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Contents
Contents
Contents of all booklets
Office Administration
System Administration
Transactions - Serve Customer - Part one...
Transactions - Serve Customer - Part two...
Transactions - Serve Customer - Part three...
Transactions - Other - Part one....
Transactions - Other - Part two.....
Cont nun pr ww
Reports ....
Balancing
10
13
17
25
Balancing with Horizon Guide.....
Introduction to the Horizon System User Guide.....
Glossary of terms/abbreviations ...
Index of all booklets ...
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Contents of all booklets
Contents of all booklets
Pages in this table of contents are identified by a letter followed by a number. The letter refers to the booklet that contains the page you are
looking for. Booklet reference letters are at the foot of each page. The number refers to the page in the book
Office Administration
User administration
Security and access... a-1
Setting up a first user .... a9
Adding a new user..... . ald
Deleting a user...
Changing your password ....
Viewing and modifying users ..
Options in the User Name/Modify user screen ....
Stock unit administration
Creating a stock unit
Deleting a stock unit
Attaching users to a stock unit ....
Viewing stock units and users
System failure
Equipment Failure Checklist (dealing with equipment failure)
Identifying lost transactions following a system failure ...
Recovery procedures after system failure
Equipment information and maintenance
Counter equipment
Care of equipment .....
Ordering and installing consumables...
Moveable outlets ....
2. = Office Administration € = Transactions - Serve Customer - Part three 1 = Balancing
System Administration f= Transactions - Other - Part one x = Balancing With Horizon Guide
Transactions - Serve Customer Part one = Transactions - Other - Part two
Transactions - Serve Customer - Part wo h = Reports
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Contents of all booklets
Subsection Contents of all booklets
Miscellaneous
Help Desks ...
Using the Memo View facility ..
System Administration
System overview
Main functions of the system and how to move around it..........0ceeeee b-1
Accessing the system
Starting up and shutting dow:
Logging on and logging out ..
Temporary locking of a session...
Restarting and switching off a processor..
System features
Suspending and transferring transactions (sessions) ..
Using picklists
Using Product Look Up (PLU) numbers..
Using Shopping Mode ..
Using the Quantity icon...
Training mode
Training mode guidelines...
Entering and leaving the Horizon system training mode...
System initialisation (Postmaster Logon)
Initialising the Horizon system....
Restarting a workstation...
Replacement of a Gateway workstation
= Office Administration e
= System Administration £ = Transactions - Other - Part one x
= Transactions - Serve Customer - Part one g = Transactions - Other - Part qwo
= Transactions - Serve Customer - Part wo b= Repors
Balancing
Balancing With Horizon Guide
ransactions - Serve Customer - Part three
b
d
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Contents of all booklets
Subsection
Changing the Personal Identification Number (PIN).........
Lost Postmaster Memory Card (PMMC)/
Personal Identification Number (PIN) ...........
Creating a manual PIN record...
Transactions - Serve Customer - Part one
Automated Payments
Magnetic Card payment
Bar-coded bill payment...
Smart Card recharging ....
Automated Payments manual procedure........
Completing manual receipts
Reprinting an Automated Payments transaction receipt
Automated Payments during system failure
Reversing an Automated Payment.
Recovery of Automated Payments..
Automated Payments ‘Out of Hours’ Transactions..............
Transactions - Serve Customer - Part two
b
d
Office Administration = Transactions - Serve Customer - Part three
System Administration
Transactions - Serve
Transactions - Serve Customer - Part (wo
OBCS Pension & Allowances
General information - Order Book Control Service
Receiving bar-coded order books in your office...
Redirecting bar-coded order books to another office
Cashing DSS Girocheques
Issuing Milk Tokens ....
Issuing a new bar-coded order book
Encashing benefit on a bar-coded order book
Balancing
Balancing With Horizon Guide
Transactions - Other - Part one x
Transactions - Other - Part two
Reporss
tomer - Part one
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Contents of all booklets
Subsection
Contents of all booklets
Encashing benefit on an order book that does not have a bar-code
OBCS during system failure ...
Prescription Charge Refunds..
Entering order book information manually ...
Non OBCS Pension & Allowances (NI)
Issuing Milk Tokens ...
Cashing DHSS (NI) Girocheques.....
Encashing benefit on an order book ..
Encashing benefit when the Horizon system is unavailable .....
Bureau de Change transactions
Bureau de Change Pre-order .. d-64
Bureau de Change On Demand... . 4-70
Receipt transactions
Receipt transactions. d-81
Payment transactions
Payment transactions..
Transactions - Serve Customer - Part three
Postal revenue transactions
Carrying out Parcelforce Worldwide transactions (non-postage sales) ........ el
Carrying out Royal Mail Sunrise transactions... e-6
Using the scales
Calculating postage rates on the Horizon system
using the weight obtained from the scales... e-10
Using the scales for a number of items of the same weight...........0.0cc e-19
Using the scales service for other options
Office Administration = Transactions - Serve Customer - Part three i= Balanci
ae a
b = System Administration £ = Transactions - Other - Part one x = Balancing With Horizon Guide
= Transactions - Serve Customer - Part one g = Transactions - Other - Part qwo
d_ = Transactions - Serve Customer - Part wo b= Repors
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Contents of all booklets
Subsection
Stock transactions
Selling stock items...
Splitting a pack to sell an item ..
Reclaiming lost Postal Order fees...
“Out of hours’ transactions.. e-33
System failure & recovery
Completing transactions interrupted by system failure... e-35
Entering bulk transactions following system failure...
Miscellaneous
e-41
Settling transactions
Printing a receipt.. e-49
Pre-purchase transactions...
Non-value transactions.
Vouchers ..
Local Schemes ...
Cashing Other Banks’ Cheques... - €-64
Selling retail items e-66
Transactions - Other - Part one
Transfers & remittances
Transferring cash and stock... fl
Dealing with remittances . £10
b
d
Office Administration e
System Administration f
‘Transactions - Serve Customer - Part one 8
Transactions - Serve Customer - Part (wo b= Repors
Dealing with a remittance discrepancy.
Dealing with remittances to the Automated Distribution Centre ................. £25
Confirming pouch delivery and collection... £33
Entering a remittance bar-code number manually... £49
Transactions - Serve Customer - Part three 1
ransactions - Other - Part one x
ansactions - Other - Part two
Balancing
Balancing With Horizon Guide
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Subsection
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Contents of all booklets
Changing the default date/time for pouch delivery/collection ..
LFS transaction procedures when parts of the Horizon
system are unavailable...
Recovery of manually recorded LFS transaction details.
Completing a manual receipt for pouch delivery or pouch collection ......... £-69
Transactions - Other - Part two
Losses, gains & error notices
Dealing with losses or gains in offices other than branch offices
Dealing with a branch office loss or gain...
Entering Error Notices...
Making good losses and gains...
Reversing Electronic Point of Sale transactions..
Miscellaneous
Updating reference data (including uprating and downrating stock) g-37
Recording parcel traffic from DPI Schedules... g-42
RD cheques, Vouchers and POCL cheques .. g-45
Figures for traffic not appearing on the Cash Account...
Reports
= Office Administration = Transactions - Serve Customer - Part three i
Providing and reclaiming a temporary loan to the Post Office.... . g-55
Daily summaries
Producing a daily counter summary .. h-l
Producing a daily office summary .. h-8
Weekly summaries
Producing a weekly office summary...
Producing a weekly counter summary...
a= = Balancing
b = System Administration f= Transactions - Other - Part one x = Bulancing With Horizon Guide
© = Transactions - Serve Customer - Part one = Transactions - Other - Part two
d= Transactions -Serve Customer - Part wo h = Reports
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Contents of all booklets
Contents of all booklets
Subsection
OBCS Pension & Allowances reports
Producing and reconciling a P&A weekly report..
Printing a stop list...
Non OBCS Pension & Allowances reports
Producing and reconciling a weekly P&A report (NI)...
Logistics Feeder Service reports
Viewing and printing planned orders and stock advice notices ..........0000 h-27
Administration reports
Producing user reports..
Producing an event log report...
Producing a transaction log report...
Event Log report: activity checklist.
Viewing the end of day activity list...
Printing a product list ...
Balancing
Balancing an individual stock unit
Balancing a stock unit ...
Adjusting stoc
Checking for discrepancies before balancing ....
Individual stock unit declarations
Declaring non-value stock in individual stock units...
Declaring your stamps ..
Declaring your cash...
= Transactions - Serve Customer - Part three 1
= Office Administration e
= System Administration £ = Transactions - Other - Part one x
= Transactions - Serve Customer - Part one g = Transactions - Other - Part qwo
= Transactions - Serve Customer - Part wo b= Repors
Balancing
Balancing With Horizon Guide
b
d
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Subsection
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Balancing a shared stock unit
Balancing a stock unit ...
Checking for discrepancies before balancing ....
Shared stock unit declarations
Declaring non-value stock in shared stock units ..
Declaring stamps and stock.
Declaring your cash...
General stock unit activities
Checking and producing outstanding summaries ...
Rolling over an inactive stock uni
Producing a stock unit balance snapshot..
Cash Account production
Confirming non-value stock ..
Producing an office snapshot...
Producing a Cash Account...
Extending the Cash Account Period (CAP)
Making changes to the Cash Account after stock unit balance...
Miscellaneous
Checking the weekly Cash Account number...
Reprinting an office report
Balancing with Horizon Guide
Section I: Daily Reports
Daily procedures and Horizon Reports .
Personal Banking - all offices ..
2. = Office Administration € = Transactions - Serve Customer - Part three 1 = Balancing
b = System Administration f= Transactions - Other - Part one x = Bulancing With Horizon Guide
© = Transactions - Serve Customer - Part one = Transactions - Other - Part two
d= Transactions -Serve Customer - Part wo h = Reports
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Contents of all booklets
Contents of all booklets
Subsection
Council Tax Schemes Report — all offices
Rent Schemes Report — all offices...
Alliance and Leicester Girobank Reports — all offices
x-18
British Telecom Report (non barcoded bills) — all offices .
TV Licensing Report — all offices...
UKPA (United Kingdom Passport Agency) Report
Cheque Listing Report (excluding Personal Banking, POCL cheques,
RD Cheques and Other Banks’ Cheques) ~ all offices
. x-25
APS Transactions Report (including barcoded BT Bills) — all offices............ x-27
Daily Cash Declaration (DCD) Report
~all offices (Mandatory Report) .
National Savings Bank Deposits and Withdrawals Reports
~—all offices...
Cashing Other Banks’ Cheques.
Transfers ...
Remittances
Section 2: Weekly Reports
End of Week Horizon Reports ....
Cash Flow Report ~ all offices (mandatory report)
Counter Revenue Report
~ branch offices that sell retail item:
DVLA V10 Report ~ all DVLA offices ....
DVLA V11 Report — all DVLA offices .....
Green Giro Report — all offices.......
Pension and Allowance Reports ~ all offices
Milk Token Summary ~ all offices
Redeemed Stamps Weekly Report — all offices...
Postal Orders (PO) Paid Report — all offices x-56
Office Administration @ = Transactions - Serve Customer - Part th
System Administration Transactions - Other - Part one x = Balancing With Horizon Guide
‘Transactions - Serve Customer - Part one nsactions - Other ~ Part two
Transactions - Serve Customer - Part (wo ports
b
d
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Subsection
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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
- x-65
Balance Day...
Suspense Account...
Dealing with losses — offices authorised to hold losses ....
x-75
Dealing with gains — offices authorised to hold gains
Dealing with losses — other offices..
Dealing with gains — other offices...
Section 4: Correcting errors on Horizon and Out Of Hours procedures
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...
2. = Office Administration € = Transactions - Serve Customer - Part three 1 = Balancing
b = System Administration f= Transactions - Other - Part one x = Bulancing With Horizon Guide
© = Transactions - Serve Customer - Part one = Transactions - Other - Part two
d= Transactions -Serve Customer - Part wo h = Reports
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Introduction
Introduction
Introduction to the Horizon System User Guide
The booklets in the Horizon System User Guide (the Guide) contain descriptions of the procedures
you must follow to use the Horizon system (the system).
‘The instructions are written in a similar style to Counter News and the Counters Operations
Manual, with the addition of flow-charts to help you follow the procedures.
This Guide does not replace either Counter News or the Counters Operations Manual. It contains
instructions for using the system, with very little detailed information about products, about the
manual elements of accounting for products or about the rules you must follow when accepting
cash or cheques. Therefore you must use the Guide in conjunction with Counter News and the
Counters Operations Manual.
Structure of the Guide
The Guide consists of ten booklets with procedures arranged, as far as possible, in the order you
will find them working from the system desktop :
one navigation booklet containing:
- a table of contents for the entire Guide
- an index for the entire Guide
- a glossary of terms that you are likely to come across when using the system
two administration booklets:
- Office Administration containing information about setting up the system for
use in your office; for example adding and deleting users
- System Administration containing information about the basics of using the
system; for example logging on and off and using picklists
three booklets about using the system to serve customers:
= Transactions - Serving Customers - Part one containing information about
serving customers with Automated Payment products
- Transactions - Serving Customers - Part two containing information about
dealing with OBCS and non-OBCS pensions and allowances, Bureau de
Change transactions and other receipt and payment transactions
- Transactions - Serving Customers Part three containing information about
postal revenue transactions, using the scales, stock transactions, what to do if
the system fails and other procedures associated with serving customers; for
example printing receipts and local schemes
two booklets about using the system for transactions other than serving customers:
- Transactions - Other - Part one containing information about dealing with
transfers and remittances
- Transactions - Other - Part two containing information about losses and gains,
reversals other than AP reversals, recording parcel traffic ete.
one reports booklet containing information about reports available on the system and how to
obtain them
one balancing booklet containing information about balancing your office using the system.
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Introduction
Introduction
Flow-charts
Flow-charts are used extensively throughout this Guide to illustrate the procedures. The main
elements of the flow-charts and their uses are:
Go symbol ~ shows the __I
start of the procedure
Oblong boxes ~
V contain instructions
Diamond shaped box ~——~je-<
requires a decision
I Reference triangle ~ refers to
another procedure or document.
Full details are in the text.
Arrows ~ link steps <—]
in the procedure
t Le
[Tike sevon smart a (Oe) exit from and re-entry toa
ener procedure where the information
Flag symbol ~ shows the I between the letters is not relevant
end of the procedure DR to what you are doing
f>Circled letter ~ indicates point of
Special paragraph styles used in this guide
We have used special paragraph styles in this guide to help you follow the procedures. The main
styles are:
Major bullet points
Major bullet points can be identified by the large dot at the beginning of the line (see illustration
below).
@ This is a major bullet point
They describe the main procedure. In most cases procedures can be completed by following major
bullet points.
Minor bullet points
Minor bullet points can be identified by the small dot at the beginning of the line (see illustration
below).
* This is a minor bullet point
They will normally occur after you have had to make a decision about something and describe
exceptions to the main procedure; for example what to do if things go wrong.
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Introduction
Introduction
Please notes
Please notes are indented paragraphs with the words ‘Please note:’ at the beginning (see illustration
below).
Please note: This is a Please note.
These highlight important information which you must be aware of when using the system.
Cross references
Several types of cross reference are used in this guide. Each is described below.
Please note: —_ These cross references are illustrations only.
see paragraph 7.2; page 23
This is a reference to a different subsection of the procedure you are working
with. For example in this case you may be working with paragraph 1 of subsection
7. Additional information you require is in paragraph 2 of subsection 7
see subsection 2; Settling transactions
This is a reference to a different procedure within the booklet you are using, For
example in this case you may be working with subsection 4. Additional
information you require is in subsection 2 of the same booklet.
see Balancing booklet
This is a reference to a booklet other than the one you are using. For example in
this case you may be working with the Reports booklet. Additional information
you require is in the Balancing booklet.
System Administration; Miscellaneous
This is a reference to a procedure in a booklet other than the one you are using.
see Balancing; Balancing an individual stock unit; Adjusting stock
This is a reference to a subsection of a procedure in a booklet other than the one
you are using.
complete details on formt*¢ (i) below
This indicates a footnote cross reference to the Counters Operations Manual. The
full reference will be at the foot of the page under a horizontal line.
see Balancing with Horizon Guide; Section 4: Correcting errors on Horizon and Out of Hours
Procedures
This is a reference to the Balancing with Horizon Guide.
Balancing with Horizon Guide
The Balancing with Horizon Guide is a ‘quick reference’ guide to producing reports and
completing your cash account using the Horizon System.
The index and table of contents in this navigation booklet contain references to the Balancing with
Horizon Guide.
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Glossary of terms/abbreviations
Glossary of terms/abbreviations
Access Level - The level at which a user is authorised to use the Horizon system, defining
his/her specific role within an outlet (e.g manager, supervisor, clerk).
ADC - See Automated Distribution Centre.
AP Reversal - The removal of unwanted or incorrect Automated Payment transactions
from the system.
APS - See Automated Payments Service.
Automated - The central location from which all cash and value stock is distributed to the
Distribution Centre Post Office network.
Automated. - Payments using either Bar-code bills, Magnetic cards or Smart cards.
Payments Service
Balance period - The period during which a stock unit is used during a cash account period
and for which a balance is produced. There may be more than one balance
period during each CAP.
Balance snapshot —-_—_A report showing the level of cash and stock held in a stock unit and the
receipts and payments made by it at a given point during the current balance
period.
Bar-code = Aseries of vertical black lines containing data that can be read by a bar code
reader.
Bar-code reader = A device for reading bar-codes
BP - See Balance period.
CAP - See Cash Account Period.
Cash Account = The statement of cash, stock and transactions produced by the Horizon
system at the end of an accounting period.
Cash Account - Aperiod (usually a week) of office accounting as defined by the Post Office.
Period
Cash Account Roll- = The process by which the Horizon system moves an office into the next cash
Over account period.
Central system - The computer that collects, forwards and collates data about Post Office
business performed at all outlets, The Gateway workstation communicates
with this computer.
Checksum - Acode used by the system to validate a number.
Clerk - The access level which allows the user to perform serve customers and
balance a stock unit.
Commit - The process of making a permanent record in the Horizon system about a
transaction.
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Glossary of terms/abbreviations
Common Payment -
Package
Counter printer -
CPP -
Customer Session -
Cut sheet -
Cut-Off -
Daily cash -
declaration
Daily Counter -
Summaries
Daily Office -
Summaries
DCD -
Declaration ID -
Declare cash -
Desk top menu -
Disaster recovery -
Discrete Parcel -
Income
DPI -
End of Day -
procedures
Enforced -
‘Temporary Lock
Event log -
Existing Reversal -
A three figure reference number, on front of a benefit order book, relating
to the benefit group number.
A device that prints counter reports.
See Common Payment Package.
One or more transactions being performed for the same customer within
the same stock unit prior to committing them to the system.
Alliance and Leicester Girobank daily summaries.
Committing a summary in the Horizon system so that a new summary will
be started when the next transaction is performed.
Please note: ‘The term ‘cut off” as used in this guide refers only to the
Horizon system ‘cut off’ and should not be confused with a
postal collection ‘cut off’ time.
The entry into the Horizon system of the amount of cash a stock unit is
holding at the close of business each working day.
Stock unit reports, produced daily, containing details of transactions
performed by a specific stock unit during the day.
Office reports, produced daily, containing details of transactions performed
in the office during the day.
See Daily cash declaration.
An identification number allocated to a declared portion of cash or stock in
a shared stock unit.
Entry into the Horizon system of the amount of cash a stock unit is holding
at the time of stock unit balance.
The main Horizon system screen from which all functions of the system can
be reached.
Recovery of Automated Payments transactions after a major system failure.
A method of recording the volume and value of postage paid on stamped
and metered parcels posted in outlets.
See Discrete Parcel Income.
Procedures performed at close of business each day.
See Temporary Lock.
A report providing details of user activity on the system,
Removal of unwanted or incorrect transactions from the system using the
transaction identification code,
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Glossary of terms/abbreviations
Fallback procedure - The process for completing transactions when there is a system failure.
Fault - Either a hardware or a software failure causing the system to operate
incorrectly.
Forced Logout - Atermination of access to the Horizon system that is generated by the
system.
Frame Relay - Ahigh speed telephone line which passes information in and out of the
outlet via the Gateway workstation.
Function keys. - Special keys on the keyboard, prefixed by the letter F, that can be used to
operate the Horizon system.
Gateway - The workstation through which data is passed to and from the central
Workstation system. This will always have a node ID of 1.
Hardware ~The various components (processor, monitor, keyboard, bar-code reader
and cabling) which make up the Horizon system.
Horizon system - The automated system used to record transactions and to account for
business in a Post Office.
Horizon System - The ICL Pathway helpline used for all operational calls relating to the use of
Helpdesk (HSH) the Horizon system.
Icon - Asmall picture on the monitor that, when selected, allows users to perform
a task on the system.
Individual Stock = Astock unit to which only one user has access at any one time.
Unit (ISU)
ISDN - Ahigh speed telephone line which passes information in and out of the
outlet via the Gateway workstation.
Keyboard - The part of the Horizon hardware, containing letter and number keys,
which allows users to enter data into the system.
LAN - Short for Local Area Network. The network of computers and printers in a
Post Office.
LES - See Logistics Feeder Service.
Logistics Feeder - Aservice which provides an interaction between SAP ADS and Post Office
Service outlets to enable automated replenishment of stock and cash based on an.
office’s current stock/cash holding.
Logon - The process by which a user gains access to the Horizon system.
Logout - The process by which a user terminates access to the Horizon system.
Magnetic card - Aplastic card with a magnetic strip containing information about a
customer’s account. Used for APS.
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Glossary of terms/abbreviations
Magnetic card - Adevice used for reading magnetic cards.
reader
Manager ~The access level authorising the user to perform counter functions, and
administer stock units, users and the office.
Mandatory reports - Reports that must be obtained from the system.
Manual procedure - I. That part of'a procedure which is not performed on the Horizon system,
for example a physical check of documents.
2. Procedures followed in the event of system failure.
MBS - See Message Broadcast Service.
Memo View - Software on the Horizon system that allows users to read messages sent by
the Message Broadcast service.
Message Broadcast - Amethod of distributing short text messages to post offices via the Horizon
Service system.
Method of Payment - — The way in which a customer pays for goods or services for example cash or
(Mop) cheques.
Mobile session - The transfer of a session in progress to a second workstation by the Horizon
system when a user logs on to the second workstation and has not logged
off of the first workstation.
Monitor - The component of the Horizon system which displays information about
the current transaction or operation being performed.
Multi-stock office - An office that has more than one stock unit.
Network Business - The Post Office helpline that deals with problems relating to Post Office
Support Centre business processes and procedures.
(NBSC)
New Reversal - Removal of unwanted or incorrect transactions from the system without
using the transaction identification code.
NINO - National Insurance number.
Node - Aworkstation. Each node will have a node ID number allocated to it.
Node ID number - Anumber allocated to each workstation within an outlet.
Non accounting - The transaction volumes for certain products which need to be entered into
data the Horizon system manually.
Numeric keypad. - 1. Buttons on the keyboard with numbers printed on them.
2. An area of the screen with touch sensitive numbers.
OBCS - See Order Book Control Servi
OBCS stoplist - A list of benefit books which need to be impounded.
Office printer - Adevice that prints office reports.
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Glossary of terms/abbreviations
Office snapshot - Areport which shows the amalgamated levels of cash & stock and receipts &
payments for all stock units in an office.
ONCH = See Over night cash holdings.
OOH - See Out of hours transactions.
Optional reports - Reports that can be obtained from the system if you want them.
Order Book Control. - — The process of dealing with bar-coded order books on the Horizon system.
Service
Out of hours - Transactions performed outside normal post office opening hours.
transactions
Over night cash - The amount of cash an outlet is holding each working day, reported weekly
holdings using a manual process. Not to be confused with Daily cash declaration.
Password = Aunique series of characters, entered at logon, enabling the Horizon system
to validate the user name.
Personal = Aunique series of characters, which are entered at reboot, enabling the
Identification system to validate the reboot.
number (PIN)
Picklist - A list of items, displayed on the monitor, from which a selection can be
made.
Planned order - Automated notifications of stock and cash scheduled for delivery to an
office.
PMMC - See Postmaster Memory Card.
Postmaster Memory - — A security card which is needed to reboot the Horizon system.
Card
Primary Account. ~~ A number, up to 19 characters and usually embossed, shown in a large type-
number (PAN) face on the front of a magnetic card.
Processor - The part of a workstation that the monitor, keyboard, printer, bar-code
reader and LAN are connected to. This stores data and manages transactions
performed on the system.
Product look up = Acode number which identifies each product on the Horizon system.
number (PLU)
Reboot - Restarting the Horizon system (under advice of the Horizon System
Helpdesk) following a system failure.
Recovery - The process of recording transactions completed whilst the system was
unavailable for use onto the Horizon system.
Reference Data - The data which controls product information on the Horizon system.
Remittance - The movement of cash and stock between offices and distribution centres.
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Horizon System User Guide / Balancing with Horizon Guide
Navigation
Glossary of terms/abbreviations
Reversal - The removal of unwanted / incorrect transactions from the system.
SAPADS - An Automated Distribution System based on SAP (trade name) software. The
Post Office’s method of controlling cash and value stock by computer.
Service Code - Anumber, between one and four digits, usually shown at the extreme
left of the bottom line on the front of a magnetic card.
Service Visit Report - A report signed by the outlet manager to confirm that service work
undertaken by an ICL Pathway engineer has been completed satisfactorily.
Session - One or more transactions within the same stock unit being performed prior
to committing them to the system.
Settlement - Recording of the method of payment used for a transaction or a customer
session.
Shared Stock Unit = Astock unit which more than one person can use at the same time.
Single stock offices - An office that only has one stock unit.
Smart card - Acard containing a device that can be read by a Smart card reader.
Smart card reader - A device used for reading Smart cards.
Software - The instructions in a computer that make it perform the desired functions.
SSU - See Shared Stock Unit.
Stack - See Transaction Stack
Stock Unit - Aunit, created on the Horizon system. to which cash and stock is assigned.
Each outlet will have at least one stock unit.
Stock Unit balance - ‘The process of balancing a stock unit in an office.
Stock Unit Roll- - The process by which the Horizon system moves a stock unit into the next
Over cash account period or balancing period.
Stop list - A list of pension and allowance order books on which payment must not be
made. This list can be produced by OBCS offices.
Please note: Not to be confused with other stop lists not produced by
the system, for example National Savings, DSS Glrocheques.
SU - See Stock Unit.
Supervisor - The access level authorising the user to serve customers and administer
stock units.
Suspending a - A feature of the Horizon system that allows a user to undertake a second
session transaction without completing the first transaction.
Suspense Account - The part of the cash account where all unclaimed payments and uncharged
receipts are held.
SVR - See Service Visit Report.
Page 22 © Post Office Counters Led
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Horizon System User Guide / Balancing with Horizon Guide
Navigation
Glossary of terms/abbreviations
System - The Horizon system.
Temporary Lock - A feature of the Horizon system which allows a user to lock the system,
preventing others from using it.
Terminal - Aworkstation.
Touch screen - A type of computer monitor that is sensitive to touch, allowing users to
perform tasks without using a keyboard.
Training Mode - A feature of the Horizon system which allows users to practice and learn the
functions of the system without interfering with live information saved on
the system.
Transaction - 1. Provision of goods or services to a customer in exchange for cash or
other method of payment.
2. Entry into the Horizon system of information that will affect the
accounting or non-accounting data at the outlet.
Transaction ID - Aseries of numbers which the Horizon system assigns to each transaction.
Transaction Log = Areport showing details of all transactions performed during a specified
period.
Transaction Stack - An area of the monitor showing transactions that have been performed
during the current session or customer session in order, prior to
committing them to the system.
Transaction Type - The category of transaction for example Serve Customer or Performing a
Remittance
Transfer - The method of recording and reconciling the movement of cash and stock
between stock units in an outlet.
Transfer Reversals - The removal of unwanted / incorrect transfer transactions from the system.
Trial Cash Account. - A mandatory report allowing last minute checks to be made before
producing the Cash Account.
User - A person who uses and is authorised to use the Horizon system.
User Name - Aunique identifier for each user in an outlet, enabling logon to the Horizon
system.
Weekly Counter - Stock unit reports produced on a weekly basis.
Summaries
Weekly Office - Office reports produced on a weekly basis.
Summaries
Workstation - The Horizon equipment at a counter position.
© Post Office Counters Ltd Page 23
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Horizon System User Guide / Balancing with Horizon Guide
Navigation
Index
Index of all booklets
Pages in this index are identified by a letter followed by a number. The letter refers to the booklet that contains the page you are looking for.
Booklet reference letters are at the foot of each page. The number refers to the page in the book
A
Adding a new user...
a-l2
16
Adjusting stock.
Advanced payment for products
pre-purchase
items, delivery of,
product/service
Alliance and Leicester Girobank reports, producing
Alphanumeric keypad
Attaching users to a stock unit
Authority to Reclaim from Pay.
Automated Payments
. 70
acceptance of out of hours.
bar-coded documents, entering bar-code manually. ¢-35
37
el
32
completing manual receipts.
magnetic card payment.
magnetic cards, entering PAN manually
manual procedure
bar-coded documents,
entering bar-code manually
magnetic cards, entering PAN manually...
manual receipts
Bar-coded Bill payment transactions
embossed magnetic card transactions
Smart Card transactions
unembossed magnetic card transactions...
outside of the agreed post office hours.
recovery of transactions sn.
reversing..
transactions receipt, reprinting.
transactions recover
uansactions report
when system is unavailable
Transactions - Other - Part one x
Balancing continue...
stock unit
individual.
shared .......
stock unit balance report
description
individual stock unit
stock unit balance snapshot
description
producing
Bar-code reader
care of,
description.
failure
checklist.
dealing with transactions during
use of.
Bar-code, entering manually
AP UransactiOnS.wnmemssnnnnnnenennnnnnnnne
pouch delivery.
Bar-coded Bill
payment,
transactions when Horizon system is unavailabl
Bar-coded order books
eneashing benefit on,
issuing.
receiving
redirecting to another office.
Benefit encashment
during system failure
non OBCS 4-58
oBcs 34
Girocheques
DHSS (NT) 4-52
DSS... a2
astomer - Part three 1 = Balancing
alancing With Horizon Guide
B
Balancing
checking for stamp and stock discrepancies
in an SSU befor. i-48
day, transactions accepted on 33, €-34
step by step guide
b = System Administration f
¢ = Transactions - Serve Customer - Part one g = Transactions - Other - Part wo
4 = Transactions - Serve Customer - Part wo h = Repons
© Post Office Counters Ltd
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Index
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Benefit encashment continued,
order books.
bar-coded (OBCS)..
non OBCS...
without bar-code (OBCS)
recovery for non OBCS..
recovery of OBCS.
Booking in Pension and Allowance books on to the
Horizon system.
Branch offices losses and gains, making good.
Breaches of security, reporting
British Telecom Reports
(bills accepted as non-barcoded)
Browser Unit Sales Report...
Bulk trasnactions, entering following system failur
Bureau de Change
entering value
corporate Bureau de Change, bought/sold
credit card trasactions
notes, bought/sold
sterling value of stock on hand...
travellers cheques, bought.
travellers cheques, purchased ..
travellers cheques, sales
entering volume
corporate Bureau de Change, bought/sold
credit card trasactions
notes, bought/sold
travellers cheques, bought.
travellers cheques, purchased ..
travellers cheques, sales
On Demand...
pre-order service
buy-back transactions, accounting for .
collection of currency
payment fo
recording volume
Buy-back transactions
credit/debit card transactions.
revaluation of foreign currency sterling equivalent.. d-79
stock on hand entering current sterling value 4-70
Buy-back transactions
. d-66
d-68
accounting for
recording volume
= Office Administration
System Administration
‘Transactions - Serve Customer - Part one
Transactions - Serve Customer - Part (wo
Reporss
= Transactions - Serve Customer - Part three
Transactions - Other - Part one
Transactions - Other - Part wo
“By User’ repott..
c
Care of equipment
bar-code reader
counter printer.
inkjet printer
keyboard
laser printer...
monitor.
processor ...
Smart Card reader...
touch screen
Cash
declaration for balancing
individual stock.
shared stock...
flow report (weekly)
transfering in to a stock uni
transfering out of a stock unit.
Cash Account
checking week number. 97
correcting errors afier stock unit balance. i-92
extending the CAP beyond one week i-90
figures for traffic not appearing on the
Cash Account, recording.
making changes after stock unit balance..
non-accounting data, recording
production
Cashing
DHSS (INI) Girocheques non-OBCS..
DSS Girocheques
Other Banks’ Cheques...
Changing
Personal Identification Number (PIN)..
ribbon cassette
1 = Balancing
x = Balancing With Horizon Guide
Page 26
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Horizon System User Guide / Balancing with Horizon Guide
Navigation
Index
Checking
Cash Account week number
completion of tasks before balancing
individual stock.
shared stock
discrepancies before balancing
individual stock.
shared stock
outstanding summaries
Cheque Listing Report, production of.
Cleaning the equipment...
Collection
pouch .
pre-ordered currency
Compensatory error notice..
Conditions of password:
Confirming
£33
pouch delivery..
Consumables, ordering and installing
counter printer.
inkjet printer
laser printe
Contacting helpdesks
Horizon System Helpdesk
Network Business Support Centre..
Control of passwords.
Correcting errors
during week of the Cash Account Period (CAP).
found on Reports
afier “cut-off”
before ‘cut-off.
Counter daily summary, producing.
Counter equipment
general information
using bar-code reader
using counter printer,
using inkjet print
using keyboard
using laser printer...
using magnetic card reader.
using monitot
using processor.
using smart card reader.
Office Administration
System Administration
‘Transactions - Serve Customer - Part one
Transactions - Serve Customer - Part (wo
Reporss
Transactions - Serve Customer - Part three
Transactions - Other - Part one
Transactions - Other - Part wo
Counter printer
care of,
changing the paper roll
changing the ribbon cassette..
consumables,
failure.
functions.
Counter Revenue report, producing
Creating a stock unit.
Credit card, recording the value of trasactions..
Currency, pre-ordered, collection
49
Customer receipts, printing
D
Daily
shutting system down
starting system up...
Daily reports
cash declaration...
what to produce.
Daily summaries
hel
heii
countel
counter, producing
office.
stock uni hel
Debit card, recording the value of transactions 4-69
Declarations
individual stock units
cash for balancing
non-value stock,
stamps
shared stock units
cash for balancing.
non-value stock,
stamps.
stock
Deleting
stock unit...
use
Delivery
pouch, conftiming
pre-purchase items:
Disaster recovery.
Discount on retail items, calculating
1 = Balancing
x = Balancing With Horizon Guide
© Post Office Counters Ltd
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Horizon System User Guide / Balancing with Horizon Guide
Navigation
Index
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Discrepancy checks before balancing
individual stock
shared stock
Downrating stock
DSS Girocheque Report.
Duplicate receipt, printin,
DVLA
V10 Report
V11 Report.
E
Flectronic scales failure.
Emergency office closures, notifying NBSC.
Encashing benefit
order book
bar-code
no bar-cod
non OBC:
when Horizon system is unavailable.
Encashment of Green Girocheques.
End of day
activity list.
cash declaration...
Equipment
alphanumeric keypad, description and use
bar-code reader
care of.
failure...
cleaning.
counter printer
cleanin
consumables...
description
failure checklist,
paper roll, changing.
ribbon cassette, changing
electronic scales failure.
= Office Administration
System Administration
‘Transactions - Serve Customer - Part one
Transactions - Serve Customer - Part (wo
f
8
b
Reporss
Transactions - Serve Customer - Part three
Transactions - Other - Part one
Transactions - Other - Part wo
Equipment continued
inkjet printer
changing the ink cartridge.
cleaning.
consumables
description
loading paper.
setting the adjust leve
setting the paper thickness level.
ISDN,
failure, LFS transactions during.
line faults, correcting
keyboard
care of,
description
failure, reporting
keypad.
laser printer
adding toner to the process unit.
consumables
description.
functions...
installing a new process uni
loading paper.
Magnetic Card reader
care of, 2-62
243
failure checklist.
use of..
maintenance
monitor
care of.
description
failure checklist
numeric keypad, use of.
office printer failure
checklist.,
LFS transactions, during
power failure, reporting...
processor
care of.
description
failure checklist
failure, LFS transactions, during.
1 = Balancing
x = Balancing With Horizon Guide
Page 28
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Horizon System User Guide / Balancing with Horizon Guide
Navigation
Index
Equipment continued. Functions of continued
screen screen
description bel description. b-l
menus, acces to. bl b3
Smart Card reader
care of. 262
G
failure checklist. add
Gains
touch screen
care of.,
failure checklist
Error Notices.
compensatin;
entering ..
preparing for
Errors found when checking Reports before ‘cut-off’...
Event Log report
_ he52
hv
h-40
what options to select to get information required... h-52
5:30
activity checklist
Existing reversals procedure
Extending the Cash Account Period (CAP)
F
Failure
bar-code reader
ISDN,
processor
Fallback recovery, AP transactions.
Flow-charts, descriptior
Forgetting your password.
Forwarding Pension and Allowance books to other
Post Offices...
FP 57 (Prescription Charge) refunds
Full name
definition.
icon..
Functions of
alphanumeric keypad. b-2
b-3
icons
input scree
b-2
b-2
keypad.
numeric keypad.
= Office Administration
System Administration
‘Transactions - Serve Customer - Part one
Transactions - Serve Customer - Part (wo
b
d Reporss
Transactions - Serve Customer - Part three
Transactions - Other - Part one
Transactions - Other - Part wo
branch office
Advice of Gain voucher
entering into suspense account..
making good,
redeeming
offices other than branch offices
authority to carry.
making good,
redeeming from suspense account.
resulting from corrections made to
Cash Account.
Gateway workstation, replacing
Girobank Reports.
Green Giro Report.
Green Girocheque, encashment
Groups, user definition.
H
Hardware faults, repair
a47
Helpdesks, contacting
Horizon system...
Network Business Support Centre.
OBCS validation service.
History report.
initialising
unavailable
LFS procedures
validating Bar-coded
Pension & Allowance books
a-76
b5
Horizon System Helpdesk
Hourglass (system busy indicator)
WW
Tons, functions of
Identifying lost EPOSS transaction: a-50
Inactive stock unit roll over.
1 = Balancing
x = Balancing With Horizon Guide
© Post Office Counters Ltd
Version 1.0 28 July 2000
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Horizon System User Guide / Balancing with Horizon Guide
Navigation
Index
POL00038868
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Individual stock units.
i-t
18
balancing
checking for discrepancies before balancing...
checking that all tasks are complete before balancing.. i-1
declaring
as]
non-value stock.
stamps
producing the stock unit balance...
Initialising the Horizon system ..
Inkjet printer
care of.
changing the ink cartridge...
consumabl
setting the adjust level
setting the paper thickness level
Input screen, functions.
ISDN
failure, during LFS transactions.
line faults... a-40
Issuing
bar-coded order book (OBCS)
Milk Tokens
non OBCS...
OBCS
4-16
K
Keyboard
care of.
description
failure checklist.
Keypad, usin;
L
laser printer
adding toner to the process unit.
care of.
description
installing a new process unit...
loading paper...
= Office Administration
System Administration
‘Transactions - Serve Customer - Part one
Transactions - Serve Customer - Part (wo
Reporss
Transactions - Serve Customer - Part three
Transactions - Other - Part one
Transactions - Other - Part wo
Loan to the post office
providing...
reclaiming
Local schemes
end of day accounting
payments
repo!
sale of vouchers or permits.
Locking a session...
Logging or b-10, b-39
Logging out
procedure.. b-13
system enforced bl4
Logistics Feeder Service (LFS)
changing the default date/ time for pouch delivery/
collection... £54
counter position becomes isolated from
the network.
counter printer fails
entering a bar-code number manually
ISDN link fails.
office printer fails
£57
£63
processor fails.
recovery of detail
whe
f-61
£57
reports,
returned stock advice notes..
transaction procedure
Losses
branch office
entering into suspense account.
making good,
redeeming
offices other than branch offices
authority to reclaim from pay
making good before balancing
making good from suspense account.
resulting from corrections made to
Cash Account.
writing off.
Lost EPOSS transactions, identifying
Lost Postmaster Memory Card (PMMC)/
Personal Identification Number (PIN),
1 = Balancing
x = Balancing With Horizon Guide
Page 30
© Post Office Counters Ltd
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Horizon System User Guide / Balancing with Horizon Guide
Navigation
Index
M
Magnetic card
entering PAN manually 32
payment
procedur
system failure
reader
care of.
description
failure checklist
Main functions of the system..
Make up of user nam
Making changes to the Cash Account after stock unit
balance...
Making good
gains
branch offi
offices other than branch office......
losses
branch office..
offices other than branch office,
suspense account
Manual entry
bar-coded bill wansaction:
magnetic card payment:
Pension and Allowance book details. 4-43
Manual receipts, completion of
Automated Payments. 37
Bar-coded bill payment transactions
magnetic card transactions
embossed
unembossed.
pouch collection,
pouch delivery
‘Smart Card transactions. 40
Memo view facility, using...
Methods of Paymen
Milk Token
issuing (OBCS)
non OBCS..
summary.
Misc schemes, procedure
Miscellaneous Transactions Report.
Modify user option:
= Office Administration
System Administration
‘Transactions - Serve Customer - Part one
Transactions - Serve Customer - Part (wo
b
d Reporss
Transactions - Serve Customer - Part three
Transactions - Other - Part one
Transactions - Other - Part wo
Monitor
care of,
description.
failure checklist.
Moveable outlets
description.
moving trolley from point of service
to point of storage .
a72
moving trolley from point of storage
to point of service...
National Savings Bank Deposits and
Withdrawals Reports...
Network Business Support Centre (NBSC), contactin;
New reversal:
New user, adding...
Non accounting data
Non OBCS
benefit encashment fallback.
benefit encashment recov.
cashing DHSS (NI) Girocheques.
encashing benefit on an order book..
encashing benefit when the Horizon system is
unavailable...
issuing Milk Tokens...
Non-value stock
confirming office totals.
declaration
individual stock.
shared stocl
Non-value transactions, entering.
Notifying the NBSC of emergency closures or
equipment movements
Numeric keypad, description.
°
‘oBcs
during system failure
general information
issuing Milk Token
recovery procedu
validation service.
1 = Balancing
x = Balancing With Horizon Guide
© Post Office Counters Ltd
Version 1.0 28 July 2000
Page 31
Horizon System User Guide / Balancing with Horizon Guide
Navigation
Index
POL00038868
POL00038868
Office
closures, notifying NBSC...
refurbishment, notifying NBSC...
relocation, notifying NBSC...
Office printer failure
checklist. 246
LFS procedure during £57
Office reports
daily
Office snapshot, producing
Options in the User Name/ Modify user screen.
Order Book Control Service, description.
Order book information entered manually.
Ordering consumable
Other Banks Cheques encashment.
Other offices losses and gains, making good
Out of Hours transactions.
acceptance of Automated Payments
offices with access to the Horizon system.
offices with out access to the Horizon system...
Outstanding summaies, producing...
P
PAN, entering manually
Paper roll, changing
Parcel traffic DPI Schedules, recording traffic from.
Parcel Worldwide services, non-postage sale
Parcelforce Worldwide Transactions, non-postage sales... e=1
Passport Agency Reports.
Passwords
changing.
conditions (rules) for
control of
error messages.
forgotten.
Payment for pre-order service
Payment transactions, performing.
= Office Administration
System Administration
‘Transactions - Serve Customer - Part one
Transactions - Serve Customer - Part (wo
f
8
b
Reporss
Transactions - Serve Customer - Part three
Transactions - Other - Part one
Transactions - Other - Part wo
Pensions & Allowance
bar-coded oder book encashment..
benefit encashment
fallback for non OBCS...
recovery for non OBCS..
when Horizon system is unavailable for OBCS ..
booking in bool
cashing DHSS (NI) Girocheques for non-OBCS.
encashing benefit
‘on a bar-coded order book for OBCS
‘on an order book for non OBCS
on an order book for OBCS..
when Horizon system is unavailable
for non OBCS
forwarding books to another office...
issuing Milk Tokens for Non OBCS..
non-bar-coded books encashment (OBCS)
printing a counter summary.
reports.
validation service information
Personal Identification Number (PIN)
changing
creating a manual record.
lost...
viewing.
Picklist, using...
Planned orders, viewing and printing.
PLU numbers, using.
POCL cheques
entering in to the suspense account..
reclaiming from the suspense account
Postage rates, calculating using the scales...
Postal Orders (PO)
lost fees, reclaming
Paid Report...
Postal Revenue transactions
Parcelforce Worldwide, non-postage sales.
Royal Mail Sunrise.
Postmaster Memory Card (PMMC), lost.
Potential safety risk:
1 = Balancing
x = Balancing With Horizon Guide
Page 32
© Post Office Counters Ltd
Version 1.0 28 July 2000
POL00038868
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Horizon System User Guide / Balancing with Horizon Guide
Navigation
Index
Pouch
collection, confirmin; £42
delivery
confirming
entering bar-code manually £49
manual receipt, completion of. 69
Power failure 247
Pre-order service (Bureau de Change)
buy-back transactions, accounting for.
collection of currency...
payment for service
recording
buy-back transactions.
credit/debit card uansactions..
Pre-purchase
items, delivery of.
product/service
Prescription Charge Refund:
Previewing, repo:
Printers
counter printer
changing the ribbon...
counter receipt
failure
counter
office
inkjet, description
laser
cleaning...
description
ordering consumables... 2-65, 2-66
Printing
reports...
stock advice notices
stop list
= Office Administration
System Administration
‘Transactions - Serve Customer - Part one
Transactions - Serve Customer - Part (wo
Reporss
Transactions - Serve Customer - Part three
Transactions - Other - Part one
Transactions - Other - Part wo
Processor
care of,
description.
failure
checklist.,
procedure
Product
details do not match...
list
description
production.
Look Up numbers (PLU).
not available
Q
Quantity icon
R
RD cheques
centering into the suspense account
reclaiming from the suspense account
Reading memos.
Receipt
249
a8l
printin,
transaction:
Recovery
AP transactions that were on the
Transaction stack when the system crashed
Automated Payments
collection details......
details of remittances to the Automated
Manual transactions...
manually recorded LFS transaction details.
Pension and Allowance transactions.
pouch delivery.
procedures after system failure
session
Redeemed Stamps Weekly Report
Redeeming
losses and gains (branch office)
Advice of Gain voucher
losses and gains.
1 = Balancing
x = Balancing With Horizon Guide
© Post Office Counters Ltd
Version 1.0 28 July 2000
Page 33
Horizon System User Guide / Balancing with Horizon Guide
Navigation
Index
POL00038868
POL00038868
Redirecting bar-coded order books to another office..
Reference data
dealing with warning messages.
revaluing stock items as a result of changes...
updating
Refund of Prescription Charge transactions.
Refurbishment of office, notifying NBSC.
Remittances
discrepancies in
general information
into office...
out of office.
removing a net shor
suspense account.
removing a net surplus from the
suspense account. £19
shortages in. £21
summaries report. x-62
surpluses in. £17
to Automated Distribution Centre.. £25
Rent (local schemes)
end of day accounting 61
payments
schemes report.
Repairing of faults, engineer visits.
Replacement of a Gateway workstation...
Reports
balance
description of.
individual stock unit...
shared stock unit...
balance snapshot
decription of. hevi
producin
by user
description
shared stock uni
Cash Account, description.
cash flow (weekly). x42
cheques accepted. x25
counter
daily, description. hei
revenue, producing x43
weekly, description. heii
= Office Administration
System Administration
‘Transactions - Serve Customer - Part one
Transactions - Serve Customer - Part (wo
Reporss
Transactions - Serve Customer - Part three
Transactions - Other - Part one
Transactions - Other - Part wo
Reports continued.
cut-off facility, description..
DSS Girocheque...
Girobank.
Green Giro
individual users, description
local schemes.
Logistics Feeder Service (LFS)
mandatory
miscellaneous transactions...
office
daily, description
snapshot, description
weekly, description,
overview
Passport Agenc
Pensions & Allowance
weekly
weekly (NT)
Postal Orders Paid
previewing
printing.
redeemed stamps weekly. x54
reprinting. hevi
retention. he
service visit. 49
Stock unit balanc
Suspense Account.
Reports continued.
wansfer reconciliation
user
events..
b-46
Restarting a workstation
Retail items
discount.
selling.
Retention of reports.
1 = Balancing
x = Balancing With Horizon Guide
Page 34
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Navigation
Index
Revaluation
foreign currency sterling equivalent
stock items as a result of changes
to reference da
Reversals, ne’
Reversing
Automated Payments
Flectronic Point of Sale transactions ..
existing reversals.
new reversals.
transfer reversals..
Rolling over an inactive stock unit
Royal Mail Sunrise transactions.
s
Safety risks
Scales
number of items of the same weight
other options.
using to calculate postage rates
inland item:
overseas item:
Screen
description
icons
menus, description.
Security
breaches of, reporting
Guidelines.
User
Sending Pension and Allowance books to other offices... d-8
Service Visit Report (SVR)...
Session recover
Setting up first user.
Settling transactions in transaction stack..
Shared stock units
balancing
by user reports..
checking
completion of tasks before balancing...
discrepancies before balancing
stamp and stock discrepancies.
= Office Administration
System Administration
‘Transactions - Serve Customer - Part one
Transactions - Serve Customer - Part (wo
b
d Reporss
Transactions - Serve Customer - Part three
Transactions - Other - Part one
Transactions - Other - Part wo
Shared stock units continued.
declaring
cas 64
non-value stock in shared stock units. 49
stamps and stock.
non-value declaration.
producing the stock unit balancé
Shopping mode...
Shortage in remittance, dealing with
Shutting down system
daily
restarting ..
‘Smart Card reader
care of.
description.
failure checklist. a44
Smart Card, recharging 22
Snapshot
offic
stock unit balance...
Software faults, reporting,
Splitting a pack to sell an item...
Stamp declaration
individual stock
shared stock..
Starting system up.
Step by step guide to balancing.
Stock
adjustment when balancing,
advice notes returned.
discrepancies, checking before balancing
downrating...
on hand, entering current sterling value.
selling.
uprating.
Stock declarations
individual stock
non-value...
stamps...
shared stock
non-value...
stamps and stocks
1 = Balancing
x = Balancing With Horizon Guide
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Navigation
Index
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Stock transactions
reclaiming lost Postal Order fees
selling stock item:
splitting a pack to sell an item
Stock transfer
into a stock unit
out of a stock unit
Stock unit
a32
attaching users.
balance
individual stock unit 1-5
making changes after changes to Cash Account... +-92
shared stock unit, balancing.
shared stock unit, producing... i37
i i77
snapshot.
balance report
description
individual stock uni
shared stock unit...
details (viewing)
individual stock unit..
not used in current Cash Accout period...
rolling over an inactive stock unit.
shared stock unit
balancing
producins
viewing
detail:
stock units attached to users.
users attached to stock units.
Stop list, producing.
Summaries
available.
daily counter
daily office
outstanding (mandatory), checking.
stock unit.
Supplying a new Pension and Allowance book
to a customel
Suspending a transaction.
= Office Administration
System Administration
‘Transactions - Serve Customer - Part one
Transactions - Serve Customer - Part (wo
Reporss
Transactions - Serve Customer - Part three
Transactions - Other - Part one
Transactions - Other - Part wo
Suspense Account
dealing with Losses and Gains.
making good
overview
POC. cheques
entering into
45
5!
reclaiming.
RD cheques
entering into
reclaiming.
removing remittance
shortage.
surplus...
Report.
vouchers
entering into
reclaiming.
Switching off the processor.
System busy indicator (Hourglass)
System enforced log out...
system failure
Automated Payments during ...
completing transactions
entering bulk transactions after .
recovery procedures after
System problems
if product details do not match ..
if you are unable to enter a product or PLU
T
Taking payment for transactions before products
are available
Tasks to be performed prior to producing stock unit balance
individual stock i-t
shared stock..,
Temporary locking of a session.
Text style of booklet.
Touch screen, care of equipment...
Training Mode
entering...
exiting
guidelines..
leaving
1 = Balancing
x = Balancing With Horizon Guide
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Navigation
Index
‘Transactions...
accepted on balancing day...
accepted on days other than
balancing day
Automated Payments reversals 44
completion procedures
despatch procedures
Electronic Point of Sale wansactions reversals
entering after failure
existing reversals.
interrupted by
system failure
log
log repor hs.
new reversals, E34
payment. 4-85
receipt 4-81
suspending
transfer reversal:
wansferring
Transfering
cash and stock
into a stock unit...
out of a stock unit...
overview.
reconciliation report.
reversals...
transaction (session).
Travel schemes
Travellers cheque:
Trolley
moving from point of service
to point of storage
a72
moving from point of storage
to point of service a74
TV Licensing Report
U
UKPA (United Kingdom Passport Agency) Repott.renmmm X22
Unlocking a session bl7
Updating reference data 37
Uprating stoc
= Office Administration
System Administration
‘Transactions - Serve Customer - Part one
Transactions - Serve Customer - Part (wo
b
d
Reporss
= Transactions - Serve Customer - Part three
Transactions - Other - Part one
Transactions - Other - Part wo
Users
adding users
attaching to a stock unit
conditions of passwords .
control of passwords..
deleting
events report.
forgetting password
full name...
groups, definitior
history report...
make up of name
modifying
names.
options in the User Name/ Modify user screen
passwords..
producing a list of .
security and access..
setting up firs
viewing
procedure .
stock units attached to users.
stocks units and users.
users attached to stock units.
v
V10 report x44
V11 Repor 1 X45,
Validating Bar-coded Pension and Allowance books
when Horizon system is unavailabl
Vehicle License
Vouchers
entering in to the suspense account..
entering on the Horizon system
reclaiming from the suspense account.
remitting out
WXY
Weekly Reports, production.
x4l
Weekly summaries
offic
stock unit...
1 = Balancing
x = Balancing With Horizon Guide
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What to do if the system does not respond
as you expect
a49
Workstation
replacing
Gateway...
workstation ...
restarting
Gateway workstation.
workstation
Z
Zero value transactions, entry into system..
a = Office Administration e
b = System Administration £ = Transactions - Other - Part one
= Transactions - Serve Customer - Part one g = Transactions - Other - Part qwo
d_ = Transactions - Serve Customer - Part wo b= Repors
= Transactions - Serve Customer - Part th
1 = Balancing
x = Balancing With Horizon Guide
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Horizon System User Guide
Office Administration
Contents
Contents
Office Administration
User administration
Security and access...
Setting up a first user
Adding a new user......
Deleting a user
Changing your password
Viewing and modifying users .....
Options in the User Name/Modify user screen ....
Stock unit administration
Creating a stock unit ...
Deleting a stock unit ...
Attaching users to a stock unit ....
Viewing stock units and users
System failure
Equipment Failure Checklist (dealing with equipment failure) «0.0.0.0...
Identifying lost transactions following a system failure
Recovery procedures after system failure
Equipment information and maintenance
Counter equipment.....
Care of equipment ......
Ordering and installing consumables.
Moveable outlets ......
Page
28
30
32
34
39
50
51
56
62
65
72
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Contents
Page
Miscellaneous
Help Desks .. 76
Using the Memo View facility .. 79
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Office Administration
Introdution
Introdution
Introduction
This booklet contains information about the office administration functions of the Horizon system.
Office administration using Horizon means management of information held on the system about
the identity of a user or a stock unit (for example user names or Stock Unit IDs), together with
other administrative functions you must perform to use the system
For information about printing administration reports see Reports; Administration reports.
The User Administration section includes information about how to add a new user, change a
password, delete or modify a user etc.
The Stock Unit Administration section includes information about attaching users to stock units,
creating stock units etc.
The System Failure section includes instructions for identifying lost EPOSSS transactions, recovery
procedures etc.
The Equipment Information and Maintenance section covers areas such as care of the equipment
and ordering and installing consumables.
Information about the Horizon System Helpdesk, the Network Business Support Centre and the
Memo View facility are contained in the Miscellaneous section.
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Office Administration
User administration
Subsection I
User administration
I Security and access
1.1 Security guidelines
Bear in mind the following points at all times when using the system:
* Any misuse of the system could mean that you are committing a criminal offence, for which
you could be prosecuted and/or disciplined
* Users are accountable for any actions undertaken with their user name and password
* Users are responsible for ensuring that their password is kept private and not revealed to any
other person
* All existing security checks must still be applied (the system does not do away with the need for
vigilance)
* Features of the system, espe irity, must be treated as business-sensitive information,
and not discussed outside the workplace
* Screens should not be placed so that they can be seen by customers
* Redundant (ie users no longer working in your office) users must be deleted from the system
* Users must invoke the temporary lock or log out from the system if the workstation is out of
sight, or if they are not going to use it immediately (see System Administration; Accessing the
system; Logging on and logging out and System Administration; Accessing the system;
Temporary locking of a session).
* Always report any breach of security arising as a result of the implementation of Horizon to the
Horizon System Helpdesk
Please remember: None of the above replaces your current contractual liabilities.
1.2 Full Name
When entering names into the Horizon system to update the list of users:
- Atleast one character must be entered in both fields
- The system does not allow the entry of more than one first name
- No spaces can be entered to the first name field
- The maximum number of characters in either field is 16 (this means that if the name is too
long to fit in the box it should be truncated if it exceeds 16 characters)
- Names cannot be changed after the user has been set up
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User administration
Subsection I
User administration
1.3. User names
Whenever you need to use the Horizon system, you must identify yourself by entering your user
name. Your user name is unique within your office. It will allow you to access information and to
change what you are authorised to change, but will prevent you from accessing or accidentally
changing anything else.
* Never allow others to use your user name
it is only for your use)
* Do not use, or attempt to use, any user name that has not been issued to you personally
* Always log out when you have finished using the system to prevent others from using your user
name
* User names must be six characters long.
Make up of user names
User names are made up as follows:
- your first initial
- the first two letters of your surname
- anumber, which will always be 001, unless there is, or has been, an identical user ID
For example: — The first Elvis Presley to be a user in your office would take the user name EPROO1.
If there is a second Elvis Presley or an Ella Presley, the last number must be
incremented by 1, making them EPROO2 on the Horizon system.
The user name cannot contain spaces or more than two successive duplicate characters.
If using the user's first initial and the first two letters of their surname gives more than two
successive characters that are the same, the third duplicate character must be omitted, and the third
character from the user's surname used instead.
For example: Linda Llewellyn must be entered as LLEOO1 on the system.
If the next numeric character in the current sequence leads to three repeated numeric characters,
the third duplicate character should be omitted and the next number in the sequence used instead.
For example: — The number 111 would be omitted and the number 112 used instead.
Teller ID field
No entry must be made in the Teller ID field.
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User administration
Subsection I
User administration
1.4 Passwords
Efficient and tightly controlled use of passwords is essential to system security and is an area for
which all users of the system must take responsibility.
A password expires after 30 days.
Conditions of passwords
A password must:
= be private, user-selected, and not revealed to anyone
- be changed immediately if it has been allocated by someone else (ie when the user is first
introduced to the system), if it is modified or if the message ‘Must Change Password’ appears
- be changed regularly and may only be re-used after 12 changes of password
= contain a minimum of six characters and a maximum of fourteen (14) characters, at least one
of which must be a number
A password can not:
- be the same as the user name or be among the excluded words that are programmed into the
system
= use obvious words, for example, 'Password’or 'Secret’
- contain spaces or more than two successive duplicate characters
- be changed more than once within 24 hours
Control of passwords
+ Change your password at regular intervals
* Change your password immediately if you suspect that someone else knows it
Please note: The system will not allow you to change your password more than once in any 24
hour period. If you have recently changed your password and you suspect that
someone else knows your new password you must continue to work normally and
change your password as soon as the 24 hour period has elapsed.
+ Ensure you are not observed when you enter or change your password
+ Use the temporary lock or log out of the system if the workstation is out of your sight or if you
are not going to use your workstation immediately (see System Administration; Accessing the
system; Logging on and logging out and System Administration; Accessing the system;
Temporary locking of a session)
* Never write down your password.
Please note: No one should ask you for your password; not even the Horizon System Helpdesk.
Report any request of this nature through the normal Post Office Counters Ltd
security and investigation channels.
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User administration
Subsection I
User administration
Forgetting your password
Supervisor or clerk level
* Contact your manager. He/she can use the Modify User function to enable you to select a new
password, see subsection 6; Viewing and modifying users
Manager level
* Contact the Network Business Support Centre (NBSC) who will verify your identity and ask the
reason for your request, see subsection 19; Help Desks
Checks of your identity must be made. This may take up to 30 minutes.
1.5 Password error messages
The tables below and on the following pages list error messages you may encounter when entering
a password into the Horizon system and the possible causes of the error message
Please note: — There may be more than one cause for an error message.
When adding a user
Message Reason for message I When message will be I Screen returned
displayed to
Password cannot be Password is blank After password is first Password
empty entered
Password cannot More than 2 successive I After password is first I Password
contain more than two I characters the same in I entered
successive duplicate password
characters
Password cannot be the I Password same as user I After password is first Password
same as user name name entered
Password must contain I Password has less than I After selecting group I User Name
at least 6 characters 6 characters
Password cannot Password contains After password is first. I Password
contain spaces spaces entered
Unable to add user. Password has 15 After selecting group I User Name
Invalid password characters
specified.
Unable to add user. ‘Password’ has been After selecting group I User Name
Invalid password used as the new
specified password
Password and Confirmed password is I After confirming Confirm
confirmed password not the same as the password. Password
do not match password first entered.
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Subsection I
When modifying a user
Message
Reason for message
When message will be
displayed
Screen returned
to
Password cannot be
empty
Password is blank
After password is first
entered
New Password
Password cannot
contain more than two
successive duplicate
characters
More than 2 successive
characters the same in
password
After password is first
entered
New Password.
Password cannot be the
same as user name
Password same as user
name
After password is first
entered
New Password.
Password must contain
at least 6 characters
Password has less than
6 characters
Afier confirming
password
Password
Password cannot
contain spaces
Password contains
spaces
After password is first
entered
New Password.
Unable to change
password. Invalid
password specified.
Password has 15
characters
After confirming
password
Confirm New
Password
Unable to change
password. Invalid
password specified.
“Password” has been
used as the new
password
After confirming
password
Confirm New
Password
Password and.
confirmed password
do not match
Confirmed password is
not the same as the
password first entered
After confirming
password
Confirm New
Password
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User administration
Subsection I
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User administration
When the system invokes the change password function
Message
Reason for message
When message will be
displayed
Screen returned
to
New password may not
be blank
New password is blank
After password is first
entered
New Password
Password cannot
contain more than two
successive duplicate
characters
More than 2 successive
characters the same in
new password
After password is first
entered
New Password.
Password cannot be the
same as user name
New password same as
user name
After password is first
entered
New Password.
Unable to change
password. Invalid new
password specified.
New password same as
old password
Afier confirming new
password
Confirm
Password
Unable to change
password. The new
password must contain
at least 6 characters
New password has less
than 6 characters
After confirming new
password
New Password
Password cannot
contain spaces
Password contains
spaces.
After password is first
entered
New Password
password
password first entered.
Unable to change New password has 15 I After confirming new I Confirm
password. Invalid new I characters password Password
password specified.
Unable to change ‘Password’ has been After confirming new I Confirm
password. Invalid new I used as the new password Password
password specified. password
Re-entered password I Confirmed password is I After confirming new I Confirm
does not match new not the same as the password. Password
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User administration
Subsection I
When the user invokes the change password function
password specified
Message Reason for message I When message will be I Screen returned
displayed to
Unable to change Old password entered I After confirming new I Old Password
password. Invalid old I incorrectly password
Password cannot be
empty
New password is blank
After password is first I New Password
entered
Password cannot
contain more than two
successive duplicate
characters
More than 2 successive
characters the same in
new password
After password is first. I New Password
entered
Password cannot be the
New password same as
After password is first I New Password
password specified.
same as user name user name entered
Unable to change New password same as I After confirming new I New Password
password. Invalid new I old password password
Password must contain
at least 6 characters
New password has less
than 6 characters
After confirming new I New Password
password
Password cannot
contain spaces
Password contains
spaces
s first I New Password
After password
entered
Unable to change
password. Invalid new
password specified.
New password has 15
characters
After confirming new I New Password
password
Unable to change
‘Password’ has been
After confirming new I New Password
permitted to change
your password. Please
contact your manager.
password. Invalid new I used as the new password
password specified. password
Password and Confirmed password is I After confirming new I Confirm New
confirmed password not the same as the password Password
do not match password first entered
Unable to change More than one attempt I After confirming new I Confirm New
password. You are not I tochange the password I password. Password
within 24 hours
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Office Admi
istration
User administration
Subsection I
User administration
1.6
Groups
Your level of access to the system is determined by your group membership.
- Engineer: able to diagnose system faults only
- Auditor: access only for auditing purposes
- Auditor E: access to full managerial functions plus final accounting facilities, permissible only
in emergency situations (ie as
istance in change of office management)
- Support: can only create users
- Managers: access to all counter functions and administration (user administration is restricted
to this group)
- Supervisors: access to all counter functions, but no administrative access except to stock units.
- Clerk: access to all the counter functions, but with no administrative access
- Setup: operational only on initialisation of the system only, has administrative access in order
to create a manager user
- Migration: allows access to the functions used to setup up the office when Horizon is first
installed
Please note: — Groups not appropriate for office use (for example, engineer, auditor, auditor E,
support and setup) cannot be allocated to new or existing users.
These groups can only be assigned during the system start-up process for agreed
user names.
You as a user can be a member of only one of the above groups. You will be able to gain access to
functions on the system according to the level of group access you have been allowed.
If you are not a member of the group, all functions in that group will be padlocked except Logout.
Page 8
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Office Administration
User administration
Subsection 2
User administration
2 =Setting up a first user
Use this procedure if you are a manager and need to set up an identity for yourself in order to
create other users.
You will only need to use it when the system is first installed in your office.
@
Touch screen when
Riposte logo displayed
@ Touch the screen or press any key when the Riposte
logo is displayed
A warning message will be displayed on the screen
Y informing you that to proceed without authorisation
- is a criminal offence.
Touch ¥ icon
@ Tocontinue, touch the ¥ icon
The Enter Name/Logon screen is displayed.
y
Enter user name
ZSETO! @ Enter the user name ZSETO1, using either:
- the keyboard
= the on screen alphanumeric pad (by first
y
Touch ¥ icon
touching the Alphanumeric keypad icon)
®@ Touch the ¥ icon
y
Enter password FIRST I
then touch ¥ icon @ Enter the password FIRST1 and touch the ¥ icon
Details
entered
correctly?
Examine the screen to see whether the details have
been entered correctly
If the details have been entered incorrectly:
I y The screen will display an error message.
Touch ¥ icon
* ‘Touch the ¥ icon to acknowledge the message
Repeat procedure + Repeat the procedure from the flow chart box
I “Enter user name ZSETO1’ on page 9.
y
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User administration
Subsection 2
User administration
¥
Touch ¥ icon
® Touch the ¥ icon
y
Create new user ID © Create a new user identity for yourself with
management access
For information on creating new users, see
f subsection 3; Adding a new user.
Log out
@ Log out of the Horizon system
For information on logging out of the Horizon
system, see System Administration; Accessing the
y system; Logging on and logging out.
@ Log on to the Horizon system using your new
I identity
I If the logon attempt fails, repeat the procedure from
i the flow chart box ‘Enter user name ZSETO1’ on
I page 9 but at the flowchart box ‘Create new user ID”
I on page 10, modify your user identity as
appropriate. For information on modifying your
I identity, see subsection 6; Viewing and modifying
users.
For information on logging on to the Horizon
1 system, s
system; Logging on and logging out.
y
Delete user ZSETO!
e System Administration; Accessing the
® Delete the user ZSETO1
For information on deleting a user, see subsection 4;
Deleting a user.
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User administration
Subsection 2
User administration
ZSETO!
deleted?
@ Examine the screen to see whether ZSETO1 has been
I deleted
YES v
Log out of system
If ZSETO1 has not been deleted:
* Log out of the system
For information on logging out of the Horizon
¢ system, see System Administration; Accessing the
y system; Logging on and logging out.
Repeat procedure * Repeat procedure from flow chart box ‘Enter user
name ZSETO1’ on page 9 but at the flowchart box
“Create new user ID’, modify your existing user
identity to give yourself management access. For
information on modifying your user identity, see
subsection 6; Viewing and modifying users.
Create additional users
@ Create the additional users you need.
For information on creating additional users, see
subsection 3; Adding a new user.
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User administration
Subsection 3
User administration
3. Adding a new user
Use this procedure when you need to add a new user to the Horizon system.
They may only be added to the system by a user with manager ace
be returned to the Admin screen.
e)
Touch icon sequence to
select Add User @ Select the Add User option by touching the
following icon sequence:
Any unauthorised user will
- Administration
- User
- Add User
y
Enter user name
The User Name/Add User screen will be displayed.
@ Enter the new user name, using either:
- the keyboard
- the on-screen alphanumeric pad (by first
touching the Alphanumeric Keypad icon)
REFER’
The user name must comply with the user name
conditions see Office Administration; User
administration; Security and access.
y
Touch ¥ icon
® Touch the ¥ icon to accept the user name
The Password/Add User screen will be displayed
with the user name in white in the right hand panel
and the password line highlighted in purple.
@ Examine the screen to see whether the Horizon
System has accepted the user name
If the Horizon System has not accepted the user
name:
Touch ¥ icon
* Touch the ¥ icon
y
Re-enter user name and
touch ¥ icon
* Re-enter the user name and touch the W icon
and repeat from ‘User name accepted?’ on page
12
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User administration
Subsection 3
User administration
Enter allocated
password and touch 7
icon @ Enter the password you have allocated to this user
and then touch the ¥ icon
The password must comply with the password
conditions see Office Administration; User
I administration; Security and access.
/ The Horizon system will check the validity of the
password.
@ Examine the screen to see whether the Horizon
Password
accepted? System has accepted the password
If the Horizon System has not accepted the
ves Y password:
Touch v icon * Touch the ¥ icon
ul
Re-enter password and
touch ¥ icon
+ Re-enter the password and touch the W icon and
repeat from ‘Password accepted?’ on page 13
v
Confirm password, then
touch ¥ icon
@ Confirm the password by entering it again, then
touch the ¥ icon
The First Name/Add User screen will be displayed.
@ Examine the screen to see whether the Horizon
system has accepted the password
If the Horizon system has not accepted the
password:
Touch ¥ icon
Re-enter password and
touch ¥ icon .
* Touch the ¥ icon
Re-enter the password and touch the ¥ icon.
y
Enter first name, then .
touch ¥ icon @ Enter the user’s first name, then touch the ¥ icon to
confirm.
y
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The user’s name must comply with the full name
conditions see Office Administration; User
administration; Security and ac
ss.
Yy
The Last Name/Add User screen will be displayed.
Enter last name, then
touch 7 icon @ Enter the user’s last name, then touch the ¥ icon to
i confirm
y
Touch appropriate User
Group @ Select the user’s group by touching the appropriate
icon:
- Clerk
- Supervisor
- Manager
For information on user groups, see paragraph 1.6;
page 8
Has user
been No @ Examine the screen to see whether the user has been
created? created
YES Touch V icon If the user has not been created:
* Touch the ¥ icon
Please note: If the user was not created because the
password was not accepted repeat the
¥y procedure from the flow-chart box
View user names “Enter user name’ on page 12.
* ‘Touch the previous icon and view the existing
user names to see if the user name has already
been used
REFER For information on viewing and modifying users see
subsection 6; Viewing and modifying users.
Repeat procedure + Repeat the procedure from the flow chart box
‘Enter user name’ on page 12.
Touch ¥ icon
@ Touch the ¥ icon to confirm that the user has been
created. You are returned to the Modify User screen.
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y
Check Options details
Do options
need
changing?
NO
y
y
Touch Options icon
ul
Touch relevant icon
y
Touch ¥ icon
v
If the user is accepted, the Modify User screen will
be displayed. This has two tabs. Tab I is
automatically displayed. User details are displayed
on tab I and the group to which the user belongs is
displayed under tab 2.
Nothing should be entered in the Teller ID field.
Examine the Options details shown in the left hand
panel on tab 1 to check they are correctly set as
follows:
Option Effect
Must change This ensures that the user
password on next will have to change their
log on password the next time they
log on
Password expires This ensures that the
password will expire
regularly
Account is not This means that the current
disabled user name and password on
the system may be used
Account is not The user is able to log on.
locked out Account locked is caused by
a user making three
unsuccessful log on
attempts
Decide whether you need to change any of the
options
If you need to change any of the options:
* ‘Touch the Options icon
The Options for User screen will be displayed.
* Touch the relevant Options for User icon(s)
The screen will display a green highlight around the
selected option(s) icon. If the wrong option is
selected, press the box again to de-select it. The
“Account is disabled’ option is used to disable the
account so that the user name and password cannot
be used.
* Touch the ¥ icon to confirm options for user
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y
Touch ¥ icon
* Touch the ¥ icon to confirm that the user
] options have been successfully updated.
Touch Desktop icon
@ Touch the Desktop icon to return to the Desktop
Is user
available? @ Check to see if the new user is present in the office
‘YES
¥
Write down password
and seal in envelope * Write down the password, seal it in an envelope
If the user is not available:
and store it in a secure location until the user is
available.
Advise user of password
@ Give the password to the new user and advise them
that they will be prompted to change it the first time
they use the Horizon
Please note: Although the initial password is known.
both to the new user and the person
creating the user, subsequent
v passwords used must be known to the
user only.
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Subsection 4
User administration
4 Deleting a user
Use this procedure when you need to delete a user from the Horizon system.
All users that will not use the system in your office again must be deleted.
Deletion of a user does not remove the user from the system but marks him/her as ‘deleted’. If the
user returns to the office, you will have to give them a different user name.
You can only delete a user if they are attached to the DEF stock unit.
Touch icon sequence to
select Delete User @ Select the Delete User option by touching the
following icon sequence:
- Administration
- User
- Delete User
Touch user name to be
deleted @ Touch the user name of the user to be deleted
The Delete User screen is displayed
If the name you want is not displayed, touch the
arrow on the screen to view the list of other users.
The Horizon system will check whether the user can
be deleted.
User
YES
attached to aa @ Examine the screen to see whether a user attached to
stock unit?
stock unit message is displayed by the system:
NO y . .
Ifa user attached to stock unit message is
Touch ¥ icon displayed:
* Touch the ¥ icon
y
Attach user to DEF * Detach the user from the stock unit by attaching
stock unit them to the default stock unit
REFER For information on attaching users to a stock unit
see subsection 10; Attaching users to a stock unit.
v y
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y
Repeat procedure
Confirm
deletion?
YES Touch X icon to cancel
y
Touch ¥ icon to
confirm deletion
——__Y
Touch ¥ icon
deletion
* Repeat the procedure from the beginning.
The Confirm Deletion screen will be displayed.
Decide whether you want to confirm the deletion
If you want to cancel the deletion:
* ‘Touch the X icon.
The Horizon system will cancel the deletion and
return to the Desktop.
Touch the ¥ icon to confirm the deletion
Touch the ¥ icon to acknowledge the deletion.
The Horizon system will return to the Desktop.
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Subsection 5
User administration
5 Changing your password
Use this procedure when you want to change your password or the Horizon system asks you to
change your password.
If you have forgotten your password:
- Managers: contact the Network Business Support Centre, see subsection 19; Help Desks.
- Supervisors/clerks: the manager can provide you with a temporary password see subsection 6;
Viewing and modifying users.
©
System
fe 4 NO
enforce ey @ Examine the screen to see whether the Horizon
change? I mere : 1 .
/ system is asking you to change your password
Yes Y If you are choosing to change your password:
Touch icon sequence to
select Chg Password + Select the Chg Password option by touching the
T following icon sequence:
i - Administration
I - User
i - Chg Password
The Horizon system will display the Old Password/
y Change Password screen.
Enter current password
* + Enter your current password and touch the /
and touch ¥ icon y P
icon.
———— The system will display the New Password/Change
¥ Password screen.
Enter new password
and touch ¥ icon @ Enter your new password and touch the ¥ icon
Please note: This mus
comply with the password
conditions see Office Adminis
ration;
User administration; Security and
access.
Password @ Examine the screen to see whether the Horizon
accepted? System has accepted the password
If the Horizon System has not accepted the
YES I y password:
Touch 7 icon * Touch the ¥ icon
y y
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y
Re-enter password and
touch ¥ icon
* Re-enter your password and touch the / icon
and repeat from ‘Password accepted?” on page 19
Re-enter new password
and touch V icon @ Re-enter your new password to confirm it and touch
the ¥ icon
Password @ Examine the screen to see whether the password
change
accepted?
NO
change has been accepted
If the password change has not been accepted:
YES
The system will display the Error/Change Password
screen, which will include the reason why the
y password change is not accepted.
Touch ¥ icon * Touch the ¥ icon to clear the message
The system will return you to the Enter old
password or the Confirm new password screen as
appropriate.
If you need to re-enter the new password touch the
“Enter new password’ field on the right hand side of
v the screen.
Delete password * Delete the incorrect password using the
Backspace key
y
Repeat procedure
* Repeat the procedure from the flow-chart box:
= ‘Re-enter new password and touch 3 icon’ on
page 20 (for an incorrectly re-entered new
password)
- ‘Enter current password and touch 3 icon’ on
page 19 (for an incorrect old password)
y - ‘Enter new password and touch 3 icon’ on page
19 (for an incorrect new password)
Touch ¥ icon
@ Touch the ¥ icon to return to the Desktop.
Please remember: You must never reveal your
password to another user.
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Subsection 6
User administration
6 Viewing and modifying users
Use this procedure to view or modify details of a user on the Horizon system. You will be able to
view and modify users only if you have management access. If you do not have management access
you will be padlocked against using this option and returned to the Desktop menu.
Touch icon sequence to
select Modify User @ To view users, select the Modify User option by
touching the following icon sequence:
- Administration
- User
- Modify User
The User Name/Modify User screen will be
x displayed.
Locate user
@ Locate the user you want to view
If the user you require is not shown, scroll up and/
or down using the arrows on the left hand side of
y
Touch user name
the screen.
@® Touch the user name to be viewed
The Modify User Details screen will be displayed. All
the user details are displayed on this screen, except
the name of the group to which the user belongs.
This is displayed under tab 2. For information on the
details shown and the options that can be changed,
see subsection 7; Options in the User Name/Modify
user screen.
Change any NO @ Decide whether you need to change any details
details?
Please note: You must not change the Full Name or
Teller ID details.
YES
¥ If you do not need to change any of the details:
Touch Desktop icon * Touch the Desktop icon to return to the Desktop.
Allocate user ES @ Decide whether you need to allocate the user to a
group? different group
NO y If you need to allocate the user to a different
Touch the Group icon group:
* Touch the Group icon
y Y ‘The Groups for User screen will be displayed.
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Y
Touch current group
icon
* ‘Touch the icon for the group to which the user
currently belongs. This is highlighted in green
Touch icon to select * ‘Touch the icon for the user’s new group
new group
The new group will be highlighted in green.
Please note: You must not select more than one
y group. A user may only belong to one
group at a time.
Touch ¥ icon to
confirm User group * Touch the ¥ icon to confirm the User group
y
Touch ¥ icon * Touch the ¥ icon to confirm that the User
groups have been successfully updated.
You will now be returned to the Modify User screen.
This has two tabs. The group to which the user
belongs is displayed under tab 2.
@ Decide whether you need to change the user’s
password
If you need to change the user’s password:
Touch Password icon * ‘Touch the Password icon
en will be
" The New Password/Change Password
displayed.
Enter new password
Pas + Enter the new password that will be used to log
on using either:
- the keyboard
- the on-screen alphanumeric pad (by first
touching the Alphanumeric Keypad icon)
Please note: The password must comply with the
password conditions see paragraph 1.4;
page 3.
The Horizon system will check the
y validity of the password.
Touch ¥ icon
* Touch the ¥ icon
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Confirm password, then * Confirm the password by entering it again, then
touth 7 icon touch the ¥ icon
The Modify User screen will be displayed
Error
message , + Examine the screen to see whether it is displaying
i 2
displayed? an error message
NO y If the password has been entered incorrectly:
Touch ¥
icon
* Touch the ¥ icon
Delete
incorrect
password
y
Repeat
procedure * Repeat procedure from the flow chart box ‘Enter
new password’ on page 22.
* Use the backspace key on the keyboard to delete
the incorrectly entered password
y
Touch ¥ icon
If you have entered the password correctly:
* Touch the ¥ icon.
@ Check to see whether the Options details, shown in
the left hand panel, are correctly set as follows:
Option Effect
Must change This ensures that the user will
password on next _ have to change their password
log on the next time they log on
Password expires This ensures that the
password will expire regularly
Account is not This means that the current
disabled User Name and password may
be used on the system
Account is not De-select this option if a
locked out locked user account is to be
v y unlocked
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y
Touch Options Icon
If you need to change any of these options:
* Touch the Options icon
y
Touch relevant Options
for User icon(s) * Touch the relevant Options for User icon(s)
REFER For information on reselecting, see subsection 7;
Options in the User Name/Modify user screen.
The screen will display a green highlight around the
selected Option(s) icon. If the wrong option is
¥ selected, press the box again to de-select it.
Touch ¥ icon
* Touch the ¥ icon to confirm options for User
¥
Touch ¥ icon
* Touch the ¥ icon to confirm that the User
options have been successfully updated.
© Check to see if you have changed the user's password
If you have changed the user’s password:
Is user
> “ * Check to see if the user is present in the office
available?
