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Daily Reports
Weekly Reports
Balancing and Suspense Account
Correcting errors on Horizon
Out Of Hours Procedures
Post Office Network
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Introduction
Balancing with Horizon
Welcome to ‘Balancing with Horizon’.
Most of you will know that before rolling out Horizon, we conducted a live trial
to understand the impact of automating offices. This trial identified a number of
problems, including longer balancing times and cash account errors in the first
few weeks after the introduction of Horizon. This manual has been developed to
overcome these problems and to help make the transition to Horizon easier for
you.
During development, we spoke to subpostmasters, retail network managers and
Horizon field support officers about the problems they had experienced when
they started to use the system. As a result, procedures based on their practical
experience were developed to overcome these problems.
When an automated system like Horizon is introduced, it is very important that
everyone carries out procedures in the same way. This manual shows, in an easy
to read way, how procedures must be carried out, am confident, that if you are
unsure how to carry outa procedure, this manual will explain how it is done. I do
not expect you to read it from cover to cover because it is really a ‘how to do’
reference to be used to help you with the daily and weekly procedures that will
change when Horizon is introduced at your office. You must follow these
procedures to ensure that you balance accurately.
I want you to use this guide as your first reference point when you have any
questions about or problems with balancing
Please phone the Network Business Support Centre on 0845 6011022 if you have
any queries about this manual or about any business as usual procedures. For help
with using the Horizon system, remember to ring the Horizon System Helpdesk
on 0845 7762576.
Automation is something new that may worry a lot of people. Your retail network
manager and Horizon field support officer both have copies of the manual and
will help you through the early stages,
Finally, I would like to wish you good luck with using Horizon.
Alan Barrie
Operations Director
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Practical tips when using Horizon
* tis extremely important that procedures are carried out in a consistent manner. This means that there
is one way of doing things and everyone must carry out procedures in the same way. This manual
describes how you must do this.
+ Alltransactions must be entered correctly into the Horizon system at the time of serving the customer,
unless the transaction is completed away from the counter. Always check the transaction on the screen
agrees with the actual transaction completed at the counter. It is much easier to correct an error on the
Horizon system while you have the transaction on the screen and the customer is still in front of you
rather than later when they have left the office.
* You should ensure reports are checked against the appropriate documents and that any errors found
are amended accordingly. These must only be ‘cut-off” when you are happy they are correct. You may
have to complete daily report procedures twice as no daily transactions can be held on the Horizon
system on balance day.
* The reports that are produced from the Horizon System are only as good as the information that is
entered into it. Therefore, you must check them carefully against the actual transaction documents to
ensure that all account numbers and amounts are correct. If any of the reports are incorrect a reversal
must be performed and another report produced which again must be checked. This must be done as
soon as an error has been identified.
+ For shared stock unit offices — When checking dockets against reports, you should keep the ‘cut-off’
screen visible. This will ensure that any transactions being carried out simultaneously at other
positions will not be added to the existing report you are checking. When you have finished checking
the report and have selected ‘cut-off’, any transactions that were carried out during this time will be
automatically added to the system and will be available for checking on the next report.
* When balancing Stock units, check that the Horizon System figures for stamps, stock and cash agrees
with the actual stamps, stock and cash on hand by making the necessary adjustments. When you are
happy that the stamps, stock and cash are correct, you must then roll over the stock unit into the next
Cash Account Period or Balance Period. All normal physical checks still apply when balancing your
stock unit.
* Adjustment of stock is the recommended method to ensure that system totals and actual stock
holdings agree. However an alternative method to stock adjustment is to make a stock declaration.
This means declaring your stock holdings rather than adjusting the system held totals. If you have used
the method of stock declaration and you subsequently need to make an amendment to the stock you
must re-declare the stock on the system.
* Once the office has been rolled over into the next Cash Account Period two Cash Account Final
Reports will be produced. One must be sent to Chesterfield, the other must be held at the office for 6
years. Ensure both copies are signed and datestamped. The cash account must not be altered in any
way as the changes will have no effect on the electronic version that is sent to Chesterfield.
Retention periods for supporting documents
* The retention period of supporting documents has been standardised. All Horizon reports and manual
forms that are required to be retained in the office must be kept for two years, with the exception of
the Cash Account report, which must be retained for six years.
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Contents
Section I: Daily Reports
Daily procedures and Horizon Reports 7
Personal Banking - all offices 8
Council Tax Schemes Report ~ all offices 12
Rent Schemes Report ~ all offices 14
Alliance and Leicester Girobank Reports ~ all offices 16
British Telecom Report (non barcoded bills) — all offices 18
TV Licensing Report — all offices 20
UKPA (United Kingdom Passport Agency) Report 22
Cheque Listing Report (excluding Personal Banking, POCL
cheques,
RD Cheques and Other Banks’ Cheques) ~ all offices 25
APS Transactions Report (including barcoded BT Bills) — all
offices 27
Daily Cash Declaration (DCD) Report
— all offices (Mandatory Report) 28
National Savings Bank Deposits and Withdrawals Reports
~— all offices 29
Cashing Other Banks’ Cheques 32
Transfers 35
Remittances 36
Section 2: Weekly Reports
End of Week Horizon Reports 41
Cash Flow Report — all offices (mandatory report) 42
Counter Revenue Report
~ branch offices that sell retail items 43
DVLA V10 Report — all DVLA offices 44
DVLA V11 Report — all DVLA offices 45
Green Giro Report — all offices 47
Pension and Allowance Reports ~ all offices 49
Milk Token Summary ~ all offices 52
Redeemed Stamps Weekly Report — all offices 54
Postal Orders (PO) Paid Report — all offices 56
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Miscellaneous Transactions Report — all offices
Suspense Account Report — all offices.
Transfer Reconciliation / Unreconciled Transfer Reports
~ multiple stock unit offices only
Remittance Summaries Report — all offices
Section 3: Balancing and Suspense Account
Balance Day
Suspense Account
Dealing with losses — offices authorised to hold losses
Dealing with gains — offices authorised to hold gains
Dealing with losses — other offices
Dealing with gains — other offices
59
60
61
62
65
71
73
75
77
79
Section 4: Correcting errors on Horizon and Out Of Hours procedures
Page 4
Errors found when checking reports before ‘cut-off
Errors found when checking reports after ‘cut-off
Dealing with transaction reversals
Correcting errors found after stock units have balanced
and rolled over
“Out of Hours’ procedures
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84
85
87
89
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Section I:
¥
Fe
6
Name of report Type of Where to despatch Procedure for Other information Page ry
report manual forms Horizon reports [4
>
Personal Banking N/A BCV to processing centre Retention optional Manual summary 8 a
Deposits P5085 12 months fa)
Personal N/A BCY to processing centre Retention optional Manual summary 10
BankingEnchasments P5086 12 months
Personal Banking N/A BCV to processing centre Retention optional, Manual summary 11
Cheque Envelopes P5085 12 months
Council Tax Schemes Counter Daily Local council Retain 2 years in office N/A 12
Rent Schemes Counter Daily Local council Retain 2 years in office N/A 14
Alliance & Leicester Counter Daily Summary G 4631 to Retain 2 years in office N/A 16
Girobank Deposits Girobank
Alliance & Leicester Counter Daily Summary G 4632 to Retain 2 years in office N/A 16
Girobank Withdrawals Girobank
Alliance & Leicester Office Daily N/A Retention optional To aid outlets 17
Girobank reports
British Telecom Counter Daily BCV to processing centre Retain 2 years in office Office Daily Report 18
can be produced to
aid outlets
TV Licensing Counter Daily BCV to processing centre Retain 2 years in office Manual Summary 20
P5065 2 years
UKPA Counter Daily P5035 (yellow copy) to Retain 2 years in office Despatch Summary 22
passport office P5035 (white copy) at
end of week to
Chesterfield
Retain undercopies of
passport application
receipts P4921 in
office for 2 years,
Cheque Listing (all Counter Daily BCV to processing centre Retain 2 years in office Ensure cheques have 25
offices except been ‘remitted out’ to
Nireland) correct destination
Cheque Listing Counter Daily P884MA Retain 2 years in office Ensure cheques have 25
(Nireland offices Selected offices: send to been ‘remitted out’ to
only) Bank of Ireland correct destination
Other offices: send to
Distribution Centre
APS Transactions. Counter Daily N/A Retain 2 years in office N/A 27
Can be used to 28
Daily Cash Declaration Counter Daily N/A. Retain 2 years in office
complete end of week
ONCH 1 form or
P4105
National Savings Bank Counter Daily NSAS3MA and Retain 2 years in office NSAS4MA at end of 29
NSAS6MA to NSB C.A. week despatch to
Glasgow NSB Glasgow
National Savings Bank Office Daily NSAS3MA and Retention optional NSAS4MA at end of 31
NSAS6MA to NSB CAA. week despatch to
Glasgow NSB Glasgow
Cashing Other Banks Counter Daily BCV to processing centre Retain 2 years in office Do not rem out these 32
Cheques (alll offices cheques
except Nilreland)
Daily Reports
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Name of report Type of Where todespatch Procedure for Other information Page
report manual forms Horizon reports
Cashing Other Banks Counter Daily P884MA and P3888 Retain 2 years in office Rem out these 33
Cheques (N.Ireland) Selected offices: send to cheques
Bank of Ireland
Other offices: send to
Distribution Centre
Transfers system N/A Retain 2 years in office System receipt is 35
receipt produced once the
transfer is completed
Remittances System N/A Retain 2 years in office System receipt is 36
receipt produced once the
remittance is
completed
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Section I: Daily Reports
Daily procedures and Horizon Reports
You must produce the following Horizon system daily reports at your authorised cut-off
time, for despatch on final postal collection:
Council Tax Schemes
Rent Schemes
Alliance and Leicester Girobank Deposits and Withdrawals
British Telecom report
TV Licensing report
UKPA (United Kingdom Passport Agency)
Cheque Listing report
Cashing Other Banks’ Cheques
Personal Banking (uses the Horizon Stock Unit balance snapshot report)
End of day procedures / reports
APS Transaction report
Daily Cash Declaration
National Savings Bank Deposits and Withdrawals
Produce Stock Unit Balance Snapshot (optional)
Remittances and Transfers (optional)
Please remember:
1
i)
You must check your vouchers / dockets against the Horizon produced report and manual summaries
to ensure the totals of values and volumes agree.
If you have other transaction dockets which are produced on a daily basis and for which there is no
Horizon system report, you should check them against the balance snapshot, but please note these
figures are cumulative during the Cash Account Period (CAP). If an error is found, refer to the
corrections section in this guide.
The balance snapshot will also enable you to check your cash and stock holdings on a daily basis if
required. If an error is found, refer to the corrections section in this guide.
. For shared stock unit offices — When checking dockets against reports, you should keep the ‘cut-off’
screen visible. This will ensure that any transactions being carried out simultaneously at other
positions will not be added to the existing report you are checking. When you have finished checking
the report and have selected ‘cut-off’, any transactions that were carried out during this time will be
automatically added to the system and will be available for checking on the next report.
Office summaries - Any office summaries undertaken prior to the production of the previous week's
cash account will not reflect the transactions performed in the current CAP. For example if stock units
have rolled into CAP2 and the cash account for CAPI has not been completed the daily office summary
will not reflect the totals for CAP2 until the cash account for CAP1 is complete.
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Personal Banking - all offices
Manual Personal Banking Deposits Daily ==
Office Summary (P5085) and Personal
Banking Encashments Daily Office
Summary (P5086)
* Complete the manual Personal Banking
Deposits Daily Office Summary (P5085) and
the manual Personal Banking Encashments
Daily Office Summary (P5086)
* Retain for checking against the Horizon stock
unit balance snapshot report
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Horizon Stock Unit Balance Snapshot
Report
* Print the Horizon stock unit balance snapshot
report by selecting the following icon
sequence from the desktop menu:
~~ Stock Balancing (E4)
~~ Bal Snapshot (F5)
- - Print (F4)
~~ Exit (F16)
* Check that all the Personal Banking Deposits
have been listed on the manual Personal
Banking Deposits Daily Office Summary
(P5085) and all the Personal Banking
Encashments have been listed on the manual
Personal Banking Withdrawals Daily Office
Summary (P5086)
* Check that the totals on the manual Personal
Banking Deposits Daily Office Summary
(P5085) and the manual Personal Banking
Encashments Daily Office Summary (P5086)
agree with figures shown on the Horizon
stock unit balance snapshot report
Please note:
The figures on the Horizon stock unit balance
snapshot report are cumulative. You will need to
deduct the previous day(s) totals from the figure
on the report to obtain the figures for the
current day.
+ If they do not agree, correct the error (see
Section 4: Correcting errors on Horizon and
Out Of Hours procedures)
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Manual Deposits and Cheque Encashments
Batch Control Vouchers
* Complete the manual Deposits Batch Control
Voucher (BCV) and the Cheque Encashments
BCV
* Associate the deposit slips and the encashed
cheques with the appropriate BCV ready for
despatch, for further information:
= See Counters Operations Manual; Co-op
Personal Banking; Accounting and
despatch (deposits),
- See Counters Operations Manual; Lloyds.
TSB Personal Banking; Accounting and
despatch (deposits),
= See Counters Operations Manual; Co-op
Personal Banking; Accounting and
despatch (encashments), or
- See Counters Operations Manual; Lloyds
TSB Personal Banking; Accounting and
despatch (encashments)
* Check that the totals on the BCVs agree with
the grand totals on all the manual Personal
Banking Deposits Daily Office Summaries
(P5085) and manual Personal Banking
Encashments Daily Office Summaries
(P5086)
* Despatch the BCVs and the associated deposit
slips and the associated encashed cheques in
the red and white striped envelope
(ENV 2026), in accordance with existing
instructions
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Manual Cheque Deposit Envelopes Batch
Control Vouchers
* Complete the manual Cheque Deposit
Envelopes Batch Control Voucher (BCV)
* Associate the cheque envelopes with the BCV
ready for despatch, for further information:
- See Counters Operations Manual; Co-op
Personal Banking; Accounting and
despatch (deposits),
- See Counters Operations Manual; Lloyds.
