check digit last number on money order If you cannot find the requested money order press the appropriate function key and accept the next money order Press ENTER Go to the Fee Code line and select fee code 4 Press F8 Complete Exercise 72b For first COD item 1 pos poo Oo For each money order listed on the Cash Transfer Form for COD details You must create a money order for each line At
17. ustoms E 14 forms with your Depot Cash Transfer continue to batch and send to Quebec In the case of a shortage If the shortage is identified as a theft or fire use code 71630 Crime Claims Fire Theft Robbery V M If the shortage is identified as unexplained the LCD will have to investigate if this money is missing due to timing problems or if amount was lost until this happens the shortage will be coded to 71580 Missing Bank Deposits The Retail outlet must ensure that they follow up with the LCD for this shortage only when the funds are finally transferred will the shortage entry be revised Printed on December 15 2003 Page 3 Cash transfer ROSS User s Guide B Entries of payment in ROSS Steps for entering customs payment Press F6 Other Sales Press F4 Miscellaneous Revenue F7 search select 72590 Customs Postal Imports Collections Enter LCD in description field press ENTER Enter total value of customs from the bottom of Cash Transfer form for customs details in Sub Total field press ENTER Press F8 Complete Press TOTAL Enter each cheque individually from the Cash Transfer Form enter amount press F4 Cheque Enter cheque face down in validation slip of the retail printer press OK 0 Proceed until all cheques are entered into ROSS 1 Type total cash from Cash Transfer form press F2 Canadian Cash ae po x Le n 07 08 2003 MISCELLANEOUS REVENUES SCREEN Enter GST amount 0 00
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