YES I
¥ If the user is not available:
Write down
password * Write down the password, seal it in an envelope
and seal and store it in a secure location until the user is
available.
$$
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* Give the password to the user and advise them
that they will be prompted to change it the next
time they use the Horizon system.
‘Advise user of password
Please note: Although the changed password is
known both to the user and the person
modifying the user, subsequent
v passwords used must be known to the
ly.
Touch Desktop icon user only
@ Touch the Desktop icon to return to the Desktop.
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Subsection 7
User administration
Options in the User Name/Modify user screen
This section describes the options available in the user Name/Modify User Screen, see subsection
6; Viewing and modifying users.
These are five icons on the right hand side of the screen as follows:
Full Name
This leads to a screen in two halv.
. The right hand side displays the current first and last name, the
left hand side is used to edit the selection. You must not edit a user name after the user has been set
up on the system.
Groups
This displays a screen containing ten icons, of which only the Manager, Supervisor and Clerk are
available. The others are padlocked and cannot be selected. Changes can only be made by a user
with manager access.
Teller ID
This must not be used.
Options
This leads to a screen that contains five icons:
Must change Password
When selected, this forces the selected user to change their password the next time they log on.
This is enforced at the point of log on. It cannot be selected if the ‘Password Never Expire’ is
selected and cannot be deselected by retouching the button.
Password Never Expire
When selected, the password for the chosen user never expires. It cannot be selected if the "Must
change password’ is selected but can be deselected by touching the button again. This option
should not be used unless instructed to do so.
Account is disabled
This prevents a user from logging on. It can be used to prevent unauthorised usage of a user name
if the user is currently away from the office.
The system disables the account at the next log on.
If accidentally selected for a user that is currently logged on the account is not disabled until the
next log on. However, if temporary lock is either selected or enforced by the sytem, the user will
not be able to re-access the system.
It can be deselected by touching the button again.
Account is locked out
This cannot be selected, it can only be deselected. The system automaticaly selects the option if the
number of failed log on attempts exceeds the number allowed by the system. The function is used
to prevent unauthorised access and enforce the outlet manager to enable the account.
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The ¥ icon when selected, updates the account of the user selected. No changes to the options are
made until this button is selected.
Password
Use this when a user has forgotten their password. A manager can give the user a password that can
be used to log on. The next time the user logs on, they must change their password.
This can be enforced by selecting the ‘must change password’ option, see ‘Must change Password’
on page 26.
The password screen is in two halves, The right hand side displays two lines for entering and re-
entering a new password, the left hand side is used to edit the selection.
* Touch the line of the password that is to be entered, enter the new password using the keypad
and it appears in the edit box on the left hand side.
* Use the backspace key to delete any errors or some of the password and re-enter the correct
details. The X icon deletes all when using the alpha-numeric on screen keypad
This can only be done by a user with manager access.
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Subsection 8
Stock unit administration
Creating a stock unit
Use this procedure when you need to create a new stock unit.
This can only be carried out by a user with manager access. When stock units are created, they are
in the current office Cash Account period. However stock units cannot be created during
production of the office Cash Account.
There are two types of stock unit: individual or shared. An individual unit supports one user at a
time, a shared unit supports several users.
For information on how to attach users to a stock unit once it has been created, see subsection 10;
Attaching users to a stock unit.
Touch icon sequence to
select Create option ©@ Sclect the Create option by touching the following
icon sequence:
- Administration
- Stock Unit
- Create
Y The Horizon system will now display the Stock Unit
Enter new stock unit ID
ID screen.
@ Enter the ID of the new stock unit
Please note: A Stock Unit ID should be created
using a minimum of I and a maximum
Y of 3 alphanumeric characters, and no
Touch ¥ icon
space:
® Touch the ¥ icon to accept the ID entered
The Stock Unit Type: Create Stock Unit screen is
displayed.
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Select stock unit type
Has stock
unit been
created?
YES v
Touch ¥ icon
t
Repeat procedure
y
Touch ¥ icon
@ Select the stock unit type by touching the
appropriate icon:
Please note: Once selected, the stock unit type
cannot be changed.
- touch the Shared icon to make the stock unit
shared
- touch the Individual icon to make the stock unit
individual
If the process is successful, the Created OK: Create
Stock Unit screen is updated and displayed.
A warning message will be displayed if the stock
unit ID chosen exists currently, or if the ID was
previously used for a stock unit that did exist,
although it has now been deleted. You will have to
enter an alternative stock unit ID.
@ Examine the screen to see whether the stock unit has
been created
If the stock unit has not been created:
* Touch the ¥ icon
The Horizon system will return to the
Administration Stock Unit screen.
* Repeat the procedure from the flow-chart box
“Touch icon sequence to select Create option’ on
page 28 using a different stock unit ID.
@ Touch the W icon to return to the Stock Unit screen.
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Subsection 9
Stock unit administration
9 Deleting a stock unit
When you need to delete a stock unit:
Touch icon sequence to
select Delete @ Select the Delete Stock Unit option by touching the
following icon sequence:
- Administration
- Stock Unit
- Delete
The s
the available stock units. If there are more than six
reen will display a list with information of all
y units, it may be necessary to scroll up or down using
the Pg Up and Pg Down icons.
Touch stock unit to be
deleted @ ‘Touch the row containing the stock unit ID that you
wish to delete
The row will then be highlighted.
¥
Touch ¥ icon
@ Touch the ¥ icon
After a short delay, the screen will display a message
stating whether the selected stock unit has been
deleted.
If no deletion is possible, the message will give the
reason for failure to delete.
You cannot delete a stock unit if:
- you do not have Manager access
~ there are users attached (for information on
attaching users to the default stock unit, see
subsection 10; Attaching users to a stock unit)
- there is stock or cash contained in the stock unit
- accounting transactions have taken place in the
current Cash Account Period (or current day); for
information on balancing a stock unit, see
Balancing; Balancing an individual stock unit;
Balancing a stock unit
- the stock unit is not in the same CAP as the office
- the stock unit is the default stock unit
- If the total value of stock and cash is negative
- a transfer out has been made to it (even if the
transfer out has been reversed)
- any node is disconnected
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Was deletion
‘successful?
YES
Touch ¥ icon
¥
Touch ¥ icon
Please note: Once a stock unit has been deleted,
another stock unit cannot be created
using the same ID as that belonging to
the deleted stock unit.
@ Examine the screen to see whether the stock unit has
been deleted.
If the stock unit has not been deleted:
* Touch the ¥ icon to accept the message and
return to the Stock Unit screen.
Please note: If the stock unit was not deleted, you
will need to take the necessary action
before repeating the procedure.
@ Touch the W icon to return to the Stock Unit screen.
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Subsection 10
Stock unit administration
10 Attaching users to a stock unit
When you need to attach a new user to a stock unit or an existing user to a different stock unit:
Before a user can carry out transactions, they must be attached to a serving stock unit. A user can
only be attached to one stock unit at a time. Attaching a user to a new stock unit automatically
removes them from their previous stock unit.
Ifa user is temporarily without access to a stock unit, attach them to the default stock unit, using
this procedure.
If a user has not been attached to a serving stock unit, the system attaches them to the default stock
unit when they first log on.
An individual stock unit can have only one user attached at a time but a shared stock unit may have
‘one or more users.
Do you
need to view
details?
YES
@ Decide whether you need to view details of stock
units and users before you attach a user
If you need to view stock and user details:
+ Refer to the following, depending on what you
need to view:
- fora particular stock unit, see subsection 11;
Viewing stock units and users
- fora particular user see subsection 6;
—_¥ Viewing and modifying users
Touch icon sequence to
select Attach @ Select the Attach option by touching the following
icon sequence:
- Administration
- Stock Unit
- Attach
The screen will display a list of all the available stock
units with details of whether they are shared or
individual. If the list extends over several pages you
can use the arrow icons on the right side of the
- screen to scroll up and down the list of stock units.
Select stock unit by row
@ Touch any part of the row containing the relevant
stock unit
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Stock unit administration Subsection 10
y
Touch ¥ icon
® Touch the ¥ icon
The s
units to which they are attached. If the list extends
reen will display a list of users and the stock
cover several pages, you can use the arrow icons on
y the right side of the screen to scroll up and down the
Touch user name you list of stock units.
wish to attach ;
@ Touch the user name you wish to attach to the stock
unit you have selected
Touch V icon
® Touch the ¥ icon
When attached to the new stock, the user is
automatically removed from any stock unit they
were previously attached to.
The Horizon system will display a message stating
whether the user has been successfully attached to
y the stock unit. If the user cannot be attached, a
Touch V on message is displayed, giving the reason.
@ Touch the ¥ icon to return to the Stock Unit screen.
Please note: If you failed to attach your chosen user,
you may still repeat the procedure for a
different stock unit or a different user.
Use the information on the message to
review the user or stock unit that has
been chosen, or attach an existing user
to another stock unit. If necessary,
repeat the procedure.
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Subsection II
Stock unit administration
Il Viewing stock units and users
11.1 Viewing details of stock units
When you need to view the details of specific stock units:
@ Sel
T following icon sequence:
t the View Stck Units option by touching the
I - Administration
I = Stock Unit
i - View Stck Units
The screen will display a list of stock units with
details of whether they are shared or individual.
{s required
stock unit 2
' @ Examine the screen to see whether the required
displayed?
stock unit is displayed
Locate required stock
I unit by icon
If the required stock unit is not displayed:
* Use any of the following icons to locate the stock
ef
I unit:
I Top —_- to goto the start of the list of users
I Up - to browse up the list of users
I Down - to browse down the list of users
Y Bottom - to go to the end of the list of users
Touch required stock
unit ® Touch the required Stock unit
y
Touch ¥ icon
@ Touch the ¥ icon
i The Stock Unit Detail screen will be displayed.
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Subsection II
Stock unit
details —
displayed?
YES v
Touch ¥ icon
y
View stock unit details
v
Touch ¥ icon
y
Touch Desktop icon
@ Examine the screen to see whether the stock unit
details are displayed
If there are no users attached to the selected stock
unit:
A message is displayed if there are no users attached
to the selected stock unit.
* ‘Touch the ¥ icon.
The system will return to the Stock Unit screen.
View details of the stock unit you have selected
The details are displayed as follows:
- Stock ID Stock unit identity
- ‘Type Individual or Shared
- CAP/BP Cash Account Period/Balancing
Period
= User(s) User(s)
= Logged on at Counter position(s) where user
is logged on.
Touch the ¥ icon to return to the Administration
Stock Unit screen
Touch the Desktop icon to return to the Desktop
screen.
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Subsection II
Stock unit administration
11.2 Viewing stock units to which users are attached
When you need to determine the stock unit to which a user is attached:
Please note: A stock unit may consist of one or more tills.
@ Select the View Users option by touching the
following sequence of icons:
select View Users
Touch icon sequence “I
Administration
- Stock Unit
- View Users
The screen will display a list of users, in alphabetical
order, with the stock unit for each user to the right
of the user name.
Please note: Users not attached to a live stock unit
are shown as being attached to the
default stock unit.
Is required .
“4 NO @ Examine the screen to see whether the required user
user
displayed? is displayed
yes Y If the required user is not displayed:
Locate required user by * Use any of the following icons to locate the user:
icon
Top = to go to the start of the list of users
— 7
Up - to browse up the list of users
Down - to browse down the list of users
Bottom - to go to the end of the list of users
y
View stock unit for user
@ View the stock unit which is attached to the user
(displayed to the right of the relevant User Name)
y
Touch ¥ icon
@ Touch the V icon to return to the Administration
Stock Unit screen.
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11.3 Viewing users attached to stock units
When you need to determine the users of a particular stock unit:
Please note: A stock unit may consist of one or more tills.
Touch icon sequence to
select View Attach @ Select the View Attach option by touching the
following sequence of icons:
I Administration
- Stock Unit
- View Attach
The screen will display a list of stock units in
alphabetical order.
is required
° No @ Examine the screen to see whether the required
stock unit
stock unit is displayed
displayed?
Yes Y If the required stock unit is not displayed:
Locate required stock + Use any of the following icons to locate the stock
unit by icon unit:
to go to the start of the list of stock
°P units
Up _ =~ to browse up the list of stock units
to browse down the list of stock
Down -
units
to go to the end of the list of stock
y Bottom -
units
Select required stock
unit @ Select the stock unit for which you wish to view
users
Yy Please note: The stock unit selected will be
highlighted in yellow.
Touch ¥ icon gus y
@ Touch the ¥ icon
The screen will display the users for that stock unit.
Please note: Only one user can be attached to an
individual stock unit at any time.
y
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@ Examine the screen to see whether any users are
displayed
Users
i 2
displayed? If there are no users attached to the stock unit:
The system displays a message saying that there no
I users attached to the selected stock unit.
YES
y
Touch ¥ icon * Touch the ¥ icon
The system will return to the stock unit selection
screen.
y
Touch ¥ icon
® Touch the V icon to return to the Administration
Stock Unit screen
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System failure
Subsection 12
System failure
12 Equipment Failure Checklist (dealing with equipment
failure)
When you experience a problem with equipment, there are a number of checks that you must
make before calling the Horizon System Helpdesk
Please note: __ If any of these initial checks fails, call the Horizon System Helpdesk see subsection
19; Help Desks.
+ Please follow the actions below carefully, according to the relevant equipment failure:
12.1 Processor failure
When the processor has failed:
* Check whether the processor is receiving power.
Please note: __If the processor is not receiving power, it is silent and displays no green lights on
the front panel.
If the power cable has become unplugged or pulled loose from the mains supply at the wall
socket:
* Reconnect the power cable
* Restart the workstation (node) see System Administration; System initialisation; Restarting a
workstation or see System Administration; System initialisation; Replacement of a Gateway
workstation.
If possible:
+ Check whether the power cable has become unplugged or pulled loose from the processor
* If this has occurred, call the Horizon System Helpdesk.
Please note: — Do not try to reconnect the power cable in this instance.
If the cable connections are correct but the processor is silent and displaying no lights:
* Check whether the processor's on/off switch has been switched off. This may happen, for
example, if the switch is knocked accidentally. If the processor is switched off, press the on/off
switch to switch it back on, see System Administration; System initialisation; Restarting a
workstation
* Check whether the monitor screen is plugged into the processor and is displaying a green light
above its on/off switch (in which case the processor is faulty), if this is the case call the
Horizon System Helpdesk.
If the processor is displaying lights but appears not to be operating:
+ Check whether the light nearest the on/off switch (on the right hand side of the processor)
which indicates that the processor is switched on and is receiving power, remains steadily on
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* Check whether the light next to the power light, which indicates computer activity, is in one of
the following conditions:
- flashing on and off in bursts of activity (this will happen when the processor has just been
switched on and is preparing itself for use)
- flashing briefly from time to time (this will happen when the processor is ready for use)
+ Make a note of the condition of the lights since you will need to relay this information to the
Horizon System Helpdesk
* Call the Horizon System Helpdesk.
If you need to carry out transactions and the processor is still not working:
* Check whether there is another workstation on which you can complete the transaction.
If there is another workstation available:
* Complete the transaction using the other workstation.
If another workstation is not available:
* Complete the transaction manually without entering any information onto the system
+ Recover the transactions when the workstation is restored, using the relevant fallback
procedure.
12.2, ISDN (Horizon telephone communication connection) line faults
When you experience difficulty with the ISDN communication line:
* Check whether the ISDN Network Termination Equipment (NTE) box is displaying a green
light.
Please note: The NTE box is the grey BT box (telephone point) about six by four inches in size
fixed to the wall of your office.
If the light on the NTE box is not on:
* Call the Horizon System Helpdesk,
If the light on the NTE box is on:
* If your office has a hub which forms the Local Area Network (LAN), check that this is
displaying at least three green lights.
Please note: — The hub is mounted on the inside lid of a small steel cabinet which is positioned
approximately one metre from the floor, close to the ISDN point.
If any of the lights are not on:
* Call the Horizon System Helpdesk
If the lights are on:
+ Check whether the ISDN/LAN cables have become loose or disconnected.
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Ifa cable is loose or disconnected:
* Call the Horizon System Helpdesk.
Please note: — Do not try to reconnect the power cable in this instance.
If you need to make a payment for the Order Book Control Service and the ISDN (NTE) fault
has not been rectified:
* Follow the manual procedures for encashment see Transactions - Serve Customer - Part two;
OBCS Pension & Allowances; OBCS during system failure.
12.3. Monitor (including touch screen) failure
When the monitor/touch screen has failed:
+ Check whether a green light is visible below the right hand corner of the screen (this light
indicates whether the monitor is switched on).
Please note: Even though the screen may not be working, the keyboard may still function.
Make sure that you do not accidently press any keys on the keyboard as this will
register on the system.
If the green light is not on:
* Check that the power switch by the light is in the ’on’ position
* Leave the power switch in the ‘on’ position
+ If possible, check whether the cable between the screen and the processor has been unplugged
or has pulled loose.
If the cable is loose or disconnected:
* Call the Horizon System Helpdesk
Please note: — Do not try to reconnect the power cable in this instance.
* Check whether the processor is working correctly by performing the processor checks (see
paragraph 12.1; page 39).
Please note: — The power for the monitor is supplied from the processor so if the processor is not
powered, the monitor will not be powered either.
If the green light is on but the monitor screen is blank:
* Make sure that the contrast or brightness has not been turned down (the contrast and
brightmess controls are to the left of the power switch).
If the green light is on but the monitor screen shows nothing but white noise, becomes
monochrome or has developed a peculiar colour tint:
* If possible, check whether the cables to the processor are properly connected (the cables plug
into a socket at the opposite corner of the processor to the power switch).
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If the cables are loose or disconnected:
* Call the Horizon System Helpdesk (see paragraph 19.1; page 76).
Please note: — Do not try to reconnect the power cable in this instance.
If the screen appears to be operating:
* Check whether the touch controls are working.
If the screen appears to be operating but the touch controls are not working:
* Check whether the cables from the touch screen control unit at the back of the monitor have
not been unplugged or pulled loose from the system unit.
If the cables are loose or disconnected:
* Call the Horizon System Helpdesk (see paragraph 19.1; page 76).
Please note: —_ Do not try to reconnect the cables in this instance.
If you need to carry out transactions and the monitor is still not working:
+ Comple
the transaction using an alternative workstation, if one is available
* Ifanother workstation is not available, complete the transaction manually without entering any
information onto the system.
For information on completing the transaction manually, see the appropriate procedure as shown
below:
- for the AP Fallback procedure see Transactions - Serve Customer - Part one; Automated
Payments; Automated Payments during system failure
For all other transactions, refer to the appropriate booklet of the Counters Operations Manual.
If you need to carry out transactions and the touch screen is still not working:
* Continue with the transaction using the keyboard instead of the icons on the touch screen.
Please note: — The icons on the screen perform the same functions as the function keys FI to
F16, along the bottom left of the keyboard. The corresponding keys are shown on
these icons.
Every screen button has a key board equivalent that is shown on the button. Some of these are
underlined which means that they are selected by pressing and holding the alt key and the pressing
the underlined character.
An example of this is ‘deleting from the transaction stack of more than 3 items. UP to 3 items the
TI, T2 & T3 keys can be used. When a larger transaction stack is opened, up to 9 buttons are
using the Alt key.
12.4 Bar-code reader failure
When the bar-code reader has failed:
* Check that the light beam is working correctly.
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When you point the bar-code reader at an object and pull the trigger, a flat beam of light should
come out of the front of the reader and shine on the object.
Please remember: Never point the bar-code reader at your eyes.
If the reader is not giving out a light:
* Check that the cable from the bar-code reader is correctly plugged into the signal port and DC
power supply port at the back of the system unit.
If the cable is loose or disconnected:
* Call the Horizon System Helpdesk (see paragraph 19.1; page 76).
Please note: —_ Do not try to reconnect the cable in this instance.
If the reader is giving out a light:
* Check whether the reader beeps when you scan a bar-code.
Please note: ‘The bar-code reader light can function with only the power connected, but
without a signal connection it will not be able to transmit the bar-code to the
computer. A beep indicates that the bar-code has been read successfully.
If the bar-code reader does not beep:
+ Check the reliability of the scanner by trying to scan several bar-codes.
Please note: In extreme light or dark, when there is interference, or when the scanner window
has become clouded or dirty, the scanner’s reliability may decrease. This means
that the bar-code reader will not always be able to read bar-codes easily.
If the bar-code reader requires a few attempts to read a bar-code:
* Call the Horizon System Helpdesk (see paragraph 19.1; page 76).
If you need to carry out a transaction and the bar-code reader is still not working:
* Enter the bar-code manually by using the keyboard
Please note: All Horizon procedures that use bar-codes contain instructions advising you what
to do if the bar-code cannot be read due to bar-code failure. You may alternatively
complete the transaction using another workstation, if one is available.
12.5 Magnetic Card reader failure
If the Magnetic Card reader is not reading a card:
* Check that you have placed the card in the reader correctly (the magnetic strip should be visible
and at the bottom of the card when entered)
* Check that the card you are trying to read is not faulty (e.g. the magnetic strip is not damaged
or broken)
+ Try reading the original card again.
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If the Magnetic Card reader still cannot recognise the original card:
* Enter the card details on the keyboard.
If, on its next use with a different card, the Magnetic Card reader does not recognise the card:
+ Call the Horizon System Helpdesk (see paragraph 19.1; page 76)
If you need to carry out a transaction and the Magnetic Card reader is still not working:
* Enter the card number manually
Please note: All Horizon procedures that use Magnetic Cards contain instructions advising you
what to do if the Magnetic Card reader fails.You may alternatively complete the
transaction using another workstation, if one is available.
12.6 Keyboard failure
When the keyboard is not working:
* Check whether there are lights lit on the keyboard.
If no lights are on:
* Press the Caps Lock key
* Check that the Caps Lock light comes on.
Please note: Pressing the key a second time turns the light back off again.
If the Caps Lock light does not come on when you press the Caps Lock key:
* Check that the keyboard is plugged into the system unit
If the cable is loose or disconnected:
* Call the Horizon System Helpdesk (see paragraph 19.1; page 76).
Please note: — Do not try to reconnect the cable in this instance.
If you need to carry out a transaction and the keyboard is still not working:
* Continue with the transaction using the touch screen as follows:
- if you need to enter letters and numbers, touch the Alphanumeric icon to display the on-screen
keyboard
= to accept an entry, touch the ¥ icon
- to remove the whole entry, touch the X icon
- to delete one character, touch the ™ icon
12.7. Smart Card reader failure
When the Smart Card reader has failed:
* Make sure the card is not damaged
+ Make sure you have entered the card the right way round (if not, re-try).
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If the card is not damaged and is entered correctly:
* Contact the Horizon System Helpdesk.
Please note: You should complete the transactions using another workstation, if one is
available.
12.8 Counter printer failure
When the counter printer has failed:
* Check that all the cables are connected and in place.
If any cables are loose or disconnected:
* Call the Horizon System Helpdesk (see paragraph 19.1; page 76)
Please note: Do not try to reconnect the cables in this instance.
+ Make a note of which lights are lit on the counter printer (including what colour they are and
whether they are flashing).
If the ready light is flashing:
* Check that the printer lids are on properly
* Check whether there are consumables in the counter printer.
If the counter printer needs more consumables
* Try to replace the consumables (see paragraph 17.1; page 65).
If the counter printer is making any unusual sounds:
* Make a note of any sounds that the counter printer makes.
If there is still a problem with the counter printer following the preliminary checks:
* Call the Horizon System Helpdesk (see paragraph 19.1; page 76)
+ Be ready to give the Helpdesk operator details of the state of the lights and any sounds made by
the counter printer.
If a customer needs a receipt and the counter printer is still not working:
* Complete a manual receipt.
For information on writing manual receipts for:
- an AP transaction see Transactions - Serve Customer - Part one; Automated Payments;
Completing manual receipts
- an EPOSS transaction refer to the appropriate Counters Operations Manual booklet
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If you need to print a report and the counter printer is still not working:
* Wait until the counter printer is restored or another workstation becomes available.
Please note: If a printer fault canot be rectified in time for information to be sent to a client
you should use a manual summary where one is available (for example for
Girobank).
Please remember: The report can be previewed on screen.
12.9 Office printer failure
When the office printer has failed:
* Check that all the cables are connected and in place.
If any cables are loose or disconnected:
+ Call the Horizon System Helpdesk (see paragraph 19.1; page 76)
Please note: — Do not try to reconnect the cables in this instance.
+ Make a note of which lights are lit and on which equipment, including:
- whether they are flashing
- what colour they are
* Check whether there are consumables in the printer.
If the printer needs more consumables
* Try to replace the consumables see paragraph 17.3; page 66 and see paragraph 17.4; page 68
If the printer is making any unusual sounds:
* Make a note of any sounds that the printer makes.
If there is still a problem with the printer following the preliminary checks:
* Call the Horizon System Helpdesk (see paragraph 19.1; page 76)
+ Be ready to give the Helpdesk operator details of the state of the lights and any sounds made by
the printer.
If you need to print a report and the printer is not working:
+ Leave outstanding office reports until the printer is functioning again
* Preview client summary reports and the cash account report on screen (this will enable them to
be re-printed as soon as the printer is working again)
Please note: — Mandatory reports must be printed and despatched as soon as possible after the
printer is working, see Balancing; Miscellaneous; Reprinting an office report. Ifa
printer fault canot be rectified in time for information to be sent to a client you
should use a manual summary where one is available (for example for Girobank).
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System failure
12.10 Power failure
When an electricity power failure prevents you from carrying out transactions:
* Report the failure to the Horizon System Helpdesk as soon as possible (see paragraph 19.1;
page 76)
* Complete transactions manually until power is restored.
For information on completing transactions manually see the appropriate procedure as shown
below:
- for the AP Fallback procedure, see Transactions - Serve Customer - Part one; Automated
Payments; Automated Payments during system failure
For all other transactions, refer to the appropriate booklet of the Counters Operations Manual.
12.11 Electronic scales failure
When you cannot enter the weight of an item on the system after an item is placed on the
electronic scales attached to the Horizon System:
* Check that the scales have been switched on.
If the scales are switched on and are still not working:
* Report the fault to your normal electronic scales fault contact
* Continue the transaction by using electronic scales at an alternative counter position.
If there are no alternative sets of electronic scales available:
* Weigh the item on the manual scales
+ Enter the weight of the item on the system using either the touch screen or the keyboard
For information on using manual scales to mail an inland or overseas item, see Transactions - Serve
Customer ~ Part three booklet; Using the scales; Calculating postage rates on the Horizon system
using the weight obtained from the scales
If the normal electronic scales fault contact cannot repair the fault:
* Report the failure to the Horizon System Helpdesk as soon as possible. (see paragraph 19.2;
page 76).
12.12 Repairing of faults
Hardware faults
When you report a hardware fault to the Horizon System Helpdesk (eg. a keyboard fault) and the
operator allocates an engineer to your office:
* Keep a note of the arrival time the Helpdesk operator gives, so that you know when to expect
them
Please note: __If a courier is required to bring you a new part for the system, the operator will
give you details about the arrival of the part.
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* Admit the engineer to your office, following existing security procedures
Please note: _If the engineer does not have a POCL security pass, you must ask them for their
Horizon
rity pass.
* Direct the engineer to the faulty equipment
When the engineer has completed their work, you will be asked if you are satisfied that the fault is
fixed.
+ Check whether the equipment is now working correctly
Please note: __ If you are not satisfied that the equipment is working correctly, advise the
engineer, who should re-examine the fault. If the equipment continues to
malfunction while the engineer is present, contact the Horizon System Helpdesk
(see paragraph 19.1; page 76).
* Check whether the equipment has been damaged
If the equipment has been damaged:
+ Ask the engineer to write a report, giving the details of the damage
* Sign the engineer’s report, detailing the action taken.
Network faults
When there have been network faults (eg. when you are unable to contact other systems) and the
system has displayed a warning message:
You will receive a telephone call from the Horizon System Helpdesk when these faults have been
rectified.
* Check whether the Horizon system is then working.
If the system is not working:
* Contact the Horizon System Helpdesk (see paragraph 19.1; page 76), quoting your existing call
reference number.
Software faults
When there have been software faults (ie your hardware is functioning but the system is not doing
the things you would expect):
* Contact the Horizon System Helpdesk (see paragraph 19.1; page 76)
* Follow the instructions of the Horizon System Helpdesk operator
* Check whether the Horizon system is working.
If the Horizon system is still not working:
* Inform the Helpdesk operator
* Follow further instructions from the Helpdesk.
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12.13 Service Visit Report (SVR)
Whenever an engineer is sent to your office, on completion of his work, the office manager (or
representative) will be required to sign the engineers Service Visit Report (SVR).
The SVR is a 3 part form which should be separated as follows:
- the engineer keeps the first part
- the second part is kept by your office
- the third part is a feedback questionaire to be completed by your office and sent to ICL Pathway
12.14 What to do if the system does not respond as you expect
If product details do not match:
If selected product details do not match what is expected (eg. the wrong price is displayed):
* Check that the product details are correct (eg. from Counter News, etc.)
If you have entered the product details correctly:
* Contact the Horizon System Helpdesk.
If you are unable to enter a product or PLU:
If you are unable to enter a product due to the icon or PLU selection not being available:
* Confirm whether the product should be available at your office by:
- using references from previous transactions
- referring to details in Counter News, ete
If the transaction is not acceptable in your office:
* Cancel the transaction.
If the transaction is acceptable at your office:
* Complete the transaction manually
* Contact the Horizon System Helpdesk.
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System failure
13 Identifying lost transactions following a system failure
If the Horizon system fails for any reason transaction information may be lost. This could either be
information about a transaction that was in progress at the time of the failure or information about
transactions that were completed and which has become corrupted as a result of the system failure.
As soon as the system is restored you must identify any lost transactions so that they can be
recovered correctly.
The system will prompt you for recovery of lost Automated Payments transactions when it is
restarted. For information on recovery of Automated Payments transactions see Transactions - Serve
Customer - Part one; Automated Payments; Recovery of Automated Payments.
However you will have to identify and recover lost EPOSS and OBCS transactions yourself using the
procedure below.
Daily Transactions
For example: Girobank, BT bills, National Savings, manual summaries used for despatch of
documents.
+ Produce a summary, and if dockets already despatched, cut off their Horizon reports
+ Compare the manually summarised dockets with the automated summary
+ Enter any manual summarised dockets despatched on to the Horizon system and produce
automated summaries, and then cut off as per normal procedures
* Enter any transactions not entered, identified by available dockets, by bulk input. For
information on bulk input of transactions, see Transactions - Serve Customer - Part three;
System failure & recovery; Entering bulk transactions following system failure
Weekly Transactions
* Produce summaries, cut off summaries if required
+ Identify the dockets concerned and reconcile with the relevant summary
* Dockets not identified on summary require entry on to the Horizon system by bulk input. For
¢ Transactions - Serve Customer - Part three;
information on bulk input of transactions, s
System failure & recovery; Entering bulk transactions following system failure
‘Transactions without summary (infrequent) and stock sales
* Select balancing/stock unit balance snapshot
* Print balance snapshot. For information on producing a stock unit balance snapshot, see
Balancing; General stock unit activities; Producing a stock unit balance snapshot
* Compare your dockets and stock with the balance snapshot
* Adjust stock to reflect the actual position
* Enter onto Horizon system any non-stock transactions not on balance snapshot.
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14 Recovery procedures after system failure
‘workstation
replacement
Gateway?
NO
y
Restart affected
workstation
REFER’
Have AP
transactions been
carried out?
NO
YES
YES
y
Recover AP
transactions
y
When you need to follow recovery procedures after
a system failure for the workstation (node):
Decide whether a Gateway workstation has been
replaced
If the workstation is a replacement Gateway
workstation:
For information on starting a replacement Gateway
workstation, see System Administration; System
initialisation; Replacement of a Gateway
workstation.
If the workstation is not a replacement Gateway
workstation:
* Restart the affected workstation (node)
For information on restarting a workstation see
System Administration; System initialisation;
Restarting a workstation.
The Horizon system will prompt you for AP
recovery.
Check whether any AP transactions have been
carried out during system failure
If any AP transactions have been carried out
during system failure:
* Recover the AP transactions.
For information on AP transaction recovery see
Transactions - Serve Customer - Part one; Automated
Payments; Recovery of Automated Payments.
Please note: AP transactions should be recovered at
the earliest opportunity.
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Have other’
transactions been
carried out?
Yes @ Check whether any other transactions have been
carried out during system failure
NO
If any other transactions have been carried out
y__ during system failure:
Touch Transactions icon
* Touch the Transactions icon
Md
Recover any other
transactions * Recover any payment, receipt or transfer
] transactions carried out during system failure.
: Please note: Any other procedures, such as order
i book receipt, that were delayed due to
: the system being unavailable should be
completed
For information on entering a large number of
transactions onto the system after system failure, see
i. Transactions - Serve Customer - Part three; System
failure & recovery; Entering bulk transactions
Have any ves following system failure.
stock items
hoch coi? — @ Check whether any stock items have been sold
during system failure
NO . .
If stock has been sold during system failure:
YES
shared “T * Decide whether you have a shared stock unit.
unit? I
NO i
v If you have a shared stock unit:
Declare
Stock * Declare stock item and Methods of Payments
(except cash) for all parts of the stock unit
For information on declaring stock for a shared
stock unit, see Balancing; Shared stock unit
y declarations; Declaring stamps and stock.
Declare 5 ~
stamps * Declare all stamps for all parts of the stock unit
For information on declaring stamps for a shared
stock unit see Balancing; Shared stock unit
v v Y declarations; Declaring stamps and stock
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y
Touch Disc.
icon
y
Make note
of discre-
pancies
y
Touch /
icon
y
[Adjust stock
and MOP
y
Adjust stock and MOP
y
Declare stamps
y
* Touch the Discrepancies icon
* Make a note of all discrepancies shown on the
system
* Touch the ¥ icon
* Adjust the stock and MOP (except cash) by the
amount of the discrepancies shown to make the
system held totals match the actual stock on hand
For information on adjusting stock see Balancing;
Balancing an individual stock unit; Adjusting stock
* Go to ‘A’ on page 54.
If you do not have a shared stock unit:
* Adjust the stock and MOP (except cash) to match
current actual stock levels by counting the stock
and comparing it with the screen totals
For information on adjusting stock see Balancing;
Balancing an individual stock unit; Adjusting stock
* Declare your stamps
For information on declaring stamps see Balancing;
Individual stock unit declarations; Declaring your
stamps
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Y
Touch Discrepancies
icon
* Touch the Discrepancies icon
y
Note discrepancies
shown * Make a note of all discrepancies shown by the
t system
y
Adjust stamps
* Adjust the stamps by the amount of the
- discrepancies shown to make the system held
¢ totals match the actual stock on hand
For information on adjusting stock see Balancing;
Balancing an individual stock unit; Adjusting stock
@ Check whether any remittances to the ADC have
taken place during the system failure
If any remittances to the ADC have taken place
Y during system failure:
Obtain manually * Obtain the manually recorded details, including a
recorded details list of all items in the remittance and the bar-
code number of the pouch
Bar-code
number
available?
* Decide whether the manually recorded pouch
bar-code number is available
If the manually recorded pouch bar-code is not
ves available:
(®) * Go to ‘B’ on page 55.
Carry out remittance to + Carry out the remittance to the ADC procedure
ADC procedure
For information on remittances to the ADC, see
Transactions ~ Other - Part one; Transfers &
remittances; Dealing with remittances to the
Automated Distribution Centre
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y
Enter pouch bar-code
manually
Barcode
not
recognised?
Scan new collection
pouch bar-code
y
Destroy collection
pouch
* Enter the pouch bar-code number manually.
For information on entering a pouch bar-code
manually, see Transactions - Other - Part one;
Transfers & remittances; Entering a remittance bar-
code number manually.
Examine the screen to see if the system is displaying
a message telling you that the bar-code has not been
recognised
If the system is displaying a message telling you
that the bar-code has not been recognised:
* Scan a new collection pouch bar-code
* Destroy the collection pouch.
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Subsection 15
Equipment information and maintenance
15 Counter equipment
The counter workstation or node provided at your office consists of several pieces of equipment:
- the processor
- the keyboard (including the Magnetic Card reader and the Smart Card reader)
- the monitor (including the touch screen)
- the bar-code reader
- the counter receipt printer
You will also receive a larger printer for printing additional reports such as Cash Accounts and
client summaries, which will be either:
- the inkjet printer
- the laser printer
The workstation that is the connection between your office and the central system is known as the
Gateway Workstation. During initialisation this will be identified by the words ’Gateway
Workstation’ in the top left hand corner of the screen. After installation the monitor should be
labelled (this is normally done by the engineer) so that the Gateway Workstation can always be
located easily.
The following sections describe each piece of equipment and tell you what the equipment does.
15.1 The processor
The processor is the ‘brain’ of the system. It receives information from other parts of the Horizon
system, processes it as necessary and sends information out again. For example, when you want to
print a receipt, you send the request to the processor by touching an icon on your screen or by
pressing a key on your keyboard. The processor then instructs the counter receipt printer to print
the receipt.
The processor has:
- an on/off switch
- a power-on indicator (when the power-on indicator is green, you know that the processor is
switched on)
- two other lights, below the power-on indicator (when information is being processed these
lights will sometimes flash on and off)
Please note: Never switch the processor off unless you are moving a trolley.
* Please ensure that the air vents on the sides of the processor are kept clear at all times, to
prevent the processor from overheating,
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15.2. The keyboard
You can use the keyboard, like the touch screen, to communicate with the processor.
It also incorporates four main groups of keys:
- the alpha keys (the top four rows of keys); the keys are arranged similar to the typewriter
keyboard layout, but you cannot type numbers her
Please note: The backspace key may be used to delete incorrectly entered information.
- the numeric keypad (the middle block of keys on the lower part of the keyboard); you can use
this to type numbers as an alternative to the numeric and alphanumeric keypad displays on the
screen. The keypad also includes three extra keys:
= PLU, which displays the PLU sale input screen
- RECPT, which prints a receipt
- ENTER, which can be used to enter data or settle transactions
- the function keys (the left hand block of keys on the lower part of the keyboard); these keys are
programmed so that when you press them, a specific Horizon system function is carried out
Please note: _ It is important to remember that the function keys can be used as an alternative to
some of the touch screen icons.
The corresponding function key is shown in the bottom right hand corner of the
touch screen icon.
~ the navigation keys (the right hand block of keys on the lower part of the keyboard); you can
use these keys to move around the system as an alternative to the touch screen icons
The navigation keypad also includes the following extra keys:
- PREY, which returns you to the previous screen or menu
- DEL, which can remove a transaction from the stack
- HOME, which can return you to either the Desktop or to the Serve Customer
screen
- PAGE UP, which takes you to the next page up in stacks and pick lists
- PAGE DOWN, which takes you to the next page down in stacks and pick lists
- HELP, which will show you any help text
- UNDO, which has the same function as the X icon on the screen
- 13, which you use to select a transaction third from the bottom of the stack
- 12, which you use to select a transaction second from the bottom of the stack
- TI, which you use to select a transaction at the bottom of the stack
- END, which enables you to navigate to the end of the stack
- arrow keys, which you can use to scroll up and down a picklist
Please note: = The MORE key on the keypad does not have any function on the Horizon system at
this time.
The keyboard contains the Magnetic Card reader and the Smart Card reader.
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15.3 The Magnetic Card reader
When you swipe a Magnetic Card through the reader, the information in the magnetic strip is
passed to the processor. You can use Magnetic Cards to process various customer transactions.
‘To swipe a Magnetic Card:
* Pick up the card
* Make sure that the magnetic strip is facing you and that it is on the bottom of the card
* Place the card in either the left hand or the right hand side of the reader slot, ensuring that it is
resting firmly on the bottom of the slot
* Swipe the card through the slot, either left to right or right to left.
The reader has three status indicator lights, as follows:
- agreen light means that the reader has read a card successfully
- an orange light means that the reader is reading a card
~ aed light means that the card swipe has been unsuccessful (if a valid Magnetic Card was
swiped correctly)
15.4 The Smart Card reader
When you insert a Smart Card into the slot of the reader, information is passed to and from the
processor. A Smart Card called the Postmaster Memory Card (PMMC) is used as part of the start-up
process to allow access to the data held by the Horizon system. Smart Cards can also be used for
making Automated Payments.
The gold contact pad must be facing the front of the keyboard. The reader light will turn to orange
to indicate the card is being read. If the light turns red, there is a fault on either the reader or the
card.
15.5 The monitor
The monitor displays information relating to the current activity. There are two types of monitor:
Micro Touch and Flat Panel Display.
Ichas (in order from the right hand side):
- a power-on indicator
- an on/off switch
- dials (that enable you to control the contrast and brightness of the screen display)
Please note: — The remaining four dials (for width and horizontal control) are blanked off to
prevent adjustment.
The monitor has a touch-sensitive screen, which means that you can send information to the
processor by touching specific parts of the screen with your finger. Some of the functions that you
perform on the touch screen can also be performed using the keyboard
Please note: You must not touch the screen with other objects, such as pens or pencils. You
may damage the screen if you touch it with anything other than your finger.
+ Please ensure that the monitor is switched on at the beginning of the day and switched off at
the end of the day.
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15.6 The bar-code reader
You can use the hand-held bar-code reader to read bar-codes for various products and transactions,
for example, bar-coded order books, bar-coded bills payments, LES pouch collection and delivery.
To scan a bar-code:
* Hold the item with the bar-code facing upwards
* Hold the bar-code reader about 3 inches above the bar-code at an angle of about 45 degrees.
* Pull the trigger underneath the head of the bar-code reader.
You should see a red light in the head of the bar-code reader. If you do not see this light, see
subsection 12; Equipment Failure Checklist (dealing with equipment failure)
Please note: — Do not point the bar-code reader straight into your eyes.
* Move the head of the bar-code reader over the bar-code so that the red light shines in a line
horizontally across the bar-code.
If the scan is su
sful, the bar-code reader will beep.
* Release the trigger.
If the bar-code is not read successfully on your first attempt:
+ Scan the bar-code again, varying the distance and angle at which you are holding the reader.
If after three attempts the bar-code has still not been read:
+ Enter the details manually, according to the relevant procedure.
If there is a continual problem with failure to read bar-codes:
* Please report this to the Horizon System Helpdesk.
15.7 The counter receipt printer
You can use the counter receipt printer to issue receipts for your customers and to produce some
reports. The printer holds a roll of paper which is used for printing the receipts and reports. It also
has a slot at the front into which you feed various client summaries. The receipt printer has:
- an on/off switch, located at the back of the printer
- a ‘Ready’ light, which shows green and shines steadily when the printer is operating correctly
Please note: _If the ‘Ready’ light starts flashing, there is a problem with the printer. The
Equipment Failure Checklist (see subsection 12; Equipment Failure Checklist
(dealing with equipment failure)) gives details of the checks you should carry out
if this happens.
~ a ‘form’ light, which operates only when you are carrying out a transaction where you need to
feed a receipt slip
Please note: = When you need to feed a summary slip into the printer, the light flashes on and
off. Once you have successfully inserted a slip, the light shines steadily.
- three buttons (Feed, Release, and Resume) which you should use when you are loading paper
(see subsection 17; Ordering and installing consumables)
Please ensure that the counter printer is switched on at the beginning of the day and switched off
at the end of the day.
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15.8 The inkjet printer
This is used to print reports, such as client summaries, Cash Accounts and a variety of system
generated reports which may be produced daily or weekly.
The printer has an on/off switch on the right hand side of the paper support unit.
* Please switch the printer off when not in use (to conserve energy).
The inkjet printer ‘s control panel contains the following buttons:
- Cleaning, which you use to start the print head cleaning cycle
- Load/Eject, which you use to load or eject a sheet of paper (move the print head unit to the
cartridge replacement position and return the print head to the home position once the
cartridge has been replaced)
The inkjet printer's control panel contains the following lights:
= Power (which is lit when the printer is turned on and which flashes when the ink cartridge or
print head unit is being replaced, or when the print head unit is being cleaned)
= Ink Out (which is lit when the ink cartridge is empty or not installed and which flashes when
the ink levels are low)
- Paper Out (which is lit when the printer runs out of paper and which flashes when a paper jam
occurs).
For information on how to load paper, see subsection 17; Ordering and installing consumables.
15.9 The laser printer
Ina similar way to the inkjet printer, this is used for client summaries, Cash Accounts and a variety
of system generated reports. There are two types of laser printer: a Panasonic and an Okipage.
The Panasonic laser printer
The Panasonic laser printer has an on/off switch on the left hand side of the power connector plug,
beneath the paper tray.
* Please switch the printer off when not in use (to conserve energy).
The laser printer features a ’Print/Re:
t’ button, on the top right hand side, which enables you to
execute the two following functions:
- If the ’Ready’ indicator light is on, you can print a test page by holding down the ’Print/Reset’
button for about five seconds (Reset the printer by pressing the button again until all three
indicator lights are lit)
- Ifthe 'Ready’ indicator light is flashing, press the 'Print/Reset’ button for about five seconds, so
that you can print any remaining data; for example when you have run out of paper while
printing a receipt (Reset the printer by pressing the button again until all three indicator lights
are lit)
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The laser printer contains the following lights:
- Error’: if this is flashing when no other indicator lights are lit, the paper tray is empty; if it is
flashing with the "Toner/Process Unit’ light lit at the same time, the process unit is not installed
Please note: For information on how to load paper, see subsection 17; Ordering and installing
consumables.
- 'Ready’ which is lit when the printer is ready to print
= "Toner/Process Unit’: if this is lit while the 'Error’ light is flashing, the process unit is not
installed; if it flashes slowly on its own, the toner may be empty; if it flashes quickly, the toner
may be empty and the life cycle of the process unit may have expired
The Okipage laser printer
‘The Okipage laser printer has an on/off switch towards the rear on the bottom left hand side.
+ Please switch the printer off when not in use (to conserve energy)
The printer has a control panel in the bottom right hand corner on the front. It contains three
lights, an error light, a manual feed light and a ready light. It also contains a front panel switch.
- If the error light is flashing slowly it means that the toner is low and requires changing.
- If the error light is flashing quickly it means that there is a problem with the paper, ie. the
paper has run out, has jammed or the printer cover is open.
~ If the manual feed light is flashing it means that paper needs to be manually inserted.
- Ifthe ready light is flashing slowly it means that the printing process is being cancelled.
- If the ready light is flashing quickly it means that printing is in progress.
= If all three lights are flashing it means there is a program or hardware error. The printer should
be switched off and on again and if the error is not corrected it should be reported to the
Horizon System Helpdesk.
15.10 Moveable outlets
A number of outlets in the post office are classed as moveable. In these outlets the standard
installation of Horizon equipment, where it becomes part of the infrastructure of the office,
cannot be accommodated. The Horizon equipment for these outlets is mounted on a trolley.
15.11 Potential safety risks
If the outlet manager or any Post Office Counters Ltd staff discover or suspect that any part of the
Horizon System or environment presents a safety risk, then this must be reported immediately to
the Horizon System Helpdesk. The helpdesk will instruct the caller to switch off any electrical
equipment or take any necessary remedial action until an engineer can attend the affected site.
When an engineer arrives in site he will assess the situation and take appropriate action to remove
the risk.
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16 Care of equipment
Please remember: Do not allow your office staff to move or relocate any Horizon equipment
installed in your office
16.1 The processor
Please ensure that you follow these instructions at all times:
+ Do not disconnect any cables that are plugged into the processor and do not add any new
connections
+ Always keep at least a 60 mm gap by the air vents (on the sides of the processor) clear of any
obstruction
+ Never swith the processor off unless you are moving a trolley.
16.2 The keyboard (including Magnetic Card reader)
Please note: — Do not clean the Magnetic Card reader.
* Always keep your keyboard clean to facilitate the entering of data on the system.
To clean the keyboard:
* Use the approved anti-static cleaner and lint-free cloth
* Wipe lightly over the keyboard and keys
If you accidentally press any keys while you are cleaning them:
* Press the key that will undo the function of the key that you have pressed accidentally.
If you suspect that a foreign body (such as a paper clip) has fallen into the Magnetic Card reader:
* Contact the Horizon System Helpdesk (see paragraph 19.2; page 76)
16.3. The Smart Card reader
Please note: = Do not clean the Smart Card reader.
If you suspect that a foreign body (such as a paper clip) has fallen into the Smart Card reader:
+ Contact the Horizon System Helpdesk (see paragraph 19.2; page 76)
16.4 The monitor (including touch screen)
Please ensure that you follow these instructions at all times:
* Do not obstruct the air vents on the monitor as this will impede the ventilation.
In order to clean the monitor screen:
* Switch the monitor off
* Use the approved anti-static cleaner and lint-free cloth
* Wipe over the touch screen and surrounding casing
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* Do not apply undue pressure when cleaning the touch screen
Please note: — You must decide how often you need to clean your screen, bearing in mind that it
is your responsibility to keep the environment as clean and tidy as possible.
16.5 The bar-code reader
Scanning will become more difficult if the scan window is not kept clean.
If the window is visibly dirty, or if the bar-code reader is not scanning well:
+ Clean the scan window (and the rest of the scanner) by using the approved anti-static cleaner
and lint-free cloth.
16.6 The counter receipt printer
If the printouts are dirty, the printer should be cleaned as follows:
+ Switch the printer off
* Remove the paper and ribbon from the printer (see paragraph 17.1; page 65)
* Apply a small smount of the anti-static cleaner to a lint-free cloth
* Clean the visible area of the rubber roller, using the lint-free cloth
+ Using a dry lint-free cloth, wipe the rubber roller dry
* Switch the printer on
«Using the Feed key, advance the rubber roller until an uncleaned area is exposed
* Repeat this procedure until all the rubber roller has been cleaned.
16.7 The inkjet printer
The inkjet printer should be cleaned whenever you feel it is necessary, as follows:
* Switch the printer off
* Remove any paper from the sheet feeder
+ If the outer casing is dirty, clean with the approved anti-static cleaner and lint-free cloth.
If the print quality diminishes, use the built-in head cleaning cycle to ensure that the nozzles are
delivering ink properly as follows:
* Check that the printer is turned on but not being used
* Press the ’cleaning button’ on the control panel to clean the print head (the ’Power’ light flashes
during the cleaning cycle)
* When the ’Power’ light stops flashing, check whether you can print something satisfactorily.
If the print quality does not improve:
* Press the ’Cleaning’ button again and repeat the process.
If the print quality does not improve after you have repeated the process three times:
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* Contact the Horizon System Helpdesk.
Please note: To avoid wasting ink, clean the print head only when the print quality declines.
Testing the inkjet printer
If there is a problem with the printer, you can perform a self test.
The self test begins by printing on the first and last lines of the first sheet of paper to measure the
page length. The printer then prints character samples on the next sheet of paper.
In order to carry out a self test:
* Check that paper is loaded in the sheet feeder before starting the self test
* Use the supplied paper
* Check that the printer is turned off.
* While holding down the ’Cleaning’ button, turn the printer on, continue to hold down the
button until the ewo red lights go off
* When the printer pauses between printing each page, press the ’Load/Eject’ button to print the
next page
* To end the self test, turn off the printer while it is paused.
If the
If test did not print satisfactorily after three attempts:
+ Call the Horizon System Helpdesk (see subsection 19; Help Desk
16.8 The laser printer
The external cabinet of the laser printer
The cabinet should be cleaned whenever you feel it is necessary, as follows:
+ Switch off the power
+ Clean with the approved anti-static cleaner and lint-free cloth
+ Do not clean inside the laser printer. Contact the Horizon System Helpdesk for an engineer if
you think the laser printer needs cleaning inside.
The LED array
* Clean the LED array ( the black strip located under the top cover)on the Okipage laser printer
whene'
- you install a new toner cartridge
- you see faded vertical lines or light printing down the page
~ the printing is fuzzy or blurred
+ Wipe along the array gently, using the lint-free cloth.
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17 Ordering and installing consumables
17.1 Ordering consumables
Further supplies of Horizon consumables can be obtained as follows:
* Complete an order form in the Horizon Consumable Order Pack indicating your requirements
* Post the top copy of the order form directly to the supplier, using the label provided.
+ Keep the bottom copy to check the goods on receipt (the order will normally be delivered
within five days of posting)
If the order has not been received within seven working days:
* Contact Dataform directly on } quoting your order number which is displayed
on the top right hand corner of the order form.
Please note: Emergency orders, delivered within 24 hours, may also be placed by telephoning
Dataform directly, These should only be requested when there is no time to follow
the normal procedure of ordering by post
17.2 Counter printer
Changing the ribbon cassette
You will see when the ribbon cassette needs changing because the printer starts to produce faint,
and not easily legible, receipts or reports.
The printer does not stop working when this occurs; you will have to pick an appropriate time to
change the cassette.
To change the ribbon cassette:
* Turn off the printer
* Open the cassette cover.
You will see an outward arrow head on either side of the ribbon cassette.
* To remove the used ribbon cassette, pinch the ribbon cassette gently at the arrow heads with
finger and thumb, then lift and rock the cassette back and forth
Please note: — Do not pull the c:
sette straight up.
+ Hold the new ribbon cassette with the plastic guide facing away from you and insert the front
of the cassette into the carriage
Please note: _It is important to fit the front edge (i.e. the edge nearest to the front of the
printer) of the ribbon cassette, into the carriage first. Do not place the ribbon
cassette flat on the carriage.
* Rock the ribbon cassette forward towards the print head and then press down on it until the
tabs on the cassette snap into the clamps on the carriage
+ Tighten the ribbon by turning the knob on the cassette clockwise
* Close the cassette cover
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* Turn the printer back on.
Please note: Please ensure that you always have a sufficient stock of both paper rolls and ribbon
cassettes.
Changing the paper roll
You will see when the paper roll needs changing because the ‘Ready’ light on the printer starts to
flash orange and green and the printer stops (advance warning is provided as the tally roll displays
a warning colour for the last metre).
To make the printer start working again, change the paper roll in the following way:
* Turn the printer on
* Open the paper cover
+ Press the’Feed’ and ‘Resume’ buttons at the same time to remove any unused paper safely from
the printer
Please note: Do not pull the paper backwards to remove it from the printer as this may cause a
problem with the printer.
+ Tear off a clean edge on the new roll to make it easier to load the paper
* Place the roll in the printer so that the paper unwinds from the bottom (front)
+ Slide the edge of the paper over the small metal roller and into the gap between the small metal
roller and the large rubber roller
+ Press the ‘Feed’ button until 30cm of paper are loaded. You may need to apply slight downward
pressure to the receipt paper to feed it into the printer
Please note: _ If at any time the paper does not feed, repeat the last two steps. If this does not
solve the problem, remove the paper and start again.
* Thread the paper through the slot in the top cover
* Close the paper cover
+ Tear off any excess paper.
17.3 Inkjet printer consumables
Replacing the ink cartridge
A flashing "Ink Out’ light indicates that the ink cartridge is low in ink. When the ink cartridge is
empty, the printer stops automatically and the ’Ink Out’ light is lit continuously.
Please note: If you replace the ink cartridge with a new one before the “Ink Out’ light flashes,
the ink end indicator will not work correctly with the new ink cartridge.
To replace the ink cartridge:
* Check that the "Ink Out’ light is flashing or on and that the printer is paused (do not turn the
printer off)
* Open the printer cover, using the tabs on both sides
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* Hold down the Load/Eject button for about five seconds until the print head unit moves left
slightly to the cartridge replacement position (the Power light begins flashing)
Please note: — The print head automatically returns to the home (far right) position after about
60 seconds if you do not begin the replacement.
Do not move the print head unit by hand. Always use the Load/Eject button to
move it, otherwise you may damage the printer,
+ Lift the ink cartridge clamp as far as it will go; the cartridge will rise partly out of the ink
cartridge holder
* Lift the cartridge out of the printer and dispose of it properly (do not take the used cartridge
apart or try to refill it)
Please note: __ If ink gets on your hands, wash them thoroughly with soap and water. If ink gets
into your eyes, flush them immediately with water.
* Open the ink cartridge packet
* Remove the throw-away tape seal from the top of the cartridge only
Please note: — You must remove the top throw-away tape seal from the cartridge. If you leave the
top tape on when you install the cartridge, you will permanently damage the
cartridge.
Do not remove the tape seal from the bottom of the cartridge. If you remove the
tape seal, ink will leak from the cartridge.
+ With the label face up and the arrow mark pointing to the rear, lower the ink cartridge into the
holder (do not push down on the ink cartridge)
* Press the ink cartridge clamp down until it locks into place
Please note: Once you have installed the ink cartridge, do not open the clamp again until you
next replace the ink cartridge, otherwise, the cartridge may become unstable.
* Press the Load/Eject button to return the print head unit to its home (far right) position; the
printer charges the ink delivery system
Please note: —_ Even if you do not press the Load/Eject button, the printer will move the print
head unit back to its home position about 60 seconds after you replace the ink
cartridge.
During the ink charging process, the Power light flashes.
+ Never turn off the printer while the Power light is flashing, as this can result in incomplete
charging of printer ink
* Close the printer cover
* Enter data to resume printing.
Loading paper into the inkjet printer
To load paper into the inkjet printer:
* Check that the paper thickness lever is set to the plain paper position
+ Push down the left edge guide lock lever and slide the left edge guide to the left as far as it will
go
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* Load a stack of paper with the right edge of the paper resting against the right side of the sheet
feeder
Please note: Do not load paper above the arrow mark which is located on the inside surface of
the edge guide.
+ Slide the left edge guide against the left edge of the paper, then set the lock lever up to the left
edge guide
+ Remove the paper
+ Fan the stack of paper, then tap it on a flat surface to even the edges
* While holding the printable side of the paper towards you (as indicated by the arrow on the
paper packet), insert it gently straight up and down into the printer
* Rest the paper against the paper support (this ensures that the paper is properly loaded in the
paper path).
Setting the paper thickness lever
The paper thickness lever has two settings:
~ plain paper
- thick paper
* Set the lever to the position that best suits the medium that you are using for printing,
Setting the adjust lever
When you are printing on thick paper or if ink smears on your printout:
* Set the adjust lever to the + position.
To change the setting:
+ Open the printer cover and position the lever.
Please note: = When you are changing this setting, check that the printer is switched on but not
being used and that there is no paper in the sheet feeder or paper path.
17.4. Laser printer consumables
Adding toner to the process unit - for the Panasonic laser printer
If the toner/process unit indicator is blinking slowly (at intervals of about 2.5 seconds) the toner
may be empty.
To add toner to the process unit of the laser printer:
* Turn the printer off
* Open the left cover of the printer by gently pulling the cover release tab
* Remove the process unit by holding the green labelled tabs and pulling it towards you
Please note: Do not expose the process unit to light or direct sunlight for more than five
minutes.
+ Open the toner cover of the process unit
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* Remove the affixed protective sheet from the toner cartridge
* Place the toner cartridge on the process unit and slide the toner cartridge to the left until it
stops
+ Shake the process unit and tap the toner cartridge to let the toner fall into the process unit
(please be careful not to get any ink dust on your clothes)
+ Remove the toner cartridge by sliding it to the right and lifting
* Close the toner cover of the process unit
* Re-install the process unit by holding the green labelled tabs and pushing it firmly into the
printer.
* Close the left cover of the printer.
Installing a new process unit - for the Panasonic laser printer
When the toner process unit indicator is lit continuously and blinking quickly (with an interval of
about 1 second), you need to install a new process unit.
To prevent any damage to the process unit, take the following precautions:
* Do not touch the green drum surface (lift the process unit by holding the green labelled tabs)
* Never expose the process unit to light for more than five minutes or to direct sunlight
unit near dust or dirt
* Do not keep the pros
* Do not place the process unit in a high humidity environment.
To install a new process unit:
* Open the left cover of the printer by gently pulling the cover release tab
* Remove the old process unit by grasping the green labelled tabs and pulling it towards you
* Open the plastic bag containing the new process unit and remove the unit
+ Remove the sealing film
+ Remove the protective sheet
* Remove the tapes
* Install the process unit by grasping the green labelled tabs and pushing it firmly into the printer.
* Close the left cover of the printer.
Loading paper into the Panasonic laser printer
To load paper into the laser printer:
* Open the output tray (top cover)
* Extend the paper support by sliding it upward
* Open the paper tray
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* Separate the paper guides to the approximate width of the paper (refer to the size indicators
above the paper guides for accurate paper width)
Please note: When Letter size paper is required, remove the guide caps by pulling them
upward before loading the paper, and store the guide caps in a safe place.
inward.
Before using A¢ size paper, replace the guide caps with their plain sid
+ Fan the stack of paper and tap it on a level surface to avoid paper jams or printing going askew
* Place the paper in the paper tray and adjust the paper guides to the paper size (the height of
paper should not exceed the limit mark on the paper guide or it may cause a paper jam).
* Keep the following points in mind:
- if the paper guides are not adjusted properly, the printout may be askew
- if you load paper of different types or thicknesses in the paper tray at one time, this may cause a
paper jam
- when you add more paper to the paper tray, first remove the remaining paper from the tray and
then place the entire stack of paper into the tray
- you should check that the paper is loaded with the print side up
- although it is possible to load up to 100 sheets of supplied paper in the paper tray, 50 sheets is a
more advisable number as more than this may cause a paper jam
Replacing the Okipage laser printer's toner cartridge
Please note: Do not remove the new cartridge from its packaging until you have shaken it to
distribute the toner evenly.
To replace the laser printer's toner cartridge:
* Turn the printer off
+ Open the printer cover and remove the used toner cartridge
Please note: Opening the cover exposes hot sufaces which are clearly labelled. Do not touch
them
* Shake the new toner cartridge gently to distribute the toner evenly
+ Take the cartridge out of its packaging and remove the tape
* Insert the toner cartridge
* Push the lock lever forward
+ Close the printer cover.
Replacing the Okipage laser printer’s image drum
Please note: ‘To prevent any damage to the drum cartridge you must observe the following
guidelines:
- Do not touch the green drum surface
- Do not set the cartridge down on anything that might scratch the surface of the drum
- Do not expose the drum to direct sunlight and or leave it exposed to room light for more than
five minutes
- Do not take the new drum out of the packaging until you are ready
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When you need to replace the laser printer’s image drum:
* Turn off the printer
* Open printer cover and remove the protective sheet
+ Insert the new image drum
+ Remove the protective plastic cover from the toner well in the image drum unit
+ Insert the toner cartridge.
Loading paper in the Okipage laser printer
When you need to load paper in the laser printer:
* Set the left paper guide to the marker for the required size and move the right guide to a
position slightly wider than your paper width
* Insert the paper so that it is up against the left paper guide and check that it is not skewed
Please note: ‘The paper feeder handles up to 100 sheets of 75 g/m2 paper
* Adjust the right paper guide to fit against the edge of the paper. Do not move the left guide
again as this may cause the paper to skew as it is fed in
* Lift the paper out of the tray again slightly (about 1 cm) and re-insert it gently, allowing it to
drop under its own weight. Do not force it down.
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18 Moveable outlets
Use these procedures when you need to move a dual operation location trolley, either from or to its
point of service:
Please note:
18.1 Moving a trol
When you need
storage:
Shut down and switch
off processor
REFER
Switch off office printer,
counter printer and
monitor
——_¥Y
Switch off trolley’s
power supply
Disconnect trolley from
power and
communications points
Place power and
communications cables
in docking point
y
Release trolley’s brakes
‘To ensure that the end-of-day activities take place correctly, the trolley’s
communications cable must be connected by 19:00. This can be at either the point
of service or the point of storage. If you need to move the trolley between 19:00
and 20:00, this must be done as swiftly as possible.
lley from its point of service to its point of storage
to move a dual operation location trolley from its point of service to its point of
@ Shut down and switch off the workstation’s
processor
For information on shutting down a processor, see
System Administration; Accessing the system;
Restarting and switching off a processor.
@ Switch off the office printer, counter printer and
monitor
© Switch off the trolley’s power supply at the power
point
© Disconnect the trolley from its power and
communications points
@ Place the power and communications cables in their
docking point on the trolley
@ Release the trolley’s brakes
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Y
Move trolley to point of
storage
@ Move the trolley to its point of storage
y
Apply trolley’s brakes
© Apply the trolley’s brakes
Take power and
communications cables
ions cal @ ‘Take the power and communications cables from
from docking point
their docking point
Connect trolley to
power and e
an A Connect the trolley to its power and
communications points
communications points
¥
Switch on trolley’s
power supply @ Switch on the trolley’s power supply at the power
point
y
Switch on monitor and
Processor ® Switch on the monitor and processor
y
Perform restart
procedure © Perform the restart procedure, omitting the logging
H on step
For information on performing the restart procedure
f see System Administration; System initialisation;
I Restarting a workstation.
@ Switch off the monitor
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18.2 Moving a trolley from its point of storage to its point of service
When you need to move a dual operation location trolley from its point of storage to its point of
servic
©
Switch on monitor
@ Switch on the monitor
Shut down and switch
off workstation’s
processor
@ Shut down and switch off the workstation’s
processor
For information on shutting down a processor, see
System Administration; Accessing the system;
I Restarting and switching off a processor starting
' from the flow chart box “Touch screen or press any
key’ on page 19.
Switch off monitor
® Switch off the monitor
y
Switch off trolley’s
power supply © Switch off the trolley's power supply at the power
point
Disconnect trolley from
power and
wer and @ Disconnect the trolley from its power and
communications points
communications points
Place power and
communications cables
in docking point
a
Release trolley’s brakes
@ Place the power and communications cables in their
docking point on the trolley
@ Release the trolley’s brakes
¥
Move trolley to point of
service @ Move the trolley to its point of service
y
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y
Apply trolley’s brakes
Take power and
communications cables
from docking point
Connect trolley to
power and
communications points
y
Switch on trolley’s
power supply
Switch on monitor,
processor, counter
printer, office printer
Y
Perform restart
procedure
REFER
Apply the trolley’s brakes
Take the power and communications cables from
their docking point
Connect the trolley to its power and
communications points
Switch on the trolley’s power supply at the power
point
Switch on the monitor, processor, counter printer
and office printer
Perform the restart procedure
For information on performing the restart procedure
see System Administration; System initialisation;
Restarting a workstation.
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Subsection 19 .
ubsection Miscellaneous
19 Help Desks
19.1 Horizon System Helpdesk
The Horizon System Helpdesk provides Post Office Ltd staff and agents with a single point
of contact for dealing with all problems relating to the Horizon equipment installed in offices.
The Horizon System Helpdesk telephone contact number is:
0845 601 1022 selecting option 2
The service hours of the Horizon System Helpdesk are:
Monday to Saturday: 0800 to 1830
Please note: When the Horizon System Helpdesk is closed, brief messages can be left on their
Voicemail. These calls will be logged from 08.00 the next working day and will be
cleared as soon as possible.
The Horizon System Helpdesk is not available on Christmas Day.
19.2 Contacting the Horizon System Helpdesk
Please note: It is preferable that you are in front of the Horizon system at the counter when
you call the Helpdesk.
If this is not possible, note down the results of any preliminary checks on paper so
that you can relay them to the Helpdesk operator.
Before calling the Helpdesk:
* Check to see whether you are able to deal with the equipment failure by following the
Equipment Failure Checklist procedure (see subsection 12; Equipment Failure Checklist
(dealing with equipment failure))
If you are unable to deal with the equipment failure:
* Check that you have collected all the following information for the operator:
~ your full name
- your office address
- your office telephone number
- your post office (FAD) code (first six digits only)
- a description of the problem and the results of the preliminary checks( this
may help the operator to quickly diagnose the nature of the problem)
- a copy of the Horizon System User Guide (in case the Helpdesk operator asks
you to follow recorded procedures during the call)
* Call the Horizon System Helpdesk
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* Give the Helpdesk operator the information you have collected, as required.
The operator will attempt to resolve or diagnose the problem during the initial telephone call. The
information is recorded on a Helpdesk system and the problem is allocated a unique reference
number.
+ Make a note of the following information which the Helpdesk operator will give you:
- the call identity number
- what action to expect next
If your problem is not resolved during the initial telephone call, the Helpdesk will advise you of
the day and time when you will next be contacted. This may be either a site visit from an engineer,
or a telephone call from a member of the ICL Pathway staff.
Please note: _If you are contacted by either the Helpdesk, an engineer or ICL Pathway staff, they
will quote the call identity number given to you by the Helpdesk operator.
+ Keep a record in your office of all calls to the Helpdesk including the call identity number and
the details of any action taken.
Please note: You should quote the call identity number if you need to ring the Helpdesk again
about the incident.
19.3 The Network Business Support Centre (NBSC)
The NBSC provides Post Office Counters Ltd counter staff with a single point of contact for dealing
with Horizon system problems that cause operational difficulties in your office, such as what
action to take if you are unable to produce a Cash Account due to printer failure.
You should always call them if the user at manager level in your office has forgotten their
password.
They do not deal with enquiries relating to the use of the Horizon system or enquiries relating to
equipment or software failure.
The NBSC telephone contact number is:
0845 6011022
The service hours of the NBSC are:
Monday to Friday: 0800 to 1800
Saturday: 0800 to 1730
19.4 Notifying the NBSC of emergency closures or equipment movements
When certain changes occur at your office you must inform the Network Business Support Centre
(NBSC). Arrangements may then be made for equipment to be moved by ICL Pathway engineers.
These changes are:
Unplanned emergency closure of your office:
If your office closes for any reason (including delayed opening and temporary closures of less than
one day):
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* Inform the NBSC of the details of the duration of the closure and of the re-opening time and
date.
If your office is closed for more than one day, the NBSC will then inform the Horizon System
Helpdesk of the closure and of its expected duration.
ICL Pathway will take appropriate action depending on the duration of the closure. (Horizon
system equipment may need to be temporarily removed from your office).
Planned refurbishment at your office:
If a refurbishment is planned at your office that will affect the counter equipment:
* Please inform your Retail Network Manager (RNM)
* Give at least four weeks notice, so that arrangements may be made, if necessary, with ICL
Pathway to move any Horizon system equipment during or after the refurbishment
Relocating or changing the number of Horizon terminals at your office:
+ Please give advance notification of any planned changes at least seven weeks beforehand,
informing your RNM of any access times.
The RNM and the NBSC will make the necessary arrangements with ICL Pathway.
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Miscellaneous Subsection 20
20 Using the Memo View facility
Memo View is used to broadcast urgent messages to outlets electronically, allowing staff to view
and print them at their convenience. Memos are relayed to all users but it remains the
responsibility of the outlet manager to ensure that the relevant users are aware of the memos and
that they are acted upon.
Memos can only be printed on the Counter Printer.
The system warns the appropriate users that there is a new memo waiting by displaying a flashing
envelope symbol in the stack area under the calendar. If you have an unread memo waiting when
you log on, or you receive a new memo, the envelope flashes for ten seconds, after which it will
remain in a steady state until the memo has been read.
You cannot delete memos. The system will delete them when their retention period expires. The
retention period will be set by the sender and will be between 10 and 37 days.
You can only view memos; there is no send facility.
When you want to view a memo:
Touch icon sequence to
select Memos @ Select the Memos option by touching the following
icon sequence:
- Memos
The system will display a pick list showing the titles
and dates of the available memos. The order of the
pick list is:
1) unread memos (high then low priority)
2) read memos (high then low priority),
in descending date and time in all categories.
A red spot indicates that the memo has a high
priority and should be read immediately. Other
memos should be read as soon as possible. A tick
indicates that the memo has been read.
Please note: The memo at the top of the pick list is
automatically selected and is displayed
on the right hand side of the screen. It
will automatically be marked as read,
Y even if it is new.
Select required memo @ Select the memo you want to view, by touching it
If there are more memos than can be listed on one
screen, touch the Next or Previous icon to navigate
L through the pick list.
If the memo is too long to be displayed on the
I screen, the number of pages is shown and navigation
v controls are provided at the bottom of the memo.
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YES
Y
Touch Print icon
View
another
memo?
NO
YES
y
Repeat procedure
y
Touch Desktop icon
You can either touch the arrows in the bottom left
and right hand corners to navigate through the pages
of the memo or touch the controls in the centre, to
magnify them and use the magnified controls to
navigate through the pages of the memo.
Decide whether you want to print the memo
If you want to print the memo:
* Touch the Print icon
The memo will be printed on the counter printer.
Decide whether you want to view another memo
If you want to view another memo:
* Repeat the procedure starting from the flowchart
box’Select required memo’ on page 79.
Touch the Desktop icon to return to the Desktop
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Contents
Contents
Page
System Administration
System overview
Main functions of the system and how to move around it... 1
Accessing the system
Starting up and shutting down. 7
Logging on and logging out 10
Temporary locking of a session 16
Restarting and switching off a processor. 19
System features
Suspending and transferring transactions (sessions) 22
Using picklists 25
Using Product Look Up (PLU) numbers........... 27
Using Shopping Mode 30
Using the Quantity icon 34
Training mode
Training mode guidelines 36
Entering and leaving the Horizon system training mode..... 37
System initialisation (Postmaster Logon)
Initialising the Horizon system... 39
Restarting a workstation 46
Replacement of a Gateway workstation 56
Changing the Personal Identification Number (PIN) 62
Lost Postmaster Memory Card (PMMC)/
Personal Identification Number (PIN) ........... 69
Creating a manual PIN record..... 77
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Introduction
Introduction
Introduction
This booklet contains information about using the features of the Horizon system.
Information about administration of u:
maintaining equipment and help desk:
on the system, creating and managing stock units,
is contained in the Office Administration booklet.
The miscellaneous section of this booklet describes the main functions of the system and how to
move around it.
Accessing the system includes logging on and logging out, restarting and switching off a
processor, starting up and shutting down and the temporary locking of a session.
System features includes suspending and transferring transactions (sessions), using picklists, using
product look up (PLU), using shopping mode and using the quantity icon.
Training mode explains how to enter and leave the Horizon system training mode and shows the
training mode guidelines.
The system initialisation section includes information about initialising the Horizon system,
restarting a workstation, replacement of a gateway workstation, changing the Personal
Identification Number (PIN), lost postmaster memory card (PMMC)/Personal Identification
Number (PIN), creating a manual PIN record.
Storage of PMMC and PIN
* Place the PMMC, the spare PMMC and the PIN record in separate envelopes.
* Seal the envelopes and sign across the seals
+ Store the sealed and signed envelopes in a secure location, separately from each other.
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Subsection I
System overview
I Main functions of the system and how to move around it
The purpose of this section is to tell you:
- what the main functions of the system are
- how you choose which one to use
- how you move around the system
- the on-screen icons and their functions
- how to get on-screen help if you have a problem when you are using the system
1.1 The screen
The monitor screen is ‘touch sensitive’. Touching the screen icons enables you to activate the
functions.
An icon is a small picture that represents a task or a group of tasks. It can also contain descriptive
text.
A keyboard alternative exists for each icon. The keyboard key, which you may use instead of
touching the screen, is indicated in either the top right hand corner or the bottom right hand
corner of the icon.
All screen displays in the menus consist of three areas:
- the main body of the screen which displays the icons for the main tasks, allowing you to
progress through the various menus and to select products or reports
- a row of icons at the top that enable you to go back through the menus, call up on-screen help,
remove transactions from the stack and suspend a transaction
Please note: — The suspend transaction icon is at the top of the transaction stack.
- the right hand side of the screen, known as the transaction stack, which generally provides a
summary of any transactions that are awaiting settlement or completion. When you are not
working on transactions, the date, time and your user details are shown here.
1.2. The screen menus
To gain access to a menu on the screen you can use either of the following methods:
- touch the appropriate icon on the
- use the keyboard alternative
reen
For the Menu area, the keyboard equivalent to the icons are the function keys, which are at the
bottom left of the keyboard.
Once you have logged on to the Horizon system, the Desktop screen is displayed. It is called the
Desktop screen because it allows access to all the main tasks that you might want to carry out
during the working day. Access to each main group of tasks is provided by icons on the Desktop
screen.
When you touch the Transactions icon on the Desktop screen, you are presented with another
menu screen. This new menu screen displays icons which indicate the transaction options available
to you.
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The menu area can have up to sixteen icons, arranged in four rows of four icons, which lead you to
products, applications, and lower level menus.
1.3. Input screens
An input screen is a screen that enables you to enter data on the Horizon system, for example, the
price of an item or your password.
You can enter data using the keyboard or the on-screen alphanumeric keypad.
To move between the different sections of an input screen:
* Use the navigation keys on the keyboard or the on-screen icons,
To accept the information on the screen:
* Select the Y icon on the screen or press Enter on the keyboard.
To reject or delete the information on the input screen:
* Touch the X icon.
If you want to change information:
* Touch the X icon or backspace icon (which appears as a left pointing arrow on the screen) to
delete the information and enter the new data, or use the backspace key on the keyboard.
Please note: __If you need to enter your password for security reasons, the password is not
displayed on the screen as you enter it. The password is shown as a series of ‘X”
characters.
1.4. The numeric keypad
When numeric data is required, the Horizon system displays a numeric keypad on the screen.
‘To enter numeric data:
* Press the numbers on the screen, or use the numeric keys in the bottom-centre of the keyboard.
When a date is required the system displays the required number of forward slashes:
+ Enter it as day/month/year (DD/MM/YY).
1.5 The alphanumeric keypad
When you touch the alphanumeric keypad icon, the keypad expands to produce an on-screen
keyboard.
‘To enter data which can be a mixture of letters and numbers:
* Use the appropriate keys on the keypad
+ Touch the Backspace icon (which appears as a left-pointing arrow) on the screen to delete the
information one character at a time (alternatively you can use the Backspace key on the
keyboard).
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1.6 Icons
Each icon (picture) on the screen has a similar structure. At the bottom of the icon there is a text
line which describes the use of the icon. The icon also contains a picture to help you to identify the
task it represents. The keyboard equivalent is also shown on the icon. Transactions are carried
out in the same way when you use the keyboard as when you touch the screen icons
If an icon contains three dots in the top left hand corner it means that there is a menu or a pick list
underneath it.
The Finish icon, which appears at the bottom of the transaction stack, is colour coded to help you.
When money is to be taken from the customer the value is displayed in white lettering and the
icon is labelled with the word ‘Take’. When money needs to be paid out to the customer the icon
is displayed with a minus prefix, is coloured yellow and is labelled with the word ‘Pay’.
Some icons are not available to all users. If you are not allowed access to a transaction, a padlock is
displayed on the icon. If at a particular point a function is not available, the icon will have a’no
entry’ sign.
If you touch the icon for a product that is no longer on sale in the outlet, the system displays a
message telling you that the product is not available.
1.7 Functions of the screen icons
The top section of the screen displays a number of icons that each have a particular function
relating to the system, as follows:
The Desktop icon
‘The Desktop icon is displayed in the top left hand corner of the screen. It bears either the word
Desktop or words indicating the mode that you are in (for example Serve Customer, Reversal,
Housekeeping etc). The words indicate the menu you will return to if you touch the icon.
You can press the Home key on the keyboard instead of touching the icon to produce the same
effect.
The Prev icon
When you select the Prev icon, you return to the previous screen.This may be the previous screen
within a transaction or the menu from which you selected a transaction.
You can press the Esc key on the keyboard to produce the same effect.
* Do not press the Prev key on the keyboard.
The Bin icon
You can use the Bin icon to remove transactions that have been committed to the Transaction Stack.
To remove a transaction from the stack:
* Touch the Bin icon.
* Touch the transaction you wish to remove from the stack.
You can press the Del key on the keyboard to produce the same effect.
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System overview
Not all transactions can be removed from the stack, however. A Horizon system message appears if
removal is not permitted. In this case, if you want to cancel the transaction, you must first
complete it and then reverse
The Quantity icon
The Quantity icon is available for sales transactions and transfers, and allows you to change the
quantity of products being sold or transferred from the default setting of one.
You can use the quantity icon in either of two ways:
- By touching the icon. This takes you in to the change quantity screen, which features a numeric
keypad that you can use to change the quantity
- By entering the new quantity from the numeric keypad on the system keyboard. The quantity
entered will appear in the quantity icon.
For more information on using the quantity icon, see subsection 10; Using the Quantity icon
The Quantity icon can also be used in Shopping mode. Shopping mode enables you to help a
customer buy a product to the value of the money tendered, rather than by specifying the number
of units of the product. For more information see subsection 9; Using Shopping Mode.
The Susp icon/Swap icon
On the Horizon system two transaction sessions can be open at the same time, and the Susp icon
allows you to suspend the current session and create a new session. For more information see
subsection 6; Suspending and transferring transactions (sessions)
Please note: You will be prevented from logging out whilst a session is suspended
Once you have suspended a session using the Susp icon, the Horizon system displays the icon as
the Swap icon. If you touch this icon, the Horizon system takes you back to the previously
suspended session. Alternatively, on the keyboard, you can use Alt+S to toggle between the Susp
and Swap functions.
The Info icon.
If you need help while using the Horizon system:
* Touch the Info icon at the top of the screen
The Info icon will dim for six seconds, then revert to its original appearance.
* While the Info icon is still dimmed, touch the icon on the screen for which you need help.
The Horizon system displays a yellow information bubble near the icon.
* Touch the bubble or the Info icon again to remove the information bubble and return the
screen to normal mode.
If you do not make use of the help function, the Info icon reverts to its normal appearance after
approximately 6 seconds.
You can touch the Help key on the keyboard to obtain the same function.
The Open icon/Close icon
If you have placed more items in a stack than can be displayed on screen at any one time:
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* Touch the Open icon to display the items further up the stack.
If you want to view items further down the stack:
* Touch the Close icon.
The transaction Stack is ordered so that the newest items appear at the bottom of the stack.
On the keyboard, you can use the End key to toggle between the Open and Close functions.