‘TSB Personal Banking; Accounting and
despatch (deposits),
* Check that the total on the BCV agrees with
the grand totals on all the manual Personal
Banking Deposits Daily Office Summaries
(P5085)
* Despatch the BCV and the associated cheque
envelopes in the red and white striped
envelope (ENV 2026), in accordance with
existing instructions
sere
prreny
+ Retain the Personal Banking Deposits Daily Office Summary (P5085) and the manual Personal Banking
Encashments Daily Office Summary (P5086) in your office for 12 months
* Destroy the Horizon stock unit balance snapshot report
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Council Tax Schemes Report — all offices
Manual Daily Council Tax Summary
* Complete the manual daily Council ‘Tax
summary
* Retain for checking against the Horizon
Counter Daily Council Tax report
(CTax Schemes)
Horizon Counter Daily Council Tax
Report (CTax Schemes)
* Print the Horizon Counter Daily CTax
Schemes report at the authorised cut-off time
* From the desktop menu select:
- Reports (F2)
- Counter Daily (F1)
- CTax Schemes (F12)
- Print (F4)
* Check that the voucher(s) total on the
manual daily Council Tax summary agrees
with the Horizon Counter Daily CTax report
total
* Ifthey do not agree, correct the error (see
Section 4: Correcting errors on Horizon and
Out Of Hours procedures)
* When the figures agree reprint the report,
select cut-off (F12), accept the messages and
select exit (F16)
Page 12 horizon
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Clearing daily Council Tax schemes
Complete the relevant manual Giro Transcash
Form(s) and enter onto the Horizon system as a
*CTax tcash’ transaction
* From the desktop menu select:
- Transactions (F1)
- Serve customer (F1)
= Other products (F13)
- Girobank (£3)
- CTax tcash (F12)
* Enter the appropriate account number
* Enter the value of the payments accepted
* The system will prompt you to make a
compensating entry called “Lel rent contra”
* Enter the same total again so that the
transaction appears as zero on the transaction
stack
* Select Finish
+ Associate the under copy (ies) of the manual
daily Council Tax summary with the Horizon
Counter Daily CTax Schemes report and retain
in the office for 2 years
* Despatch the top copy of the manual daily
Council Tax summary and Transcash receipt,
in accordance with existing instructions
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Rent Schemes Report - all offices
Manual Daily Rent Schemes Summary
+ Complete the manual daily Rent Schemes
summary
* Retain for checking against Horizon Counter
Daily Rent Schemes report
Horizon Counter Daily Rent Schemes
Report
* Print the Horizon Counter Daily Rent
Schemes report at the Authorised cut-off
time
* From the desktop menu select:
- Reports (F2)
= Counter Daily (F1)
= Rents Schemes (£8)
- Print (F4)
* Check that the voucher(s) total on the
manual Rent Schemes summary agrees with
the Horizon Counter Daily Rent Schemes
report total
* If they do not agree, correct the error (see
Section 4; Correcting errors on Horizon and
Out Of Hours procedures)
+ When the figures agree, select cut-off (F12),
accept the messages and select exit (F16)
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Clearing local rent schemes
Complete the relevant manual Giro Transcash
Form and enter into the Horizon system as a “T’
csh loc rent’ transaction
* From the desktop menu select:
= Transactions (F1)
- Serve customer (F1)
= Other products (F13)
- Girobank (F3)
= ‘T’ esh loc rent (F11)
* Enter the appropriate account number
* Enter the value of paymets accepted
* The system will prompt you to make a
compensating entry called “Lelrent contra”
* Enter the same total again so that the
transaction appears as zero on the transaction
stack
* Select Finish
+ Associate the under copy (ies) of the manual
daily Rent Schemes summary with the
Horizon Counter Daily Rent Schemes report
and retain in the office for 2 years
* Despatch the top copy of the manual daily
Rent Schemes summary and Transcash
receipt, in accordance with existing instructions
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Alliance and Leicester Girobank Reports — all offices
Girobank Horizon Daily Record of Deposit and Withdrawal forms
* Print the Horizon Counter Daily Girobank Daily Record of Deposits (G9901MA) or Withdrawals
(G9902MA) forms and office copies at the authorised cut-off time
* From the desktop menu select:
- Reports (F2)
- Counter Daily (F1)
= Giro Deposits (F1) / Withdrawals (F2)
- Insert Summary Form into printer
- Print (F4)
Once the summary form is printed an office copy will be produced for retention in your office.
Please note:
You must ensure that the print on the forms is legible.
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Girobank Horizon Daily Record of Deposits
form (G9901MA)
* Check that each deposit slip appears on the :
Girobank Horizon Daily Record of Deposits
form
* Check that the value of the deposit slips
(including fees) agrees with the total on the
GirobankHorizon Daily Record of Deposits
form
* If they do not agree, correct the error (refer to
the Horizon System User Guide; Reports; Daily
summaries; Producing a daily office summary)
+ When the figures agree reprint the report,
select cut-off (F12), accept the messages and
exit (F16)
* Associate the deposit slips with the Girobank
Horizon Daily Record of Deposits (G9901MA)
ready for despatch in accordance with existing
instructions
Page 16 horizon
Girobank Horizon Daily Record of
Withdrawals form (G9902MA)
Check that each withdrawal slip appears on the
Girobank Horizon Daily Record of Withdrawals
Check that the value of the withdrawal slips
agrees with the totals on the Horizon Daily
Giro Withdrawals form
If they do not agree, correct the error (refer to
the Horizon System User Guide; Reports; Daily
summaries; Producing a daily office summary)
When the figures agree reprint the report,
select cut-off (F12), accept the messages and.
exit (F16)
Associate the withdrawal slips with the
Girobank Horizon Daily Record of Withdrawals
(G9902MA) ready for despatch in accordance
with existing instructions
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Horizon Office Daily Girobank Deposits and Withdrawals Report
* Print the Horizon Office Daily Girobank Deposits or Withdrawals Report
+ From the desktop menu select:
= Reports (E2)
- Office daily (F2)
- Giro Deposits (F1) / Withdrawals (F2)
- Print (F4)
* Check that the totals of all the Girobank Horizon Daily Record of Deposit or Withdrawals forms agree
with the Horizon office Daily Girobank Deposits or Withdrawals Reports total
* If they do not agree correct the error (see Section 4: Correcting errors on Horizon and Out Of Hours
procedures)
* When the figures agree reprint the report, select cut-off (F12), accept the messages and then select
exit (F16)
* Destroy the Office Daily Report(s)
Please note:
As this report contains the transactions for all stock units, you only need to print one report (not one for
each stock unit)
Girobank Horizon Daily Record of Deposits
form (G9901MA)
* Despatch the Girobank Horizon Daily Record
of Deposits form G9901MA and the associated
deposit slip(s) in your Girobank pouch, in
accordance with the existing despatch
procedures
I
* Retain the office copy of the Girobank Horizon
Daily Record of Deposits form in your office
for 2 years
Girobank Horizon Daily Record of
Withdrawals form (G9902MA)
* Despatch the Girobank Horizon Daily Record
of Withdrawals form G9902MA and the
associated withdrawal slip(s) in your Girobank
pouch, in accordance with the existing
despatch procedures
* Retain the office copy of the Girobank Horizon
Daily Record of Withdrawals form in your
office for 2 years
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British Telecom Report (non barcoded bills) — all offices
This procedure will only apply to BT bills that do not have a bar-code. The majority of BT bills will be
bar-coded and will be accepted as an Automated Payment,
Horizon Counter Daily British Telecom
Bills Daily Report (BT Bill)
* Print the Horizon Counter Daily BT Bill
report at the authorised cut-off time
+ From the desktop menu select:
iS Ee ae
- Reports (F2) ee vee
- Counter Daily (F1) Hats ont RS
mL z aE
- BT Bill (F3)
- Print (F4)
8 EO RESGET ve
* Check that the account numbers and values
of each paid BT bill appears on the Horizon
Counter Daily BT Bill report
* Check that the details and total of the BT bills
accepted agrees with the Horizon Counter
Daily BT Bill report total
+ If they do not agree, correct the error (see
Section 4: Correcting errors on Horizon and
Out Of Hours procedures)
* When the figures agree reprint the report,
select cut-off (F12), accept the messages and
select exit (F16)
Manual British Telecom Batch Control
Voucher
TT
* Complete the manual BT Batch Control BEV - BRITISH TELECOM
Voucher (BCV) save raLRoeaeArEetE
* Associate vouchers with BCV ready for I _ Ree Ge end ememsot
despatch (refer to the Counter Operations . PRR OF Foam DESERTCARS
Manual) Toe eaves aren veneee ‘ “acho
a
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* Despatch the Batch Control Voucher (BCV)
and the associated bills in the red and white
striped envelope (ENV2062) in accordance
with existing instructions
* Retain the Horizon Counter Daily Report in
your office for 2 years
For Multiple Stock Units
* Print the Horizon Office Daily BT Bills Report
* From the desktop menu select:
= Reports (F2)
= Office daily (F2)
= BT Bill (3)
Print (F4)
* Check that the total on the manual British
Telecom Batch Control Voucher agrees with
the Horizon Office Daily BT Bills report
* If they do not agree, correct the error (see
Section 4: Correcting errors on Horizon and
Out Of Hours procedures)
* When the figures agree reprint the report,
select cut-off (F12), accept the messages and
select exit (F16)
* Retention of the Office Daily Report is
optional.
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TV Licensing Report — all offices
Manual Daily Summary of Television
Licences for Blind Concessions (P5743)
and Manual Daily Summary of Television
Licences (P5744)
* Complete the manual Daily Summary of
Television Licences for Blind Concessions
(P5743)
+ Complete the manual Daily Summary of
Television Licences (P5744)
* Retain for checking against the Horizon
Counter Daily TV Licences report
Horizon Counter Daily TV Licence Report
* Print the Horizon Counter Daily TV Licence
report at the authorised cut-off time
* From the desktop menu select:
- Reports (F2)
- Counter Daily (F1)
- TV Licences (F11)
- Print (F4)
* Check that all Blind Concession TV Licences
have been listed on the form P5743
* Check that all other TV Licences have been
listed on the form P5744
* Check that the totals on the manual Daily
Summary of Television Licences (P5744) and
the Daily Summary of Television Licences for
Blind Concessions (P5743) agree with the
Horizon Counter Daily TV Licence report
total
* If they do not agree, correct the error (see
Section 4: Correcting errors on Horizon and
Out Of Hours procedures)
* When the figures agree, select cut-off (F12),
accept the messages and select exit (F16)
Page 20 2 oth horizon
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Manual Television Counterfoils Batch
Control Voucher
* Complete the blue manual TV Counterfoils
Batch Control Voucher (BCV)
* Complete the white manual Over 75 Licences I #224
BCV
+ Associate the appropriate TV licence
counterfoils with the appropriate BCV ready
for despatch (see Counters Operations
Manual; BBC booklet; Television Licensing)
* Despatch the Batch Control Voucher (BCV)
and the associated TV Licence counterfoils in
the red and white striped envelope (ENV
2062), in accordance with existing
instructions
Weekly:
* Complete the Weekly Summary of Mono/Colour Refunds and Blind Concessions and refunded Mono
Licences P5187 (See Counters Operations Manual; BBC; Television Licence Savings Stamps; Weekly
accounting and despatch)
+ Retain the manual Daily Summary of Television Licences (P5744), the undercopies of Daily Summary
of Television Licences for Blind Concessions (P5743) and the Horizon Counter Daily TV Licence
report in your office for 2. years
+ Place the top copy of the Summary of Television Licences for Blind Concessions (P5743) and the
Weekly Summary of Mono/Colour Refunds and Blind Concessions and refunded Mono Licences
P5187 in an envelope
* Seal the envelope, datestamp it and write your office name, FAD code and the cash acount week
number on it
* Forward the envelope to Chesterfield in the daily one-trip pouch at the end of the cash account week,
© horizon Page 21
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UKPA (United Kingdom Passport Agency) Report
Manual Daily Passport Schedule (P5035)
Complete the manual Daily Passport Schedule
(P5035)
Retain for checking against the Horizon
Counter Daily UKPA report
Passport Application receipt (P4921)
Retain the undercopies for checking against
the Horizon Counter Daily UKPA report
Page 22 horizon
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Horizon Counter Daily UKPA Report
* Print the Horizon Counter Daily UKPA report
at the authorised cut-off time
* From the desktop menu select:
= Reports (F2)
- Counter Daily (F1)
- UKPA (F7)
- Print (F4)
+ Check that all the passports applications have
been listed on the manual Daily Passport
Schedule (P5035)
* Check that the total value of fees on the
manual Daily Passport Schedule (P5035)
agrees with the HorizonCounter Daily UKPA
report total
* If they do not agree, correct the error (see
Section 4: Correcting errors on Horizon and.
Out Of Hours procedures)
* Check that the total value of Acceptance
charges from the undercopies of the Passport
Application receipts (P4921) for that day
agree with the Horizon Daily UKPA Report
total
* If they do not agree correct the error (see
Section 4: Correcting errors on Horizon and
Out Of Hours procedures)
* When the figures agree reprint report, select
cut-off (F12), accept the messages and select
exit (F16)
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Page 23
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+ Associate the second (yellow) copy of the
UKPA DailyPassport Schedule form P5035
with the passport applications ready for
despatch
* Complete the weekly despatch section on the
UKPA DailyPassport Schedule form P5035 on
the schedule for the final day of the week
only at the end of the Cash Account week (in
accordance with the Counters Operations
Manual)
+ Despatch the passport applications and the
second (yellow) copy of the UKPA Daily
Passport Schedule form P5035 in the first
class despatch envelope addressed to your
regional Passport Office, in accordance with
existing instructions
* Despatch the top (white) copies of UKPA.
Daily Passport Schedule Form P5035 to
Chesterfield in the brown plastic one-trip
pouch at the end of the cash account week, in
accordance with existing instructions
* Associate the bottom (pink) copies of the
UKPA Daily Passport Schedule form P5035,
the Horizon UKPA Counter Daily Report and
the undercopies of the Passport Application
Receipts (P4921) and retain in your office
for 2 years
Page 24 horizon
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Cheque Listing Report (excluding Personal Banking, POCL cheques,
RD Cheques and Other Banks’ Cheques) — all offices
Horizon Counter Daily Cheques Listing smn
Report
* Print the Horizon Counter Daily Cheque sere ye
Listing report at the authorised cut-off time SR Raes test wat oe
* From the desktop menu select:
id
- Reports (F2) a
= Counter Daily (F1) ok
- Cheque Listing (F10)
- Print (F4) 628 RAT ee
* Check that the value of cheques agrees with sens om
the Horizon Counter Daily Cheques Listing
report total
* If they do not agree, correct the error by
using the ‘Adjust Stock’ facility to reflect the
actual value of cheques on hand (volume is
irrelevant in this instance)
* Select ‘exit’, without selecting “cut-off”
* Rem out your cheques from the stock unit to
the appropriate destination (see Section 1:
Daily Reports; Transfers and Remittances)
* After performing the rem out, print the
Horizon Counter Daily Cheques Listing
report again to check that the rem out was
performed correctly and that the cheque total
shows only the value of cheque still on hand.