The Page Up icon/Page Down icon
When the Horizon system displays the Page Up icon, this indicates that there are transactions
further up the stack. When the Horizon system displays the Page Down icon, this indicates that
there are more transactions further down the stack.
When the Page Up and Page Down icons are displayed, there are further transactions both up and
down the stack.
You can use the up arrow and down arrow keys on the keyboard to obtain the same function.
These icons can also be used to navigate to different screens when the Horizon system is displaying
a pick list. Touching Page Up will take you to the previous screen and touching Page Down will
take you to the next screen.
Similarly, when the Horizon system is displaying a preview of a report or a receipt, touching the
Page Up or Page Down icons will enable you to move up or down the page as required.
The Edit icon
The Edit icon is available on editable pick list screens. It allows you to update the values of items in
a pick list.
The Node Info icon
When you need node (individual Horizon workstation) information :
* Touch the Node Info icon.
The system will then display the Session Info screen, which provides the following details:
- User
- Build
- Site ID
- Group ID
- Node ID
- Node name
- Licensee
* Touch the ¥ icon to return to the Desktop menu.
1.8 Hourglass (system busy) indicator
When the system is busy performing a lengthy task, a rotating hourglass is displayed. This is to let
you know that there is system activity taking place and that the system is actively carrying out
instructions, although the dialogue on the screen remains the same for a period of time.
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During this period, the rotating hour glass may disappear and then re-appear, this does not indicate
that the system activity has been completed. You must wait until the system activity has been
completed before touching any icons on the screen or pressing any keys on the keyboard. When
the system activity has been completed the rotating hour glass will disappear and the dialogue on
the screen will change.
When the hourglass indicator is displayed, you should not touch any icons on the screen or press
any keys on the keyboard. This is because interruptions such as these while the system is busy can
have undesirable side effects.
Please note: _ If the hourglass is displayed but not rotating or if the hourglass is rotating for an
abnormal length of time, contact the Horizon System Helpdesk. For information
on contacting the Horizon System Helpdesk call the Horizon System Helpdesk, see
Office Administration; Miscellaneous:
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Subsection 2
Accessing the system
2 Starting up and shutting down
2.1 Starting up
When you need to start up the Horizon system in
your office at the start of business, switch on the
equipment for each workstation as follows:
Is processor
itched on? @ Check whether the processor is switched on
swit on?
Please remember: ‘The proc ch
YES workstation must be left on at all
or unit of e
i times to allow the transfer of data.
I Restart workstation If processor has been switched off:
I © Restart the workstation
For information on restarting the workstation, see
I subsection 14; Restarting a workstation.
Switch on monitor
@ Switch on the monitor by pressing the switch.
A green light will appear above the switch.
a
Switch on counter @ Switch on the counter printer by pressing the switch
printer to the ‘I’ or ‘On’ position
The green ‘Ready’ light on the printer will switch
on.
If the reports printer is needed, switch on by
pressing the switch to the ‘On’ position.
The switch is situated as follows:
Inkjet printer:
Right-hand side of the paper support unit
Panasonic laser printer:
Beneath the paper tray and to the left of the power
connector plug
Okipage laser printer:
Towards the rear of the left-hand side of the printer.
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Repeat for each
workstation
© Repeat these steps for each workstation.
Each screen should now display the Riposte logo.
If any of the equipment fails to start, see Office
‘ Administration; System failure; Equipment Failure
Checklist (dealing with equipment failure).
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Check that last user has
logged out
REFER
y
Switch off monitor
v
Switch off printer
y
Repeat for each
workstation
Shutting down
When you need to shut down the Horizon system in
your office at the close of business, switch off the
equipment for each workstation as follows:
Please remember: The processor unit of each
workstation must be left on at all
times to allow the transfer of data.
@ Check that the last user has logged out of the
Horizon system
For information on logging out see subsection 3;
Logging on and logging out.
The screen should display the Riposte logo.
@ Switch off the monitor by pressing the switch.
The green light above the switch will turn off.
© Switch off the counter printer by pressing the switch
to the ‘O’ or ‘Off position
The green Ready light on the printer will turn off.
If the reports printer is on, switch it off by pressing
the switch to the ‘Off’ position. The switch is
situated as follows:
Inkjet printer:
Right-hand side of the paper support unit
Panasonic laser printer:
Beneath the paper tray and to the left of the power
connector plug
Okipage laser printer:
Towards the rear of the left-hand side of the printer.
@ Repeat these steps for each workstation.
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3. Logging on and logging out
3.1 Logging on to the Horizon system
Use this procedure when you need to log on to the Horizon system,
If the monitor screen is not already on and
displaying the Riposte logo see subsection 2;
Starting up and shutting down.
Touch screen when
Riposte logo displayed
Touch ¥ icon
Enter your user name
ser name
entered
correctly?
NO
i Delete incorrect name
y
Re-enter name and
repeat procedure
Touch ¥ icon
y
Enter your password,
@ Touch the screen or press any key when the Riposte
logo is displayed
I The screen will display a warning message
y informing you that to proceed without authorisation
is a criminal offence.
@ To continue, touch the ¥ icon
I The screen will display the Enter Name and Logon
@ Enter your user name by using either:
the keyboard
the on-screen alphanumeric pad (by first
touching the Alphanumeric Keypad icon)
NO. @ Examine the screen to see whether your user name
has been entered correctly
Yes 7 v If the user name has not been entered correctly:
Delete the incorrect user name by using the back
space key on the keyboard
Re-enter your user name correctly and repeat
procedure from flow-chart box ‘User name
entered correctly?” above
® Touch the ¥ icon
then touch ¥ icon @ Enter your password and touch the W icon
I For security reasons, the Horizon system will not
display your password on the screen. Once you
touch the ¥ icon the Horizon system will check
/ your password and user name.
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For information about what to do if you have
forgotten your password, see Office Administration;
User administration; Security and access
Derails
@ Examine the screen to see whether your user name
accepted?
and password details have been accepted by the
Horizon system
If the user name and password details have been
accepted, the Horizon system will display the last
logon screen.
If the details have not been accepted:
The Error screen will be displayed, asking you to try
again.
¥
Touch ¥ icon
* Touch the ¥ icon
The password will be deleted automatically.
Please note: If the user name is incorrect you will
need to touch the name field in the
righthand panel to display the user
name field.
* Re-enter the user name and/or password and.
Re-enter password and
P repeat the procedure from the flow-chart box
repeat procedure
‘Details accepted?’ above
Please note: You may make up to three attempts to
log on successfully. Failure to log on by
the third attempt will lock you out of
stem for 15 minutes. A us
the er with
manager access can overide this. For
information on unlocking an account,
see Office Administration; User
administration; Options in the User
Name/Modify user screen.
Has your
accountbeen
disabled?
YES
@ Examine the screen to see whether your account has
been disabled
NoY
If the account has been disabled:
Touch ¥ icon * Touch the ¥ icon
1
Advise manager
* Advise your manager that your account has been
disabled
For information on viewing and modifying user
i information, see Office Administration; User
Y administration; Viewing and modifying users.
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@ Examine the screen to see whether the system is
asking you to change your password
Password
change
required?
No v
Touch V icon
'
Change your password
If itis:
* Touch the ¥ icon
* Change your password
REFER For information on changing passwords, see Office
Administration; User administration; Changing your
password.
>
‘Rre last log
on details
@ Examine the screen to see whether the last log on
correct?
details are displayed correctly
YES y If the log on details are incorrect:
Contact Helpdesk
I * Contact the Horizon System Helpdesk (see Office
/ Administration; Miscellaneous; Help Desks).
Touch ¥ icon
@ Touch the YW icon.
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3.2 Logging out of the Horizon system
Follow this procedure when you need to log out of the Horizon system.
Follow the same procedure if you need to log out of the Horizon system because the system is
being shut down.
If there is an incomplete transaction (for example a suspended transaction that you have not
completed) the Horizon system will display a no entry sign on the logout icon and you will be
prevented from logging out. You must complete all outstanding transactions before the Horizon
system will allow you to logout.
Touch Logout icon © ‘Touch the Logout icon on the Desktop screen
The system will display the Confirm Logout screen
asking you to confirm that you want to log out.
Confirm
© Confirm whether you still want to log out
Log out?
I v If you do not want to log out:
Touch X Icon * Touch the X icon to return to the Desktop.
Touch ¥ icon
@ Touch the ¥ icon if you want to log out.
Please note: Once you have logged out the Riposte
logo screen is displayed. The Horizon
system is now ready for a user to log
on.
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3.3 System enforced log out.
Use this procedure when you have temporarily locked a session, or the Horizon system has
enforced a temporary lock and you have not completed any work for a further 59 minutes. For
information on temporary locks, see subsection 4; Temporary locking of a session.
Under these circumstances the Horizon system will automatically log you out of the system,
displaying the Riposte logo to let you know that it has done this.
@
Log on to system
@ Log back on to the system in the usual way
For information on Logging on to the Horizon
REFER system, see subsection 3; Logging on and logging
out.
Any session in progress before the log out is
completed is automatically committed. If there is an
outstanding balance the session will be settled to
cash. The system will automatically print a receipt
for any session in progress.
Jo you nee
Decide whether you need to make any adjustments
to make +
adjustments?
y If you do:
NO Make adjustments
* Make the adjustments.
If a cheque has been used to settle the transaction
you will need to adjust your stock. For information
on adjusting your stock see Balancing; Balancing an
individual stock unit.
If savings stamps have been used to settle the
transaction you will need to reverse the transaction
and re-enter the transaction with the correct method
of payment.
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For information on reversing transaction, see
‘Transactions - Other - Part two; Reversing
transactions; Reversing Electronic Point of Sale
transactions.
If a transaction has been committed in error, i.e. a
cancelled transaction was not removed from the
transaction stack and was automatically committed
by the system, it will need to be reversed. For
information on reversing a transaction:
For an AP transactio!
See Transactions - Serve Customer - Part one;
Automated Payments; Reversing an Automated
Payment.
For an EPOSS transaction and transfers:
See Transactions - Other - Part two; Reversing
transactions; Reversing Electronic Point of Sale
transactions.
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4 Temporary locking of a session
4.1 Using temporary lock on a session
Use this procedure when you wish to put a temporary lock on a session, because you are moving
away from your counter position temporarily.
For more information about a session, see subsection 1; Main functions of the system and how to
move around it.
Please note: __if you have not completed any activity on the Horizon System for 15 minutes, the
system will enforce a temporary lock.
Touch Temp Lock icon @ Touch the Temp Lock icon on the Desktop
The Temp Lock option may also be accessed by
touching the following sequence of icons:
I
I - Transactions
y - Serve Customer
- Functions
- Temp Lock
The Horizon system will display the Enter
Username/Logon screen, with the name of the user
responsible for activating the temporary lock shown
in the left panel.
Enforced logouts
After a further 59 minutes, if you have not logged
back on, the Horizon system will operate an
enforced logout and all transactions that are on the
stack will be committed.
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4.2 Unlocking a session
Use this procedure when you want to unlock a session that you have temporarily locked or when
the Horizon system has locked because you have not completed any activity on the Horizon system
for 15 minutes. If there is a temporary lock on the system, the logon screen will display the
message “This session is currently locked by ‘user name”.
If you are the user that was logged on when a temporary lock was put into operation, the system
will allow you to continue from the point at which it was locked.
If you are not the same user, the system will automatically log out the previous user and will return
to the Riposte screen, settling any incomplete transaction to cash and printing a receipt.
In order to continue you will need to log on.
For information on logging on, see subsection 3; Logging on and logging out.
@
Your . . A
Scername shown on NO. @ Examine the screen to check that your user name is
screen? shown
v
YES If the user name is incorrect:
Delete entry
* Delete the entry
y
Enter your user name * Enter your user name and touch the ¥ icon
and touch ¥ icon
y
Enter your password + Enter your password and touch the W icon.
and touch / icon
The Logout User screen will be displayed.
No * Examine the screen to see whether you wish to
2
Logout user? SS log out the user
Vv If you do not wish to log out the user:
YES Touch x
ou * ‘Touch the X icon to return to the log on screen
ison that says “This session is currently locked by user
name’,
' If you do:
Touch ¥ icon * Touch the ¥ icon
The Riposte screen will be displayed.
y
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y
Touch ¥ icon
y
Enter your user
password
y
Touch ¥ icon
y
Touch ¥ icon
YES
Y
Repeat procedure
‘Touch the Y icon
The screen will display the Enter Password/Logon
screen,
Enter your password
Touch the Y icon
Examine the screen to see whether the password has
been accepted
If the password has not been accepted:
* Touch the ¥ icon
+ Repeat the procedure from the start.
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Subsection 5
Accessing the system
5 Restarting and switching off a processor
Use this procedure when you need to restart or switch off a workstation’s processor. It should only
be used if you are authorised to do so.
You are authorised in the following situations:
- in an emergency (for example, a flood, fire, or gas leak)
- under instruction from the Horizon System Helpdesk
- when instructed to do so through Memo View, see Office Administration; Miscellaneous; Using
the Memo View facility
- when restarting a workstation to create a new PMMC and/or PIN, see subsection 17; Lost
Postmaster Memory Card (PMMC)/ Personal Identification Number (PIN)
- before moving a trolley, see Office Administration; Equipment information and maintenance;
Moveable outlets
@ Log out of the Horizon system
For information on logging out, see subsection 3;
Logging on and logging out.
Touch screen or press
any key @ ‘Touch the screen or press any key
y
Touch ¥ icon
®@ Touch the ¥ icon
¥
From Logon screen,
touch Off icon @ From the Logon screen touch the Off icon
@ Decide whether you want to shutdown or restart the
Do you want processor
;
fo shutdown If the Shutdown/restart message is not displayed,
wait for the message to appear then continue with
the procedure.
If you do not want to shut down:
Touch Restart icon
I * ‘Touch the Restart icon
y y
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Authorised
to restart?
Touch X
icon
Touch ¥ icon
Touch Shutdown icon
Authorised
to shutdown?
YES:
Touch X icon
y
Touch ¥ icon
* Decide whether you are authorised to restart the
processor
If you are not authorised to restart the processor:
* Touch the X icon to cancel the restart
The Horizon system will cancel the restart and
return to the Logon screen.
If you are authorised to restart the processor:
* Touch the ¥ icon.
The Horizon System will display the initial screen
(an animated picture of a hand inserting a card into
the Smart Card reader). For information on
restarting a workstation, see subsection 14;
Restarting a workstation
@ Touch the Shutdown icon.
The Confirm Shutdown screen will be displayed.
@® Decide whether you are authorised to shutdown the
processor
If you are not authorised to shutdown the
processor:
* ‘Touch the X icon to cancel the shutdown.
The Horizon system will cancel the shutdown and
return to the logon screen.
If you are authorised to shutdown the processor:
®@ Touch the ¥ icon to confirm the shutdown.
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to turn off
message
displayed?
YES v
1 Wait for message to
appear then continue
I
y
Switch off processor
@ Examine the screen to see whether the system is
displaying the message ‘it’s now safe to turn off your
computer’
If the system is not displaying the message:
* Wait for the message to appear then continue
with the procedure
@ Switch off the processor using the on/off switch.
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System features
6 Suspending and transferring transactions (sessions)
6.1 Suspending a transaction (session)
Use this procedure if you have started a transaction but wish to suspend it temporarily in order to
carry out another transaction.
You cannot suspend Smart Card transactions, AP recovery sessions, or report production once you
have selected a report to produce. A No Entry sign will be displayed in the Susp icon when you are
performing any of these functions.
You cannot have more than two transactions running at once. This applies not just to the Serve
Customer menu but for all sessions such as transfers or remittances. If you need information about
a session see subsection 1; Main functions of the system and how to move around it.
Touch Susp icon @ Touch the Susp icon at the top of the screen
You will return to the Desktop menu. The Susp icon
will change to the Swap icon, which allows you to
switch between two sessions/transactions if
required.
y
Start new session
©@ Start the new session by carrying out the required
transactions
The transaction will appear in a new Transaction
Stack so that the totals for the two sessions are kept
separate.
If you need to return to the suspended session prior
to completing the new session, touch the Swap icon
¥
Touch Finish icon to
complete new session @® When the new session has been completed, touch
the Finish icon (and settle payment, if appropriate)
The Swap icon will display a flashing yellow triangle
containing an exclamation mark to show that a
suspended session is still open.
You do not have to return to the suspended session
straightaway. You may continue with further
transactions before returning to the suspended
session.
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you want to
eturn to suspended
session?
Continue with further
i transactions
—_¥
Touch Desktop icon
—__¥
Touch Swap icon
Complete the
suspended session
y
Touch Finish icon
Decide whether you want to return to the suspended
session
If you do not want to return to the suspended
session:
* Continue with further transactions
If you do want to return to the suspended session:
Touch the Desktop icon
Touch the Swap icon
This will return you to your other open session. The
Swap icon will change to the Susp icon.
Please note: The Log Out icon will display a No
Entry sign while the swap icon is
showing, indicating that you have an
incompleted session. You must
complete all suspended sessions before
you can log out.
Complete the suspended session
When the suspended session has been completed
touch the Finish icon (and settle payment, if
appropriate)
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System features
6.2 Transferring a transaction (session)
Use this procedure if you are logged on at one counter position but wish to continue a transaction
or customer session at another position without the need to re-enter data appearing in the
Transaction Stack.
You can do this at any time, even during a transaction or customer session. The transaction details
will be transferred to the new position.
If you wish to start a second customer session at the same counter position, see paragraph 6.1;
page 22.
If you need information about a session see subsection I; Main functions of the system and how to
move around it.
Please note: This procedure does not apply to Smart Card transactions, LFS transactions, AP
recovery sessions or when processing a report.
Leave original position
without logging out ® Leave your original position without logging out
y
Log on to new position
@ Log on to the new position
REFER For information on logging on, see subsection 3;
Logging on and logging out.
Please note: The Horizon system will automatically
log you out of the original position, so
that you will never be logged on in
¥ more than one position.
Continue transaction
from point you left it @ Continue the transaction from the point at which
you left it at the original position (or start a new
session)
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System features
7 Using picklists
Sometimes during a transaction a picklist (list of items from which you can select) is displayed.
There are two types of picklists:
- those which you cannot change (non-editable), such as product lists, which you can use
instead of selecting the Product icon
- those which you can change (editable), such as stock lists, when you might want to alter
numbers or amounts
(Go) When a picklist is displayed on screen:
Item
displayed in
picklist?
@ Check whether the item you wish to select is shown.
YES
Y If the item is not shown on the screen:
Move up and down
picklist * Use the arrrow keys to move up and down the
picklist
Please note: You can perform searches on non-
editable picklists if you enter the first
letter, or the first few characters of the
entry. As you type, you will see that the
tab at the top of the list will expand to
display the letters that you type. For
example, if, when reading a picklist for
a Local Scheme, you need to find
Reading, type R and the displayed list
y will start at the first item of the list
Highlight item in picklist beginning with R.
@ Highlight the item in the picklist by touching it
is selected
picklist item
editable?
@ Examine the screen to see whether the picklist item
is editable (an Edit icon will be shown above the
stack of Arrow icons)
ij v
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Touch Edit icon
Y
Enter value or quantity
More change>
needed to picklist
items?
Repeat procedure
y
Touch ¥ icon
y
Continue with activity
y
If an Edit icon is shown:
This means that you can edit the item in the list
using either:
= the keyboard
- the Edit icon, followed by the on-screen
number pad
* With the item you wish to edit highlighted,
touch the Edit icon
* Enter the value or quantity as appropriate
+ Check whether you need to make more changes
to picklist items
If more edits are required:
* Repeat the procedure from the flow-chart box
“Item displayed in picklist?” on page 25.
Touch the ¥ icon
Continue with the activity as normal.
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8 Using Product Look Up (PLU) numbers
Use this procedure if you have difficulty finding the product you require on the menu list, you can
select the product by entering the Product Look Up number (PLU).
Please note:
co)
A PLU number will only be available if the product is available for sale in your
office.
Touch icon sequence to
select Serve Customer
More than
‘one of item
required?
NO
Us
Jse Quantity icon
Enter
number using
the screen?
YES
Touch PLU key
y
Do you
know right
PLU?
YES
y
Enter PLU
number
ul
Touch ¥
icon
y
When you need to use a PLU:
Select the Serve Customer option by touching the
following icon sequen
- Transactions
- Serve Customer
Check whether the customer requires more than one
of the item
If the customer wants more than one of the item:
+ Use the Quantity icon
For information on using the Quantity icon, see
subsection 10; Using the Quantity icon.
Decide whether you want to enter the PLU by
touching the screen.
Ifnot:
+ Touch the PLU key on the keyboard
* Decide whether you know the right PLU
Ifyou do:
* Enter PLU number using either the on-screen
keypad or the numberic keys on the keyboard
* Touch the ¥ icon
* Go to 'B’ on page 29.
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/ If you do not know PLU number:
y
Touch PLU list line * ‘Touch the PLU list line in the PLU Sale panel on
the right hand side
y
Touch ¥ icon * Touch the W icon.
@ Decide whether you know the right PLU
y If you do not know the right PLU:
Touch icon sequence to
YES select PLU List option * Select the PLU List option by touching the
following icon sequence:
«_——{ ) - Functions
y - PLU List
Select product, then * Touch the appropriate product to highlight it,
touch 7 icon then touch the W icon
‘ The selected product will be highlighted in yellow.
* Go to ‘B’ on page 29.
Please note: If the product you want is not shown,
use the arrow keys on the right of the
screen to move up and down the list to
¥ find the product name
Touch icon sequence to
select PLU No option @ Select the PLU No option by touching the following
icon sequence:
y - Functions
- PLU No
Enter PLU number
@ Enter the PLU number using the numeric keypad
y
Touch ¥ icon
@ Touch the ¥ icon
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product open
value?
NO
Enter appropriate
information
y
he
as normal
Complete transaction
REFER
y
Examine the screen to see whether the product is an
open value one
If the product is for an open value:
* Enter the apropriate information using the
numeric keypad
Complete the transaction by checking the
Transaction Stack and settling in the normal way.
For information on settling transactions,
Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions.
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9 Using Shopping Mode
@
Confirm product and
amount
—_Y
Touch Quantity icon
y
Select Shopping Mode
y
Touch ¥ icon
y
Select item
Is
Shopping Mode
valid for item?
When you need to know how many of a particular
item a customer can obtain for a certain amount of
money:
Please note: You cannot use this procedure for an
open value item
Confirm the product required and the total amount
of money tendered by the customer
Please note: You can only use the Shopping Mode
when the Quantity icon is displayed.
Touch the Quantity icon
The Enter Quantity /Change Quantity screen will be
displayed.
Touch the Shopping Mode option on the right hand
side of the screen
Touch the ¥ icon
The Serve Customer menu (or whatever menu was
previously displayed) will be re-displayed with the
number I on the Quantity icon changed to display
Shop.
Touch the icon for the item for which you want to
use Shopping Mode (see the appropriate procedure
for selling this item)
Please note: Depending on which item the
customer wants, you may have to go to
another screen before you can select
the item.
The Value screen will be displayed,
Examine the screen to see whether Shopping Mode
is valid for this item
If Shopping Mode is not valid for this item:
* Touch the ¥ icon to confirm the error message
Please note: If you have selected an incorrect item
for Shopping Mode (eg, an open value
product) you may reselect another item
at this point.
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‘Continue with
Shopping Mode?
YES
* Decide whether you wish to continue with
Shopping Mode
NO
y If you wish to continue with Shopping Mode:
Re t
procedure * Repeat the procedure from the flow-chart box
‘Select item’ on page 30.
If you do not wish to continue with Shopping
Y Mode:
Touch Quantity icon
* Touch the Quantity icon
y
Enter number one (1)
* Enter number one (1) by using either of the
following:
- the keyboard
- the Quantity icon (see subsection 10; Using
y the Quantity icon)
Start new transaction
* Start a new transaction to reset Shopping Mode to
Qty (1) for an open value item.
¥
Enter amount
@ Enter the total value for the item by using either:
: - the keyboard
Yy ~ the on-screen number pad
Touch / icon
@ Touch the ¥ icon
i The number of items that the customer can buy will
be shown in the Shop Quantity screen.
is amount
exactly
divisible?
YES
@ Examine the screen to see whether the amount is
exactly divisible by the quantity
If the amount tendered is exactly divisible by the
quantity, a single option will be displayed.
y
Touch ¥ icon
If the amount is exactly divisible by the quantity:
* Touch the ¥ icon.
y y
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Y
Touch “ One More
icon
y
Touch ¥ Accept icon
Is
transaction
correct in
stack?
YES y
Bin transaction, then
repeat correctly
* Go to ‘A’ on page 32.
If it is not divisible, the options to purchase the item
nearest to the amount tendered (both just below and
just above the amount) will be displayed.
Please note: If you mistakenly entered an amount
that was less than the cost of a single
item, touch the YW icon to
acknowledge the message, then touch
the X icon and enter the correct
amount.
Check with the customer whether they would like to
take the higher option of the two
If the higher amount is required:
* ‘Touch the ¥ One More icon.
Please note: Remember to obtain any additional
payment required.
The amount to be paid will appear in the Transaction
Stack
If the lower amount is required:
* Touch the ¥ Accept icon.
The amount to be paid will appear in the Transaction
Stack
Examine the Transaction Stack to see whether the
correct transaction type and amount are displayed
If the transaction in the stack is incorrect:
* Use the Bin icon to delete the incorrect
transaction, then repeat the transaction correctly.
For information on using the Bin icon, see
subsection 1; Main functions of the system and how
to move around it
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v
Settle transaction
Settle the transaction, if required.
For information on settling transactions, see
Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions.
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10 Using the Quantity icon
Use this procedure when a customer requires more than one of a particular product or service.
This procedure can only be used when the Quantity icon is displayed.
@
Confirm quantity
required by customer
@ Confirm with the customer the quantity required
Enter
number using
@ Decide whether you want to enter the quantity by
the screen?
touching the screen
YES y If you do not:
Enter number of items hi ber of dusi h
required * Enter the number of items required using the
numeric keys on the keyboard
The quantity you entered will appear in the quantity
icon.
* Examine the screen to see whether you have
entered the correct number.
If the number is incorrect:
Re-enter * Wait 2 seconds and re-enter the number of items
number .
required
Repeat
procedure + Repeat procedure from ‘Correct number
entered?’ on page 34
oO * Go to ‘A’ on page 35
Y If you do want to use the on-screen keypad:
Touch Quantity icon @ Touch the Quantity icon
The Enter Quantity /Change Quantity screen will be
displayed.
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y
Enter required number @ Enter the number of items required using either the
of items on-screen keypad or the numeric keys on the
keyboard.
@ Examine the screen to see whether you have entered
_NO the correct number.
v If the number is incorrect:
YES Touch X icon and .
Touch the X icon to clear the entry and enter the
re-enter number
number again.
Please note: If you only want to delete one digit of a
number ata time, you can use the thick
arrow on the bottom left of the on-
Yy screen number pad.
Touch ¥ icon @ Touch the ¥ icon
qn @) The Previous menu will be displayed with the
Y Quantity icon displaying the number.
Continue transaction as @ Continue with the transaction as normal.
normal
Please note: After a transaction has been placed in
the stack, the Quantity icon will revert
y to 1, which is the normal value.
The quantity can be changed at any
time during the transaction, until it is
placed in the stack.
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Training mode
Subsection I
Training mode
Il Training mode guidelines
Any transaction that can be carried out in live mode at the counter can also be performed in
training mode.
Transactions are processed in exactly the same way in either mode, however training mode differs
in three respects:
- the background on the screen isa light purple colour instead of the blue-green wash of the live
system
- the background of the screen has the word "Training’ across it
- the printer will print ‘training mode’ on every receipt and report
Only the person who is logged onto the system with Manager Level of responsibility will be able to
gain access to training mode.
‘To support training mode managers will have been given the following items during the training
course:
= a training pack of 6 magnetic cards and one smart card for the Automated Payment Service
- practice bar-codes for the Automated Payment Service, Logistics Feeder Service and Order Book
Control Service
= password(s) and username(s), allowing access to training mode
The training database resets to its original state every day so that the data can be reused. This occurs
overnight during the Desktop reload. If the system is in use at the time and the reload does not take
place, the data will not be reset. If the data has not reset, the user will have the option to reset it the
next time training mode is accessed.
It takes approximately 8 minutes to access training mode and 2 minutes to log out before you can
log on to the live Horizon System therefore you should plan your use of training mode carefully.
To maintain a high level of customer service you should operate training mode outside of opening
hours whenever possible, or alternatively on an unoccupied workstation.
Please note: Do not try to leave training mode by switching off the processor, as you will then
need to follow the restart procedure which will impact on customer service.
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Subsection 2
Training mode
12 Entering and leaving the Horizon system training mode
The Horizon system training mode allows you to practise transactions without updating the live
data held on the system.
The background colour of the training mode screen is light purple (instead of the blue-green wash
of the normal mode screen) and has the word “Training’ clearly marked across it.
12.1 Entering training mode
When you need to enter training mode:
©
Touch Training icon
@ Touch the Training icon on the Desktop
y
Touch ¥ icon
@ ‘Touch the ¥ icon to confirm that you want to enter
training mode
If you do not want to enter training mode:
* ‘Touch the X icon
You will see a message asking if you want to
reinitialise the desktop
Touch ¥ icon
t
Wait for Riposte logo
@ Touch the W icon to acknowledge the message
@ Wait until the screen returns to the Riposte logo
Log on .
8 @ Log on to the Horizon system training mode in the
same way as you do for normal mode.
For information on the usernames and passwords
used to access training mode, see subsection 11;
‘Training mode guidelines.
For information on logging on, see subsection 3;
Logging on and logging out.
y Unless you are entering training mode for the first
time, the system will ask if you want to reset the
data to its original state or to carry on from the
previous exit point.
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Subsection 12
Training mode
12.2 Leaving training mode
When you need to exit from training mode:
Please note: —_ Do not exit from training mode by switching off the processor.
Touch Exit Train icon
@ Touch the Exit Train icon
y
Touch ¥ icon
@ Touch the ¥ icon to confirm that you want to enter
normal mode.
y
Wait for Riposte logo
@ Wait until the screen returns to the Riposte logo.
When you exit training mode you are logged out of
both training and normal modes and you will have
to log back into the system.
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Subsection 13
13 Initialising the Horizon system
Use this procedure when a new Horizon system is installed in your office.
The Horizon system cannot be used until this procedure has been completed.
©
Is entire
Horizon
system on?
YES
Start Horizon system
¥
Locate Gateway
workstation
y
Obtain PMMC
v
card reader
Insert PMMC into smart
@ Check that the entire Horizon system is switched on
The processor and components may already be
switched on, for example by the engineer.
If the entire system is not switched on:
* Start the Horizon system
For information on starting up, see subsection 2;
Starting up and shutting down
Each screen should then display the initial screen (an
animated picture of a hand inserting a card into the
Smart Card reader with the instruction ‘Please insert
your Postmasters Memory Card (PMMC)).
@ Locate the workstation that has the words
“GATEWAY WORKSTATION’ displayed at the top left
corner of the screen; you must start the initialisation
process on this workstation
The Gateway is the link between the central system
and the post office.
@ Obtain one of the Postmaster’s Memory Cards
(PMMC) supplied with the Horizon system. Keep
the other as a spare
@ Insert the PMMC into the Smart Card reader slot on
the keyboard, with the front of the card facing you
and the broad arrow downwards, (as illustrated on
the screen)
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The counter printer will print a receipt that shows a
15-character PIN, grouped into five sets of three
characters. This receipt is referred to as the PIN
record.
The system will display a message asking whether
the printer printed the PIN completely and legibly.
Has PIN
record been No
rs be I © Check that the PIN record has been printed
printed? I
> Chak panerand If the PIN record has not been printed:
create manual PIN .
Check the printer and create a manual PIN record
record if necessary
if necessary
For information on checking the printer and
creating a manual PIN record, see subsection 18;
1 Creating a manual PIN record
PIN record
now printed? Check whether the PIN record has now printed
If the PIN record has still not printed (that is, it
I has been necessary to create a manual PIN
record):
oS * Goto ‘A’ on page 41.
@ Check that the printed PIN record is complete and
Is PIN
complete
and legible?
legible
YES . .
v If the printed PIN record is not complete and
Touch No icon legible:
* Touch the No icon
y
Create manual PIN * Create a manual PIN record
record
For information on creating a manual PIN record,
see subsection 18; Creating a manual PIN record,
f starting at the flowchart box ‘Do you want to view
PIN?’ on page 77.
& * Go to ‘A’ on page 41.
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y
Touch Yes icon
@ Touch the Yes icon
y
Tear off PIN record © Tear off the PIN record from the counter printer
from printer
v
Enter PIN when @ Enter the PIN, when prompted, as shown on the PIN
prompted record, using the keyboard
If the keyboard is not working and the PIN cannot
be entered, call the Horizon System Helpdesk.
For information on contacting the Horizon System
Helpdesk, see Office Administration; Miscellaneous.
Has PIN
been entered
@ Examine the screen to see whether you have entered
correctly?
the PIN correctly
YES +
——__Y___ If you have entered the PIN incorrectly:
Touch incorrect entry
* ‘Touch the incorrect entry on the screen
y
Enter correct
characters * Use the Backspace key to delete any characters
that are incorrect and then enter them correctly
v
Repeat procedure * Repeat procedure from flow-chart box ‘Has PIN
been entered correctly?’ on page 41
v
Touch Proceed icon
@ ‘Touch the Proceed icon
Has PIN
been
accepted?
Examine the screen to see whether the PIN has been
accepted
YES
y y
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Enter
current PIN
Repeat
procedure
Typing
error in PIN
message
displayed?
No
Repeat
y
Touch OK icon
y
Check that PIN is
correct
y
Repeat procedure
procedure
If the PIN has not been accepted:
* Examine the screen to see if a message is
displayed asking you to enter the current PIN
before proceeding.
If an enter current PIN message is displayed:
* Touch the OK icon
* Repeat the procedure from the flowchart box
“Enter PIN when prompted’ on page 41.
If an enter current PIN message is not displayed:
* Examine the screen to see if a message is
displayed telling you that there is a typing error
in this PIN
If a typing error message is displayed:
* Touch the OK icon
* Repeat the procedure from the flowchart box
“Enter PIN when prompted’ on page 41
Please note: If the PIN is not accepted by the third
attempt call the Horizon System
Helpdesk, sce Office Administration
booklet; Miscellaneous
A message will be displayed telling you that this
appears to be an invalid PIN, although it may be
simply mis-typed
* Touch the OK icon
* Check that you have entered the PIN correctly
* Repeat the procedure from the flowchart box
“Enter PIN when prompted’ on page 41.
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Subsection 13
Security
message?
NO
y v
data unusable
YES
Contact
Helpdesk
y
Touch OK
icon
Try again to
get security
Y
Contact
Helpdesk
y
Touch No
icon
The system will display the message ‘Attempting to
get new security data. Please wi
“Writing to the PMMC. Please wait...
lowed by
Examine the screen to see whether the system has
obtained the security data successfully
If the attempt to obtain the security data is not
successful, the system displays a message to inform
you of this.
If the system has not obtained the security data
successfully:
* Examine the screen to see if the system is
displaying a message saying that the received
security data was unusable
If the system is displaying a message saying that
the received security data was unusable:
* Contact the Horizon System Helpdesk
For information on contacting the Horizon System
Helpdesk, see Office Administration booklet;
Miscellaneous
* Touch the OK icon to return to the initial screen
of the procedure.
If the system is displaying a message asking
whether you want to try again to get the security
data:
* Decide whether you want to try again to get the
security data
There is no limit to the number of retries.
If you do not want to try again:
* Contact the Horizon System Helpdesk
For information on contacting the Horizon System
Helpdesk, see Office Administration booklet;
Miscellaneous
* Touch the No icon to return to the initial screen.
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y If you want to try again:
Touch Yes icon * Touch the Yes icon.
y
Repeat procedure * Repeat the procedure from the flowchart box
—__¥
Wait for Remove
PMMC message @ Wait until the screen displays a message telling you
to remove the PMMC
“Has system obtained security data?’ on page 43.
¥
Remove PMMC from.
reader @ Gently remove the PMMC from the card reader
——_Y___,
Touch Proceed icon
@ Touch the Proceed icon
The Horizon system will be available for use after a
short delay.
Please note: You may continue with the procedure
while the Gateway workstation is
initialising.
More Yes
workstations ——— @ Decide whether there are any more workstations to
to initialise? I initialise
NO y If there are more workstations to initialise:
Insert PMMC in next
- * Insert the PMMC into the reader of the next
workstation reader
workstation
y
Repeat procedure
+ Repeat procedure from the flow-chart box ‘Enter
PIN when prompted’ on page 41, omitting the
steps for obtaining security data since these apply
to the Gateway workstation only.
Please note: Use the same PMMC and PIN record
¥ +
Score PMMC In secure for all the workstations in your office.
location @ Store the PMMC ina signed sealed envelope in a
secure location
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System initialisation
Store PIN record in
secure location,
separate from PMMC
@ Store the PIN record ina signed sealed envelope in a
secure location separate from the PMMC.
Please note: It is important that you keep the PIN
record and PMMC secure but separate.
If either is lost, the recovery procedure
Y is time consuming and security will be
compromised.
Instructions for logging on to the Horizon system
are contained in subsection 3; Logging on and
logging out.
Instructions for setting up a first user are contained
in, Office Administration; User administration;
Setting up a first user.
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Subsection 14
System initialisation
14 Restarting a workstation
Use this procedure when you need to restart a workstation, or to initialise a replacement non-
Gateway workstation that has just been installed in your office.
This procedure applies to both the existing Gateway workstation and non-Gateway workstations. It
does not apply to a replacement Gateway workstation. For information about restarting a
replacement Gateway workstation see subsection 15; Replacement of a Gateway workstation.
In all cases, you will not be able to use the workstation until this procedure has been completed.
If a power failure has taken all workstations down, access must first be regained on the Gateway
workstation. If the Gateway workstation cannot be restarted, access can be regained on the non-
Gateway workstations, provided that the PIN record and PMMC are available. However, there will
be no external communication with the centre.
Switch on workstation
processor and other
@ Switch on the workstation processor and other
components
components, if not already switched on
REFER For information on starting up the Horizon System,
see subsection 2; Starting up and shutting down
as No @ Check that the workstation has power
workstation ..NO_
switched on? Y Ifnot:
YES Contact Horizon * Contact the Horizon System Helpdesk
System Helpdesk
For information on contacting the Horizon System
Helpdesk, see Office Administration; Miscellaneous;
a = Help Desks.
The screen should display the initial screen (an
y animated picture of a hand inserting a card into the
Obtain PMMC and PIN Smart Card reader).
record @ Obtain the PMMC and PIN record from their
respective secure locations
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y
Insert PMMC into @ Insert the PMMC into the Smart Card reader slot on
Smart Card reader the keyboard, with the front of the card facing you
and the broad arrow downwards (as illustrated on
the screen)
¥
Enter PIN when
prompted @ Enter the PIN (as printed on the PIN record) when
prompted, using the keyboard
If the keyboard is not working and the PIN cannot
be entered, call the Horizon System Helpdesk. For
information on contacting the Horizon System
Has PIN No Helpdesk, see Office Administration; Miscellaneous.
been entered
correctly? @ Examine the screen to see whether you have entered
the PIN correctly
YES y
Touch heorrea entry If you have entered the PIN incorrectly:
* ‘Touch the incorrect entry on the screen
y
Enter correct
characters * Use the Backspace key to delete any characters
that are incorrect and then enter them correctly
Repeat procedure
+ Repeat procedure from flow-chart box ‘Has PIN
been entered correctly?’ on page 47
¥
Touch Proceed icon
@ Touch the Proceed icon
Has PIN
been
accepted?
Examine the screen to see whether the PIN has been
accepted
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If the PIN has not been accepted:
* Examine the screen to see if a message is
displayed asking you to enter the current PIN
before proceeding.
Enter
current PIN
message
displayed?,
YES
If a message is displayed asking you to enter the
current PIN:
NO .
Touch OK ‘Touch the OK icon
icon
¥
Repeat
procedure * Repeat the procedure from the flowchart box
“Enter PIN when prompted’ on page 47.
If an enter current PIN message is not displayed:
‘Typing
error in PIN
=~ * Examine the screen to see if a message is
I displayed telling you that there is a typing error
I in this PIN
NO Y
If this message is displayed:
Touch OK 8 ey
icon * Touch the OK icon
—Y
Repeat * Repeat the procedure from the flowchart box
procedure “Enter PIN when prompted’ on page 47.
If the PIN is not accepted by the third attempt call
the Horizon System Helpdesk, see Office
Administration; Miscellaneous.
If this message is not displayed a message will be
displayed telling you that this appears to be an
Y invalid PIN, although it may be simply mis-typed
Touch OK icon * Touch the OK icon.
¥
Check that PIN is,
current one and PMMC
is correct
y
Repeat procedure
* Check that you are using the current PIN and the
correct PMMC
Please note: If you are using an old PIN, destroy it
immediately and use the current PIN.
* Repeat the procedure from the flowchart box
“Enter PIN when prompted’ on page 47.
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security data
message
displayed?
YES
Proceed
with security
data delivery
w?
NO
Touch Delay icon
y
Touch Proceed icon
Has new
PIN been
printed?
Yes Check printer and
create manual PIN
record if necessary
y y
@ Examine the screen to see whether a message telling
you that this system is scheduled to re
security data is displayed
cive new
Please note: Security data is only sent to the
Gateway workstation.
Ifa new security data message is not displayed:
+ Go to‘A’ on page 54.
@ Decide whether you want to proceed with the
security data delivery now
Please note: Delivery of the security data can take a
short time to complete. Do not delay
data delivery unnecessarily. You should
only delay data delivery if there will be
an adverse impact on customer service
if you do not delay it. If you choose to
delay the delivery of security data, you
must repeat the procedure as soon as
convenient.
If not:
* Touch the Delay icon
* Go to ‘A’ on page 54.
@ ‘Touch the Proceed icon
@ Check that a new PIN has been printed
If the new PIN has not been printed:
* Check the printer and create a manual PIN record
if necessary
For information on checking the printer and.
creating a manual PIN record, see subsection 18;
Creating a manual PIN record.
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Has
new PIN now
printed?
* Decide whether the new PIN has now printed
If the new PIN has still not printed:
* Go to ‘B’ on page 50.
Is PIN
complete
and legible? @ Check that the printed PIN record is complete and
legible
YES: a *
¥ If the printed PIN record is not complete and
Touch No icon legible:
* ‘Touch the No icon
y
‘Create manual PIN * Create a manual PIN record
record
For information on creating a manual PIN record,
see subsection 18; Creating a manual PIN record,
{ starting at the flowchart box ‘Do you want to view
PIN?’ on page 77
* Go to ‘B’ on page 50.
y
Touch Yes icon
@ Touch the Yes icon
—_Y
Tear off PIN record
from printer @ Tear off the PIN record from the counter printer
a @) The Horizon system will display the PIN number
y screen, prompting you to enter your PIN.
Enter new PIN
@ Enter the new PIN as shown on the new PIN record,
using the keyboard
if the new PIN cannot be entered because the
keyboard is not working call the Horizon System
Helpdesk.
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Has PIN
been entered
correctly?
I Touch incorrect entry
I Y
Enter correct
i characters
‘ y
Repeat procedure
Touch Proceed icon
Has PIN
been
accepted?
YES
icon
y
pr
Repeat
rocedure
Typing
error in PIN
message
y v
For information on contacting the Horizon System
Helpdesk, see Office Administration; Miscellaneous
Check that you have entered the PIN correctly
If you have entered the PIN incorrectly:
* ‘Touch the incorrect entry on the screen
* Enter the correct characters, using the Backspace
key to delete any which are incorrect
* Repeat the procedure from the flowchart box
“Has PIN been entered correctly?’ on page 47.
Touch the Proceed icon
The Horizon system will display the message
‘Writing to the PMMC. Please wait...
Examine the screen to see whether the PIN has been
accepted
If the PIN has not been accepted:
* Examine the screen to see if a message is
displayed asking you to enter the current PIN
before proceeding.
If an enter current PIN message is displayed:
* Touch the OK icon
* Repeat the procedure from the flowchart box
“Enter new PIN’ on page 50.
If an enter current PIN message is not displayed:
* Examine the screen to see if a message is
displayed telling you that there is a typing error
in this PIN
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If thi displayed:
Touch OK ‘is message is display:
icon * Touch the OK icon
y
Repeat * Repeat the procedure from the flowchart box
procedure “Enter new PIN’ on page 50.
If the PIN is not accepted by the third attempt call
the Horizon System Helpdesk, see Office
Administration; Miscellaneous.
If a typing error message is not displayed a message
will be displayed telling you that this appears to be
Y an invalid PIN, although it may be simply mis-typed
Touch OK icon * Touch the OK icon
Check that PIN is
current one and PMMC
is correct
@ Check that you are using the current PIN and the
correct PMMC
If you are using an old PIN, destroy it immediately
I and use the current PIN.
Repeat procedure
+ Repeat the procedure from the flowchart box
“Enter PIN when prompted’ on page 47.
Flas system
obtained
security data? @ Examine the screen to see whether the system has
obtained the security data successfully
YES If the attempt to obtain the security data is not
successful, the system displays a message to inform
you of this.
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Security
data unusable
message?
NO Contact
Helpdesk
REFER’
y
Touch OK
icon
Try again to
get security
data
NO
YES
Contact
Helpdesk
REFER’
If not:
* Examine the screen to see if the system is
displaying a message saying that the received
security data was unusable
If the system is displaying this message:
* Contact the Horizon System Helpdesk
For information on contacting the Horizon System
Helpdesk, see Office Administration; Miscellaneous.
If it is not convenient to do this at the moment,
repeat the procedure from the beginning and delay
the data delivery at the flowchart box ‘Proceed with
security data delivery now?’ on page 49.
Please note: If you choose to do this, you must
repeat the procedure as soon as
convenient and call the Horizon system
Helpdesk if the delivery of security data
fails again
* Touch the OK icon to return to the initial screen
of the procedure.
If the system is displaying a message asking
whether you want to try again to get the security
data:
* Decide whether you want to try again to get the
security data
There is no limit to the number of retries.
If you do not want to try again:
* Contact the Horizon System Helpdesk
For information on contacting the Horizon System
Helpdesk, see Office Administration; Miscellaneous
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y
Touch No
icon
Touch Yes icon
y
Repeat procedure
Other
workstations
in office?
Touch OK icon
Wait for Remove
PMMC message
y
from card reader
Gently remove PMMC
If it is not convenient to do this at the moment,
repeat the procedure from the beginning and delay
the data delivery at the flowchart box ‘Proceed with
security data delivery now?" on page 49.
Please note: If you choose to do this, you must
repeat the procedure as soon as
convenient and call the Horizon System
Helpdesk if the delivery of security data
fails again.
* Touch the No icon to return to the initial screen
of the procedure.
If you want to try again:
* Touch the Yes icon.
* Repeat the procedure from the flowchart box
‘Has system obtained security data?’ on page 52.
Decide whether there are other workstations in the
office
If there are other workstations in the office, the
system displays a message telling you to initialise
each of the other workstations at the earliest
opportunity.
* Touch the OK icon to acknowledge the message
Wait until the screen displays a message telling you
to remove the PMMC
Gently remove the PMMC from the card reader
There will be a delay on the Horizon system before
you can proceed.
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y
Touch Proceed icon
@ Touch the Proceed icon when prompted
v The workstation will be available for use after a short
Return PMMC to delay.
secure location
@ Return the PMMC in a signed sealed envelope to its
secure location
Return PIN to separate
secure location @ Return the PIN record in a signed sealed envelope to
its secure location (separate from the PMMC).
y Please note: It is very important that you keep these
two items secure but separate; if either
is lost, the recovery procedure is very
time consuming.
For information on how to log on to the Horizon
system, see subsection 3; Logging on and logging
out
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I5 Replacement of a Gateway workstation
When you have a Gateway workstation replaced, you will not be able to use it until you complete
the following procedure. Other workstations (nodes) in your office may still be used but they will
have no link to other locations. They will not lose recorded data while the Gateway workstation is
being replaced.
Transactions performed on the replaced Gateway workstation will not need to be re-entered, unless
it was working in isolation at the time it failed.
For information about replacing non-Gateway workstations,
workstation.
Switch on workstation
workstation
switched
on?
YES Contact Horizon
System Helpdesk
subsection 14; Restarting a
Use this procedure when a replacement Gateway
workstation has just been installed in your office.
Switch on the workstation using the On/Off switch
For information on starting up the Horizon System,
see subsection 2; Starting up and shutting down.
Check that the workstation has switched on
If the workstation has not switched on:
* Contact the Horizon System Helpdesk
For information on contacting the Horizon System
Helpdesk, see Office Administration; Miscellaneous;
Help Desks
The screen will display the initial screen (an
animated picture of a hand inserting a card into the
Smart Card reader).
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No @ Check that the Postmaster’s Memory Card (PMMC)
I is available in its secure location
available?
y If the PMMC is unavailable:
Yes Touch Lost PMMC icon
* Touch the Lost PMMC icon
For information on replacing a lost PIN/PMMC, see
subsection 17; Lost Postmaster Memory Card
(PMMC)/ Personal Identification Number (PIN).
Please note: The fallback recovery option in the lost
PIN/PMMC procedure is not applicable
y in this case.
Carry out lost PMMC/ * Carry out the procedure for lost PMMC/PIN
PIN procedure starting at the flowchart box “Telephone Horizon
System Helpdesk’ on page 70 and ending at the
flowchart box ‘Destroy old PIN record’ on page
75, then return to this procedure
* Goto ‘A’ on page 61.
y
Insert PMMC in smart
card reader @ Insert the PMMC into the Smart Card reader slot on
the keyboard, with the front of the card facing you
and the broad arrow downwards (as illustrated on
the screen)
The Horizon system prompts you to enter your PIN
NO
Is PIN available? @ Check that the Personal Identification Number (PIN)
/ is available in its secure location
YES y If the PIN is unavailable:
Touch Lost PIN icon
* ‘Touch the Lost PIN icon
For information on replacing a lost PIN/PMMC, see
subsection 17; Lost Postmaster Memory Card
(PMMC)/ Personal Identification Number (PIN)
Please note: The fallback recovery option in the lost
PIN/PMMC procedure is not applicable
in this case.
Af
y
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y
Carry out lost PMMC/ * Carry out the procedure for lost PMMC/PIN
PIN procedure starting at the flowchart bo “Telephone Horizon
I System Helpdesk’ on page 70 and ending at the
I flowchart box ‘Advise operator’ on page 75, then
return to this procedure
oS * Go to ‘A’ on page 61
Y
Enter PIN
@ Enter the PIN as printed on the PIN record, using the
keyboard
If the keyboard is not working and the PIN cannot
be entered, call the Horizon System Helpdesk.
For information on contacting the Horizon System.
Helpdesk, see Office Administration; Miscellaneous.
PIN entered
correctly? @ Check that you have entered the correct PIN
yes y If you have entered the PIN incorrectly:
Touch incorrect entry
* ‘Touch the incorrect entry on the screen
Y
Enter correct
characters * Enter the correct characters, using the Backspace
key to delete any which are incorrect
Repeat procedure
* Repeat the procedure from the flowchart box
“Enter PIN’ on page 58.
y
Touch Proceed icon
@ Touch the Proceed icon
Has PIN
been NO.
accepted?
Examine the screen to see whether the PIN has been
accepted
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y
Enter
current PIN
message
displayed?,
NO
Touch OK
icon
y
Repeat
procedure
Typing
error in PIN
message
displayed?
No
Touch OK
icon
y
Repeat
procedure
y
Touch OK icon
y
Check that PIN is
current one and PMMC
is correct
y
Repeat procedure
If the PIN has not been accepted:
* Examine the screen to see if a message is
displayed asking you to enter the current PIN
before proceeding.
If an enter current PIN message is displayed:
* Touch the OK icon
* Repeat the procedure from the flowchart box
“Enter PIN’ on page 58.
If an enter current PIN message is not displayed:
* Examine the screen to see if a message is
displayed telling you that there is a typing error
in this PIN
If a typing error message is displayed:
* Touch the OK icon
* Repeat the procedure from the flowchart box
“Enter PIN’ on page 58.
If the PIN is not accepted by the third attempt call
the Horizon System Helpdesk, see Office
Administration; Miscellaneous.
If a typing error message is not displayed a message
will be displayed telling you that this appears to be
an invalid PIN, although it may be simply mis-typed
* Touch the OK icon
Check that you are using the current PIN and the
correct PMMC
If you are using an old PIN, destroy it immediately
and use the current PIN.
+ Repeat the procedure from the flowchart box
“Enter PIN’ on page 58.
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If the PIN has been accepted the system will display
the message ‘Attempting to get new security data.
Please wait... followed by ‘Writing to the PMMC.
Please wait...”
las system
obtained
security data?
@ Examine the screen to see whether the system has
obtained the security data successfully
Yes If the attempt to obtain the security data is not
successful, the system displays a message to inform
you of this.
If the system has not obtained the security data
successfully:
Security
data unusable
message? I * Examine the screen to see if the system is
displaying a message saying that the received
NO I security data was unusable
Y If the system is displaying a message saying that
Contact the received security data was unusable:
Helpdesk * Contact the Horizon System Helpdesk
For information on contacting the Horizon System
Helpdesk, see Office Administration; Miscellaneous
Touch OK
icon * Touch the OK icon to return to the initial screen
of the procedure.
If the system is displaying a message asking
whether you want to try again to get the security
data:
* Decide whether you want to try again to get the
security data
There is no limit to the number of retries you can
make.
¥ If you do not want to try again:
Contact * Contact the Horizon System Helpdesk
Helpdesk
For information on contacting the Horizon System
Helpdesk, see Office Administration; Miscellaneous
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y
Touch No * Touch the No icon to return to the initial screen.
I icon
y If you want to try again:
Touch Yes icon * ‘Touch the Yes icon.
y
Repeat procedure * Repeat the procedure from the flowchart box
“Has system obtained security data?’ on page 60.
y
Wait for Remove
PMMC message @ Wait until the screen displays the ‘Remove PMMC’
I message
¥
Gently remove PMMC
from card reader @ Gently remove the PMMC from the card reader
—_¥
Touch Proceed icon
@ Touch the Proceed icon, when prompted
y There will be a delay on the Horizon system before
Return PMMC to you can proceed further.
secure location @ Return the PMMC in a signed sealed envelope to its
secure location
y
Return PIN to separate
secure location @ Return the PIN record in a signed sealed envelope to
its secure location, separate from the PMMC.
y
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16 Changing the Personal Identification Number (PIN)
You must change the PIN when there is reason to believe that it may have been open to misuse.
This procedure can only be performed on the Gateway workstation, identified by the label affixed
to it. Other workstations with the Horizon system in your office can be used whilst the PIN is
being changed but no data will be transferred until the Gateway workstation has been restarted.
©
Obtain PMMC and PIN ® Obtain the Postmaster’s Memory Card (PMMC)and
Personal Identification Number (PIN) record from
their respective secure locations
@ Check that the Gateway workstation is switched on
Gateway on,
initial screen
NO and displays the initial screen (an animated picture
of a hand inserting a card into the Smart Card
displayed? I reader)
YES i . wot
I Y If the display is incorrect:
Restart the Gateway * Restart the Gateway workstation
For information on restarting a workstation,
I { subsection 5; Restarting and switching off a
Y processor.
Insert PMMC into smart @ Insert the PMMC into the smart card reader slot on
card reader the keyboard, with the front of the card facing you
T and the broad arrow downwards (as illustrated on
hd the screen)
Enter PIN @ Enter the PIN as shown on the PIN record, using the
keyboard
i If the PIN cannot be entered because the keyboard is
L not working call the Horizon System Helpdesk, see
Office Administration; Miscellaneous
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Has PIN been
entered
correctly?, Y
YES Touch incorrect entry
Enter correct
characters
y
Repeat procedure
y
Touch Change PIN icon
Has PIN
been
accepted?
YES
y
Enter
current PIN
message
displayed?,
NO
@ Examine the screen to si
Touch OK
icon
y
Repeat
procedure
@ Examine the screen to see that you have entered the
PIN correetly
If you have entered the PIN incorrectly:
* ‘Touch the incorrect entry on the screen
* Enter the correct characters, using the Backspace
key to delete any which are incorrect
* Repeat the procedure from the flowchart box
“Has PIN been entered correctly?’ on page 63.
@ Touch the Change PIN icon
The counter printer should now print a new 15-
character PIN on a PIN record.
e whether the current PIN
has been accepted
Ifnot:
+ Examine the screen to see if a message is
displayed asking you to enter the current PIN
before proceeding.
If an enter current PIN message is displayed:
* Touch the OK icon
* Repeat the procedure from the flowchart box
“Enter PIN’ on page 62.
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ubsection System initialisation
Typing If an enter current PIN message is not displayed:
one * Examine the screen to see if a message is
displayed?, displayed telling you that there is a typing error
I in this PIN
No Y
If a typing error message is displayed:
Touch OK ‘ping 8 pve
icon * ‘Touch the OK icon
¥
Repeat * Repeat the procedure from the flowchart box
procedure “Enter PLN’ on page 62.
If the PIN is not accepted by the third attempt call
the Horizon System Helpdesk, see Office
Administration booklet; Miscellaneous.
A message is displayed telling you that this appears
to be an invalid PIN, although it may be simply mis-
y typed.
Touch OK icon * Touch the OK icon.
y 7
Check that PIN is © Check that you are using the current PIN and the
current one and PMMC .
is correct correct PMMC
I If you are using an old PIN, destroy it immediately
i and use the current PIN.
y
Repeat procedure
* Repeat the procedure from the flowchart box
“Enter PIN’ on page 62.
Has PIN
record been NO.
printed? I
@ Check that the PIN record has been printed
Check printer and
create manual PIN If the PIN record has not been printed:
record if necessary
* Check the printer and create a manual PIN record
I if necessary
For information on checking the printer and
creating a manual PIN record, see subsection 18;
Creating a manual PIN record.
I
I
I
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PIN record Decide whether the PIN record has now printed
now printed?
If the PIN record has still not printed (that is, it
No has been necessary to create a manual PIN
record):
@ Check that the printed PIN record is complete and
NO legible
Is record
complete
and legible?
If the printed PIN record is not complete and
Yes fi legible:
Touch No icon * Touch the No icon
¥
Create manual PIN .
record
Create a manual PIN record
For information on creating a manual PIN record,
see subsection 18; Creating a manual PIN record,
starting at the flowchart box ‘Do you want to view
PIN?’ on page 77.
Yy a * Goto ‘A’ on page 65.
Touch Yes icon
@ Touch the Yes icon
¥
Tear off PIN record
from printer @ Tear off the PIN record from the counter printer
‘The Horizon system will display the PIN number
<< ( A ) screen, prompting you to enter your PIN.
Y
Enter new PIN
@ Enter the new PIN as printed on the new PIN record,
using the keyboard
Please note: If the new PIN cannot be entered
because the keyboard is not working
call the Horizon System Helpdesk, see
Office Administration; Miscellaneous;
Help Desks
y
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Has PIN been
entered
@ Check that you have entered the new PIN correctly
correctly? I
> v If you have entered the PIN incorrectly:
Touch incorrect entry * Touch the incorrect entry on the screen
I
v
Enter correct
characters + Enter the correct characters, using the Backspace
key to delete any which are incorrect
v
Repeat procedure
+ Repeat the procedure from the flowchart box
“Has PIN been entered correctly?” on page 66.
¥
Touch Proceed icon
@ Touch the Proceed icon
‘The Horizon system will display the message
“Writing to the PMMC, Please wait.
@ Examine the screen to see whether the new PIN has
been accepted
If the new PIN has not been accepted:
Current PIN * Examine the screen to see if a message is
message displayed asking you to enter the current PIN
displayed), before proceeding.
No —1— If an enter current PIN message is displayed:
Touch OK
icon * ‘Touch the OK icon
¥
Repeat
procedure * Repeat the procedure from the flowchart box
“Enter new PIN’ on page 65
v v
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If an enter current PIN message is not displayed:
Typing
error in PIN
message
displayed?
* Examine the screen to see if a message is
displayed telling you that there is a typing error
I in this PIN
No
If a typing error message is displayed:
Touch OK "ying 8 Poy
icon * ‘Touch the OK icon
¥
Repeat * Repeat the procedure from the flowchart box
procedure “Enter new PIN’ on page 65.
If the PIN is not accepted by the third attempt call
the Horizon System Helpdesk, see Office
Administration; Miscellaneous.
A message will be displayed telling you that this
appears to be an invalid PIN, although it may be
Y simply mis-typed
Touch OK icon * ‘Touch the OK icon
v
Check that PIN is
current one and PMMC
is correct
@ Check that you are using the current PIN and the
correct PMMC
I If you are using an old PIN, destroy it immediatedly
y
Repeat procedure
and use the current PIN.
* Repeat the procedure from the flowchart box
“Enter new PIN’ on page 65.
y The Horizon system will now transfer the new PIN
to the PMMC.
Destroy old PIN and
touch OK icon @ Destroy your old PIN record when prompted by the
Horizon system (if you have not already done so),
and touch the OK icon
¥
Remove PMMC from
card reader @ Gently remove the PMMC from the card reader
v
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——_Y
Touch Proceed icon and
wait till system starts
@ Touch the Proceed icon and wait while the Horizon
system is being started
Store PMMC in secure .
location @ Store the PMMC in a signed sealed envelope ina
secure location
Store new PIN in secure
Tecation, separate from @ Store the new PIN record in a signed sealed envelope
in a secure location, separate from the PMMC.
Please remember: It is very important that you keep
the PMMC and PIN record secure
v but separate. If either is lost, the
recovery procedure is very time
consuming.
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Subsection I7
System initialisation
17 Lost Postmaster Memory Card (PMMC)/
Personal Identification Number (PIN)
Use this procedure when you need to restart a workstation but either the PMMC or the PIN record
has been lost. You must perform this procedure in your office on the Gateway workstation. This
can be identified by the label affixed to it. Other Horizon system workstations in your office can be
used whilst this procedure is being undertaken but no data will be transferred until the Gateway
workstation has been restarted.
Because the Gateway workstation must be restarted to display the initial screen, any user working
on it will have to log off. If doing this means that you would have insufficient staff to serve
customers you may postpone the procedure until a suitable time.
(eo)
@ Check that the Gateway workstation is switched on
Gateway on, No
initial screen and displays the initial screen (an animated picture
displayed? I of a hand inserting a card into the Smart Card
I reader) and the instruction ‘Please insert your
yes I Postmasters Memory Card (PMMC)...
Y If the Gateway workstation display is incorrect:
Restart the Gateway
«Restart the Gateway workstation
For information on restarting a workstation, see
subsection 5; Restarting and switching offa
processor.
@ Check whether you have the PMMC
If the PMMC has been lost:
Touch Lost PMMC icon * Touch the Lost PMMC icon
¥
‘Obtain spare PMMC * Obtain the spare PMMC from its secure location
and insert in reader and insert it into the smart card reader slot on the
T keyboard, with the front of the card facing you
/ and the broad arrow downwards, (as illustrated
/ on the screen).
If the spare PMMC is also lost, contact the Horizon
System Helpdesk.
* Go to ‘A’ on page 70
v
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Subsection 17
System initialisation
I If you have the PMMC but the PIN record has been
y lost:
Insert pec into ® Insert the PMMC into the smart card reader slot on
reader the keyboard, with the front of the card facing you
and the broad arrow downwards, (as illustrated on
y the screen)
Touch Lost PIN icon
@ Touch the Lost PIN icon
— @) A message will be displayed requesting that you
contact the Horizon System Helpdesk and await
instructions.
Telephone Horizon
System Helpdesk @ Telephone the Horizon System Helpdesk, and advise
T them that the PMMC or PIN record has been lost,
’ and await instructions
For information on contacting the Horizon System
f Helpdesk, see Office Administration; Miscellaneous.
The Helpdesk operator will either advise if an
engineer's visit is required or will talk you through
the following steps.
Please note: Do not proceed beyond this screen
until advised by the Helpdesk operator.
Advised to
touch Proceed > @ Ensure that you been advised to touch the Proceed
icon? i icon
Yes y If you are advised not to touch the Proceed icon:
Touch Fallback icon
* Touch the Fallback icon
Read 15 alphanumeric * Read out, over the telephone, the line of 15
characters out to alphanumeric characters shown on the displayed
operator “
P Fallback Request Code screen and await
v confirmation from the operator
Touch Proceed icon * Touch the Proceed icon.
Type in [5 alphanumeric
characters provided by * ‘Type in the response code which will consist of
operator 15 alphanumeric characters provided by the
I operator.
Alf
If you cannot enter the response code because the
keyboard is not working, advise the operator and
await instructions.
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Subsection I7
System initialisation
y
Touch Proceed icon
@ Touch the Proceed icon when the operator tells you
wo.
Please note: This must only be done on the
instruction of the Helpdesk operator:
‘The counter printer should print a new PIN record
on the counter printer’s tally roll.
Has PIN
record been
printed?
NO @ Check that the PIN record has been printed
If the PIN record has not been printed:
Check printer and
create manual PIN
record ifnecessary
YES
* Check the printer and create a manual PIN record.
if necessary
For information on checking the printer and
creating a manual PIN record, see subsection 18;
1 Creating a manual PIN record.
PIN record
: * Decide whether the PIN record has now printed
now printed?
If the PIN record has still not printed and it has
been necessary to create a manual PIN record:
* Go to ‘B’ on page 72.
Is record
No @ Check that the printed PIN record is complete and
complete ay levibl
and legible? i egiole
YES i If the printed PIN record is not complete and
y legible:
Touch No icon
* Touch the No icon
Y
Create manual PIN + Create a manual PIN record.
record
For information on creating a manual PIN record,
see subsection 18; Creating a manual PIN record,
starting at the flowchart box ‘Do you want to view
PIN?’ on page 77.
* Go to ‘B’ on page 72.
y
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Y
Touch Yes icon
v
Tear off PIN record
from printer
Enter new PIN
Has
been entered
correctly?
YES Ad
Touch incorrect entry
y
Delete incorrect
characters
y
Repeat procedure
Y
Touch Proceed icon
Has PIN
been
accepted?
Touch the Yes icon
The system will display the PIN Number screen.
‘Tear off the PIN record from the counter printer
Enter the new PIN, using the keyboard
If you cannot enter the PIN because the keyboard is
not working, inform the operator (if still on the
telephone) or telephone the Horizon System
Helpdesk.
Examine the screen to see that you have entered the
PIN correctly
If you have entered the PIN incorrectly:
* Touch the incorrect entry on the screen
* Delete any characters that are incorrect using the
Backspace key then enter them correctly
* Repeat the procedure from the flowchart box
“Has PIN been entered correctly?” on page 72.
Touch the Proceed icon
Examine the screen to see whether the PIN has been
accepted
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Subsection I7
Enter
current PIN
message
displayed),
NO
YES
Y
Touch OK
icon
y
Repeat
procedure
Typing
error in PIN
message
displayed?
No
Touch OK
icon
y
y
Touch OK icon
¥
Check that PIN is
current one and PMMC.
is correct
y
Repeat procedure
y
Repeat
procedure
If the PIN has not been accepted:
* Examine the screen to see if a message is
displayed asking you to enter the current PIN
before proceeding.
If an enter current PIN message is displayed:
* Touch the OK icon
* Repeat the procedure from the flowchart box
“Enter new PIN’ on page 72.
If an enter current PIN message is not displayed:
* Examine the screen to see if a message is
displayed telling you that there is a typing error
in this PIN
If a typing error in PIN message is displayed:
* Touch the OK icon
* Repeat the procedure from the flowchart box
“Enter new PIN’ on page 72.
If the PIN is not accepted by the third attempt call
the Horizon System Helpdesk. For information on
contacting the Horizon System Helpdesk, see Office
Administration; Miscellaneous.
If a typing error in PIN message is not displayed:
A message will be displayed telling you that this
appears to be an invalid PIN, although it may be
simply mis-typed
* Touch the OK icon.
* Check that you are using the current PIN and the
correct PMMC
If you are using an old PIN, destroy it immediately
and use the current PIN.
* Repeat the procedure from the flowchart box
“Enter new PIN’ on page 72.
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Subsection 17
System initialisation
you touch
Fallback
icon? \ icon
@ Decide whether you previously touched the Fallback
NO
y If you touched the Fallback icon:
© * Goto ‘C’ on page 75
If you are carrying out normal recovery the system
displays the message ‘Attempting to get new security
data. Please wait...” followed by ‘Writing to the
PMMC. Please wait...”
@ Examine the screen to see whether the system has
obtained the security data successfully
If the attempt to obtain the security data is not
successful, the system will display a message to
inform you of this.
If the system has not obtained the security data
successfully:
Security
data unusable
message?
+ Examine the screen to see if the system is
displaying a message saying that the received
security data was unusable
NO I Pry . .
If the system is displaying a message saying that
\ the received security data was unusable:
y
Inform * Inform the operator (if still on the telephone) or
operator contact the Horizon system Helpdesk
For information on contacting the Horizon system
Helpdesk, see Office Administration; Miscellaneous.
Touch OK
icon * Touch the OK icon to return to the initial screen
of the procedure.
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Subsection I7
Try again
to get security
data
NO
y
Inform
operator
y
Touch No
icon
y
Touch Yes icon
y
Repeat procedure
-——©
v
Wait for Remove
PMMC message
y
Advise operator
y
Destroy old PIN record
v
Remove PMMC from
card reader
y
If the system is displaying a message asking
whether you want to try again to get the security
data:
* Decide whether you want to try again to get the
security data
There is no limit to the number of retries you can
make.
If you do not want to try again:
+ Inform the operator (if still on the telephone) or
contact the Horizon system Helpdesk
For information on contacting the Horizon system
Helpdesk, see Office Administration; Miscellaneous.
* Touch the No icon to return to the initial screen.
If you want to try again:
* Touch the Yes icon.
* Repeat the procedure from the flowchart box,
“Has system obtained security data?’ on page 74.
Wait until the screen displays the message ‘Remove
PMMc’
Advise the operator that this point has been reached.
The operator may now terminate the call.
Destroy the old PIN record, if there is one
Gently remove the PMMC from the card reader
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System initialisation
y
Touch Proceed icon and
wat til system starts @ ‘Touch the Proceed icon and wait while the Horizon
system is being started.
¥
Store PMMC in secure
location @ Store the PMMC ina signed sealed envelope in a
secure location
y
Store PIN record
separate from PMMC. @ Store the new PIN record in a signed sealed envelope
in a secure location, separate from the PMMC
Please remember: It is important that you keep the
PIN record and PMMC secure but
separate. If either is lost, the
vy recovery procedure is time
consuming and security may be
compromised.
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Subsection 18
18 Creating a manual PIN record
If a PIN record will not print because of a counter printer failure the system will display the
message ‘Cannot print the PIN record’ followed by the reason, for example: ‘The counter printer is
not responding. Check that it is turned on and connected’
@
Determine reason for
printer failure
y
Check the counter
printer
Has PIN
record been
printed?
NO ¥
i Continue original
I transaction
y
Touch Cancel icon
Do you No
want to view
PIN?
Touch No icon
——Y
Remove PMMC
Examine the screen to determine the reason for the
printer failure
Check the counter printer
For information on equipment failure, see Office
Administration; System failure
Check whether PIN record has been printed
If the PIN record has been printed:
* Continue with the original transaction.
If the PIN record has not printed:
Touch the Cancel icon on the ‘Cannot print the PIN
record’ screen
Decide whether you want to view the PIN instead
If you do not want to view the PIN:
* ‘Touch the No icon
* Remove the PMMC.
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——Y
Touch Yes icon
If you do want to view the PI
@ Touch the Yes icon
——_Y
Write down PIN and
touch Proceed icon @ Write down the PIN and touch the Proceed icon
y
Continue original
transaction © Continue with the original transaction
y
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Transactions - Serve Customer - Part one
Contents
Contents
Page
Transactions - Serve Customer - Part one
Automated Payments
Magnetic Card payment... 1
Bar-coded bill payment.... 12
Smart Card recharging .. 22
Automated Payments manual procedur: 32
Completing manual receipts .. 37
Reprinting an Automated Payments transaction receipt... 41
Automated Payments during system failure... 42
Reversing an Automated Payment... 44
Recovery of Automated Payments... 53
Automated Payments ‘Out of Hours’ Transactions. 70
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Introduction
Introduction
Introduction
This booklet contains information about the Automated Payments function of the Horizon system.
Included is information about magnetic swipe card payments, Smart Card recharging and bar-
coded bill payments. Also included is information about Automated Payments manual procedures,
completing manual receipts, reprinting Automated Payments receipts, Automated Payments
procedures when the Horizon system is unavailable, reversing Automated Payments, recovering
Automated Payments and ‘Out of Hours’ transactions.
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Automated Payments Subsection I
I Magnetic Card payment
Use this procedure when a customer presents a Magnetic Card to pay a bill using the Automated
Payment Service (APS).
If the customer presents a bar-coded bill, see subsection 2; Bar-coded bill payment. If the customer
presents a Smart Card, see subsection 3; Smart Card recharging.
Touch icon sequence to
select Serve Customer © Select the Serve Customer option by touching the
7 following icon sequence:
Yy - Transactions
- Serve Customer
Obtain Magnetic Card
and payment @ Obtain the Magnetic Card and payment from the
customer
y
Check card and
payment are acceptable ® Check whether the card and payment are acceptable
If you cannot accept a payment for this type of card,
advise the customer and refuse the payment.
For information on the acceptance of Magnetic
‘ Cards f See (i) below
¥
Swipe card through © Swipe the card through the card reader, with the
reader magnetic stripe downwards and the front of the card
facing away from you.
If the card is read successfully the system will display
Has card the amount screen.
been read
successfully?
NO
@ Check whether the card has been read successfully
v If the card has not been read successfully:
Swipe card again
* Swipe the card again
You should make up to three attempts to swipe the
card if the card has not been read.
Has card been
read by third * Check whether the card has been read by the
third attempt.
i, See Counters Operations Manual; Automated Payments booklet 2; Magnetic Card schemes
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Subsection I
Automated Payments
I y If the card has not been read by the third attempt:
Accept payment
/ manually * Accept the payment manually.
i For information on the manual entry of Automated
¢ Payments, see subsection 4; Automated Payments
manual procedure.
Data not
recognised
message?
YES
/ @ Examine the screen to see whether the system is
I displaying a message saying that the data has been
NO) I read but not recognised
If the Horizon system displays an unrecognised
y data message:
Touch ¥ icon
’
Enter PAN details
manually + Enter the card Primary Account Number (PAN)
details manually
* ‘Touch the ¥ icon to acknowledge the message
For information on the manual entry of Automated
Payments, see subsection 4; Automated Payments
manual procedure.
PAN details
accepted? * Check that the system has accepted the PAN
details on the card.
If the PAN has not been accepted:
NO * Check that the card is valid for this type of
I payment at your office.
valid for this
payment?
Yes For information on AP Schemes! ** () below
v v v
i, See Counters Operations Manual; Automated Payments booklet 2
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Automated Payments
Subsection I
y
Advise
customer
Accept as manual AP
y
Contact Horizon
System Helpdesk
Put card aside
—__¥
Enter amount
REFER
y
Touch ¥ icon
y
If the card is not valid for this type of payment at
your office:
* Advise the customer that the card cannot be
accepted and that they may wish to try another
post office.
If the card is valid for this type of payment:
* Accept as a manual Automated Payment
For information on Acceptance of a manual
Automated Payment, see subsection 7; Automated
Payments during system failure.
* Contact the Horizon System Helpdesk to log the
problem
For information on Help Desks, see Office
Administration; Miscellaneous; Help Desks.
@ Put the card aside
® Enter the amount of the payment by using either:
- the keyboard
- the on-screen number pad
For a list of schemes and their maximum/
minimum/multiple payment amounts f S¢ () below
@ Touch the ¥ icon
i, See Counters Operations Manual; Automated Payments booklet 2; Magnetic Card schemes
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Automated Payments
@ Examine the screen to see whether the amount has
been accepted
If the amount is not accepted:
* Examine the screen to see if the value you have
YES
Is value a
t00 large? entered is too large
If the customer changes their mind about the
NO amount they want to pay or you have entered the
wrong amount, touch the X icon and enter the new
amount.
Please note: If the value you have entered is too
large, the system will display a message
telling you that the amount you
entered is outside the allowable range.
The message will give details of the
acceptable range.
If the value you have entered is too large to be
accepted in one payment:
Touch /
icon + Touch the Vicon to acknowledge the message
If the amount you need to enter is greater than the
system will allow in one input, enter it in part
payments with the largest amount entered first.
Alter
amount * Alter the amount of the payment by using either:
- the keyboard
y
Touch ¥
icon * Touch the ¥ icon
= the on-screen number pad
If the amount is still not accepted repeat the
s amount
procedure from flowchart box,
accepted?” on page +
) * Go to ‘A’ on page 6.
If the value you have entered is either too small, or
is an incorrect multiple:
Please note: If the value you have entered is too
small, the system will display a message
telling you that the amount you
entered is outside the allowable range.
The message will give details of the
v v acceptable range. If the value you have
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Subsection I
y
y
Touch ¥ icon
Yv
Advise customer
ill custome?
agree to amend
payment?
YES
y
Accept as
manual
Automated
Payment
y
Touch Prev
icon
Y
Enter as AP
Receipt
y
entered is an incorrect multiple, the
system will display a message saying
that the product can only be sold in
specified multiples.
* Touch the V icon to acknowledge the message
* Advise the customer that the value of the
payment must be within the range stated on the
system
* Check whether the customer will agree to amend.
their payment so that it is within the range
specified on the Horizon system.
If the customer does not agree to amend the
payment:
* Accept the card as a manual Automated Payment
only if the amount is a valid payment.
For a information on AP schemes and
payments! S¢ () below
For a list of schemes and their minimum/
maximum/multiple amounts payablet Se (i) below
Please note: Refuse payment if the amount the
customer wants to pay is less than the
minimum amount payable.
For information on the acceptance of Automated
Payments manually t¢¢ (ti) below
* Touch the Prev icon to delete the transaction
* Enter the transaction as an AP Receipt (PLU 241).
i, See Counters Operations Manual; Automated Payments booklet 2
ii, See Counters Operations Manual; Automated Payments booklet 2; Magnetic Card schemes
iii, See Counters Operations Manual; Automated Payments booklet 1; Imprinters
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Subsection I
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¥
Touch X icon
y
Enter new amount
Yy
Touch ¥ icon
bet T
atnnnneen(A)
y
Touch appropriate
method of payment
Has first copy
of receipt
printed?
YES Check printer is
working
For information on PLU numbers, see System
Administration; System features; Using Product
Look Up (PLU) numbers.
The receipts must be bundled up and despatched
immediately by special delivery to:
The Exceptions Duty
Automated Payments unit
Transaction Processing
Nol Future Walk
West Bars
Chesterfield
S49 1PF
If the customer agrees to amend the payment:
* Touch the X icon to delete the original amount
+ Enter the new amount by using either:
- the keyboard
= the on-screen number pad
* ‘Touch the ¥ icon.
If the amount is still not accepted repeat procedure
from flowchart box, ‘Is amount accepted?” on page
4.
Touch the appropriate method of payment on the
Method of Payment screen
Check whether the printer has printed the first copy
of the receipt
If the printer does not print the first copy of the
receipt:
* Check the printer is working correctly
For information on printers see Office
Administration; System failure; Equipment Failure
Checklist (dealing with equipment failure)
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Subsection I
y
Touch Retry icon
First copy of
receipt
printed?
Touch Cancel icon
y
Touch Preview icon
¥
Make manual copy of
receipt
y
Touch X icon
y
Hand customer card
and copy of receipt
y
Tear off first copy of
receipt
REFER.
y
* Touch the Retry icon
+ Check whether the first copy of the receipt has
now printed.
If the first copy of the receipt has still not printed:
* Touch the Cancel icon
* ‘Touch the Preview icon
If there is more than one page, use the #° icon to
scroll through the pages.
* Make a manual copy of the receipt
For information on producing a manual receipt, see
subsection 5; Completing manual receipts.
* Touch the X icon to exit from the receipt preview
* Hand customer their card and a copy of the
receipt
* Go to 'B’ on page 10
TTear off the first copy of the receipt
Please note: If the receipt is torn when removing it
from the printer you will need to
reprint it.
For information on reprinting an Automated
Payment receipt,see subsection 6; Reprinting an
Automated Payments transaction receipt.
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Subsection I
Automated Payments
First copy of
receipt
legible? @ Check that the first copy of the receipt is legible
Yes Y If the first copy of the receipt is not legible:
Change counter printer
ribbon * Change the counter printer ribbon.
y
For information on counter equipment, see Office
Administration; Equipment information and
lg } maintenance; Ordering and installing consumables.
y
Touch ¥ icon
® Touch the ¥ icon to confirm the printing of a
second copy of the receipt
Please note: If the system fails after the first r
ipt
has been printed but before the second
has been produced, produce a manual
receipt, and associate the printed
receipt with the manual undercopy. File
these in your till. You should complete
the recovery procedure once the system
has been restored.
For information on manual receipts,
see subsection 5; Completing manual
receipts.
For information on the recovery
Y procedure, see subsection 9; Recovery
of Automated Payments.
Hand customer card
and first copy of receipt
® Hand the customer
- their magnetic card
- the first copy of the receipt
Advise the customer to retain their copy of the
receipt as proof of payment.
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Subsection I
Second
copy of receipt
printed?