* If it is not zero, check that the Rem Out
figure is correct and correct the error
* When the figure is zero, select cut-off (F12),
accept the messages and select exit (F16)
© horizon Page 25
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Offices in Northern Ireland
» Enter the value of cheques to be remitted on
the Inward Remittance Advice P884MA
+ Branch Offices — post cheques to the Bank of
Ireland, Donegall Place, Belfast, BT1 5BX
* Other offices — remit cheques to your
Distribution Centre
Offices in England, Scotland and Wales
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* A Sub total slip P4099 is required for each
batch or part batch of 30 cheques when the
number of cheques is 30 or more (eg total of
51 cheques, first batch shows a total of 30
cheques and the second batch shows a total of
21 cheques).
ARTIURL ASSERSS DORIORRS
+ Complete the Cheque Batch Control Voucher
+ Associate the BCV with the cheques on hand
+ Despatch the cheques and BCV to Data Central
* It is advised to complete form P4630 with the relevant details of the cheques and retail this form in
your office for 2. years
Page 26 ® horizon
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APS Transactions Report (including barcoded BT Bills) — all offices
Horizon Counter Daily APS Transactions
Report
* Print the Horizon Counter Daily APS
Transaction report at the close of business
* From the desktop menu select:
- Reports (E2)
- Counter Daily (F1)
= APS Transactions (F4)
- Print (F4)
* Check that each receipt appears on the
Horizon Counter Daily APS Transaction
report
* If they do not agree, correct the error (see
Section 4: Correcting errors on Horizon and
Out Of Hours procedures)
* When the figures agree, reprint report select
cut-off (F12), accept the messages and select
exit (F16)
* Wrap the Horizon Counter Daily APS
Transaction report around your receipts and.
retain in your office for 2 years
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Daily Cash Declaration (DCD) Report
~all offices (Mandatory Report)
Horizon Counter Daily Cash Declaration
Report
* Print the Horizon Counter Cash Declaration seem seas ween
report at the close of business Be Sekt pet eo Bee
* From the desktop menu select: ee
- Reports (F2) ee 3
- Counter Daily (F1) ES 8
- Daily Cash Declaration (£9) gee I
- Enter your cash on hand against the a fp
correct coin or note denominations Sites £8
- Enter your stock unit ID number (Shared ‘White
Stock Units only) SE OF GRE
- Print (F4)
- Exit (F16)
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Manual Weekly Cash Flow Report (P4105 or ONCH 1)
* Complete the manual weekly Cash Flow report (P4105 or ONCH1)
* Retain for completing the end of the week procedure
* Retain the Horizon Counter Daily Cash Declaration report in your office for 2 years
Shared stock units: Each portion of a shared stock unit must have a separate [ID number, which should be
used each time you make a declaration for that particular portion of the shared stock unit. This will
ensure that you overwrite the previous declaration.
Please note:
Ifa declaration has not been made for a stock unit on any day, e.g, the stock unit was not used on that day,
the values from the previous declaration will be carried forward. This is also the case with portions of a
shared stock where a declaration for a particular ID number has not been overwritten with new values or
zero’s.
Page 28 horizon
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National Savings Bank Deposits and Withdrawals Reports
~all offices
Manual daily Account Sheet (NSA 53NA)
* Enter details of NS deposits and withdrawals
onto the manual Daily Account Sheet
(NSA 53MA), at the close of business or at
quiet periods during the day
* Complete volume and value totals
* Retain for checking against the Horizon
Counter Daily NS Deposits and Withdrawal
reports
Horizon Counter Daily NS Deposits and
Withdrawals reports
* Print the Horizon Counter Daily NS Deposits
and Withdrawal reports at the close of
buisiness
+ From the desktop menu select:
- Report (F2)
- Counter Daily (F1)
- NS Deposit (F5) / Withdrawals (F6)
Print (F4)
* Check that the deposits and withdrawal totals
on the manual Daily Account Sheet
(NSA 53MA) agrees with the Horizon
Counter Daily NS Deposits and Withdrawal
report totals
* If they do not agree, correct the error (see
Section 4: Correcting errors on Horizon and.
Out Of Hours procedures)
* When the figures agree reprint report select
cut-off (F12), accept the messages and exit
(E16)
* Associate the deposit and withdrawals slips
with the manual Daily Account Sheet
(NSA 53MA)
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* Complete manual Daily Summary NSA 56MA
+ Transfer the totals to NSA 54 MA Weekly
Summary Sheet
* Associate the manual Daily Summary
NSA 56MA with the deposit and withdrawal
slips and the manual Daily Account Sheet
NSA 53MA and despatch daily, in accordance
with existing instructions, See Counters
Operations Manual; National Savings
accounts; Ordinary and Investment Account
Withdrawals; Daily accounting and despatch.
ee i
* Retain Horizon Counter Daily NS Deposits =a ene
and Withdrawals reports in your office for 2 owns moun
years
Page 30 horizon
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Weekly accounting and despatch
* Despatch the deposit and withdrawal slips,
NSA 53MA, NSA 54MA and NSA 56MA to
Glasgow in accordance with existing
instructions, See Counters Operations
Manual; National Savings accounts; Ordinary
and Investment Account Withdrawals; Daily
accounting and despatch
For Multiple Stock Units:
* Print the Horizon Office Daily NS Deposits
and Withdrawals reports
* From the desktop menu select:
- Reports (F2)
- Office daily (F2)
- NS Deposits (F5) / NS Withdrawals (F6)
- Print (F4)
* Check that the totals of all the manual Daily
Account sheets (NSA 53MA) agrees with the
Horizon Office Daily Reports total
* If they do not agree, correct the error (see
Horizon System User Guide; Reports; Daily
summaries; Producing a daily office
summary)
* When the figures agree reprint report select
cut-off (F12), accept the messages and select
exit (F16)
* Destroy the Office Daily Report
Please note:
As this report contains the transactions for all
stock units, you only need to print one report
(not one for each stock unit)
og wth horizon
Page 31
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Cashing Other Banks’ Cheques
The following procedure applies to the despatch of Other Banks Cheques only.
Personal Banking transactions (ie. Lloyds TSB and Co-op) are processed differently,
Offices that send OB Cheques to Data Central (all offices except Northern Ireland)
Completing the Customer Transaction
+ Enter details of the transaction at the time of serving the customer
* From the desktop menu select:
- Transactions (F1)
= Serve Customer (F1)
- Other Products (F13)
- Pers Finance (£8)
- OB chq to DPC (F1)
* Print (F4)
OB Cheques (Data Central) Report
Manual Daily Record of Encashed Cheques (P4034)
* Complete the manual daily record of Encashed Cheques (P4034)
+ Associate OB cheques with the manual daily record of Encashed Cheques (P4034)
+ Retain for checking against the Horizon Counter Daily OB Cheques report (OB Chq to DPC)
Horizon Counter Daily OB Cheque to Data “soe
Central Report (OB Chg to DPC) The Post Office
+ Print the Horizon Counter Daily OB Cheques Baity record oF
. . encostsed cheques
report at the authorised cut-off time we
* From the desktop menu select:
- Reports (F2)
= Counter Daily (F1)
- OB Chq to DPC (F14)
- Print (F4)
* Retain the report in your office for 2 years
* Check that all OB cheques have been entered
onto the manual daily record of Encashed
Cheques (P4034)
* Check that the value of OB cheques on the
manual daily record of Enchased Cheques
(P4034) agrees with the Horizon Counter
Daily OB Cheques report total(s)
* Ifthe totals do not agree, correct the error
(see Section 4: Correcting errors on Horizon
and Out Of Hours procedures)
+ When the figures agree, select cut-off (F12),
accept the messages and exit (F16)
Page 32 horizon
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* Donot remit out the cheques on the Horizon
System. Simply despatch the cheques as
highlighted below
* Place the manual Daily Record of Encashed
cheques (P4034) and the OB cheques in data
processing envelope and place sealed
envelope into the Data Processing Centre
pouch.
* Despatch in accordance with the existing
despatch procedures
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Offices that send OB Cheques to Distribution Centre (Northern Ireland offices only)
Completing the Customer Transaction
* Enter details of transaction at the time of serving the customer
+ From the desktop menu select:
Transactions (F1)
Serve Customer (F1)
Other Products (F13)
Pers Finance (F8)
OB Chq to CRU (F2)
© Print (F4)
You must enter the value of the OB Cheque minus the fee (e.g. if the face value of the OB cheque is £50
and the fee is £5, you must enter a value of £45)
The OB Cheque will now become part of your stock unit cheque total, i.e. your stock unit cheque total
will increase by the net value of the OB Cheque (the face value minus the fee) and must be remitted out
as part of your next cheque remittance.
© horizon Page 33
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OB Cheques (CRU) Report
Da stCoRD OR encANIER Cons
Horizon Counter Daily OB Cheques
Report (OB Chq to CRU)
* Print the Horizon Counter Daily OB Cheque
report at the authorised cut-off time
* From the desktop menu select:
- Reports (£2)
- Counter Daily (F1)
= OB Chq to CRU (£13)
= Print (F4)
* Retain the report in your office for 2 years
* Check that the value of cheques agrees with
the Horizon Counter Daily OB Cheque report
total
* If they do not agree, correct the error (see
Section 4: Correcting errors on Horizon and
Out Of Hours procedures)
* When the figures agree, reprint report, select
cut-off (F12), accept the messages and exit
(F16)
* Remit the OB Cheque out to your
Distribution Centre
* From the desktop menu select:
= Transactions (F1)
- Remittances (F3)
- Out other Pos (F6)
- Cheques (F2)
Manual Daily Record of Encashed Cheques
(P3888)
* Complete the manual daily record of
Encashed Cheques (P3888)
* Associate OB cheques with the manual Daily
Record of Encashed Chques (P3888)
+ Enter the total value (net value - total face
values minus the fees) on the manual Daily
Record of Encashed Cheques (P3888) onto
the Inward Remittance Advise (P884 MA)
* Despatch the P3888 and P884 MA in
accordance with existing instructions I
Page 34 horizon
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Transfers
Transfers are the process for receiving and supplying cash and stock between stock units internally within
an office. Transfers are only normally applicable to multi-stock unit offices, as users attached to the same
shared stock unit do not record on the Horizon system transfers between themselves. However, if a single
stock unit office creates additional stock units for correction purposes or for ‘out of hours’ transactions,
they will automatically become a multi-stock unit office, and transfers may need to be recorded (see out
of hours and corrections sections within this guide).
For any stock or cash sent or received from an external source, the Remittance function must be used.
The supplying stock unit must record the ‘transfer out’ on the Horizon system before the receiving stock
unit can record the ‘transfer in’. If the receiving stock unit attempts to record the ‘transfer in’ before the
corresponding ‘transfer out’ has been recorded, it will be prevented by the Horizon system.
A stock unit can not balance and rollover to the next Cash Account Period untill all outstanding transafers
due to the stock unit have been transfered in or reversed by the sender.
Process for transfer out
* From the desktop menu select:
- Transactions (F1)
- Transfers (F2)
- Transfer out (E2)
- Select the stock unit that will receive the transfer and press (F1) to confirm
- Enter the stock / cash that is to be transferred out onto the system
Once all the stock / cash to be transferred out has been entered onto the system, the counter printer will
automatically print a transfer receipt. This must be signed by the recipient and retained by the supplying
stock unit until the end of the week. The recipient and the supplier of the transfer must check that the
amount of stock/cash agrees with the amount shown on the slip and that any discrepancies should be
rectified by a reversal and a re-entry of the transfer. The transfer receipt is then retained in the office for 2
years for audit purposes.
Process for transfer in
* From the desktop menu select:
- Transactions (F1)
- Transfers (F2)
- Transfer in (F1)
- Select the appropriate transfer (F1)
- Check the details on the screen are correct
- Print (F4)
- Accept the transfer and complete (F16)
The system will display a list of any outstanding transfers which are appropriate to that stock unit. It will
also inform the user which stock unit the transfer has come from and the total value of the transfer
outstanding,
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Remittances
This facility is used by all offices when they receive/return stock, cash and cheques from/to, an external
source.
When you carry out stock remittance transactions it is vital to ensure that the correct source/destination
is selected on the Horizon system (failure to do so will lead to cash account errors). Listed below are the
remittance sources and destinations together with general guidelines as to when each one would be used.
Remittance sources
‘In Automated Distribution Centre (ADC)’: Used for receipt of stock, cash and POCL cheques. For
instructions on how to deal with remittances from the ADC (see Transactions - Other - Part one booklet;
Transfers & remittances; Dealing with remittances)
“In Client’: Used for receipt of National Lottery instants. Instructions on how to deal with Lottery instants
can be found at National Lottery Instants Received from clients, page 36.
Remittance destinations
‘Out Automated Distribution Centre (ADC)’: Used for when stock is remitted to Hemel Hempstead and
cash and POCL cheques are returned to the Distribution Centre. For instructions on how to deal with
remittances sent to the ADC (see Transactions ~ Other - Part one booklet; Transfers & remittances; Dealing
with remittances to the Automated Distribution Centre)
‘Out Client’: Used for when National Lottery instants are returned to the client. Instructions on how to
deal with Lottery instants can be found at National Lottery Instants Returned to Client, page 37
‘Out Data Cntrl’: Used for daily rem out of cheques which are sent to Data Central. Instructions on how
to rem out cheques to Data Central can be found at Cheques sent to Data Central, page 36.
Cheques sent to Data Central
See the Daily Reports section within this document for information on reconciling and sending cheques
to Data Central.
* From the desktop menu select:
- Transactions (F1)
- Remittances (F3)
- Out to Data Cntrl (F7)
- Cheques (F2)
National Lottery (Instants) Activations
National Lottery Instants Received from clients
Once you have activated Instants through your Lottery terminal, you will need to carry out the remittance
in transaction on the Horizon system. Do not perform the remittance prior to activation. This is to ensure
that all activated tickets are accounted for in the correct cash account week.
+ From the desktop menu select:
- Transactions (F1)
- Remittances (F3)
= In-Client (F4)
- Select the appropriate icon/ product (F1/F2)
Page 36 horizon
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National Lottery Instants Returned to Client
* From the desktop menu select:
Transactions (F1)
Remittances (F3)
Out-Client (F8)
Select the appropriate icon/ product (F1/F2)
Please remember:
Littlewoods Lottery Scratchcards are remitted in on Horizon as a stock item as soon as they are received.
For instructions on how to ‘Rem in’ stock from Hemel Hempstead or Distribution Centre can be found
(see Transactions - Other - Part one booklet; Transfers & remittances; Dealing with remittances).