Yes Cheek printer is
working
y
Touch Retry icon
Second copy
of receipt
printed?
Touch Cancel icon
y
Touch Preview icon
y
Make manual copy of
receipt
y
Touch X icon
vy
® Check whether the printer has printed the second
copy of the receipt
If the printer does not print the second copy of
the receipt:
* Check the printer is working correctly
For information on printers, see Office
Administration; System failure; Equipment Failure
Checklist (dealing with equipment failure).
+ Touch the Retry icon
* Check whether the second copy of the receipt has
now printed.
If the second copy of the receipt has still not
printed:
* Touch the Cancel icon
* Touch the Preview icon
If there is more than one page, use the ® icon to
scroll through the pages.
+ Make a manual copy of the receipt
For information on producing a manual receipt, see
subsection $; Completing manual receipts.
* ‘Touch the X icon to exit from the receipt preview
* Go to B’ on page 10.
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Subsection I
Automated Payments
y
Tear off second copy of
receipt @ ‘ear off the second copy of the receipt
Please note: If the second copy of the receipt tears
in half when you remove it from the
printer, you will need to reprint the
I receipt to obtain the second copy. For
information on reprinting a receipt, see
subsection 6; Reprinting an Automated
Payments transaction receipt.
Second copy
of receipt
legible?
© Check whether the second copy of the receipt is
legible
Yes y If the second copy of the receipt not legible:
Change counter printer
ribbon * Change the counter printer ribbon
For information on changing a counter printer
ribbon, see Office Administration; Equipment
information and maintenance; Ordering and
installing consumables
Put second copy and
payment in your till @ Place the second copy of the receipt and the
customer’s payment in your till
Please note: Please ensure that AP receipts are
available at all times in case they are
required for AP recovery. Do not lock
them away in counter stocks. Receipts
must be kept in the office for two years.
Please remember: If any AP receipts are recovered
in a stock unit other than that
which performed the original
C7 transaction the money will be in the
original stock unit.
Touch Finish icon
@ Touch the Finish icon
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Subsection I
Automated Payments
y
Settle transaction
@ Settle the transaction.
For information on settling a transaction, see
‘Transactions - Serve Customer - Part three booklet;
Miscellancou:
; Settling transactions.
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Automated Payments
Subsection 2
Automated Payments
2 Barcoded bill payment
Use this procedure when a customer presents a Bar-coded Bill for payment using the Automated
Payment Service (APS).
If the customer presents a Magnetic Card, see subsection 1; Magnetic Card payment. If the
customer presents a Smart Card, see subsection 3; Smart Card recharging.
Touch icon sequence to
select Serve Customer ® Select the Serve Customer option by touching the
following icon sequence:
Y - Transactions
- Se Cust
‘Obtain bill and payment erve Sustomer
® Obtain the Bar-coded Bill and the payment from the
T customer
¥
‘Check bill and payment
are acceptable © Check the bill and payment are acceptable
If your office does not accept this type of Bar-coded
Bill, advise the customer and refuse the payment.
REFER’ For information on the acceptance of Bar-coded Bills
+ See (i) below
Scan bar-code on bill
® Scan the bar-code on the bill
If the bar-code is read successfully the system will
display the amount entry screen
Has bai
r-code
been read ®@ Check that the bar-code has been read successfully
successfully?
¥ If the bar-code has not been read successfully:
YES Po it
Scan bar-code again * Scan the bar-code again
You should make up to three attempts to scan the
bar-code.
y ¥
i, See Counters Operations Manual; Automated Payments booklet 2; Bar-coded Bill schemes
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Subsection 2
Automated Payments
Bar-code
read by third
* Check whether the bar-code has been read by the
attempt?
third attempt
NOY
x .
‘Accept payment If the bar-code has not been read by the third
‘manually attempt:
* Accept the payment manually.
Please note: BT bar-coded bills must not be entered
manually. If the bill has failed to scan or
has not been accepted, it must be
treated as a normal BT bill. Enter the
bill as a receipt transaction. For
information on re
‘ipt transactions,
Transactions - Serve Customer - Part
two; Receipt transactions.
For information on the acceptance of Bar-coded Bills
manually, see subsection 4; Automated Payments
manual procedure.
YES ® Examine the screen to see whether the system is
displaying a message saying that the data has been
read but not recognised
NO
I If the system is displaying a message saying that
y the data has been read but not recognised:
Touch ¥ icon
* Touch the ¥ icon
Y
Enter bar-code details
manually + Enter the bar-code details manually
L Please note: BT bar-coded bills must not be entered
I manually. If the bill has failed to scan or
I has not been accepted, it must be
treated as a normal BT bill. Enter the
bill as a receipt transaction. For
information on receipt transactions, see
Transactions - Serve Customer - Part
two; Receipt transactions.
vy v
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For information on the acceptance of Bar-coded Bills
manually, see subsection 4; Automated Payments
I manual procedure.
YES Has bar code
been + Examine the screen to see whether the bar-code
has been accepted
* Check if transaction is valid
transaction
valid? If not:
x dvise th hat th b
Yes Y ‘Advise * Advise the customer at the payment cannot be
I customer accepted at this post office at this time and they
I may wish to try another post office.
y If the transaction is valid:
Accept as manual .
* Accept as a manual transaction
For information on receipt transactions, see
‘Transactions - Serve Customer - Part two; Receipt
I transactions.
¥ If the details are still invalid:
Contact Horizon
System Helpdesk * Contact the Horizon System Helpdesk
For information on Help Desks, see Office
Administration; Miscellaneous; Help Desks.
y
Put bill to one side
@ Put the bill to one side
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Subsection 2
Automated Payments
Is default
amount
displayed?
YES i
@ Examine the screen to see whether the Horizon
system is showing a default amount to be paid
Please note: If you are entering information
manually, for a list of schemes and their
maximum/minimum/multiple
If the system does not display a default amount:
Enter ai
mount .
Enter the amount of the payment by using either:
the keyboard
customer wish
to pay default
amount?
YES
v
the on-screen number pad
Go to ‘A’ on page 15.
If the system displays a default amount:
® Check whether this is the amount the customer
wants to pay
If the customer wants to pay a different amount:
Touch X icon
Touch the X icon
v
Enter amount
* Enter the amount the customer wants to pay
using either:
Touch ¥ icon
y
the keyboard
the on-screen number pad
®@ Touch the Y icon
i, See Counters Operations Mar
nual; Automated Payments booklet 2; Bar-coded Bill schemes
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Is amount
accepted?
@ Examine the screen to see whether the amount has
been accepted
If the amount is not accepted:
* Examine the screen to see if the value you have
Is value YES
too large? entered is too large
Please note: If the value you have entered is too
NO large, the system will display a message
telling you that the amount you
entered is outside the allowable range.
The message will give details of the
acceptable range.
If the value you have entered is too large:
Touch ¥
icon * ‘Touch the ¥ icon to acknowledge the message
If the amount you need to enter is greater than the
system will allow in one input, enter it in part
y
payments with the largest amount entered first.
Alter
amount * Alter the amount of the payment by using either:
- the keyboard
Y - the on-screen number pad
Touch ¥
icon * Touch the ¥ icon
If the amount is still not accepted repeat procedure
from flowchart box ‘Is amount accepted?” on page
Y 16.
* Go to ‘B’ on page 17.
If the value you have entered is either too small, or
is an incorrect multiple:
Please note: If the value you have entered is too
small, the system will display a message
telling you that the amount you
entered is outside the allowable range.
If the value you have entered is an
incorrect multiple, the system will
display a message saying that the
product can only be sold in specified
Y multiples.
Touch ¥ icon * ‘Touch the ¥ icon to acknowledge the message
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y
Advise customer
ill customer
agree to amend
payment?
YES
y
Accept bill
as manual
Touch Prev
icon
Touch X icon
y
Enter new amount
y
Touch ¥ icon
Touch appropriate
method of payment
First copy of
‘ NO
receipt ——
printed? i
y
YES Y Check printer is
I working
I
I
y y
* Advise the customer that the value of the
payment must be within the range stated on the
system
* Check whether the customer will agree to amend.
the payment
If the customer does not agree to amend the
payment:
* Accept the bill as manual
For information about carrying out a receipt
transaction see Transactions - Serve Customer - Part
two; Receipt transactions; Receipt transactions
* Touch the Previous icon to delete the transaction.
If the customer agrees to amend the payment:
* ‘Touch the X icon to delete the amount
* Enter the new amount by using either:
= the keyboard
= the on-screen number pad
* Touch the ¥ icon.
If the amount is still not accepted repeat procedure
from flowchart box ‘Is amount accepted?’ on page
16.
The Method of Payment screen will be displayed.
Touch the appropriate method of payment on the
Method of Payment screen
Check whether the printer has printed the first copy
of the receipt
If the printer does not print the first copy of the
receipt:
* Check that the printer is working correctly
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ubsection Automated Payments
For information on printers, see Office
Administration; System failure; Equipment Failure
I Checklist (dealing with equipment failure).
v
Touch Retry icon
* Touch the Retry icon
yes First copy
<— of receipt * Check whether the first copy of the receipt has
printed?
Touch Cancel icon
y
Touch Preview icon
y
Make manual copy of
receipt
Touch X icon
Hand customer bill and
first copy of manual
receipt
y
©
Tear off first copy
receipt
of
now printed.
If the first copy of the receipt has still not printed:
* Touch the Cancel icon
* Touch the Preview icon
If there is more than one page, use the #* icon to
scroll through the pages.
* Make a manual copy of the receipt
For information on producing a manual receipt, see
subsection 5; Completing manual receipts.
* Touch the X icon to exit from the receipt
preview.
* Hand the customer the bill and first copy of
manual receipt
* Go to ‘C’ on page 21.
© ‘ear off the first copy of the receipt
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First copy of NO
receipt —
legible? /
Yes I
I y
/ Change counter printer
I ribbon
y
Touch ¥ icon
¥
Hand customer bill and
first copy of receipt
Second copy
of receipt
printed?
YES: v
Check printer is
working
Touch Retry icon
Second copy
of receipt
printed?
Check that the first copy of the receipt is legible
If the first copy of the receipt is not legible:
* Change the counter printer ribbon.
For information on counter equipment, see Office
Administration; Equipment information and
maintenance; Ordering and installing consumables.
Touch the ¥ icon to confirm the printing of a
second copy of the receipt
The s
em will print the second copy of the receipt.
Hand the customer
- their bar-coded document
receipt
- the first copy of the
Advise the customer to retain their copy of the
receipt as proof of payment.
Check whether the printer has printed the second
copy of the receipt
If the printer does not print the second copy of
the receipt:
* Check the printer is working correctly
For information on counter equipment, see Office
Administration; Equipment information and
maintenance; Counter equipment.
+ Touch the Retry icon
* Check whether the second copy of the receipt has
now printed.
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Yy
Touch Cancel icon
If the second copy of the receipt has still not
printed:
* Touch the Cancel icon
y
Touch Preview icon
* Touch the Preview icon
y
Make manual copy of
receipt * Make a manual copy of the receipt
If there is more than one page, use the ®*" icon to
scroll through the pages.
For information on producing a manual receipt,
f subsection 5; Completing manual receipts.
Touch X icon
* Touch the X icon to exit from receipt preview
© * Goto 'C’ on page 21.
receipt © Tear off the second copy of the receipt
y
Tear off second copy of
Please note: If the second copy of the receipt tears
in half when you remove it from the
printer, you will need to reprint the
receipt to obtain the second copy. For
information on reprinting a receipt, see
subsection 6; Reprinting an Automated
Payments transaction receipt.
Second copy No
of receipt , © Check whether the second copy of the receipt is
legible? / legible
YES Y If thi d f the receipt i ible:
e second copy of the receipt is not legible:
Change counter printer .
ribbon * Change counter printer ribbon
For information on counter equipment, see Office
{ Administration; Equipment information and.
Pn maintenance; Ordering and installing consumables.
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Subsection 2
t
y
Put second copy and
payment in your till
y
Touch Finish icon
y
Settle transaction
©
® Place the second copy of the receipt and the
customer’s payment in your till
Please note: Please ensure that AP receipts are
available at all times in case they are
required for AP recovery. Do not lock
them away in counter stocks, Receipts
must be kept in the office for two years.
Please remember: If any AP receipts are recovered
in a stock unit other than that
which performed the original
transaction the money will be in the
original stock unit.
®@ Touch the Finish icon
® Settle the transaction.
For information on settling a transaction, see
‘Transactions - Serve Customer - Part three;
Miscellancous; Settling transactions.
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Subsection 3
Automated Payments
3 Smart Card recharging
Use this procedure when a customer presents a Smart Card for recharging using the Automated
Payment Service (APS).
Please note: _ If the customer presents a Magnetic Card, see subsection 1; Magnetic Card
payment. If the customer presents a bar-coded bill, see subsection 2; Bar-coded
bill payment.
Touch icon sequence to
select Serve Customer @ Select the Serve Customer option by touching the
following icon sequence:
v - Transactions
- Serve Customer
Obtain card and
Payment @ Obtain the Smart Card and payment from the
customer
y
Check card and
payment are acceptable @ Check whether the card and payment are acceptable
REFER For information on the acceptance of Smart
Cardst See (i) below
7 If you cannot accept a payment for this type of card,
advise the customer and refuse the payment.
Insert card into Smart
Card reader @ Insert the Smart Card into the Smart Card reader
i. See Counters Operations Manual; Automated Payments booklet 2; Smart Card and Key schemes; Smart Card and Key
schemes
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Automated Payments Subsection 3
@ Examine the screen to see whether the system is
Error displaying a message
message ES
displayed?
If the system is displaying an error message:
NO Error messages may be either:
- Card faulty or invalid: in this case follow the
procedure from the first flowchart box “Touch 3
icon’ on page 23 and advise the customer to
present it at the correct office and/or contact the
utility company as appropriate.
- Unavailable or invalid product: in this case
follow the procedure from the first flow chart
box “Touch 3 icon’ on page 23, advise the
customer to try another post office, and contact
the Horizon System Helpdesk to log the problem.
For information on contacting the Horizon System
Helpdesk, see Office Administration; Miscellaneous;
y Help Desks.
Touch ¥ icon
* Touch the ¥ icon
When prompted,
remove card from * When prompted by the system, remove the
Smart Card reader Smart Card from the Smart Card reader
¥
Return card to + Return the Smart Card to the customer
customer
@ Examine the screen to see if the system is displaying
YES
TES a message telling you that the card already contains
some credit until the existing credit is used.
Please note: This message applies to simple
payment module (SPM) cards only.
If the system is displaying a message saying that
y the card is full:
Touch ¥ icon
* Touch the ¥ icon to acknowledge the message
y y
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‘When prompted * When prompted by the system, remove the
remove card from
Smart Card from the Smart Card reader
Smart Card reader
Return card to * Return Smart Card to the customer and advise the
customer customer to use the credit
¥ This ends the procedure
Enter amount customer ® Enter the amount the customer wishes to pay using
wishes to pay
either:
- the keyboard
- the on-screen number pad
If the customer changes their mind about the
amount they want to pay or you have entered the
¥ wrong amount, enter the new amount and touch
the ¥ icon,
Touch ¥ icon
@ Touch the ¥ icon
Card
full
message?
@ Examine the screen to see if the system is displaying
a message saying that the card is full
NO Y If the system is displaying a message saying that
the card is full
Touch ¥ icon
* Touch the ¥ icon to acknowledge the message
y
Advise customer * Advise the customer that the card is full
& * Go to ‘A’ on page 26
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‘Amount
accepted?
NO
Unable to
make credit
adjustment?
NO
YES
y
Touch ¥ icon
y
Advise customer
y
Ask customer to amend
amount
Customer
agrees?
YES y
Touch Prev
icon
©
y
Touch X icon
y
@ Examine the screen to see whether the amount has
been accepted
If the amount is not accepted a message will be
displayed explaining the reason
+ Go to ‘B’ on page 26
@ Examine the screen to see if the system is displaying
a message saying that it is unable to make the credit
adjustment
If itis:
* ‘Touch the ¥ icon to acknowledge the message
+ Advise the customer that the payment must be
within the range stated on the system
* Ask the customer to amend the payment amount
* Check whether customer wishes to amend the
payment amount
If the customer does not wish to amend the
payment amount:
* Touch the Prev icon to abandon the transaction
* Go to ‘A’ on page 26
If the customer agrees to amend the payment
amount:
* ‘Touch the X icon to delete the amount entered
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y
Enter new amount * Enter the new amount
New amount YES
accepted? @ Examine the screen to see whether the new amount
has been accepted
NO 7 .
i If it has:
i * Go to 'B’ on page 26
y If the new amount has not been accepted:
Repeat procedure * Repeat the procedure from flowchart box,
“Amount accepted?’ on page 25
Other
message
displayed?
@ Examine the screen to see if any other message is
displayed
No y If there is:
Follow instructions on
screen Follow the instructions on the screen
v
Touch appropriate
method of payment @ ‘Touch the appropriate method of payment on the
screen
at
When prompted,
remove card from
@ When the system prompts you to do so, remove the
Smart Card reader vyster Promp's y ,
Smart Card from the Smart Card reader
Please note: You should remove the smart card,
only when prompted to do so by the
system.
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First copy
of receipt
printed?
YES v
Check printer is
working
y
Touch Retry icon
First copy of
receipt
printed?
Touch Cancel icon
Yy
Touch Preview icon
y
Make manual copy of
receipt
REFER)
Y
Touch X icon
y y
Check whether the printer has printed the first copy
of the receipt
If the printer does not print the first copy of the
receipt:
* Check the printer is working correctly
For information on printers, see Office
Administration booklet; System failure.
* Touch the Retry icon
* Check whether the first copy of the receipt has
now printed.
If the first copy of the receipt has still not printed:
© Touch the Cancel icon
* Touch the Preview icon to preview the receipt
If there is more than one page, use the "icon to
scroll through pages
* Make a manual copy of the receipt
For information on producing a manual receipt,
subsection 5; Completing manual receipts.
* ‘Touch X icon to exit receipt preview
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upsecsion Automated Payments
v
Hand customer card
and copy of receipt * Hand customer their card and copy of receipt
y
© + Goto 'C’ on page 30.
y
Tear off first copy of
receipt @ Tear off the first copy of the receipt
Please note: If the receipt is torn when removing it
from the printer you will need to
reprint it. For information on
reprinting an AP receipt, see subsection
6; Reprinting an Automated Payments
transaction receipt.
First copy of NO
receipt 7
legible? i
@ Check that the first copy of the receipt is legible
Yes If the first copy of the receipt is not legible:
Change counter printer
ribbon * Change the counter printer ribbon
y
For information on counter equipment, see Office
Administration; Equipment information and
maintenance; Ordering and installing consumables.
If the system fails after the first receipt has been
printed but before the second has been produced,
prepare a manual receipt, and associate the printed
receipt with the manual undercopy. File these in
your till. Complete the recovery procedure once the
system has been restored. For information on
manual receipts, see subsection 5; Completing
manual receipts. For information on the recovery
procedure, see subsection 9; Recovery of Automated
Payments.
Touch ¥ icon
® Touch the ¥ icon to confirm printing of a second
copy of the receipt
y
Hand customer card
and first copy of receipt @ Hand the customer
- their smart card
- the first copy of the receipt
y
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Second copy
of receipt
printed?
YES y
Check printer is
working
Y
Touch Retry icon
Second copy
of receipt
printed?
Touch Cancel icon
y
Touch Preview icon
y
Make manual copy of
receipt
y
Touch X icon
1 ©
Check whether the printer has printed the second
copy of the receipt
If the printer has not printed the second copy of
the receipt:
* Check the printer is working correctly
For information on printers, see Office
Administration; System failure; Equipment Failure
Checklist (dealing with equipment failure).
* Touch the Retry icon
* Check whether the second copy of the receipt has
now printed.
If the second copy of the receipt has still not
printed:
* Touch the Cancel icon
* Touch the Preview icon
If ther
scroll through the pages.
is more than one page, use the #" icon to
* Make a manual copy of the receipt
For information on producing a manual receipt, see
subsection 5; Completing manual receipts.
* ‘Touch X icon to exit receipt preview
* Goto ‘C’ on page 30.
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y
Tear off second copy of
receipt © Tear off the second copy of the receipt
Please note: If the second copy of the receipt tears
in half when you remove it from the
printer, you will need to reprint the
I receipt to obtain the second copy. For
information on reprinting a receipt, see
subsection 6; Reprinting an Automated
Payments transaction receipt.
Second copy y P
of receipt
@ Check whether the second copy of the receipt is
legible?
legible
Yes y If the second copy of the receipt is not legible:
Change counter printer
ribbon * Change counter printer ribbon!
For information on counter equipment, see Office
Administration; Equipment information and
maintenance; Ordering and installing consumables.
v
Put second copy and
payment in your till e
Place the second copy of the receipt and the
customer’s payment in your till
Please note: Please ensure that AP receipts are
available at all times in case they are
required for AP recovery. Do not lock
them away in counter stocks. Receipts.
must be kept in the office for two years.
Please remember: If any AP receipts are recovered
in a stock unit other than that
which performed the original
7 transaction the money will be in the
original stock unit.
Touch Finish icon
@ Touch the Finish icon
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Automated Payments
y
Settle transaction
® Settle the transaction
For information on settling a transaction, see
‘Transactions - Serve Customer - Part three booklet;
y Miscellaneous; Settling transactions.
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Subsection 4
Automated Payments
4 Automated Payments manual procedure
Please note: — This procedure does not apply to Smart Card payments, which cannot be input
manually, nor to bar-coded BT bills which should be treated as a normal BT bill
and entered as a receipt transaction. For information on receipt transactions, see
Transactions - Serve Customer - Part two; Receipt transactions.
4.1 Entering a magnetic card’s PAN manually
Use this procedure if a magnetic card reader fails to read when you accept an Automated Payment
(AP) transaction or if you need to enter AP transactions which have been performed on an
imprinter.
If the magnetic card reader is not working, see Office Administration; System failure; Equipment
Failure Checklist (dealing with equipment failure).
For information on accepting transactions ‘out of hours’, see subsection 10; Automated Payments
“Out of Hours’ Transactions.
Touch icon sequence to
select AP receipt option @ Select the AP receipt option by touching the
following icon sequence:
I - Transactions
- Serve Customer
- Other Products
- Utilities
- AP Receipt
Touch MC (magnetic The system displays the Token Type screen.
card) box on screen
@ ‘Touch the MC (magnetic card) box on the screen
Correct
token type
— @ Check that you have selected the correct token type
selected?
Touch Token Type field If you have not selected the correct token type:
* Touch the Token Type field on the AP Manual
Y Process panel
Repeat procedure * Repeat the procedure from the flowchart box
“Touch MC (magnetic card) box on screen’ on
page 32.
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Enter PAN from @ Enter the Primary Account Number (PAN) and
Magnetic Card and check it is entered correctly. This is shown in large
check entered correctly
type on the magnetic card and usually embossed or
on the receipt (in the case of an ‘out of hours’
transaction) .Use either:
Y = the keyboard
= the on-screen number pad
Touch ¥ icon
@ Touch the ¥ icon
PAN,
accepted? @ Check whether the PAN has been accepted
y If the PAN has not been accepted:
YES ;
Touch ¥ icon
* Touch the ¥ icon
Re-enter number and
touch ¥ icon
* Re-enter the number and touch the W icon.
If the PAN has been entered correctly but is still not
accepted, accept the transaction as an AP receipt
(PLU241). For information on PLU numbers, see
System Administration; System features; Using
Product Look Up (PLU) numbers.
The AP receipts must be bundled up and despatched
immediately by special delivery to:
The Exceptions Duty
Automated Payments unit
Transaction Processing
Nol Future Walk
West Bars
Chesterfield
S49 1PF
Service
Code screen
displayed?
YES
@ Examine the screen to see whether the Service Code
screen is displayed
NO
Please note: If this is not displayed, the Amount
screen should be displayed.
If the Service Code screen is displayed:
Enter Service Code
* Enter the Service Code
y y
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Service Code
accepted?
NO {
y
Touch ¥ icon
y
Re-enter Service Code
y
Touch ¥ icon
Continue with original
transaction
Please note: This is usually shown on the extreme
left of the bottom line of the Magnetic
Card. There may be between one and
four digits in the Service Code.
If the Service Code is less than four
digits, enter one or more zeros, as
appropriate, before the digits (for
example 24 must be entered as 0024).
* Check that the Service Code has been accepted
If the Service Code has not been accepted:
* Touch the ¥ icon
* Re-enter the Service Code
* Touch the ¥ icon.
If the service code has been entered correctly but is
still not accepted, accept the transaction as an AP
receipt (PLU241). For information on PLU.
numbers, see System Administration; System
features; Using Product Look Up (PLU) numbers.
‘The AP receipts must be bundled up and despatched
immediately by special delivery to:
The Exceptions Duty
Automated Payments unit
Transaction Processing
Nol Future Walk
West Bars
Chesterfield
S49 1PF
Continue with the original transaction
For information on Magnetic Card payments, see
subsection 1; Magnetic Card payment from the flow-
chart box ‘Put card aside’ on page 3
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4.2 Entering a bar-coded document’s bar-code number manually
Use this procedure if a bar-code reader fails to scan when you accept an Automated Payment (AP)
transaction.
If the bar-code reader is not working, see Office Administration; System failure; Equipment Failure
Checklist (dealing with equipment failure).
©
Touch icon sequence to
select AP receipt option
©@ Select the AP receipt option by touching the
; following icon sequence:
- Transactions
- Serve Customer
- Other Products:
- Utilities
= AP Receipt
Touch BC (barcode) The system displays the Token Type screen.
box on screen @ Touch the BC (bar-code) box
Correct
token type — @ Check that you have selected the correct token type
selected? i
YES y
I Touch Token Type field If you have not selected the correct token type:
\ + Touch the Token Type field on the AP Manual
I Y Process panel
I Repeat procedure * Repeat the procedure from the flowchart box,
/ “Touch BC (barcode) box on screen’ on page 35.
Enter bar-code number
from document @ Enter the bar-code number from the document
7 using either:
= the keyboard
- the on-s
een number pad
Digits
NO
ore — @ Examine the screen to ensure that you have entered
correctly? /
/ the bar-code digits correctly
YES 7 . + oe,
y If you have entered incorrect digits:
Enter correct digits .
L * Enter the correct digits, using the Backspace key
to delete incorrect entries.
y
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y
Touch ¥ icon
® Touch the ¥ icon to continue
Bar-code
accepted? I @ Check that the bar-code has been accepted
YES v
If the bar-code has not been accepted:
Touch ¥ icon
* Touch the ¥ icon
Re-enter number and * Re-enter the number and touch the ¥ icon.
touch ¥ icon
Please note: If the bar-code details have been
entered correctly but are still not
accepted, accept the transaction as a
normal receipt transaction and then
contact the Horizon System Helpdesk
to log the problem.
For information on receipt transactions, see
‘Transactions - Serve Customer - Part two; Receipt
transactions.
For information on contacting the Horizon System
¥ Helpdesk, see Office Administration; Miscellaneous;
Help Desks.
Continue with original P
transaction © Continue with the original transaction
REFER For information on the acceptance of Bar-coded Bill
payments, see subsection 2; Bar-coded bill payment,
starting from the flow-chart box ‘Put bill to one
side’ on page 14.
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erve Customer - Part one
Automated Payments
Subsection §
5 Completing manual receipts
5.1 Examples of receipts
Illustrated below and overleaf are examples of Automated Payments Receipts. Refer to these when
following the procedure for completing manual receipts described in this section.
Customer receipt - magnetic Card or Bar-coded bill
Checksum
System-assigned
reference number,
Token type ————-jpe Token Type: MC
Ref; 6331801325647 009 1 3@—_—_—__$$_—$—-—
MC = Magnetic Card
BC = Bar-coded Bill
I
Amount —
Cownteri Swddfa’r Post Cyf.
Post Office Counters Ltd
23/09/1998 10:47 CAP:02 BP:01 SU:SH1
Feltham Post Office FAD: 123456X
1, The Walkway
Kings Parage
Feltham
13DD
Checksum: 90628
‘APS No: 010059
Client: NORWEB
. 9
Scheme: Norweb - Budge Sve: 0
Entry: 2
Amount: 5.00 Cas!
a il
Nid Derbynneb TAW yw hon
This is not a VAT receipt
Client name
\
Scheme name
\
Service code
Le
Card reference
number
j-——-—.. Method of
payment
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Automated Payments customer receipt - Smart Card
Post Office Counters Ltd
11/04/1999 12:00 CAP:01 BP:01 SU:US1
Kidsgrove Post Office FAD: 123456X
1, The Walkway
High Street
Kidsgrove
Check sum, ST7 1AB Client name
System-assigned
reference number
Token type -.
nF Client: Classical Gas Company
SPM = Simple Scheme: Gas for all
Payment Module sToken Type: SPM Entry: 3
QM = Quantum
** Office Copy - Retain ***
Scheme name
——
Checksum: 2631788903
"APS No: 010001
Card reference
> 4 Refl: 5 ~<a bs
WC = Water Car eS a I numbers
Amount oo
Additional Ah Card: 1
information as
specified by client This is not a VAT receipt
5.2
Method of
payment
Please note: You must include any additional information specified by the client on any manual
receipts you produce.
Payment with an embossed Magnetic Card
When you need to complete a manual receipt for a payment with an embossed Magnetic Card:
* Obtain a Payment Vouchers Receipt P4565
Please note: — The receipt has three copies. The white copy is not required and must be
destroyed.
+ Prepare the receipt using the card and imprinter! %¢ (1) below
* Complete the following details on the receipt (see paragraph 5.1; page 37):
- the checksum
Please note: This is applicable only if the transaction was automated, that is, a manual receipt is
needed because the printer is not working.
- the AP transaction reference number
Please note: This is applicable only if the wansaction was automated, that is, a manual receipt is
needed because the printer is not working
i
See Counters Operations Manual; Automated Payments booklet I; Imprinters
Page 38
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5.3
- the token type ‘MC’ (this denotes that the payment was made by Magnetic Card)
- the Service Code (located in the bottom line of the card, normally between one and four
numbers) If the service code is less than four digits, enter one or more zeros, as appropriate,
before the code, for example, 24 becomes 0024
- the value of the transaction
- the method of payment
* Date stamp both copies of the receipt
* Hand the top copy to the customer
+ Retain the under copy of the receipt in accordance with current procedures! S* (i) below
Payment with an unembossed Magnetic Card
When you need to complete a manual receipt for a payment with an unembossed Magnetic Card:
* Obtain a Payment Vouchers Receipt P4565
Please note: — The receipt has three copies. The white copy is not required and must be
destroyed.
+ Comple
the following details on the re
pt (see paragraph 5.1; page 37):
- the checksum
Please note: This is applicable only if the transaction was automated, that is, a manual receipt is
needed because the printer is not working.
- the AP transaction reference number
Please note: This is applicable only if the transaction was automated, that is, a manual receipt is
needed because the printer is not working.
- the token type ‘MC’ (this denotes that the payment was made by Magnetic Card)
~ the Ref number (the PAN which is the number shown in large type on the card)
- the Service Code (located in the bottom line of the card, normally between one and four
numbers) If the service code is less than four digits, enter one or more zeros, as appropriate,
before the code, for example, 24 becomes 0024
- the value of the transaction
- the method of payment
* Date stamp both copies of the receipt
* Hand the top copy to the customer
+ Retain the under copy of the receipt in accordance with current procedures! ¢ (}) below
i
See Counters Operations Manual; Automated Payments booklet 1; Accounting and despatch
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5.4 Bar-coded Bill payment
* Obtain a Miscellaneous Receipt P1091L
+ Complete the following details on the receipt (see paragraph 5.1; page 37):
- the checksum
Please note: This is applicable only if the transaction was automated, that is, a manual receipt is
needed because the printer is not working
- the AP transaction reference number
Please note: This is applicable only if the transaction was automated, that is, a manual receipt is
needed because the printer is not working
- the Customer Reference (bar-code) number
- the token type ‘BC’ (this denotes that the payment was a Bar-coded Bill payment)
- the value of the transaction
- the method of payment
* Date stamp both copies of the receipt
* Hand the top copy to the customer
+ Retain the under copy of the receipt in accordance with current procedures! 5¢ (#) below
5.5 Payment with a Smart Card
* Obtain a Payment Vouchers Receipt P4565
Please note: — The reccipt has three copies. The white copy is not required and must be
destroyed.
+ Using the receipt screen preview, complete the following details on the receipt (see paragraph
5.1; page 37):
- the checksum,
- the AP transaction reference number
- the token type ‘QM’, ‘SPM’ or ‘WC’ (this denotes that the payment was made by Smart Card)
- the Refl number
- the Ref2 number
- the value of the transaction
- the method of payment
- Any other information that appears below the ‘Amount line
* Date stamp both copies of the receipt
* Hand the top copy to the customer
+ Retain the under copy of the receipt in accordance with current procedures! S¢ (#) below
i, See Counters Operations Manual; Automated Payments booklet 1; Accounting and despatch
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Subsection 6
Automated Payments
6 Reprinting an Automated Payments transaction receipt
Use this procedure when you need to reprint a receipt for an Automated Payment transaction.
ion provided that the session has not been settled.
You can reprint ar
ipt for a customer
This procedure does not apply to reversal transactions. Since reversal transactions are settled
automatically, reversal receipts cannot be reprinted. (Selection of the reprint facility under these
circumstances would produce a reprint of the session receipt.)
Touch icon sequence to
select Reprint Receipt ® Select the Reprint Receipt option by touching the
following icon sequence:
- Transaction
\ - Serve Customer
- Functions
I - Reprint Receipt
I Please note: Alternatively, you can press the RECPT
key on the keyboard after the second.
¢ copy of the receipt has been printed
‘ and before the session has been settled.
Select transaction from
pick list ® From the displayed pick list, select the Automated
T Payment transaction for which you wish to reprint a
receipt
For information on using pick lists, see System
Administration; System features; Using picklists
¥
Touch Select icon
® Touch the Select icon
The counter printer prints the receipt.
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Subsection 7
Automated Payments
7 Automated Payments during system failure
Use this procedure when a customer wishes to make an Automated Payment and the Horizon
system is unavailable.
If you are in an office with more than one terminal and your terminal has failed, you should use
another terminal whenever possible.
Please note: This procedure does not apply to Smart Card payments which cannot be carried
‘Accept Automated
Payment manually ® Accept the Automated Payment manually
Bar-coded
Bill payment?
out when the Horizon System is unavailable.
© Check whether the payment is by Bar-coded Bill
If the payment is by Bar-coded Bill:
NO Accept bill as Girobank
Transcash payment * Accept the bill as a Girobank Transcash payment.
Please note: Bar-coded BT bills in this instance must
be treated as a normal BT bill. Enter the
bill as a receipt transaction. For
information on receipt transactions, see
Transactions - Serve Customer - Part
y two; Receipt transactions.
REFER For information on Girobank Transcash
ce (i) below
payments!
Y . F
‘Accept Magnetic card If the payment is by Magnetic Card:
payment manually @ Accept the Magnetic Card payment manually
y
REFER For information on the acceptance of Magnetic Card
payments manually T5& (#) below
i. See Counters Operations Manual; Girobank ple/Bunches booklet; Transcash
ii. See Counters Operations Manual; Automated Payments booklet I; Terminals
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v 1
Complete receipts for I
payment manually
© Complete the receipts for the payment manually
I For information on the manual completion of
t I receipts, see subsection 5; Completing manual
receipts.
Re-enter transaction
details
7 system is restored.
® Re-enter the transaction details when the Horizon
For information on recovering transactions after the
system is restored, see subsection 9; Recovery of
Automated Payments.
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Subsection 8
Automated Payments
8 Reversing an Automated Payment
Use this procedure when you need to reverse an Automated Payment (AP) transaction, for example
because a customer wishes to obtain a refund.
Please note: — An AP transaction can be reversed only:
- if the system is connected to the LAN (offices with more than one node only)
- if the customer session in which the original transaction was performed has been completed
- if the system is available
- in the office in which the original transaction occurred
- in the stock unit in which the original transaction was carried out
- until the end of day marker is placed on the day the transaction was carried out (approximately
7.00 p.m.)
- if the Cash Account Period (CAP) has not changed since the original transaction
- if the transaction has not been reversed already
- if the original receipt is presented by the customer
- if the product or service is defined as reversible on the Horizon system
- for a smart card transaction, if the customer has not left the office following the transaction and
must present the card used in the original transaction
- for an SPM smart card transaction, within five minutes of the original transaction
Obtain AP receipt from
customer @ Obtain the original AP receipt from the customer
together with the smart card if it was a smart
transaction
Please note: You must not reverse the transaction if
the customer does not have their
y
Touch icon sequence to
select AP Reversal @ Select the AP Reversal option by touching the
following sequence of icons:
receipt.
- Transactions
v - Reversals
- AP Reversal
Enter APS transaction
reference number © Enter the APS transaction reference number (shown
on the receipt as ‘APS No. XXXXXX’) using either:
- the keyboard
= the on-screen number pad
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If the transaction details on the customer's receipt
are illegible you may print an APS transaction report.
This will show the APS transaction number.
Please note: Do not cutoff the report at this stage.
Cut-offs should only take place at the
end of day. The purpose of printing the
report is for information only, once this
information is obtained, destroy the
APS transaction report.
REFER For information on printing reports, see Reports;
Daily summaries; Producing a daily counter
summary.
Touch ¥ icon
@ Touch the ¥ icon
I The Horizon system will display the transaction
details.
Transaction
details
accepted?
I @ Examine the screen to see whether the transaction
I details have been accepted by the Horizon system
If the details have not been accepted:
i Touch / icon and re-
enter details * Touch the W icon and re-enter the details.
y
I Repeat procedure
+ Repeat the procedure from the flowchart box
I “Enter APS transaction reference number’ on page
44,
Please note: If you do not wish to re-enter the AP
transaction number, touch the Previous
icon.
Transaction
details
correct?
@ Check whether the transaction details are correct
y If the transaction details are not correct:
Touch X icon
YES ¥
* Touch the X icon
The Horizon system will return to the Reversals
¥ screen
Repeat procedure
* Repeat the procedure from the flow-chart box
“Enter APS transaction reference number’ on page
i 44.
y
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Is a reversal
allowed?
YES
y
Touch ¥ icon
Re-enter
transaction
number?
YES
v
Touch Prev
icon
y
Touch the X icon
Al
Repeat procedure
Do you want
to continue with
reversal?
YES y
Touch X icon
y
Touch ¥ icon
@ Examine the screen to see whether a reversal is
allowed
If the reversal is not allowed:
The Horizon system will display a message
explaining why not.
* ‘Touch the ¥ icon to acknowledge the message
© Decide whether you want to re-enter the APS
transaction number, for example because you made
a mistake when entering the number
If you do not want to re-enter the APS transaction
number:
* Touch the Prev icon to delete the reversal.
If you do want to re-enter the APS transaction
number:
* Touch the X icon to delete the current number
+ Repeat the procedure from the flow-chart box
“Enter APS transaction reference number’ on page
44.
@ Decide whether you want to continue with the
reversal
If you decide not to reverse the transaction:
* ‘Touch the X icon.
The Horizon system will return to the Reversals
screen.
@ Touch the ¥ icon
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Subsection 8
Is this a
Smart Card
transaction?
NO
y
Insert Smart Card into
reader when prompted
Touch ¥
icon
Insert
correct card
Any other
YES
problems? =
NO
Follow
instructions
‘on screen
Remove Smart Card
when prompted and
return it to customer
oC
@ Decide whether this is a Smart Card transaction
If this is a Smart Card transaction:
* Insert the Smart Card into the Smart Card reader
when prompted
Please note: The system displays a message saying
sing the card. You must
not remove the Smart Card until the
that it is proce:
system instructs you to do so.
* Examine the screen to see whether the system is
informing you that you have inserted the wrong
card by asking you to remove the card and insert
the correct one:
If the system is informing you that you have
inserted the wrong card:
* Touch the ¥ icon
Please note: If the correct card is not available,
advise the customer that the transaction
cannot be reversed and touch the
Cancel icon to end the transaction.
* Remove the wrong card and insert the correct
one
If the correct card has still not been inserted repeat
procedure from flowchart box ‘Was wrong card
inserted?” on page 47.
* Examine the screen to see whether there are any
other problems with the Smart Card
If there are any other problems with the Smart
Card:
* Follow the instructions on the screen to deal with
the problem.
If there are no other problems with the Smart
Card:
* Remove the Smart Card from the Smart Card.
Reader when prompted and return the card to
the customer
* Go to ‘A’ on page 48.
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Reversal
YES ® Examine the screen to see whether there is a message
failed?
telling you that the reversal has failed
NO Y If there is a message telling you that the reversal
has failed:
Touch ¥ icon
* Touch the ¥ icon
y
Contact Horizon * Contact the Horizon System Helpdesk
System Helpdesk
For information on Help Desks, see Office
Administration; Miscellaneous; Help Desks.
- ©
@ Check whether the printer has printed the first copy
First copy of of the receipt
receipt
printed? ¥ If the printer does not print the first copy of the
Yes Check printer is receipt:
working * Check the printer is working correctly
For information on printers, see Office
Administration; System failure; Equipment Failure
Checklist (dealing with equipment failure).
Touch Retry icon
* Touch the Retry icon
First copy of
receipt
printed?
Pa * Check whether the first copy of the receipt has
now printed.
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Subsection 8
y
Touch Cancel icon
Y
Touch Preview icon
y
Make manual copy of
receipt
Al
Touch X icon
y
Hand customer refund
and copy of receipt
y
Tear off first copy of
receipt
First copy of
receipt
legible?
NO
y
Change counter printer
i ribbon
y
If the first copy of the receipt has still not printed:
* Touch the Cancel icon
* Touch the Preview icon
if there is more than one page, use the ® icon to
scroll through the pages.
* Make a manual copy of the receipt
For information on producing a manual receipt, see
subsection 5; Completing manual receipts.
* ‘Touch the X icon to exit from the receipt
preview
* Hand the customer the refund and a copy of the
receipt
* Go to ‘B’ on page 52.
Tear off the first copy of the receipt
Check that the first copy of the receipt is legible
If the first copy of the receipt is not legible:
* Change the counter printer ribbon
For information on counter equipment, see Office
Administration; Equipment information and
maintenance; Ordering and installing consumables.
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I y
i Make manual copy of
receipt * Make a manual copy of the receipt
I For information on producing a manual receipt, see
/ subsection 5; Completing manual receipts.
wu—_
¥
Touch ¥ icon
® Touch the ¥ icon to confirm the printing of a
T second copy of the receipt
Hand customer refund
and first copy of reversal
receipt
@ Hand the customer
~ the refund
- the first copy of the reversal receipt
Advise the customer to retain their copy of the
receipt as proof of refund.
Please note: If the customer had originally paid by
cheque the cheque should be returned
to them with the reversal receipt. A
stock adjustment will then need to be
carried out to reduce the total amount
of cheques in the stock unit by the
amount of the returned cheque.
Second copy No
of receipt @ Check whether the printer has printed the second
printed? I copy of the receipt
yes y If the printer does not print the second copy of
Cheek printer is the receipt:
working
* Check the printer is working correctly
For information on printers, see Office
‘ Administration; System failure; Equipment Failure
Checklist (dealing with equipment failure)
y
Touch Retry icon
* Touch the Retry icon
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Second copy
of receipt
printed?
* Check whether the second copy of the receipt has
now printed.
No Y If the second copy of the receipt has still not
y printed:
Touch Cancel icon
* Touch the Cancel icon
y
Touch Preview icon
* Touch the Preview icon
Y If there is more than one page, use the # icon to
Make manual copy of
receipt * Make a manual copy of the receipt
scroll through the pages.
For information on producing a manual receipt, see
‘ subsection 5; Completing manual receipts.
y
Touch X icon * Touch the X icon to exit from the receipt
preview
* Go to 'B’ on page 52.
Second copy
of receipt
legible?
@ Check whether the second copy of the receipt is
legible
YES If the second copy of the receipt is not legible:
Make manual copy of fi j eh .
receipt * Make a manual copy of the receipt.
For information on producing a manual receipt, see
subsection 5; Completing manual receipts.
a j
vy
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y
Tear off second copy of
receipt © Tear off the second copy of the receipt
m ) Please note: If the second copy of the receipt tears
in half when you remove it from the
printer, you will need to make a
manual copy of the receipt to obtain a
second copy. For information on
producing a manual receipt, see
subsection 5; Completing manual
receipts.
Ifa manual receipt has been written due to printer
failure hand the customer the refund and the copy of
Attach second copy of that receipt.
reversal receipt to @ Auach the second copy of the reversal receipt to
original receipts both copies of the original receipt
y
Place receipts in your till
@ Place the receipts in your till
Please note: Please ensure that AP receipts are
available at all times in case they are
required for AP recovery. Do not lock
y them away in counter stocks. Receipts.
must be kept in the office for two years.
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Subsection 9
9
Recovery of Automated Payments
There are three types of recovery you may need to carry out on the Horizon system. Below is a
brief description of each. Full details are contained in the relevant procedures.
Session recovery
You will need to recover a session if you have performed transactions on the system but had not
completed them at the time the system failed.
Trai
transaction stack, therefore they will have been partly recorded on the system. In this case the
sactions will have been allocated an AP trans:
ction number and will have appeared in the
system will be aware that there is incomplete information about a transaction and will prompt you
to provide the missing information as soon as it is switched on following the failure.
When you have completed session recovery you will be prompted to carry out disaster recovery.
Disaster recovery
You will need to perform disaster recovery if you have completed transactions on the system and,
as a result of a system failure, the system record of the transactions have been lost. You will be
prompted for disaster recovery every time the Horizon system is reloaded, for example when it is
restarted after a system failure. However, if the s
ystem detects that session recovery is required, i.e.
an AP session was in progress at the time of the system failure, then the system will display the
session recovery screen first.
The Horizon system is generally reloaded, as a matter of course, once a day. This reload takes place
overnight to take account of the possible delivery of reference data. This means that, provided this
reload has taken place, the disaster recovery prompt will be invoked at the first logon, for every
workstation in your office, every day.
Although the Horizon system will automatically prompt for disaster recovery you will only need to
check your receipts and complete the disaster recovery process if there has been a physical failure
with an Horizon system workstation, i.e. an internal component within the processor has broken
and an engineer has attended and replaced the broken part.
When you are prompted for disaster recovery you will have to decide whether a component has
been replaced. If a component has been replaced you will need to confirm that details of receipts
held in your office are recorded on the system. The system will present you with the first two
digits of a receipt number and the date and time of the last receipt recorded on the system and will
ask you if you have any receipts that have a later date and time than that shown. If this is the case
you will need to enter the missing information.
When you have completed disaster recovery you will be prompted to carry out fallback recovery.
Fallback recovery
You will need to perform fallback recovery if the system has been unavailable, for example because
of a system failure, and you have carried out AP transactions during the period that the system was
unavailable.
In this case you will enter information from the manual receipts you completed for these
transactions,
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ubsection Automated Payments
These procedures describe recovery as invoked by the Horizon system. To invoke recovery yourself,
for example if you have performed fallback transactions, wish to perform session recovery, or are
instructed by the system to perform disaster recovery, select the AP Recovery option by touching
the Desktop, Transactions and AP Recovery icons in sequence.
9.1 Session recovery
Use this procedure when you need to carry out session recovery to recover Automated Payment
transactions partially recorded on the system when the failure occurred.
When you log on afier a system failure, the Automated Payment (AP) Recovery screen will be
displayed with a message telling you to ‘recover outstanding AP transactions for any system
receipts beginning nn’ (where nn = the node ID number).
For example: If the system displays the number ‘05’, obtain receipts that have a serial number
beginning with ‘05’, e.g. ‘05-00135"
Obtain receipts for
relevant transactions @ Obtain the receipts produced by the counter printer
for the relevant AP transactions and any manual
receipts produced as a result of printer failure.
Touch ¥ icon
@ Touch the W icon to acknowledge the message
Bo you want @ Decide whether you want to start recovery now
to start
recovery?
Although session recovery is mandatory, it may be
postponed to a more convenient time. However, it is
YES strongly recommended that session recovery is
performed as soon as possible.
If you do not want to start recovery now:
Touch X icon
* Touch the X icon to end session recovery.
If you decide to postpone session recovery, you will
be prompted to carry out disaster recovery unless
this has already been done or you have confirmed
that it does not need to be done. In this case you will
y
Touch ¥ icon
be prompted to carry out fallback recovery.
@ Touch the ¥ icon
The system will display details of a transaction that
did not complete properly.
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Smart
card
transaction?
NO y
Touch ¥ icon
y
Tear off receipt and
place in your till
Do
you have a
receipt?
YES v
Touch X icon
+
Touch ¥ icon
y
® Decide whether it is a smart card transaction
If it is a smart card transaction
* ‘Touch the ¥ icon
The system will print a receipt for the transaction.
+ Tear off the receipt, associate it with the original
receipt and place it in your till
Please note: If the amounts on the original and the
recovery receipts do not agree, enter
the transaction as an AP Smart receipt
(PLU 850), bundle the receipts
together and despatch them
immediately by special delivery to:
The Exceptions Duty
Automated Payments Unit
Transaction Processing
Nol Future Walk
West Bars
Chesterfield
S49 1PF
* Go to ‘A’ on page 56.
If this is a bar-coded document or magnetic card
transaction the system will ask you if you have a
receipt for the transaction.
® Decide whether you have a receipt for the
transaction
If you do not have a receipt for the transaction:
* Touch the X icon
Please note: The recovery of this transaction is
abandoned and therefore not
recovered.
* Goto ‘A’ on page 56.
@ Touch the V icon to printa receipt
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@ Check that the receipt has printed
Receipt
printed? .
For information on reprinting receipts, see
subsection 6; Reprinting an Automated Payments
transaction receipt.
YES
Tear off receipt and
place in your till
® Tear off the receipt, associate it with the original
receipt and place it in your till.
More YES .
transactions? —— @ Examine the screen to see if the system is aware of
I any more AP transactions requiring session recovery
No g . A
y If the system is aware of more transactions:
Repeat procedure
* Repeat the procedure from the flowchart box
“Smart card transaction?’ on page 55.
Proceed to disaster
recovery © Proceed to disaster recovery, see paragraph 9.2; page
57.
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Subsection 9
9.2
Disaster Recovery
Use this procedure to determine if the system needs to recover from a failure that resulted in the
loss of important data.
This procedure is normally performed at the first logon, after the desktop menu has loaded.
If it is necessary to perform disaster recovery, then it must be performed and cannot be postponed.
It is not necessary to have completed any outstanding session recovery before performing disaster
recovery, though it is advisable.
The location of the information that needs to be entered is shown on the examples of receipts in
paragraph 5.1; page 37.
The checksum on the receipt provides a check that the data is entered correctly.
If a magnetic card or bar coded bill transaction cannot be recovered because it has an incorrectly
completed or incorrect manual receipt the transaction must be entered using manual fallback
recovery, see paragraph 9.3; page 63. Smart cards cannot be entered on the system in this instance.
To deal with smart card transactions:
* Enter the transaction as an AP Smart receipt (PLU580)
+ Bundle the receipts together and despatch them by special delivery to:
The Exceptions Duty
Automated Payments Unit
Transaction Processing
Nol Future Walk
West Bars
Chesterfield
S49 IPF
When you perform the first logon at a node after a
system failure the system will display a message
asking if you have any receipts for unrecovered
transactions performed on this node after a given
Receipts in No ume.
specified — ® Decide whether you have any receipts in the range
range? specified by the system
YES y If there are no receipts in this range:
* Touch the X icon
© * Go to ‘C’ on page 61.
¥
Touch ¥ icon
@ Touch the ¥ icon
y
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v
Enter checksum
@ Enter the checksum from any of the AP receipts to
be recovered
Please note: If the checksum you enter is not
accepted, touch the ¥ icon and re-
enter the checksum
The system will display the AP Recovery process
Is d
displayed
correct?
Date Screen,
@ Examine the screen to see whether the displayed.
default date is the same as the date of the AP
YES transaction
v If the date is incorrect:
Touch X icon * Touch the X icon
y
Enter date shown on AP + Enter the date shown on the AP receipt.
receipt
Please note: If the date you entered is not accepted,
re-enter the date on the displayed AP
Date Incorrect screen, then touch the
Y V icon. If the date is still not accepted
enter today’s date.
Enter APS Number
@ Enter the APS Number from the AP transaction
receipt
Please note: If the APS number you enter is not
accepted because of an error, touch the
Continue ¥ icon and re-enter the number.
recovering
transaction?
@ Decide whether you need to continue recovering the
transaction through disaster recovery
If you do not need to continue recovering this
YES I
! transaction:
* Go to ‘B’ on page 61
Y
Touch appropriate
token type @ On the Token Type screen, touch the appropriate
token type
Please note: On the receipt the abbreviation BC
denotes bar-code and the abbreviation
MC denotes Magnetic Card. The
abbreviations QM, SPM and WC are for
Smart Cards.
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Subsection 9
Smart Card
transaction?
NO
y
Enter Ref! and Ref2
numbers
Yy
Enter PAN
Is Service
Code screen
displayed?
YES
NO
y
Enter service code
v
Touch ¥ icon
y y
@ Decide whether you are carrying out a Smart Card
transaction
If you are carrying out a Smart Card transaction:
* Enter the Refl and Ref2 numbers as shown on
the receipt using either:
- the keyboard
- the on-screen number pad
Please note: If the numbers you enter are not
accepted, touch the ¥ icon and re-
enter the Ref1 and Ref2: numbers.
* Goto 'C’ on page 61.
If you are carrying out bar-coded or magnetic
swipe card transactions:
@ Enter the PAN (shown as Ref) from the receipt using
either:
- the keyboard
= the on-screen number pad
@ Examine the screen to see whether the Service Code
screen is displayed
Please note: If the service code is not included in
the Primary Account Number (PAN),
the Service Code screen will be
displayed.
If the Service Code screen is displayed:
* Enter the service code
The service code is shown on the receipt and may
contain up to four digits.
If the service code is less than four digits, enter one
or more zeros, as appropriate, before the digit (e.g.
24 must be entered as 0024)
* Touch the ¥ icon
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Service code
accepted? * Check whether the service code has been
accepted
NOY
Y If the service code has not been accepted:
Re-enter number
* Re-enter the number
'
Touch ¥ icon * Touch the ¥ icon.
Please note: If the service code is still not accepted,
—— contact the Horizon System Helpdesk,
see Office Administration;
Miscellaneous; Help Desks.
y
Enter value of
transaction © Enter the value of the transaction using either:
- the keyboard
= the on-screen number pad
Has value
been
accepted?
@ Examine the screen to see whether the transaction
value has been accepted
YES i Please note: If the value you have entered does not
agree with what the system was
expecting, the system tells you that you
have entered invalid data.
y If the transaction value has not been accepted:
Touch ¥ icon * Touch W icon
y
Re-enter value and + Re-enter the value and repeat the procedure from
repeat procedure “Has value been accepted?’ on page 60.
v
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Smart Card YES
transaction? —
No Y
Enter details when
requested
y
Touch method of
payment
Recovery
from receipts
completed?
YES
Touch X icon
y
Repeat procedure
¥
Touch ¥ icon
x ©
y
Decide whether this is a Smart Card transaction
If this is a Smart Card transaction:
* Enter the details when requested using either:
- the keyboard
= the on-screen number pad
Please note: For a QM card the Timestamp, Region
and Credit on Card should be entered.
For an SPM card the Meter Number,
Region and Volume on Card should be
entered. For a WC card the Meter
Number and Credit on Card should be
entered.
If the smart card information you enter
is not accepted, touch the ¥ icon and
re-enter the information.
On the Method of Payment screen, touch the
appropriate method of payment
Please note: The system prints a receipt which
should be retained.
Decide whether you have completed the recovery of
unrecovered AP transactions using the information
from printed receipts
If you have not completed the recovery:
* Touch the X icon
* Repeat the procedure for the next receipt to be
recovered from the flow chart box ‘Enter
checksum’ on page 58.
Touch the ¥ icon
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@ Decide whether you want to start recovering fallback
Recover
No transactions now
fallback
transactions?
If you do not want to start recovering fallback
YES y transactions now:
Touch X icon * Touch the X icon
y
Touch Finish icon to * ‘Touch the Finish icon to settle the recovery
settle recovery session session.
For information on settling transactions,
subsection 12; Settling transactions.
Please note: When you decide to start entering
the AP
Recovery option by touching the
fallback transactions, sel
Desktop, Transactions and AP Recovery
icons in sequence. Then continue with
the procedure from paragraph 9.3;
¥ page 63.
Touch ¥ icon
* Touch the ¥ icon on the Fallback screen
¥
Proceed with fallback
recovery
* Proceed with fallback recovery see paragraph 9.3;
page 63.
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Subsection 9
9.3 Fallback Recovery
Use this procedure when you need to record on the Horizon system details of AP transactions
performed manually while the system was unavailable.
Please note: _It is not necessary to have completed any session recovery before performing
fallback recovery, although it is advisable.
@
Obtain AP manual
receipts
Is date
displayed
correctly?
YES
y
Touch X icon
¥
Enter date shown on AP
receipt
«I
v
Touch ¥ icon
Is token type
on receipt?
@ Obtain the AP receipts produced manually while the
system was unavailable
Examine the screen to see whether the default date
shown on the Date screen of the Fallback Process is
correct for the AP transaction
If the receipt is not dated or is unreadable, or if an
error was made, touch the ¥ icon to accept the
default date.
If the date shown is not correct
* Touch the X icon
* Enter the date shown on the AP receipt.
Please note: If the date you entered is not accepted,
re-enter the date on the displayed AP
Date Incorrect screen, and then touch
the W icon. If the date is still not
accepted enter today’s date.
‘Touch the ¥ icon
Examine the receipt to see if the token type is
recorded on it
If the token type is not recorded on the receipt:
* Examine the receipt to try to identify the token
type
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Is receipt Yes * Decide whether the receipt is an imprinter foil.
imprinter
foil?
y Ifthe ee .
e receipt is an imprinter foil:
No Touch MC P P
token type * ‘Touch the MC (magnetic card) token type
isrecelp= \ Jeg * Decide whether the receipt is a miscellaneous
bar-coded bill aa receipt P1091L or a bar-coded bill foil
foil? I
If the receipt is a bar-coded bill foil:
No
Touch BC * Touch the BC (bar-code) token type
token type
) * Goto ‘D’ on page 64.
Y If you are unable to identify the token type:
Enter transaction * Enter the transaction as an AP receipt (PLU241).
Bundle up the receipt and despatch immediately
by special delivery to:
The Exceptions Duty
Automated Payments Unit
Transaction Processing
No I Future Walk
West Bars
Chesterfield
y S49 IPF
Touch token type © ‘Touch the token type (as shown on the receipt) on
the left hand side of the screen
Le ©) Please note: On the receipt the letters BC denote
bar-code and MC denote Magnetic
Card.
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y
Enter customer
reference number @ Enter the customer reference number from the
receipt using either:
i - the keyboard
= the on-screen number pad
Please note: If you enter an invalid number, touch
the ¥ icon to acknowledge the
message, then enter the correct
number.
Customer
reference
accepted?
@ Check whether the reference has been accepted
y
YES Enter transaction as AP
receipt + Enter the transaction as an AP receipt (PLU241)
If the reference has not been accepted:
Please note: The receipt must be bundled up and
must be despatched immediately by
special delivery to:
I The Exceptions Duty
I Automated Payments Unit
Transaction Processing
i No I Future Walk
West Bars
Chesterfield
S49 IPF
Bar-coded
document
transaction?
@ Decide whether you are carrying out a bar-coded
document transaction
No y If you are carrying out a bar-coded document
I ® transaction:
* Go to 'E’ on page 66.
is Service
Code screen
displayed?
YES
— @ Examine the screen to see whether the Service Code
screen is displayed
Please note: If the service code is not included in
the Primary Account Number (PAN),
the Service Code screen is displayed.
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If the Service Code screen is displayed:
Service No * Decide whether you know the Service Code.
code known? - .
y If you do not know the Service Code:
YES Enter as AP * Enter the transaction as an AP receipt (PLU241)
i receipt
\ ¥
/ Despatch to
i TP + Bundle up the receipt and despatch immediately
I by special delivery to:
I The Exceptions Duty
I Automated Payments Unit
/ Transaction Processing
I No I Future Walk
West Bars
I Chesterfield
y S49 IPF
Enter Service Code
from receipt * Enter the Service Code as shown on the receipt
y
Touch ¥ icon
* Touch the ¥ icon
Yes Has Service * Check whether the Service Code has been
Code been
accepted? accepted.
NOY
y .
Enter in EPOSS line as If the Service Code has not been accepted:
‘non-product’ product + Enter the transaction as an AP receipt (PLU241)
y
Despatch to TP * Bundle up the receipt and despatch immediately
by special delivery to:
<a. ( E ) The Exceptions Duty
Automated Payments Unit
Transaction Processing
No I Future Walk
West Bars
Chesterfield
S49 IPF
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Transaction
value known?
YES
Attempt to identify
value of transaction
Amount
zero or not
identifiable?
Enter as AP receipt
y
Despatch to TP
y
Enter transaction value
y
Touch ¥ icon
Has value
been
accepted?
YES v
i Touch ¥ icon
y v
Decide whether you know the value of the
transaction
If you do not know the value of the transaction:
* Atempt to identify the value of the transaction
Please note: You may contact the customer if
possible, or try to associate the amount
with a payment method, e.g. a cheque.
* Decide whether the amount is zero or not
identifiable
If the amount is zero or not identifiable:
«Enter the transaction as an AP receipt (PLU241)
* Bundle up the receipt and despatch immediately
by special delivery to:
The Exceptions Duty
Automated Payments Unit
Transaction Processing
No I Future Walk
West Bars
Chesterfield
S49 IPF
Enter the value of the transaction using either:
- the keyboard
~ the on-screen number pad
Touch the Y icon
Examine the screen to see whether the transaction
value has been accepted
If the transaction value has not been accepted:
* Touch the ¥ icon
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Has value
been entered
correctly?
Touch Re-
y
I enter icon
Re-enter
value
Touch appropriate
method of payment
Has
receipt
printed?
YES Y
Check printer
REFER
y
Touch ¥ icon
<——_—_—_———!
Attach receipts
together
* Check if the value has been entered correctly
If the value has not been entered correctly:
* Touch the Re-enter icon
* Re-enter the value and repeat the procedure from
“Has value been accepted?” on page 67
If the value is entered correctly:
© Touch the Override icon.
On the Method of Payment screen, touch the
appropriate method of payment
Please note: If the method of payment is not
known, touch the Cash icon. If the
Cash icon is not available, select an
appropriate method of payment.
Check whether a receipt has printed
Ifa receipt has not printed:
* Check the printer
For information on dealing with printer failures, see
Office Administration; System failure; Equipment
Failure Checklist (dealing with equipment failure).
* Touch the ¥ icon.
Attach the single copy receipt to the manual fallback
transaction receipt.
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y
Place receipts in till
©@ Place the receipts in your till
Continue
fallback
recovery?
@ Decide whether you wish to continue fallback
recovery
NO . A
y If you do wish to continue fallback recovery:
Touch ¥ icon
* Touch the ¥ icon
y
Repeat procedure * Repeat the procedure from the flow chart box ‘Is
date displayed correctly?’ on page 63.
y
Touch X icon
@ Touch the X icon
—_¥
Touch Finish icon to
settle recovery session ® ‘Touch the Finish icon to settle the recovery session.
For information on settling transactions, see
Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions.
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Subsection 10
Automated Payments
10 Automated Payments ‘Out of Hours’ Transactions
This procedure describes the accounting procedure for Automated Payment transactions performed
outside of the agreed post office opening hours (‘Out of Hours’ transactions).
To simplify the transaction and to assist in balancing and cash account preparation all Out of Hours
transactions must be performed using a separate and easily identifiable stock unit specially created
for this purpose, the Out of Hours (‘OOH’) stock unit. For information on creating a stock unit,
see Office Administration; Stock unit administration; Creating a stock unit.
The procedure for dealing with Out of Hours transactions on the Horizon system will depend on
whether you have permission to use the post office area outside the agreed post office opening
hours.
10.1 Offices with access to the Horizon system outside of the agreed post office
hours
Please remember: Bar-coded bill payment, magnetic card payments and smart card payments
must be recorded on the Horizon System at the time of the transaction.
Transactions accepted on days other than the day of the office balance
* Perform bar-coded bill payment, Magnetic card payment and smart card payment transactions
on the Horizon system as normal, using the OOH stock unit.
Transactions accepted on the day of the office balance
* Balance all stock units except for the OOH stock unit and roll them into the next Cash Account
Period (CAP), as normal, see Balancing booklet.
Once these stock units have been rolled into the next CAP, they will be available for use on the next
working day, even if the Cash Account has not been produced.
Please note: ‘The OOH stock unit must be kept in the current CAP for recording Out of Hours
transactions.
+ Perform bar-coded bill payment, Magnetic card payment and smart card payment transactions
on the Horizon system as normal, using the OOH stock unit.
When all the “Out of Hours’ transactions have been performed on the Horizon system:
* balance the OOH stock unit and roll it into the next CAP as normal.
* proceed with the Cash Account, see Balancing booklet.
10.2 Office with no access to the Horizon system outside of the agreed post office
hours
If you do not have access to the post office secure area outside normal post office hours
* complete Magnetic card payments on an imprinter at the time of the transaction! S¢ ( below
i, See Counters Operations Manual; Automated Payments booklet 1; Imprinters; General information
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* enter them as individual transactions onto the Horizon system during the next period of post
office operation.
Please remember: Bar-coded bill payment and smart card payment transactions cannot be
undertaken Out of Hours.
+ Keep all payments and the supporting documentation accepted for ‘Out of Hours’ transaction
separate to the money accepted for your private business in a secure place until the next period
of post office operation.
‘Transactions accepted on days other than the day of the office balance
* Perform Magnetic card payments transactions on the imprinter at the time of the
transaction! S¢¢ () below
* Enter the transactions as manual AP transactions on the Horizon system during the next period
of post office operation, using the OOH stock unit, see subsection 4; Automated Payments.
manual procedure
‘Transactions accepted on the day of the office balance
* Balance all stock units, including the OOH stock unit, and roll them into the next CAP as
normal, see Balancing booklet.
* Proceed with the Cash Account.
* Perform Magnetic card payments transactions on the imprinter at the time of the transaction!
See (i) below
+ Enter the transactions as manual AP transactions on the Horizon system on the next working
day, using the OOH stock unit, see subsection 4; Automated Payments manual procedure.
Please note: ‘Out of Hours’ transactions which are accepted on office balancing day must be
entered onto the Horizon system using the OOH stock unit after it has been
balanced and rolled into the next CAP, on the next working day.
* Attach manual imprinter receipts to the printed Horizon receipts and keep them for two years.
Please note: —_ imprinter receipts must NOT be despatched to Data Central.
Associate all payments accepted for these products with the ‘Out of Hours’ stock unit.
i, See Counters Operations Manual; Automated Payments booklet 1; Imprinters; General information
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Transactions - Serve Customer - Part two
Contents
Contents
Transactions - Serve Customer - Part two
OBCS Pension & Allowances
General information - Order Book Control Service...
Receiving bar-coded order books in your office...
Redirecting bar-coded order books to another office
Cashing DSS Girocheques...
Issuing Milk Tokens ....
Issuing a new bar-coded order book..
Encashing benefit on a bar-coded order book...
Encashing benefit on an order book that does not have a bar-code ..........46+
OBCS during system failure ........
Prescription Charge Refunds
Entering order book information manually
Non OBCS Pension & Allowances (NI)
Issuing Milk Tokens ....
Cashing DHSS (NI) Girocheques
Encashing benefit on an order book ..
Encashing benefit when the Horizon system is unavailable
Bureau de Change transactions
Bureau de Change Pre-order ..............
Bureau de Change On Demand
Receipt transactions
Receipt transactions
Payment transactions
Payment transactions...
Page
64
70
81
85
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OBCS Pension & Allowances
Introduction
This booklet contains information about OBCS and non-OBCS Pension and Allowances (NI),
Bureau De Change, Receipt Transactions and Payment Transactions.
Information about settling transactions, printing receipts, pre-purchase and non value transactions,
local schemes, cashing other banks’ cheques, discounting retail items and recovery if the system
fails is contained in the Transactions - Serve Customer - Part three booklet.
‘The non-OBCS Pension and Allowances (NI) section of this booklet covers all pension and
allowances for Northern Ireland. This section of the guide includes issuing milk tokens, cashing
DHSS Girocheques, encashing benefit when the Horizon System in unavailable and encashing an
order book.
You should also use this section if you are an OBCS office encashing a non-OBCS pension or
allowance foil.
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Subsection I
OBCS Pension & Allowances
I General information - Order Book Control Service
The Order Book Control Service (OBCS) is the system for checking bar-coded order books (see
illustration below) against a system stop list as a fraud prevention measure.
The stop notice is used to determine whether a payment should be made or restricted in some way.
It also provides a check on the status of order books on receipt in the office and when they are
issued to customers.
Redirection also provides an audit trail for the movement of order books from one office to
another.
OBCS uses the Electronic Point of Sale (EPOSS) for other customer service functions and as the
interface for benefit accounting requirements.
Customer Common Payment Package
Reference Number Number (CPP Number)
Serial Number Bar-code
You scan the bar code on the front cover of an order book:
- when you receive the book in your office
- when you issue the book to the payee
- whe the customer presents the book for payment
‘The Horizon system then checks the system stop and recall notices and advises you if a payment is
to be made, if it is to be restricted in some way, or if the book is to be impounded.
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Subsection I .
ubsection OBCS Pension & Allowances
The possible messages are:
= Encash (pay valid foils as requested by the customer)
= Recall (pay valid foils either up to and including a specific date or one valid foil and impound
the order book)
= Impound (impound the order book without payment)
Please note: — Since some counterfeit order books may pass the Horizon system validation rules
you must perform manual checks of books, in conjunction with the system
checks
to ensure that books are valid. For information about validating order
bookst Se (i) below
1.1 Horizon System Helpdesk - OBCS validation service
An OBCS validation service is provided by the Horizon System Helpdesk. Use this for validating
bar-coded order books during a period of system failure. The Horizon System Helpdesk should be
contacted during an encashment transaction:
= if the Horizon system has failed and is not available for use or
- where a Network failure message is displayed.
and
for local books:
Where the current or previous week’s system stoplist is not available, another cannot be printed
and the total value of the encashment exceeds £200.
for foreign books:
Where more than one foreign book is presented or the total value of encashment exceeds £200.
When contacting the Horizon System Helpdesk you will need to provide the following order book
details:
- Customer reference number
- Order book serial number
- CPP number
If the book is not on the printed stoplist and/ or has been validated by the Horizon System
Helpdesk but you are still suspicious, contact your local BA Sector Fraud Validation line.
i, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; General information
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2. Receiving bar-coded order books in your office
Please note: You will receive bar-coded books across the counter by post or delivery agent.
When you receive a bar-coded order book or a batch
© of bar-coded order books in your office:
Touch icon sequence to
select OBCS Receive
@ Select the OBCS R
book option
the following sequence of icons:
ve book option by touching
- Token Mgmnt
Y - Receive Book
Take order book or an
order book fron batch @ Take the order book or an order book from the batch
@ Check the order book for damage! See () below
Is order book
visibly
damaged?
If the book is torn or defaced in any way
NO
Return book to Issuing
‘Authority + Return the book to the Issuing Authority with a
covering letter
@ Check that your office of payment is printed on the
front cover
If the office of payment on the front cover is not
¥ your office:
Redirect book to office
shown on cover
* Redirect the book to the office shown on the
book cover.
For information on redirecting bar-coded order
books to another post office, see subsection 3;
Redirecting bar-coded order books to another office.
Please note: Do not scan books with an incorrect
office of payment as received at your
office. If you accidentally scan a
misdirected book, see subsection 3;
v Redirecting bar-coded order books to
i, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; General information
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Subsection 2 .
ubsection OBCS Pension & Allowances
I another office.
i If the right office of payment is shown
I on the book cover, but the office
address details are incorrect, amend the
address so that it is shown correctly.
y
I Repeat procedure for * Repeat this procedure from the flow-chart box
next book “Take order book or an order book from batch’
I on page 3.
@ Scan the bar-code on the front of the order book.
Scan bar-code on front
of book
For information on scanning a bar-code, see Office
Administration; Equipment information and
maintenance; Counter equipment.
Please note: When the bar-code is read successfully,
the Horizon system will beep.
Has bar-code
been read? @ Check to see whether the bar-code has been read
successfully
Yes Please note: You should make up to three attempts
to scan the bar-code successfully. If the
barcode reader is not working, you
must report the fault as soon as posible,
see Office Administration; System
failure; Equipment Failure Checklist
(dealing with equipment failure).
If the bar-code has not been scanned after three
y attempts:
Touch Manual Input icon * Touch the Manual Input icon
y
Enter order book bar- * Enter the order book bar-code information
code manually manually.
For information on entering bar-code information
manually, see subsection 11; Entering order book
information manually.
Please note: It is important that you record whether
it is the bar-code or the bar-code reader
that has failed, as this determines
whether the book should be
impounded
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“Network
Failure’ message
displayed?
NO i
Touch ¥ icon
y
Touch Desktop icon
y
Repeat procedure later
is bar-code
same as
previous one?
No™
Do you wish
to proceed?
y
Touch X
icon
y
Repeat
procedure
i
@ Examine the screen to see whether the system
displays a message advising that it is unable to
receive order books on the Horizon System at the
moment due to Network failure.
If this message is displayed:
* Touch the ¥ icon
* Touch Desktop icon to return to the Desktop.
* Receive the bar-coded order books into your
office later
Please note: You cannot carry out receipt of books
whilst the system is unable to contact
the central system due to network
failure.
If you need to issue an order book before you are
able to receive it onto the system, see subsection 9;
OBCS during system failure (Follow the procedure
from flow-chart box ‘Are you issuing a book?’).
@ Examine the screen to see whether the system
displays a message advising that the bar-code is the
same as the previous one
If this message is displayed:
* Decide whether you wish to proceed with the
wansaction
If you have scanned the wrong bar code:
* ‘Touch the X icon if you wish to exit this
transaction
* Repeat the procedure from the flow-chart box
“Take order book or an order book from batch’
on page 3
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I y
I Touch ¥ icon
* Touch the ¥ icon to proceed
on J The Horizon system will check that this book is
Impound
message
displayed?
NO
Touch ¥ icon
Impound book
Check counters in
Summary Panel on
screen
y
valid for receipt into your office.
Examine the screen to see whether an Impound
message is displayed
If the screen displays an Impound message:
Either the bar-code is invalid or faulty, or the book is
on a stoplist or recall notice.
* ‘Touch the ¥ icon to acknowledge the message
The screen will display the OBCS Receive In screen.
* Impound the book
For infromation on impounding an order
bookt See (i) below
Check the counters in the Summary Panel on the left
hand side of the screen; these should have been
incremented as follows:
- if the bar-code has been read or entered
manually due to bar-code reader failure and
is valid (and the book is not on a stoplist or
recall notice), the Horizon system will
increment the Scanned total by 1
- if the bar-code has been read or entered
manually and is not valid, or is valid (and the
book is on a stoplist or recall notice), the
Horizon system will increment the Impound
total by 1
- if the bar-code is valid but the information
was entered manually because the bar-code is
faulty, the system will increment the Unread
total by I
i, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; General information
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Subsection 2
Y
Place book to one side
Repeat procedure
y
Touch Desktop icon
y
File order books
securely
When you have finished, the counter in the
summary panel will provide the number of bar-
coded order books received in the batch.
@ Place the order book to one side
@ Are there any more order books to be received?
If there are more books to be received:
* Repeat the procedure from the flow chart box
“Take order book or an order book from batch’
on page 3.
@ ‘Touch the Desktop icon to return to the Desktop
@ File the order books in a secure placet S¢¢ () below
i, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; General information
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Subsection 3 .
ubsection OBCS Pension & Allowances
Touch icon sequence to
select OBCS redirect
Redirecting bar-coded order books to another office
Use this procedure when you need to redirect an order book or a batch of order books after
written instructions have been received from the Benefits Issuing Authority, or a request has been
received from another post office on form P578, or if the book has been delivered to the wrong
office.
Please note: __ If order books are returned to the Benefits Issuing Authority, they must not be
redirected on the system
@ Select the OBCS Redirect Book option by touching
book option ~
P the following sequence of icons:
v - Token Mgmnt
Scan bar-code on order
- Redirect Book
book @ Scan the bar-code on the front of the order book
REFER For information on scanning bar-codes, see Office
Administration; Equipment information and
maintenance; Counter equipment.
When the bar-code is read, the Horizon system will
Bar-code
read
successfully?
increment the scanned count by 1.
@ Check whether the bar-code has been read
successfully
Yes The bar-code reader will beep when the bar-code
has been read successfully.
Please note: You should make up to three attempts
to scan the bar-code successfully.
If the bar-code reader is not working,
you must report the fault as soon as
possible, see Office Administration;
System failure; Equipment Failure
Checklist (dealing with equipment
failure).
If the bar-code has not been read after three
y attempts:
Touch Manual Input icon
* ‘Touch the Manual Input icon
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y
I Enter order book
bar-code manually .
Enter the order book bar-code information
manually.
I For information on entering bar-code order book
information manually, see subsection 11; Entering
order book information manually.
Barcode
same as previous
YES
message? @ Examine the screen to see whether the system
displays a message advising that the bar-code is the
NO same as the previous one
Do you If this message is displayed:
‘ NO
wish to — * Check whether you wish to proceed.
proceed? I
If you do not wish to proceed:
YES Touch x
icon * Touch the X icon
y
Repeat + Repeat the procedure from the flow-chart box
Procedure “Scan bar-code on order book’ on page 8, if
applicable, or touch the Desktop icon to return to
the Desktop.
y If you do wish to proceed:
Touch ¥ icon ;
* Touch the ¥ icon
a
YES @ Examine the screen to see whether an Impound
message i] message is displayed
displayed? $Sag play
I If the screen displays an Impound message:
Y The bar-code is invalid or faulty.
Touch ¥ icon + Touch the ¥ icon to acknowledge the message
The system will display the OBCS Redirect Out
screen
v
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Subsection 3 .
ubsection OBCS Pension & Allowances
y
Impound book
* Impound the book 1 S¢¢ () below
le 7
Check counters in @ Check the counters in the Summary panel on the left
summary panel on hand side of the screen. These should have been
screen incremented as follows:
- if the bar-code has been read or manually
entered due to bar-code reader failure and is
valid, the Horizon system will increment the
Scanned total by 1
- _ if the bar-code has been read and is not valid,
or if the bar-code is valid but the information
was entered manually because the bar-code is
faulty, the Horizon system will increment the
Unread total by 1
When you have finished, the counter in the
I summary panel will provide the number of bar-
Y coded order books redirected.
Place book to one side @ Place the book to one side
“Any more
books to
@ Check whether there are there any more books to be
redirect? redirected
No v If there is another order book to be redirected:
Repeat procedure + Repeat the procedure from the flow chart box
I
‘Scan bar-code on order book’ on page 8.
Touch Desktop icon
@ Touch the Desktop icon
v
Send books to relevant
offices
@® Send each redirected book to the relevant office.
i, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; General information
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Subsection 3
OBCS Pension & Allowances
For information on order book redirection,
f See (i) below
i. See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; Receipt and recall of order books in
your office
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Sub: ion 4 .
ubsection OBCS Pension & Allowances
4 Cashing DSS Girocheques
When a customer presents a DSS Girocheque for
encashment:
Obtain and check DSS
Girocheque
T make the usual checks
@ Obtain the DSS Girocheque from the customer and
For information on checking DSS Girocheques,
+ See (i) below
Select green giro option
@ Select the Green giro option by touching the
following sequence of icons:
- Transaction
- Serve Customer
Enter the amount - Green giro
@ Enter the amount using either:
I - the keyboard
- the on-screen number pad
Touch ¥ icon
® Touch the ¥ icon
Milk Tokens
due! @ Check whether Milk Tokens are due
If Milk Tokens are due:
NO
Issue Milk Tokens + Issue Milk Tokens to the customer
For information on the issue of Milk Tokens, see the
illustration in subsection 5; Issuing Milk Tokens.
——_¥
Touch Finish icon @ Touch the Finish icon
y
i, See Counters Operations Manual; Benefits Agency booklet; DSS Girocheques
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Subsection 4
en
Settle transaction
REFER)
y
Place DSS Girocheque
ill
REFER’
y
ad
® Settle the transaction
For infomation on settling a transaction, see
‘Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions.
@ Place the DSS Girocheque in your till.
For infomation on accounting of DSS Girocheques,
+ See (i) below
For information on obtaining a weekly report of
paid DSS Girocheques, see Reports; Weekly
summaries; Producing a weekly office summary.
i, See Counters Operations Manual; Benefits Agency booklet; DSS Girocheques; Weekly accounting and despatch
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Subsection 5 .
ubsection OBCS Pension & Allowances
5 Issuing Milk Tokens
When you need to issue Milk Tokens to a customer
who is encashing a DSS Girocheque or a Pension and
Allowance Book:
Please note: For Pension & Allowance encashments,
this proc
only needs to be followed
if Milk Tokens were not issued during
the encashment transaction.