> horizen
Page 37
Section 2:
Name of report ‘Type of Where to despatch Procedure for Other information Page
report manual forms Horizon reports
Cash Flow Office Weekly P4105 or ONCH1 Destroy Can be used for the 42
To Local Cash completion of P#105
Management team or ONCHI form at the
end of the week
Counter Revenue Office Weekly N/A To Chesterfield This is mandatory for 43
branch offices only
DVLA V10 Counter V594& VS70to DVLA Can be destroyed Complete and 44
Weekly Swansea despatch at the end of
week
DVEAV11 Counter V595 & VS70to DVLA Can be destroyed Complete and 45
Weekly ‘Swansea despatch at the end of
week
Green Giros Counter ID docket to Girobank To Girobank Complete and 47
Weekly despatch at the end of
week
Green Giros Office Weekly N/A Destroy Can be used to obtain 47
Giro Milk Tokens
issued
Pension & Allowances Counter Counter Weekly Despatch at the end of 49
Weekly Reports to Lisahally week
Pension & Allowances Office Weekly N/A P2311MA to Make sure Counter 50
Chesterfield ‘Weekly report bundles
agree with report
Pension & Allowances Office Weekly N/A P2311MA(b) to 50
Lisahally
Pension & Allowances Office Weekly N/A Summary to Lisahally 50
summary
Milk Tokens:
Manual
To Lisahally
Complete and
N/A
despatch at the end of
week
Redeemed Stamps Office Weekly N/A(BO only need to To Chesterfield Ensure that envelope 54
Weekly complete the reverse of totals have been
P3731MA) entered manually and
despatch at the end of
week
Postal Orders Paid Counter P492 or P490 & P2037 Destroy Complete and 56
Weekly to Chesterfield despatch at the end of
week
Suspense Account Office Weekly N/A Retain for 2 years in 60
office
Transfer Office Weekly N/A Destroy 61
Reconciliation
Remittance Summary Counter N/A Destroy 62
Miscellaneous
Transactions
Weekly
Counter
Weekly
N/A
Destroy
62
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Section 2: Weekly Reports
End of Week Horizon Reports
The following reports must be completed at the end of the cash account week:
Reports produced for each stock unit
* DVLA V10/ V11 Reports (V594 & V595)
* Green giro Report
* P&A Report
* PO Paid Report (P490)
+ Rem summary (Optional)
* Miscellaneous transactions (Optical)
Reports produced once for the office
* Cash Flow Report (P4105/ ONCH 1)
* Counter Revenue Report
* DVLA V570 Summary
* P&A report P2311MA, P&A P2311MA(b)
* Milk token summary (P3890)
* Redeemed Stamps summary
* PO Paid Report (P492MA/ P2037 MA)
* Suspense account report
+ Transfers / unreconciled transfers - Multiple Stock Unit Office (Optional)
Please remember:
1. You must check the vouchers / dockets against the Horizon produced report and manual summaries
to ensure the totals in value and volume totals agree.
Ne
. If you have other transaction dockets for which there is no Horizon system report, check against the
balance snapshot or miscellaneous transaction report, but remember these figures are cumulative
during the CAP If an error is found, refer to the corrections section in this guide
3. If you have high volumes of transactions, the following reports can be produced on an ad hoc basis
throughout the week. It is important that you select ‘cut-off’ after printing any of these reports
otherwise the information in the report will be duplicated on any future report.
- Green giro Report
- P&A Report
- PO Paid Report (P490)
- DVLA V10/ V11 Reports (V594 & V595)
4. For shared-stock unit offices ~ When checking dockets against reports, you should keep the ‘cut-off”
screen visible. This will ensure that any transactions being carried out simultaneously at other
positions will not be added to the existing report you are checking, When you have finished checking
the report and have selected ‘cut-off’, any transactions that were carried out during this time will be
automatically added to the system and will be available for checking on the next report.
© horizon Page 41
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Cash Flow Report — all offices (mandatory report)
Horizon Office Weekly Cash Flow Report
+ Print the Office Weekly Cash Flow report
+ From the desktop menu select:
- Reports (F2)
- Office Weekly (E6)
- Cash Flow (F12)
- Print (F4)
- Exit (F16)
* Retain for checking against the manual
weekly Cash Flow report (P4105 or
ONCH 1)
Any stock unit that has not declared its cash
prior to the report being produced will not be
included.
Please note:
As this report contains the transactions for all
stock units, you only need to print one report
(not one for each stock unit)
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i *
Manual Weekly Cash Flow Report (P4105) Manual Weekly Cash Flow Report
* Complete the manual Weekly Cash Flow Form (ONCH 1)
P4105 * Complete the manual Weekly Cash Flow Form
* Check that all daily cash declarations have been ONCH 1
entered correctly * Check that all daily cash declarations have been
* Destroy Horizon Cash Flow Office Weekly entered correctly
Report * Destroy Horizon Cash Flow Office Weekly
* Despatch the Manual Cash Flow Form to the Report
local Cash Management team * Despatch the Manual Cash Flow Form to the
local Cash Management team
Page 42 horizon
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Counter Revenue Report
~ branch offices that sell retail items
Horizon Office Weekly Counter Revenue
Report
* Print this report at end of the Cash Account
we
k, after balancing all stock units
+ From the desktop menu select:
- Reports (F2)
- Office Weekly (F6)
= Counters Revenue (£10)
- Print (F4)
- Exit (F16)
* Despatch the Horizon Office Weekly Counter
Revenue Report to Chesterfield in the brown
plastic one-trip pouch at the end of the cash
account week, in accordance with existing
instructions
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DVLA V10 Report — all DVLA offices
V10 Renewal Schedule (V594)
* Complete the manual V10 Renewal Schedule
(V594) at the time of the transaction
* Associate with V10 renewal forms.
+ When V10 Renewal Schedule (V594) is full, I
or at the end of the week, complete the total Aa aa
on manual V10 Renewal Schedule (V594)
;
* Retain for checking against the Horizon
Counter Weekly V10 Report
Horizon Counter Weekly V10 Report
* Print the Horizon Counter Weekly V10
Report sete Si ANS
ce ee ed
* From the desktop menu select: ue
me
- Reports (F2) Fa pe eae Fe
- Counter Weekly (F5) eee
- v10 (&6) foot wee
- Print (F4)
Beog lotet
* Check that the manual V10 Renewal Schedule te ee OY ERT
(V594) total(s) agree with the total values &
volumes on the Horizon Counter Weekly ca eee
me si6, 2 =e
V10 Report oer teary : RS
‘eee PTR ea we
* If they do not agree, correct the error (see ‘von Gab BF ERY 0
Section 4: Correcting errors on Horizon and.
Out Of Hours procedures)
* When the figures agree reprint report , select
cut-off (F12), accept the messages and select
exit (F16)
* Retention of the Horizon Counter Weekly
V10 Report is optional
* This process can be completed on ad hoc
basis throughout the week.
* Retain the manual V10 Renewal Schedule
(V594) for the end of week despatch
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DVLA VII Report — all DVLA offices
V11 Renewal Schedule (V595)
* Complete the manual V11 Renewal Schedule
(V595) at the time of the transaction
* Associate with V11 renewal forms.
* When V11 Renewal Schedule (V595) is full,
or at the end of the week, complete the total
‘on manual VI1 Renewal Schedule (V595)
* Retain for checking against the Horizon si
Counter Weekly V11 Report ; : I
Horizon Counter Weekly V11Report orem
* Print the Horizon Counter Weekly V11
Report fete aoa
cas PH we
* From the desktop menu select:
- Reports (F2)
- Counter Weekly (F5)
- VII(E5)
- Print (F4) I oes
I sou saan
* Check that the manual V11 Renewal Schedule I Rieato
(V595) total(s) agree with the total value and I ig eine ke
volumes on the Horizon Counter Weekly I fe fo Be
V11 Report rea tats eae
i oo oe
* If they do not agree, correct the error (see I Bee rene
I
Section 4: Correcting errors on Horizon and.
Out Of Hours procedures)
* When the figures agree reprint report, select
cut-off (F12), accept the messages and select
exit (F16)
* Retention of the Horizon Counter Weekly
V11 Report is optional
* This process can be completed on an ad hoc
basis throughout the week.
* Retain the manual V11 Renewal Schedule
(V595) for the end of week despatch
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+ Complete the manual Weekly Summary of
Vehicle Licences Issued V570, in accordance
with existing instructions
* Check that the total agrees with the V10/VI1
totals on the office balance snapshot
+ Associate the V570 Summary with the
appropriate V594/V595 Schedules
+ Despatch the V10/V11 Renewal Forms, the
top copies of the V594/V595 Schedules and
V570 Summary to DVLA Swansea in the
envelope ENV 207 in accordance with
existing instructions
* Despatch the bottom copies of the V594/
V595 Schedules and V570 Summary to
Chesterfield in the brown plastic one-trip
pouch at the end of the cash account week, in
accordance with existing instructions
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Green Giro Report — all offices
Horizon Counter Weekly Green Giro
Report
Print the Horizon Counter Weekly Green,
Giro report
From the desktop menu select:
- Reports (F2)
- Counter Weekly (F5)
- Green Giros (F2)
- Print (F4)
Check that all the Green Giros encashed
appear on the Horizon Green Giro Counter
Weekly Report and the values are correct
Please note:
You must ensure that the Green Giros are sorted
into the order that they appear on the report.
Check that the Milk Token volume is correct
If they do not agree, correct the error (refer
to the corrections section in this guide)
When the report is correct, select cut-off
(F12), accept the messages and select exit
(F16)
Wrap the Horizon Green Giro Counter
Weekly Report around the Green Giros ready
for despatch
This process can be completed on an ad-hoc
basis throughout the week.
When all stock units have balanced:
Horizon Office Weekly Green Giro Report
Print the Horizon Office Weekly Green Giro
Report
From the desktop menu select:
= Reports (E2)
- Office Weekly (6)
- Green/Violet Giro (F1)
- Print (F4)
Check that all the bundles of Green Giros
appear on the report
Select cut-off (F12), accept the messages and
select exit (F16) if the report is correct
Complete an ID Docket G6311 or G6323 and
place this in front of vouchers
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* Place the vouchers, the Horizon Counter
Weekly Green Giro Report(s) and ID Docket
(G6311 or G6323) in the Green Striped
Envelope G631 or G631A
Despatch the envelope G63 1 or G631a in the
Girobank Envelope in accordance with the :
ses arse cane
existing despatch procedures
re e
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Pension and Allowance Reports — all offices
Horizon Counter Weekly P&A Report
* Print the Horizon Counter Weekly P&A
report
* From the desktop menu select:
- Reports (E2)
- Counter Weekly (F5)
= P&A Weekly (F1)
- Print (F4)
* Do not cut-off
* Check that all the Pensions and Allowances
and Milk Tokens appear on the Horizon
Counter Weekly P&A Report
+ The dockets should be sorted as per Horizon
Counter Weekly P&A Report
* Ifthe report is not correct, select exit (F16)
and correct the error (see Section 4:
Correcting errors on Horizon and Out Of
Hours procedures). Once corrections have
been completed start process again from the
desktop menu
Please remember:
Any corrections must be made against the P&A
group where the original error occured
+ When the figures agree, select cut-off (F12),
accept the messages and exit (F16)
* Fold the Horizon Counter Weekly P&A report
neatly in front of the relevant dockets and
secure with an elastic band, ensuring that the
encashment totals at the base of the report are
visable, ready for despatch
* After all stock units have balanced, the office
weekly reports must be produced
Please remember:
Any corrections must be made against the P&A.
group where the original error occured.