Check and confirm
number of Milk Tokens @ Check and confirm the number of Milk Tokens due
For information on Milk Tokens, f Se () below,
Y
Touch P and A icon
@ Touch the P and A icon
Please note: If the P and A menu is not displayed,
touch the following sequence of icons:
- Transactions
- Serve Customer
- Other Products
Pand A (P & A milk and Green
Y - Giro milk icons are included in
the P and A menu)
Enter number of tokens
due
@ Enter the number of Milk Tokens
For infomation on entering a number using the
Quantity icon, see System Administration; System
features; Using the Quantity icon
Touch appropriate Milk
Token icon @ ‘Touch the appropriate Milk Token icon as follows:
/ - Green giro milk, for DSS Girocheque
I encashments
- P& Amilk tkn, for Pension and Allowance
y
i, See Counters Operations Manual; Benefits Agency booklet; Milk Tokens; Issue of Milk Tokens
encashments
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The system will show the number of Milk Tokens in
the Transaction Stack. No value is given.
Issue Milk Tokens ® Issue the Milk Tokens to the customer
For information on issuing milk tokens
I manually? See (i) below
v
Touch Finish icon
@ Touch the Finish icon
y
Settle the transaction
® Settle the transaction
For information on settling transactions, see
Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions.
Please note: If there are no value items displayed in
the Transaction Stack, on the right
i hand side of the screen, touch the
y Finish icon to complete the transaction
and the Serve Customer menu will be
displayed.
i, See Counters Operations Manual; Benefits Agency booklet; Milk Tokens; Issue of Milk Tokens
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Sub: tion 6 .
ubsection OBCS Pension & Allowances
6 Issuing a new bar-coded order book
Use this procedure when you need to issue an initial bar-coded order book to a customer on
presentation of a Pick-Up Notice (PUN) or a replacement order book on presentation of an expired
book.
The system will check for stop and recall notices and, as a result, may display a message telling you
to impound the book or to pay one or more valid vouchers and then impound the book.
©
Obtain PUN or expired @ Obtain the PUN or expired order book and evidence
order book of identity (if required) as follows:
- for the collection of an initial order book from
the post office, Tee) below
v - for an initial order book issued direct to the
customer, T¢¢ (li) below
Select OBCS Booklet
option @ Select the OBCS Booklet option by touching the
following sequence of icons:
- Transactions
- Serve Customer
- Other Products
- PandA
- OBCS Booklet
‘Scan bar-code on new
order book @ Scan the bar-code on the new order book
y
i, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; Collection of order books from post
offices
ii, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; Procedure for books issued direct to
customers by Issuing Authority
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Touch Manual Input icon
and enter details
y
Touch ¥ icon
'
Impound book
“Network
Failure’ message
displayed?
Y y
For information on scanning a bar-code, see Office
Administration; Equipment information and
maintenance; Counter equipment
The system will display the Issue screen.
Check to see whether the bar-code has been read
successfully
Please note: You should make up to three attempts
to scan the bar-code successfully.
If the bar-code has not been scanned successfully
after three attempts:
* Touch the Manual Input icon and enter the
customer reference details from the order book,
as requested on the Customer Reference/Issue
screen.
For information on Manual Input, see subsection 11;
Entering order book information manually.
Examine the screen to see whether an Impound
message is displayed
If the Impound Notice screen is displayed with
the message ‘This book must be hole punched,
impounded and returned to the Issuing
Authority’:
Either the bar-code is invalid, or the book is on a
stoplist.
* Touch the ¥ icon to acknowledge the notice
The transaction is ended and the system will display
the Serve Customer screen.
+ Impound the book, 1S () below
Examine the screen to see whether the system
displays a message advising of Network Failure
i, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; General information
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Sub: tion 6 .
ubsection OBCS Pension & Allowances
If this message is displayed:
The Horizon system cannot contact the central
system to validate the book against the stop list.
Is book on
printed
stoplist?
* Check your printed stop list to see whether a stop
has been placed on the book.
Please note: Foreign order book encashments
No where more than one foreign book is
presented or the value of the combined
foils from foreign order books exceeds
£200 should be validated with the
Horizon System Helpdesk. If the book
has been validated by the Horizon
System Helpdesk, but you are still
suspicious, contact your local BA Fraud
Sector Validation line. For information
on Horizon System helpdesks, see
Office Administration; Miscellaneous;
Help Desks
If the book is on the printed stoplist:
Touch P P
X icon * Touch the X icon
Impound + Impound the order book
order book
For information on impounding an order book
$ See (i) below
y If the book is not on the printed stoplist:
Touch Continue icon * Touch the Continue icon
@ Examine the screen to see whether the message ‘Pay
maximum of one valid foil (if any) then impound
book and return to Issuing Authority’ is displayed
“Pay max one
foil/impound
message?
y
i, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; General information
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If the screen displays this message:
The order book is on a recall list or the bar-code
details have been manually input due to a faulty bar-
code.
Valid
foil for
payment?
* Check whether there is a valid foil to be encashed
f See (i) below
If there is no valid foil to be encashed:
c Foust * Touch the Cancel icon to exit the transaction
ancel icon
Please note: The transaction is ended and the Serve
¥ Customer screen is displayed.
Impound
book * Impound the book
REFER For information on impounding a book 1 S*¢ (#!) below,
y If there is a valid foil for encashment:
Touch Impoundicon * Touch the Impound icon
The system will display the ‘Enter Unit Price of
1 Foils/Encash’ screen.
Encash one valid foil + Encash one valid foil only
only
For information on encashing benefit on a bar-
coded order book, see subsection 7; Encashing
y benefit on a bar-coded order book.
Impound book * Impound the book
For information on impounding a book T See ()
below
y
i, See Counters Operations Manual; booklet; ; Standard payment to the payee
ii, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; General information
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Sub: tion 6 .
ubsection OBCS Pension & Allowances
Pay
valid foils YES @ Examine the screen to see whether the message ‘Pay
and Impound’ valid foils and Impound’ is displayed
message?
No If the screen displays this message:
The order book is on a recall list.
Valid foils for \ NO * Check whether there are any valid foils to be
payment? I encashed TS€¢ (i) below
Y If there are no valid foils to be encashed:
Touch * Touch the Cancel icon to exit the transaction
Cancel icon
The transaction is ended and the system will display
y the Serve Customer screen.
Impound
book
* Impound the book
REFER For information on impounding a book fS¢ (#) below
'
Touch Impound icon
If there are valid foils for encashment:
* Touch the Impound icon
{ The system will display the ‘Enter Unit Price of
Foils/Encash’ screen.
Encash required
valid foils + Encash valid foils, as required.
For information on encashing benefit on a bar-
coded order book, see subsection 7; Encashing
benefit on a bar-coded order book.
Impound book + Impound the book
For information on impounding books t S¢ () below
y
i, See Counters Operations Manual; booklet; ; Standard payment to the payee
ii, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; General information
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OBCS Pension & Allowances Subsection 6
Y
Datestamp book
@ Datestamp the order book
Does
Cstomer require 8S,
payment? I @ Check for valid foils and whether the customer
requires a payment 5 (0 below
NO u
y
Touch Continue icon If the customer requires payment:
'
Encash required valid
foil(s) * Encash the valid foil
* Touch the Continue icon
) as required
For information on encashing benefit on a bar-
coded order book if the bar code scans, see
subsection 7; Encashing benefit on a bar-coded
order book.
y
Touch Issue icon
e
Touch the Issue icon
Issue new book to.
customer
@ Issue the new order book to the customer.
. . ‘ Se below
For information on issuing order books tS¢ (ti) below,
The system will display the Transactions Serve
Customer screen.
i, See Counters Operations Manual; booklet; ; Standard payment to the payee
ii, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; Collection of order books from post
offices
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Subsection 7 .
ubsection OBCS Pension & Allowances
7 Encashing benefit on a bar-coded order book
When a customer presents a bar-coded order book to encash benefit.
This procedure is only for bar-coded order books.
For general instructions on the encashment of Pensions and Allowances 1 S¢¢ (1) below
For encashment of benefit using an order book that does not have a bar-code, see subsection 8;
Encashing benefit on an order book that does not have a bar-code.
For manual treatment of foreign office encashments! S¢ (#') below
Obtain order book
from customer @ Obtain the order book from the customer and make
i] the usual checks
For information on checking the order book for
t alterations, etc T Se @® below,
Touch icon sequence to
select Serve Customer
@ Select the Serve Customer option by touching the
following icon sequence:
Yy
Scan bar-code
- Transactions
- Serve Customer
@ Scan the bar-code on the order book
For information on scanning a bar-code, see Office
Administration; Equipment information and
I maintenance; Counter equipment
I Please note: If a message is displayed saying that the
system is in use you have an
I uncompleted OBCS transaction in
I progress. Touch the W icon to
acknowledge the message and finish
I the uncompleted OBCS transaction
before scanning the book again.
i, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; General information
ii, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; Payments away from the nominated
office of payment (foreign encashments)
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Has bar-code NO
been read? =
YES
y
Touch icon sequence to
select OBCS Manual
‘option
y
Enter bar-code details
manually
REFER)
Is bar-code
same as
previous?
NO
y y
@ Examine the screen to see whether the bar-code has
been read successfully
Please note: You should make up to thr
attempts
to scan the bar-code successfully.
If the bar-code has not been scanned after three
attempts:
* Select the OBCS Manual option by touching the
following sequence of icons:
- Transactions
- Serve Customer
- Other Products:
- PandA
- OBCS Manual
* Enter the bar-code details manually
For information on entering details manually, see
subsection 1 1; Entering order book information
manually.
Please note: It is important that you record whether
itis the bar-code or the bar-code reader
that has failed, as this determines
whether the book should be
impounded.
* Go to ‘A’ on page 24
@ Examine the screen to see whether the system
displays a message advising that the bar-code is the
same as the previous one
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Subsection 7 .
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Ifa message is displayed that the bar-code is the
same as the previous bar-code:
Do you wish
to proceed? * Decide whether you wish to proceed with the
I transaction
Yes I y If you have scanned the wrong bar-code:
/ Touch * Touch the Cancel icon if you wish to exit this
Cancel icon
transaction
If you have scanned the correct bar-code:
Touch Continue icon
* Touch the Continue icon to proceed.
Me, The Horizon system will check that this book is
pt (A) valid for payment
Impound
message
displayed?
Yes @ Examine the screen to see whether the system
displays an Impound message
NO / If the screen displays an Impound message:
Either the bar-code is invalid or the book is on a
Y stoplist.
Touch Impound icon
* Touch the Impound icon to acknowledge the
notice
y
Impound book
+ Impound the order book
For information on impounding an order book,
+ See (i) below
Please note: If the message tells you to hole punch
the book, the transaction is ended and
the Desktop screen is displayed.
* If the message tells you to pay a maximum of one
valid foil, go to ‘B’ on page 27.
i, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; General information
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Subsection 7
‘Recall
Notice and
Impound’
message?,
NO
Valid foils for
payment?
YES ¥
Touch
Cancel icon
Impound
book
y
Touch Impound icon
‘Network
Failure’ message
displayed?
NO
y y
@ Examine to screen to see whether a ‘Recall Notice
and Impound’ message is displayed
If the screen displays a ‘Recall Notice and
Impound’ message:
The order book is on a recall list or the bar-code
details have been entered manually due to a faulty
bar-code.
The Recall Notice screen will advise you that you
may pay one valid foil or all valid foils up to and
including the date of recall, depending on the reason
for impounding.
* Check whether there are any valid foils for
payment, See (i) below
If there are no valid foils for payment:
* Touch the Cancel icon to exit this transaction
+ Impound the order book.
For information on impounding an order book, 1 S*
(i) below
If there are valid foils for payment:
* Touch the Impound icon.
Please note: You should then continue with the
procedure to encash the valid foils
before impounding the order book.
The screen will display the “Enter No.
of Foils and Encash’ screen.
@ Examine the screen to see whether the system
displays a ‘Network failure’ message
i, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; General information
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Subsection 7 .
ubsection OBCS Pension & Allowances
If this message is displayed:
The Horizon system cannot contact the central
system to validate the book against the stop list.
* Check your printed stoplist to see whether a stop
Yes has been placed on the book.
Is book on
printed
stoplist?
Please note: Foreign order book encashments
where more than one foreign book is
presented or the value of the combined
foils from foreign order books exceeds
£200 should be validated with the
Horizon System Helpdesk. If the book
has been validated by the Horizon
System Helpdesk, but you are still
suspicious, contact your local BA Sector
Fraud Validation line.
NoY
—Y_ If the book is on the printed stoplist:
Touch X
icon * ‘Touch the X icon
¥
cmmeund I + Impound the order book
For information on impounding an order book,
+ See (i) below
Y If the book is not on the printed stop list:
Touch ¥ icon * Touch the ¥ icon
I
¥
Datestamp foil(s) and
counterfil(s) @ Datestamp the appropriate foil(s) and the
counterfoil(s)
Tear out foil(s) from @ Tear out the foil(s) from the order book
order book
y
i, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; General information
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OBCS Pension & Allowances Subsection 7
@ Check to see if there is more than one foil to be
More than
one foil to be
encashed?
YES
Please note: You may enter up to 13 foils at once. If
you have a 14th valid foil to enter you
NO will need to complete this as a separate
transaction. If you do not enter a
number, the system assumes there is.
one foil
y
Enter number of foils If there is more than one foil:
* Enter the number of foils to be cashed.
If you are entering foils from an order book that are
of different values you will need to complete a
separate transaction for each value.
® Touch the ¥ icon to display the ‘Enter Unit Price of
Foils’ screen
Enter value of foils
@ Enter the value of the foils
a
Touch V icon
@ Touch the V icon
@ Check the order book to see if Milk Tokens are due
Milk Tokens
due? Please note: If you do not enter a number, the
I system assumes there are no Milk
Tokens.
Ad
Enter total number of If Milk Tokens are due:
Milk Tokens * Enter the total number of Milk Tokens by
«J touching the alphanumeric keypad
Touch ¥ icon
® Touch the ¥ icon
y
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Subsection 7 .
ubsection OBCS Pension & Allowances
The Horizon system will display the original menu
screen, with the OBCS Payment icon showing the
payment in the Transaction Stack.
Please note: If you omit details of the foils, the
system will display a Missing Data
scree
@ Examine the screen to see whether a Missing Data
screen is displayed
Touch Retry icon oe ge
If a Missing Data Screen is displayed:
* Touch the Retry (VW) icon
Repeat procedure * Repeat the transaction from the flow chart box
‘More than one foil to be encashed?" on page 27
@ Check whether a new order book is due
NO y Ifa new order book is due:
Keep old order book
+ Keep the old order book
¥
Issue new order book
* Issue the new bar-coded order book
For system information on issuing a new bar-coded
order book, see subsection 6; Issuing a new bar-
coded order book.
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Subsection 7
Are you
impounding
book?
YES
Impound book
Yy
Return order book to
customer
y
Issue Milk Tokens, if
applicable
y
Touch the Finish
icon
en
Settle
‘transaction
REFER’
Place encashed foils in
till
Decide whether you are impounding the order book
If you are impounding the book:
+ Impound the book
For information on impounding an order
bookt See (i) below
Return the order book to the customer
Issue the Milk Tokens, if applicable
For information on issuing Milk Tokens, fS¢* (*) below
Touch the Finish icon
Settle the transaction
For information on settling a transaction, see
Transactions - Serve Customer - Part three booklet;
Miscellaneous; Settling transactions
Place the encashed foils in your till.
i. See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; General information
ii, See Counters Operations Manual; Benefits Agency booklet; Milk Tokens; Issue of Milk Tokens
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Subsection 7 .
ubsection OBCS Pension & Allowances
For information on accounting for Pensions and
Allowances, # See ©) below
i. See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; Weekly accounting and despatch
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Subsection 8
8 Encashing benefit on an order book that does not have a
bar-code
Use this procedure when a customer presents a Pension/ Allowance book for encashment and the
book does not have a bar-code.
For general instructions on the encashment of Pensions and Allowances
Please note:
@
Obtain and check order
book
Datestamp foil(s) and
counterfoil(s)
yy
Tear out foil(s) from
order book
ae
Select OBCS Foils
option
y
+ See (i) below
There are no system validation checks performed for order books that do not have
a bar-code. For encashment of benefit using a bar-coded order book, see
subsection 7; Encashing benefit on a bar-coded order book.
Obtain the order book from the customer and make
the usual checks
For information on checking the order book for
alterations, etc See () below
Datestamp the appropriate foil(s) and the
counterfoil(s)
Tear out the foil(s) from the order book
Select the OBCS Foils option by touching the
following sequence of icons:
- Transactions
- Serve Customer
- Other Products
- PandA
- OBCS Foils
The screen will display the ‘Enter P&A Group No.
and No Bar-code’ screen.
i, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; General information
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Subsection 8
OBCS Pension & Allowances
y
Enter P&A Group
Number
@ Enter the Pensions & Allowances Group Number of
the benefit by using either of the following:
- the keyboard
= the on-screen number pad
Please note: This number must be between I and
18.
I @ Examine the screen to see that the group number is
I correct
YES I
y If the group number is incorrect:
Touch X icon and
repeat procedure * Touch the X icon to clear the number and repeat
the procedure from the flow-chart box ‘Enter
P&A Group Number’ on page 32
y
Touch ¥ icon
@ Touch the ¥ icon to accept the group number
@ Examine the screen to see whether a message states
that the P&A Group Number is invalid is displayed
Number If the group number is invalid:
entered
correctly?
NO
I * Check that you entered the number correctly:
‘YES
v If you entered the number incorrectly:
Touch 7 * Touch the W icon
icon
Repeat
procedure * Repeat the procedure from the flow-chart box
“Enter P&A Group Number’ on page 32.
Y If you entered the number correctly:
Touch Desktop icon
* ‘Touch the Desktop icon to end the transaction
y y
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Subsection 8
y
Impound book
y
Complete encashment
REFER)
* Impound the book
For information on impounding books! S* () below
Complete the encashment
See the flow-chart box in see subsection 7;
Encashing benefit on a bar-coded order book, ‘More
than one foil to be encashed?’ on page 27.
i, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; General information
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Subsection 9 .
ubsection OBCS Pension & Allowances
9 OBCS during system failure
9.1 OBCS fallback
When the Horizon system is unavailable and you
need to receive, redirect, issue or encash an order
book:
Please note: If you are in an office with more than
one terminal, you should use another
terminal whenever possible.
‘Are you
receiving or YES @ Decide whether you are receiving or redirecting
redirecting order, i order books
books? I
NO Y If you are receiving or redirecting order books:
/ Wait until system is
I restored * Wait until the Horizon system is restored.
Please note: If you have to redirect a book before
the system is restored, T Set () below.
‘Are you
. YES
issuing a
@ Decide whether you are issuing a book
book?
y If you need to issue a book:
No Obtain PUN or order
* Obtain the PUN or order book and evidence of
book and ID
identity (if required) as follows:
- for the collection of an initial order book from
the post office TS¢¢ (i) below
REFER’ - for the collection of a renewal order book from
the post office t See (ti) below
- for an initial order book issued direct to the
customer f See ((») below
- for a renewal order book issued direct to the
y customer T See (¥) below
Issue book
+ Issue the book.
y
i, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; Receipt and recall of order books in
your office
ii, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; Collection of order books from post
offices
iii. See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; General information
ix, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; Procedure for books issued direct to
customers by Issuing Authority
¥. See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; General information
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Yv
Encash order book, if
appropriate @ Encash the order book, if appropriate
For information on encashing order books,
+See (i) below
Please note: Always check OBCS order books
against the printed stop list (see
subsection 6; Printing a stop list)
If the stoplist is not available and another cannot be
printed use the previous week’s stoplist. If the
previous week's stoplist is not available, local bar-
coded order book encashments, where the total
value of the encashment exceeds £200, should be
validated with the Horizon System Helpdesk.
Foreign bar coded order book encashments where
nted or the
more than one foreign book is pre
value of the combined foils from foreign books
exceeds £200, should be validated with the Horizon
System Helpdesk.
If the book is not on the printed stoplist and/or has
been validated by the Horizon System Helpdesk but
you are still suspicious, contact your local BA Sector
Fraud Validation line.
y
File foils separately @ File foils separately from foils encashed while the
system was available
v
Record foils when @ Record the encashed foils when the Horizon system
system is recovered is available (see paragraph 9.2; page 36).
v
i, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; Standard payment to the payee
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Subsection 9 .
ubsection OBCS Pension & Allowances
9.2 OBCS recovery
When the system is restored and you need to record encashments made while the Horizon system
‘was unavailable:
©
Obtain foils encashed
during fallback @ Obtain all foils encashed while the system was
unavailable
¥
Arrange foils in
ascending order @ Arrange the foils in ascending value order and
ascending group number order
Please note: These foils should have been stored
separately from foils encashed when
the Horizon system was available.
Touch icon sequence to
select OBCS Foils
‘option @ Select the OBCS Foils option by touching the
following icon sequence:
- Transactions
- Bulk Input
- Other Products:
v - PandA
- OBCS Foils
Enter P&A Group
Number @ Enter the Pension & Allowance Group Number of
I the benefit on the screen
Number
correct on
screen? @ Examine the screen to see that the number is correct
y
YES If the number is incorrect:
Touch X icon
* Touch the X icon or the black arrow to clear the
number
y
Enter correct number .
Enter the correct number.
Y
Touch ¥ icon
@ Touch the ¥ icon
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Subsection 9
‘Invalid
Group No!
message?
NO
More than
cashed?
NO
Touch ¥ icon
y
Touch X icon
y
Re-enter P&A Group
No.
‘one foil to be
y
Enter number of foils
@ Examine the screen to see whether an ‘Invalid P&A
Group No: message is displayed
If this message is displayed:
* Touch the ¥ icon
* Touch the X icon
* Re-enter the P&A Group number.
If you re-enter the P&A Group number and the
‘invalid Group No. message is displayed when you
have entered the number correctly, this means that
you have accepted and cashed a counterfeit/invalid
foil.
You will not be able to enter it onto the Horizon
System. You will therefore have to accept this as a
loss.
For information on dealing with losses at a Branch
office see Transactions - Other - Part two booklet;
Losses, gains & error notices; Dealing with a branch
office loss or gain.
For information on dealing with losses at other
offices see Transactions - Other - Part two booklet;
Losses, gains & error notices; Dealing with losses or
gains in offices other than branch offices.
@ Check whether there is more than one foil to be
encashed.
Please note: You may enter up to 13 foils of the
same value at once. If you do not enter
a number, the system assumes there is
one foil.
If there is more than one foil:
* Enter the number of foils to be cashed.
Please note: If you are entering foils of different
values, you will need to complete a
separate transaction for each value.
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———_Y__
Touch ¥ icon
y
Enter unit price of foils
y
Touch ¥ icon
y
Enter number of Milk
Tokens (if applicable)
y
Touch ¥ icon
Value of all
foils entered?
YES v
Touch OBCS foils icon
y
Repeat procedure
y
Touch Finish icon
y
Place foils in your tll
‘Touch the ¥ icon to display the Enter Unit Price of
Foils screen
Enter the unit price of the foils
Touch the ¥ icon
The Horizon system will display the Enter Milk
Token screen.
Enter the number of Milk Tokens (if applicable) by
touching the alphanumeric keypad
Touch the ¥ icon
The Horizon system will display the original menu
screen, with the OBCS Payment icon showing the
payment in the Transaction Stack.
Check whether the value of each foil has been
entered in the stack
If there are more foils to enter:
* ‘Touch the OBCS Foils icon
* Repeat the procedure from the flow-chart box
“Enter P&A Group Number’ on page 36.
Touch the Finish icon
Place the foils in your dill.
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Subsection 9
OBCS Pension & Allowances
Settle transaction
® Settle the transaction
For information on settling transactions, see
Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions.
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Subsection 10 .
ubsection OBCS Pension & Allowances
10 Prescription Charge Refunds
When a customer presents a form EP57 (EC57 in
Scotland) for a Prescription Charge Refund:
Please note: For general instructions on the refund
Obtain and check order
book / form FP57 @ Obtain the form FP57 from the customer and make
the usual checks
REFER For information on checking form EP571 Se () below
Select OBCS Foils
‘option @ Select the OBCS Foils option by touching the
following sequence of icons:
- Transactions
- Serve Customer
- Other Products:
- PandA
- OBCS Foils
Y The screen will display the ‘Enter P&A Group No.
Enter P&A Group and No Bar-code’ screen.
Number 9 e
Enter the Pensions & Allowances Group Number 9
by using either of the following:
= the keyboard
= the on-screen number pad
Number
correct on
screen? @ Examine the screen to see that the number is correct
YES 7 y If the number is incorrect:
I Touch X icon and
repeat procedure * Touch the X icon to clear the number and repeat
the procedure from the flow-chart box ‘Enter
P&A Group Number 9” above
Touch ¥ icon
@ Touch the W icon to accept the Group Number
i. See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; National Health Pre
Refund
ription Charges
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Subsection 10
Touch ¥ icon
Yv
Repeat procedure
y
Touch ¥ icon
'
Enter value of refund
]
Y
Touch ¥ icon
y
Touch ¥ icon
Y
Touch Finish icon
Examine the screen to see whether a message states
that the P&A Group Number is invalid
If the P&A Group number is invalid:
This means you have entered an unknown P&A
Group Number
If you entered the number incorrectly:
* Touch the ¥ icon
* Repeat the procedure from the flow-chart box
“Enter P&A Group Number 9” on page 40.
Touch the ¥ icon to accept the default value of one
foil
Enter the value of the Prescription Charge Refund
Touch the ¥ icon
Touch the ¥ icon
The Horizon system will display the OBCS Foils
screen, with the OBCS Payment icon showing the
payment in the transaction stack.
Touch the Finish icon
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Subsection 10
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y
Settle transaction
I
I
I
y
Place FPS7 in your till
Settle the transaction
For information on settling a transaction, see
Transactions - Serve Customer - Part three booklet;
Miscellaneous; Settling transactions.
Place the form FP57 in your till
For information on accounting for Pensions &
Allowances, See ( below
i. See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; Weekly accounting and despatch
Page 42
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Subsection II
Il Entering order book information manually
@
Is the
Bar-code YES
reader faulty? I
NO '
Touch System Failure
field
y
‘Touch “Yes' in System
Down panel
aan
¥
Enter Customer
Reference Number
¥
Touch ¥ icon
Eustome?
NO
Reference
Number
valid?
y y
Before you enter order book information manually
because the bar-code has failed to scan, you need to
check whether it is the bar-code or the bar-code
reader that is faulty. To check counter equipment,
see Office Administration; Equipment information
and maintenance; Counter equipment,
Please note: If the order book does not have a bar-
code, see subsection 8; Encashing
benefit on an order book that does not
have a bar-code.
Check whether the bar-code reader is faulty
If the bar-code reader is faulty:
* Touch the System Failure field in the Unread
panel on the right side of the screen
* Touch ‘Yes’ in the System Down panel on the left
side of the screen.
Enter the Customer Reference Number, (see
subsection 1; General information - Order Book
Control Service) by using either of the following:
- the keyboard
- the on-screen alphanumeric pad (by first
touching the Alphanumeric Keypad icon)
Touch the ¥ icon
The system will display the Additional Indicator/
Issue screen.
Examine the screen to see whether the Customer
Reference Number is valid
If valid, the number is displayed in the Customer
Reference Number field in the panel on the right
hand side of the screen.
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Subsection II .
ubsection OBCS Pension & Allowances
If the Customer Reference Number is not valid:
The Invalid Customer Ref/Issue screen will be
¥ displayed, prompting you to ‘Please Try Again’.
Touch ¥ icon
* Touch the ¥ icon
Number
entered
correctly?
* Check whether the number has been entered
correctly
YES y If you entered the number incorrectly:
Touch Xx
icon * ‘Touch the X icon to delete the entry
Repeat
procedure * Follow the procedure from the flow-chart box
“Enter Customer Reference Number’ on page 43.
y
Refuse payment
* Refuse payment, if instructed
y
Touch X icon
* Touch the X icon to return to the serve customer
T screen
Y
Impound book
+ Impound the book
y
For information on impounding an order
bookt S¢e (0 below
Touch Desktop icon
* ‘Touch the Desktop icon to exit the transaction,
y and to return to the Serve Customer screen.
‘Additional
Indicator on
book?
@ Check to see whether the book has an Additional
Indicatort S¢¢ (0) below
No
y v
i, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; General information
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Subsection II
y
Enter Additional
Indicator
y
Touch ¥ icon
‘Additional
indicator
validated?
YES
y
y
Touch ¥ icon
Number
entered
correctly?
YES
Y
Touch X
icon
I
Repeat
procedure
If the book has an Additional Indicator:
+ Enter the Additional Indicator by using either of
the following:
- the keyboard
= the on-screen alphanumeric pad (by first
touching the Alphanumeric Keypad icon)
Please note: If the book has an Additional Indicator,
it will appear on the front cover below
the Customer Reference Number.
Touch the W icon
The system will display the Serial no./Issue screen.
Examine the screen to see whether the system has
validated the indicator
If valid, the number is displayed in the Indicator
Number field in the panel on the right hand side of
the screen.
If the Indicator Number is not valid:
The Invalid Indicator/Issue screen will be displayed,
prompting you to ‘Please Try Again’.
* Touch the ¥ icon
* Check whether you entered the number correctly.
If you entered the number incorrectly:
* Touch the X icon to delete the entry
* Repeat the procedure from the flow chart box
“Enter Additional Indicator’ on page 45.
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Subsection II .
ubsection OBCS Pension & Allowances
Y
Refuse payment if
instructed * Refuse payment, if instructed
y
Touch X icon
* Touch the X icon to return to the serve customer
screen
y
Impound book
+ Impound the book
For information on impounding an order
y bookt S¢¢ (1) below
y
Touch Desktop icon
* ‘Touch the Desktop icon to exit the transaction
and to return to the Serve Customer screen.
¥
Enter Serial Number of 5 bel
book @ Enter the Serial Number of the book Se () below
by using either of the following
t - the keyboard
- the on-screen number pad
Touch ¥ icon
@ Touch the ¥ icon
The system will display the Common Payment
Package (CPP) No./Issue screen.
Is Serial
— @ Check to see whether the Serial Number is valid
If valid, the number is displayed in the Serial
Number field in the panel on the right hand side of
the screen.
If the Serial Number is not valid:
The Horizon system will display an error message
and will prompt you to re-try.
Touch ¥ icon * Touch the ¥ icon
' '
i, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; General information
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OBCS Pension & Allowances Subsection II
Number
entered
correctly?
* Check that the number has been entered
correctly.
Y If you entered the number incorrectly
YES Touch
I Fouch X * Touch the X icon to delete the entry
i icon
/ Repeat * Repeat the procedure from the flow chart box
\ procedure Re ‘
I Enter Serial Number of book’ on page 46.
y
Refuse payment + Refuse payment
Ad
Touch X icon
* Touch the X icon to return to the Serve
Customer screen
¥
Impound book + Impound the book
For information on impounding an order
bookt See (i) below
y
Touch Desktop icon * Touch the Desktop icon to exit the transaction
and to return to the Serve Customer screen.
¥
Enter Common @ Enter the Common Payment Package (CPP) Number
Payment Package shown on the order book
Number
‘This number appears in the top right hand corner of
the order book.
y
Touch / icon ® Touch the ¥ icon
The system will display the Issue Screen.
Y
i, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; General information
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Subsection II
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y
Touch ¥ icon
Number
entered
correctly?
Touch x
icon
Repeat
procedure
¥
Refuse payment if
instructed
y
Touch X icon
'
Impound book
Examine the screen to see whether the CPP number
is valid
Please note: If valid, the number is displayed in the
CPP Number field in the panel on the
right hand side of the screen.
If the CPP Number is not valid:
The system will display the Invalid book/Issue
screen, prompting you to either re-try or to
impound the book.
* Touch the ¥ icon
* Check that the number has been entered
correctly.
If you entered the number incorrectly:
* Touch the X icon to delete the entry
+ Follow the procedure from the flow-chart box
“Enter Common Payment Package Number’ on
page 47.
* Refuse payment, if instructed
* Touch the X icon to return to the Serve
Customer screen
+ Impound the book
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. Subsection II
OBCS Pension & Allowances ubsection
y For information on impounding an order
bookt Se (@) below
If you impound the book, the Horizon system will
instruct you to hole punch the book and return it to
the Issuing Authority.
Continue original
procedure
'
© Continue with the original procedure.
i, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; General information
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Non OBCS Pension & Allowances (NI)
Subsection I2 Non OBCS Pension & Allowances (NI)
12 Issuing Milk Tokens
When you need to issue Milk Tokens to a customer
who is encashing a DHSS(NI) Girocheque or a
Pension and Allowance Book:
Check and confirm
number of Milk Tokens. ®@ Check and confirm the number of Milk Tokens due
T + See (i) below
y
Touch icon sequence to @ If the P & A (NI) menu is not displayed select the
select N.lreland option
Northern Ireland option by touching the following
sequence of icons:
/ - Transactions
y - Serve Customer
- N.Ireland
Enter number of Milk
Tokens due @ Enter the number of Milk Tokens due to the
customer,
For information on entering a number using the
Quantity icon see System Administration; System
features; Using the Quantity icon
y
Touch appropriate Milk
Token icon ® Touch the appropriate Milk Token icon as follows:
= Violet giro milk, for Milk Tokens presented with
DHSS(NI) Girocheques
- P& Amilk tkn (NJ), for Milk Tokens presented
with Pension and Allowances
The system will show the number of Milk Tokens in
the Transaction Stack. No value is shown.
y
Issue Milk Tokens
f See (i) below
ic the Milk Tokens to the customer!
v
i, See Counters Operations Manual; Social Security Agency booklet; Milk Tokens; Issue of Milk Tokens
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Subsection 12
Non OBCS Pension & Allowances (NI)
y
Touch Finish icon
@ Touch the Finish icon
y
Settle the transaction
@ Settle the transaction.
For information on settling transactions, see
‘Transactions - Serve Customer - Part three;
I Miscellaneous; Settling transactions.
: Please note: If there are no value items displayed in
I the Transaction Stack, on the right
y hand side of the screen, touch the
Finish icon to complete the transaction
and the Serve Customer menu will be
displayed.
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Subsection I3 Non OBCS Pension & Allowances (NI)
13 Cashing DHSS (NI) Girocheques
When a customer presents an DHSS (NI)Girocheque
for encashment:
‘Obtain and check
DHSS(NI) Girocheque
®@ Obtain the DHSS(NI) Girocheque from the customer
from customer
and make the usual checks
For information on checking DHSS(NI)
Girochequet S* () below
Touch icon sequence to
select Vilet giro cshed e
option Select the V/let giro cshed option by touching the
following sequence of icons:
- Transaction
- Serve Customer
- Nireland
- V/let giro cshed
Carry out manual
procedure for
encashment ® Carry out the manual procedure for encashment of a
i DHSS (NI) Girocheque as normal TS @) below
Enter the amount
© Enter the amount using either:
I - the keyboard
= the on-screen number pad
@ Touch the ¥ icon
Touch ¥ icon
Milk Tokens
due? ~ I @ Check whether Milk Tokens are due
If Milk Tokens are due:
i Issue Milk Tokens
I * Issue Milk Tokens to the customer
For information on the issue of Milk Tokens, see
subsection 12; Issuing Milk Tokens.
i, See Counters Operations Manual; Social Security Agency booklet; DHSS (NI) Girocheques
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Non OBCS Pension & Allowances (NI) Subsection 13
en ae
Touch Finish icon ® Touch the Finish icon
a
Settle transaction
@ Settle the transaction
REFER For infomation on settling a transaction, see
Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions.
¥
Place DHSS (NI)
Girocheque in till @ Place the DHSS (NI) Girocheque in your till
For information on the accounting of DHSS
(NI)Girocheques tS (®) below.
For information on producing a weekly report see
Reports; Weekly summaries; Producing a weekly
counter summary.
BA
i. See Counters Operations Manual; Social Security Agency booklet; DHSS (NI) Girocheques; Weekly accounting and
despatch
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Non OBCS Pension & Allowances (NI)
Subsection I4
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14 Encashing benefit on an order book
Use this procedure when a customer presents a Pension or Allowance order book to encash benefit.
For general instructions on the encashment of Pensions and Allowances T S¢¢ (1) below,
@
Obtain order book
from customer
Are you
impounding
book?
NO Impound book
y
Touch icon sequence to
select N.Ireland
More than
‘one foil to be
encashed?
YES
y
Touch Quantity icon
y y
@ Obtain the order book from the customer and make
the usual checks
For information on checking the order book for
alterations, ete f See (0) below
® Check whether you need to impound the order
book
If you do:
* Impound the book
For information on impounding an order
bookt See (1) below
® Select the N.Jreland option by touching the
following icon sequence:
- Transactions
- Serve Customer
- Nreland
@ Check to sce if there is more than one valid foil to be
encashed
For information of encashing foils! S¢ (#) below
If there is more than one foil to encash:
* ‘Touch the Quantity icon
i. See Counters Operations Manual; Social Se
y booklet; Pensions and Allowances; General information
ii, See Counters Operations Manual; Social Security Agency booklet; Pensions and Allowances; Day of payment
Page 54
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Non OBCS Pension & Allowances (NI) Subsection 14
Y
Enter number of foils
¢ Enter the number of valid foils using either
- the keyboard
- the on-screen numeric keypad
Please note: If you are entering foils of differing
values from a single order book, you
v will need to complete a separate
Touch P&A -Nlicon transaction for each value.
®@ Touch the P & A - Nl icon
The screen will display a picklist of P & A Group
numbers.
Is
P&A Group
® Check whether the Pension & Allowance Group is
displayed?
displayed
If the Pension & Allowance Screen is not
y displayed:
Find required P&A
Group number
* Find the Pension & Allowance Group number
from the picklist.
For information on using a picklist, see System
I Administration; System features; Using picklists.
wt
y
Select P&A Group
number
® Select the Pension & Allowance Group number for
which you wish to pay benefit
y The Pension & Allowance Group number will be
Touch ¥ icon highlighted in yellow.
®@ Touch the ¥ icon
y
Enter value of foil
@ Enter the value of the foil
y
Touch ¥ icon
@ Touch the ¥ icon
y
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Subsection I4
Non OBCS Pension & Allowances (NI)
Are
Milk Tokens ves
® Check the order book to see if there are Milk Tokens
due
If there are Milk Tokens due:
For information on Milk Tokens, see subsection 12;
Issuing Milk Tokens.
Datestamp foils and
counterfoils in book © Datestamp the appropriate foil(s) and counterfoil(s)
in the order book
y
Tear out foil(s) from
order book e
Tear out the encashed foil(s) from the order book
If more foils are to be entered, repeat the preedure
from flowchart box “Touch icon sequence to select
N.lreland’ on page 54.
@ Check whether a new order book is due
If a new order book is due:
NO Ke Id order book
ee Ore orn poe * Keep the old order book
y
Issue new order book
* Issue the new order book
For information on issuing new order books,
See (i) below
y
Return order book to
customer
@ Return order book to the customer
y
Touch Finish icon
@ Touch the Finish icon
y
i. See Counters Operations Manual; Social Security Agency booklet; Pensions and Allowances; Collection of renewal
book from post office
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Subsection 14
Non OBCS Pension & Allowances (NI)
'
Settle transaction
® Settle the transaction
For information on settling a transaction, see
I Transactions - Serve Customer - Part three;
y
Place encashed foil(s) in
your till @ Place the encashed foil(s) in your till
Miscellaneous; Settling transactions.
For information on accounting for encashed Pension
& Allowance foils,subsection 7; Producing and
y reconciling a weekly P&A report (NI) orf See (1) below
i. See Counters Operations Manual; Social Security Agency booklet; Pensions and Allowances; Weekly accounting and
despatch
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Subsection I5 Non OBCS Pension & Allowances (NI)
I5 Encashing benefit when the Horizon system is
unavailable
15.1 Benefit encashment fallback
Use this procedure when the Horizon system is unavailable and a customer wishes to encash an
order book or DHSS (N1) Girocheque.
Please note: if you are in an office with more than one terminal, you should use another
terminal whenever possible.
Carry out manual
procedure for
© Carry out the manual procedure for encashment as
encashment
appropriatet S¢¢ (i) below
File foils/Girocheques,
separately to those
@ File the encashed order foils and paid Girocheques
entered on system
separately from those you accepted when the system
was available
y
Record foils/
Girocheques when
no ® Record the order foils and Girocheques when the
system is available
Horizon system is available again, see paragraph
15.2; page 59.
i. See Counters Operations Manual; Social Security Agency booklet; Pensions and Allowances; Standard payment procedure
or See Counters Operations Manual; Social Security Agency booklet; DHSS (NT) Girocheques; Counter procedure
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Non OBCS Pension & Allowances (NI) Subsection 15
15.2 Benefit encashment recovery
Use this procedure when the system is restored and you need to record encashments made while
the Horizon system was unavailable.
@
‘Obtain foils and
Girocheques encashed
during fallback
@ Obtain all order foils and DHSS (NI) Girocheques
encashed while the system was unavailable
Please note: These foils should have been stored
y separately from foils encashed when
Arrange foils in the Horizon system was available.
ascending order
8 @ Arrange the order foils in Pension or Allowance
Y Group Number order, and then ascending order of
- value for ease of input
Touch icon sequence to
select N.{reland option @ Select the N Ireland option by touching the
rr following icon sequence:
6 - Transactions
- Bulk input
- Nireland
Are there
P&A foils to
e / ‘
enter? Check whether there are any Pension & Allowance
foils to enter
YES
If there are no Pension & Allowance foils to enter:
oS * Go to ‘A’ on page 61.
More than
‘one foil of
same value?
YES If there are Pension & Allowance foils to enter:
I ® Check to see if there is more than one order foil of
I the same Group number and value.
NO
If there is more than one foil of the same Group
number and value:
y
Touch Quantity icon
* Touch the Quantity icon
Yy
Enter number of
encashed foils
© Enter the number of encashed foils using either
= the keyboard
net J
- the on-screen numeric keypad
Please note: If you are entering foils from one order
book that are of different values, you
will need to complete a separate
v transaction for each value.
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Subsection I5 Non OBCS Pension & Allowances (NI)
y
Touch P&A - NI icon
@ Touch the P & A- Nl icon
The screen will display a picklist of P & A Group
numbers.
Is
P8&A Group No
apie 4 © Check whether the Pension & Allowance Group
Pye I screen is displayed
YES I . A
Y If the Pension & Allowance Group screen is not
displayed:
Find P&A Group poy
number in picklist * Locate the Pension & Allowance Group number
from the picklist
For information on using a pick list, se
e System
Administration; System features; Using picklists.
Select P&A Group
number @ Select the Pension & Allowance Group number for
the type of benefit encashed
v ‘The Pension & Allowance Group number will be
Touch 7 leon highlighted in yellow.
® Touch the ¥ icon
y
Enter value of foil
@ Enter the value of the foil
y
Touch ¥ icon
® Touch the ¥ icon
Were
Milk Tokens:
issued?
YES
® Check the foil to see if Milk Tokens were issued
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Non OBCS Pension & Allowances (NI) Subsection 15
If Milk Tokens were issued:
Please note: Milk Tokens are not recovered through
the recovery process. If you need to
recover Milk ‘Tokens you must issue
them through the normal process
For information on Milk Tokens, see subsection 12;
Issuing Milk Tokens, starting from flowchart box
“Enter number of Milk Tokens due’ on page 50.
All foils
entered?
= ® Check whether all of the foils have been entered
Y If there are more foils to enter:
YES
Repeat procedure * Repeat the procedure from the flow-chart box
‘Are there P & A foils to enter?’ on page 59.
y
Touch Finish icon
@ Touch the Finish icon
—Y
Settle transaction
®@ Settle the transaction
REFER . . . .
For information on settling a transaction, see
Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions.
Place foils in your till
@ Place the encashed order foils in your till
there DHSS (NI)
Girocheques to
® Check whether there are any encashed DHSS (NI)
I Girocheques to enter
If there are no DHSS (NI) Girocheques to enter:
Take no further action ;
I * Take no further action.
y
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Subsection I5 Non OBCS Pension & Allowances (NI)
y
Touch icon sequence to If there are DHSS (NI) Girocheques to enter:
select Vilet giro cshed
option @ Select the V/let giro cshed option by touching the
V/let giro eshed icon
¥
Enter the value of
Giroch:
irocheque @ Enter the value of the DHSS (NI) Girocheque by
using either:
- the keyboard
Y y
- the on-screen number pad
@ Touch the ¥ icon
Touch ¥ icon
Were
Milk Tokens
issued?
YES
® Check the Girocheque to see if Milk Tokens were
issued
If Milk Tokens were issued:
For information on Milk Tokens, see subsection 12;
Issuing Milk Tokens, starting from flowchart box
“Enter number of Milk Tokens due’ on page 50.
More
Girocheques to
> ay ® Check whether all of the encashed Girocheques have
enter?
been entered.
NO
If you have more DHSS (NI) Girocheques to enter:
* Repeat the procedure from the flow-chart box
“Are there DHSS (NI) Girocheques to enter?” on
page 61.
Repeat procedure
If there are no more DHSS (NI) Girocheques to
y enter:
Touch Finish icon
® Touch the Finish icon
y
Settle transaction
® Settle the transaction
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For information on settling a transaction, see
Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions
y
Place paid Girocheques
in your till ® Place the paid Girocheques in your till.
For information on accounting for
i. See Counters Operations Manual; Social Security Agency booklet; DHSS (NI) Girocheques; Weekly accounting and
despatch
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Subsection 16
Bureau de Change transactions
16 Bureau de Change Pre-order
Please note: This procedure is for Pre-order offices only.
16.1 Payment for Pre-order service
When a customer pays for the Pre-order service
Touch icon sequence to
select B de C p/o sales
option
® Select the Bureau de Change Pre-order sales option
by touching the following icon sequence:
- Transactions
- Serve customer
I - Other products
- Travel
i - Bureau de ch
- BdeCp/osales
@ Complete the manual clement of the transaction as
, normal T See (i) below
¥
Enter value of
transaction @ Enter the value of the transaction
a
Touch ¥ icon
® Touch the Y icon
y
Settle transaction
@ Settle the transaction.
For information on settling transactions,
Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions.
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Subsection 16
Bureau de Change transactions
16.2 Collection of pre-ordered currency
Use this procedure when the customer returns to collect pre-ordered currency.
You do not have to carry out any procedure on the Horizon System when you receive currency.
Is any
change due
to customer? ® Decide whether any change is due to the customer
YES No futher action If there is no change due to the customer:
required * No further action is required on the system.
Touch icon sequence to
select B de C plo chng
‘ ® Select the Bureau de Change Pre-order sales option
option
by touching the following icon sequence:
- Transactions
- Serve customer
- Other products
- Travel
v - Bureau de ch
- BdeCp/ochng
Enter amount due to
customer @ Enter the amount due to the customer
y
Touch ¥ icon
® Touch the W icon
y
Settle transaction
® Settle the transaction.
For information on settling transactions, see
‘Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions.
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Subsection 16
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16.3 Accounting for Buy-back transactions
Use this procedure when a customer returns with unused foreign currency or Travellers Cheques.
You must follow the existing manual instructions of the buy back procedure and contact First Rate
for the daily ‘buy’ exchange rates. You should complete the Buy-back form BB1 and despatch as
normal. Use the BB1 form to calculate the refund.
Touch icon sequence to
select PLU No option
y
Enter PLU number 4
——Y____,
Touch ¥ icon
y
Enter value of refund
y
Touch ¥ icon
y
Touch Finish icon
Select the PLU No option by touching the following
icon sequence:
Transactions
Serve Customer
Functions
PLU No
Enter the PLU number 4
Touch the W icon
The Voucher to CRU screen will appear.
Enter the value of the refund
Touch the ¥ icon
Touch the Finish icon
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Subsection 16
Settle transaction
@ Settle the transaction
Please note: You must settle the transaction to cash.
For information on settling transactions, see
Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions.
The refund will now appear in your stock as
‘voucher to CRU’. Remit the value of sterling
refunded to the customer as a ‘Voucher to CRU’ to
your local Cash Centre with your next available value
remittance! See (1) below
For information on remittances, see Transactions -
Other - Part one; Transfers & remittances; Dealing
with remittances.
For information on dealing with vouchers in your
stock at the time of stock unit balancing, see
Transactions - Other - Part two; Miscellaneous; RD
cheques, Vouchers and POCL cheques.
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Subsection 16
Bureau de Change transactions
16.4 Recording the volume of Buy-back transactions
Use this procedure when you want to record the volume of Buy-back transactions. This can either
be done at the time of serving the customer or anytime prior to completing your stock unit
balance. It can be entered as individual transactions or in bulk using the quantity function.
Touch icon sequence to
select Bureau de Ch
© Select the Bureau de Change option by touching the
option
following icon sequence:
- Transactions
- Serve Customer
- Other products
- Travel
- Bureau de Ch
More than
ene 4] @ Decide whether there is more than one transaction
‘transaction?
L to enter
NO .
y If there is:
Enter number of
transactions * Enter the number of transactions you want to
record by using the following:
- the keyboard (and typing in the number)
- the quantity icon
For information on using the Quantity icon, see
System Administration; System features; Using the
ad Quantity icon.
¥
Touch P/O Buy Back
icon @ Touch the P/O Buy Back icon
An icon will be displayed in the transaction stack
showing the quantity and value of zero.
y
Touch Finish icon
@ Touch the Finish icon
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Subsection 16
Bureau de Change transactions
16.5 Recording the volume of credit/debit card transactions
Use this procedure when you want to record the volume of credit/debit transactions for the
purchase of Pre-order Foreign currency,
Touch icon sequence to
select Bureau de Ch @ Select the Bureau de Change option by touching the
option following icon sequence:
- Transactions
- Serve Customer
- Other products
- Travel
- Bureau de Ch
More than Yes :
transaction? I ® Decide whether there is more than one transaction
I to enter
No y If there is:
Enter number of
transactions * Enter the number of transactions you want to
. record by using the following:
- the keyboard (and typing in the number)
- the quantity icon
For information on using the Quantity icon, see
{ System Administration; System features; Using the
i Quantity icon.
y
Touch Fgn exch in vol
icon @ Touch the Fgn exch in vol icon
An icon will be displayed in the transaction stack
showing the quantity and value of zero.
y
Touch Finish icon
® Touch the Finish icon
y
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Subsection 17
Bureau de Change transactions
17 Bureau de Change On Demand
Please note: ‘These procedures are for use in On Demand offices only for end of week
accounting. Figures are obtained from the Money Changer reports and manual
summaries.
17.1 Entering current sterling value of stock on hand
Use this procedure when you need to enter the Sterling value of your stock on hand at the end of
the Cash Account week:
©
Touch icon sequence to
select Adjust Stock
option © Select the Adjust Stock option by touching the
following icon sequence:
I - Stock Balancing
- Adjust stock
u The screen will display a picklist.
Select ‘Foreign currency
sterling’ line ©@ Select ‘Foreign currency sterling” by touching the
T relevant line
¥
Obtain weekly Money
Changer report @ Obtain your weekly Money Changer report
y
Enter sterling value of
stock on hand e
Enter the sterling value of your current stock on
hand
y
Touch Finish (7) icon
@ Touch the Finish (V) icon
¥
Select Home to return
to Desktop @ Select Home to return to the Desktop
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Subsection I7
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17.2 Entering the value of commission and the volume of bought notes, sold
notes and bought travellers cheques transactions
Use this procedure when you need to enter the volume and value of commission of bureau de
change transactions accepted during the Cash Account week for bought notes (BN), sold notes
(SN) and bought travellers cheques (BTC) transactions. Do not include the volume for sold
travellers cheques (STC) transactions. The BN, SN and BTC foreign currency transaction volumes
are obtained from the Money Changer report.
Note volumes and value
of BN, SN and BTC
transactions
@ Obtain and note down the volumes of BN, SN and
BTC transactions and the value of commission for all
transactions
Please note: If your office also has business
customers then volumes for business
customers sales and purchases must be
subtracted from the cumulative total.
Volume for business customers can be
obtained from the BURCORP3 and
BURCORP8 forms.
Touch icon sequence to
select Bureau de Ch © Select the Bureau de Change option by touching the
epson following icon sequence:
- Transactions
= Serve Customer
- Other products
' - Travel
- Br de Ch
Touch Quantity icon ureau de
@ Touch the Quantity icon
REFER For information on using the Quantity icon, see
System Administration; System features; Using the
Quantity icon
Reduce total number of e
transactions by I and
enter as volume
Reduce the total number of transactions by I and
enter this as the volume (for example, if the total
number of BN, SN and BTC transactions minus the
volume of business sales and purchases if applicable
v equals 19, enter 18 as the total volume of
transactions)
Touch ¥ icon
@ Touch the W icon
y
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Subsection 17
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Y
Touch BdeC o/d comm
icon
y
Enter value of Ip
——Y
Touch Y icon
Y
Touch BdeC o/d comm
icon
Calculate outstanding
value of commission not
yet entered
Enter value of
commission outstanding
y
Touch ¥ icon
Are
totals correct in
stack?
YES I
Bin transaction, then
repeat procedure
Touch the BdeC 0/d comm icon
Enter a value of Ip
Touch the Y icon
The system will multiply the volume of transactions
by Ip, for example, 18 transactions will appear as
£0.18 in the transaction stack.
Touch the BdeC 0/d comm icon
Calculate the outstanding value of commission not
yet entered on to the Horizon system
For example:lf the total commission on the money
changer report equals £86.56, the
outstanding commission not yet
entered would equal £86.38 (£86.56
less 18p)
Enter the value of commission outstanding, for
example, £86.38
Touch the ¥ icon
Examine the Transaction Stack to confirm that the
total value of the commission and the total volume
of transactions agrees with that shown on the Money
Changer report
If the totals are not correct:
* Use the Bin icon to delete the incorrect
transaction, then repeat the procedure correctly.
For information on using the Bin icon, see Office
Administration; Equipment information and
maintenance; Counter equipment
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y
Settle transaction
@ Settle the transaction to cash.
For information on settling transactions, see
Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions.
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Subsection 17
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17.3. Entering the volume and value of credit/debit card transactions, travellers
cheques sales and business customer sales and purchases
Use this procedure when you need to enter the volume and value of credit/debit card transactions,
travellers cheque sales and business customer sales and purchases
Touch icon sequence to
select Bureau de Ch @ Select the Bureau de Change option by touching the
segen following icon sequence:
I - Transactions
i - Serve Customer
I - Other products
Y - Travel
- Bureau de Ch
Touch Quantity icon
@ Touch the Quantity icon
For information on using the Quantity icon, see
f System Administration; System features; Using the
Quantity icon
Reduce total number of @ Reduce the total number of transactions by 1 and
transactions by I and
enter this as the volume
enter as volume
For exampleilf the total number of travellers cheque
v sales transactions equals 25, enter 24 as
the total volume of transactions.
Touch W icon
@ Touch the ¥ icon
y
Touch appropriate icon
@ Touch one of the following icons
= Travel chq sale
= BdeC Crdit crd
- Bus BdeC Sale
- Bus BdeC Pure
Please note: The icon you select will be for the
roduct type you are entering.
Enter value of Ip P ype y 2
@ Enter a value of Ip
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Subsection I7
¥
Touch W icon
y
Touch appropriate icon
Calculate outstanding
value of commission not
yet entered
v
Enter value of
commission outstanding
y
Touch ¥ icon
Are
totals correct in
stack?
YES
Bin transaction, then
repeat procedure
y
Repeat process as
neccessary
y
® Touch the ¥ icon
The system will multiply the volume of transactions
by Ip, for example, 24 transactions will appear as
£0.24 in the transaction stack.
@ ‘Touch one of the following icons
= Travel chq sale
- BdeC Crdit crd
- Bus BdeC Sale
- Bus BdeC Pure
Please note: The icon you select will be for the
product type you are entering.
@ Calculate the outstanding value of the transactions
not yet entered on to the Horizon system.
For example:lf the total travellers cheques sales are
£1500 the outstanding value not yet
entered equals £1499.76 (£1500 less
24p).
@ Enter the value outstanding, for example, £1499.76
@ Touch the ¥ icon
@ Examine the Transaction Stack to confirm that the
total value of the commission and the total volume
of transactions agrees with that shown on the Money
Changer report
If the totals are not correct:
* Use the Bin icon to delete the incorrect
transaction, then repeat the procedure correctly.
For information on using the Bin icon, see Office
Administration; Equipment information and
maintenance; Counter equipment
© Repeat the process for cach type of Bureau de
Change transaction you need to enter
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y
Settle transaction
When all the Bureau de Change transactions have
been processed:
Settle the transaction to cash.
For information on settling transactions, see
‘Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions.
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Subsection I7
Bureau de Change transactions
17.4 Entering the volume and value of travellers cheques purchased
Use this procedure when you need to enter the volume and value of travellers cheques purchased.
Touch icon sequence to
select Travel chgs purch
option
@ Select the Travel cheques purchased option by
touching the following icon sequence:
- Transactions
- Serve Customer
I - Other products
- Travel
I - Bureau de Ch
- Travel chqs purch
I Please note: Only the value of travellers cheques
purchased is recorded on the Cash
7 Account. The volume does not need to
be entered.
Enter value of travellers
cheques © Enter the value of travellers cheques purchased
——_Y
Touch ¥ icon
@ Touch the ¥ icon
Are
totals correct in \_.NO_ @ Examine the Transaction Stack to confirm that the
total value of the commission and the total volume
of transactions agrees with that shown on the Money
Changer report
stack?
YES
If the totals are not correct:
Bin transaction, then
repeat procedure * Use the Bin icon to del
transaction, then repeat the procedure correctly,
te the incorrect
for information on using the Bin icon, see Office
Administration; Equipment information and
maintenance; Counter equipment
t Ifall the Bureau de Change transactions have been
processed:
Settle transaction
@ Settle the transaction to cash.
y
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Subsection 17
Bureau de Change transactions
For information on settling transactions, see
Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions.
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Subsection I7
Bureau de Change transactions
17.5 Revaluation of Foreign currency sterling equivalent
Use this procedure when you reach the end of the Cash Account week and fluctuations of the
currency market have caused a change in the value of your foreign currencies.
If your weekly Money Changer report indicates that no positive or negative revaluation has taken
place, you will not need to carry out this procedure.
TTouch icon sequence to
select Bureau de Ch
@ Select the Bureau de change option by touching the
option
following icon sequence:
- Transactions
- Serve Customer
- Other Products:
- Travel
- Bureau de Ch
© negative @ Check whether a negative revaluation is reported on
revaluation the weekly Moneychanger report
If you need to adjust the value of your foreign
currency because a negative revaluation is
reported:
Select BdeC Neg Rev
icon + Select the BdeC Neg Rev icon
o * Go to next ‘A’ on page 79
@ Check whether a positive revaluation is reported on
revaluation
reported? the weekly Money Changer report
NO If youneed to adjust the value of your foreign
Y currency because a positive revaluation is
reported:
Select BdeC Pos Rev Po
icon * Select the BdeC Pos Rev icon
<——®)
y
Enter revaluation value
* Enter the value of the revaluation as shown on
on report
' the weekly Moneychanger report
¥
Touch Vicon * Touch the ¥ icon
' {
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Subsection 17
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Settle transaction
ideC transactions S,_YES_
to process? I
NO /
Enter outstanding
transactions
1
Touch ¥ icon
* Settle the transaction to cash
For information on settling transactions, see
Transactions - Serve Customer ~ Part three;
Miscellaneous; Settling transactions.
If the valuation is not reported as positive:
Check whether all Bureau de Change transactions
have been entered
If there are more Bureau de Change transactions
to process:
* Enter the outstanding transactions
For information on entering current sterling value of
stock on hand, see Transactions - Serve Customer -
Part two; Bureau de Change transactions; Bureau de
Change On Demand; paragraph 17.1; page 70.
For information on entering the value of other
Bureau de Change transactions, see Transactions -
Serve Customer - Part two; Bureau de Change
Bureau de Change On Demand;
paragraph 17.2; page 71.
transactio!
* Touch the ¥ icon.
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Receipt transactions
Subsection 18
18 Receipt transactions
eo)
Touch icon sequence to
select Serve Customer
More
than one product oF
deposit?
YES
y
Enter number of
products/deposits
receipt transaction
displayed?
Yes v
Touch appropriate
menu icons
Yy
Select relevant item
Picklist
displayed?
When you need to carry out a transaction resulting
in a payment from the customer (for example, an
MVL, TV Licence, Alliance & Leicester Giro deposit,
Insurance):
® Select the Serve Customer option by touching the
following icon sequence:
- Transactions
- Serve Customer
®@ Decide whether the receipt transaction consists of
more than one product or deposit of the same value
If the receipt transaction consists of more than
one product or deposit:
* Enter the number of products/deposits by using
cither of the following:
- the keyboard
- the Quantity icon, see System Administration;
System features; Using the Quantity icon
® Examine the screen to see whether the receipt
transaction is displayed
If the receipt transaction is not displayed:
* ‘Touch the appropriate menu icons until the
product/deposit is displayed.
@ Touch the relevant icon(s) for the item
Please note: There are a number of products/
services (for example Girobank
deposits) which you have to enter
individually because further details are
required. In this case the default
volume (1) cannot be amended. The
Horizon system will display a warning
message if you have increased this.
@ Examine the screen to see whether the Horizon
system is displaying a picklist
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Subsection 18
Receipt transactions
y If a picklist is displayed on screen:
Select transaction type * Select the required transaction type from the
from Picklist .
. picklist.
For information on picklists, see System
{ Administration; System features; Using picklists.
‘Account yes
details @ Examine the screen to see whether the transaction
required? requires account or customer reference details
Please note: The number of digits that must be
entered will vary depending on the
product.
NO
For example:For a Girobank transaction you can
enter between 7 and 9 digits, for a BT
bill transaction you can enter 12 digits
ete.
If account or customer reference details are
required:
The Horizon system will display the A/C Details
screen.
y
Enter account details of * Enter the required account details using either of
transaction the following:
- the keyboard
Y - the alphanumeric pad
Touch ¥ icon * Touch the ¥ icon to confirm details.
————
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Subsection 18
Value
details
required?
NO
y
Enter transaction value
y
Touch ¥ icon
Enter Fee
screen
displayed?
No v
Enter value of fee
y
Touch ¥ icon
y
Examine the screen to see whether the transaction
requires value details
If value details are required:
The Horizon system will display the amount screen.
* Enter the transaction value
Where a product or service has an associated charge
(for example, the fee for processing a child’s
Passport) the net value payment only should be
entered as the system will automatically add any
associated charges.
* Touch the ¥ icon to confirm the value.
The Horizon system will prompt you if you have
entered an invalid value for the particular product/
service (eg. a value greater than the system will
allow for the product).
Examine the screen to see whether the Enter Fee
screen is displayed
If the Enter Fee screen is displayed:
+ Enter the value of the fee
The system will display a default amount.
Please note: If the default amount shown is
incorrect, touch the X_ icon and enter
the correct amount
* Touch the ¥ icon.
The transaction will be placed in the stack.
Please note: The value in the stack includes any fee
taken.
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Subsection 18
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Transaction
correct in
stack?
YES
Bin transaction, then
repeat correctly
Y
Settle transaction
Examine the Transaction Stack to see whether the
correct transaction type and amount are displayed
If the details in the stack are incorrect:
* Use the Bin icon to delete the incorrect
transaction, then repeat the transaction correctly.
For information on using the Bin icon, see Office
Administration; Equipment information and
maintenance; Counter equipment
Settle the transaction.
For information on settling transaction:
Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions
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Transactions - Serve Customer - Part two
Payment transactions
Subsection 19
Payment transactions
19 Payment transactions
When you need to carry out a transaction resulting
in a payment to the customer (for example, Alliance
& Leicester Giro withdrawals, National Savings
- withdrawals, Co-op cheque encashment):
Touch icon sequence to
select Serve Customer ® Select the Serve Customer option by touching the
I following icon sequence:
- Transactions
- Serve Customer
han one payment
cor withdrawal?
® Decide whether the transaction consists of more
than one payment or withdrawal of the same value
No 7 If the transaction consists of more than one
I Y payment or withdrawal:
/ Enter number of + Enter the number of payments/ withdrawals by
pay! YY
i payments/withdrawals using cither of the following:
I - the keyboard
- the Quantity icon see System Administration;
System features; Using the Quantity icon
fs payment
transaction
displayed?
ad @ Examine the screen to see whether the type of
payment or withdrawal the customer requires is
I displayed
YES
v If the payment transaction is not displayed:
Touch appropriate . .
oo pprer + Touch the appropriate menu icons until the
Le : payment/withdrawal is displayed.
¥
Select relevant item @ ‘ouch the relevant icon(s) for the item
Please note: There are a number of services (for
example, Girobank Withdrawals) that
you have to enter individually because
further details are required. In this case
the default volume (1) cannot be
amended. The Horizon system will
display a warning message if you have
increased this.
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Subsection 19
Payment transactions
Picklist
displayed?
YES @ Examine the screen to see whether the Horizon
system is displaying a picklist
No y Ifa picklist is displayed on screen:
Select transaction type
from picklist
+ Select the required transaction type from the
picklist.
For information on using a Picklist, see System
Administration; System features; Using picklists.
Account
details YES °
Examine the screen to see whether the transaction
required? requires account or customer reference details
Please note: The number of digits that must be
entered will vary depending on the
y product.
NO /
Enter account details For example:For a Girobank transaction you can
enter between 7 and 9 digits, for a BT
bill wansaction you can enter 12 digits
Y ete.
Touch ¥ icon
If account or customer reference details are
T required:
The Horizon system displays the A/C details screen.
* Enter the required account details using either of
the following:
- the keyboard
- the alphanumeric pad
* Touch the ¥ icon to confirm details.
® Examine the screen to see whether the transaction
requires value details
If value details are required:
Y The Horizon system will display the amount screen.
Enter transaction value + Enter the transaction value
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Subsection 19
y
Touch ¥ icon
‘Transaction
correct in
stack?
YES
Bin transaction, then
repeat correctly
Yy
Settle transaction
* Touch the ¥ icon to confirm the value.
Please note: The Horizon system will prompt you if
you have entered an invalid value for a
particular product/service (eg. a value
greater than the system will allow for
the product).
Examine the Transaction Stack to see whether the
correct transaction type and amount are displayed.
If the details in the stack are incorrect:
* Use the Bin icon to delete the incorrect
transaction, then repeat the transaction correctly.
¢ Office
Administration; Equipment information and
maintenance; Counter equipment
For information on using the Bin icon,
Settle the transaction.
For information on settling transactions, see
‘Transactions - Serve Customer - Part three;
Miscellancous; Settling transactions.
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Transactions - Serve Customer - Part three
Contents
Contents
Page
Transactions - Serve Customer - Part three
Postal revenue transactions
Carrying out Parcelforce Worldwide transactions (non-postage sales) ........ 1
Carrying out Royal Mail Sunrise transactions... 6
Using the scales
Calculating postage rates on the Horizon system
using the weight obtained from the scales.. 10
Using the scales for a number of items of the same weight.. 19
Using the scales service for other options... 22
Stock transactions
Selling stock items... 28
Splitting a pack to sell an item .. 30
Reclaiming lost Postal Order fees... 31
“Out of hours’ transactions. 33
System failure & recovery
Completing transactions interrupted by system failure... 35
Entering bulk transactions following system failure... 37
Miscellaneous
Settling transactions 41
Printing a receipt.. 49
Pre-purchase transactions... 51
Non-value transactions. 54
Vouchers... 56
Local Schemes... 58
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Contents
Subsecti
upsecsion Contents
Cashing Other Banks’ Cheque: 64
Selling retail items... 66
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Introduction
Introduction
Introduction
This booklet contains information about Postal Revenue transactions, using the scales, selling stock
items, system failure and recovery procedures and a miscellaneous section.
The miscellaneous section contains information about settling transactions, printing a receipt, pre-
purchase transactions, non value transactions, vouchers, local schemes, cashing other bank’s
cheques and discounting retail items.
The system failure and recovery section explains how to complete EPOSS transactions interrupted
by system failure and enter bulk transactions following system failure.
For information about Automated Payments see the Transactions - Serve Customer - Part one
booklet.
For informations about OBCS and non-OBCS Pensions and Allowances, Bureau de Change
transactions, receipt or payment transactions, the Transactions - Serve Customer - Part two booklet.
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Postal revenue transactions
Subsection I
Postal revenue transactions
I Carrying out Parcelforce Worldwide transactions (non-
postage sales)
Use this procedure when you need to carry out a Parcelforce Worldwide transaction.
This procedure is only for the Parcel Services listed below.
For information on selling stamps for ordinary or international parcels, see subsection 6; Selling
stock items. For information on weighing items, see subsection 3; Calculating postage rates on the
Horizon system using the weight obtained from the scales.
For information on recording Discrete Parcel Income, see Transactions - Other - Part two;
Miscellaneous; Recording parcel traffic from DPI Schedules,
Touch icon sequence to @ Select the Parcel Services option by touching the
select Parcel Services
following icon sequence:
- Transactions
- Serve Customer
- Other Products:
- Mail Products
- Parcel Services
The system will display the Parcel Services menu,
showing the following icons:
- D/post inland
- Datapost ind.
- Prepd Pels
- Pels carrs rev
- Pcls RevA
- Pcls misc rev
@ Check whether the customer requires more than one
Yes of the item
I If the customer requires more than one of the
Ad item:
Enter number of items * Enter the number required by using either of the
I following:
- the keyboard
- the Quantity icon see System Administration;
System features; Using the Quantity icon
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Subsection I
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Inland
Guaranteed
service?
NO
International
Guaranteed
service?
Touch D/post inland
icon
'
Enter total amount of
transaction
v
Touch ¥ icon
No I
Touch D/post intl icon
Enter total amount of
transaction
v
Check whether the customer requires an Inland
Guaranteed service
If the customer requires an Inland Guaranteed.
service:
For information on the acceptance procedures for
Inland Guaranteed services! $¢¢ (#) below
* Touch the D/post inland icon
* Enter the total amount of the transaction
* Touch the ¥ icon.
The Horizon system will display the Transaction
Parcel Services screen.
Check whether the customer requires an
International Guaranteed service
If the customer requires an International
Guaranteed service:
For information on the acceptance procedure for
vicest See (ii) below
International Guaranteed sery
* Touch the D/post int! icon
* Enter the total amount of the transaction
* Touch the ¥ icon.
i, See Counters Operations Manual; Parcelforce Worldwide Guaranteed Services booklet; Inland zones I to 3
ii, See Counters Operations Manual; Parcelforce Worldwide Guaranteed Services booklet; International zones 4 to 12
Page 2
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Subsection I
Postal revenue transactions
The Transaction Parcel Services screen will be
displayed.
Parcels
Prepaid
service?
YES @ Check whether the customer requires the Parcels
Prepaid service
NO If the customer requires the Parcels Prepaid
service:
For information on accepting Parcels.
Prepaidt See (i) below
Touch Prepd Pels icon * Touch the Prepd Pels icon
y
Enter total amount of
transaction * Enter the total amount of the transaction
Touch ¥ icon * Touch the ¥ icon.
$I The Transaction Parcel Services screen will be
displayed.
@ Check whether the customer is paying an amount
reelforce into their Parcelforce Worldwide account (which
YES
revenue + must be cleared through the Sunrise system)
payment?
If you are accepting a Parcelforce Worldwide
NO revenue payment for clearingt See (ti) below
Touch Pels carrs rev * Touch the Pels carrs rev icon
icon
'
Enter total amount of
transaction
'
Touch ¥ icon
* Enter the total amount of the transaction
* Touch the ¥ icon.
bef The Transaction Parcel Services screen will be
y
i. See Counters Operations Manual; Parcelforce Worldwide Standard and Economy Services booklet; Postage Prepaid
ii, See Counters Operations Manual; Parcelforce Worldwide Standard and Economy Services booklet; Accounting
displayed.
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Subsection I
Postal revenue transactions
@ Decide whether you are making an adjustment to an
amount accepted for the Parcels Prepaid service
Prepaid?
I This part of the procedure should be followed if
NO Parcelforce Worldwide advises you that you need to
I reduce an overstated amount for the Parcels Prepaid
i service.
You should try to make the adjustment at the same
stock unit that originally accepted the prepaid
i parcels in the same CAP if possible.
If an adjustment to a Parcels Prepaid service is
required:
Touch Pels Rev A icon
* ‘Touch the Pels Rev A icon
Enter total amount of
transaction * Enter the total amount of the transaction
y
Touch ¥ icon
* Touch the ¥ icon.
<— The Horizon system will display the Transaction
Parcel Services screen.
liscellaneous
cllaneous YES @ Check whether the customer is paying for a
parcels service?
Parcelforce Worldwide miscellaneous service (one of
the services not specifically listed on the menu)
If you are accepting payment for a Parcelforce
Worldwide miscellaneous service! 8¢ () below
Touch Pels misc rev icon * ‘Touch the Pels misc rev icon
Enter total amount of
transaction * Enter the total amount of transaction
I
y
i, See Counters Operations Manual; Parcelforce Worldwide Standard and Economy Services booklet; Accounting
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Subsection I
Y
Touch ¥ icon
transaction
correct in
ck?
Bin transaction and
repeat correctly
Settle transaction
y
* Touch the ¥ icon.
@ Examine the Transaction Stack to see whether the
correct transaction type and amount are displayed
If the transaction is incorrect:
* Use the Bin icon to delete the incorrect
transaction, then repeat the transaction correctly.
For information on using the Bin icon, see Office
Administration; Equipment information and
maintenance; Counter equipment.
@ Settle the transaction.
For information on settling transaction:
Transactions - Serve Customer - Part three;
ee
Miscellaneous; Settling transactions.
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Subsection 2
Postal revenue transactions
2
Carrying out Royal Mail Sunrise transactions
Use this procedure when you need to carry out a Royal Mail Sunrise transaction.
For information on selling stamps for letter items
subsection 6; Selling stock items. For
information on weighing items, see subsection 3; Calculating postage rates on the Horizon system
using the weight obtained from the scales.
Touch icon sequence to © Select the Letter Services option by touching the
select Letter Services following icon sequence:
- Transactions
- Serve Customer
- Other Products:
- Mail Products
- Letter Services
The Letter Services menu will be displayed, showing
the following icons:
- Prepd Ltrs
- Meter Set
- — Lettrs carrs
- MiscRevLtr
- Lettrs rev adj
@ Check whether the customer requires the Prepaid
Letters service
If the customer requires the Prepaid Letters
service:
For information on the acceptance procedure for
Prepaid Letters f See () below
Touch Prepd Ltrs icon
* ‘Touch the Prepd Ltrs icon
y
Enter total amount of * Enter the total amount of the transaction
transaction
Touch V icon * Touch the W icon.
—_——--—- J
i, See Counters Operations Manual; Royal Mail National booklet 3; Postage Prepaid; General information
Page 6
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Subsection 2
Franking
Machine
reset?
YES
NO
y
Touch Meter set icon
v
Enter total amount of
transaction
¥
Touch ¥ icon
Customer
making revenue
payment?
NO
Yv
Touch Lettrs carrs icon
y
Enter total amount
y y
The Transaction Letter Services screen will be
displayed.
Check whether the customer wishes to pay for credit
to be added to their Franking Machine
If the customer needs credit to be added to their
Franking Machine:
For information on resetting Franking Machines
+f See (i) below
* Touch the Meter Set icon
* Enter the total amount of the transaction
* Touch the ¥ icon.
The Transactions Letter Services screen will be
displayed.
Check whether the customer is making a payment
towards their Royal Mail account, which must be
cleared through the Sunrise system.
If you are accepting a revenue payment for the
Royal Mail Sunrise system:
For information on Sunrise letters I See ()) below
* Touch the ‘Lettrs carrs’ icon
* Enter the total amount of the transaction
i, See Counters Operations Manual; Royal Mail National booklet 3; Resetting Franking (Meter) Machines; General
information
ii, See Counters Operations Manual; Royal Mail National booklet 3; Daily accounting: Sunrise letters; Daily accounting:
Sunrise letters (formerly known as CARRS)
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Subsection 2
Postal revenue transactions
Y
Touch ¥ icon
* Touch the ¥ icon.
The Transactions Letter Services screen will be
displayed.
ayment for >
miscellaneous
service?
Yes @ Check whether the customer is making a payment
for a miscellaneous service (one of the Sunrise
transactions not listed specifically on the menu, eg
Fax Mail)
If you are accepting payment for a miscellaneous
service:
For information on the acceptance procedures for
miscellaneous services T Se (0) below
Touch MiscRevLtr icon
* ‘Touch the MiscRevLtr icon
Y
Enter total amount of
transaction * Enter the total amount of the transaction
'
Touch ¥ icon
* Touch the ¥ icon.
<< The Transactions Letter Services screen will be
displayed.
Adjustment
to Letters
Prepaid?
@ Decide whether you are making an adjustment to an
amount accepted for the Prepaid Letters service
NO
This part of the procedure should be followed if
Royal Mail advises you that you need to reduce an
overstated amount for the Letters Prepaid service.
You should try to make the adjustment at the same
stock unit that originally accepted the Prepaid
Letters, in the same CAP if possible.
y y
i, See Counters Operations Manual; Royal Mail National booklet 3
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y
Touch Letrs rev adj icon
y
Enter amount
y
Touch ¥ icon
transaction
correct in stack?
YES: v
Bin transaction, and
repeat correctly
y
Settle transaction
REFER’
If an adjustment to a Prepaid Letters payment is
required:
* Touch the Ltrs rev adj icon
* Enter the amount
* Touch the ¥ icon.
The Transactions Letter Services screen will be
displayed.
Examine the Transaction Stack to see whether the
correct transaction type and amount are displayed
If the transaction in the stack is incorrect:
* Use the Bin icon to delete the incorrect
transaction, then repeat the procedure correctly.
For information on using the Bin icon see Office
Administration; Equipment information and
maintenance; Counter equipment.
Settle the transaction.
For information on settling transactions, see
Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions.
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Subsection 3
Using the scales
3 Calculating postage rates on the Horizon system
using the weight obtained from the scales
3.1 Inland items
Use this procedure when you need to weigh an inland item for a customer.
For information on weighing an overseas item, see paragraph 3.2; page 14.
If your scales are not connected to the Horizon system, follow this procedure but enter the weight
of the item manually, when appropriate.
@
Ask customer to place
item on scales @ Ask the customer to place the item on the scales
Is item
too heavy for
— @ Check whether the item is too heavy for the scales
scales?
I If the item is too heavy for the scales:
NO) Yv
Ask customer to place
item on parcel scales scales so you can identify the weight and.
T calculate the price for the service required
'
Provide stamps for * Provide the required stamps for the weight
weight of item
* Ask the customer to place the item on the Parcel
shown according to the service selected by the
I customer
For information on selling stamps, see subsection 6;
Selling stock items.
v
Touch icon sequence to
select Inland
®@ Select the Scales option by touching the following
icon sequence:
- Transactions
- Serve customer
- Other Products:
- Scales
- Inland
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Is weight
shown on
screen?
NO
YES
y
Touch / icon
y
Enter weight shown on
scales manually
y
Touch ¥ icon
i
y
Touch picklist to
highlight service
y
Touch ¥ icon
y
@ Examine the screen to see whether the weight of the
item is displayed
The weight will be displayed on the screen only in
offices with electronic scales connected to the
Horizon system.
If the weight of the item is not displayed on the
screen:
* ‘Touch the ¥ icon to acknowledge the warning
message
+ Enter the weight shown on scales (in grammes)
manually by using either:
- the keyboard
= the on-screen number pad
For information on electronic scales failure, see
Office Administration; System failure; Equipment
Failure Checklist (dealing with equipment failure).
* Touch the V icon.
The system will display a picklist of services and
amounts.
@ ‘Touch the picklist to highlight the service required
For information on picklists, see System
Administration; System features; Using picklists.
®@ Touch the ¥ icon to select the service highlighted
‘The system will display the relevant inland screen
showing the service selected.
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Using the scales
If the item is too heavy for the service you require,
I the system displays the words ‘TOO HEAVY’ in the
/ right hand column of the picklist. Advise the
customer that the item is too heavy for the service
and they must select an alternative service.
Other
‘option
required?
@ Check whether the customer wants:
I - to post several items of similar weight
I - any additional services
Aj - to abandon the transaction
NO
If the customer requires any of these options, see
subsection 4; Using the scales for a number of items
of the same weight and subsection 5; Using the
System scales service for other options.
to decide on . .
best choice of @ Decide whether you would like the Horizon system
stamps? to decide on the best choice of stamps for the item
NO
If you want the Horizon system to decide on the
best choice of stamps by using the ‘best fit’ option,
see subsection 5; Using the scales service for other
options.
y
Touch ¥ icon
@ Touch the W icon to complete the transaction
@ Examine the Transaction Stack to see whether the
correct transaction type and amount are displayed
transaction
correct in
stack?
Please note: If the customer has affixed stamps to
the item to a value in excess of the cost,
I a scales icon with a value of £0.00 will
YES
show in the stack.
If the transaction in the stack is incorrect:
Bin transaction, then * Use the Bin icon to delete the incorrect
repeat correctly transaction, then repeat the transaction correctly.
l
For information on using the Bin icon, see Office
Administration; Equipment information and
maintenance; Counter equipment.
Settle transaction
@ Settle the transaction.
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Subsection 3
Using the scales
For information on settling transactions, see
Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions.
Provide customer with
stamps
@ Provide the customer with the stamps.
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Using the scales
Subsection 3 .
ubsection Using the scales
3.2 Overseas items
Use this procedure when you need to weigh an overseas item for a customer.
The Horizon system will not warn you ifa specific service to a country is not available. Please refer
to the Instant Guide to Postal Services booklet and Counter News to check service availability.