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Horizon Office Weekly P&A Report
P2311MA/P2311MA(b)
* Print the Horizon Office Weekly reports
* From the desktop menu select:
- Reports (F2)
- Office Weekly (F6)
- P&A P2311 MA (ES) / P2311(b)MA/P&A
summary (F4)
- Print (F4)
- Exit (F16)
* Check that the totals on the batches of
pension dockets agree with the Horizon
Office Weekly Report totals P2311MA
* Place the P2311(b)MA and P&A summary in
front of the batch of pension dockets ready
for despatch in accordance with existing
instructions
Page 50 horizon
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Despatch the P&A dockets, Horizon Counter
Weekly P&A Report and the Horizon Office
Weekly Report P2311(b)MA and P&A
summary in the white One-Trip Envelope
Misc 551/552 to DSS Lisahally at the end of
the week, in accordance with existing
instructions
Despatch the Horizon Office Weekly Report
P2311MA to Chesterfield in the brown
plastic one-trip pouch at the end of the cash
account week, in accordance with existing
instructions
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Page 51
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Milk Token Summary — all offices
Manual Weekly Record and Reconciliation
of Milk Tokens form P3890
* Complete the manual Weekly Record and
Reconciliation of Milk Tokens form P3890
+ Obtain the number of P&A Milk ‘Tokens
issued from the Horizon Office Weekly
Report P2311MA
* Enter these on form P3890
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* Obtain the number of Green Giro Milk
Tokens issued from Horizon Green Giro
Office Weekly Report
* Enter these on form P3890
* Reconcile figures in accordance to existing
instructions
* Despatch the top copy of form P3890 in
white One-Trip Envelope Misc 551 / 552 to
DSS Lisahally at the end of the week, in
accordance with existing instructions
+ Retain bottom copy of P3890 in your office
for 2 years
OR ERIM GF BO, SNERITY MRC
To amen
HAND INTO PHGINALE
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i I
“> horizon Page 53
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Redeemed Stamps Weekly Report — all offices
* Complete the Saving Stamp Envelopes in
accordance with existing instructions
Horizon Office Weekly Redeemed Saving
Stamp report
* Print the Horizon Redeemed Stamp Office
Weekly Report
- Produce this after all stock units have
balanced
* From the desktop menu select:
- Reports (F2)
= Office Weekly (F6)
- Redeemed Stamp (£7)
- Print (F4)
- Exit (F16)
+ Check that the saving stamp envelope totals
agree with the Horizon Redeemed Stamp
Office Weekly Report total
* If they do not agree, correct the error (see
Section 4: Correcting errors on Horizon and
Out Of Hours procedures)
+ Record the number of envelopes against each
stamp type, and the total number of
enyelopes on the Horizon Redeemed Stamp
Report — as shown in example
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This step is mandatory for BOs
+ Complete the reverse of the existing manual I
Redeemed Stamp Summary P3731MA and I I
staple it to the back of the Horizon :
Redeemed Stamp Office Weekly Report
For information on completing form P3731MA
see the relevant section in the Counters
Operations Manual
* Despatch in brown plastic one-trip pouch
* Wrap Horizon Redeemed Stamp Office
Weekly Report around Redeemed Stamp
envelopes ready for despatch
+ Despatch the Redeemed Stamp envelopes and
the Horizon Office Weekly Report to
Chesterfield in the brown plastic one-trip
pouch at the end of the cash account week, in
accordance with existing instructions
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Postal Orders (PO) Paid Report — all offices
Produce Horizon Counter Weekly PO Paid
Report
Page 56
Print the Horizon Counter Weekly PO Paid
report
From the desktop menu select:
- Reports (E2)
- Counter Weekly (F5)
~ POs Paid (£3)
- Print (F4)
Check that the total volume and value of POs
paid and stamps agrees with the Horizon
Counter Weekly PO Paid Report
If they do not agree, correct the error (see
Section 4: Correcting errors on Horizon and
Out Of Hours procedures)
When the figures agree reprint report, select
cut-off (F12), accept the messages and exit
(E16)
After the stock unit has balanced complete
the manual PO Encashed Form P492 MA
Check that the POs paid total on the P492MA
agrees with the POs paid total on the Horizon
Counter Weekly PO Paid Report
If they do not agree, correct the error (see
Section 4: Correcting errors on Horizon and
Out Of Hours procedures)
Wrap the manual Form P492MA around the
POs paid
Despatch the POs paid, and the form P492
MA to Chesterfield in the brown plastic one-
trip pouch at the end of the cash account
week in accordance with existing
instructions (refer to the Counter Operations
manual)
Destroy the Horizon PO Paid Counter Weekly
Report
horizon
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For Multiple Stock Unit Offices
Manual PO Paid Summary (P490)
* Complete the manual PO Paid Summary
(P490)
Horizon Counter Weekly PO Paid report
* Print the Horizon Counter Weekly PO Paid
report
« From the desktop menu select:
- Reports (F2)
- Counter Weekly (F5)
- POs Paid (F3)
- Print (F4)
+ Check that the total volume and value of POs
paid and stamps agree with P490
* If they do not agree, correct the error (see
Section 4: Correcting errors on Horizon and
Out Of Hours procedures)
* When the figures agree reprint report, select
cut-off (F12), accept the messages and exit
(E16)
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* Summarise the forms P4+90s on form
Summary of Dockets P90 anaes
P2037MA ‘Suaeitinesatiore Shwety PROD Ha MA seieaieel
* Check the value and volumes agree with the
office snapshot
When all stock units have balanced
+ Despatch the POs paid, the P490s and
P2037MA to Chesterfield in the brown
plastic one-trip pouch at the end of the cash
account week in accordance with existing
instructions (refer to the Counters
Operations manual)
+ Destroy the Horizon PO Paid Counter Weekly
Report
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Miscellaneous Transactions Report — all offices
Horizon Counter Weekly Miscellaneous
Transactions Report
* Print the Horizon Counter Weekly
Miscellaneous Transactions report
* From the desktop menu select:
- Reports (E2)
- Counter Weekly (F5)
= Misc Transaction (F16)
- Print (F4)
- Exit (F16)
* Use this report to check volume and value of
transactions for which there is no specific
report, ¢.g. MVL SORN, Bureau de Change,
etc.
Please note:
Although this is a weekly report, it can be
produced on an ad hoc basis throughout the
week. The figures on this report are cumulative,
however, if the ‘cut off” option is selected, the
figures for all products on the report will be cut
off. This will mean that any transactions
performed that are listed on the current reprot
will not be included on the next report
produced.
> horizen
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Suspense Account Report — all offices
Produce the Horizon Office Weekly
Suspense Account Report
+ Print the Horizon Office Weekly Suspense ie mene mk
Account report
* From the desktop menu select:
- Reports (F2)
~ Office Weekly (E6)
= Suspense Account (F11)
- Print (F4)
* Check that any vouchers / RD cheques and
supporting documentation appear on the
printed report and there are no negative
figures
* Ifthe report is incorrect, correct the error
(see Section 4: Correcting errors on Horizon.
and Out Of Hours procedures)
+ Exit (F16)
* Retain the report in the office for two years
Page 60 horizon
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Transfer Reconciliation / Unreconciled Transfer Reports
~ multiple stock unit offices only
Horizon Office Weekly Reconciliation
Transfer Report
* Print the Horizon Office Weekly
Reconciliation Transfer report
* From the desktop menu select:
- Reports (F2)
- Office Weekly (F6)
= Trans recon (F14)
Print (E4)
- Exit (F16)
Horizon Office Weekly Unreconciled
Transfer Report
* Print the Horizon Office Weekly
Unreconciled Transfer report
+ From the desktop menu select:
- Reports (F2) vb it it «
~ Office Weekly (F6)
~ Unrecon Trans (£13)
~ Print (F4)
- Exit (F16)
* If transfers are outstanding, ensure they are
proces
completing transfe
Reports; Transfers
ed accordingly. For information on
, see Section 1: Daily
* Destroy the Horizon Transfer reconciliation/
Unreconciled Transfer Office Weekly Reports
© horizon Page 61
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Remittance Summaries Report — all offices
Horizon Counter Weekly Remittance
report
* Print the Horizon Counter Weekly
Remittance report
* From the desktop menu select:
- Reports (E2)
- Counter Weekly (F5)
= Rems Summary (F15)
- Print (F4)
* Ifthe report is incorrect, correct the error
(refer to corrections section in this guide)
- Exit (F16)
* Destroy the Horizon Report for Rems
summary
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Section 3:
ss which can be done before close of business on Balance Day
Complete Counter Daily Reports - see Section 1; Daily Reports
Summarise large volume products during balance day such as pensions and allowances, green giros
etc.
Prepare despatch forms and envelopes
Step by step:
Complete Counter Daily Reports (of transactions taken after cut-off)
Complete Counter Weekly Reports — see Section 2: Weekly Reports
Post figures to the Suspense Account
Record non-accounting data (Table 10g) and parcel traffic (Table 12)
Produce stock unit Balance Snapshot and carefully check figures
Declare Non-value stock
Declare Stamps
Adjust Stock
Declare Cash
View discrepancies
Ensure shared stock unit users are logged off
Produce Trial Balance report
Roll stock units over into next CAP or Balance Period — apart from ‘Out of Hours’ (OOH) stock unit
Print office snapshot report ~ optional
Print all mandatory Office Weekly reports — see Section 2: Weekly Reports
Complete all other outstanding manual Summaries
Confirm Non-value stock Declaration
Balance and rollover OOH stock unit
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g
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a
Produce Trial Cash Account report
Errors found after Stock Unit(s) Rollover
Produce final Cash Account
Check office rollover into next CAP
Despatch Cash Account and Summaries
Extending the Cash Account period
Other end of week activites
Print an OBCS Stoplist
Do not make manual amendments to the Cash Account as Chesterfield receive an electronic version
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Section 3: Balancing and Suspense Account
Balance Day
On Balance Day you can prepare for balancing throughout the day in order to save time later. This should
only be done at quiet times and should not impact on customer service. The following list of activities
take you through a recommended series of steps which you can use as a checklist prior to and during
balancing.
Close of Business
Remember to switch on the A¢4 Printer and ensure that the printer has an adequate supply of paper
(approx. 25 sheets).
1&2. Complete Counter Daily Reports and Counter Weekly Reports
* The Daily Reports include the Daily Cash Declaration, in addition to the Declare Cash which is part of
the stock unit balance process
* All daily transactions, accepted after the authorised cut-off time, must be summarised and additional
reports completed before you balance with the Horizon system. They cannot be held in the Suspense
Account. This means that you may need to complete two daily despatches on balance day for some
transactions i.e. One when the postman comes at your cut-off time during the day and another at the
close of business before you balance, although these may not leave the office until the following day.
Even though the second despatch may not leave the office until the following day the summaries/
BCVs must have the balancing day’s date and week number entered on them or errors will be
generated.
3. Post figures to the Suspense Account (unclaimed payments and uncharged receipts) as
necessary and print report
* For details of posting and removing items to and from the Suspense Account, see the Suspense
Account section within this document
+ You must print the Suspense Account report before producing the Cash Account. In multi-stock
offices, only one stock unit will need to produce this report
* The only exception to this is when nothing is being held in the Suspense Account
4, Record non-accounting data (table 10g) and parcel traffic (table 12)
* From the desktop menu select:
- Transactions (F1)
- Non Accounting Data (F14) / Parcel Traffic (F15)
* This activity will need to be undertaken prior to the stock being rolled over into the next cash account
period
In multi-stock offices, non-accounting data and parcel traffic can either be entered individually by users
or the total for the whole office can be entered onto one stock unit. To prevent errors, i.e. duplication of
entries, it is recommended that one person/stock be assigned to enter the figures for the whole office.
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5. Produce Stock Unit Balance Snapshot and carefully check figures
* From the desktop menu select:
- Stock Balancing (F4)
- Bal Snapshot (F5)
- Print (F4)
* Check the Balance Snapshot carefully, ensuring that the system held stock figures match your actual
stock holdings. Use the adjust stock facility to rectify any discrepancies, see step 8. Adjust Stock on
page 66
* Reconcile all receipt and payment transaction totals for which no report is available with the
supporting vouchers / documentation
* Discrepancies with receipt and payment transactions should be rectified before proceeding further by
entering missing transactions or by reversing transactions entered incorrectly (i.e. overstated or
duplicated transactions)
6. Declare Non-value stock
* From the desktop menu select:
- Stock Balancing (F4)
- Declare Non-value stock (F11)
Print (F4)
* Enter on the system the total holdings of non-value stock items (note that non-value stock declarations
are carried forward from the previous CAP allowing them to be edited if required).
* Offices with shared stock units will need to undertake more than one declaration if more than one
user has non-value stock to declare. In such cases, ensure that separate declaration ID numbers are
used for each for each portion of non-value stock.
7. Declare Stamps
* From the desktop menu select:
- Stock Balancing (F4)
= Declare Stamps (F2)
- Print (F4)
+ Enter on the system the totals of cach denomination of stamp (excluding Ist and 2nd class) held in
your stock
* Offices with shared stock units may be required to undertake more than one declaration if more than
one user has stamps to declare. In such cases, ensure that separate declaration ID numbers are used for
each portion of stock
8. Adjust Stock
* From the desktop menu select:
- Stock Balancing (F4)
= Adjust Stock (F4)
* Check actual stock on hand agrees with balance snapshot
* Any discrepancies should be re-checked before making an adjustment
* Check that the totals shown on the ‘postage stamp’ figure on the Balance Snapshot matches the total of
stamps you have declared
+ Any discrepancies should be re-checked before making an adjustment
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+ If you adjust your stamp figure after a stamp declaration you will need to check your original
declaration and confirm it is correct, i.e. select the confirm option
Please note:
Adjustment of stock is the recommended method of ensuring that system totals and actual stock holdings
agree. However, an alternative method to stock adjustment is to make a stock declaration. This entails
declaring your stock holdings as opposed to adjusting the system held totals. If you have used the method
of stock declaration and you subsequently need to make an amendment to the stock you must re-declare
the stock on the system.
9. Declare Cash
* From the desktop menu select:
= Stock Balancing (F4)
= Declare Cash (F1)
= Print (F4)
* Enter your total cash holdings by denomination. Offices with shared stock units may be required to
undertake more than one declaration (i.e. where more than one user has cash to declare). In such
cases, ensure that separate declaration ID numbers are used for each portion of cash
10. View Discrepancies
* From the desktop menu select:
= Stock Balancing (4)
= Discrepancies (F8)
+ The system may display a list of cash and stock discrepancies
11. Ensure Shared Stock Users are Logged Off
* Before producing a Trial Balance Report, ensure that only one user is logged on to the stock unit (i.e.
the user who is producing the trial balance report)
12. Produce Trial Balance Report
* From the desktop menu select:
- Stock Balancing (F4)
- Balance Report (£6)
- Print (F4)
* Once the trial balance has been produced, check that all totals are correct.
* If totals are correct proceed to rollover (step 13. Roll Stock Units over into the next Cash Account
Period or Balance Period on page 67)
+ If there are still discrepancies, touch the exit (F16) icon (do not rollover) and adjust stock/redeclare
or enter missing receipts/ payments transactions or reverse incorrect transactions as required.
+ Once you have investigated the discrepancies and/or made re-declarations you will need to repeat the
Produce balance report process
13. Roll Stock Units over into the next Cash Account Period or Balance Period
* After the balance report has been produced and you are satisfied that all totals are correct, select:
- Rollover (F12)
- Select CAP or BP (Balance Period)
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By selecting the rollover option the stock unit final balance will automatically be produced
* Ifyour office performs out of hours transactions, for example if you are an on-line lottery office,
you should see the Out Of Hours (OOH) procedures in Section 4
* You will also need to ensure that inactive stock units (i.e. stock units where no transactions have
taken place during that Cash Account week) are also rolled over. To rollover an inactive stock unit
use the following icon sequence:
* From the desktop menu select:
- Office Balancing (F8)
- Inact SU roll (F9)
Please note:
This activity can only be performed by users with manager level access
There are many reasons why an inactive stock unit fails to roll over. For more information see Horizon
System User Guide; Balancing; General stock unit activities; Rolling over an inactive stock unit.
14, Print Office Snapshot Report
Please note:
This report is optional for single stock offices.
* Print an Office Snapshot Report
* From the desktop menu select:
- Office Balancing (F8)
- Office Snapshot (F1)
- Print (F4)
* Check receipts and payments totals against manual records in multi stock offices.
15. Print all mandatory Office Weekly Reports — see Section 2
16. Complete all other outstanding manual Summaries; i.e summaries that are required
but are not produced by the system
17. Confirm Non-value Stock Declaration
* From the desktop menu select:
- Office Balancing (F8)
= Confirm Non-Val (F2)
* Confirmation of non-value stock needs only to be undertaken by one user as performing the activity
confirms the non-value stock totals for the whole office. The user undertaking this must have manager
level access.
* A printed report of the non-value stock holdings should be produced and the figures checked against
the actual stock holdings. Any discrepancies should be rectified by editing the appropriate incorrect
declaration after completion of the Cash Account.
* For SAP ADS to receive the amended figures any alterations to a non-value stock declaration must take
place on the same day as the Cash Account
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18. Balance and Rollover OOH Stock unit
For information about balancing and rolling over a stock unit see Horizon System User Guide; Balancing;
Balancing an individual stock unit; Balancing a stock unit (for individual stock units) or Horizon System
User Guide; Balancing; Balancing a shared stock unit; Balancing a stock unit (for shared stock units).