For information on weighing an inland item, see paragraph 3.1; page 10
‘Ask customer to place
item on scales @ Ask the customer to place the item on the scales
Is item
YES
too hewy for i @ Check whether the item is too heavy for the scales
scales
I If the item is too heavy for the scales:
No v
‘Ask customer to place * Ask the customer to place the item on the Parcel
item on parcel scales scales so you can identify the weight and
calculate the price for the service required
Provide stamps for
weight of item * Provide the required stamps for the weight
shown according to the service selected by the
customer.
For information on selling stamps, see subsection 6;
Selling stock items
y
Touch icon sequence to e
select Scales option
Select the Scales option by touching the following
icon sequence:
- Transactions
- Serve Customer
y - Other Products:
Ask customer - Scales
destination of item
@ Ask the customer which overseas destination the
item is going to
@ Decide whether you know which zone the country
Do you
know correct
zone?
is in
NO
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Touch zone icon
’
®
v
Touch Pick by Country
icon
Required
country
displayed?
YES Yy
Locate required
country
¥
Highlight required
country
v
Touch ¥ icon
y
If you know the zone for this country:
* Touch one of the following icons:
= Europe
= Intnl Zone1
- Intnl Zone2
* Go to ‘A’ on page 16.
If you do not know the zone for this country:
Touch the Pick by Country icon.
Examine the screen to see whether the required
country is displayed
If the required country is not displayed:
+ Locate the country using any of the following
icons:
- touch the top icon to go to the start of the list of
countries
- touch the up icon to browse up the list of
countries
- touch the down icon to browse down the list of
countries
- touch the bottom icon to go to the bottom of the
list of countries
- enter the first or first few letters of the country
using the keyboard
When the top of the list is displayed, there are No
Entry signs on the Top and Up icons.
When the bottom of the list is displayed there are
No Entry signs on the Bottom and Down icons.
Touch the required country, to highlight it in yellow
Touch the ¥ icon
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Using the scales
@ Examine the screen to see whether the weight of the
item is displayed
The weight will be displayed on the screen only in
offices with electronic scales connected to the
Horizon system.
Y If the weight of the item is not displayed on the
screen:
Touch ¥ icon
* Touch the V icon to acknowledge the warning
message
y
Enter weight of item
manually
+ Enter the weight of the item (in grammes)
manually by using either:
y
Touch ¥ icon
- the keyboard
= the on-screen number pad
* Touch the ¥ icon.
For information electronic scales failure, see
‘Transactions - Serve Customer - Part three; System
failure & recovery; Completing transactions
interrupted by system failure.
Ask which service is
required @ Ask the customer which basic service is required
The system will offer a list of available services and
costs, If the service that the customer wishes to
purchase requires larger scales, the system will
display the words “TOO HEAVY’ by the side of the
service shown.
Please note: The Horizon system will not warn you
if a specific service to a country is not
available. Please refer to the Instant
Guide to Postal Services booklet to
check service availability.
Is
service
displayed?
ey @ Examine the screen to see whether the required
service for this country is displayed
YES
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Locate service
y
Touch service, then
touch ¥ icon
Other
options
required?
System
£6 decide on best
choice of
stamps?
NO
Touch ¥ icon
y
If the required service is not displayed:
* Locate the required service using any of the
following icons:
- Top (to go to the start of the list of services)
- Up (to browse up the list of services)
- Down (to browse down the list of services)
- Bottom (to go to the bottom of the list of
services)
When the top of the list is displayed, there are No
Entry signs on the Top and Up icons.
When the bottom of the list is displayed, there are
No Entry signs on the Bottom and Down icons.
© ‘Touch the required service to highlight it in yellow,
then touch the ¥ icon
@ Check whether the customer requires any of the
following options:
- to post several items within the same weight
band
- any additional services
- to post an item with postage already affixed
- to abandon the transaction
If the customer requires any of these options:
For information on using these options, see
subsection 5; Using the scales service for other
options.
For information on using the Scales Quantity option,
see subsection 4; Using the scales for a number of
items of the same weight.
@ Decide whether you would like the Horizon system
to decide on the best choice of stamps for the item
If you want the Horizon system to decide which
stamps should be used, by using the ‘best fit’
option, sce subsection 5; Using the scales service for
other options.
@ ‘Touch the ¥ icon to complete the transaction
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Using the scales
Is @ Examine the Transaction Stack to see whether the
transaction NO correct transaction type and amount are displayed
correct in “I .
stack? I Please note: If the customer has affixed stamps to
the item to a value in excess of the cost,
YES i a value of £0.00 will show in the stack.
Y If the transaction in the stack is incorrect:
Bin transaction and * Use the Bin icon to delete the incorrect
repeat correctly transaction, then repeat the transaction correctly.
For information on using the Bin icon, see Office
Administration; Equipment information and
maintenance; Counter equipment,
Settle transaction
@ Settle the transaction
For information on settling transactions, see
Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions.
Y
Provide customer with
stamps
@ Provide the customer with the stamps.
y
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Subsection 4
Using the scales
4 Using the scales for a number of items of the same
weight
Use this procedure when a customer wants to post a number of items of an identical weight or
within the same weight band.
©
Weigh each item on
scales @ Weigh each item using the scales
For information on using scales to weigh items, see
subsection 3; Calculating postage rates on the
I Horizon system using the weight obtained from the
v scales.
Calculate number of
: @ Calculate how many items there are of an identical
items of same weight
weight or within the same weight band
y
Touch Change Qty icon @ ‘Touch the Change Qty icon
Please note: A warning message will appear to
advise you that changing the quantity
will multiply any amount of postage
affixed to an item or additional services
v by the same quantity.
Touch 7 icon @ Touch the ¥ icon to acknowledge the warning
message
y
Enter quantity
@ Enter the quantity of items by using either:
- the keyboard
- the on-screen number pad
Touching the Change Quantity icon at any time will
allow you to change the quantity. Touching the Bin
¥y icon followed by the Quantity icon will revert the
Touch V icon quantity to 1.
® Touch the ¥ icon
y
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Other
options
required?
NO
System to
lecide on best choice.
of stamps?
NO I
y
Touch ¥ icon
Is
transaction
correct in
stack?
YES y
Bin transaction and
repeat correctly
y
Y
Settle transaction
Check whether the customer needs any of the
following options:
- any additional services
- to post items with postage already affixed
- to abandon the transaction
If the customer requires any of these options, see
subsection 5; Using the scales service for other
options.
Decide whether you would like the Horizon system
to decide on the best choice of stamps for the item
If you want the Horizon system to decide on the
best choice of stamps, using the ‘best fit’ option, see
subsection 5; Using the scales service for other
options.
Touch the ¥ icon to complete the transaction
Examine the Transaction Stack to see whether the
correct transaction type and amount are displayed
If the transaction in the stack is incorrect:
* Use the Bin icon to delete the incorrect
transaction, then repeat the transaction correctly.
For information on using the Bin icon, see Office
Administration; Equipment information and
maintenance; Counter equipment
Settle the transaction
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Subsection 4
Using the scales
For information on settling transactions, see
Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions.
Provide customer with
stamps @ Provide the customer with the required stamps to
affix to the item(s).
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Subsection 5
Using the scales
5 Using the scales service for other options
You may use the scales service for options other than weighing items such as:
selling an additional mail service
- using the system to calculate the best choice of stamps
- abandoning the transaction
- pricing an item with stamps already affixed
To use the scales for weighing items, see subsection 3; Calculating postage rates on the Horizon
system using the weight obtained from the scales.
If you change the default amount on the Quantity icon (which is set at 1) the amount of stamps
already affixed will be applied to each item.
When you wish to use one of these options:
Additional
NO
service — @ Check whether the customer requires an additional
required? .
i service
YES i we
I I If the customer does not want an additional
I Y service:
@) * Goto ‘A’ on page 24.
v If they want an additional service:
Touch Add Sves icon @ Touch the Add. Sves icon
v
Ask cust hich
service they require @ Ask the customer which service is required
5 required
service
displayed?
1 @ Examine the screen to see whether the required
service is displayed
Yes Please note: The Horizon system will not advise
you if a specific service to a country is
not available. You must refer to the
Instant Guide to Postal Services booklet
to check service availability.
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!
Locate required service
$$
Touch required service,
then touch ¥ icon
Correct
service
selected?
Yes y
Touch Bin icon
y
Touch Add Svcs icon
y
Repeat procedure
Further
additional
services?
If the required service is not displayed:
* Locate the required service using any of the
following icons:
- Top (to go to the start of the list of services)
- Up (to browse up the list of services)
- Down (to browse down the list of services)
- Bottom (to go to the bottom of the list of
services)
Please note: When the top of the list is displayed,
there are No Entry signs on the Top and
Up icons. When the bottom of the list is
displayed, there are No Entry signs on
the Bottom and Down icons.
Touch the required service, to highlight it in yellow,
then touch the ¥ icon
Please note: The Horizon system will display a
warning message if an additional
service is selected for a second time
and will prevent re-selection.
Examine the screen to see whether the correct
service has been selected
If the wrong service has been selected:
* Touch the Bin icon.
For information on using the Bin icon see Office
Administration; Equipment information and
maintenance; Counter equipment
* Touch the Add Svcs icon
This will delete all additional services for the item:
* Repeat the procedure from the flow-chart box
‘Additional service required?" on page 22.
Check whether further additional services are
required
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Y
Repeat procedure
already fixed
to item?
NO
y
Touch Pre-Paid icon
y
Enter amount
Y
Touch ¥ icon
‘Amount
entered
correctly?
YES
a
NO
Y
Touch bin icon
REFER)
If further additional services are required:
* Repeat the procedure from the flow-chart box
“Ask customer which service they require’ on
page 22.
Check whether the customer has already affixed any
stamps to the item
Please note: If the quantity of items recorded is
greater than one, the system will
assume that the same value of stamps
has been affixed to each item.
If an amount of stamps has already been affixed:
* Touch the Pre-Paid icon
* Enter the amount that has been pre-paid by using
either:
- the keyboard
= the on-screen number pad
* Touch the ¥ icon.
If you have more than one pre-paid amount, you can
enter these separately and the system will total them
for you.
* Examine the screen to see whether the pre-paid
value is correctly displayed
Please note: If you enter a pre-paid amount which
is in excess of the value of postage
required a value of Zero will be posted
to the stack.
If the amount has not been entered correctly:
© ‘Touch the Bin icon
For information on using the Bin icon see Office
Administration; Equipment information and
maintenance; Counter equipment.
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Y
I Touch Pre-paid icon
i ¥
Repeat procedure
Does
customer want
to proceed?
YES: v
Touch X icon
Horizon to
decide best choice
of stamps?
YES
y
Touch ¥ icon
v
Touch Best Fit icon
y
© Touch the Pre-Paid icon
This will subtract the amount pre-paid.
+ Repeat the procedure from the flow-chart box
“Postage already fixed to item?’ on page 24.
Check whether the customer wishes to proceed with
the transaction
If the customer does not want to proceed:
* ‘Touch the X (Abandon) icon to abandon the
transaction.
Please note: If you touch the X (Abandon) icon,
the Horizon system will return to the
Scales menu without committing the
transaction.
Decide whether you would like the Horizon system
to decide on the best choice of stamps for the item
If you do not want the Horizon system to decide
on the best choice of stamps, by using the ‘best fit’
option:
* ‘Touch the ¥ icon to complete the transaction
Please note: If First or Second class or Special Issue
stamps are used, the value of the stock
level will require adjustment, because
these stamps are held on the system
separately from postage other. Stock
does not have to be adjusted at the time
of the transaction, however.
For information on adjusting stock, see
Balancing; Balancing an individual
stock unit; Adjusting stock.
For information on selling stamps, see
subsection 6; Selling stock items.
+ Go to ‘B’ on page 26
@ Touch the Best Fit icon
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Subsection 5
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You want to
use this choice of
stamps?
NO
YES
y
Touch Override icon
Touch ¥ icon
‘transaction
correct in
stack?
I Bin transaction, then
repeat correctly
@ Decide whether you want to use the “Best Fit’ stamps
shown on the screen
Please note: Check that you have this selection of
stamps in stock before continuing with
the ‘Best Fit’ option. If you use the
“Best Fit’ option, it is important to use
the combination of stamps that the
system advises, because the system will
automatically adjust your stock levels to
take account of the stamp(s) sale. If
other stamps are used you will need to
adjust your stock to make the stock
level correct
For information on
adjusting your stock, see Balancing;
Balancing an individual stock unit;
Adjusting stock.
If you do not want to use the ‘Best Fit’ stamps:
* Touch the Override icon.
Will automatically adjust you stock levels for tose
stamps displayed in the ‘Best Fit’ options. if other
stamps are used you will need to make an
adjustment to your stock to make the stock level
correct.
For information on selling stamps, see subsection 6;
Selling stock items.
® Touch the ¥ icon
@ Examine the Transaction Stack to see whether the
correct transaction type and amount are displayed
If the transaction in the stack is incorrect:
* Use the Bin icon to delete the incorrect
transaction, then repeat the transaction correctly.
For information on using the Bin icon s
Office
Administration; Equipment information and
maintenance; Counter equipment.
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Subsection 5
Using the scales
—_¥
Settle transaction
® Settle the transaction.
For information on settling transactions, see
Transactions - Serve Customer ~ Part three;
Miscellaneous; Settling transactions.
¥
Provide customer with
stamps @ Provide the customer with the required stamps to
affix to the item(s).
y
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Subsection 6
Stock transactions
6 Selling stock items
When a customer wishes to buy an item (or items)
© of stock:
Ask customer what they @ Ask the customer what they wish to buy
wish to buy Please note: If the transaction involves splitting a
full pack of items in order to sell items:
individually and the total value of the
individual items is greater than the
pack value, see subsection 7; Splitting a
¥ pack to sell an item.
Touch icon sequence to °
Select the Serve Customer option by touching the
select Serve Customer
following icon sequence:
- Transactions
- Serve Customer
@ Check whether the customer requires more than one
of the item
If the customer requires more than one of the
NO y item:
Enter number of items * Enter the number required by using either of the
following:
- the keyboard
- the Quantity icon see System Administration;
System features; Using the Quantity icon
——_—————— Please note: If the customer has a particular sum of
money and wants to know how many
items they can purchase for this
amount, you can calculate this by using
the Quantity Shopping function see
System Administration; System
features; Using Shopping Mode.
Is item
displayed on
7 @ Examine the screen to see whether the item the
screen?
customer requested is displayed
YES
If the item the customer requested is not
v displayed:
Touch appropriate
menu icons till item is * ‘Touch the appropriate menu icons until the item
displayed is displayed
a
Finding an item may involve using a picklist. For
information on using picklists, see System
Administration; System features; Using picklists.
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Subsection 6
y
Touch appropriate icon
Do you
need to enter
price?
y
i Enter price of item
i Touch ¥ icon
transaction
correct in stack?
YES i
Bin transaction and
repeat correctly
y
Settle transaction
REFER’
@ Touch the icon that represents the item that the
customer requested
@ Examine the screen to see whether you need to enter
the price of the item
If you need to enter the price of the item:
* Enter the price using either
- the keyboard
- the on-screen number pad
* Touch the ¥ icon.
@ Examine the Transaction Stack to see whether the
correct transaction type and amount are displayed
If the transaction in the stack is incorrect:
* Use the Bin icon to delete the incorrect
transaction, then repeat the transaction correctly.
For information on using the Bin icon see Office
Administration; Equipment information and
maintenance; Counter equipment
® Settle the transaction.
For information on settling transactions, see
‘Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions.
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Subsection 7
Stock transactions
7 Spili
ing a pack to sell an item
When you need to split a pack of items to sell them individually and the total value of the
individual items is greater than the pack value:
Please note: — This procedure must only be used for transactions where it has been agreed by the
business that items may be sold individually and a resulting gain adjusted.
Split the pack
@ Split the pack for individual sales
v
Sell stock item
@ Sell the stock item
For information on selling a stock item, see
subsection 6; Selling stock items.
- @ Calculate the difference in value between the
Calculate difference in .
original cost of the pack and the cost of the pack
value
charged as individual items
y
Increase stock level e
Increase your stock levels by the difference in value
Please note: You can adjust stock at any time up to
and including balancing.
: For example:lf you split a pack of 10 envelopes, held
I in your stock at a value of £2.90, the
value is increased to £3.20 (the value
of selling 10 envelopes at 32p). You
will need to increase your stock level of
this product by 30p.
For information on adjusting stock, see Balancing;
Balancing an individual stock unit; Adjusting stock
y
Remove excess cash ® Remove from your till the amount of cash left over
from till
as a result of splitting the pack.
y
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Subsection 8
Stock transactions
8 Reclaiming lost Postal Order fees
When you need to reclaim the loss incurred if a
particular value of Postal Order requested by the
customer is out of stock and two or more Postal
Orders are needed to make up the value:
@ Record the transaction on the Horizon system, as
normal
Please note: You must record the transaction exactly
/ as you have carried it out. For example
if you have supplied two £2 Postal
Order
Postal Order, this must be recorded on
the Horizon system as two £2 postal
to a customer in lieu of a £4
orders.
For information on selling Postal Orders, see
Transactions - Serve Customer - Part three; Stock
transactions; Selling stock items.
‘transaction
correct in
stack?
— @ Examine the Transaction Stack to see whether the
correct transaction type and amount are displayed
YES y If the transaction in the stack is incorrect:
Bin transaction then
repeat correctly
* Use the Bin icon to delete the incorrect
transaction then repeat the transaction correctly.
For information on using the Bin icon, see System
Administration; System overview; Main functions of
y the system and how to move around it.
Calculate loss incurred
from fees @ Calculate the loss incurred by the difference between
the two values of fees
In the example quoted this would be the difference
between the fees for 2x£2 postal orders and the fee
for 1x£4 postal order.
y
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Subsection 8 .
ubsection Stock transactions
——Y__
Touch icon sequence to
select PO-Lost Fees @ Select the Lost PO Fee option by touching the
following icon sequence:
I - Transactions
- Serve Customer
I - Postal Orders
u - Other PO
~ PO-Lost F
S
Enter amount of loss
@ Enter the amount of the loss on the Horizon system
T using the numeric keypad or keyboard
y
Touch ¥ icon
@ Touch the ¥ icon
Please note: A PO Fees icon will appear in the
Transaction Stack for the value of the
additional fee incurred with a minus
sign preceding the figure.
‘transaction
correct in
stack?
@ Examine the Transaction Stack to see whether the
I correct transaction type and amount are displayed
YES i
hd If the transaction in the stack is incorrect:
Bin transaction, then * Use the Bin icon to delete the incorrect
repeat correctly
transaction, then repeat the transaction correctly.
For information on using the Bin icon, see System
Administration; System overview; Main functions of
the system and how to move around it.
Settle transaction
® Settle the transaction
REFER) For information on settling transactions, se
Transactions - Serve Customer - Part three;
Miscellaneous
Settling transactions.
An entry will appear on the Postal Orders Paid
vy summary for the amount of the Lost PO fees.
A balancing entry will appear on the Payments
section of the stock unit balance, the office balance
and the Cash Account.
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Out of hours transactions
Subsection 9
Out of hours transactions
9 ‘Out of hours’ transactions
“Out of hours’ transactions are post office transactions which occur outside of the agreed post
office opening hours, such as before the post office opens, during the lunchtime period (if the
office closes for lunch) or after the post office closes for the day.
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, all Lottery transactions should be
performed using the ‘out of hours’ stock unit, including those transactions which occur during
normal post office hours of business.
The stock unit should be created as a single stock unit, unless more than one person needs access
to the stock, where a shared stock unit should be created.
* Create the stock unit following the normal procedure, using the stock ID ‘OOH’ see Office
Administration; Stock unit administration; Creating a stock unit.
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 use the Horizon system outside
the agreed post office hours.
The procedure below provides information on how to deal with ‘out of hours’ transactions.
However, for specific information on how to deal with National Lottery and Automated Payments
“out of hours’ transactions
* For Automated Payments see Transactions - Serve Customer - Part one; Automated Payments;
Automated Payments ‘Out of Hours’ Transactions
* For National Lottery transactions, refer to see Balancing with Horizon Guide; Section 4:
Correcting errors on Horizon and Out Of Hours procedures
9.1 Offices with access to the Horizon system out:
hours
je the agreed post office
‘Transactions accepted on days other than balancing day
* Perform transactions on the Horizon system as normal, using the ‘OOH’ stock unit.
‘Transactions accepted on balancing day
* Balance all stock units except for the OOH stock unit and roll them into the next Cash Account
Period (CAP), as normal, see Balancing; Balancing a shared stock unit; Balancing a stock unit or
see Balancing; Balancing an individual stock unit; Balancing a stock unit
Once these stock units have been rolled into the next CAP, they will be available for use on the next
working day, even if the Cash Account has not been produced.
* Keep the ‘out of hours’ stock unit in the current CAP to record out of hours transactions.
* Perform transactions on the Horizon system as normal, using the OOH stock unit.
When all the ‘out of hours’ transactions have been performed on the Horizon system.
* Balance the OOH stock unit and roll it into the next CAP, as normal.
* Proceed with the Cash Account, see Balancing booklet; Cash Account production.
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Subsection 9
Out of hours transactions
9.2
Offices with no access to the Horizon system outside of agreed post office
hours
Offices who do not have access to the post office secure area outside normal post office hours must
enter the individual transaction details manually onto the Horizon system during the next period
of post office operation. However, there are some types of automated payment transactions
which you will not be able to perform without immediate access to the Horizon system. For
further information, see Transactions - Serve Customer - Part one; Automated Payments;
Automated Payments ‘Out of Hours’ Transactions.
* Keep all payments and supporting documentation accepted for ‘out of hours’ transactions
separate to the money accepted for private business, stored in a secure place until the next
period of post office operation
‘Transactions accepted on days other than balancing day
+ Perform transactions manually.
+ Enter the transactions on the Horizon system during the next period of post office operation,
using the ‘Out of Hours’ (OOH) stock unit
‘Transactions accepted on balancing day
* Balance all stock units except for the OOH stock unit and roll them into the next Cash Account
Period (CAP), as normal, see Balancing; General stock unit activities; Producing a stock unit
balance snapshot.
Once these stock units have been rolled into the next CAP, they will be available for use on the next
working day, even if the Cash Account has not been produced.
* Keep the ‘out of hours’ stock unit in the current CAP for the purpose of recording the out of
hours transactions.
* Perform transactions manually.
* Enter the transactions on the Horizon system during the next period of post office operation,
using the OOH stock unit.
When all the ‘out of hours’ transactions have been entered into the Horizon system.
* Balance the OOH stock unit and roll it into the next CAP as normal.
* Proceed with the Cash Account, s«
unit balance snapshot.
Balancing; General stock unit activities; Producing a stock
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Subsection 10
System failure & recovery
10 Completing transactions interrupted by system failure
Use this procedure when you need to complete a transaction interrupted by a system failure and
the system has not been restored.
This procedure will need to be completed for all transactions that were in progress when the
system failed, i.e. any transactions that were processed during the customer session prior to it
being settled.
For further information, see:
- the Equipment Failure Checklist to see if you can solve the fault and to see if business can be
continued without using manual transactions, see Office Administration; System failure;
Equipment Failure Checklist (dealing with equipment failure)
- Recovering after system failure to enter data recorded during system failure, see Offi
Administration; System failure; Recovery procedures afier system failure
Transfer
session? @ Check to see whether the session can be tranferred
to another workstation
No I Please note: In a multi counter office the session
can be transferred unless it is the
v processor that has failed.
Transfer session to .
another workstation If the session can be transferred:
© Transfer the session to another workstation
For information on transferring to a new counter
position see System Administration; System features;
Suspending and transferring transactions (sessions)
Is another
workstation
available?
@ Check to see whether another workstation is
I available
No i
v If another workstation is available:
Complete transaction * Complete the transaction on the other
‘on other workstation workstation
Please note: If an AP transaction was interrupted by
it should not be
a system failure,
undertaken at another workstation. For
information on dealing with AP
v transactions that were on the stack, see
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Subsection 10
System failure & recovery
Transactions - Serve Customer - Part
one; Automated Payments; Recovery of
Yy Automated Payments
‘Complete transaction
manually © Complete the transaction manually
'
Complete recovery
procedure @ Complete the recovery procedure when the Horizon
System is restored.
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Subsection II
System failure & recovery
Il Entering bulk transactions following system failure
Use this procedure when you need to enter payment and receipt transactions in bulk on the
Horizon system after system failure.
Bulk entry does not necessarily mean a large number of transactions; it may be only one
transaction.
This procedure should be used for receipts and payments transactions (including non-value stock)
only. Bulk changes to value stock items must be made by adjusting stock, see Balancing; Balancing
an individual stock unit; Adjusting stock.
Any non-customer service transactions should be entered normally when the system returns to
service,
Touch icon sequence to
select Bulk Input ® Select the Bulk Input option by touching the
following icon sequence:
- Transactions
- Bulk Input
More than @ Check whether there is more than one item of the
‘one item to same value to enter
enter?
No hd If you need to enter more than one item:
Enter number of items + Enter the number by using either of the
following:
- the keyboard
- the Quantity icon
For information on using the Quantity icon, see
System Administration; System features; Using the
—_—— Quantity icon.
Select required service
by icon @ Select the appropriate icon for the service required
Please note: You may need to go to a new screen in
order to find the service you require.
y
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Invalid
Quantity message’
displayed?
‘YES
No
Repeat procedure
Do you need
to enter an account
number?
YES
NO
y
Enter account number
Do you need
to enter an
amount?
No v
Enter total amount of
transaction
—§————————
Do you need YES
to enter a
fee?
NO v
Enter total amount of
fee
Examine the screen to see whether an ‘Invalid
Quantity’ message is displayed
Please note: Some products can only be entered one
at a time as additional data is required,
for example BT bill receipts which
require an account number.
If this message is displayed:
* Repeat the procedure from the flow-chart box
“Enter number of items’ on page 37 , entering
one item at a time.
Please note: You must enter each item with a
quantity of 1.
Examine the screen to see whether the Horizon
system is prompting you to enter an account
number
If you need to enter an account number:
* Enter the account number, using either
= the keyboard
- the on-screen keypad
Examine the screen to see whether the Horizon
system is prompting you to enter an amount
If you need to enter an amount:
+ Enter the amount using either:
= the keyboard
- the on-screen keypad
Examine the screen to see whether the Horizon
system is prompting you to enter a fee
If itis:
* Enter the amount using either
- the keyboard
= the on-screen keypad
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Subsection II
fransaction typel
amount displayed
correct?
‘YES
y
Use Bin icon to delete
transaction
y
!
Repeat transaction
Y
Repeat procedure for
further items
y
Examine the screen to see whether the transaction
type and amount displayed in the Transaction Stack
are correct
Each product that you select for bulk entry will only
appear in the stack once. If you make another bulk
entry for the same product, that additional bulk
entry will be added on to the original total.
Anumber will appear on the product icon indicating
how many entries you have made for it.
For example:lf you complete an entry of three V1 1s
at £150, an icon for V1 1s will appear
on the transaction stack showing a
value of £450 and a volume of 1. If
you then make an entry of ten VI Is at
£82.50, the V11 icon already on the
stack will be updated to include the
additional V11 transaction. It will
display a value of £1275 and a volume
of 2. This indicates the total value for
all V1 1s entered and the number of
entries you have made, not the volume
of V11s entered.
If the transaction is not correct:
* Use the Bin icon to delete the incorrect
uansaction
For information on using the Bin icon see System
Administration; System overview; Main functions of
the system and how to move around it
* Repeat the transaction from the flow-chart box.
“Enter number of items’ on page 37.
Repeat procedure, if nes
ary, from the flow-chart
box ‘Enter number of items’ on page 37.
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@ Check whether you have entered all the transactions
Please note: To view the full Transaction Stack touch
the Open icon.
For information on viewing the full
Transaction Stack see System
transactions
entered?
I Administration; System overview; Main
functions of the system and how to
I move around it
If you have not entered all the transactions:
Repeat procedure
* Repeat the procedure for any missing
transactions
icon @ Touch the Finish icon
‘ @ Settle the transaction
Settle transaction
Please note: The transaction should be settled
against the method of payment
accepted in the original transaction.
The Horizon system will produce the receipt
automatically.
For information on settling transactions s
Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions.
:
Tear off receipt @ Tear the receipt off the counter printer.
I
y
Keep receipt until end © Keep the receipt until the end of the week to help
of week your reconciliation when balancing,
: Please note: Once the office has balanced and rolled
y over to the next Cash Account Period
(CAP), you can destroy the receipt in
the local waste.
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Subsection 12
12 Settling transactions
Touch Finish icon in
Transaction stack
Does stack
show payment to
customer?
Ne) /
y
When you need to settle a transaction in the
Transaction Stack by entering one or more methods
of payment:
Please note: The Horizon system enforces business
instructions that govern which
methods of payment may be used to.
pay for particular transactions.
For information on payment by
voucher, see subsection 16; Vouchers.
‘Touch the Finish icon in the Transaction Stack (or
touch the Functions icon followed by the Settlement
icon in the Serve Customer menu)
Check whether the stack shows that a payment is
due to the customer
If the stack shows that a payment must be made to
the customer (Pay):
* Go to ‘A’ on page 47
If the stack shows that the customer owes a
payment for the transaction (Take):
The Transactions: Settlement screen will be displayed
featuring the following payment method icons:
- Cash (Fast): ‘FI’ (Settlement screen) ;"F15’:
(Desktop screen)
- Cheque (Fast): 'F2’ (Settlement screen)
- Cash ‘F3”
- Cheque ‘F4”
- Giro transfer F5
- Vouchers £6 (contains picklist)
- Debit Card F7
- BT stmp rdm F9
= TV stmp rdm F10
- Water stmp rdm F11 (contains picklist)
= MVL stmp rdm F12
= Gas stmp rdm F13
- Elec stmp rdm F14 (contains picklist)
Please note: When either the Fast Cash or Fast
Cheque icons are selected, the full
amount of the Customer session is
automatically settled.
When either ‘Cash F3’ or ‘Cheque F4’
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ubsection Miscellaneous
are selected, you need to enter the
value of the cash or cheques tendered.
The system will then display a new
session total (usually change to the
customer).
@ Check whether the customer is paying with savings
stamps
If savings stamps are tendered:
Please note: The Horizon system will only allow
you to accept a particular type of
savings stamp as payment, if the correct
corresponding transaction is placed in
the stack (eg TV Licence Savings Stamps
for a TV licence)
If you accept Motor Vehicle Licence
stamps, please enter the number of
stamps accepted.
¥
Accept stamps
* Accept the stamps from the customer
Please note: If the customer pays an amount in
savings stamps in excess of the value of
the bill, give the customer the change
in savings stamps (unless the excess
amount is less than the cost of an
individual stamp), which may be
refunded in cash. You must complete a
savings stamp sale to give the customer
the change in stamps. For information
on selling savings stamps, (see
subsection 6; Selling stock items).
For information on the acceptance of savings
f stamps, please refer to the appropriate booklet of the
y Counters Operations Manual.
Touch relevant icon * Touch one of the following icons as appropriate:
7 - BT stmp rdm (fora British Telecom phone
I bill)
: - TV stmp rdm (for a Television Licence)
I - Water stmp rdm (for a Water bill)
\ - MVLstmp rdm (for a Motor Vehicle Licence)
: - Gas stmp rdm (for a Gas bill)
I - Elec stmp rdm (for an Electricity bill)
Please note: When redeeming Water or Electricity
Savings Stamps, you must select the
appropriate company name from the
picklist displayed. For information on
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y
Enter value of stamps
and touch ¥ icon
No Exactamount
<< for bill
tendered?
Touch Finish icon
NO
Ensure validity of
cheque
y
is cheque
for full
amount?
Touch F2
Cheque
(Fast) icon
vy
using a picklist, see System
Administration; System features; Using
picklists.
* Enter the total value of stamps received and touch
the ¥ icon
* Check whether the customer has tendered the
exact amount of the payment in stamps
If the customer has tendered the exact amount of
the payment in stamps:
* Touch the Finish icon
* Go to 'B’ on page 48.
Check whether the customer is paying a cheque
If the customer is paying a cheque:
+ Ensure the cheque is valid
For information on cheque acceptance I S¢¢ ()) below
* Check whether the cheque is for the full amount
of the outstanding payment.
If the cheque is for the full amount of the
outstanding payment:
* ‘Touch the Cheque (Fast) (F2) icon.
Please note: Alternatively, you can touch the
Cheque icon, enter the amount and
touch the Finish icon.
i, See Counters Operations Manual; Cash and cheque acceptance booklet; Cheque acceptance
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Subsection 12 .
ubsection Miscellaneous
Y
Touch Cheque icon (F4)
If the cheque is not for the full amount of the
outstanding payment:
* Touch the Cheque icon (F4)
Enter amountand touch
¥ icon + Enter the amount and touch the W icon
More
than one
* Decide whether the customer is paying with
cheque? Paying
more than one cheque
If the customer is paying with more than one
Y cheque:
Repeat procedure * Repeat the procedure from the flowchart box
“Cheque tendered?” on page 43.
Girobank
transfer
vn @ Check whether the customer is paying a Girobank
tendered?
transfer
NO
SET arene If the customer is paying a Girobank transfer:
transfer is valid * Ensure the Girobank transfer is valid
¥
Touch Girobank
Transfer icon * Touch the Girobank Transfer icon
Enter amountand touch
v icon * Enter the amount and touch the ¥ icon
Giro transfer
for full
amount?
* Check whether the Girobank transfer is for the
full amount of the outstanding payment.
i If the Girobank transfer is for the full amount of
Y the outstanding payment:
Touch Finish icon
* Touch the Finish icon
* Go to ‘B’ on page 48.
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is customer
paying by
voucher?
NO
is customer
Paying
by cash?
y
YES
Check voucher is valid
y
Touch Vouchers icon
y
Select voucher type
y
Enter amountand touch
¥ icon
Voucher for
full amount?
Yes
v
Touch Finish icon
Check whether the customer is paying by voucher
If the customer is paying by voucher:
* Check that the voucher is valid (see the
individual voucher instructions for acceptance of
the appropriate voucher)
* Touch the Vouchers icon
+ Select the appropriate voucher type from the
picklist
For information on using a picklist, see System
Administration; System features; Using picklists
* Enter the amount and touch the / icon
* Check whether the voucher is for the full amount
of the outstanding payment
If the voucher is for the full amount of the
outstanding payment:
* Touch the Finish icon
* Go to 'B’ on page 48
Check whether the customer is paying by cash
If the customer is paying by cash:
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Is cash
for full
amount?
I (Fly
NOY Touch Cash
(Fast) icon
Touch Cash Icon (F3)
y
Enter amount
y
Touch ¥ icon
paying by
Debit Card?
NO
* Check whether the customer is paying the full
amount in cash
If the payment is for the full amount due from the
customer:
* Touch the (F1) Cash icon and calculate the
change manually.
If the payment is not for the full amount:
* Touch the Cash icon (F3)
* Enter the amount tendered
* Touch the ¥ icon.
The transaction stack will display the outstanding
balance, this will either be zero, money due from
the customer (Take) or money due to the customer
(Pay).
If the amount paid does not cover the whole of the
payment, repeat the procedure from the flow-chart
box ‘Is customer paying by cash?’ on page 45.
Check whether the customer is paying by Debit Card
When a customer is paying by debit card:
* Touch the Debit Card icon
Please note: If the customer is not paying the whole
amount by Debit Card, you must
ensure that any other Methods of
Payment are processed prior to
selecting the Debit card icon. Selecting
the Debit card icon will clear the
outstanding balance and complete
settlement.
* Go to ‘A’ on page 47.
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Is cash
payment due
to customer?
NO y
Touch Cash (Fast) icon
(Fl)
y
Pay customer
is cheque
payment due
to customer? i
NO
Do you
know PLU
number?
YES
Touch icons
to select
PLU list
Select
POCL
cheque
y y
® Check the Transaction Stack to see whether a cash
payment is due to the customer
When a cash payment is due to the customer:
* Touch the Cash (Fast) icon (F1)
* Pay the customer in cash
Please note: Alternatively, you can touch the Cash
icon, enter the amount and touch the
Finish icon.
+ Go to ‘B’ on page 48.
@ Check the Transaction Stack to see whether a
payment by POCL cheque is due to the customer
When a payment by POCL cheque is due to the
customer:
* Decide whether you know the PLU number
If you do not know the PLU number:
* Select the PLU list option by touching the
following icon sequence:
- Functions
- PLU list
* Select the POCL cheque option from the PLU list
For information on using the PLU list, see System.
Administration; System features; Using Product
Look Up (PLU) numbers.
* Goto ‘C’ on page 48
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y
Press PLU key
y
Type in PLU number
Enter amount due to
customer
lag /
y
Touch Finish icon
Receipt
required?
Print receipt
If you know the PLU number:
* Press the PLU key
+ Type in the PLU number
* Enter the amount due to the customer.
@ Touch the Finish icon
@ Check whether the customer requires a receipt
If a receipt is required for the customer:
* Print a receipt, using the counter printer.
For information on printing a receipt, see subsection
13; Printing a receipt.
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13 Printing a receipt
Touch Functions icon
Touch Receipt icon
Receipt
printed
correctly?
NO
I ¥
Complete receipt
I manually
Print
copy of
receipt?
YES
y
Touch Reprint Receipt
icon
Repeat if necessary
y
When you need to print a receipt for a customer
transaction after settling the transaction:
Please note: As an alternative, you can press the
RECPT key on the keyboard to print the
receipt, then press the RECPT key again
for a further receipt.
For some transactions it is mandatory
for a receipt to be printed. In these
cases the Horizon system will
automatically print a receipt.
Touch the Functions icon from the Serve Customer
screen
Please note: The Serve Customer screen will
automatically be displayed after the
transaction is settled.
Touch the Receipt icon
Check whether the receipt has printed correctly
If the receipt has not printed correctly:
For information on equipment failure, see Office
Administration; System failure; Equipment Failure
Checklist (dealing with equipment failure).
* Ifthe printer does not work, complete a receipt
manually.
Decide if you need to print a copy of the receipt
If you need to print a copy of the receipt:
* Touch the Reprint Receipt icon
* Repeat if necessary.
Please note: There is no restriction on the number
of copies of the receipt that the
Horizon system can produce before the
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ubsection Miscellaneous
I start of the next session. All receipts
produced after the original will be
marked ‘duplicate’.
Hand receipt to
customer
@ Tear off the receipt and hand it to the customer.
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14 Pre-purchase transactions
14.1
Touch icon sequence to
select Prepurchase e
——__¥Y
Enter value and touch
Y icon e
v
Touch Finish icon
e
y
Advise customer of date
of delivery e
v
Issue Miscellaneous
Receipt e
Pre-purchase of product/service
When a customer pays for a product or service that
cannot be supplied to them at the time the
transaction takes place:
Select the Prepurchase option by touching the
following icon sequence:
- Transactions
- Housekeeping
- Prepurchase
This will place the value of the transaction in the
Uncharged Receipts, which will account for the
increase in cash holdings until the goods/services
are supplied to the customer.
Enter the value of the service or product and touch
the W icon
Touch the Finish icon
Please note: When you enter the transaction, the
system cash holding levels will
automatically be increased. If the
customer has paid by any other
method, you will need to adjust your
stock.
For information on adjusting stock see
Balancing; Balancing an individual
stock unit; Adjusting stock.
The Transactions Housekeeping screen will be
displayed.
Advise the customer when to return so that the
goods/services can be supplied
Issue a receipt to the customer on the Miscellaneous
Receipt form P1091L (ensure that you record all the
important details of the transaction, such as number
of items, date, value, etc)
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ubsection Miscellaneous
Advise customer to
bring receipt on return
@ Advise the customer to bring the receipt with them
when it is time for them to return.
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Ask customer for
transaction receipt
y
Touch icon sequence to
select Prepurchse Rdm
y
Enter transaction value
y
Touch ¥ icon
y
Touch Finish icon
a
Process transaction
14.2 Delivery of pre-purchase items
When the customer returns to your office for the
goods/services that they paid for at an earlier date:
Ask the customer for the transaction receipt
Select the Prepurchse Rdm option by touching the
following icon sequence:
- Transactions
- Housekeeping
= Prepurchse Rdm
This will remove the value of the transaction from
the Uncharged Re
cipts.
Enter the value of the transaction
Touch the ¥ icon
Touch the Finish icon
The transaction is automatically settled to cash.
Process the transaction as normal
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Subsection 15 .
ubsection Miscellaneous
15 Non-value transactions
When you carry out a transaction for which there is
no charge, but it needs to be entered on the system
© so that the volume of transactions can be recorded.
Please note: Record non-value transactions using
the existing manual procedures. Enter
them on the Horizon system at the end
of the Cash Account week as
appropriate, before you have balanced
the last stock unit.
Touch con sequence © Sclect the Serve Customer option by touching the
select Serve Customer following icon sequence:
I - Transactions
- Serve Customer
@ Check whether there is more than one of the same
More than.
‘one of same item
item needed?
Vv If there is more than one of the same item:
NO
Enter quantity of items * Enter the quantity by using either of the
following:
a ee - the keyboard
- the Quantity icon (see subsection 10; Using
v the Quantity icon)
Select required item © Select the required item by touching the appropriate
icon or icon sequence
For example:lf you perform an E111 transaction,
you touch the following icon
sequence:
- Other Products
- Travel
-EII
The selected item will be displayed in the stack.
You will be prompted if any additional information
is required, for example an account number. In this
case only a quantity of one is allowed for the
transaction.
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other data
required?
NO i
@ Examine the s
Is
transaction
correct in stack?
YES:
Bin transaction, then
repeat correctly
y
Touch Finish icon
reen to see whether any other data
required
Please note: If other data is required, a quantity of
one (1) only can be inserted. The
system will display a warning message
if you have entered more than one
transaction.
If other data is required:
+ Enter the required details.
Examine the Transaction Stack to see whether the
correct transaction type, volume and a value of 0.00
are displayed
If the transaction in the stack is incorrect
* Use the Bin icon to delete the incorrect
transaction, then repeat the transaction correctly,
For information on using the Bin icon, see System
Administration; System overview; Main functions of
the system and how to move around it.
Touch the Finish icon.
Please note: The balance shown for non-value
transactions will be zero. When the
fininsh icon is selected the system
automatically settles the transactions.
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Subsection 16 .
ubsection Miscellaneous
16
Vouchers
There are two types of voucher that will affect your office accounting on the Horizon system:
= vouchers that are held as value stock/suspense account items before remittance to the CRU
= vouchers that are accounted for as a payment on the Cash Account, and despatched to
Chesterfield
Please note: = Only vouchers that are held as value stock/suspense account items should be
remitted or transferred as stock items, see Transactions - Other - Part one;
‘Transfers & remittances; Transferring cash and stock or Transactions - Other - Part
one; Transfers & remittances; Dealing with remittances.
Vouchers accepted as money payment can be entered on the Horizon system either as a voucher
payment or as part of the settlement on the Transaction Stack.
When a voucher is tendered for payment as part of a
transaction:
Complete manual
procedure as normal
@ Complete the transaction for the product/service as
i normal
y
Touch icon sequence to
select Vouchers option
@ Select the Vouchers option by touching the
following icon sequence:
- Transactions
- Serve Customer
- Functions
- Settlement
- Vouchers
selon sacs The screen will display a picklist of voucher types.
and touch 7 icon © Select the relevant voucher to highlight it and touch
the ¥ icon
y
Enter value of voucher @ Enter the value of the voucher
Yy
Touch ¥ icon
@ Touch the ¥ icon to accept the value
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y
Settle transaction
@ Settle remainder of the transaction as normal.
For information on settling transactions, see
Transactions
Miscellaneous; Settling transactions.
Serve Customer - Part three;
For information on balancing stock units containing
vouchers in the suspense account, see Transactions -
Other - Part two booklet; Miscellaneous; RD
cheques, Vouchers and POCL cheques
For information on remitting vouchers, see
Transactions - Other - Part one; Transfers &
remittances; Dealing with remittances to the
Automated Distribution Centre.
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Subsection I7 .
ubsection Miscellaneous
17 Local Schemes
17.1 Carrying out a transaction
When a customer wishes to purchase a voucher or permit for a Local Scheme or to make a
payment towards a Local Scheme:
Please note: —_ For information on what to do at the end of the day if'a Local Scheme is accounted
for on a Girobank deposit slip, see para ; page 61.
For information on accepting Smart Cardst S¢¢ (}) below
Correct No
documents .
available? I @ Check whether the customer has correct documents
available
YES I
v If the customer does not have all the necessary
documents:
Return documents
* Return the documents to the customer
Advise them to return .
ems * Advise them to return later with the correct
documents.
Touch icon sequence to © Select the Local Schemes option by touching the
select Local Schemes
following icon sequence:
- Transactions
- Serve Customer
- Local Schemes
The following list of icons is displayed:
- Travel Schemes
- Home Care
- Meals on Wheels
- Rent Vouchers
- Rent Cards
- CTax Vchrs
- CTax Cards
- Elec Schemes
- Misc Schemes
i, See Counters Operations Manual; Automated Payments booklet 1; Terminals; Smart Cards
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‘More than
‘one of same
item?
NO
Enter quantity of item
iat
¥
Touch relevant icon
REFER’
¥
V icon
Select item and touch
Do you need
to enter
value?
NO
y
Enter value
YES
<—
Value
accepted?
Touch Y and re-enter
value
y
Check whether the customer requires more than one
voucher, permit, etc of the same type
If the customer wants more than one item of the
same type:
Enter the number of items by using either of the
the keyboard
the Quantity icon see System Administration;
System features; Using the Quantity icon
Touch the icon for the service/product requested
After a short delay, the relevant picklist will be
displayed.
For information on using picklists, see System.
Administration; System features; Using picklists.
‘Touch an item line to highlight it and touch the ¥
icon
Examine the screen to see whether you need to enter
the value of the service/product
If you need to enter the value:
The Amount screen will be displayed.
Examine the screen to see whether the s
Enter the value of the product by using either:
the keyboard
the on-screen number pad
stem has
accepted the value you have entered
Please note: The value must be within the limits for
that product.
If you enter a value outside the limit:
‘Touch the ¥ icon and re-enter the value.
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Complete relevant
manual procedures
@ Complete the appropriate manual procedures for the
service/product requested
YES
Anotherlocal — @ Check whether the customer requires another local
scheme? I
scheme transaction
NO v .
If the customer does require another local scheme
Repeat procedure transaction:
* Repeat the procedure from the flow chart box
“More than one of same item?” on page 59
is transaction NO
@ Examine the Transaction Stack to see whether the
correct transaction type and amount are displayed
correct in
stack?
YES hd If the transaction in the stack is incorrect:
Bin transaction and
repeat correctly
* Use the Bin icon to delete the incorrect
transaction, then repeat the transaction from the
flow-chart box ‘More than one of same item?’ on
page 59
For information on using the Bin icon, see System
Administration; System overview; Main functions of
the system and how to move around it.
¥
Settle transaction
@ Settle the transaction.
For information on settling transactions, see
I subsection 12; Settling transactions.
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Subsection 17
Miscellaneous
17.2 End of day accounting
When you need to account for Local Schemes, such as Rent and Council Tax payments by
completing a daily Girobank deposit slip at the end of each day:
Select Rent Summary
icon to produce .
summary @ Select the Rent Summary icon to produce a
summary
For information on producing weekly counter
reports, see Reports; Weekly summaries; Producing
a weekly counter summary or see Reports; Daily
summaries; Producing a daily counter summary
Please note: Different Rent or Council Tax schemes:
will appear on the same summary. You
hd must reconcile all schemes against the
Reconcile stock unit summary.
summary with payments
@ Reconcile the stock unit summary with the
appropriate vouchers or payments
Amalgamate all stock
unit summaries @ Amalgamate all the stock unit summaries produced
I in the office
Reconcile all vouchers.
with office total @ Reconcile all the vouchers/payments accepted in the
1 office with the total of the amalgamated summaries
Calculate totals for
individual schemes ® Calculate a separate total for each individual scheme
y
Complete Giro deposit
slips
@ Complete a Girobank deposit slip for the total value
I for each individual scheme
Touch icon sequence to
select CTax tcash/T'csh
loc rent @ Select the Rent or Council Tax tcash option by
touching the following icon sequence:
- Transactions
- Serve Customer
- Other Products.
- Girobank
- CTax tcash or T’csh loc rent
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y
Enter account number
@ Enter the account number
For information on entering an account number and
value, see Transactions - Serve Customer ~ Part two;
Receipt transactions; Receipt transactions.
y
Touch ¥ icon
® Touch the ¥ icon
y
Enter amount
@
Enter the amount
y
Touch ¥ icon js
® Touch the ¥ icon
Enter amount again
@ Enter the amount again (this is to account for the
Girobank deposit on the system)
y
Touch ¥ icon @ Touch the ¥ icon
The transaction will appear in the Transaction Stack.
Is
transaction
correct?
@ Examine the Transaction Stack to see whether the
transaction is correctly displayed showing a total of
£0.00
YES
y If the transaction is not correct in the stack:
Bin transaction and
repeat correctly
* Use the Bin icon to delete the incorrect
transaction, then repeat the transaction correctly.
For information on using the Bin icon, see System
Administration; System overview; Main functions of
the system and how to move around it
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y
Touch Finish icon
@ Touch the Finish icon.
Please note: Remember to check the Cash Account
to ensure that the Rent and Council Tax
schemes total on the Receipts section is
the same value as the equivalent line on
the Payments section
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Subsection I8 .
ubsection Miscellaneous
18 Cashing Other Banks’ Cheques
(¢ When a customer wishes to encash a cheque using
the Cashing Other Banks’ Cheques service:
@ Select the Personal Finance option by touching the
following icon sequence:
Touch icon sequence to
select Pers Finance
- Transactions
- Serve Customer
- Other Products
- Pers Finance
N © Determine whether you send your encashed
Send cheques to Datd>——-—- cheques to Data Central
itral? L
i If you do not send your encashed cheques to Data
YES y Central:
Touch OB Chq to CRU
icon + Touch the OB Chq to CRU icon
y
Enter cheque value
minus fee
* Enter the amount of the cheque less the value of
the fee
y
Touch ¥ icon
* Touch the ¥ icon
Please note: The cheque will become part of your
stock and must be remitted out at the
end of the day.
For information on remitting out see
Transactions - Other - Part one;
Transfers & remittances; Dealing with
: remittances.
Touch OB Ch wo DPC Go to ‘A’ on page 65.
icon @ Touch OB Chq to DPC icon
y
Enter full amount of
cheque @ Enter the full amount of the cheque
v
Touch ¥ icon
@ Touch the ¥ icon
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Miscellaneous
' The amount of the cheques less the fee will appear
I in the Transaction Stack.
ee @) Please note: The cheque is not part of your stock
and must only be despatched to Data
Central. You do not need to remit out
the cheque.
@ Examine the Transaction Stack to see whether the
Eransaction correct
in stack? correct transaction type and amount are displayed
YES y If the transaction in the stack is incorrect:
Bin transaction, then
repeat correctly
* Use the Bin icon to delete the incorrect
transaction, then repeat the transaction correctly.
y
For information on using the Bin icon see Office
Administration; Equipment information and
maintenance; Counter equipment.
Yy
Settle transaction
@ Settle the transaction.
REFER For information on settling transactions, see
‘Transactions - Serve Customer - Part three;
Miscellancous; Settling transactions.
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Subsection 19 .
ubsection Miscellaneous
19 Selling retail items
Use this procedure to record your retail sales if you are a Branch office selling retail items
(including PostShops). This can be done either at the time of serving the customer or at the end of
the day/week.
Touch icon sequence to ® Select the Counters Revenue option by touching the
select Counters Rev folowing icon sequence:
- Transactions
- Serve Customer
- Other Products.
- Retail
- Counters Rev
Are
youa
PostShop?
® Decide whether you are selling retail items through
a PostShop
If you are:
o * Goto A’ on page 66
NO
Isa
discount
applicable?
® Decide whether the customer is allowed a discount
If they are:
NO Vv
Calculate the amount of * Calculate the amount of discount by multiplying
discount the value of the item by the percentage discount
y
Subtract the discount * Subtract the discount from the value of the item
from value of item to obaain the discounted value
Select Product group
from picklist @ Select the appropriate product group from the
T picklist
y
Touch ¥ icon
@ Touch the ¥ icon
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Miscellaneous
For information on using picklists, see System
Administration; System features; Using picklists.
y
Enter value @ Enter the value of the item
Please note: Where a discount has been given to the
y
Touch ¥ icon
customer, the discounted value must be
entered.
® Touch the W icon
@ Examine the Transaction Stack to see whether the
Transaction
correct in
stack?
NO correct transaction type and amount are displayed
If the transaction in the stack is incorrect:
YES Bin transaction, then * Use the Bin icon to delete the incorrect
repeat correctly transaction, then repeat the transaction correctly.
For information on using the Bin icon, see Office
Administration; Equipment information and
Yy maintenance; Counter equipment
Settle transaction
@ Settle the transaction.
REFER For information on settling transactions, see
subsection 12; Settling transactions.
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Transactions - Other - Part one
Transfers & remittances
Contents
Page
Transactions - Other - Part one
Transfers & remittances
Transferring cash and stock. 1
Dealing with remittances .... 10
Dealing with a remittance discrepancy... 17
Dealing with remittances to the Automated Distribution Centre 25
Confirming pouch delivery and collection... 33
Entering a remittance bar-code number manually .. 49
Changing the default date/time for pouch delivery/collection... 54
LFS transaction procedures when parts of the Horizon
system are unavailable... 57
Recovery of manually recorded LFS transaction details... 66
Completing a manual receipt for pouch delivery or pouch collection . 69
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Transfers & remittances
Transfers & remittances
Introduction
This booklet contains information about the transfer and remittance functions of the Horizon
system.
A transfer is the movement of cash, stock and vouchers between stock units in an office.
A remittance is the movement of cash, stock and vouchers between post offices and other units, for
example the Automated Distribution Centre or Data Central
You will find information about using the Horizon system to manage transfer, remittances, pouch
delivery/collection and entering bar-codes from remittance advices etc. manually.
It also contains information about dealing with remittance discrepancies.
Page ii
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Subsection I
Transfers & remittances
I Transferring cash and stock
1.1 Transferring cash and stock out of a stock unit
Use this procedure when you transfer cash and/or stock to another stock unit.
Cash and/or stock can only be transferred into another stock unit in the same Cash Account Period.
(CAP). A stock unit cannot balance and roll over into the next Cash Account Period until all
transfers out have either been transferred in by the receiving stock unit or reversed.
For information on reversing transfers,
©
Agree transfer with
other stockholder @ Agree with the receiving stock unit stock holder, the
paragraph 1.3; page 8.
quantity and value of the cash and/or stock to be
transferred
y
Touch icon sequence to
select Transfer Out
@ Select the Transfer Out (Stock Unit) option by
touching the following icon sequence:
- Transactions
- Transfers
- Transfer Out
y The screen will display the Select Transfer Out Stock
Touch line containing Unit selection screen.
stock unit
® Touch the line for the stock unit to which cash and/
or stock is being transferred
If the stock unit you want is not shown, use the
arrow keys on the right of the screen to move up and
down the list.
Please note: Only the stock units available for the
transfer of cash/stock will be displayed.
y
Touch ¥ icon
@ Touch the ¥ icon to display the Transfer Out menu
to the selected stock unit
y
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fs quantity
greater than
one?
YES
NO Y
Enter quantity
Select appropriate
option(s) on menu
Is stock
type of fixed
value?
: v
Enter value of item
Touch ¥ icon
I y
transaction stack
correct?
Bin transaction, then
repeat correctly
Check whether the quantity of stock is greater than
one unit
If the quantity is greater than one:
* Enter the total quantity of stock to be transferred
by using either of the following:
- the keyboard, (and typing in the numbe
- the Quantity icon
For information on using the Quantity icon, see
System Administration; System features; Using the
Quantity icon.
Select the appropriate option(s) on the menu
selection so that the relevant item type is displayed
Decide whether the stock type to be transferred is a
fixed value or an open value product
If the stock type to be transferred is an open value
product:
* Enter the value of the item to be transferred.
Please note: Definitive postage stamps must be
transferred out by denomination, but
other postage is shown on the system
as a bulk figure.
* Touch the W icon to confirm the value.
The Transfer Out menu will be displayed and the
Stack will show details of the stock to be transferred
(including any fees).
Examine the Transaction Stack to see whether the
correct transaction type and amount is displayed
If the transaction in the stack is incorrect:
* Use the Bin icon to delete the incorrect
transaction, then repeat the transaction correctly.
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Subsection I
I f
More stock
types to
transfer?
NO i
Repeat procedure
y
Touch Finish icon
y
Check slip against
stock/cash for transfer
y
Hand stock/cash to
receiving stock unit
—__¥
Keep Transfer slip till
end of CAP
y
For information on using the Bin icon, see System
Administration; System overview; Main functions of
the system and how to move around it
Check whether there are further types of stock to be
transferred out from your stock unit
If there are further stock types to be transferred
out:
* Repeat the procedure from the flow-chart box ‘Is
quantity greater than one?’ on page 2.
Please note: To obtain fixed value products not
shown on the “Transfer Out to stock
unit’ menu, touch the Prev icon in
order to return to the “Transfer Out to
stock unit’ menu of items.
The procedure may be repeated with
different stock types.
All items transferred may be viewed by
touching the More icon above the
Stack, which appears when the Stack is
full see System Administration; System
overview; Main functions of the system
and how to move around it
Touch the Finish icon
The “Transfer Out to stock unit” menu will be
displayed and the Horizon system will produce a
Transfer slip.
Check the Transfer slip against the stock or cash
which is being transferred
Hand the stock and/or MOP to the receiving stock
unit for checking against the Transfer slip
The receiving stock unit must check the stock and/
or cash, then sign and return the Transfer slip.
Keep the signed Transfer slip until the end of the
Cash Account Period
After the end of the CAP the slip must be kept in the
office for two yea
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1.2. Transferring cash and stock into a stock unit
Use this procedure when you receive cash and/or stock from another stock unit.
A stock unit cannot balance and roll over to the next Cash Account Period until all the outstanding
transfers due to the stock unit have been transferred in or reversed by the sender. For information
on reversals, see Transactions - Other - Part two; Reversing transactions; Reversing Electronic Point
of Sale transactions.
You cannot transfer in cash or stock until the supplying stock unit has transferred out.
ce)
Agree transfer with
other stockholders @ Agree the quantity and value of the stock and/or
I method of payment (MOP) to be transferred with
the supplying stock unit
Check items and
Transfer slip to see that @ Check the items and the Transfer slip from the
they agree supplying stock unit to see that they agree
Please note: The transfer slip provides a detailed
breakdown of products transferred,
listing the appropriate volume and
value against each item.
If they do not agree, the supplying stock unit must
either supply the correct stock and/or MOP or
reverse the transfer out.
REFER For information on reversing transfers see paragraph
1.3; page 8.
y
Touch icon sequence to
select Transfer In
@ Select the Transfer In (Stock Unit) option by
touching the following icon sequence:
- Transactions
- Transfers
- Transfer In
The Horizon system will display a list of any
outstanding transfers in for the stock unit in use.
They are listed in three columns:
- source stock unit
- _ session number of supplying stock unit
- total value of transfer in
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Subsection I
——_¥___
Select appropriate
transfer in
y
Touch ¥ icon
YES
Y
Touch Preview icon
'
Touch X icon
Print transfer
report?
NO
Correct
transfer
displayed?
YES: i
Touch X icon
Y
Repeat procedure
y
@ Select the “Transfer in’ you need by touching the
appropriate item in the list
@ Touch the ¥ icon
The Horizon system will display the
- total transfer value
- supplying stock unit
- destination stock unit
@ Decide whether you want to preview the transfer
report
If you want to preview the transfer report:
* Touch the Preview icon.
* Touch the X icon to exit the preview and return
to the “Transfer in’ details screen.
® Decide whether you want to print the transfer report
Please note: To do this you will need to select the
print option as a report is not produced
automatically.
If you want to print the transfer report:
* ‘Touch the Print icon.
@ Examine the screen to see whether the correct
transfer is displayed
If the correct transfer is not displayed:
* ‘Touch the X icon
The Horizon system will return to the Transfer
screen without committing the transfer.
* Repeat the procedure from the flow-chart box
“Select appropriate transfer in’ on page 5.
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‘Are details
of transfer
correct?
@ Examine the screen to see whether the details of the
transfer are correct
ves v If the details are not correct:
Identify error and
inform supplier * Identify the error and inform the supplier
* Check whether the supplying stock unit can
Can supplier supply the correct stock and/or MOP or
rectify
I complete a second transfer for the items omitted
I in the first transfer
YES i
y If the sender cannot rectify the error:
Ask for
reversal of * Ask the sender to reverse the transfer
transfer
For information on reversing transfers, see
paragraph 1.3; page 8.
¥
Touch X
icon * Touch the X icon.
The Horizon system will return to the Transfer
screen without committing the transfer.
u If the supplying stock unit can rectify the error:
‘Ask supplier to carry
out another transfer * Ask them to carry out another transfer
For information on transferring cash and stock out
of a stock unit, sce paragraph 1.1; page 1.
$$.
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Transfers & remittances
y
Touch ¥ icon
® Touch the ¥ icon
The Horizon system will return to the Transfer
v screen and commit the transfer. This cannot now be
reversed.
Touch ¥ icon
@ Touch the ¥ icon to confirm that the transfer is
complete.
Sign Transfer slip
@ Sign the Transfer slip that was given to you by the
supplying stock unit
y
Return slip to supplying
stock unit @ Return the Transfer slip to the supplying stock unit.
y
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Subsection I .
ubsection Transfers & remittances
1.3. Transfer reversals
Use this procedure when you need to carry out a transfer reversal.
A wansfer reversal may only be carried out when a transfer out has not been transferred in.
Touch icon sequence to
select Txfer Reversal @ Sclect the Transfer Reversal option by touching the
following icon sequence:
- Transactions
- Reversals
- Txfer Reversal
The system will display a picklist of all transfers out
from the stock unit which remain not transferred in.
Any
‘ransfers out not
transferred in? @ Check whether there are any transfers out that do
not have a corresponding transfer in on the system
YES
If there are no transfers out without a
corresponding transfer in:
A warning message will be displayed to say that
¥ there are no reversible pending transfe
¥ icon
* Touch the ¥ icon to return to the Transaction
Reversals screen.
y
Touch transfer to
highlight it @ Select the transfer to be reversed by touching the
T appropriate line to highlight it
¥
Touch ¥ icon
@ Touch the ¥ icon to proceed with the transfer
reversal
The Transfer Out Details screen will be displayed.
@ Decide whether you wish to preview the transfer
If you wish to preview the transfer selected:
Touch Preview icon * Touch the Preview icon to display the transfer
selected on the screen
y
Touch X Icon * Touch the X icon to return to the Transfers Out
I Details screen.
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Subsection I
Do you
want a
printout?
NO
Is transfer
shown
correct one?
YES:
Touch Print icon
Touch X icon
y
Repeat procedure if
required
Touch ¥ icon
Touch ¥ icon
——_¥Y
@ Decide whether you want a printout of the transfer
selected
If you want a printout of the transfer selected:
* Touch the Print icon
@ Check to see whether the transfer selected is the one
that you wish to reverse
If the transfer selected is not the one that you wish
to reverse:
* Touch the X icon to return to the Transaction
Reversals screen
* Repeat the procedure for a different transfer if
required.
® Touch the ¥ icon to reverse the selected transfer
A print of the re
sal will be automatically
produced. The system will remain on the Transfer
Out Details screen.
@ Touch the W icon to return to the Transaction
Reversals screen.
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2 Dealing with remittances
2.1 Remittances in
Perform a remittance in when you receive items into your office from an external source.
Please note:
You must book in all items you receive on the day you receive them.
Decide whether the items have been sent from the
If the items are from the ADC:
* Scan the barcode on the pouch.
For information on scanning barcodes and dealing
with the printed delivery receipt, see subsection 5;
Confirming pouch delivery and collection.
Check the items received against the remittance
advice
Decide whether the items are correct
If the items are not correct:
* Remit in the items shown on the remittance
advice as if they are correct and deal with the
discrepancy
For information on dealing with a remittance
discrepancy, sce subsection 3; Dealing with a
Items from Yes
ADC? — °
I ADC
No Sean barcode on pouch
te
Check items against
remittance advice e
Items No
correct? I .
v
YES I Remit in and deal with
discrepancy
¥
i, See Counters Operations Manual; Cash Account Balancing and Preparation; Remittances; Checking procedures
Page 10
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———_Y¥____
Touch icon sequence to
A @ Select the Remittances option by touching the
select Remittances
following icon sequence:
- Transactions
' - Remittances
@ ‘Touch the appropriate supplier of the stock or MOP
Touch appropriate by touching one of the following icons:
supplier of items
T - In ADC
- In Client
‘ Type of No
items shown — @ Decide whether the menu shows the type of items to
on menu?
be remitted in
The screen will show all available products for the
supplier. You may need to move round the
find the item you require.
reen to
If the type of item to be remitted is not shown,
you have selected the wrong supplier:
Touch Desktop icon and
: repeat procedure * Touch the Desktop icon and repeat the procedure
L from the flow-chart box “Touch icon sequence to
i select Remittances’ on page 11, ensuring you
select the correct supplier.
@ Decide whether you are remitting in more than one
of the item
More
than one of
item?
1 Please note: If the item is made up of cash or
; cheques, you do not need to enter a
NO I quantity.
y If there is more than one item :
Enter quantity * Enter the quantity by using either of the
following:
I - the keyboard (and typing in the number)
- the Quantity icon
For information on using the Quantity icon, see
System Administration; System features; Using the
be Quantity icon
Touch relevant icon for e
° Touch the relevant icon(s) for the item
item
y
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Transfers & remittances
Fixed value . .
item(a)? @ Decide whether the item(s) are fixed value products
Please note: Definitive postage stamps are remitted
YES Y I in by denomination. Other postage is
I increased in the stock holdings.
indivi If the items are not fixed value:
i Enter value of individual
I item * Enter the value of the individual item
Y
Touch ¥ icon
I * Touch the ¥ icon to confirm the value.
transaction
correct in
stack?
+ @ Examine the Transaction Stack to see whether the
correct transaction type and amount are displayed
YES
If the transaction in the stack is incorrect:
Bin transaction, then
repeat correctly
tT transaction, then repeat the transaction correctly.
y
* Use the Bin icon to delete the incorrect
For information on using the Bin icon, see System
Administration; System overview; Main functions of
the system and how to move around it
@ Check whether there are more types of stock to be
lier? I remitted in from the same supplier
suppl
NO Y If more items are to be remitted in from the same
supplier:
Touch Prev icon
* Touch the Prev icon to return to the opening
stock icon menu
y
Repeat procedure
* Repeat the procedure from the flow-chart box
‘More than one of item?’ on page 11
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All items remitted in may be viewed by touching the
More icon above the Stack, which appears when the
i Transaction Stack is full, see System Administration;
y System overview; Main functions of the system and
how to move around it.
Touch Finish icon
@ Touch the Finish icon
Y The Horizon system will produce a printed slip and
Keep slip in till return to the Remittances menu,
© Keep the printed slip with the remittance advice in
I your till.
I Remittance in slips must be kept in your office for
two years.
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2.2 Remittances out
Perform a remittance out when you need to send items to an external source.
Please note: = You must book out all items you send on the day that you send them.
Complete appropriate
remittance form
y
Touch icon sequence to
select Remittances
v
Touch relevant
destination for item
Type of
items shown
‘on menu?
NO
YES
y
Touch Desktop iconand
repeat procedure
@ Decide whether the items are being sent to the ADC
If the items are being sent to the ADC, see subsection
4; Dealing with remittances to the Automated
Distribution Centre.
@ Complete the appropriate documentation to
accompany the remittance
© Select the Remittances option by touching the
following icon sequence:
- Transactions
- Remittances
@ Touch the relevant destination for the item by
touching one of the following icons:
- Out Data Centrl
- Out Client
@ Decide whether the menu shows the type of item
which must be remitted out
The screen will show all available products for the
destination. You may need to move round the screen
to find the item you require.
If the item to be remitted out is not shown, you
have selected the wrong supplier:
* ‘Touch the Desktop icon and repeat the procedure
from the flow-chart box “Touch icon sequence to
select Remittances’ above, ensuring you select
the correct supplier.
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More than
‘one of the
item?
@ Decide whether you are remitting out more than
one of the item
No If there is more than one item:
* Enter the quantity of the item by using either of
the following:
- the keyboard (and typing in the number)
Enter quantity of item
- the Quantity icon.
For information on using the Quantity icon, see
System Administration; System features; Using the
Quantity icon.
y
Touch relevant icon for
item @ Touch the relevant icon(s) for the item
Fixed value
item(s)? @ Decide whether the items are fixed value products
YES v If the items are not fixed value:
Enter value of individual
it * Enter the value of the individual item
item
y
Touch ¥ icon
* Touch the ¥ icon to confirm the value.
y
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Is
transaction
correct in
stack?
No @ Examine the Transaction Stack to see whether the
/ correct transaction type and amount are displayed
Yes y If the transaction in the stack is incorrect:
Bin transaction and
repeat correctly * Use the Bin icon to delete the incorrect
transaction, then repeat the transaction correctly.
Y
For information on using the Bin icon see System
Administration; System or Main functions of
verview
the system and how to move around it
@ Check whether there are more items to be remitted
out to the same supplier
If more items need to be remitted out:
Touch Prev icon .
* Touch the Prev icon to return to the opening
: Stock Icon menu
Y
Repeat procedure
* Repeat the procedure from the flow-chart box
‘More than one of the item?’ on page 15.
All items remitted out may be viewed by touching
the More icon above the stack, which appears when
the Transaction Stack is full see System
v Administration; System overview; Main functions of
Touch Finish icon the system and how to move around it
@ ‘Touch the Finish icon
Y The Horizon system will produce a printed slip and
Despatch stock/MOPto will return to the Remittance menu.
supplier @ Despatch the items with the as
i documentation to your supplier
¥
Keep slip in till
ciated
© Keep the printed slip with the bottom copy of the
remittance advice in your till.
Remittance out slips must be kept in your office for
two years.
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Subsection 3
3 Dealing with a remittance discrepancy
For information on dealing with remittance discrepancies
+ See (i) below
3.1 Dealing with a surplus in your remittance
Use this procedure when you have received a Remittance in and discover that you have received
surplus cash/stock.
Calculate net value of
surplus
a
Rem in advice note
y
Notify supplier of
surplus
y
Touch icon sequence to
select Rem surplus
y
Enter net value of
surplus
y
Touch ¥ icon
y
Calculate the net value of the surplus:
Remit in the value of the remittance advice note
For information on how to Remit In, see subsection
2; Dealing with remittances.
Notify the relevant supplier that you have a surplus
Select the Rem surplus option by touching the
following icon sequence:
- Transactions
- Housekeeping
- Adjustments
- Rem surplus
Enter the net value of the surplus
Touch the Y icon
i, See Counters Operations Manual; Cash Account Balancing and Preparation; Remittances; Checking procedures
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y
Touch the Finish icon
y
NO
Adjust stock to increase
value of stock item
‘Touch the Finish icon.
The net surplus will be held in the suspense account
(Uncharged Receipts) until instructions are received
from the supplier.
When instructions are received, see paragraph 3.2;
page 19.
Decide whether you have received surplus stock
If there is a stock surplus:
+ Adjust your stock to increase the value of the
surplus stock item by the value of the surplus to
reflect the actual value on hand.
You must do this to ensure that the surplus stock
received is recorded against the appropriate product.
For information on adjusting stock see Balancing;
Balancing an individual stock unit; Adjusting stock.
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3.2. Removing the net surplus from the Suspense Account
Use this procedure when you have received instructions from your supplier about what to do with
surplus in your remittance.
Please note: = You must not remove the surplus from the suspense account (Uncharged.
Receipts) until your supplier has told you what to do.
Touch icon sequence to
select Rdm rem surplus @ Select the Rdm rem surplus option by touching the
following icon sequence:
- Transactions
- Housekeeping
v - Adjustments
Enter amount of surplus - Rdm rem surplus
@ Enter the amount of the surplus
——_Y__,
Touch ¥ icon
® Touch the ¥ icon
¥
Touch Finish icon
@ Touch the Finish icon.
Was
surplus made
up of stock?
YES:
© Decide whether the surplus was made up of stock
v If the surplus was made up of stock:
NO
Adjust stock + Adjust the value of the relevant stock item down
by the amount
You must do this because you increased the value of
the stock item when you dealt with the surplus in
your remittance and any action advised by the
supplier to correct the discrepancy will mean that
stock levels will require further adjustment.
For example the Distribution Centre will either ask
for the surplus stock to be returned or will send a
farther remittance in advice for the net surplus. In
either case, stock levels for the appropriate product
will need to be decreased accordingly:
v v
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Take action advised by
supplier
y
For information on adjusting stock see Balancing;
Balancing an individual stock unit; Adjusting stock.
The net surplus will now be removed from the
suspense account (Uncharged Receipts).
Take any action that the supplier has asked you to
take.
Please note: This may include sending the stock
back or receiving a further remittance
advice.
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Subsection 3
Transfers & remittances
3.3 Dealing with a shortage in your Remittance
When you have received a Remittance in and discover that you are short of cash/stock:
@
Calculate net value of
shortage
@ Calculate the net value of the shortage
y
Rem in value of advice
note @ Remit in the value of the Remittance advice note
For information on how to remit in, see subsection
2; Dealing with remittances.
Notify supplier of
shortage © Notify the relevant supplier that you have a shortage
© Check whether the supplier advises you to claim
ves shortage immediately
Supplier
advise to claim
shortage? If supplier advises you to claim shortage
immediately:
No Remit out shortage
* Remit out the value of the shortage.
For information on how to remit out:
- see subsection 2; Dealing with remittances
- see subsection 4; Dealing with remittances to the
Automated Distribution Centre
The documentation to return with the remittance
will be dependant upon the product which incurred
the shortage and the advice given by the supplier.
If this is a Cash shortage the Distribution Centre may
request you return the supporting documentation,
e.g. the banknote envelope and remit out the
appropriate amount as voucher.
In such cases before performing the remittance out,
you will need to increase your voucher holdings
using the adjust stock facility. This will automatically
decrease your cash.
y
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Transfers & remittances
For information on Adjusting stock, see Balancing;
Balancing an individual stock unit; Adjusting stock.
If you are unable to remit out the voucher before
performing the stock balance (applicable to the
shortage) you will need to post the voucher to the
Suspense Account and redeem it after the Cash
Account. For further information, see Transactions -
Other - Part two; Miscellaneous; RD cheques,
Y Vouchers and POCL cheques.
Touch icon sequence to
select Rem shortage @ Select the Rem shortage option by touching the
following icon sequence:
- Transactions
- Housekeeping
Y - Adjustments
- Rem shortage
Enter net value of
shortage © Enter the net value of the shortage
y
Touch W icon
@ Touch the ¥ icon
y
Touch Finish icon
® Touch the Finish icon.
The net shortage will now be held in the suspense
account (Unclaimed Payments) until instructions are
received from your supplier.
When instructions are received sce paragraph 3.4;
page 23.
© Decide whether you have shortage in your stock
received
If there is a shortage of stock received:
‘Adjust stock to
decrease value of stock * Adjust your stock to decrease the value of the
item short stock item by the value of the shortage to
reflect the actual value on hand.
For information on adjusting stock see Balancing;
Balancing an individual stock unit; Adjusting stock.
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Transactions - Other - Part one
Transfers & remittances
Subsection 3
Transfers & remittances
3.4. Removing the net shortage from the Suspense Account
Use this procedure when you have received instructions from your supplier about what to do with
the Remittance shortage:
Please note: = You must not remove the amount from the Suspense Account (Unclaimed
Payments) until your supplier has told you what to do.
Touch icon sequence to
select Rem rem © Select the Rdm rem shortage option by touching the
shortage
"8 following icon sequence:
- Transactions
- Housekeeping
v - Adjustments
Enter amount of Rdm rem shortage
shortage @ Enter the amount of the shortage
y
Touch W icon
® Touch the ¥ icon
The net shortage will now be removed from the
Y suspense account (Unclaimed Payments).
Touch Finish icon
@ Touch the Finish icon
‘Was
shortage
in stock @ Decide whether the shortage was in stock you
received? received,
NO y
Adjust stock up by
amount of shortage * Adjust the value of the stock item up by the
amount of the shortage
If you had a stock shortage:
You must do this because you decreased the value of
the stock item when you dealt with the shortage in
your remittance and any action advised by the
supplier to correct the discrepancy will mean that
stock levels will require further adjustment.
For example the Distribution Centre will either ask
you to remit out the value of the missing item or
will send you the missing items. In either case, stock
levels for the appropriate product will need to be
y y increased accordingly.
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Subsection 3
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For information on adjusting stock, see Balancing;
Balancing an individual stock unit; Adjusting stock.
y
Take action advised by
@ ‘Take any action that the supplier has asked you to
supplier
take.
y Please note: This may include the supplier sending
you the missing item or asking you to
remit out the value of the missing item
to them.
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Subsection 4
4
Dealing with remittances to the Automated Distribution
Centre
Use this procedure when you need to remit cash or stock to the Automated Distribution Centre.
You must perform this activity before undertaking the pouch collection procedure. For
information on pouch collection, see subsection 5; Confirming pouch delivery and collection.
Separate remittance sessions must be performed for every coin bag, every pouch containing notes,
and every pouch containg other stock (both value and non-value).
The appropriate bar coded plastic pouches should be used for returning notes and stock. Pouches
must not contain a mixture of cash and stock. A plastic bar-coded seal should be attached to all
coin bags being returned.
Please note: Only full coin bags should be returned.
‘Complete required
documentation @ Complete the documentation required to
H accompany the stock or cash
Touch icons to select
Out to the Automated e
Distribution Centre
Touch the following icon sequence:
- Transactions
- Remittances
fi - Out to the Automated Distribution Centre
Is item
cash or a
cheque?
@ Decide whether the item is cash or a cheque
Please note: Separate remittance sessions must be
YES performed for coin bags, notes and all
other stock
If the item is not cash or a cheque:
More than one
of the same item?,
* Decide whether there is more than one of the
same item,
YES
y If there is more than one of the same item:
Enter quantity of items
* Enter the number of items by using either of the
following:
= the keyboard
= the Quantity icon
For information on using the Quantity icon, see
System Administration; System overview; Main
ca functions of the system and how to move around it.
y
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Sub: ion 4 .
ubsection Transfers & remittances
y
Touch relevant icon for
item @ Touch the relevant icon for the item
@ Check whether picklist if displayed
Picklist
displayed?
‘YES
If a quantity has been entered for a product and a
picklist is displayed which requires a volume to be
input, you will need to enter the quantity again
(within the picklist screen). This will override the
original quantity entered.
NO
¥ Ifa pick list is displayed
Select item from picklist * Select the appropriate item from the picklist
For information on using picklists, see System.
Administration; System features; Using picklists.
Fixed No .
vale @ Decide whether the items are fixed value
¥__ If the items are not fixed value:
Yes Enter value of individual
item + Enter the value of the individual item
y
Touch ¥ icon
* Touch the ¥ icon.
@ Examine the Transaction Stack to see whether the
correct transaction type and amount are displayed
Istransaction
correct in
stack?
Please note: Any non-value stock items (for
example milk tokens) will appear in
the stack with a nil value.
YES
~ ¥ ~ If the transaction in the stack is incorrect:
Bin transaction and
repeat correctly * Use the Bin icon to delete the incorrect
I transaction and repeat the transaction correctly.
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Subsection 4
More
stock to be
remitted?
NO
Touch Previous icon
Y
Repeat procedure
v
Touch Finish icon
y
Scan pouch bar-code
Bar-code
read
successfully?
YES Scan bar-code again
y
For information on using the Bin icon, see System
Administration; System overview; Main functions of
the system and how to move around it
Check whether there are more types of stock to be
remitted to the Automated Distribution Centre
All stock remitted out can be viewed by touching the
Open icon above the stack. This icon appears when
the stack view is full. See System Administration;
System overview; Main functions of the system and
how to move around it.
If more items need to be remitted out:
* Touch the Previous icon
* Repeat the procedure from the flow-chart box ‘Is
item cash or a cheque?’ on page 25.
Touch the Finish icon
If a remittance out has been completed and you
wish to make a reversal, all items within that pouch
must be reversed individually.
For information on performing reversals, see
Transactions - Other - Part two; Reversing
transactions; Reversing Electronic Point of Sale
transactions.
Please note: You cannot carry out a part reversal and
then send out the pouch with the
remaining items.
Scan the pouch bar-code
The scanner will bleep.
Check whether the bar-code has been read
successfully
If the bar-code has not been read successfully:
* Scan the bar-code again
Make up to three attempts to scan the bar-code if the
bar-code has not been read.
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Bar-code
read by third
attempt?
NOY
¥
Enter bar-code manually
Bar-code
accepted?
Put stock in another
pouch
y
Destroy unacceptable
pouch
y
‘Scan new bar-code
y
Repeat procedure
* Check whether the bar-code has been read by the
third attempt.
If the bar-code has not been read after the third
attempt:
* Enter the bar-code manually.
For information on the manual entry of bar-codes,
see subsection 6; Entering a remittance bar-code
number manually.
* Check whether the bar-code has been accepted
If the bar-code has not been accepted:
* Remove all stock from the pouch and put it into
another pouch
* Destroy the unacceptable pouch
* Scan the new pouch bar-code
* Repeat the procedure from the flowchart box
“Bar-code read successfully?” on page 27.
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Subsection 4
Bar-code
already
scanned?