19, Produce Trial Cash Account Report
* Print a Trial Cash Account Report
* From the desktop menu select:
- Office Balancing (E8)
- Cash Account Report (F6)
- Print (F4) / Preview (F8)
+ The trial cash account is the last opportunity for checks to be made before producing the cash
account. Retention of this report is optional.
20. Errors found after Stock Unit(s) Rollover
* If an error is found prior to Cash Account rollover, but after all stocks have been balanced and rolled
over, a new stock unit will need to be
ated to rectify the error. Note that the stock unit must be
created before the final Cash Account is produced (see correction section of this guide)
21. Produce Final Cash Account
* Rollover (F12)
* By selecting the rollover option 2 copies of the Final cash account will be automatically produced
22. Check Office rollover into next CAP
+ From the desktop menu select:
- Office Balancing (E8)
= Office CAP (F10)
+ If you have rolled over correctly the new CAP will be displayed
23. Despatch Cash Account and Summaries
* Sign and datestamp both copies of the Cash Account
+ Send one copy to Chesterfield in the brown one-trip pouch
* Retain the 2nd copy in the office for 6 years
24, Extending the Cash Account Period (CAP)
This procedure can only be performed once authority has been obtained from your RNM via Network
Business Support Centre on 0845 6011022.
The procedure to extend the CAP must be carried out during the Cash Account Period preceding the one
you want to extend and before you have balanced any stock units.
Please note:
If permission has been given not to perform a Cash Account for week 03 and 04 and to produce a three
week Cash account in week 05, the procedure to extend the Cash account must be selected during week
02 before any stock unit balances and rolls into CAP 03. Once the Cash account has been produced in
week 05 the system will reset back to normal.
* To extend the Cash Account period use the following icon sequence
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+ From the desktop menu select:
Office Balancing (8)
- Extended CAP (E11) (By selecting this icon you will now be able to choose to extend the cash
account by 2 or 3 weeks)
The Extended CAP icon must be selected before starting to balance
Please remember:
Do not make manual amendments to the cash account as Chesterfield receive an electronic version.
Other End of Week Activities
1. Print OBCS Stoplist
* This report must be produced at the close of business on a Wednesday
* Print an OBCS stoplist for each counter position
* From the desktop menu select:
= Reports (E2)
OBCS Stops (F10) in case of system failure
Print (F4)
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Suspense Account
Overview
Suspense Account is the section of the Cash Account previously known as Unclaimed Payments (Table 2),
Authorised Cash Shortages (Table 2A) and Uncharged Receipts (Table 3) (see below). This section
clarifies the reasons for using the Suspense Account and how to move items into and redeem items from.
Suspense. All of the icons which move products to, and redeem from the Suspense Account, can be found
by the following selection process.
* From the desktop menu select:
- Transactions (F1)
- House Keeping (F13)
- The relevant icon
Please remember: The products work ‘as matching pairs
~ whichever product you select to move an
item to the Suspense Ac
from the same place.
count has a partner which you must use to redeem that item
For example: Within ‘Losses tbl 2A” one of the products available is ‘Loss A to Table 2A’. Its partner
within the ‘Loss rdmd’ option is ‘Loss A redeemed’.
If you do not use the icons in pairs it will create errors in your Cash Account.
For example: Potential errors following an incorrect Suspense Account transaction could result in
negative stock or inflated values.
Therefore extreme care should be taken when moving and redeeming items which have more than one
line on the Cash Account (i.e. Losses, Gains and RD Cheques).
Only the following items can be held in the Suspense Account:
Uncharged Receipts
* Gains
*
* Rem shortages
+ Migration?
+ Pre-purchas
see Horizon System User Guide; Transactions - Other - Part one; Transfers & remittances; Dealing
with a remittance discrepancy.
The Migration option can be used by the Horizon Field Support Officer (HESO) at the time Horizon is
installed in your office, where products are not currently available on your system. If it is used, the HFSO.
will explain how to deal with any items contained within this section of the Suspense Account and will leave
a manual form (TP1).
The item(s) will need to be removed from the Suspense Account when the missing product becomes
available. Failure to remove these items from the Suspense Account could result in inaccurate calculation of
remuneration, and settlements not being made to clients.
see Horizon System User Guide; Transactions - Serve Customer - Part three; Miscellaneous; Pre-purchase
transactions.
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Unclaimed Payments
* Rem shortages”
. Migration!
* Vouchers
* POCL chequest
* RD chequest
* Authorised Cash Shortages (TBL 2A)
see Horizon System User Guide; Transactions - Other - Part one; Transfers & remittances; Dealing
with a remittance discrepancy.
‘The Migration option can be used by the Horizon Field Support Officer (HFSO) at the time Horizon is
installed in your office, where products are not currently available on your system. If it is used, the HESO.
will explain how to deal with any items contained within this section of the Suspense Account and will leave
a manual form (TP1).
The item(s) will need to be removed from the Suspense Account when the missing product becomes
available. Failure to remove these items from the Suspense Account could result in inaccurate calculation of
remuneration, and settlements not being made to clients.
The system will not allow you to balance if you are holding these items as value stock or methods of
payment (MOP). Therefore, you must move these items to the Suspense Account before the Stock Unit is
balanced and rolled into the next CAP. The items must then be removed from the Suspense Account the
following day. For further information, see Horizon System User Guide; Transactions - Other - Part tw
Miscellaneous; RD cheques, Vouchers and POCL cheques.
If you have any other products which you think should be moved to the Suspense Account, and you need
authorisation, you must contact the NBSC (0845 6011022) for the correct advice.
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Dealing with losses — offices authorised to hold losses
Please note: —_This section is intended for branch offices and other offices that have received authority
from their Retail Network Manager to hold a loss. All other offices must refer to the
procedure described in Section 3: Dealing with losses ~ other offices
Any losses incurred within stock units that are not being ‘made good’ should be moved to the Suspense
Account (Unclaimed Payments) after the production of the final balance and CAP (not BP) rollover. This
must be done using the stock unit in which the loss occurred.
It is important that these instructions are followed carefully as offices that previously operated ECCO
would not have needed to post a loss to the Suspense Account prior to Horizon being implemented.
Failure to post a loss to suspense will mean that the loss will remain with the stock unit
Move any loss incurred to the Suspense Account directly after completing Stock Unit
Balance and CAP Rollover
+ From the desktop menu select:
- Transactions (F1)
- Housekeeping (F13)
- Losses tbl 2a (F14)
The system will display a picklist of loss products:
* Scroll down to the appropriate product and select ‘Select’ (F1)
* Enter the amount of the loss
* Select the Y option
* Select the ‘Finish’ option
* Print a receipt (by pressing the RECPT key) and attach this to the stock unit balance report
Please note: — The following activities are optional but will ensure the stock unit will commence the
new CAP with a net discrepancy of zero. You will need to undertake the declarations
before the stock unit is used for further transactions (i.e. perform the declarations either
that same evening or the following day - before any other activities are performed on the
stock unit)
Complete a cash and stamp declaration using the EXACT figures declared for the stock unit
balance
Please remember: When making cash and stamp declarations you must ensure that the figures are
entered against the appropriate denominations (e.g. declare 1p stamps against Ip, 2p
stamps against 2p etc) as declarations are transmitted to SAP ADS to be used for cash
and stock replenishment purposes.
To make a Stamp Declaration
+ From the desktop menu select:
= Stock Balancing (F4)
= Decl Stamp (F2)
= Providing figures have been declared correctly there will be no discrepancy
To make a Cash Declaration
* From the desktop menu select:
= Stock Balancing (F4)
= Decl Cash (F1)
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Individual stock units: Provided cash has been declared correctly, the system will display a
compensatory gain discrepancy for the same amount as the loss incurred as part of the balance.
Shared stock units: To check that you have declared your cash correctly you will need to view the
discrepancy.
To view discrepancies
* From the Desktop menu select:
- Stock Balancing (F4)
- Discrepancies (F8)
- Provided cash has been declared correctly, the system will display a compensatory gain
discrepancy for the same amount as the loss incurred as part of the balance.
By following this procedure all stock units will start the new CAP with a net discrepancy of zero. Should
any discrepancies be shown later in the week, they will be as a result of work carried out during the
current CAP.
By [i
E.g. Week One Week Two
* Stock Unit incurs loss of £10 * Loss total will show £10
* Loss total will show £10 * Gain total will show £10
* Gain total will show nil * Net discrepancy = nil
* Net discrepancy = £10 short Should the net discrepancy be any other
amount, this will be the stock unit discrepancy
After CAP rollover office/stock holder enters the .
for this particular CAP.
£10 loss into Suspense Account via the appropriate
loss product, for example, ‘Loss A to Table 2A’ and
declares cash and stamps.
ale
Any losses held in the Suspense Account must be redeemed in line with POCL business rules, For farther
information:
- Branch Offices refer to the Horizon System User Guide; Transactions - Other - Part two; Losses,
gains & error notices; Dealing with a branch office loss or gain.
- Other offices refer to the Horizon System User Guide; Transactions - Other - Part two; Losses, gains
& error notices; Dealing with losses or gains in offices other than branch offices.
Agency offices
Some agency offices have an agreement with Post Office Counters Ltd to hold all losses and gains in the
Suspense Account for a specified period. In these instances, amounts can be held in the Suspense Account
and adjusted in accordance with the agreement.
The net discrepancy must be adjusted within the timescales laid down in the terms of the agreement.
Failure to do so may render the company in breach of its contract.
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Dealing with gains — offices authorised to hold gains
Please note: This section is intended for branch offices and other offices that have received authority
from their Retail Network manager to hold a gain. All other offices must refer to the
procedure described in Section 3: Dealing with gains ~ other offices.
Any gains incurred within stock units that are not being ‘made good’ need to be moved to the Suspense
Account (Uncharged Receipts) after the production of the final stock unit balance and CAP (not BP)
rollover. This will need to be done using the stock unit in which the gain occurred.
It is important that these instructions are followed carefully as offices that previously operated ECCO
would not have needed to post a gain to the Suspense Account prior to Horizon being implemented.
Failure to post a gain to suspense will mean that the gain will remain with the stock unit.
Move any gain incurred to the Suspense Account directly after completing Stock unit
Balance and CAP Rollover
+ From the desktop menu select:
- Transactions (F1)
- Housekeeping (F13)
- Gains UR in (F13)
The system will display a picklist of gain products:
* Scroll down to the appropriate product and select ‘Select’ (F1)
* Enter the amount of the gain
* Select the Y option
* Select the ‘Finish’ option
* Print a receipt (by pressing the RECPT key) and attach this to the stock unit balance report
Please note: — The following activities are optional but will ensure the stock unit will commence the
new CAP with a net discrepancy of zero. You will need to undertake the declarations
before the stock unit is used for further transactions (i.e. perform the declarations either
that same evening or the following day — before any other activities are performed on the
stock unit)
Complete a cash and stamp declaration using the EXACT figures declared for the stock unit
balance
Please remember: When making cash and stamp declarations you must ensure that the figures are
entered against the appropriate denominations (e.g. declare 1p stamps against Ip, 2p
stamps against 2p etc) as declarations are transmitted to SAP ADS to be used for cash
and stock replenishment purposes.
To make a stamp declaration
+ From the desktop menu select:
= Stock Balancing (F4)
- Decl Stamps (F2)
- providing figures have been declared correctly, there will be no discrepancy
To make a cash declaration
* From the desktop menu select:
= Stock Balancing (F4)
= Decl Cash (F1)
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Individual stock units: Provided cash has been declared correctly, the system will display a
compensatory loss discrepancy for the same amount as the gain incurred as part of the balance,
Shared stock units: To check that you have declared your cash correctly you will need to view the
discrepancy.
To view discrepancies
From the Desktop menu select:
- Stock Balancing (F4)
- Discrepancies (F8)
- Provided cash has been declared correctly, the system will display a compensatory loss discrepancy
for the same amount as the gain incurred as part of the balance.
By following this procedure all stocks will start the new CAP with no discrepancies. Should any
discrepancies be shown later in the week they will be as a result of work carried out during the current
CAR
pre : bs
E.g. Week One Week Two
* Stock Unit incurs gain of £10 + Loss total will show £10
* Loss total will show nil + Gain total will show £10
* Gain total will show £10 * Discrepancy = nil
+ Net discrepancy = £10 (over) Should the net discrepancy be any amount
After CAP rollover office/stockholder enters £10 ther than nil this will be the stock unit
excess into Suspense Account via the appropriate
gain product, for example, ‘Gain A to UR’, and
declares cash and stamps.
ale
Any gains held in the Suspense Account must be redeemed in line with current POCL business rules, For
information on redeeming gains from the Suspense Account:
discrepancy for this particular CAP
- Branch offices, refer to Horizon System User Guide; Transactions - Other - Part two; Losses, gains
& error notices; Dealing with a branch office loss or gain.
- Other offices, refer to Horizon System User Guide; Transactions - Other - Part two; Losses, gains &
error notices; Dealing with losses or gains in offices other than branch offices.
Agency offices
Some agency offices have an agreement with Post Office Counters Ltd to hold all losses and gains in the
Suspense Account for a specified period. In these instances, amounts can be held in the Suspense Account
and adjusted in accordance with the agreement.
The net discrepancy must be adjusted within the timescales laid down in the terms of the agreement.
Failure to do so may render the company in breach of it’s contract.
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Dealing with losses — other offices
Please note: — This procedure must be used by offices other than branch offices when a loss is incurred
that needs to be made good. For dealing with a loss in branch offices and losses in other
offices which your Retail network manager has agreed can be held within the Suspense
Account, refer to the procedure described in see Section 3: Dealing with losses — offices
authorised to hold losses.
In other offices, there is a distinction between losses which an office has authority to hold within the
Suspense Account and those which need to be made good.
If a loss is discovered on balancing a stock unit, it should be made good directly after rollover to the next
CAP. If the loss is the result of a known error, for which an error notice will be issued, the amount can be
moved to the Suspense Account and authority to hold the amount sought from the retail network
manager (via the Network Business Support Centre on 0845 601 1022 who will provide you with a call
reference to associate with the loss). In addition to this, if the loss is of such a value that making it good
would result in financial hardship, the amount may be moved to the Suspense Account and permission
sought from your retail network manager, to hold the loss pending a compensating error coming to light.
Making Good Losses
If you have not obtained authority to hold a loss within the Suspense Account, you will need to make
good the discrepancy after the final stock unit has rolled to the next CAP
Make good the loss
* This involves placing the cash for the amount of the loss in your till
Please note: — The following activities are optional but will ensure the stock unit will commence the
new CAP with a net discrepancy of zero. You will need to undertake the declarations
before the stock unit is used for further transactions (i.e. perform the declaration either
that same evening or the following day before any other activities are performed on the
stock unit)
Complete a stamp declaration using the EXACT figures declared for the stock unit balance
Please remember: When making cash and stamp declarations you must ensure that the figures are
entered against the appropriate denominations (e.g. declare Ip stamps against Ip, 2p
stamps against 2p etc) as declarations are transmitted to SAP ADS to be used for cash
and stock replenishment purposes.