NO
Touch ¥ icon
Proceed with
remittance
out?
YES
NO
v
Touch X
icon
y
Touch X
icon
Y
Place stock in another
pouch
y
Destroy unacceptable
pouch
y
Scan bar-code for new
pouch
y
Repeat procedure
y
@ Examine the screen to see whether a message is
displayed saying that the pouch has already been
entered
This means that the bar-code has already been
scanned.
Please note: Pouches used for remittance out are
single-use only. Once you have scanned
a pouch bar-code, it cannot be used
again.
If a message is displayed saying that the pouch has
already been entered:
* ‘Touch the ¥ icon to acknowledge the message
The system will display the Scan Collection Barcode
screen.
* Decide whether you wish to proceed with the
remittance out
If you do not wish to proceed with the remittance
out:
* Touch the X icon to end procedure.
* Touch the X icon to confirm that you want to
abandon the remittance out session.
If you wish to proceed with the remittance out:
+ Remove the stock from the unacceptable pouch
and place it into another pouch
* Destroy the unacceptable pouch
* Scan the bar-code for the new pouch.
* Repeat the procedure from the flowchart box
“Bar-code read successfully?” on page 27.
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YES
Delivery
bar-code?
NO
y
Touch ¥ icon
y
Put stock in another
pouch
y
Scan bar-code on new
pouch
y
Repeat procedure
Check digit
incorrect?
Touch ¥ icon
v
Put stock in another
pouch
y
Scan bar-code on new
pouch
Yy
Repeat procedure
Examine the screen to see if the system is displaying
a message saying that you cannot use delivery bar-
codes for this pouch
If it is:
Touch the ¥ icon
Remove the stock from the unacceptable pouch
and put it in another pouch
Scan the bar-code on the new pouch
Repeat the procedure from the flowchart box
“Bar-code read successfully?’ on page 27
Examine the screen to see if the system is displaying
a message saying that the check digit is incorrect
If it is:
Touch the ¥ icon
Remove the stock from the unacceptable pouch
and put it in another pouch
Scan the bar-code on the new pouch
Repeat the procedure from the flowchart box
“Bar-code read succe:
fully?” on page 27
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Subsection 4
Spoil!
obsolete postal
orders?
NO
Destroy Rem out pouch
Despatch postal orders
in accordance with
existing instructions
Advice
note printed?
YES
Yy
from printer
Remove advice note
Y
Touch ¥ icon
y
@ Decide whether the items are spoilt or obsolete
postal orders
Please note: If they are:
* Destroy the remittance out pouch:
* Despatch the postal orders in accordance with
existing instructions.
For information about despatch of spoilt postal
orderst See (i) below
@ Check whether the system has printed a stock return
advice note
The system will display a message telling you to
remove the stock return advice note and place it in
the pouch. The message states that alternative
procedures apply for coins.
If the stock return advice note fails to print, see
subsection 8; LFS transaction procedures when parts
of the Horizon system are unavailable.
@ Remove the stock return advice note from the
printer
@ Touch the ¥ icon to print the remittance out slip
The system will return to the Transactions out to
ADC screen.
i. See Counters Operations Manual; Post Office Network; Postal Orders; Weekly accounting and despatch
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@ Check whether the system has printed the
Remittance NO remittance out slip
‘out slip
printed?
If the remittance out slip fails to print, see
subsection 8; LFS transaction procedures when parts
of the Horizon system are unavailable.
YES
Sign and datestamp
advice note e
Sign and datestamp the stock return advice note
Advice
note for NO @ Decide whether the stock return advice note is for a
pouch? pouch
YES y If the stock return advice note is for a coin bag:
Place advice note in + Place the stock return advice note in an envelope
envelope addressed to the appropriate distribution centre
to accompany the remittance out items when
they are handed over to the carrier.
- @ Place the stock return advice note in the pouch and
Place advice note in 1th I
pouch and seal pouch seal the pouch
<a
~ ~ ~ @ Retain the remittance out slip for reconciliation
Retain remittance slip
purposes
Please note: If a cash remittance out has been
entered on the system but the pouch
has not been collected by the close of
business, the monetary contents of the
pouch must be included as part of the
v daily cash declaration
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Subsection 5
5 Confirming pouch delivery and collection
5.1 Confirming pouch delivery
When you receive your remittance in your office you will need to use this procedure to confirm
that pouches and/or delivery advice notes have been delivered.
Please note:
Touch icon sequence to
select Pouch Delivery
Proceed
with
transaction?
YES
Confirming pouch delivery does not remit in the value of the items. For
information on remitting in items, see subsection 2; Dealing with remittances.
Touch ¥ icon
y
Touch X icon
Coin
delivery?
NO
y
Bar-code
label to scan?
@ Select the Pouch Delivery option by touching the
following icon sequence:
- Transactions
- Remittances
- Pouch Delivery
@ Decide whether you want to proceed with the
transaction:
If you do not want to proceed with the
transaction:
* Touch the ¥ icon
The system will display a message informing you
that you have not entered any pouch bar-codes and
telling you to select the ¥ (Retry) option to enter
the next bar-code or the X (Cancel) option to
abandon.
* Touch the X icon to end the transaction.
The system will display the Remittances menu.
® Decide whether this is a coin delivery
If it is a coin delivery:
* Check whether a barcode is attached to the coin
bag or the delivery advice note
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y If there is no barcode:
\ ‘Complete manual
I receipt * Complete a manual receipt
For information on completing a manual receipt, see
I 1 subsection 10; Completing a manual receipt for
I pouch delivery or pouch collection.
* Go to ‘A’ on page 36
@ Scan the bar-code
The scanner will bleep and the number of pouches
or coin bags entered shown on the screen will be
increased by one.
Bar-code
uy OT © Check whether the bar-code has been read
y I successfully
“s y If the card has not been read successfully:
‘Scan bar-code again
& * Scan the bar-code again
* Check whether the bar-code has been read
Bar-code read by
third attempt?
Make up to three attempts to scan the bar-code if
necessary.
Y If the bar-code has not been read by the third
attempt:
Enter bar-code manually
+ Enter the bar-code manually.
For information on the manual entry of bar-codes,
see subsection 6; Entering a remittance bar-code
number manually.
* Go to ‘A’ on page 36.
@Q=-
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Subsection 5
Pouch
already
entered?
NO
y
Touch ¥ icon
distribution
centre?
NO
Touch X
icon
‘Complete
manual
receipt
©
y
Touch ¥ icon
y
@ Examine the screen to see whether a message is
displayed telling you that this pouch has already
been entered.
This means that the bar-code has already been
scanned.
* ‘Touch the ¥ icon to acknowledge the message
* Go to ‘A’ on page 36.
® Decide whether you have scanned the correct type of
pouch
The system will display an error message if you scan
a collection pouch bar-code when you are
confirming pouch delivery.
* Decide whether this is a collection pouch that has
been included in a delivery in error by the
distribution centre
If this is a collection pouch that has been included
in a delivery in error by the distribution centre:
* Touch the X icon to abandon pouch entry
* Complete a manual receipt for the pouch
For information on completing a manual receipt, see
subsection 10; Completing a manual receipt for
pouch delivery or pouch collection.
* Goto ‘A’ on page 36.
If you have scanned a collection pouch (for
example the one that you have prepared for your
remittance out) in error:
* Touch the ¥ icon
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y * Place the pouch aside
Place pouch aside Please note: If the pouch scanned in error is one
that you have prepared for a remittance
out you will need to perform the
‘confirm pouch collection’ scan if you
have not already done so. This must be
done before the pouch is despatched.
For information on confirming pouch
& collection, see paragraph 5.2; page 42.
* Go to ‘A’ on page 36.
incorrect
check digit in
bar-code?
@ Examine the screen to see if a message is displayed
telling you that there is an incorrect check digit in
the bar-code
NO
Ifan incorrect check digit in bar-code message is
y displayed:
Touch X icon
* Touch the X icon
¥
Complete manual * Complete a manual receipt for the pouch.
receipt
For information on completing a manual receipt, see
subsection 10; Completing a manual receipt for
<t—$—— pouch delivery or pouch collection.
Further
hes i YES
Pouches in —— @ Decide whether there are further pouches in the
consignment? I .
: consignment
No Y . .
If there are further pouches in the consignment:
Repeat procedure
Pear * Repeat the procedure for the rest of the
Y consignment from the flow chart box
delivery?’ on page 33
® Touch the ¥ icon
Touch ¥ icon
The system will display the Produce Report screen
showing the date and time of delivery and the
number of pouches in the consignment.
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. Subsection 5
Transfers & remittances ubsection
Do you want
to preview ® Decide whether you want to preview the Pouch
receipt? Delivery receipt on the screen
No Please note: You must preview or print the pouch
delivery receipt for the system to
commit the pouch delivery transaction.
y If you want to preview the receipt:
Touch Preview icon
* ‘Touch the Preview icon
If there is more than one page, use the & icon to
v _ scroll through the pages.
Touch X icon * Touch the X icon to exit from the receipt
preview.
Touch Print icon
® Touch the Print icon
The delivery receipt will be produced.
First copy
of receipt,
@ Check whether the first y of th th
printed? heck whether the first copy of the receipt has
printed
YES y If the first copy of the receipt has not printed:
Check print
reck printer * Check the printer
For information on checking the printer and dealing
with printer failure, see subsection 8; LES
f transaction procedures when parts of the Horizon
system are unavailable.
* Go to'B’ on page 39.
¥
Remove first copy of
receipt and check it ® Remove the first copy of the receipt from the printer
and check it
The receipt should show the 12 digit bar-code
number from all pouches entered in the
consignment.
y
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First copy
of receipt
satisfactory?
@ Decide whether the first copy of the receipt printed
properly and was not torn while you were removing
it from the printer
YES
Y If the first copy of the receipt has not printed.
properly or is torn:
Touch X icon
* Touch the X icon
y
Repeat procedure * Repeat the procedure from the flowchart box
“Touch Print icon’ on page 37.
Details on
" NO
receipt ~ ® Decide whether the details, on the receipt are correct
correct?
If the receipt is not correct, for example because a
YES pouch has been missed during scanning, you can
either:
- abandon the session and start a new session for
all the pouches
- complete the session for the pouches that have
already been scanned and create a new session for
the missed pouch.
If the details on the receipt are not correct:
plete
ion?
* Decide whether you want to complete the
session
NO
v If you do not want to complete the session:
Touch Home icon * ‘Touch the Home icon
¥
Repeat procedure + Repeat the procedure from the beginning
y
Touch / icon
® Touch the V icon to print the second copy of the
receipt
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y
Remove second copy of
receipt © Remove the second copy of the receipt from the
printer
@ Decide whether the consignment contains any full
coin bags
If the consignment does contain any full coin
bags:
i Fill tit) both
/ a Ln + Fill in the quantity of full coin bags in the
I copies of receipt ;
appropriate fields on both copies of the pouch
I delivery receipt.
Sign and datestamp both
copies of receipt @ Sign and datestamp both copies of the receipt
y
Give first copy of
receipt to carrier ® Give the first copy of the receipt to the carrier
y
Place second copy of
receipt in till drawer ® Place the second copy of the receipt in your till
y
Touch Exit icon
drawer
®@ Touch the Exit icon
L The system will display the Remittances menu.
Receipt not
printed
message?
@ Examine the screen to see whether there is a message
saying that the receipt has not been printed
NO I Please note: The system will display this message if
I I you touch the Exit icon before
I previewing or printing the receipt.
y y
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ubsection Transfers & remittances
If there is a message saying that the receipt has not
been printed:
* Decide whether you want to complete the pouch
No delivery procedure.
Complete
procedure?
I If you do not want to complete the pouch delivery
y procedure:
Touch X
icon + ‘Touch the X icon to abandon the procedure and
return to the Remittances menu.
YES
The system will not commit the pouch delivery
transaction unless you preview and/or print the
pouch delivery receipt and then touch the Exit icon
on the Produce Report screen.
Please note: If you do not do this, any data that you
have entered during the session will be
lost.
If you want to complete the pouch delivery
v procedure:
Touch ¥ icon * Touch the ¥ icon
y
Repeat procedure * Repeat the procedure from the flowchart box ‘Do
you want to preview receipt?” on page 37.
@ Examine the screen to see if the system is displaying
a message telling you that one or more pouches have
already been entered
The system will reject the current delivery session
and displays this message if one or more of the
pouches were scanned in at another node and the
delivery session at the other node has been
completed.
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Subsection 5
Continue
with
procedure?
Touch X
icon
Touch ¥ icon
y
Scan pouches again
v
Repeat procedure
If the system is displaying a message telling you
that one or more pouches have already been
entered:
* Decide whether you want to continue with the
procedure
If you do not want to continue with the
procedure:
* Touch the X icon to abandon the session and
return to the remittances menu.
If you want to continue with the procedure:
* Touch the ¥ icon
* Scan the pouches again
If you scan a pouch that has already been entered at
another node, the system will display a message that
this pouch has already been entered. In this case:
- touch the ¥ icon
- scan the next pouch in the delivery
If the delivery receipt produced at the other counter
is available, you may be able to use this to check
which pouches have been entered at the other
counter and scan only those pouches that have not
been entered.
Repeat the procedure, starting from the flowchart
box ‘Bar-code read successfully?” on page 34
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Subsection 5
Transfers & remittances
5.2 Confirming pouch collection
Use this procedure when you need to confirm that pouches and/or coinbags have been collected
from an outlet by the carrier.
You must perform a remittance out to the Automated Distribution Centre (ADC) before carrying
out this procedure. Instructions for remitting to the ADC are contained in see subsection 4; Dealing
with remittances to the Automated Distribution Centre.
Touch icon sequence to @ Select the LES Collection option by touching the
select Pouch Collection
following icon sequence:
- Transactions
- Remittances
- Pouch Collection
Proceed
with
transaction?
No @ Decide whether you want to proceed with the
transaction:
If you do not want to proceed with the
YES ¥ transaction:
Touch 7 icon * Touch the ¥ icon
The system will display a message saying that you
have not entered any pouch bar-codes and telling
you to select the ¥ (Retry) option to enter the next
' bar-code or the X (Cancel) option to abandon.
Touch X icon * Touch the X icon to end the transaction,
The system will display the Remittances menu.
Scan pouch/coinbag bar-
code
® Scan the pouch or coinbag bar-code
The scanner will bleep and the number of pouches
entered, shown on the screen will be increased by
Bar-code one.
vead @ Check whether the bar-code has been read
successfully?
successfully
y If the card has not been read successfully:
Scan bar-code again
* Scan the bar-code again
Make up to three attempts to scan the bar-code if
necessary.
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Subsection 5
Bar-code read
by third attempt?
Enter bar-code manually
Touch ¥ icon
Touch X icon
y
Place pouch aside
y v
* Check whether the bar-code has been read by the
third attempt
If the bar-code has not been read by the third
attempt:
* Enter the bar-code manually.
For information on the manual entry of bar-codes,
see subsection 6; Entering a remittance bar-code
number manually.
* Go to ‘A’ on page 44.
Examine the screen to see whether a message is
displayed telling you that this pouch has already
been entered
This means that the bar-code has already been
scanned.
* ‘Touch the ¥ icon to acknowledge the message
* Go to ‘A’ on page 44.
Examine the screen to see whether a message is
displayed telling you that you cannot use delivery
bar-codes for this pouch
The system will display an error message if you scan
a delivery pouch bar-code when you are confirming
pouch collection
If you have scanned a delivery pouch in error:
* Touch the X icon to abandon pouch entry
* Place the pouch aside
Please note: If the pouch scanned in error is one
that you have received for a remittance
in you will need to perform the
‘confirm pouch delivery’ scan if you
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incorrect
check digit in
bar-code?
YES
NO v
Touch X icon
a
Complete manual
receipt
Further
pouches in
consignment?,
YES
Repeat procedure
y
Touch ¥ icon
Bo you want
to preview
receipt?
NO Y
Touch Preview icon
have not already done so. For
information on confirming pouch
delivery, see paragraph 5.1; page 33.
* Go to ‘A’ on page 44.
@ Examine the screen to see if a message is displayed
telling you that there is an incorrect check digit in
the bar-code
If an incorrect check digit in bar-code message is
displayed:
* Touch the X icon
+ Complete a manual receipt for the pouch.
For information on completing a manual receipt, see
subsection 10; Completing a manual receipt for
pouch delivery or pouch collection.
® Decide whether there are further pouches or.
coinbags in the consignment
If there are further pouches in the consignment:
* Repeat the procedure from the flow chart box
“Scan pouch/coinbag bar-code’ on page 42.
® Touch the ¥ icon
The system will display the Produce Report screen
showing the date and time of delivery and the
number of pouches in the consignment.
© Decide whether you want to preview the pouch
collection receipt on the screen
If you want to preview the receipt:
* Touch the Preview icon
Please note: If there is more than one page, use the
«8 icon to scroll through the pages.
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Touch X icon
cc
y
Touch Print icon
First copy
of receipt,
printed?
YES
Check printer
Remove first copy of
receipt and check it
First copy
of receipt
satisfactory?
Touch X icon
ij v
* ‘Touch the X icon to leave the receipt preview.
® Touch the Print icon
@ Check whether the first copy of the receipt has
printed
If the first copy of the receipt has not printed:
* Check the printer
For information on checking the printer and dealing
with printer failure, see subsection 8; LES
transaction procedures when parts of the Horizon
system are unavailable.
* Go to ‘B’ on page 46.
® Remove the first copy of the receipt from the printer
and check it
The receipt will show the 12 digit bar-code numbers
from all pouches/coinbags entered and the number
of pouches in the consignment.
An asterisk will be printed out beside the bar-code
of any pouch/coinbag for which remittance out to
the ADC has not been performed. For information
on remittances out to the ADC, see subsection 4;
Dealing with remittances to the Automated
Distribution Centre.
® Decide whether the first copy of the receipt is
printed properly and was not torn while you were
removing it from the printer
If the first copy of the receipt is not satisfactory:
* Touch the X icon
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y
Repeat procedure
* Repeat the procedure from the flowchart box
“Touch Print icon’ on page 45.
® Decide whether the details on the receipt are correct
Details on
receipt
correct?
If the receipt is not correct, for example because a
pouch/coinbag has been missed during scanning,
you can either:
YES
- abandon the session and start a new one for all
the pouches/coinbags
- complete the session for the pouches that have
already been scanned and create a new session for
the missing pouch.
If the details on the receipt are not correct:
YES * Decide wheth t to complete th
Complete ecide whether you want to complete the
session? session
No ¥
y If you do not want to complete the session:
Touch Home icon .
* Touch the Home icon
Y
Repeat procedure
* Repeat the procedure from the beginning.
v
Touch ¥ icon
® Touch the ¥ icon to print the second copy of the
receipt
y
Remove second copy of
receipt ® Remove the second copy of the receipt from the
printer
¥
Sign and datestamp both
copies of receipt @ Sign and datestamp both copies of the receipt
y
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y
Give both copies of
receipt to carrier @ Give both copies of the receipt to the carrier to sign
¥
Place second copy of
receipt in till drawer © Obtain the second copy of the receipt from the
carrier and place it in che till drawer
Y ‘The first copy of the receipt ahould be retained by
Touch Exit icon the carrier
® Touch the Exit icon
y The system will display the Remittances menu.
@ Examine the screen to see whether there is a message
Receipt not YES saying that the receipt has not been printed
printed
message? The system will display this message if you touch the
Exit icon before previewing or printing the receipt.
No
If there is a message saying that the receipt has not
been printed:
* Decide whether you want to complete the pouch
collection procedure.
Complete
procedure?
If you do not want to complete the pouch
Yes I collection procedure:
Touch x * Touch the X icon to abandon the procedure and
ton return to the remittances menu.
The system will not commit the pouch collection
transaction unless you preview and/or print the
pouch collection receipt and then touch the Exit
icon on the Produce Report screen.
Please note: If you do not do this any data that you
have entered during the session is lost.
If you want to complete the pouch collection
y procedure:
Touch ¥ icon
* Touch the ¥ icon
y
Repeat procedure + Repeat the procedure from the flowchart box ‘Do
you want to preview receipt?’ on page 44.
y
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@ Examine the screen to sce if the system is displaying
a message telling you that one or more pouches have
already been entered
The system will reject the current collection session
and display the message if one or more of the
pouches were scanned in at another node and the
collection session at the other node has been
completed.
If the system is displaying a message telling you
that one or more pouches have already been
No entered:
Continue
with
procedure? * Decide whether you want to continue with the
procedure
YES
If you do not want to continue with the
procedure:
Touch X . .
icon * Touch the X icon to abandon the session and
return to the remittances menu.
—_—_—-__ If you want to continue with the procedure:
Touch ¥ icon
* Touch the ¥ icon
Y
Scan pouches again * Scan the pouches again
If you scan a pouch that has already been entered at
another node, the system will display a message that
this pouch has already been entered. In this case:
- touch the ¥ icon
- scan the next pouch in the collection
If the collection receipt produced at the other node
is available, you may be able to use this to check
which pouches have been entered at the other node
and scan only those pouches that have not been
v entered.
Repeat procedure @ Repeat the procedure, starting from the flowchart
box ‘Bar-code read successfully?” on page 42
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6 Entering a remittance bar-code number manually
You may need to enter a bar-code manually if the bar-code reader fails while you are confirming
pouch delivery or collection, when you are recovering transactions undertaken manually when the
system was down, or because a bar-code cannot be read by the bar-code reader:
Touch appropriate
icon sequence ® Select the Pouch Delivery or Pouch Collection option
as appropriate by touching the following icon
I sequence:
I - Transactions
i - Remittances
/ = Pouch Delivery or Pouch collection (as
appropriate)
/ The system will display the Scan Delivery Barcode
Y screen or Scan Collection Barcode screen as
appropriate.
Touch Manual icon
®@ Touch the Manual icon
y
Enter bar-code number
@ Enter the twelve digit pouch bar-code number using
T either:
Y - the keyboard
- the on-screen number pad
Touch ¥ icon
@ Touch the ¥ icon
Invalid
LFS bar-code NES @ Examine the screen to see if the system is displaying
message? an invalid LFS bar-code message
If the bar-code has not been accepted, the system
/ will display an error message explaining the reason
I for the failure. This could be either that an invalid
I number or a number with fewer than twelve digits
/ has been entered.
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Incorrect
check digit
message?
NO
y
Touch ¥ icon
y
Touch Manual icon
y
Re-enter bar-code
number
——_ Yo
Touch ¥ icon
Bar-code
accepted by
3rd attempt?
Complete a manual
receipt
YES
If the system is displaying an invalid LFS bar-code
message:
* Touch the ¥ icon
* Touch the Manual icon
* Re-enter the twelve digit pouch bar-code number
using either:
- the keyboard
= the on-screen number pad
* Touch the ¥ icon.
* Check whether the bar-code has been accepted
by the third attempt
If the bar-code has been accepted by the third
attempt:
* Goto ‘A’ on page 53.
If the bar-code has not been accepted by the third
attempt:
* Complete a manual receipt.
For information on completing a manual receipt, see
subsection 10; Completing a manual receipt for
pouch delivery or pouch collection.
* Go to ‘A’ on page 53.
Examine the screen to see if the system is displaying
an incorrect check digit message
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y
Re-enter
bar-code?
YES
Touch x
icon
Touch
Complete
icon
y
Touch
Cancel icon
‘Complete a
manual
receipt
y
6
Touch ¥ icon
v
Touch Manual icon
y
Re-enter bar-code
number
y
Touch ¥ icon
'
If the system is displaying an incorrect check digit
message:
* Decide whether you want to re-enter the bar-
code.
You should re-enter the bar-code if you previously
entered the number incorrectly.
If you do not want to re-enter the bar-code:
* Touch the X icon
* ‘Touch the Complete icon
* Touch the Cancel icon to end the procedure.
* Complete a manual receipt for the pouch
For information on completing a manual receipt, see
subsection 10; Completing a manual receipt for
pouch delivery or pouch collection.
* Go to ‘A’ on page 53.
If you want to re-enter the bar-code:
* Touch the ¥ icon
* Touch the Manual icon
* Re-enter the bar-code number
* Touch the ¥ icon
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/ y
Repeat procedure * Repeat procedure from flow chart box, ‘Invalid
/ LES bar-code message?” on page 49
incorrect ves @ Examine the screen to see if the system is displaying
format
message?
— an incorrect format message
This message will appear if you enter a delivery bar-
NO code during a pouch collection session or a
collection bar-code during a pouch delivery session.
If the system is displaying an incorrect format
message
* Decide whether you have entered the bar-code
incorrectly
Bar-code
entered
incorrectly?
I If you have not entered the bar-code incorrectly
YES but the bar-code is the wrong type for this
I session:
I For example:A delivery pouch entered in the pouch
v collection screen.
Touch x
icon * Touch the X icon
y
Place pouch
aside * Place the pouch aside.
Please note: This pouch will now need to be
entered in the correct screen (if it has
not already been entered). If entry of
the pouch is required repeat this
procedure from the beginning
ensuring that the correct option
(delivery or collection) is selected.
oO * Go to ‘A’ on page 53.
Y If you have entered the bar-code incorrectly:
Touch ¥ icon * ‘Touch the ¥ icon
v
Touch Manual icon * ‘Touch the Manual icon
’ ’
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y
Re-enter bar-code
number
y
Touch
v icon
y
Repeat procedure
Change
collection
date/time?
NO
Continue with
confirming pouch
delivery/collection
YES
-——®
* Re-enter the bar-code number
* Touch the ¥ icon.
* Repeat procedure from flow chart box, ‘Invalid
LES bar-code message?’ on page 49
® Decide whether you need to change the date or time
of the delivery/collection.
If you do:
Refer to see subsection 7; Changing the default
date/time for pouch delivery/collection.
Please note: You only change the date or time when
a pouch is being entered on the system
ata date/time that is later than when.
the actual collection/delivery took
place.
If you do not need to change the date/time of the
delivery /collection:
@ Continue with confirming the pouch delivery or
collection as appropriate
For information on confirming pouch delivery and
collection, (see subsection 5; Confirming pouch
delivery and collection).
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7 Changing the default date/time for pouch delivery/
collection
Use this procedure when you are recovering transactions undertaken manually in fallback mode
and you need to change the default date/time as displayed on the Produce Report screen for
delivered or collected pouches.
When a recovery of transactions has taken place the default date/time must be altered to reflect the
actual date/time of the delivery or collection.
Do not change the default date/time unless the Horizon system was not available when the
delivery or collection was made and you are entering the pouch delivery /collection details after
the system has been restored to service, and after the manual entry of a bar-code number (see
subsection 6; Entering a remittance bar-code number manually).
‘Complete manual entry
of collection/delivery
bar-code
© Complete the manual entry of collection/delivery
barcode
For information on entering a collection/delivery
f barcode manually, see subsection 6; Entering a
remittance bar-code number manually.
Touch Change
@ Select the Change Time option by touching the
I following icon sequence:
- Produce Report
- Change Time
The system will display the Enter Time screen
showing the current time and date.
Change
Geplsyed — ® Decide whether you need to change the date
ace?
displayed
If you do not need to change the default date:
I Touch Vicon
oO * Goto ‘A’ on page 55
¥
Delete displayed date
® Delete the displayed date using the backspace key
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v
Enter delivery/
collection date @ Enter the date (in dd/mm/yy format) when the
pouches were delivered or collected
I Please note: The entered date must be in the past.
v The system will reject a date in the
future.
Touch ¥ icon
'
Touch ¥ icon
an)
Change
@ Touch the ¥ icon to return to the Enter Time screen
® Touch the Y icon
displayed NO ® Decide whether you need to change the displayed
time? time
YES Y If you do not need to change the displayed default
Touch 7 icon time:
* Touch the ¥ icon
v
Delete displayed time
@ Delete the displayed time using the backspace key
¥
Enter delivery/ @ Enter the time (in hh:mm format) when the pouches
collection time were delivered or collected
bf —————————! Please note: The time must be entered in 24 hour
format (e.g. 4:00pm would be entered
as 16:00). The entered time must be in
Y the past. The system will reject a time
Touch / leon in the future.
@ Touch the ¥ icon
v
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Invalid
, YES
time/date @ Examine the screen to see if the system is displaying
message?
8 a message telling you that you have entered an
NO ’ invalid time/date
Touch 7 icon If the system is displaying an invalid time/date:
* Touch the ¥ icon
y
Delete invalid time/date * Delete the invalid time/date using the backspace
key
v
Enter correct time/date * Enter the correct time/date
y
Touch icon * Touch the v icon.
y
Touch ¥ icon
@ Touch the ¥ icon
The system will display the date and time that you
have entered on the Produce Report screen.
Continue with
confirming pouch e
Continue confirming the pouch delivery or
delivery/collection 8 the pr y
collection as appropriate
REFER For information on confirming pouch delivery and
collection see subsection 5; Confirming pouch
delivery and collection.
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8 LFS transaction procedures when parts of the Horizon
system are unavailable
8.1 If the keyboard/touch screen fails
For information on dealing with keyboard and touch screen failures, see Office Administration;
System failure; Equipment Failure Checklist (dealing with equipment failure)
8.2 If the office printer fails
Use this procedure when you need to print planned orders/stock advice notices but the office
printer is not available.
If the office printer is not available when you try to print, the system will display a Printer Error
screen with a Retry and Cancel option.
@
Check printer
connections @ Check the printer connections
For information on dealing with printer failure, see
Office Administration; System failure; Equipment
I Failure Checklist (dealing with equipment failure).
Touch Retry icon @ ‘Touch the Retry icon
@ Check whether the report has printed successfully
If the report has printed successfully:
hone * Continue with the original transaction.
Continue with original
transaction
y
Touch Cancel icon
@ Touch the Cancel icon
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Y
Touch Preview icon
@ Touch the Preview icon to preview the planned
order/stock advice notice on the screen
If there is more than one page, use the #* icon to
Make a note of planned scroll through the pages.
order/stock advice
notice details
@ Make a note of the planned order/stock advice
notice details
Please note: As there is no specific form to use in
¥ this instance, use an A4 sheet of paper
taken from the Horizon Office Printer.
Touch X icon
@ Touch the X icon to exit from the preview
y
Touch Exit icon
@ Touch the Exit icon to return to the original
transaction
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8.3 Dealing with pouch delivery/collection receipts if the counter printer fails
Use this procedure when you need to print pouch delivery/collection receipts but the counter
printer is not available.
If the counter printer is not available when you try to print, the system will display a Printer Error
screen with a Retry and Cancel option.
Check printer
connections
y
Touch Retry icon
successfully?
NO
la
Continue with original
transaction
available?
NO
Log out of current
workstation and log in
at another workstation
y
Repeat pouch/delivery
collection procedure
y
Check the printer connections
For information on dealing with printer failure see
Office Administration; System failure; Equipment
Failure Checklist (dealing with equipment failure)
Touch the Retry icon
Check whether the receipt has printed successfully
If the receipt has printed successfully:
* Continue with the original transaction
If there is another workstation available:
Decide whether you want to move to it
If you want to move to another workstation:
* Log out of your current workstation and log in at
the other workstation
* Repeat the pouch delivery/collection procedure
from the beginning see subsection 5; Confirming
pouch delivery and collection
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Y
Touch Cancel icon
y
Touch Preview icon
y
Make manual copy
Yy
Touch X icon
y
Touch Exit icon
Touch the Cancel icon
‘Touch the Preview icon to preview the delivery/
collection receipt on the screen
If the
scroll through the pages.
is more than one page, use the & icon to.
Make a manual copy of the delivery/collection
receipt displayed on the screen
For information on completing a manual receipt, see
subsection 10; Completing a manual receipt for
pouch delivery or pouch collection.
‘Touch the X icon to exit from the receipt preview
Touch the Exit icon to return to the original
wansaction
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8.4 Dealing with returned stock advice notes if the counter printer fails
Use this procedure if the counter printer fails when producing a stock advice note.
If the counter printer is not available when you try to print, the system will display a Printer Error
screen with a Retry and Cancel option.
@
Check printer
connections
y
Touch Retry icon
fas receipt
printed
successfully?
NO
YES
y
Continue with original
transaction
Is there
another workstation
available?
NO
Transfer session
y
Continue with
remittance session
y
Check the printer connections
For information on dealing with printer failure see
Office Administration; System failure; Equipment
Failure Checklist (dealing with equipment failure)
Touch the Retry icon
Check whether the receipt has printed successfully
If the receipt has printed successfully:
* Continue with the original transaction.
If there is another workstation available:
Decide whether you want to move to it
If you want to move to another workstation:
* Transfer the remittance session to other
workstation.
For information on transfering sessions, see System
Administration; System features; Suspending and
transferring transactions (sessions)
* Continue with remittance transcation
For information on remittances, see subsection 4;
Dealing with remittances to the Automated
Distribution Centre.
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Y
Touch Cancel icon
y
Complete manual
summary
y
Place manual summary
in pouch
y
Touch Complete icon
Touch the Cancel icon
Complete the appropriate manual summary form -
P5257 (for cash) or P2613 (for stock) detailing the
stock/cash to be returned
Place the manual summary form in the pouch to
accompany the item(s) being despatched.
‘Touch the Complete icon to return to the original
transaction
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8.5 If the processor fails
Use this procedure when you need to record LFS transaction details but the Horizon system.
processor has failed at your workstation..
If your office has more than one counter position you can close the session and move to another
workstation.
If possible this should be connected to the network, see paragraph 8.6; page 65.
©
Is another
workstation
' 1 @ Check whether there is another workstation available
available?
7 on which you can carry out the transaction
NO
If there is another workstation available:
transaction
interrupted? * Decide whether you started the transaction and it
was interrupted by the system failure
If it was:
& * Goto ‘A’ below.
Please note: Any transaction that is interrupted by
I system failure must be completed
: manually as if the system had failed
I before the transaction started.
NO
If the transaction was not interrupted by the
y system failure:
Perform transaction on
another workstation * Perform the transaction on the other workstation.
Planne
orders/stock
advice notices? 1 @ Decide whether this is a planned orders/stock advice
I notices transaction
NO Pa
Y If itis:
Wait for service to
resume * Wait for the service to resume.
v
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@ Decide whether this is a remittance to the
Automated Distribution Centre (ADC)
Remittance
to ADC?
Ad If it is a remittance to another destination:
Record remittance
details manually
YES
* Record the remittance details, including the
pouch bar-code number, manually.
Complete manual If it is to remittance to the ADC:
receipt and summary
ands @ Complete a manual pouch delivery/collection
receipt and manual summary form - P5257 (for
cash) or P2613 (for stock)
REFER For information on completing a manual receipt, see
subsection 10; Completing a manual receipt for
pouch delivery or pouch collection.
y
Place summary form in
pouch @ Place the manual summary form - P5257 (for cash)
or P2613 (for stock) in the pouch with the items
being despatched
y
Complete recovery
procedure © Complete the recovery procedure
seb
v
Record details when.
system restored @ Record the transaction details on the system when
T the Horizon system is restored
For information on recovering transactions after the
system is restored, see subsection 9; Recovery of
manually recorded LFS transaction details.
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8.6 Ifa counter position becomes isolated from the network
If the network fails the system will display a message saying that the counter position has become
isolated from the network
* Carry out LFS transations at another counter position if there is one available and it is connected
to the network
If there is no other counter position available or all counter positions are isolated from the
network:
* Carry out the transaction at the isolated counter position.
8.7 If the ISDN link fails
If the ISDN link fails the system will display a message telling you that it has failed.
You can continue to carry out LES transactions.
You may not receive any new information about planned orders or stock advice notices, and
delivery collection data and cash/stock statement data will not be transmitted from your office,
until the ISDN link is working again.
When the ISDN link is restored the system will display a message telling you that it has been
restored.
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Subsection 9 .
ubsection Transfers & remittances
9 Recovery of manually recorded LFS transaction details
9.1 Recovering details of remittances to the Automated Distribution Centre
Use this procedure when you need to recover details of remittances to the Automated Distribution
Centre (ADC) recorded manually during a period when the Horizon system was not available.
O
Obtain relevant
manually recorded ® Obtain the relevant manually recorded remittance
Remittance details .
details
Enter remittance details
on system © Enter the manually recorded remittance details on to
the system
REFER For information on dealing with remittances to the
Automated Distribution Centre, see subsection 4;
Dealing with remittances to the Automated.
Distribution Centre.
Bar-code
number
available?
@ Decide whether the manually recorded coinbag/
pouch bar-code number is available
YES
If the manually recorded coinbag/ pouch bar-
code is not available:
* Go to ‘A’ on page 67.
Enter bar-code number
manually @ Enter the coinbag/pouch bar-code number manually
REFER For information on entering a coinbag/pouch bar-
code manually, see subsection 6; Entering a
remittance bar-code number manually.
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Subsection 9
Bar-code
number
recognised?
®
Scan new collection
! pouch bar-code
/ y
Destroy collection
pouch
——————
@ Examine the screen to see if the system is displaying
a message telling you that the bar-code has not been
recognised
If the system is displaying a message telling you
that the bar-code has not been recognised:
* Scan a new collection pouch bar-code
* Destroy the collection pouch.
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Subsection 9
Transfers & remittances
9.2 Recovering pouch delivery/collection details
Use this procedure when then you need to recover pouch delivery and collection details recorded
manually during a period when the Horizon system was not available.
eo)
Obtain manual pouch
delivery/collection @ Obtain the manual pouch delivery/collection
receipts
- receipts
y
Enter receipt details on
system @ Enter the receipt details on the system
REFER For information on entering a pouch bar-code
manually, see subsection 6; Entering a remittance
bar-code number manually
Obtain actual delivery/
collection date/time for ® Obtain the manually recorded delivery/collection
Pouch actual date/time for the pouch
¥
‘Change default date/
time for pouch delivery! ® Change the default date/time for the pouch delivery
or collection to show the actual date/time of the
collection/delivery
REFER For information on changing the default date/time
for pouch delivery/collection, see subsection 7;
Changing the default date/time for pouch delivery/
y collection.
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Subsection 10
Transfers & remittances
10 Completing a manual receipt for pouch delivery or pouch
collection
Use this procedure when you need to complete a manual receipt for pouch delivery or pouch
collection.
For example: The counter printer fails or you cannot enter a barcode manually.
Pouch delivery receipts
+ Complete either CashCo receipt pad Sun 49 or Miscellaneous Receipt P1091L in duplicate with
the following information:
- your office FAD code
~ the date and time of pouch/coin bag delivery
- the serial number of the pouch/coin bag (the twelve-digit number either on the pouch or
attached to the coin bag)
- the total number of pouches/coin bags (including a breakdown of denomination of coin type)
in the consignment
- the total number of full coin bags (if applicable).
* Datestamp and sign both copies of the receipt
Please note: ‘This must be done by the clerk accepting the delivery
* Give one copy of the receipt to the carrier and retain the other copy in your office for two years
for audit purposes.
Pouch collection receipts
* Complete either CashCo receipt pad Sun 49 or Miscellaneous Receipt P1091L in duplicate with
the following information:
- your office FAD code
~ the date and time of pouch/coin bag collection
- the serial number of the pouch/coin bag (the twelve-digit number either on the pouch or
attached to the coin bag)
- the total number of pouches/coin bags (including a breakdown of denomination of coin type)
in the consignment
* Datestamp and sign both copies of the receipt
Please note: This must be done by the clerk accepting the delivery and also by the carrier
collecting the consignment
* Give one copy of the receipt to the carrier and retain the other copy in your office for two years
for audit purpos:
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Transactions - Other - Part two
Contents
Contents
Page
Transactions - Other - Part two
Losses, gains & error notices
Dealing with losses or gains in offices other than branch offices......... 1
Dealing with a branch office loss or gain 13
Entering Error Notices..... 23
Making good losses and gains........ 25
Reversing Electronic Point of Sale transactions 29
Miscellaneous
Updating reference data (including uprating and downrating stock).......... 37
Recording parcel traffic from DPI Schedules... 42
RD cheques, Vouchers and POCL cheques 45
Figures for traffic not appearing on the Cash Account 53
Providing and reclaiming a temporary loan to the Post Office. 55
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Losses, gains & error notices
Introduction
This booklet contains information about non-customer transactions on the Horizon system.
Information about the transfer and remittances functions of the system is contained in the
‘Transactions - Other - Part one booklet
The losses, gains and error notices section covers losses, gains and error notices for all offices. Also
included in this section of the guide are procedures for entering error notices and making good
losses and gains.
The miscellaneous section of this guide covers updating reference data, recording parcel traffic
from DPI (Discreet Parcel Income) schedules, RD Cheques, Vouchers and POCL cheques, figures
for traffic not appearing on the cash account and providing and reclaiming a temporary loan to the
Post Office.
You will find information about reversing electronic point of sale transactions in this booklet. For
information about reversing Automated Payments transactions, see Transactions - Serve Customer -
Part one; Automated Payments; Reversing an Automated Payment.
Page ii
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Subsection I
Losses, gains & error notices
I Dealing with losses or gains in offices other than branch
offices
1.1 Preparing for an Error Notice or an Authority to Reclaim from pay
Use this procedure when you are expecting an Error Notice because of a known discrepancy or if
you have a loss to be reclaimed from pay.
For further information on dealing with losses and gains and for best practices to be adopted when
a loss or gain has been incurred, Balancing with Horizon Guide; Section 3: Balancing and Suspense
Account.
‘Authority to
carry loss or
NO
®@ Check whether you have authority from your Retail
Network Manager (RNM) to carry an authorised loss
or gain
YES J 8
y If you do not have the authority:
Make good the loss or * Make good the loss or gain.
gain
For information on making good losses and gains,
s
subsection 4; Making good los
and gains
want to carry
an authorised
loss? carry
@ Determine whether you have an authorised loss to
NO Losses are covered by either Claim Error Notices,
Authorities to Reclaim from Pay or a write off.
If you have a loss to carry from the previous week:
y
Touch icon sequence to
select Losses tbl 2a option by touching the following icon sequence
* Select the Losses to table 2a (suspense account)
- Transactions
- Housekeeping
- Losses tbl 2a
The system will display a picklist.
v v
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Subsection I
Losses, gains & error notices
ul
Select appropriate item
from picklist * Select the appropriate line from the picklist
For information on picklists, see System
Administration; System features; Using picklists.
y
Touch ¥ icon
* Touch the ¥ icon
The system will display the Amount screen
y
Enter amount of loss
* Enter the amount of the loss
¥
Touch 7 icon
* Touch the ¥ icon
a
Touch Finish icon
* Touch the Finish icon
The loss is now transferred to table 2A of the
suspense account.
Bo you have
authority to
redeem loss?
+ Decide whether you have authority to redeem
the loss
I If you have authority to redeem the loss, see
i paragraph 1.2; page 4.
If you do not have authority to redeem the loss, see
see paragraph 1.3; page 11.
If you have a gain to carry from the previous week:
Touch icon sequence to. * Select the
select Gains UR in
ains UR in (suspense account) option
by touching the following icon sequence:
- Transactions
- Housekeeping
- Gains UR in
The system will display a picklist.
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Subsection I
v
Select appropriate item
from picklist
y
Touch ¥ icon
y
Enter amount of gain
y
Touch ¥ icon
y
Touch Finish icon
REFER’
* Select the appropriate item from the picklist
For information on picklists, see System
Administration; System features; Using picklists.
* Touch the ¥ icon
The system will display the Amount screen.
* Enter the amount of the gain
* Touch the ¥ icon
* ‘Touch the Finish icon
The gain is now transferred to table 3 of the
suspense account.
For information on reclaiming the gain, see
paragraph 1.4; page 12.
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Subsection I
Losses, gains & error notices
1.2. Receiving a compensating Error Notice or Authority to Reclaim from Pay or
a writeoff
Receive Error Notice or
reclaim authority ® Obtain the Error Notice or the Authority to Reclaim
from Pay
‘eceived
Authority to YES
Reckintoan © Decide whether you have received an Authority to
Pay? Reclaim from Pay voucher
NO - .
If you have an Authority to Reclaim from Pay
v voucher or a write off voucher:
Touch icon sequence to * Select the Losses rdmd option by touching the
select Losses rdmd -
following icon sequence:
- Transactions
- Housekeeping
- Losses rdmd
The system will display a picklist containing a list of
Yy loss redeemed products.
Select appropriate item + Select the appropriate item from the picklist
from picklist
You must ensure that the product selected
corresponds with the product used to post the
original loss to the suspense account
For example:lf ‘Loss A to Table 2A’ is used to post
the loss to the suspense account, ‘Loss
Aredeemed’ must be used for the
redemption
For information on picklists, see System
Administration; System features; Using picklists.
Touch icon * Touch the ¥ icon
The system will display the Amount screen.
v
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Subsection I
y
Enter amount
Touch ¥ icon
y
Touch Finish icon
Yy
Touch Desktop icon
Y
Touch icon sequence to
select Vouchers
Select voucher to CRU
y
Touch ¥ icon
y
Enter amount on
voucher
y
Touch ¥ icon
y y
Enter the amount that you originally entered as a
loss
Please note: Do not enter the amount that appears
on the voucher. If the amount you
entered to the suspense account for the
authorised loss and the amount that
appears on the voucher are different,
you must make good the net
difference.
Touch the ¥ icon
Touch the Finish icon
Touch the Desktop icon
Select the Vouchers option by touching the
following icon sequence:
- Transactions
- Serve Customer
- Functions
- Settlement
- Vouchers
The system will display a picklist.
‘Touch the Voucher to CRU icon
Touch the ¥ icon
Enter the amount indicated on the Authority to
Reclaim from Pay or write off voucher
Touch the ¥ icon
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Subsection I
Losses, gains & error notices
v
Touch Cash icon
* Touch the Cash icon (F3)
Please note: Do not select the ‘Fast Cash’ (F1) icon
y as this will settle the transaction
Enter amount
authorised
* Enter the amount that you were authorised to
carry
y
Touch ¥ icon
* Touch the ¥ icon
Is stack total
> * Examine the Transaction Stack to see whether the
zero?
total is zero
y
No Touch Finish If the stack total is zero:
I icon sche
I * ‘Touch the Finish icon
v If the stack total is negative or positive:
Add or subtract money * Add money to your till or take money out of
from till as appropriate your till as appropriate
If the amount is negative (yellow text) the
equivalent amount must be taken out of your till.
If the amount is positive (white text) the equivalent
Yy amount must be added to your till.
Touch Fast Cash icon * Touch the Fast Cash icon (F1)
<¢——
¥
Rem Out voucher * Remit the voucher out.
For information on remitting out, see Transactions -
Other - Part one; Transfers & remittances; Dealing
with remittances to the Automated Distribution
Centre.
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Subsection I
Enter value of Error
Notice
y
Touch icon sequence to
select Losses rdmd
y
Select appropriate line
from picklist
Y
Touch ¥ icon
y
Enter amount of loss
y v
® Decide whether you have received a compensating
Claim Error Notice
If you have received a compensating Claim Error
Notice:
* Enter the value of the Error Notice
For information on entering an Error Notice, see
subsection 3; Entering Error Notices.
* Select the Losses rdmd option by touching the
following icon sequence:
- Transactions
- Housekeeping
- Losses rdmd
The system will display a picklist containing a list of
loss redeemed products.
* Select the appropriate line from the picklist
You must ensure that the product selected
corresponds with the product used to post the
original loss to the suspense account
For example:lf ‘Loss A to Table 2A’ is used to post
the loss to the suspense account, ‘Loss
Aredeemed’ must be used for the
redemption
For information on picklists, see System
Administration; System features; Using picklists.
* Touch the ¥ icon
+ Enter the amount that you were authorised to
carry as a loss
Please note: If the amount you entered to the
suspense account for the authorised
loss and the amount that appears on the
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Subsection I
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YES
y
y
Touch V icon
stack total
zero?
NO
Touch Finish
icon
y
‘Add money or take
money out of till
y
Touch Finish icon
'
Procedure ends
Enter Error Notice
Claim Error Notice are different, you
must make good the net difference or
seek authority from your RNM for an
amount to remain in the suspense
account.
* Touch the ¥ icon
* Examine the Transaction Stack to see whether the
total is zero
If the stack total is zero:
* Touch the Finish icon
Please note: This ends the procedure.
If the stack total is negative or positive:
* Add money to your till, or take money out of
your till as appropriate
If the amount is negative (yellow text) the
equivalent amount must be taken out of your till
If the amount is positive (white text) the equivalent
amount must be put into your till.
* Touch the Finish icon
Decide whether you have received a compensating
Charge Error Notice
Please note: If you have not received a
compensation Charge Error Notice this
procedure ends here.
If you have received a Compensating charge error
notice:
Enter the Error Notice.
For information on entering the Error Notice, see
subsection 3; Entering Error Notices.
Page 8
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Subsection I
y
Touch icon sequence to
select Gains rdmd
y
Select appropriate item
from picklist
Touch ¥ icon
y
Enter amount
authorised to carry
¥
Touch ¥ icon
y
® Select the Gains rdmd option by touching the
following icon sequence:
- Transactions
- Housekeeping
- Gains rdmd
The system will display a picklist containing a list of
gain redeemed products.
® Select the appropriate line from the picklist
You must ensure that the product selected
corresponds with the product used to post the
original gain to the suspense account
For example:lf ‘Gain A to UR’ is used to post the
gain to the suspense account, ‘Gain A
redeemed’ must be used for the
redemption
For information on picklists, see System
Administration; System features; Using picklists
® Touch the W icon
@® Enter the amount that you were authorised to carry
asa gain.
Please note: If the amount you entered to the
suspense account for the authorised
gain and the amount that appears on.
the charge error notice are different,
you must make good the net
difference.
® Touch the ¥ icon
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Subsection I
Losses, gains & error notices
Is stack total
vero? @ Examine the Transaction Stack to see whether the
total is zero
NO y If the stack total is zero:
Touch Finish icon
* Touch the Finish icon
Please note: This ends the procedure.
y
‘Add money to or take
money out of till e
If the stack total is negative or positive:
Add money to your till, or take money out of your
«ill as appropriate
If the amount is negative (yellow text), the
equivalent amount must be taken out of your till.
Y If the amount is positive (white text), the equivalent
amount must be put into your till.
Touch Finish icon
®@ Touch the Finish icon
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Subsection I
1.3. Making good losses held in the suspense account
Touch icon sequence to
select Losses rdmd
y
Select appropriate item
from picklist
Touch ¥ icon
Enter amount of loss
Y
Touch ¥ icon
Touch Finish icon
y
Add money to till to
cover loss
U
When authorised losses are no longer allowed to be
carried:
Select the Losses rdmd option by touching the
following icon sequence:
- Transactions
- Housekeeping
- Losses rdmd
The system will display a picklist containg a list of
loss redeemed products.
* Select the appropriate line from the picklist
You must ensure that the product selected.
corresponds with the product used to post the
original loss to the suspense account
For example:lf ‘Loss A to Table 2A’ is used to post
the loss to the suspense account, ‘Loss
A redeemed’ must be used for the
redemption
For information on picklists, see System
Administration; System features; Using picklists.
Touch the ¥ icon
‘The system will display the amount screen.
Enter the amount of the loss
Touch the W icon
Touch the Finish icon
Add the necessary amount of money to your till to
cover the loss.
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Subsection I
Losses, gains & error notices
1.4. Making good gains held in the suspense account
When authorised gains are no longer allowed to be
Touch icon sequence to
select Gains rdmd @ Select the Gains rmdm option by touching the
following icon sequence:
- Transactions
- Housekeeping
- Gains rdmd
fi The system will display a picklist containing a list of
Select appropriate item
from picklist * Select the appropriate item from the picklist
gain redeemed products.
You must ensure that the product selected
corresponds with the product used to post the
original gain to the suspense account
For example:lf ‘Gain A to UR’ is used to post the
gain to the suspense account, ‘Gain A
redeemed’ must be used for the
redemption
For information on picklists, see System
Administration; System features; Using picklists.
Touch 7 icon
® Touch the ¥ icon
. The system will display the Amount screen.
a
Enter amount of gain
@ Enter the amount of the gain
———_Y__
Touch ¥ icon
® Touch the ¥ icon
Y
Touch Finish icon ®@ Touch the Finish icon
y
Remove money from till
to clear gain
v
@ Remove the necessary amount of money from your
till to clear the gain.
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Subsection 2
2
2.1
Dealing with a branch office loss or gain
Entering losses and gains into the suspense account
Use this procedure if you declare a discrepancy in a stock unit when balancing (i.e. a stock unit
loss or gain).
This must be the first activity performed in the new CAP. before any other transactions are
performed.
All discrepancies in excess of £2 must be posted to the suspense account (Unclaimed Payments or
Uncharged Receipts). This should be carried out on the stock unit in which the discrepancy
occurred directly after balance and rolled over to the next Cash Account Period (CAP).
Ifa stock unit is rolled over to the next balance period any discrepancies must not be posted to the
suspense account until rollover to the next Cash Account Period has taken place.
For example: A £10 loss in CAPO1 BPO1 should not be posted to suspense until CAPO2 BPO1.
You must complete the office Cash Account before redeeming any gains which have resulted.
For further information on dealing with losses and gains and for best practices to be adopted when
a loss or gain has been incurred, refer to Balancing with Horizon Guide; Section 3: Balancing and
Suspense Account.
@
Do you No
havea . @ Determine whether you have a discrepancy after
discrepancy? I completing the Stock Unit balance
Yes Y If you do not have a discrepancy:
Take no further action
* Take no further action.
Are you
allowed to adjust
discrepancy?
yes © Decide whether you are allowed to adjust
I Please note: Only discrepancies of £2 or less may be
adjusted.
No i
If you are allowed to adjust:
For information on adjusting a discrepancy, see
Transactions - Other - Part wo; Losses, gains & error
v
Balance SU and rollover
notices; Making good losses and gains,
to next CAP @ Balance the Stock unit and roll over into the next
CAP
y
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Subsection 2
Losses, gains & error notices
REFER For information on balancing a stock unit, see
Balancing; Balancing an individual stock unit;
Balancing a stock unit or see Balancing; Balancing a
shared stock unit; Balancing a stock unit.
@ Decide whether you have a loss
Do you have
a loss? 1
If you have a loss:
NO Touch icon sequence to * Select the Loss to table 2a (suspense account)
select Loss tbl 2a option by touching the following icon sequence:
- Transactions
- Housekeeping
- Loss tbl 2a
The system will display a picklist containing a list of
Y Loss to Table 2A products.
Select appropriate item
from picklist * Select the appropriate line from the picklist
REFER
For information on picklists, see System.
Administration; System features; Using picklists.
y
Touch ¥ icon
* Touch the ¥ icon
I The system will display the Amount screen.
y
Enter amount of loss
* Enter the amount of the loss
Y
Touch ¥ icon
* Touch the ¥ icon
y
Touch Finish icon
* Touch the Finish icon
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Subsection 2
Gain as well
as loss?
Take no further action
y
Touch icon sequence to
select Gains UR in
y
Select appropriate line
from picklist
y
Touch ¥ icon
y
Enter amount of gain
y
Touch ¥ icon
y
Touch Finish icon
* Decide whether you have a gain as well as a loss
If you do not have a gain as well as a loss:
* Take no further action
Select the Gains UR in (suspense account) option by
touching the following icon sequence:
- Transactions
- Housekeeping
- Gains UR in
The system will display a picklist containing a list of
Gain to UR products.
* Select the appropriate line from the picklist
For information on picklists, see System
Administration; System features; Using picklists.
Touch the ¥ icon
The system will display the Amount screen.
Enter the amount of the gain
Touch the W icon
Touch the Finish icon
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Subsection 2
Losses, gains & error notices
2.2 Redeeming losses and gains
Use this procedure when you need to redeem losses and gains because they are being cleared.
Losses and gains for the whole office may be redeemed on one stock unit
Clear losses and gains
from suspense account
© Clear any losses and gains from the Unclaimed
I Payments/Uncharged Receipts tables of the Cash
Account as appropriate
REFER _ .
For information on clearing losses and gains
See (i) below
Losses to YES
redeem? @ Decide whether you have any losses to redeem from
the suspense account
NO
y If you have losses to redeem:
Touch icon sequence to .
Select the losses to redeem option by touching
select Losses rdmd
the following icon sequence:
- Transactions
- Housekeeping
- Losses rdmd
The system will display a picklist containing a list of
¥ Loss redeemed products.
Select appropriate item
from picklist * Select the appropriate line from the picklist
You must ensure that the product selected
corresponds with the product used to post the
original loss to the suspense account
For example:lf ‘Loss A to Table 2A’ is used to post
the loss to the suspense account, ‘Loss
Aredeemed’ must be used for the
redemption.
REFER For information on picklists, see System
Administration; System features; Using picklists.
vy y
i, See Counters Operations Manual; Cash Account Balancing and Preparation booklet; Balancing; Balancing procedure
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Subsection 2
NO
y
y
Touch W icon
y
Enter total value of
losses
y
Touch W icon
y
Touch icon sequence to
select Gains rdmd
y
Select appropriate item
from picklist
REFER
Touch ¥ icon
* ‘Touch the ¥ icon
The system will display the Amount screen.
* Enter the total value of all the losses that you
need to clear from the suspense account
* Touch the ¥ icon
Decide whether you have any gains to redeem from
the suspense account
If you have gains to redeem:
* Select the Gains to redeem option by touching
the following icon sequence:
- Transactions
- Housekeeping
- Gains rdmd
The system will display a picklist containing a list of
gain redeemed products.
* Select the appropriate line from the picklist
You must ensure that the product selected
corresponds with the product used to post the
original gain to the suspense account
For example:lf ‘Gain A to UR’ is used to post the
gain to the suspense account, “Gain A
redeemed’ must be used for the
redemption.
For information on picklists, see System
Administration; System features; Using picklists.
* Touch the ¥ icon
The system will display the Amount screen.
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Subsection 2 . .
ubsection Losses, gains & error notices
y
& I valk f gail
ner guns * Enter the total value of all the gains that you need
to clear from the suspense account
y
Touch W icon
* Touch the ¥ icon
a
¥
Note net difference of
losses and gains @ Record the net difference between any losses and
gains by writing it down
y
Touch Finish icon
@ Touch the Finish icon
Net YES
shorage! a ® Determine whether the difference between the
/ redeemed losses and gains has caused a net shortage
I to be shown
No /
y If you have a net shortage:
Complete report for
* portage * Complete a Report and claim form for counter
losses P240 for the amount of the net shortage
y
Touch icon sequence to + Select the Vouchers b ch he
select Vouchers elect the Vouchers option by touching the
following icon sequence:
i - Transactions
I - Serve Customer
/ - Functions
I - Settlement
i = Vouchers
Y The system will display a picklist.
Select Voucher to CRU
icon * Touch the Voucher to CRU icon
y
Touch Y icon
* Touch the ¥ icon
y
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Subsection 2
y
Enter net shortage
Al
Touch ¥ icon
y
Touch Cash icon
v
Enter shortage amount
y
Touch ¥ icon
Is transaction
correct?
/ Bin
transaction
/ and repeat
y
Touch Finish icon
y
Rem out voucher
y
¢ Enter the amount of the net shortage
* Touch the ¥ icon
* Touch the Cash icon
* Enter the amount of the shortage
* Touch the ¥ icon
* Examine the Transaction Stack to see whether the
correct transaction type and amount are
displayed
If the transaction was entered correctly the
settlement total (shown in the Finish box) will be
zero.
If the transaction is incorrect:
* Use the Bin icon to delete the incorrect
transaction, then repeat the transaction correctly.
For information on using the Bin icon see System
Administration; System overview; Main functions of
the system and how to move around it.
* Touch the Finish icon
* Remit out the voucher
For information on remitting the voucher,
‘Transactions - Other - Part one; Transfers &
remittances; Dealing with remittances to the
Automated Distribution Centre.
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Subsection 2 . .
ubsection Losses, gains & error notices
5 NO
Net gain? © Determine whether the difference between the
I redeemed losses and gains causes a net gain to be
shown
YES '
No lurthevaclon If you do not have a net gain:
required * Take no further action.
Y
Touch Gain to Suspense
icon ® Touch the Gain to Suspense icon (as the gain may
: not be cleared immediately)
y
Enter amount of gain
®@ Enter the amount of the net gain
y
Touch ¥ icon
® Touch the W icon
y
Touch Finish icon
® Touch the Finish icon
¥
Complete a Report for
gain ® Complete a Report and claim form for Counter
Losses P240 for the amount of the gain
y
Send report to @ Send the Advice of Gain information to your
Distribution Centre
Distribution Centre.
When your distribution centre receives the report,
you will be sent an Advice of Gain voucher.
y Please note: You must wait for the Advice of Gain
voucher to arrive from your
distribution centre before continuing.
When you receive the voucher, see paragraph 2.3;
page 21
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Subsection 2
Losses, gains & error notices
2.3. Redeeming gains on receipt of an Advice of Gain voucher
Your distribution centre will send you a remittance In Advice when you notify them of a counter
gain on a report and claim form for counter losses P240.
e)
Check figure is same as
Advice of Gain voucher correct amount of the gain
®@ Check that the Remittance In Advice shows the
i If the figure is different, contact your Distribution
L Centre, who will give you instructions on what
Y action to take.
Rem in voucher
@ Rem in the voucher
e Transactions -
1 For information on remitting in, se
i Other - Part one; ‘Transfers & remittances; Dealing
C7 with remittances to the Automated Distribution
Centre,
Adjust value of
vouchers @ Adjust the value of your vouchers by the value of the
voucher received
For information on adjusting stock, see Balancing;
y
Touch icon sequence to
select Gains rdmd @ Select the Gains redeemed option by touching the
Balancing an individual stock unit; Adjusting stock.
following icon sequence:
- Transactions
- Housekeeping
- Gains rdmd
The system will display a picklist containing a list of
y__ gain redeemed products.
Select appropriate line
from picklist + Select the appropriate line from the picklist
You must ensure that the product selected
corresponds with the product used to post the
original gain to the suspense account
For example:if ‘Gain A to UR’ is used to post the
gain to the suspense account, ‘Gain A
redeemed’ must be used for the
redemption
y
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Subsection 2 . .
ubsection Losses, gains & error notices
For information on picklists, see System
Administration; System features; Using picklists.
¥
Touch ¥ icon
®@ Touch the ¥ icon
y
Enter amount
The system will display the Amount screen.
® Enter the amount shown on the Remittance in
i] Advice
Touch ¥ icon
@ Touch the ¥ icon
transaction
correct in
stack?
® Examine the Transaction Stack to see whether the
correct type and amount are displayed
YES
Y If the transaction in the stack is incorrect:
Bin transaction then
repeat correctly * Use the Bin icon to de
transaction, then repeat the transaction correctly.
the incorrect
y
For information on using the Bin icon, see System
Administration booklet; System overview.
y
Touch Finish icon
® Touch the Finish icon.
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Losses, gains & error notices
Subsection 3
Losses, gains & error notices
3.‘ Entering Error Notices
When you need to enter an Error Notice on the
Horizon system:
Please note: All Error Notices received in your
office must be entered on the Horizon
system. For information on error
notices fT S€ (i) below
You must enter the error notice on the
system and perform any resulting
shortage or surplus redemption
procedure within the same session.
Touch icon sequence to
solott Hourekevptng ® Select the Housekeeping option by touching the
following sequence of icons:
7 - Transactions
Touch appropriate icon lousekeeping
® ‘ouch the appropriate icon for the type of Error
Notice details which you need to enter from the
following:
- NSE/N dep
- NSE/N w/drwl
- POCL E/N ree
- POCL E/N pay
Y - Giro EN rept
- Giro EN pay
Enter value of Error
Notice © Enter the value of the Error Notice by using either:
Y = the keyboard
- - the on-screen numeric pad
Touch ¥ icon
@ Touch the ¥ icon
Transaction
correct in
stack?
— @ Examine the Transaction Stack to see whether the
correct transaction type and amount are displayed
If the transaction in the stack is incorrect:
Bin transaction then
repeat correctly * Use the Bin icon to delete the incorrect
i transaction, then repeat the transaction correctly.
y
For information on using the Bin icon see System
Administration; System overview; Main functions of
the system and how to move around it.
i, See Counters Operations Manual; Cash Account Balancing and Preparation booklet; Error Notices
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Subsection 3
Losses, gains & error notices
® Decide whether there are further Error Notices to
enter
If there are further Error Notices to enter:
* Repeat as required for the other types of Error
/ Notices by following the procedure from the
flow-chart box “Touch appropriate icon’ on page
23.
@ Touch the Finish icon.
The transaction will automatically be settled to cash
I and will adjust the Horizon system held cash figure
y accordingly.
Any discrepancy generated as a result of an Error
Notice will need to be made good or any amount
carried forward to the Unclaimed Payments will
need to be cleared.
For information on dealing with losses and gains,
ion 2; Dealing with a branch office loss
or gain or subsection 1; Dealing with losses or gains
see subse
in offices other than branch offices.
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Transactions - Other - Part two
Losses, gains & error notices
Subsection 4
Losses, gains & error notices
4 Making good losses and gains
4.1 Branch offices
Use this procedure if you work in a branch office and you have an adjustment to make to your
cash/stock before you produce your stock unit balance.
For further information on dealing with losses and gains and for best practices to be adopted when
a loss or gain has been incurred, refer to the Balancing with Horizon Guide; Section 3: Balancing
and Suspense Account.
Is
discrepancy
within limits?
@ Check whether the amount you need to adjust is
within the limit set by Post Office Counters Ltd.
YES Yy If the amount is above the adjustment limit set:
Show discrepancy as
lossfgain + Show the discrepancy as a loss or gain as
appropriate
For information on declaring losses or gains, see see
subsection 2; Dealing with a branch office loss or
gain.
Shortage
adjustment?
NES ® Decide whether the adjustment you need to make is
for a shortage in the account
le} Redeclare cash, If the adjustment is for a shortage:
increasing amount by + Redeclare your cash, increasing the value by the
shortage
amount of the shortage
For information about declaring your cash
(individual stock unit), see Balancing; Individual
I stock unit declarations; Declaring your cash.
I For information about declaring your cash (shared
' stock unit), see Balancing; Shared stock unit
declarations; Declaring your cash.
Place extra cash in till
* Place cash in your till to cover the amount of the
loss.
y
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Subsection 4
Losses, gains & error notices
y
Continue with balancing * Continue with balancing
For information on balancing a stock unit
(individual stock unit), see Balancing; Balancing an
individual stock unit; Balancing a stock unit.
For information on balancing a stock unit (shared.
stock unit), see Balancing; Balancing a shared stock
unit; Balancing a stock unit.
Surplus
adjustment? @ Decide whether the adjustment you need to make is
I for a surplus in the account
NO
If the adjustment is for a surplus:
Redeclare cash,
decreasing amount by + Redeclare your cash, decreasing the value by the
surplus
amount of the surplus
For information about declaring your cash
f (individual stock unit), see Balancing; Individual
/ stock unit declarations; Declaring your cash.
For information about declaring your cash (shared
I stock unit), see Balancing; Shared stock unit
y declarations; Declaring your cash.
Remove surplus cash
from till + Remove the amount of surplus cash from your
dll.
y
Continue with balancing * Continue with balancing
For information on balancing a stock unit
(individual stock unit), see Balancing; Balancing an
individual stock unit; Balancing a stock unit
For information on balancing a stock unit (shared
stock unit), see Balancing; Balancing a shared stock
unit; Balancing a stock unit
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Subsection 4
4.2 Other offices
If you need to make good a discrepancy:
When authority has not been given to carry the discrepancy, you must carry out this procedure
following the stock unit balance and rollover to the next CAP
You do not have to wait until you produce the Cash Account; it may help to identify the total net
discrepancy beforehand. All discrepancies in individual stock units must be made good before
producing the Cash Account.
co)
Complete stock unit
balance
y
Rollover to next CAP
Take no further action
Does
discrepancy
create a loss?,
Place cash to cover loss
in till
y
© Complete your stock unit balance
® Rollover to the next CAP
@ Check to see whether a discrepancy is shown on the
stock unit balance report
If no discrepancy is shown:
* Take no further action
© Decide whether the discrepancy involves showing a
loss.
If the discrepancy gives you a stock unit loss:
* Place the cash for the amount of the loss in your
dill.
Please note: This ends the procedure.
This will create a gain discrepancy in the next
balance which will cancel out the existing loss
discrepancy in the stock unit in the next CAP.
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Subsection 4 i i
subsection Losses, gains & error notices
y
Remove surphs cash If the discrepancy gives you a stock unit surplus:
from till * Remove the surplus cash from the stock unit.
This will create a loss discrepancy in the next
balance which will cancel out the existing surplus
discrepancy in the stock unit in the next CAP.
When adding or removing cash to make good a
discrepancy the system will show a compensatory
loss or gain for the same amount when a cash
declaration is undertaken as part of the balance
Process in the following CAP.
For example:A loss of £10.00 is incurred in CAP],
In CAP? the loss is made good (that is
£10.00 placed in the till).
When a delaration of cash is undertaken the system
will show a surplus discrepancy of £10.00.
If the discrepancy does not correspond exactly with
the previous CAP it will be as a result of work
undertaken in the current CAP
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Transactions - Other - Part two
Reversing transactions
Subsection 5
Reversing transactions
5 Reversing Electronic Point of Sale transactions
If a transaction has been entered and the customer session completed, you may reverse the
transaction using one of the three methods described below.
Each of the methods produces compensating transactions on transaction summaries. The effect of
the existing reversal and transfer reversal methods is to bring the value of the relevant transaction to
zero.
Reversals cannot be reversed. Should you need to do this, a new compensating transaction must be
made to counteract the reversal.
If reversal of a product is not permitted a no entry sign will appear on its icon in the reversals
screen.
If a product has been remitted out to the Automated Distribution Centre (ADC) in error, each
product in the remittance session must be reversed indiviually and a new remittance out session
performed for the products to be sent back to the ADC. Partial reversal of the incorrect items is not
permitted in this instance.
For information about reversing Automated Payment Service (APS) transactions, see Transactions -
Serve Customer - Part one; Automated Payments; Reversing an Automated Payment.
Please note: Giro deposit and withdrawal reports suppress reversed transactions and show only
correction transactions performed to correct incorrect transactions. However, if
reversals are carried out to Giro transactions after a report has been produced it
will be necessary to produce a manual summary in some cases. For further
information see Balancing with Horizon Guide; Section 4: Correcting errors on
Horizon and Out Of Hours procedures.
Existing reversals
An existing reversal should be carried out for any EPOSS transaction you need to reverse when the
customer session number is available and the reversal is permitted. The customer session number
may be obtained from the transaction log, see Reports; Administration reports; Producing a
transaction log report.
Please note: _ If reversal of a product is not permitted a no entry sign will appear on its icon in
the reversals screen,
This type of reversal can only be carried out at the stock unit that originally carried out the
transaction and this must be completed within the same Cash Account Period (CAP).
When you enter the customer session number, the Horizon system will display the appropriate
transaction,
A new reversal can not be carried out for transactions that require the entry of additional
information. (for example, Girobank account numbers). In such cases the existing reversal option
must be used
As the transaction log will show both the transaction and the reversal and will record the reversal
on the event log, this is the recommended reversal method.
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Subsection 5
Reversing transactions
New reversals
If the customer session number is not easily identifiable and a new reversal is permitted, you may
carry out a new reversal.
You will need to carry out a new reversal if you find you have entered a transaction incorrectly on
the system.
‘Transfer reversal
Transfer reversals must only be used for reversing transfers out that have not been transferred in to
the receiving stock unit.
5.1 Existing reversals
When you need to carry out an existing reversal of an EPOSS transaction:
Produce transaction log
®@ Produce a transaction log to identify the session
number for the transaction to be reversed
Please note: Identification of the session number
could take some time.
REFER For information on the Transaction Log, see Reports;
Administration reports; Producing a transaction log
report.
¥
Touch icon sequence to
select Reversals ® Select the Reversals option by touching the
following icon sequence:
- Transactions
- Reversals
The Horizon system will display the Reversals menu.
® Decide whether you have been able to find the
number found
i + correct transaction session number on the log
‘on transaction
;
tee / If you cannot identify the transaction number
YES I v from the log:
I_I Carry out new reversal * Carry out the procedure for a new reversal
I procedure
I T Please note: Only certain transactions can be
/ / reversed as new reversals, If the reversal
: is not permitted, the icon will have a
I y no entry sign on it.
I For information on new reversals, see paragraph 5.2;
page 34.
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Subsection §
Reversing transactions
v
Touch Existing icon
@ Touch the Existing icon
The Transaction Reference/Reversal screen will be
/ displayed.
Enter transaction
reference number @ Enter the transaction reference number of the
original transaction
y
Touch ¥ icon
® Touch the ¥ icon
If the reversal is allowed, it will appear in the
Transaction Stack. If the reversal is not allowed, the
Horizon system will display a warning message.
Is reversal NO
allowed? @ Examine the screen to see whether the reversal is
allowed
Yes A reversal may be prevented for any of the following
reasons:
- areversal has already been undertaken for
this transaction
- areversal is not allowed for this particular
transaction
= areversal is not allowed for this product
- the transaction was not for this stock unit
- the transaction was not in the current Cash
Account Period
* Check whether you entered the correct
transaction reference
If the correct transaction reference was entered:
Touch ¥
icon * Touch the ¥ icon
Touch
Desktop * Touch the Desktop icon to return to the Desktop.
icon
Please note: If a customer disputes the fact that a
refund cannot be provided, refer them
to the Post Office customer helpline.
y If the wrong transaction reference was entered:
Touch ¥ icon
* Touch the ¥ icon
y y
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Subsection 5
Reversing transactions
y
/ Repeat procedure
* Repeat the procedure from the flow-chart box
“Enter transaction reference number’ on page 31.
@ Examine the Transaction Stack to see whether the
correct transaction type and amount are displayed
Istransaction
correct in
The quantity and value of the reversal will be
Yes displayed in the stack with minus figures adjacent.
v If the transaction is incorrect:
Bin transaction and * Use the Bin icon to delete the incorrect
repeat transaction, then repeat the transaction.
For information on using the Bin icon, see Office
Administration; Equipment information and
maintenance; Counter equipment.
“Additional
reversals
necessary?
YES
- @ Decide whether you need to carry out any further
reversals
If additional reversals are necessary:
Re t di
“Spear Proceaure + Repeat the procedure from the flow-chart box
“Transaction session number identified?” on page
34.
Touch Finish icon
® Touch the Finish icon.
y
Settle transaction
® Settle the transaction.
A receipt will be printed automatically.
I Please note: To ensure that the correct MOP is
I adjusted the transaction must be settled
against the MOP that was used to settle
the original transaction (for example, if
I cheque was used to settle the original
transaction, ‘Cheque’ must be used to.
I settle the reversal.
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Subsection §
Reversing transactions
For information on settling transactions, see
Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions.
If the whole of the transaction is reversed including
payment, the Finish icon will be zero.
1
I
I
I
I
I
I If the whole of the transaction is not reversed, the
I Method of Payment (MOP) may need to be adjusted
I if a cheque was taken but the reversal was settled
y with cash. For information on adjusting the MOP,
see Balancing; Balancing an individual stock unit;
Adjusting stock,
No settlement is needed when you reverse non-
value transactions (touching Finish will end the
reversal session).
A receipt will be printed automatically.
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Subsection 5
Reversing transactions
5.2. New reversals
When you need to carry out a new reversal of an EPOSS transaction:
Touch icon sequence to ® Select the Reversals option by touching the
select Reversals .
following icon sequence:
- Transactions
- Reversals
The Reversals menu will be displayed.
Please note: There are some transactions for which
you will not be able to carry outa new
reversal (for example: any transaction
that requires an account number to be
entered).
® Decide whether you can identify the transaction
ransaction reference number from the Transaction Log.
session number
identified?
For information on producing a transaction log, see
Reports; Administration reports; Producing a
NO
f transaction log report.
Y If you can identify the transaction number:
Carry out procedure * Carry out the procedure for an existing reversal
for existing reversals
For information on carrying out existing reversals,
see subsection 5; Reversing Electronic Point of Sale
transactions.
y
Touch New Reversal
icon ® Touch the New Reversal icon
‘The New Reversal screen will be displayed.
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Reversing transactions
Subsection §
Reversing transactions
More than
‘one item to ® Check whether there is more than one item to be
be reversed? I reversed
NO I If more than one of the same item needs to be
v reversed:
Enter number of items + Enter the quantity by using either of the
following:
- the keyboard
- the Quantity icon
Please note: Some products may only be entered
singly.
For information on using the Quantity icon, see
f System Administration; System features; Using the
be
Y
Touch icon for item to
be reversed ®@ Touch the icon for the item to be reversed in the
same way as for a sale
Quantity icon.
® Examine the screen to see whether the Horizon
system has allowed the reversal
If the system has not allowed the reversal:
* Check whether a correct product and quantity
have been entered (repeat the procedure if
necessary)
Check product and
repeat if necessary
'
Touch ¥ icon
* Touch the V icon to return to the new Reversals
menu.
@ Examine the screen to see whether the value is
required
The value will only need to be entered for an open
price product.
If the value is required:
Enter value of item
* Enter the value of the item.
——~
y
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Reversing transactions
Subsection 5
Reversing transactions
1s transaction NO
correct in > @ Examine the Transaction Stack to see whether the
stack? I correct transaction type and amount are displayed
Yes I The transaction(s) will appear in the stack with a
minus figure adjacent.
y If the transaction in the stack is incorrect:
Bin transaction and . ‘
I repeat * Use the Bin icon to delete the incorrect
I transaction, then repeat the transaction.
i For information on using the Bin icon, see Office
I Administration; Equipment information and
maintenance; Counter equipment.
Additional YES
reversals 5 ® Decide whether you need to carry out any further
2 }
necessary? / reversals
NO y
If additional reversals are necessary:
Repeat procedure
* Repeat the procedure from the flow-chart box
“Transaction session number identified?’ on page
34.
Touch Finish icon
® Touch the Finish icon
y
Settle transaction
® Settle the transaction.
For information on settling transactions, see
Transactions - Serve Customer - Part three;
Miscellaneous; Settling transactions.
Please note: To ensure that the correct MOP is
y adjusted, settle the reversal using the
same MOP that was used for the
original transaction.
For example:lf the original transaction was settled
by cheque then cheque should be used
to settle the reversal.
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Transactions - Other - Part two
Miscellaneous
Subsection 6
Miscellaneous
6 Updating reference data (including uprating and
downrating stock)
6.1 Dealing with warning messages
Use this procedure when you log on and the Horizon system gives you a warning message,
advising you that there will be a change to reference data (for example, a change in the value of
first class stamp books due to a tariff increase by Royal Mail).
This message will be displayed on the screen four days before the change takes effect and is
repeated at every log on undertaken each day including the day of the change. When you confirm
the message, the system will print a report of the products to be revalued.
Any adjustment of stock must be undertaken before the day of the change. Once the change has
taken effect, the revaluation will not reflect any subsequent stock adjustment and will revalue based
on stock levels at the time the revaluation activates.
Touch 7 icon @ Touch the ¥ icon
The Horizon system will print a list of all
forthcoming changes to reference data within the
next four days, listing:
- the name of the transaction
- the date of the change
- _ the new value of the transaction
Please note: The data will be changed from 00.01
hours on the day of the change. All
subsequent transactions will be carried
out using the revised data.
oes a stock
item need to
be revalued?,
© Decide whether stock items need to be revalued
because of a change in reference data
ves y If no stock items need to be revalued:
Take no further action * Take no further action (use the revaluation data
for information purposes only).
Count and compare
stock with system © Count the physically-held stock so that you can
compare the total with that which is shown on the
Horizon system
Please note: It is important that you check the
amount of stock physically at close of
business the day before the revaluation
v
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Miscellaneous
Sub: tion 6 .
tubsection Miscellaneous
so that, when the reference data is
changed a second after midnight on
I the fourth day, the physically-held
stock matches the figure held on the
system. You will need to do this for
each product that is being revalued on
y
Touch icon sequence to
select Adjust Stock ® Select the Adjust Stock option by touching the
the day.
; following icon sequence:
- Stock Balancing
- Adjust Stock
Does stock
match system
value?
NO © Check whether the value of stock agrees with the
value recorded on the Horizon system
Yes ’ If the value does not agree:
Adjust figure on system * Adjust the figure on the system to match the
actual stock holding
For information on adjusting stock see Balancing;
Balancing an individual stock unit; Adjusting stock.
v
Continue procedure, if * Repeat the procedure with any other stock as
appropriate appropriate.
Pend
Note volume and value ®@ Make a note of the volume and value of the stock
of item items that will change during revaluation. (You
should retain this note until the revaluation takes
place.)
Please note: When stock items are sold after a
reference data change, the stock that
was revalued will be reduced by the
new amount.
For information on revaluing stock items as a result
of reference changes, see paragraph 6.2; page 39.
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Miscellaneous
6.2 Revaluing stock items as a result of changes to reference data
Please note: —_ Revaluation must not take place before the day of the change. It can take place at
@
any time before the next stock unit balance following the change. Individual and
shared stock units must revalue stock as a whole stock unit.
Revaluations Up and Revaluations Down cannot be performed in the same session.
Price YES
increase? — © Check whether you are increasing the value of stock
y Ifyou are increasing the value of stock:
No Touch icon sequence to
select Reval Up * Select the Reval Up option by touching the
: following icon sequence:
i - Transactions
I - Reval Up
Yy The Transactions Reval Up screen will be displayed.
Touch Quantity icon
* Touch the Quantity icon at the top of the screen
y
Enter stock quantity
* Enter the quantity of stock which was noted at
the change to reference data for the appropriate
product (for example, if you had 1,000 stamps,
enter 1,000)
Please note: This must match the system held stock
u figure.