To make a stamp declaration
* From the desktop menu select:
= Stock Balancing (F4)
= Decl Stamps (F2)
= Providing figures have been declared correctly there will be no discrepancy
Complete a cash declaration entering your actual cash holdings including the cash placed in
the till to make good the loss
* From the desktop menu select:
- Stock Balancing (£4)
- Decl Cash (F1)
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Individual stock units: Provided cash has been declared correctly, the system will display a
compensatory gain discrepancy for the same amount as the loss incurred as part of the balance.
Shared stock units: To check that you have declared your cash correctly you will need to view the
discrepancy.
To view discrepancies
* From the Desktop menu select:
- Stock Balancing (F4)
- Discrepancies (F8)
- Provided cash has been declared correctly, the system will display a compensatory gain
discrepancy for the same amount as the loss incurred as part of the balance.
By following this procedure all stock units will start the new CAP with a net discrepancy of zero. Should
any discrepancies be shown later in the week, they will be as a result of work carried out during the
current CAP.
ETT
_ Eg. Week One Week Two
Stock Unit incurs loss of £10 * Loss total will show £10
Loss total will show £10 * Gain total will show £10
Gain total will show nil + Net discrepancy = nil
+ Net discrepancy = £10 short Should the net discrepancy be any amount
- After CAP rollover office/stock holder makes good ther than nil this will be the stock unit
- the £10 loss and re-declares cash and stamps discrepancy for this particular CAR
alae
Obtaining authority to hold a loss in suspense
If a loss is moved to the Suspense Account, the retail network manager must be contacted (via Network
Buisness Support Centre on 0845 601 1022) the day after the balance has taken place to seek permission
to hold the amount. Your retail network manager will provide you with written authority to hold the
loss, which will also have an end date. If a compensating error has not been revealed by the end of the
authority period, the amount must be removed from the Suspense Account and the loss made good.
If the retail network manager refuses authority to hold the amount, it should be removed from the
Suspense Account and made good before the end of the next balance period.
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Dealing with gains — other offices
Please note: This procedure must be used by offices other than branch offices when a gain is incurred
and is adjusted by removing money from the till (after balance). For dealing with gains
in branch offices and gains in other offices which your Retail network manager has
agreed can be held within the Suspense Account, refer to the procedure described in see
Section 3: Dealing with gains ~ offices authorised to hold gains.
Any gains incurred in a stock unit can be dealt with either by moving the gain to the Suspense Account or
removing money from the till.
If a large counter gain is discovered on balancing a stock unit, the amount should be moved to the
Suspense Account directly after rollover to the next CAP. Ifa gain is moved to the Suspense Account, your
retail network manager must be contacted the day after the balance has taken place to seek permission to
hold the amount. Your retail network manager will provide you with written authority to hold the gain,
which will also have an end date. If a compensating error is not revealed at the end of the authority
period, the gain may be withdrawn from post office funds and the amount removed from the Suspense
Account. If an error comes to light after the money has been withdrawn it must be made good with
immediate effect.
Removing money from the till
If you have not obtained authority to hold a gain within the Suspense Account, you will need to correct
the discrepancy after the stock unit has been balanced and rolled over to the next CAP.
Move any gain incurred directly after completing Stock Unit Balance and CAP Rollover
* Remove the cash for the amount of gain from your till
Please note: — The following activities are optional but will ensure the stock unit will commence the
new CAP with a net discrepancy of zero. You will need to undertake the declarations
before the stock unit is used for further transactions (i.e. perform the declarations either
that same evening or the following day before any other activities are performed on the
stock unit)
Complete a stamp declaration usign the exact figures declared for the stock unit balance
Please remember: When making cash and stamp declarations you must ensure that the figures are
entered against the appropriate denominations (e.g. declare Ip stamps against Ip, 2p
stamps against 2p etc) as declarations are transmitted to SAP ADS to be used for cash
and stock replenishment purposes.
To make a stamp declaration
* From the desktop menu select:
= Stock Balancing (F4)
- Decl Stamps (E2)
- Providing figures have been declared correctly there will be no discrepancy
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After removing the gain from the till complete a cash declaration entering your new cash
holdings.
To make a cash declaration
* From the desktop menu select:
- Stock Balancing (F4)
- Decl Cash (F1)
Individual stock units: Provided cash has been declared correctly, the system will display a
compensatory loss discrepancy for the same amount as the gain incurred as part of the balance.
Shared stock units: To check that you have declared your cash correctly you will need to view the
discrepancy.
To view discrepancies
From the Desktop menu select:
= Stock Balancing (£4)
- Discrepancies (F8)
- Provided cash has been declared correctly, the system will display a compensatory loss discrepancy
for the same amount as the gain incurred as part of the balance.
By following this procedure all stock units will start the new CAP with a net discrepancy of zero. Should
any discrepancies be shown later in the week they will be as a result of work carried out during the
current CAP.
7
Week Two
Stock Unit incurs gain of £10 * Loss total will show £10
Loss total will show nil * Gain total will show £10
Gain total will show £10 » Discrepancy = nil
Net discrepancy = £10 (over) Should the net discrepancy be any amount
other than nil this will be the stock unit
discrepancy for this particular CAP
Afier CAP rollover office/stock holder removes the
excess £10 and re-declares cash and stamy
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Section 4
$eanpas0ig SANOH{ JO INO
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Section 4: Correcting errors on Horizon and
Out Of Hours procedures
Errors found when checking reports before ‘cut-off’
Reports produced from the Horizon system must be checked against the actual supporting dockets on
ted.
hand or the supporting information before the cut-off is sel
If an error is discovered it must be corrected. The report reproduced from the Horizon system should not
be ‘cut-off” until the dockets/supporting information agrees with the report.
This type of error is corrected by using either:
* The reversal facility (where the original transaction has been entered incorrectly)
* By entering a new transaction (where the original transaction has not been entered at all)
* Combination of the two (reversing the original transaction and then entering the transaction
correctly). See Examples I to 3 below.
Please note:
If an Alliance and Leicester Girobank transaction has been reversed before the Alliance and Leicester
Girobank report is produced both the reversal and the original transaction will not be shown on the
report.
Horizon report SYPPOTHME possible cause Solution Horizon report
dockets after correction
Example I Docket C has not Do not select cut-off.
A 12.00 been entered on _Enter Docket C on the 12.00
12.00 the system system. 3.79
4379 B 43.79 . 36.90
. Re-print the report. “Sf
92.69
55.79 Cc 36.90 Select cut-off.
Example 2 Entry on report for Do not select cut-off.
A 12.00 24.00 with no Complete a reversal for
12.00 supporting docket. the incorrect entry.
4379 B 43.79
. Re-print the report.
pong Cc 36.90 Select cut-off.
116.69
Example 3 Docket C entered Do not select cut-off.
A 12.00 as 39,60 instead of I Complete a ‘Reversal’ for 12.00
12.00 Boga (36:90: the entry for 39.60. eae
43.79 " Enter Docket C for the 39.60
39.60 Cc 36.90 correct amount (36.90) 36.90
95.39 Re-print the report. “92.69
Select cut-off.
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Errors found when checking reports after ‘cut-off’
If the ‘cut-off’ button has been selected prior to checking the report against the actual dockets /
supporting information and an error is found, the correction can still be made using the reversal facility.
Once the correction has been made, a further report must be produced from the Horizon sytem with the
“cut-off” facility selected again, this report can then be discarded. The first report must be manually
altered so that the correct entries for volume and value are shown. Any manual alterations must be
initialed (see Example 4 below).
Horizon report supporting Possible cause Solution Horizon report
lockets after correction
Example 4 Docket C entered Complete an ‘Existing 3E30
A 12.00 as 39,60 instead of Reversal’ for the entry 12.00
12.00 36.90. for 39.60. 43.79
43.79 B 4379 Report has been Enter Docket C for the
39.60 © 3690 ‘cut-off’ priorto correct amount (36.90).
98.39 clerk completing Print the report this time
checks. selecting ‘cut-off”
* This report can be
discarded
* Manually annotate the
original report with the
correct total and initial
the alteration.
If an Alliance and Leicester Girobank report is found to be incorrect after cut-off
Step 1. Reverse the incorrect transaction(s). For information on reversing transactions see the Horizon
System User Guide; Transactions - Other ~ Part «wo; Reversing transactions; Reversing Electronic
Point of Sale transactions.
Step 2. If the transaction was entered for a wrong amount re-enter it correctly
Step 3. Produce and cut-off an Alliance and Leicester Girobank report. This should ideally be done
before any further Girobank transactions are carried out so that the only transactions accounted
for in the report are the reversed transactions and any re-entered transactions that were required.
If the incorrect report has already left your office before any required corrections have been made:
* amend the offi
-opy of the report (the top copy of which has been despatched) to reflect the correct
totals. Associate the report produced in step 3 with the amended office copy
Please note:
Even if the original report sent to Girobank was incorrect making the correction in steps I and 2 will
prevent your office getting an error notice.
If the incorrect report has not left your office:
+ Produce a manual Girobank summary (G6301/G6302)
Please note:
In this instance the manual summary will replace the system produced summary.
* Despatch the manual summary with the associated dockets as described in section 1
* Associate the report produced in step 3 with the manual undercopy.
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Dealing with transaction reversals
If a transaction has been entered and the customer session completed, and you subsequently find you
have made an error, you can correct the error by ‘reversing’ the transaction.
Depending on the transaction, you can reverse it in one of four ways:
* as an existing reversal
* anew reversal
* a transfer reversal
* an automated payment reversal.
Existing Reversal
An existing reversal can only be performed on the stock unit that carried out the original transaction, and
only within the same Cash Account Period.
All transactions have a session number — this can be obtained from the transaction log.
+ From the desktop menu select: ———
= Reports (F2)
- Transaction log (3)
‘Yyeoeye ey ie
Transaction reversals can only be done whilst the EB eam peut we
voucher(s) are still in the office (e.g. Girobank ; oer ow
deposit error spotted before voucher(s) have ! mu
been despatched). BE
For information on how to complete an existing :
reversal on the Horizon system, see Horizon ial we URE
System User Guide; Transactions - Other - Part
two; Reversing transactions; Reversing Electronic
Point of Sale transactions. For specific
information on Redeemed savings stamps Lec
108 2 OF BESET a
reversals — see below.
Redeemed Savings Stamp Reversal
You can only reverse redeemed savings stamps if you also reverse the associated product for which they
were accepted. For example, if you have redeemed BT Savings Stamps to reverse, you must also reverse the
associated BT Bill payment.
To do this you will need the session numbers for the transaction. If you do not know these you will need
to examine the transaction log.
For information on producing the transaction log, see Horizon System User Guide; Report
Administration reports; Producing a transaction log report.
Once you have identified the correct session numbers, proceed as follows:
* Select the existing reversal option
+ Enter the session number of the BT bill payment to be reversed
* The BT Bill transaction will appear on the stack
+ Enter the session number of the BT savings stamp payment to be reversed
* The BT savings stamp payment will appear on the stack
* To complete the reversal select the Finish option
* Once the transaction is completed a receipt is automatically printed with the reversal details
* The BT bill payment and correct method of payment must now be entered onto the Horizon system
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New Reversal
A new reversal should be carried out only for any EPOSS transaction where the customer session number
is not easily identifiable. For example, when you have identified that an EPOSS transaction has been
entered incorrectly on the system and are unable to identify the specific transaction from the transaction
log.
For information on how to complete a new reversal on the Horizon system, see Horizon System User
Guide; Transactions - Other - Part two; Reversing transactions; Reversing Electronic Point of Sale
transactions.
All transactions which report to the receipt and payments tables of the Cash Account can be corrected
using the new reversal method with the following exceptions:
* Automated payments - see Automated Payment Reversal
* BT bill reversal - see Existing Reversal
+ Alliance and Leicester Girobank Deposits or Withdrawals - see Existing Reversal
+ Remittances in or out - sce Existing Reversal
* Transfers - see Transfer Reversal
‘Transfer Reversal
A transfer reversal can only be carried out on the nnn
stock unit which has transferred the stock out if
the receiving stock unit has not yet transferred in
the stock. This is performed by the use of a
session number, which is obtained from the
transfer receipt. The transfer receipt is printed
automatically when the transfer is completed.
For information on how to complete a transfer
reversal on the Horizon system, see Horizon
System User Guide; Transactions - Other - Part
one; Transfers & remittances; Transferring cash : weve
and stock.
Automated Payment Reversal
An Automated Payment Reversal can only be
carried out on the stock unit which performed
the original transaction, and you must have the
customer's original receipt. geion She obae
uni ee ~~
The stock unit must still be in the same Saari
Balance and Cash Account Period, and the end
of day marker (poll) must not have been
automatically activated. The marker (poll) is Beet Flor aos water
usually activated about 30 minutes after eR :
closing time. aecerts SEI ash mm
If the end of the day marker has already taken
place, the system will not allow you to complete Tals is wh 6 MAT encase
a reversal, and no further action can be taken.
For further information relating to the rules and instruction on completing an automated payment
reversal, see Horizon System User Guide; Transactions - Serve Customer - Part one; Automated Payments;
Reversing an Automated Payment.
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Correcting errors found after stock units have balanced
and rolled over
This section tells you what action to take if you discover an error (prior to the production of the final
Cash Account) in a stock unit that has already been balanced and rolled over into the next CAP
To correct the error you must create another stock unit, called ZZZ, on which you make the
correction. This ensures that the stock unit can be easily distinguished from any other stock unit in
the office.
If you have found errors in more than one stock unit, you can use stock unit ZZZ to rectify all errors.
Create ZZZ as an individual stock unit.
Once created, stock unit ZZZ can be used each week to make any necessary corrections. If it is not used, it
can be rolled over using the inactive stock unit rollover procedure (see Horizon System User Guide;
Balancing; General stock unit activities).
If any errors are found after ZZZ has been rolled over another stock unit should be created in addition to
ZZZ. Additional stock units created should be deleted as soon as you are allowed.
Please remember:
Stock unit ZZZ must not be balanced until you have checked the office balance snapshot and are sure that
no corrections are required.
For information on how to create and attach yourself to a stock unit see Horizon System User Guide;
Office Administration; Stock unit administration.
For information on producing an Office Snapshot Report, see Print Office Snapshot Report on page 68.
See the examples below for details on what action to take when you discover an error has been made in a
stock unit after it has balanced and rolled over.
pir
Example 1 ~ Rod Licence not recorded on the system
Stock unit AA balanced and rolled over to CAP 20 showing a gain discrepancy of £18 in CAP 19.
- Whilst checking the Rod Licence weekly sales summary form P4678 against the office snapshot you
discover that stock unit AA has understated their rod licences by one transaction amounting to £18.
To correct the error create stock unit ZZZ and attach yourself to it
Enter a Rod Licence transaction for £18 and settle for cash
Declare stamps and cash as nil
Complete a balance on stock unit ZZZ — showing a loss discrepancy of £18 - and roll over the
stock unit to CAP 20
_ The loss (£18) in stock unit ZZZ compensates for the gain (£18) in stock unit AA
_* Complete the office cash account and roll over to CAP20
In CAP 20 ‘transfer out’ £18 cash to stock unit AA (do not physically hand over any money)
In CAP 20 attach yourself to SU AA. Complete the ‘transfer in’ of £18 cash (do not physically
hand over any money)
Re-attach yourself to stock unit ZZZ and declare stamps and cash as nil
Complete a trial balance on stock unit ZZZ
Stock unit ZZZ will show a loss discrepancy of £18 and a gain discrepancy of £18, giving a net
discrepancy of zero
When the stock unit balance is completed for stock unit AA it will show a loss discrepancy of
£18 and a gain discrepancy of £18, giving a net discrepancy of zero. (The net discrepancy of
zero is carried forward to CAP 21).
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Stock unit AA balanced and rolled over to CAP 20 showing a loss discrepancy of £18 in CAP 19.
_ Whilst checking the Rod Licence weekly sales summary form P4678 against the office snapshot you
discover that stock unit AA has overstated their rod licences by one transaction amounting to £18.
_ To correct the error create / attach yourself to stock unit ZZZ
Reverse a Rod Licence transaction for £18 and settle for cash
Declare stamps and cash as nil
Complete a trial balance on stock unit ZZZ - showing a gain discrepancy of £18 - and roll over
the stock unit to CAP 20
The gain (£18) in stock unit ZZZ compensates for the loss (£18) in stock unit AA
Complete the office cash account and roll over to CAP20
In CAP 20 - attach yourself to stock unit AA and ‘transfer out’ £18 cash to stock unit ZZZ (do not
physically hand over any money)
In CAP 20 attach yourself to stock unit ZZZ and complete the ‘transfer in’ of £18 cash from stock
unit AA (do not physically hand over any money)
Complete a trial balance on stock unit ZZZ declaring stamps and cash as nil
Stock unit ZZZ will show a loss discrepancy of £18 and a gain discrepancy of £18, giving you a
net discrepancy of zero
When the stock unit balance is completed for stock unit AA it will show a loss discrepancy of
£18 and a gain discrepancy of £18, giving you a net discrepancy of zero
The net discrepancy of zero is carried forward to CAP 21
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‘Out of Hours’ procedures
‘Out of Hours’ transactions
‘Out of Hours’ refers to post office transactions which occur outside of the agreed post office opening
hours, such as before the post office opens, during the lunchtime period or after the post office closes for
the day.
The procedure for dealing with transactions on the Horizon system which are performed ‘Out of Hours’
will depend on whether you have obtained permission to access the post office area outside the agreed
post office hours. If you are unsure check with your RNM.
A separate stock unit should be created to deal with all ’Out of Hours’ transactions. For ease of use and to
assist in balancing and cash account preparation, Lottery transactions should be performed using the ‘Out
of Hours’ stock unit, including those transactions which occur during normal post office hours of
business. This may or may not include Scratchcards, depending on local practices
* Create the stock unit following the normal procedure, using the stock ID called ‘OOH’ (‘Out of
Hours’) (see Horizon System User Guid
stock unit).
; Office Administration; Stock unit administration; Creating a
Please note:
Once an ‘Out of Hours’ period is complete and you need to use another stock unit (for example on the
following morning) you must remember to attach yourself to the other stock unit, see Horizon System
User Guide; Office Administration; Stock unit administration; Attaching users to a stock unit
National Lottery transactions, including ‘Out of Hours’ Lottery transactions
For ease of use and to assist in balancing and cash account preparation, all Lottery transactions should be
performed using the ‘Out of Hours’ stock unit (OOH), including those transactions which occur during
normal post office hours of busin
Dealing with lottery transactions accepted on days other than the day of the office balance
S.
Step 1. Perform Lottery transactions, including any ‘Out of Hours’ Lottery transactions on the Lottery
on-line terminal
Step 2. At the end of the day print the following summaries from the on-line terminal:
- On-line summary
- Instants summary
- Dome tickets summary
- Thunderball summary
Step 3. Using the National Lottery prize payments summary calculate the total of prize payments made
by cheque for the day
* Print the Instants summary from the General Validation Terminal (GVT)
* Calculate the value of Instants sales for the day (a separate total of £1 and £2 scratch cards is required)
The total value of Instants sales
he total value of activated Scratch Cards on hand at the start of day, plus
any activated during the day, less activated cards on hand at the end of the day
Step 4. Using the OOH stock unit, enter the total value of the on-line sales transactions, Thunderball
transactions and Dome ticket transactions under the ‘Nat Lot Game’ option
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+ From the desktop menu select:
- Transactions (F1)
Serve customer (F1)
- Other products (F13)
- Leisure (F6)
- Nat Lot Game (F5) (note - each total can be entered separately)
Step 5. Enter the total value of prize payments made by cheque onto the Horizon system, using the OOH,
stock unit
* From the desktop menu select:
- Serve customer (F1)
- Other products (F13)
- Leisure (F6)
- National Lottery Cheque Prize (F6)
- National lottery Cheque Bal (enter twice to make value = zero)
Step 6. Deduct the total of prize payments made by cheque from the grand total of prize payments
shown on the ‘on line summary’ and the ‘instants summary’ report. This will provide the total of
cash prizes paid during the day
* Enter the total of cash prize payments onto Horizon, using the OOH stock unit
+ From the desktop menu select:
- Transactions (F1)
- Serve customers (F1)
- Other products (F13)
- Leisure (F6)
- National Lottery cash prize (F4)
Step 7. Transfer cash to Counter Stock Unit
* From the desktop menu select:
= Transactions (F1)
- Transfers (2)
= Transfer out (F2)
On balance day the transfer should be undertaken after both the OOH" and recipient stocks have been
rolled over to the next CAP.
For information on activating / de-activating Instants, see Se
Remittances.
ion 1: Daily Reports; Transfers and
Dealing with lottery transactions accepted on the day of the office balance
Stock unit “OOH” must not be balanced and rolled into the next Cash Account Period, until all Lottery
transactions have been recorded on the Horizon system. This stock unit can be balanced on the morning
after the balance (usually Thursday morning).
* On balance day: Balance all stock units except the ‘OOH’ and any correction stock units. Roll all stock
units except the OOH stock unit into the next Cash Account Period, as normal. (see Horizon System
User Guide; Balancing; General stock unit activities)
Once these stock units have been rolled into the next Cash Account Period, they will be available for use
on the next working day, even if the Cash Account has not been produced.
* The ‘OOH’ stock unit must be kept in the current Cash Account Period (CAP) for the purpose of
recording the out of hours transactions
+ After the Lottery cut-off, follow the procedure for dealing with Lottery transactions at the end of the
day (‘Dealing with transactions accepted on days other than the day of the office balance’)
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* When all other ‘Out Of Hours’ transactions have been entered into the ‘OOH’ stock unit, balance the
OOH stock unit and roll into the next CAP, as normal (see ‘Out of hours’ transactions’)
* Proceed with the Cash Account (see Horizon System User Guide; Balancing; General stock unit
activities)
APS transactions
Any APS transactions conducted on the Horizon system must be included in the current Office
Cash Account (CAP).
+ For ease of use, for APS transactions conducted out of hours use the “OOH” stock unit on balance day
* Offices using APT imprinter for magnetic card transactions may enter the transactions on the Horizon
System the following day after the office cash account has been completed
Smart Card transactions
These cannot be conducted without access to the Horizon system
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Section I:
:
Name of report ‘Type of Where to despatch Procedure for Other information Page
report manual forms Horizon reports
Personal Banking N/A BCV to processing centre Retention optional Manual summary 8
Deposits P5085 12 months
Personal N/A BCV to processing centre Retention optional Manual summary 10
BankingEnchasments. P5086 12 months
Personal Banking N/A BCV to processing centre Retention optional Manual summary i
Cheque Envelopes P5085 12 months
Council Tax Schemes Counter Daily Local council Retain 2 years in office N/A 12
Rent Schemes Counter Daily Local council Retain 2 years in office N/A 14
Alliance & Leicester Counter Daily Summary G 4631 to Retain 2 years in office N/A 16
Girobank Deposits Girobank
Alliance & Leicester Counter Daily Summary G 4632 to Retain 2 years in office N/A 16
Girobank Withdrawals Girobank
Alliance & Leicester Office Daily = N/A Retention optional To aid outlets 17
Girobank reports
British Telecom Counter Daily BCV to processing centre Retain 2 years in office Office Daily Report 18
can be produced to
aid outlets
TV Licensing Counter Daily BCV to processing centre Retain 2 years in office Manual Summary 20
P5065 2 years
UKPA. Counter Daily P5035 (yellow copy) to Retain 2 years in office Despatch Summary 22
passport office P5035 (white copy) at
end of week to
Chesterfield
Retain undercopies of
passport application
receipts P4921 in
office for 2 years.
Cheque Listing (all Counter Daily BCV to processing centre Retain 2 years in office Ensure cheques have 25
offices except been ‘remitted out’ to
Nireland) correct destination
Cheque Listing Counter Daily P884MA Retain 2 years in office Ensure cheques have 25
(Nilreland offices Selected offices: send to been ‘remitted out’ to
only) Bank of Ireland correct destination
Other offices: send to
Distribution Centre
APS Transactions Counter Daily N/A Retain 2 years in office N/A 27
Daily Cash Declaration Counter Daily N/A Retain 2 years in office Can be used to 28
complete end of week
ONCH 1 form or
P4105
National Savings Bank Counter Daily NSAS3MA and Retain 2 years in office NSAS4MA at end of 29
NSAS6MA to NSB C.A. week despatch to
Glasgow NSB Glasgow
National Savings Bank Office Daily NSAS3MA and Retention optional NSAS4MA at end of 31
NSAS6MA to NSB C.A. week despatch to
Glasgow NSB Glasgow
Cashing Other Banks Counter Daily BCV to processing centre Retain 2 yearsin office Do not rem out these 32
Cheques (all offices
except N.Ireland)
cheques
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Name of report ‘Type of Where to despatch Procedure for Other information Page
report manual forms Horizon reports
Cashing Other Banks Counter Daily P884MA and P3888 Retain 2 years in office Rem out these 33
Cheques (N.Ireland) Selected offices: send to cheques
Bank of Ireland
Other offices: send to
Distribution Centre
‘Transfers System N/A Retain 2 years in office System receipt is 35
receipt produced once the
transfer is completed
Remittances System N/A Retain 2 years in office System receipt is 36
receipt produced once the
remittance is
completed
(be
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Section 2:
:
Name of report ‘Type of Where to despatch Procedure for Other information Page
report manual forms Horizon reports
Cash Flow, Office ‘Weekly P4105 or ONCHI Destroy Can be used for the 42
To Local Cash completion of P4105
Management team or ONCHI form at the
end of the week
Counter Revenue Office Weekly = N/A To Chesterfield This is mandatory for 43
branch offices only
DVLA V10 Counter V594 & V570 to DVLA Can be destroyed. Complete and 44
Weekly Swansea despatch at the end of
week
DVLA V11 Counter V595 & V570 to DVLA Can be destroyed, Complete and 45
Weekly ‘Swansea despatch at the end of
week
Green Giros Counter ID docket to Girobank To Girobank Complete and 47
Weekly despatch at the end of
week
Green Giros Office Weekly = N/A Destroy Can be used to obtain 47
Giro Milk Tokens
issued
Pension & Allowances Counter N/A Counter Weekly Despatch at the endof 49
Weekly Reports to Lisahally week
Pension & Allowances Office Weekly N/A P2311MA to Make sure Counter. 50
Chesterfield Weekly report bundles
agree with report
Pension & Allowances Office Weekly N/A P2311MA(b) to. 50
Lisahally
Pension & Allowances Office Weekly N/A Summary to Lisahally 50
Milk Tokens Manual To Lisahally N/A Complete and 52
despatch at the end of
week
Redeemed Stamps Office Weekly N/A(BO only need to To Chesterfield Ensure that envelope 54
Weekly complete the reverse of totals have been
P3731MA) entered manually and.
despatch at the end of
week
Postal Orders Paid Counter P492 or P490 & P2037 Destroy Complete and 56
Weekly to Chesterfield despatch at the end of
Suspense Account Office Weekly N/A. Retain for 2 years in 60
office
‘Transfer Office Weekly = N/A. Destroy 61
Reconciliation
Remittance Summary Counter N/A Destroy 62
Weekly
Miscellaneous Counter N/A Destroy 62
Transactions Weekly
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Section 3:
Activities which can be done before close of business on Balance Day
Complete Counter Daily Reports - see Section 1: Daily Reports
Summarise large volume products during balance day such as pensions and allowances, green giros
etc.
Prepare despatch forms and envelopes
Step by step:
Complete Counter Daily Reports (of transactions taken after cut-off)
Complete Counter Weekly Reports — see Section 2: Weekly Reports
Post figures to the Suspense Account
Record non-accounting data (Table 10g) and parcel traffic (Table 12)
Produce stock unit Balance Snapshot and carefully check figures
Declare Non-value stock
Declare Stamps
Adjust Stock
Declare Cash
View discrepancies
Ensure shared stock unit users are logged off
Produce Trial Balance report
Roll stock units over into next CAP or Balance Period — apart from ‘Out of Hours’ (OOH) stock unit
Print office snapshot report — optional
Print all mandatory Office Weekly reports — see Section 2: Weekly Reports
Complete all other outstanding manual Summaries
Confirm Non-value stock Declaration
Balance and rollover OOH stock unit
Produce Trial Cash Account report
Errors found after Stock Unit(s) Rollover
Produce final Cash Account
» Check office rollover into next CAP
Despatch Cash Account and Summaries
Extending the Cash Account period
Other end of week activites
Print an OBCS Stoplist
Do not make manual amendments to the Cash Account as Chesterfield receive an electronic version
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© The Post Office
Published August 2000
HSUG 15/2
P5683