Touch ¥ icon
* Touch the ¥ icon
¥
Touch appropriate
stock icon * Touch the product icon or sequence of icons for
T the relevant stock item
y
Enter amount of . .
increase * Enter the amount of the increase (the difference
y
Touch ¥ icon
between the new and old values) per item
* Touch the ¥ icon.
: The increase will be displayed in the Transaction
Stack.
y y
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Price
decrease?
NO
Is there
another
increase?
Repeat
i procedure
v
Touch Finish icon
y
Touch Desktop icon
Touch Reval Down icon
y
Touch Quantity icon
y
Enter stock quantity
y
Touch ¥ icon
Y
Touch appropriate
stock icon
* Check whether you need to increase the value of
another item of stock
If you need to increase the value of another item
of stock:
+ Repeat the procedure from the flow-chart box
“Touch Quantity icon’ on page 39.
If you do not need to increase the value of another
item of stock:
* ‘Touch the Finish icon
The system will print a receipt of revaluation and
will display the ‘Transactions Reval Up screen.
* ‘Touch the Desktop icon to return to the Desktop.
Check whether you are decreasing the value of stock
If you are decreasing the value of stock:
* Select the Reval Down option by touching the
following icon sequence:
- Transactions
- Reval Down
The Transactions Reval Down screen will be
displayed.
* Touch the Quantity icon at the top of the screen
* Enter the quantity of stock which was noted at
the change to reference data for the appropriate
product (for example, if you had 1,000 stamps,
enter 1,000)
Please note: This must match the system held stock
figure.
* Touch the ¥ icon
* ‘Touch the product icon or sequence of icons for
the relevant stock item
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v
Enter amount of
decrease
y
Touch ¥ icon
Repeat
procedure
y
Touch Finish icon
Yy
Touch Desktop icon
* Enter the amount of the decrease (the difference
between the old and new values) per item
* Touch the ¥ icon.
The decrease will be displayed in the Transaction
Stack.
* Check whether you need to decrease the value of
another item of stock
If you need to decrease the value of another item.
of stock:
* Repeat the procedure from the flow-chart box
“Touch Quantity icon’ on page 40.
If you do not need to decrease the value of another
item of stock:
* Touch the Finish icon
The system will print a receipt of revaluation and
will display the Transactions Reval Down screen.
* Touch the Desktop icon to return to the Desktop.
The system makes a check during the balancing
process based on the volume held at the time of
revaluation mutliplied by the price change, giving
an expected revaluation amount. If, when you are
balancing, the revaluation of the product is not the
same as the expected value, a revaluation error
warning message is displayed.
If a revaluation has been carried out incorrectly it
will need to be reversed and re-entered correctly
before a balance can be completed. For information
on performing reversals, see paragraph 5.1; page 30
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Subsection 7 .
tubsection Miscellaneous
7 Recording parcel traffic from DPI Schedules
At the end of the Cash Account Week, use the totals of Discrete Parcel Income Schedules (forms
P4320 for Inland parcels, forms P4321 for International parcels) to enter parcel traffic figures onto
the Horizon system.
In order to appear on the correct weekly Cash Account, enter figures for parcel traffic just before
carrying out a stock unit balance. The totals may either be entered on an allocated stock unit or
entered separately by individual users. Data will automatically be added to previous entries for the
Cash Account Period.
Please note: —_ The transaction totals for each parcel type must be entered separately, for example
the total figures for inland stamped parcels (if any) must be entered first, followed
by the total figures for inland metered parcels, and so on.
You will need to repeat the whole procedure for each parcel type.
Failure to enter the total figure for each type of parcel separately will cause errors in your cash
account.
@
Total completed DPI
schedules for week
® Total the weekly volume and value figures on all the
completed pages of the DPI Schedules
For information on Discrete Parcel Income
accounting! S¢ (0) below
Touch icon sequence to
select Parcel Traffic @ Select the Parcel Traffic option by touching the
following icon sequence:
- Transactions
- Parcel Traffic
The parcel traffic screen will be displayed with the
following icons
- InlPclstPd
- InlPelMu
- ItlPelstPd
~ IdPclMur
y
i, See Counters Operations Manual; Parcelforce Worldwide Standard and Economy Services; Accounting
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Miscellaneous Subsection 7
Y For the type of parcel you have decided to enter
details of:
Enter number of parcels
accepted © Enter the total number of parcels accepted during
the week (the default number is 1) by using either
of the following:
- the keyboard (and typing in the number)
- the Quantity icon
REFER For information on using the Quantity icon see
System Administration; System features; Using the
Quantity icon.
y
Touch icon for parcel
type ® Touch the icon for the appropriate parcel type
Please note: Nil values and volumes must not be
entered as these will automatically
appear on the table as zeros.
A warning message during the Cash
Y Account process will advise that no
~ values and volumes have been entered.
Touch appropriate
Parcel icon ® Touch the appropriate parcel type icon
The Amount screen will be displayed.
¥
Enter value of Inland
parcels @ Enter the total value of parcel transactions accepted
at the counter during the week by using either:
- the keyboard
- the on-screen number pad
y
Touch ¥ icon
@ Touch the V icon
The volume and value of the parcels will be
displayed in the Transaction Stack.
y
Repeat for other parcel
types @ Repeat the procedure as required for the other parcel
types as required from flow chart box ‘Enter number
of parcels accepted’ on page 43
y
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Subsection 7 .
ubsection Miscellaneous
Yv
Touch Finish icon
When you have entered details of all parcel types:
® Touch the Finish icon.
Please note: The items shown in the stack do not
need to be settled. Printed details of
parcel traffic are not available on a
report, only on the Cash Account.
A printout of the parcel traffic figures
that have been entered may be obtained
by printing a receipt. For information
on printing a receipt, see Transactions -
Serve Customer - Part three;
Miscellancous; Printing a receipt.
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Subsection 8
Miscellaneous
8 RD cheques, Vouchers and POCL cheques
8.1 Entering RD cheques, Vouchers and POCL cheques to the suspense account
Use this procedure when you need to enter unpaid RD cheques, Vouchers or POCL cheques to the
suspense account
The Horizon system will not allow a balance to take place on a stock unit that is holding RD
cheques, Vouchers or POCL cheques (that is, the value held must be zero). Therefore these must be
moved to the suspense account (Unclaimed payments) before you can balance. For information on
receiving the RD cheque and entering it into the Horizon system, see Transactions - Other - Part
one; Transfers & remittances; Dealing with remittances.
(60)
Adjust stock ® Reduce the amount of your Unpaid/RD cheques,
Vouchers or POCL cheques by the amount posted to
the suspense account (Unclaimed Payments) in the
Adjust Stock screen.
REFER For information on adjusting stock, see Balancing;
Balancing an individual stock unit; Adjusting stock
‘To remove the RD cheque from the suspense account
when the cheque is replaced or made good see
subsection 8; RD cheques, Vouchers and POCL
cheques.
To remove Vouchers or POCL cheques from the
y
Touch icon sequence to
select Adjustments ® Select the Adjustments option by touching the
suspense account, see paragraph 8.3; page 51.
following icon sequence:
- Transactions
- Housekeeping
y - Adjustments
Touch appropriate icon @ Touch the appropriate icon for the item you need to
enter to the suspense account, which should be one
of the following:
- Unpaid cheques to u/p
y - Voucher to u/p
- POCL chq to u/p
Enter value
@ Enter the value of the RD cheque, Voucher or POCL
cheque
v
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y
Touch ¥ icon
Is transaction
correct in
Bin transaction and
repeat correctly
transactions?
1
®@ Touch the ¥ icon
@ Examine the Transaction Stack to see whether the
correct transaction type and amount is displayed in
the transaction stack
If the transaction in the stack is incorrect:
* Use the Bin icon to delete the incorrect
transaction, then repeat the transaction correctly.
For information on using the Bin icon, see System
Administration; System overview; Main functions of
the system and how to move around it
@ Check whether there are any further transactions
NO
I y If there are:
I Repeat procedure
I * Repeat the procedure
I
I
Touch ¥ icon
® Touch the ¥ icon
I
I
I
I
I
I
I
y
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Subsection 8
Miscellaneous
8.2 Reclaiming RD cheques from the suspense account
Use this procedure when you need to redeem or clear an Unpaid/RD cheque.
This activity should take place after you have produced a stock unit balance and rolled over to the
next CAP.
‘Adjust stock by value of
RD cheque @ Increase the amount of your Unpaid/RD Cheques by
the amount redeemed from the suspense account
i (Unclaimed Payments) using the Adjust Stock
screen,
For information on adjusting stock see Balancing;
[ Balancing an individual stock unit; Adjusting stock.
Y
Touch icon sequence to
select Unpaid chq rdm @ Sclect the Unpaid chq rdm option by touching the
following icon sequence:
- Housekeeping
T
I
I - Transactions
I
I
I .
i - Adjustments
y
Enter value of RD.
cheque @ Enter the value of the redeemed RD cheque
= Unpaid chq rdm
Y
Touch ¥ icon
® Touch the Y icon
No @ Examine the Transaction Stack to see whether the
correct transaction type and amount is displayed
Is transaction’
correct in
stack?
v If the transaction in the stack is incorrect:
Bin transaction and * Use the Bin icon to dele!
repeat correctly transaction, then repeat the transaction correctly.
the incorrect
For information on using the Bin icon, see System
Y Administration; System overview; Main functions of
the system and how to move around it.
Touch Finish icon
® Touch the Finish icon
I The RD cheque will now form part of the stock in
y your stock unit.
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Subsection 8 .
tubsection Miscellaneous
® Determine whether the cheque has been amended
Cheque
by the customer
amended by
customer?
YES
If the customer has amended the cheque:
Convert RD cheque to * Convert the RD cheque to a normal cheque by
normal cheque adjusting your stock (increasing your cheques
and reducing your RD cheques).
For information on adjusting stock, see Balancing;
Balancing an individual stock unit; Adjusting stock.
You may now treat the amended cheque as a normal
bank cheque.
For information on processing cheques see
Transactions - Other - Part one; Transfers &
remittances; Dealing with remittances.
New cheque Yes
tendered by am @ Determine whether a new cheque has been tendered
customer? to replace the RD cheque
NO If the customer has provided a new cheque to
replace the RD cheque:
Convert RD cheque to
* Convert the RD cheque to a normal cheque by
normal cheque
adjusting your stock (increasing your cheques
and reducing your RD cheques).
For information on adjusting stock, see Balancing;
Balancing an individual stock unit; Adjusting stock.
You may now treat the replacement cheque as a
normal bank cheque.
For information on processing cheques see
Transactions - Other - Part one; Transfers &
remittances; Dealing with remittances.
@ Determine whether the customer has tendered cash
to replace the RD cheque
Cash
tendered by
customer?
If the customer has provided cash to replace the
NO RD cheque:
—_¥ + Reduce the value of the RD cheque on the
Adjuststock for value of Horizon system by adjusting your stock for the
RD cheque
same value.
Please note: By decreasing the unpaid (RD) cheque
figure, che cash figure will
automatically increase.
v v
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NO
received to replace
YES
Convert RD cheque to
voucher by adjusting
stock
y
Adjust stock by
reducing RD cheques
Y
Process error notice
’
For information on adjusting stock, see Balancing;
Balancing an individual stock unit; Adjusting stock.
Determine whether you have received a voucher
from your Retail Network Manager (RNM) or from
another source to replace the RD cheque
If you have received a voucher from your RNM or
another source:
* Convert the RD cheque to a voucher by adjusting
your stock (decreasing the value of the RD
cheque and increasing the value of the
vouchers).
Please note: Treat and remit the voucher as normal.
For information on adjusting stock see Balancing;
Balancing an individual stock unit; Adjusting stock
and for information on processing vouchers, see
Transactions - Other - Part one; Transfers &
remittances; Dealing with remittances.
Determine whether you have received an error
notice to compensate for the RD cheque
If you have received an error notice:
+ Adjust your stock by decreasing the value of
your unpaid (RD) cheque by the value of this
cheque.
For information on adjusting stock see Balancing;
Balancing an individual stock unit; Adjusting stock
* Process the error notice.
For information on processing error notices, see
‘Transactions ~ Serve Customer - Part three;
Miscellaneous; Cashing Other Banks’ Cheques.
Please note: Both transactions must be settled to
cash to balance the receipts and
payments.
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Y
Adjust stock
The two transactions must not be
carried out in the same transaction
session.
®@ Adjust your stock by decreasing the total value of the
unpaid (RD) cheques by the value of this cheque.
This will change the unpaid (RD) cheque to cash.
Please note: You may be required to make the cash
correct or show a discrepancy if you
have not received a payment of some
type to make good the RD cheque.
For information on dealing with any
discrepancy generated as a result of an
ved (RD) cheque, see
subsection 2; Dealing with a branch
office loss or gain (for branch offices)
and see subsection 1; Dealing with
unres
losses or gains in offices other than
branch offices (for all other offices).
For information on adjusting stock, see Balancing;
Balancing an individual stock unit; Adjusting stock.
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Subsection 8
Miscellaneous
8.3 Reclaiming vouchers and POCL cheques from the suspense account
Use this procedure when you need to remove vouchers or POCL cheques from the suspense
account,
You should do this after you have completed your stock unit balance and rolled into the next CAP.
©
Adjust stock
@ Increase the amount of your Vouchers or POCL
cheques by the amount redeemed from the suspense
account using the Adjust Stock screen
REFER For information on adjusting stock, see Balancing;
Balancing an individual stock unit; Adjusting stock.
y
Touch icon sequence to e
select Adjustments
Select the Adjustments option by touching the
following icon sequence:
- Transactions
- Housekeeping
- Adjustments
y
Touch appropriate icon
® Touch the appropriate icon for the item you need to
remove from the suspense account, which should be
one of the following:
= Rdm voucher
= POCL chq up out
Enter value
@ Enter the value of the Voucher or POCL cheque
Touch ¥ icon
® Touch the ¥ icon
y
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Subsection 8 .
ubsection Miscellaneous
@ Examine the Transaction Stack to see whether the
Is transaction
correct in
stack?
NO correct transaction type and amount is displayed in
™ the transaction stack
¥ If the transaction in the stack is incorrect:
Bin transaction and
repeat correctly
YES
* Use the Bin icon to delete the incorrect
transaction, then repeat the transaction correctly.
For information on using the Bin icon, see System
Administration; System overview; Main functions of
the system and how to move around it
y
Touch Finish icon
®@ Touch the Finish icon
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Subsection 9
Miscellaneous
9 Figures for traffic not appearing on the Cash Account
Use this procedure at the end of the accounting week, when you need to record the weekly totals
of non-accounting data, i.e. transactions which have totals not appearing on the Cash Account such
as Enhanced Compensation parcels, Recorded items or Datapost items.
The information recorded in this report is used for measuring traffic volumes for The Post Office
and its clients.
Figures for non-accounting data must be entered before you carry out a stock unit balance so that
they appear on the appropriate weekly Cash Account.
A warning message will be displayed when producing a Cash Account to show that non-
accounting data has not been entered.
Totals may either be entered on any allocated stock unit, or separately by individual users. Data will
automatically be added to previous entries for the Cash Account Period.
@
‘Obtain figures for non-
accounting data
———Y___,
Touch icon sequence to
select Non Acc Data e
@ Obtain the figures for non-accounting data from the
appropriate summary form
Select the Non Acc Data option by touching the
following icon sequence:
- Transactions
- Non Acc Data
Please note: You must record each type of
: transaction in turn.
Enter quantity of
transactions @ Enter the number of transactions you want to record
(the defult number is 1) for a particular type of non-
accounting data by using either of the following:
= the keyboard (and typing in the number)
- the Quantity icon
REFER, For information on using the Quantity icon see
System Administration; System features; Using the
Quantity icon.
Please note: Nil values and volumes must not be
entered as these will automatically be
recorded on the table as zeros. If an
item is selected in error use the Bin
icon to remove the item from the stack.
For information on using the Bin icon,
y
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Touch appropriate
transaction icon
Other non>
accounting
NO
Touch Other Non Acc
icon
y
Repeat procedure
Touch Finish icon
see System Administration; System
overview; Main functions of the system
and how to move around it.
@ Touch the icon corresponding to the type of
transaction you want to record, as follows:
- InLPclCtr
- [thPelCtr
- Special Delivery
- Int registered
- Int record
- Int regt+s/air
- Int rects/air
- Swiftair
- Express courier
- D/post 10 /12
= D/post 24/48
- Datapost Intl
An icon will be displayed in the Transaction Stack,
showing the quantity and type of transaction
recorded,
@ Check whether you have other non-accounting data
which you need to enter
If there is other non-accounting data to enter:
* Touch the Other Non Acc icon
* Repeat the procedure from the flow-chart box
“Enter quantity of transactions’ on page 53 to
record the traffic figures for each type of non-
accounting transaction.
® Touch the Finish icon when you have recorded all
non-accounting data.
The figures will appear on the Cash Account in Table
10 (g).
A printout of the non-accounting data that has just
been entered may be obtained by printing a receipt.
For information on printing a receipt see
Transactions - Serve Customer - Part three;
Miscellaneous; Printing a receipt.
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Subsection 10
Miscellaneous
10 Providing and reclaiming a temporary loan to the Post
Office
When you need to use non-Post Office funds to
support Post Office business: (e.g. if your office has
run out of cash and you need to borrow from the
private side of your business):
10.1 Providing a loan
Please note: Any loan supplied to support Post
Office funds must be reclaimed before
completion of the following week’s
Cash Account.
For example: A loan provided in Cash Account week
23 must be reclaimed before
completion of Cash Account week 24.
Loans and reclaims are cash
transactions.
Touch icon sequence to
select Loan to PO @ Select the Loan to PO option by touching the
following icon sequence:
- Transactions
- Housekeeping
v - Adjustments
- Loan to PO
Enter amount of loan
@ Enter the amount that you are loaning to the Post
Office using either:
- the keyboard
- the on-screen numeric pad.
y
Touch ¥ icon
@ Touch the ¥ icon to enter the amount in the
Transaction Stack (if you enter the amount
incorrectly, touch the X_ to delete and re-enter the
correct amount)
Is transaction
correct in
stack?
I ® Examine the Transaction Stack to see whether the
I correct transaction type and amount is displayed in
I the transaction stack
Bin transaction and If the transaction in the stack is incorrect:
repeat correctly * Use the Bin icon to delete the incorrect
y transaction, then repeat the transaction correctly.
For information on using the Bin icon see System
Administration; System overview; Main functions of
I the system and how to move around it
y
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Y
Touch Finish icon
@ Touch the Finish icon.
The transaction will
be settled to cash.
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Subsection 10
Miscellaneous
10.2 Reclaiming a loan
Please note: You may only reclaim a loan if a loan
has already been made.The amount you
reclaim must be the same as the
amount you loaned. A further loan will
need to be made if insufficient funds
loach once] are available for you to reclaim.
Touch icon sequence to
select LoantoPOwdrn @ Select the LoantoPOwdrn option by touching the
following icon sequen
- Transactions
- Housekeeping
v - Adjustments
Enter amount you are - LoantoPOwdrn,
reclaimin,
8 ® Enter the amount that you are reclaiming from the
Post Office on the numeric pad
Y - the keyboard
Touch ¥ icon - the on-screen numeric pad
@ Touch the ¥ icon to enter the amount in the
Transaction Stack (if you enter the amount
incorrectly, touch the X to delete and re-enter the
correct amount)
\s transaction
correct in
stack?
~ @ Examine the Transaction Stack to see whether the
I correct transaction type and amount is displayed in
I the transaction stack
YES i
If the transaction in the stack is incorrect
Bin transaction and
repeat correctly * Use the Bin icon to delete the incorrect
y transaction, then repeat the transaction correctly.
For information on using the Bin icon see System.
Administration; System overview; Main functions of
the system and how to move around it.
Touch Finish icon
@ Touch the Finish icon.
The transaction will be settled to cash.
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Reports
Contents
Contents
Page
Reports
Daily summaries
Producing a daily counter summary .. 1
Producing a daily office summary ..... 8
Weekly summaries
Producing a weekly office summar 11
Producing a weekly counter summary.............. 15
OBCS Pension & Allowances reports
Producing and reconciling a P&A weekly report... 20
Printing a stop list 23
Non OBCS Pension & Allowances reports
Producing and reconciling a weekly P&A report (NI) 24
Logistics Feeder Service reports
Viewing and printing planned orders and stock advice notices ......:0. 27
Administration reports
Producing user reports... 30
Producing an event log repott........ 40
Producing a transaction log report..... 45
Event Log report: activity checklist 52
Viewing the end of day activity list... 55
Printing a product list ..... 56
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Reports
Introduction
Introduction
Introduction
This booklet contains information about reports that are available from the Horizon system and
how to obtain them. For some reports you will be asked to specify criteria on which the report will
be based. For example, you may wish to obtain a report for a particular user or stock unit, or for a
particular day or period of time.
If, when you are printing or viewing reports, you find that you have made a mistake in a
transaction you may need to carry out a reversal. For information about reversals see Transactions -
Serve Customer - Part one; Automated Payments.
Previewing, printing and completing reports
Once the system has processed the data, you will have the option of either previewing, printing or
exiting from the report. If you choose to print, the report will print on the tally roll or back office
printer as applicable. The preview option enables you to display a representation of the anticipated
print out on the screen, with an accurate depiction of the report format, content and
pagination. There are facilities to page through the report (scan up and down)and then to exit from
the print preview screen. When you select the ‘exit’ option, you will exit from the printing
function.
Report cut-off facility
The report cut-off facility allows you to decide a cut-off point for each client summary, once you
have previewed or printed the report. When the cut-off has been selected, any future report for the
same stock unit will not include transactions that took place prior to this cut-off time.
For example: A stock unit performs 3 x Alliance and Leicester Girobank deposit transactions -
£32, £20 and £17. A report is produced which is subsequently checked and
cut off. The report will show the three transactions and a total of £69.
After the report has been cut off the stock unit performs three further Alliance and
Leicester Girobank deposit transactions - £20, £10 and £5. When a report is
produced it will show only the three transactions (£20, £10 and £5) which took
place after the previous cut-off.
Reports for individual users
Stock unit reports can be generated for individual users. These enable each clerk to check and
reconcile their vouchers against individual client summaries for a particular accounting period.
Mandatory reports
Some reports are mandatory and must be produced in order for you to complete your stock unit
balance and roll over the stock to the next accounting period. If there are outstanding mandatory
summaries, the system will not allow you to proceed further until they have been generated. You
can check on the system which reports are outstanding by selecting the ‘Summaries’ option se
Balancing; General stock unit activities; Checking and producing outstanding summaries.
Retention of reports
* Always file reports printed from the Horizon system according to Cash Account week number
* Keep all reports in a secure place in your office.
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Introduction
Reports and summaries available from the Horizon system
Overview
Counter summaries provide details of a specific stock units’ transactions. Office summaries provide
details of transactions undertaken for the entire office (that is an amalgamation of all stock unit
summaries that have been cut off). In a single stock unit office the totals shown on the counter
summary will be the same as those shown on the corresponding office summary provided the
counter summary has been ‘cut off’.
Counter daily reports
These reports are a stock unit’s record of transactions carried out since the last daily cut-off.
Examples af counter daily reports are:
- Girobank and National Savings deposits and withdrawals
- BT bills
- APS transactions
- UK Passports
- daily cash declarations (ONCH)
= cheque and Other Banks’ Cheques listings
Counter weekly reports
These reports are a stock unit's record of transactions carried out since the last weekly cut-off.
Examples af counter weekly reports are:
- Pension and Allowance payments
- Green Giros encashed
- Postal Orders encashed
- DVLA applications
- Travel Schemes
- transfers in and out
= stock on hand
- remittances in and out
- miscellaneous transaction
A cut-off facility is only available for Postal Order and Green Giro reports
A summary of all cut-off stock unit reports for each relevant transaction type is provided.
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Office daily reports
These are reports of transactions carried out in the office since the last daily cut-off.
Examples of office daily reports are:
~ Girobank and National Savings deposits and withdrawals
- BT bills
- UK Passports
- daily remittances in and out
These are intended as a reconciliation aid only, prior to the despatch of vouchers/dockets, and so it
is not necessary for them to be kept in the office. However, it may be useful to keep them for a
limited time for reference purposes.
Office weekly reports
These are reports of transactions carried out in the office weekly.
Examples of office weekly reports are:
- Pension and Allowance payments
- Green Giros encashed
- redeemed stamps
- sales reports
- Postal Orders encashed
- counters revenue
- losses and gains, etc (suspense account)
- cash flow
- transfers
- unreconciled transfers
Transaction log
This option allows users with the appropriate level of access to the system to obtain information
about transactions performed in the office.
Transactions can be selected by specifying criteria from the following list:
- stock unit
- Cash Account Period
- user
- date from/to
- value from/to
- mode
- session ID
- node ID
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Event log
This option allows anyone with manager access to the system to obtain a selection of reports
offering various types of management information detailing administrative aspects of the system,
such as:
- office balance information
- stock unit balance information
- users on particular stock units
- levels of access
- summaries of users and user histories
Selection criteria enable the user to specify the information required.
Pension and Allowance reports
This option allows you to print the Pension and Allowance weekly report when you need to
account for encashed order book foils.
In addition OBCS offices can also print a Pension and Allowance stop list to ensure that there is a
paper version to hand if the Horizon system is unavailable.
Logistics Feeder Service (LFS) reports
This option allows you to view and print planned orders, so that you can see what cash and stock is
scheduled for delivery to your office, and stock advice notices, to tell you whether to return
obsolete or withdrawn stock or whether to sell items to exhaustion.
‘By User’ report
This option allows anyone with manager access to the system to obtain a series of reports giving
information on individual user summaries.
Examples of ‘By User’ reports are:
- BT bills
- APS transactions
- Other Banks’ Cheques to the CRU or DPC
- cheque listings
= Pensions and Allowances paid weekly
- Green Giros paid weekly
- Postal Orders encashed weekly
- DVLA applications accepted
- UKPA
- National Savings deposits and withdrawals
- Rent schemes.
- Travel schemes
Product list
This report is a list of all products available for sale in your office and all reference data changes
made to those products during the last three months.
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Reprints of reports
There is a facility on the system to reprint various office reports, for example the Cash Account
report, the redeemed stamps or the Pensions and Allowances summary, There is also a facility to
reprint a number of stock unit reports including the stock unit balance and counter revenue report.
Stock Unit Balance snapshot
This report provides a current summary of transactions and cash and stock levels for a stock unit,
giving the user an idea of what the stock unit balance report would look like were they to produce
one at that particular time. It is useful for checking system-derived totals against actual totals before
a stock unit balance report is obtained
A stock unit balance snapshot may be produced as many times as required and does not have any
dependencies.
Stock Unit Balance report
A Stock unit balance report is a formal record of accounts for a specific stock unit within a
particular Cash Account period. It stands as an official record of weekly cash and stock holding,
client transactions and movement of cash and stock both in and out of the office. All stock units
must be balanced and rolled over into the next CAP before an office can process a Cash Account.
Office snapshot
This report provides a current summary of all transactions, and current cash and stock levels in the
office, giving the user an idea of what the balance report would look like, were they to produce
one at that particular time. It is useful for checking system-derived totals against actual totals before
an office report is obtained.
The office snapshot may be produced as many times as necessary and at any time in the Cash
Account Period, regardless of whether all individual stock units have been balanced.
Cash Account report
The Cash Account report is the final and formal record of office accounts for a particular Cash
Account Period. It stands as an official record of weekly cash and stock holdings, client transactions
carried out and movement of cash and stock in and out of the office. It also includes the same
management information that is recorded on the snapshot. A trial Cash Account report is produced
prior to the production of the two final Cash Account reports.
A Cash Account report may only be produced if:
- all stock units have been balanced and rolled over to the next CAP
- all non-accounting and parcel traffic data has been entered.
- non-value stock has been confirmed
Please note: You must keep one copy of the final Cash Account report in your office for
reference and audit purposes.
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Daily summaries
Subsection I
Daily summaries
I Producing a daily counter summary
Use this procedure when you need to print a daily counter summary at the close of business daily
on a counter workstation.
For information on printing office summaries, see subsection 2; Producing a daily office summary.
Daily counter summaries will report those transactions undertaken since the previous cut-off. Once
a cut-off has been selected, any transactions completed will appear on the next summary for that
product.
Touch icon sequence to @ From the Desktop, select the Counter Daily option
select Counter Daily by touching the following icon sequence:
- Reports
- Counter Daily
The Reports Counter Daily screen will be displayed,
with the following icons:
- Giro Deposits
- Giro Withdrawals
- BT Bills
- APS Transaction
- NS Deposits
- NS Withdrawals
- UKPA
- Rent Schemes
- Daily Cash Dec
- Cheques Listing
- TV Licences
- CTax Schemes
= OB Chq to CRU
- OB Chq to DPC
Please note: The report will show the cheques with
a minus volume and value.
Produce
Daily Cash
Declaration?
@ Decide whether you will produce a Daily Cash
Declaration at this time
Please note: A daily cash declaration must be
produced each day at the close of
«
a
GB
business or by 19:00 (whichever is
earlier) as this information supplies
I I SAP ADS with information on the total
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Subsection I . .
ubsection Daily summaries
stock unit in an outlet. If a declaration
has not been made for a stock unit (for
example, if a stock unit is not used on a
particular 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 zeros
If you do not require a Daily Cash Declaration
Y (DcD):
Touch appropriate + Touch the appropriate icon for the report you
report icon want to produce
The Produce Report screen will be displayed.
¥
Touch Daily Cash Dec If you require a Daily Cash Declaration (DCD):
icon
@ ‘Touch the Daily Cash Dec icon
, The Enter Cash on Hand screen will be displayed.
Touch coininote
denomination as
required @ Touch the appropriate coin or note denomination to
highlight it, scrolling down if necessary using the
i Down or Bottom icons
¥
Touch Edit icon
@ Touch the Edit icon
Enter amount, then
touch ¥ icon @ Enter the amount of coin or notes that you have in
stock, then touch the ¥ icon
Yy The Horizon system will display a warning message
if you have entered an incorrect multiple.
Repeat last three steps
then touch ¥ icon e
Repeat the last three steps until you have entered all
cash on hand, then touch the ¥ icon.
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DCD for
shared stock
unit?
@ Decide whether the DCD is for a shared stock unit
Y If the DCD is for a shared stock unit:
NO Enter ID number
* Enter a declaration ID number
The declaration ID number is made up of two digits.
Component parts (but not individual user) of a
shared stock unit have a separate declaration ID
number. Using the same ID number will allow the
individual user to redeclare their cash later if
Y necessary. Any subsequent declaration will replace
the exisiting one.
Touch ¥ icon 8
* Touch the ¥ icon
Please note: As this is only a partial declaration of
the cash held in a Shared Stock Unit,
the system does not check for any
discrepancy.
YES
is there a
discrepancy
@ Examine the screen to see whether a discrepancy
message?
message is displayed by the system
NO If the total amount you entered does not match the
figure held on the Horizon system, a discrepancy
message will be displayed.
If the discrepancy is for a value which you are not
permitted to adjust, you must check your stock and
the weekly reports in the normal way.
Y If a discrepancy message is displayed by the
system:
Touch ¥ icon
* Touch the ¥ icon
y
Touch ¥ icon
* Touch the ¥ icon to confirm the discrepancy
Please note: This is a declaration of cash locked up,
and confirming the discrepancy will
not affect the balancing process or the
cash on hand held by the system.
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If you wish to redeclare your cash, repeat the
procedure from the flow-chart box “Touch icon
~—(A) sequence to select Counter Daily’ on page 1
Any subsequent declaration will replace the existing
one
@ Decide whether you want to preview the report on
screen
NO
v If you want to preview the report on screen:
Touch Preview icon
* Touch the Preview icon to display the report
To move up and down the page use the scroll bar at
the right hand side of the screen or the arrow keys
on the keyboard.
Please note: If the report contains more than one
Y page, touch the ®* icon to display the
next page.
Touch X icon
* Touch the X icon to return to the Produce
Report screen.
jf
Prine YES
report? \ @ Decide whether you want to print the report
No If you want to print the report:
Girobank
summary? - * Decide whether you want to print a Girobank
I summary.
NO ' . +
¥ If you want to print a Girobank summary:
Insert cut . ,
meee * Insert the ‘cut sheet
sheet
Y
Touch Print
icon * Touch the Print icon
Please note: The system will print on the cut sheet
and will prompt you if another cut
sheet is required.
y
Remove cut
sheet * Remove cut sheet from printer
Touch * Touch the ¥ icon.
V icon
Please note: The system prints a copy of the cut
sheet on the tally roll
* Go to ‘B’ on page 5
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I If you want to print a report other than a
y Girobank summary:
Touch Print icon
* ‘Touch the Print icon
Report
printed
successfully?
* Check whether the report has printed
successfully
NO
y If the report has not printed successfully:
Check printer * Check the printer.
For information on checking the printer and dealing
with printer failure, see Office Administration;
a System failure; Equipment Failure Checklist (dealing
with equipment failure).
Reconcile document
with report
@ Reconcile the associated documents with either the
on screen preview or the printed report
@ Check that the volume and value of documents
agrees with what is printed on the report
flume and valu
of documents agree
with report?
v If they do not agree:
YES Touch ¥ icon
* Touch the ¥ icon
Do you
NO
have documents S~ that do not appear on the report
not shown on
* Decide whether you have documents on hand
report?, .
If you have extra entries on the report:
yes Y ¥
i Reverse * Use the Horizon system to reverse any
transaction transactions for which there is no document
For information on reversals, see Transactions -
Other - Part two; Reversing transactions; Reversing
Electronic Point of Sale transactions.
y
I Repeat
y Y procedure * Repeat the procedure from the beginning
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If you have documents that do not appear on the
report:
* Enter the documents on the Horizon system
Enter documents
‘on system
For information on:
I - entering receipt transactions, see Transactions -
Serve Customer - Part two; Receipt transactions;
I Receipt transactions
- entering payments transactions, sce Transactions
- Serve Customer - Part two; Payment
transactions; Payment transactions.
Repeat procedure
* Repeat the procedure from the beginning
All summaries except Alliance and Leicester
Girobank
Any reversed transactions appear on the report
marked with a minus
ign. For changes to
summaries after cut off a manual amendment to
totals can be made after the necessary system
changes have been undertaken.
Alliance and Leicester Girobank summaries
If incorrect Giro transactions are found after the
report has been cut off, and the report has already
left the office, you must reverse the incorrect
transactions and re-enter them correctly.
Produce and check the relevant system report then
destroy it.
Amend the office copy of the report (that is the
office copy of the incorrect report which has been
despatched) to reflect the correct totals.
If the report has not already left the office, you must
reverse the transactions and re-enter them correctly,
produce and check the relevant system report then
destroy it.
Is cut-off
required? Produce a manual Girobank summary, check it with
I the associated documents and send them to the
NO client.
/ @ Decide whether a cut-off is required
I Cut-off can only be carried out if either or both of
I the Print and Preview icons have been previously
selected.
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y
Touch Cut-Off icon
y
Touch W icon
——Y
Touch ¥ icon
<—— -
y
Touch ¥ icon
T
I
More YES
reports? —
Repeat procedure
Check the relevant associated documents against
either the screen total or the system produced report
before you confirm the cut-off (subsequent
transactions will be included on the next summary).
If a cut-off is made for any summaries prior to the
close of business on balancing day and subsequent
transactions are then carried out, you must produce
a further summary. This option is not available for
daily cash declarations.
If cut-off is required:
* Touch the Cut-Off icon.
* Touch the V icon
* Touch the V icon (when you see the ‘cut off
status processing complete’ screen).
Touch the W icon to return to the Reports Counter
Daily menu
Decide whether you want to produce any more
reports
If you want any more reports:
* Repeat the procedure from the flow-chart box
“Touch appropriate report icon’ on page 2.
Please note: For shared stock units that require ‘By
user’ reports in addition to stock unit
reports, see subsection 9; Producing
user reports. Ifa ‘By user’ report is
required this should be produced after
the corresponding stock unit summary
has been produced and cut-off.
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Subsection 2
Daily summaries
2 Producing a daily office summary
Use this procedure when you need to print a daily office summary showing all daily counter
reports since the last cut-off.
Any office summaries produced prior to the production of the previous week’s Cash Account will
not reflect transactions undertaken in the Current CAP.
For example: If stock units have rolled into CAP2 and the Cash Account for CAP1 has not been
completed the office summary will not reflect totals for CAP2 until the Cash
Account for CAP] is completed.
It is not mandatory to produce a daily office summary but it may be useful for reconcilation of
summaries before despatch. For information on printing daily counter summaries, see subsection
1; Producing a daily counter summary.
Office summaries are not updated until their corresponding counter reports have been cut off.
Touch icon sequence to
© From the Desktop, select the Office Daily option by
select Office Daily
touching the following sequence of icons:
- Reports
- Office Daily
The Reports Office Daily screen will be displayed
with the following icons:
- Giro Deposits
- Giro Withdrawals
- BT Bills
- Rem In (Daily)
- NS Deposits
- NS Withdrawals
- UKPA
Y = Rem Out (Daily)
Touch appropriate icon ® Touch the appropriate icon for the report you want
for report
to produce
® Decide whether you want to preview the report on
screen
If you need to print a report and the printer is not
working, preview the report and then print it as
soon as the printer is working again.
Please note: If you do not preview the report the
I I system will not allow you to reprint it
later.
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y
Touch Preview icon
y
Touch X icon
Do you want
to print —
report?
No} Touch Print icon
Report
printed
successfully?
Check printer
Reconcile documents
with report
If you want to preview the report on screen:
* Touch the Preview icon to display the report
‘To move up and down the page use the scroll bar at
the right hand side of the screen or the arrow key on
the keyboard.
If there is more than one page, use the ® icon to
scroll through the pages.
* ‘Touch the X icon to return to the Produce
Report screen.
Decide whether you want to print the report
If you want to print the report:
* Touch the Print icon
* Check whether the report has printed
successfully
If the report has not printed successfully:
* Check the printer.
For information on checking the printer and dealing
with printer failure, see Office Administration;
System failure; Equipment Failure Checklist (dealing
with equipment failure).
* Reconcile the relevant associated documents,
against either the screen total or the system
produced report
Please note: If the total of the documents does not
match that of the report you will need
to identify the stock unit where there
are errors and obtain any missing
vouchers/counter summaries. There
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YES
Is cut-off
available?
Is
cut-off
required?
YES I
Touch Cut-off icon
y
Touch Y icon
y
Touch Y icon
at -
y
Touch ¥ icon
YES
reports
required?
I Repeat procedure
may be a need to perform transactions
or reversals at the stock unit.
For information on reversals, see
Transactions - Other - Part two;
Reversing transactions; Reversing
Electronic Point of Sale transactions.
® Check whether cut-off is available
Cut-off is not available on either of the remittance
icons, Rem In (Daily) or Rem Out (Daily).
If cut-off is available:
* Decide whether a cut-off is required
Cut-off can only be carried out if either or both of
the Print and Preview icons have been selected first.
If you require a cut-off:
* Touch the Cut-off icon
* Touch the ¥ icon to confirm cut-off
* Touch the ¥ icon (when you see the ‘cut-off
status processing complete’ screen).
If you do not require a cut-off:
® Touch the ¥ icon
The system will return to the Reports Office Weekly
screen.
® Decide whether you want to produce any more
reports.
If you want to produce more reports:
* Repeat the procedure from the flow-chart box
“Touch appropriate icon for report’ on page 8
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Subsection 3
Weekly summaries
3. Producing a weekly office summary
Use this procedure when you need to produce a weekly office summary at the end of the Cash
Account Period.
Office summaries are not updated until their corresponding counter reports have been cut-off.
Any office summaries produced prior to the production of the previous week's Cash Account will
not reflect transactions undertaken in the Current CAP.
For example: If stock units have rolled into CAP2 and the Cash Account for CAPI has not been
completed the office summary will not reflect totals for CAP2 until the Cash
Account for CAPI is completed.
For information on printing weekly counter summaries, see subsection 4; Producing a weekly
counter summary.
@
Touch icon sequence to
select Office Weekly
® From the Desktop, select the Office Weekly option
by touching the following icon sequence:
- Reports
- Office Weekly
The Reports Office Weekly screen will be displayed
with the following icons:
- Grn/violet Giro
- Rem In (P)
- Rem Out (P)
- PA Summary
- P+A 2311MA (mandatory for despatch)
- P+A 2311MA(B) (mandatory for despatch)
- Redeemed Stmps (mandatory for despatch)
- Sales Report
- POs Encashed
- Counters Rev (mandatory for despatch BOs
only)
- Suspense Acc
- Cash Flow
- Unrecon Trans
- Transfer Recon
Please note: The Green Giro and the POs Encashed
options will produce a weekly office
summary of all Green Giros/Postal
Orders encashed up to the last cut-off
set by the stock unit user.
y
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Weekly summaries
y
Touch icon for
appropriate report ® Touch the appropriate icon for the report you want
to produce
® Decide whether you want to preview the report on
YES screen
If you need to print a report and the printer is not
working, preview the report and then print it as
soon as the printer is working again.
Please note: If you do not preview the report the
system will not allow you to reprint it
later.
y
Touch Preview icon
If you want to preview the report on screen:
* ‘Touch the Preview icon to display the report
‘To move up and down the page use the scroll bar on
the right hand side of the screen or the arrow keys
on the keyboard.
If there is more than one page, use the ¥®" icon to
Y scroll through the pages.
Touch X icon * Touch the X icon to return to the Produce
Report screen.
® Decide whether you want to print the report
Do you
want to print
report? i
jou want to print the report:
Ad If y print the rep.
Touch Print i
Yes uch mine icon * Touch the Print icon,
yes peed * Check whether the report has printed
suscevsully? successfully
NO
Y If the report has not printed successfully:
Check printer * Check the printer.
y y
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Reconcile documents
with report
Is cut-off
available?
Is
cut-off
required?
NO
<<
‘YES I
Touch Cut-off icon
Y
Touch Y icon
y
Touch ¥ icon
> ee
y
For information on checking the printer and dealing
with printer failure, see Office Administration;
System failure; Equipment Failure Checklist (dealing
with equipment failure).
Reconcile the relevant associated documents against
cither the screen total or the system produced report
Please note: If the total of the documents does not
match that of the report you will need
to identify the stock unit where there
are errors and obtain any missing
vouchers/ counter summaries. There
may be a need to perform transactions
or reversals at the stock unit.
For information on reversals, see
Transactions - Other - Part two;
Reversing transactions; R
rsing
Electronic Point of Sale transactions.
Check whether cut-off is available
Cut-off is only available for POs Encashed and Green
Giros as these are the only weekly office summaries
that have corresponding stock unit reports.
If ‘cut-off’ is not available, the Cut-off icon will not
appear on the screen.
If cut-off is available:
* Decide whether a cut-off is required
Cut-off can only be carried out if either or both of
the Print and Preview icons have been selected first.
If you require a cut-off:
* ‘Touch the Cut-off icon
* Touch the ¥ icon to confirm cut-off
* Touch the ¥ icon (when you see the ‘cut-off
status processing complete’ screen).
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y
Touch ¥ icon
YES
reports
required?
Repeat procedure
If you do not require a cut-off:
Touch the ¥ icon
The system will return to the Reports Office Weekly
screen.
Decide whether you want to produce any more
reports.
If you want to produce more reports:
* Repeat the procedure from the flow-chart box
“Touch icon for appropriate report’ on page 12.
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Subsection 4
4 Producing a weekly counter summary
Use this procedure when you need to print a weekly counter summary. This will list those
transactions carried out since the last cut-off.
Summaries may be produced as often as required. For information on printing daily counter
summaries see subsection 1; Producing a daily counter summary. For shared stocks that require
‘By user’ reports in addition to stock unit reports, see subsection 9; Producing user reports.
&
Touch icon sequence to
select Counter Weekly
y
Touch appropriate icon
y
@ From the Desktop, select the Counter Weekly option
by touching the following icon sequence:
- Reports
- Counter Weekly
The Reports Counter Weekly screen will be displayed
with the following icons:
- Pand A Weekly
- Green Giro
- PO Encashmnt
- DVLAVI1
- DVLA V10
- Travel Schemes
- Transfers In
- Transfers Out
- Transfers Summ
- Stock on Hand
- Rems In
- Rems Out
- Rems Summry
- Misc Transaction
@ Touch the appropriate icon for the report you want
to produce
The Produce Report screen will be displayed.
@ Decide whether you want to preview the report on
screen
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Subsection 4
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y
Touct
+h Preview icon
y
Touch X icon
Do you
want to Print
report?
NO
Touch Print icon
successfully?
Report
printed
Check printer
y
Reconcile documents
with report
If you want to preview the report on screen:
* Touch the Preview icon to display the report
If there is more than one page, use the #" icon to
scroll through the pages.
* Touch the X icon to return to the Produce
Report screen.
Decide whether you want to print the report
If you want to print the report:
* ‘Touch the Print icon
* Check whether the report has printed
successfully
If the report has not printed successfully:
* Check the printer.
For information on checking the printer and dealing
with printer failure, see Office Administration;
System failure; Equipment Failure Checklist (dealing
with equipment failure)
Reconcile the associated documents with either the
on screen preview or the printed report
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Subsection 4
Weekly summaries
@ Check that the volume and value of documents
agrees with what is printed on the report
of documents agree,
ith report) I
Ad If they do not agree:
YES Touch ¥ icon
* Touch the ¥ icon
Do you * Decide whether you have documents on hand
have documents that do not appear on the report
not shown on I
report? .
If you have extra entries on the report
Yes ¥
Reverse * Use the Horizon system to reverse any
transaction transactions for which there is no document
For information on reversals, see Transactions -
Other - Part two; Reversing transactions; Reversing
Electronic Point of Sale transactions.
Repeat
procedure * Repeat the procedure from the beginning
If you have documents that do not appear on the
v report:
Enter documents
‘on system * Enter the documents on the Horizon system
REFER’ For information on
- entering receipt transactions, see Transactions -
Serve Customer - Part two; Receipt transactions;
Receipt transactions
- entering payments transactions, see Transactions.
Y ~ Serve Customer - Part two; Payment
transactions; Payment transactions.
Repeat procedure
+ Repeat the procedure from the beginning
Please note: Any reversed trasnactions appear on the
report marked with a minus sign. For
changes to summaries after cut-off, a
manual amendment to totals can be
made after the necessary system
y changes have been undertaken.
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Subsection 4
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Weekly summaries
Is cut-off
required?
NO
y
Touch Cut-Off icon
v
Touch V icon
Touch V icon
< 7
Y
Touch V icon
© Decide whether a cut-off is required
Cut-off can only be carried out if either or both of
the Print and Preview icons have been previously
selected. Check the relevant associated documents
against either the screen total or the system
produced report before you confirm the cut-off
(subsequent transactions will be included on the
next summary).
If a cut-off is made for any summaries prior to the
close of business on balancing day and subsequent
transactions are carried out, you must produce a
further summary.
Cut-off is not available for the following reports:
- Transfers In
- Transfers Out
- Transfers Summ.
- Stock On Hand
- Rems In
- Rems Out
- Rems Summry
If you require a cut-off:
© Touch the Cut-Off icon.
* Touch the ¥ icon to confirm cut-off
* Touch the ¥ icon (when you see the ‘cut off
status processing complete’ screen).
@ Touch the W icon to return to the Reports Counter
Weekly menu
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. Subsection 4
Weekly summaries
More ES. © Decide whether you want to produce any more
reports? i reports.
No y If you want to produce more reports:
Repeat procedure
: + Repeat the procedure from the flow-chart box
“Touch appropriate icon’ on page 15.
’ Please note: For shared stock units that require ‘By
user’ reports in addition to stock unit
reports, see subsection 9; Producing
user reports. If a ‘By user’ report is
required this should be produced after
the corresponding stock unit summary
has been produced and ‘cut-off’.
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BCS Pension & Allowances reports
Subsection 5
OBCS Pension & Allowances reports
5 Producing and reconciling a P&A weekly report
When you need to produce and reconcile a P & A
weekly report:
Select P and A Weekly
@ Select the P and A Weekly option by touching the
option
following icon sequence:
- Reports
- Counter Weekly
- Pand A Weekly
}o you want ves
to preview 4 @ Decide whether you want to preview the report
report?
NO y If you want to preview the report:
Touch Preview icon ;
* Touch the Preview icon
¥
Touch Next Page/ * ‘Touch either the:
Previous Page as - Next Page to view the next page
4 I ~ Previous Page to view any previous pages
Touch X icon . . .
+ Touch the X icon to exit the report preview.
Do you @ Decide whether you want to print the report
want to print
report? If you want to print the report:
YES
No y
Touch Print icon * Touch the Print icon
@ Decide whether you want to cut-off the report
If you want to cut-off the report:
off report?
* Touch the Cut-Off icon
Please note: If you select this icon, the encashment
T details shown on this report will not
appear on any later report that you
print during the Cash Account week.
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OBCS Pension & Allowances reports Subsection 5
y
Touch ¥ icon
v
Touch ¥ icon
Touch ¥ icon
y
Collect foils not
accounted for from till
Volume
and value of foils
agree with
report?
YES
Bo you have
foils not shown
on report?
NO
Enter foils on Horizon
system
y
* ‘Touch the ¥ icon
* Touch the ¥ icon (when you see the ‘cut off
status processing complete’ screen).
Touch the ¥ icon.
Collect the encashed foils that have not been
accounted for from your till (this should include any
forms EP57 accepted)
Check that the volume and value of foils agrees with
what is printed on the report
* Decide whether you have foils on hand that do
not appear on the report
If you have a foil/foils that do not appear on the
report:
* Enter the foils on the Horizon system.
For information on entering foils, see Transactions -
Serve Customer - Part two; OBCS Pension &
Allowances; Encashing benefit on an order book that
does not have a bar-code.
Please note: You may need to repeat this procedure
if there is more than one foil. Any foils
entered will appear on the next
encashment report.
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Subsection 5
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y
y
Reverse
‘transactions
Fold report in front of
relevant foils and secure
y
Keep bundle for
accounting purposes
If you have extra foils on the report:
* Use the Horizon system to reverse any
transactions for which there is no OBCS foil
For information on reversals, see Transactions -
Other - Part two; Reversing transactions.
Please note: If the encashment report has been cut
off you will need to remove any extra
foils listed from the report manually.
You should strike through the foil
details and deduct from the volume
and value totals on the report. You
should print a new report, see
subsection 5; Producing and
reconciling a P&A weekly report. This
report will show a negative value and
should be discarded.
Fold the report neatly in front of the relevant foils
and secure with an elastic band, ensuring that the
encashment totals are visible
Please note: The foils should all face the same way
round and be sorted into Pension and
Allowance group numbers in
ascending order of group number and
value (whole pounds only)
Keep the bundle safely for end of week
i, See Counters Operations Manual; Benefits Agency booklet; Pensions & Allowances; Weekly accounting and despatch
Page 22
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Subsection 6
OBCS Pension & Allowances reports
6 Printing a stop list
When you need to print a stop list:
Please note: ‘The system stop list, which notes the
stops and recalls for bar-coded order
books, must be printed at close of
business every Wednesday. This ensures
that there is a paper version if the
Horizon system is unavailable. One
copy of the stop list is required for each
Select OBCS Stops counter position.
‘option e
Select the OBCS Stops option by touching the
following icon sequence:
v - Reports
- OBCS Stops
Touch Print icon
® Touch the Print icon
The Horizon system will print the report on the
counter printer and display the Produce Report
screen.
¥
Remove report from
printer @ Remove the report from the printer
Please note: You can repeat this procedure if you
7 need to print another copy of the stop
list for another counter position.
Touch ¥ icon p
®@ Touch the ¥ icon to return to the Reports menu.
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Non OBCS Pension & Allowances reports
Subsection 7
Non OBCS Pension & Allowances reports
7 Producing and reconciling a weekly P&A report (NI)
When you need to produce and reconcile a P & A
weekly report:
Select P and A Weekly
@ Select the P and A Weekly option by touching the
option
following icon sequence:
- Reports
- Counter Weekly
- Pand A Weekly
}o you want ves
to preview 4 @ Decide whether you want to preview the report
report?
NO y If you want to preview the report:
Touch Preview icon ;
* Touch the Preview icon
¥
Touch Next Page/ * ‘Touch either the:
Previous Page as - Next Page to view the next page
4 I ~ Previous Page to view any previous pages
Touch X icon . . .
+ Touch the X icon to exit the report preview.
Do you @ Decide whether you want to print the report
want to print
report? If you want to print the report:
YES
No y
Touch Print icon * Touch the Print icon
@ Decide whether you want to cut-off the report
If you want to cut-off the report:
off report?
* Touch the Cut-Off icon
Please note: If you select this icon, the encashment
T details shown on this report will not
appear on any later report that you
print during the Cash Account week.
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Subsection 7
Non OBCS Pension & Allowances reports
y
Touch ¥ icon
* ‘Touch the ¥ icon
v
Touch ¥ icon
* Touch the ¥ icon (when you see the ‘cut off
status processing complete’ screen).
Touch ¥ icon
® Touch the W icon.
y
Collect foils not
accounted for from till
@ Collect the encashed foils that have not been
accounted for from your till
@ Check that the volume and value of foils agrees with
what is printed on the report
Do you have
foils not shown
on report?
NO * Decide whether you have foils on hand that do
not appear on the report
' If you have a foil/foils that do not appear on the
report:
Enter foils on Horizon
system * Enter the value of the foils on the Horizon system
i as an encashed benefit transaction.
For information on encashing benefit, see
subsection 14; Encashing benefit on an order book.
a Please note: You may need to repeat this procedure
if there is more than one foil. Any foils
entered will appear on the next
encashment report.
y y
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Subsection 7
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y
Reverse
transaction
y
Fold report in front of
relevant foils and secure
y
Keep bundle for
accounting purposes
If you have extra foils on the report:
* Use the Horizon system to reverse any
transactions for which there is no P & A foil.
For information on reversals see Transactions - Other
- Part two; Reversing transactions; Revs
rsing
Electronic Point of Sale transactions.
Please note: If the encashment report has been cut
off, you will need to remove any extra
foils listed on the report manually.
You should strike through the foil
details and deduct from the volume
and value totals on the report. You
should print a new report.see
subsection 5; Producing and
reconciling a P&A weekly report.
This report will show a negative value
and should be discarded.
Fold the weekly P&A report neatly in front of the
relevant foils and secure with an elastic band,
ensuring that the encashment totals are visible
Please note: The foils should all face the same way
and be sorted into Pension and
Allowance group numbers in
ascending order of group number and
value (whole pounds only).
Keep the bundle safely for end of week
accounting! Se (!) below
i. See Counters Operations Manual; Social Security Agency booklet; Pensions and Allowances; Weekly accounting and
despatch
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Logistics Feeder Service reports
Subsection 8
Logistics Feeder Service reports
8 Viewing and printing planned orders and stock advice
notices
Planned orders are notifications of the amount of cash and stock (including non-value) that is
planned for delivery to your office.
Stock advice notices provide general information on remittances and tell you how and when to
return obsolete/withdrawn stock, or whether to sell items to exhaustion
Selecting the report
Planned orders are selected by touching the following icon sequence:
- Reports
- Planned orders:
Stock advice notices are selected by touching the following icon sequence:
- Reports
- Advice notices
Touch appropriate icon
sequence ® Select the Report you want by touching the
appropriate icon sequence
Planned
orders/advice
notices on
screen?
No ® Examine the screen to see whether there are any
planned orders/advice notices for the office
Planned orders/advice notices will be displayed in a
Yes two-column pick list, the first column giving details
of the order/advice notice, the second column
giving its status.
Ifa planned order/advice notice has not been
viewed or printed, the status is ‘New’. If a planned
order/advice notice has been viewed or printed, its
status is blank.
If there are no planned orders/advice notices, the
system displays a message saying that there are no
planned orders/advice notices to view or print.
Planned orders remain on the system for 10 days
and advice notices for 30 days before being
automatically deleted.
v y
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Subsection 8
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i Touch ¥ icon
Select appropriate
planned order/advice
notice
y
Touch ¥ icon
Do you want
to preview
report?
NO v
Touch Preview icon
y
Touch X icon
< T
Do you want
to print
NO ¥ v
Touch Print icon
If there are no planned orders/advice notices:
* ‘Touch the ¥ icon to end the procedure.
The system will display the Reports menu.
Select the appropriate planned order/advice notice
by touching the appropriate row of the pick list
For information on using a pick list, see System
Administration; System overview; Main functions of
the system and how to move around it.
Touch the W icon
Decide whether you want to preview the planned
order/stock advice notice on the screen
If you want to preview the planned order/stock
advice notice:
* Touch the Preview icon
‘To move up and down the page use the scroll bar on
the right hand side of the screen or the arrow keys
on the keyboard.
If there is more than one page, use the & icon to
scroll through the pages.
* ‘Touch the X icon to leave the report preview.
Decide whether you want to print the report
If you want to print the report:
* ‘Touch the Print icon
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Subsection 8
Report
printed
successfully?
YES
a
Check printer
y
Touch Exit icon
* Check whether the report has printed
successfully
If the report has not printed successfully:
* Check the printer.
For information on checking the printer and dealing
with printer failure, see Transactions - Other - Part
one; Transfers & remittances; LES transaction
procedures when parts of the Horizon system are
unavailable.
Touch the Exit icon
If you have either viewed or printed a new planned
order/advice notice before touching the Exit icon on
the Produce Report screen, the status will be
changed from ‘New’ to blank.
If you have not viewed or printed a planned order/
advice notice before touching the Exit icon, the
status will remain unchanged.
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Horizon
Reports
System User Guide
Administration reports
Subsection 9
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9.1
Producing user reports
Producing a list of users
When you need to produce the user list report listing all users in your office:
Touch icon sequence to
select User Summary
y
NO Touch Preview icon
y
Touch X icon
T
Print Yes
report?
y
NO Touch Print icon
Report
printed
successfully?
YES
Check printer
@ From the Desktop, touch the following icon
sequence to select User Summary:
- Reports
- Event Log
- User Summary
© Decide whether you want to preview the report
If you want to preview the report:
* ‘Touch the Preview icon to display the report
If the report contains more than one page, touch the
#8 icon to display the next page.
* ‘Touch the X icon to return to the Produce
Report screen.
@ Decide whether you want to print the report
If you want to print the report:
* Touch the Print icon.
The Horizon system will print the report on the
counter printer.
* Check whether the report has printed
successfully
If the report has not printed successfully:
* Check the printer.
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Subsection 9
Administration reports
For information on checking the printer and dealing
1 with printer failure, see Office Administration;
<~— System failure; Equipment Failure Checklist (dealing
with equipment failure).
¥
Touch ¥ icon
@® Touch the ¥ icon
I The system will return to the Reports Event Log
screen
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Subsection 9
Administration reports
9.2 Producing a User History report
This report lists all user amendments for the period for a specific user, including:
- the creation date of the user
- all password settings/changes
- all group allocations
- all account disablements and deletions
@
Touch icon sequence to
select User History @ From the Desktop, touch the following icon
sequence to select User History:
- Reports
- Event log
- User History
Is date
correct? @ Examine the screen to see whether the date displayed
is the date you require
YES y
Delete date
If the date on the screen is incorrect:
* Delete the date by using the back space key on
the keyboard
y
Enter correct date
a) * Enter the correct date by using either:
- the keyboard
¥
= the on-screen number pad
@ Touch the ¥ icon
Is User Name NO. @ Examine the screen to see whether the correct User
correct? Name is displayed
If the User Name is incorrect:
Delete user name + Delete the user name by using the back space key
I on the keyboard
Please note: If you leave this field blank, the
Horizon system will print a report for
all users.
y
Enter correct name
I * Enter the correct User Name, if required.
a
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Administration reports Subsection 9
y
Touch ¥ icon
® Touch the ¥ icon
Preview
@ Decide whether you want to preview the report
report?
y
Touch Preview icon
If you want to preview the report:
* Touch the Preview icon to display the report
i If the report contains more than one page, touch the
I ¥ «= icon to display the next page
Touch X icon
* Touch the X icon to return to the Produce report
screen.
Print
report?
© Decide whether you want to print the report
y If you want to print the report:
NO) Touch Print icon
* Touch the Print icon.
I The Horizon system will print the report on the
counter printer.
Report
printed
successfully?
* Check whether the report has printed
successfully
Y If the report has not printed successfully:
Check printer * Check the printer.
For information on checking the printer and dealing
f with printer failure, see Office Administration;
tr ens System failure; Equipment Failure Checklist (dealing
Touh / kon with equipment failure)
@ Touch the ¥ icon
vy The system will return to the Reports Event Log
screen.
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Subsection 9
Administration reports
9.3. Producing a User Events report
The User Events report lists all log ons and log outs on the Horizon system for the period and
specified user name including:
- the date
- the times of log ons
- the times of log outs
@
Touch icon sequence to
select User Events @ From the Desktop, touch the following icon
sequence to select User Events:
- Reports
- Event log
- User Events
Is date
correct? @ Examine the screen to see whether the displayed date
is the date you require
YES ¥v
Delete date
If the date on the screen is incorrect:
* Delete the date by using the back space key on
the keyboard
a
Enter correct date * Enter the correct date by using either:
= the keyboard
$$
- the on-se
y
Touch ¥ icon
n number pad
@ Touch the W icon
Is User Name _NO-
correct? @ Examine the screen to see whether the correct User
Name is displayed
YES y
If the User Name on the screen is incorrect:
Delete user name
* Delete the user name by using the backspace key
on the keyboard
v Please note: If you leave this field blank, the
Horizon system will print a report for
Enter correct name
all users.
a + Enter the correct User Name, if required.
y
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Subsection 9
Y
Touch ¥ icon
Preview
report?
Touch Preview icon
/ Y
i Touch X icon
Print YES
report? —
¥
NO Touch Print icon
Report
yes printed
successfully?
NOY
y
Check printer
3
y
Touch ¥ icon
y
‘Touch the Y icon
Decide whether you want to preview the report
If you want to preview the report:
* ‘Touch the Preview icon to display the report
Please note: If the report contains more than one
page, touch the & icon to display the
next page.
* Touch the X icon to return to the Produce
Report screen.
Decide whether you want to print the report
If you want to print the report:
* ‘Touch the Print icon
The Horizon system will print the report on the
counter printer.
* Check whether the report has printed
successfully
If the report has not printed successfully:
* Check the printer.
For information on checking the printer and dealing
with printer failure, see Office Administration;
System failure; Equipment Failure Checklist (dealing
with equipment failure).
Touch the ¥ icon
The
screen.
stem will return to the Reports Event Log
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Subsection 9
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9.4 Shared stock unit by user reports
Use this procedure when you need to produce a report for a user on shared stock units.
For information on shared stock units, see Office Administration; Stock unit administration;
Creating a stock unit.
@
Produce daily or weekly
counter summary
T
y
Touch Reports icon
y
Touch By User icon
@ Produce a daily counter or weekly counter summary
For information on producing a daily counter or
weekly counter summary see subsection 1;
Producing a daily counter summary or subsection 4;
Producing a weekly counter summary.
Please note: You must ensure that a stock unit
report is produced and cut-off before
you produce a user report. You must
also ensure that all user reports have
been produced before a further cut-off
is set. Transactions shown on the user
reports will then mirror what is
contained on the stock unit report.
@ Touch the Reports icon
@ Touch the By User icon
The Horizon system will display the appropriate
Reports screen with the following reports options:
BT Bills
APS Transactn
OB Cheque
Cheques Listing
P+A Weekly
Green Giro
PO Paid
DVLA V10
DVLA V11
UKPA
Giro Deposits
Giro withdrawals
NS Deposits
NS Withdrawals
Rent Schemes.
Bus Tokens
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Subsection 9
Touch icon for
appropriate report
y
Highlight relevant user
y
Touch ¥ icon
Preview YES
report? 1
NO Y
Touch Preview icon
y
Touch X icon
pa ne
Print _Yes
report? I
y
No Touch Print icon
Report
es. printed
successfully?
Check printer
v v
Touch the icon for the appropriate type of report
The Horizon system will display a list of users (you
can scroll down the list using the arrow icons on the
right hand side of the screen).
‘Touch the relevant user to highlight it
Touch the Y icon
The Horizon system will display the Produce Report
screen for the user you have selected.
Decide whether you want to preview the report
If you want to preview the report on the screen:
* Touch the Preview icon to display the report
Please note: If the report contains more than one
page, touch the # icon to display the
next page.
* ‘Touch the X icon to return to the Produce report
screen.
Decide whether you want to print the report
If you want to print the report:
* Touch the Print icon
The Horizon system will print the report and then
display the Produce Report screen.
* Check whether the report has printed
successfully
If the report has not printed successfully:
* Check the printer.
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‘Administration reports
Subsection 9 ee .
ubsection Administration reports
For information on checking the printer and dealing
f with printer failure, see Office Administration;
System failure; Equipment Failure Checklist (dealing
y with equipment failure).
Reconcile documents @ Reconcile the relevant associated documents against
either the screen total or the Horizon system
produced report
folums
and value
of documents agree,
ith report)
© Check that the volume and value of documents
agrees with what is printed on the report
y If they do not agree:
YES: Touch ¥ icon
* Touch the ¥ icon
Do you
have documents
not shown on
* Decide whether you have documents on hand
that do not appear on the report
report? I .
i If you have extra entries on the report:
Yes ¥
Reverse * Use the Horizon system to reverse any
transaction uansactions for which there is no document
For information on reversals, see Transactions -
Other - Part two; Reversing transactions; Reversing
Electronic Point of Sale transactions.
If you have documents that do not appear on the
Y report:
Enter documents . hed h .
‘on system * Enter the documents on the Horizon system
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Subsection 9
y
Touch ¥ icon
’
For information on
- entering receipt transactions, see Transactions -
Serve Customer - Part two; Receipt transactions;
Receipt transactions
- entering payments transactions, see Transactions.
- Serve Customer - Part two; Payment
transactions; Payment transactions.
The reversal and correctly entered information will
then appear on the next ‘User’ report taken after the
next cut-off.
To ensure that the entries and the two reports are
correct, you will have to alter them in manuscript.
Amendments will appear on the next stock unit
summary and therefore the next By User report
taken after the next stock unit cut-off report.
Touch the ¥ icon.
The Horizon system will return to the Reports
screen.
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Administration reports
Subsection 10
Administration reports
10 Producing an event log report
Use this procedure when you need to produce an event log of activites that have taken place on a
stock unit.
The Horizon system will produce back dated reports up to a maximum of 35 days. Any date or
Cash Account Period (CAP) you enter must be part of a whole Cash Account week.
For example: If a back dated report is required for a date which is 35 days ago, the Horizon
system will not allow you to produce the report if that date is mid-way through a
Cash Account week.
Touch icon sequence to
® Select the Event Log option by touching the
select Event Log
following icon sequence:
- Reports
- Event Log
The Reports Events Log screen is displayed, with the
following icons in the centre:
- All Events
- Balancing
- SU Balance
- Reports
- Conf Reports
- Report Prod.
- User/SU
- Stock Unit
- User
- User Mntnce (there is no entry into this
icon)
- User to SU
- Access Cntrl
- User Summary
y - User History
Select required Event - User Events
Log report
@ Select the event log report you want to produce by
touching the appropriate icon
Please note: You may only select one of the above
items. For all reports (except User
Summary which does not request any
information) you will need to select
the information or specify dates with
which to restrict the information
included in the report.
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Subsection 10
Administration reports
User Summary
History or Events
report?
a ® Decide whether you require a User Summary, User
History or User Events report
No If you require a user summary, user history or
user events report:
For further information on producing user reports,
see subsection 9; Producing user reports.
y
Select information or ® Select the information or specify the dates with
dates which to restrict the information you wish to have
included in the report
The information requested depends on the type of
report you have selected. For most reports, the
Horizon system will only request Date From and
Date To, so that you can specify the period for which
you want the report.
‘Select stock
YES
YES @ Examine the screen to see whether the message
unit’
displayed? ‘Select a Stock Unit list’ is displayed
No y If the ‘Select a Stock Unit’ list is displayed:
Select a stock unit
* Touch the stock unit you want a report on
The system will only allow one stock unit to be
selected. Therefore, if an event log report is required
for more than one stock unit you will need to
produce separate event logs.
If the stock unit you want is not shown, use the
arrow keys on the right of the screen to move up and
y down the list
Touch ¥ icon * Touch the ¥ icon to return to the Criteria: Event
Log screen.
Selection
Criteria: Event Log
displayed?
@ Examine the screen to see whether the Selection
Criteria; Event Log screen is displayed
YES If the Selection Criteri
® displayed:
* Goto ‘A’ on page 43.
vy
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Subsection 10
Administration reports
Do you
heed to select CAP
and/or BP?
® Decide whether you need to specify a Cash Account
Period (CAP) or a Balancing Period (BP)
NO
v If you need to specify a CAP or BP:
Touch CAP or BP icon
* ‘Touch the CAP or BP icon
y
Select CAP or BP value
* Select the CAP or BP value using either:
~ the keyboard
= the on-screen number pad
If the CAP or BP you want is not shown, use the
arrow keys on the right of the screen to move up and
y down the list.
Touch ¥ icon
* Touch the ¥ icon
If you need to enter both a CAP and a BP. touch one
icon first and enter the date, then touch the other
icon and enter the date.The border of the icon will
turn green when you have made a selection.
Bo you want
to view
selection?
* Decide whether you want to view the selection
you have made
No v If you want to view the criteria:
Touch
Display icon + Touch the Display icon to display the criteria
y
Touch ¥
icon * Touch the W icon to return to the Criteria: Event
I Log screen.
y If you do not want to view the criteria:
Touch ¥ icon
* Touch the ¥ icon to display the Produce Report
screen
* Goto ‘A’ below.
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Subsection 10
Do you want
to specify
dates?
NO Enter date from
y
Touch ¥ icon
y
Enter date to
y
Touch ¥ icon
No Touch Preview icon
Y
Touch X icon
y
® Decide whether you want to specify ‘Date From and
Date To’
If you need to specify a ‘Date From and Date To’:
* Enter ‘Date From’
* Touch the ¥ icon
* Enter ‘Date to”
* Touch the ¥ icon.
The Produce Report screen will be displayed.
® Decide whether you want to preview the report
If you want to preview the report on the screen:
* Touch the Preview icon to display the report
If the report contains more than one page, touch the
"© icon to display the next page.
* Touch the X icon to return to the Produce
Report screen.
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Subsection 10
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Administration reports
Prine
report?
No Touch Print icon
Report
printed
successfully?
Check printer
Touch ¥ icon
@ Decide whether you want to print the report
If you want to print the report:
* Touch the Print icon.
* Check whether the report has printed
successfully
If the report has not printed successfully:
* Check the printer.
For information on checking the printer and dealing
with printer failure, see Office Administration;
System failure; Equipment Failure Checklist (dealing
with equipment failure)
@ Touch the ¥ icon to return to the Report
Transaction Log screen.
Page 44
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Subsection II
Administration reports
Il Producing a transaction log report
When you need to query any information on
transactions which have been carried out:
Please note: The Horizon System will produce
reports up to a maximum of 35 days
previously. Any date or Cash Account
Period (CAP) you enter must be part of
a whole Cash Account week.
For example: If 35 days is mid-way through the
accounting period for the week
required, the sys
you to produce a report.
m will not allow
Touch icon sequence to
select Transaction Log e
Select the Criteria: Transaction Log screen by
touching the following icon sequence:
- Reports
- Transaction Log
y
Select required criteria
The Criteria: Transaction Log screen is displayed
@ Select the required criteria
After selecting the criteria the icon is highlighted
and the system will display the no entry sign to
prevent re-selection. If you have selected a criteria in
error, touch the Desktop icon and repeat this
procedure from the beginning.
Specific stock
unit report
required?
® Decide whether you want a report on a specific
stock unit
Ne) Yy
Touch Stock Unit icon
If you want a report on a specific stock unit:
* ‘Touch the Stock Unit icon to display a list of
stock units
y The system will display a picklist of stock units
Touch stock unit
required * Touch the stock unit that you require a report on
Please note: If the stock unit you want is not
shown, use the arrow keys on the right
L of the screen to move up and down the
list. If you do not specify a stock unit
the report will contain information on
all stock units withing your office.
* Touch the ¥ icon
The system will return to the Criteria screen
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Subsection I
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Specific CAP
report
required? I
NO i
Touch CAP icon
Yy
Touch CAP required
y
Touch ¥ icon
Specific User
report
required?
YES
NO y
Touch user icon
y
Touch user required
y
Touch ¥ icon
Decide whether you need a report on a specific Cash
Account Period (CAP)
Please note: A CAP can only be specified if a stock
unit has been selected
If you need a report on a specific CAP:
* Touch the CAP icon
The system will display a picklist of CAPs.
* ‘Touch the CAP that you require a report on
Please note: If the CAP you want is not shown, use
the arrow keys on the right of the
screen to move up and down the list.
* Touch the ¥ icon.
The system will return to the Criteria screen
Decide whether you need a report on a specific user
If you need a report on a specific user:
* Touch the User icon
The system will display a picklist of users
* ‘Touch the user that you require a report on
Please note: If the user you want is not shown, use
the arrow keys on the right of the
screen to move up and down the list.
* Touch the ¥ icon.
The system will return to the Criteria screen
Page 46
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Subsection II
Specific Date
for report
required?
NO v
Touch Date From or
Date To icon
Y
Enter date(s)
y
Touch icon
ransaction value
report required?
YES
NO
y
Touch Value From or
Value To icon
y y
Decide whether you need a report for a specific date
If you need a report for a specific date:
* ‘Touch the Date From or Date To icon
Please note: If you need your report to contain both
the Date From and Date To
information, touch the Date From icon.
and enter the date you want the report
to start from, then touch the Date To
icon and enter the date you want the
report to finish
+ Enter the date(s) you want a report in the format
DD/MM/YY by using either the:
- keyboard
= onscreen keypad
Please note: Before accepting the dates check that
they are correct, if they are incorrect
touch the X icon and re-enter the date.
* Touch the V icon.
The system will return to the Criteria s
reen.
Decide whether you need a report for specific
transaction values
If you need a report for specific Transaction
values:
* Touch the Value From or Value To icon
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Subsection II
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Select transaction type
y
Enter value(s)
y
Touch ¥ icon
y
Select transaction type
Specific
* Select transaction type (This will either be receipt
or payment)
Please note: If you need your report to contain both
the Value From and Value To
information, touch the Value From
icon and Value To icon separately
+ Enter the value(s) you want a report on by using
either:
- the keyboard
= the on-screen keypad
Please note: Before accepting the values check that
they are correct, if they are incorrect
touch the X icon and re-enter the date.
* Touch the ¥ icon
* Select the transaction type.
The system will return to the Criteria screen.
YES
Mode report ——4 Decide whether you need a report on a specific
required? d
\ mode
NO Please note: A mode is a particular type of activity
L (for example, a remittance in).
y If you need a report on a specific mode:
Touch Mode icon
* Touch the Mode icon
T The system will display a picklist of modes.
¥
Touch Mode required
* Touch the mode that you require a report on
I Please note: If the mode you want is not shown, use
: the arrow keys on the right of the
y screen to move up and down the list.
Touch ¥ icon
* Touch the ¥ icon.
m The system will return to the Criteria screen.
v
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Subsection II
Administration reports
Specific
Session ID
© Decide whether you need a report for a specific
I Session ID
NO ¥ If you need a report for a specific Session ID:
Enter the session ID
* Enter the Session ID you want a report on by
using either:
- the keyboard
- the on-screen keypad
Please note: Before accepting the Session ID check
that it is correct. If it is incorrect touch
the X icon and re-enter the date.
* Touch the ¥ icon
The system will return to the Criteria screen.
cific
Yes ® Decide whether you need a report for a specific
Node report ‘de
required? node
Please note: A node is an individual Horizon
No workstation.
y If you need a report for a specific node:
Obtain correct node ID
* Obtain the correct node ID
REFER For information on obtaining the correct node ID,
see System Administration; System overview; Main
functions of the system and how to move around it.
¥
Enter the node ID * Enter the LD of the node you want a report on by
using either:
i - the keyboard
Y = the on-screen keypad
Touch V icon
* Touch the ¥ icon.
m The system will return to the Criteria screen.
vy
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Subsection I
Administration reports
View
selection
® Decide whether you need to view the selection
criteria you have made
y If you need to view the selection you have made:
Touch Display i
ouen WISPiny Icon * Touch the Display icon to display the selection
criteria
y
/ Touch ¥ icon * Touch the W icon.
The system will return to the Criteria screen,
f Please note: The border of the icon on the Criteria
screen will turn green when you have
entered a selection.
Correct
selection No
@ Examine the screen to see whether the correct
selection(s) are shown
YES 7 y If the correct selection is not shown:
Touch desktop icon
I * Touch the Desktop icon
y
i Repeat procedure
I * Repeat the procedure from the flow-chart box
Y ‘Select required criteria’ on page 45.
Touch ¥ icon
@ Touch the ¥ icon
YES ®@ Decide whether you want to preview the report
If you want to preview the report:
No Touch Preview icon
* Touch the Preview icon to preview the report on
the screen.
I Please note: There will be a delay before a preview
i of the report is displayed. If the report
v contains more than one page, touch the
I «=F icon to display the next page.
Touch X icon Phy Pagi
* ‘Touch the X icon
A .
y The system will return to the Produce Report screen.
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Subsection II
NO Touch Print icon
Report
printed
successfully?
Check printer
Touch ¥ icon
@ Decide whether you want to print the report
If you want to print the report:
* Touch the Print icon.
The Horizon system will print the report and then
return to the Produce Report screen.
* Check whether the report has printed
successfully
If the report has not printed successfully:
* Check the printer.
For information on checking the printer and dealing
with printer failure, see Office Administration;
System failure; Equipment Failure Checklist (dealing
with equipment failure).
® Touch the ¥ icon
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12 Event Log report: activity checklist £
A
* Please use the following checklist to decide which activites you should carry out when you need to produce an Event Log report for any 8
situation, i
aping 49s wiaasds uozli0}
' ce . i. :
Unit
Inactive
Rollover Failed
<
Inactive Stock
Unit Rollover
Rollover
Abandoned
Rollover
Complete
NESE NEN
N
SN
NS
User attached
Stock Unit
Created
Stock Unit
Deleted
Logon
Completed
Logoff
Completed
Office Balance
Failed
Wp
Not Zero Stock
Delete Stock
Unit failed
NENT SNENYISNENINESNNSNESN
Ss
N
User attached
Delete SU
failed
NS
=
Pr] suazuno 2243 180g @
0007 Ain{ Bz 06 UOIs.Ie@A,
Not balanced
Delete Stock
Unit failed
N
N
syuode. u013e435S!
0007 AIN[ 8% 0°6 UOIS9A,
pr] suaaunod a2yJO 350g @
eg Beg
“s
Declaration
Complete
Declaration
Abandoned
Declaration
Complete with
Disrecpancy
NEN0SN
Position
Locked
Position
Unlocked
Unlock Failed
Forced Logoff
NINES SN
NINES SN
Report
Confirmed
Report Printed
=
Report
Previewed
Inactive
Rollover Failed
Discrep
Commited
Balance Checks
Failed
voucher/RD
cheques
NE NENSNENESNESNESNSNSNON NSN
Balance Checks
Failed Neg
stock
N
Revaluation
abandoned
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sz4odau uoljeajsiulUpy
>
z
Z
2
ed
cad
g8
23
$3
na
Fa
3
8
8
¥
s
3
e
g
eo
oe
ae
0007 Ain Bz 0'6 YOISaA,
5 a8eq
Pr] suazuno 2243 180g @
*
Cash Ace
Created
Office CAP
rolled
Office CAP Roll
Abandoned
Office Balance
Failed
SENSE NON
Stock Unit
Balancing
S)S)SSI NES
Delete Stock
Unit failed
I week CAP
X
<
2 week CAP
N
SN
3 week CAP
Logon
Logout
Failed Logon
Failed Logout
NECENISEN CEN CCEQCCEGIGEG
NESNENS
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ry Pr
Bag
si}
5 3
a ¢
a 8
“ ia}
a
e
;
sy4ode4 uonjeajsiulpy
Administration reports
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General Administration
Administration reports
Subsection 13
13 Viewing the end of day activity list
Touch End
of Day icon
Touch
——Y______,
¥ icon
When you wish to view the end of day activity list:
® Touch the End of Day icon on the Desktop
The system displays the End of Day activity list
reminder screen.
®@ ‘Touch the ¥ icon.
The system returns to the Desktop.
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Subsection 14
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14 Printing a product list
@
Touch icon sequence to
select Product
Do you want
to preview?
NO Vv
Touch Preview icon
y
Touch X icon
tt
Do you want
to print?
NO v
Report
printed
successfully?
YES
Check printer
When you wish to produce a list of all products for
sale in your office, and a list of all the reference data
changes to products in the last three months:
Select the Product List option by touching the
following sequence of icons
- Reports
- Product List
The Horizon system will display the Report screen.
Decide whether you want to preview the report
If you want to preview the report:
* Touch the Preview icon
* ‘Touch the X icon to return to the Report screen.
Decide whether you want to print the report
If you want to print the report:
* Touch the Print icon
The system will print the report and return to the
Report screen
* Check whether the report has printed
successfully
If the report has not printed successfully:
* Check the printer.
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Administration reports Subsection 14
For information on checking the printer and dealing
1 with printer failure, see Office Administration;
: System failure; Equipment Failure Checklist (dealing
with equipment failure).
¥
Touch ¥ icon
@ Touch the W icon to return to the Reports menu.
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Balancing
Contents
Contents
Page
Balancing
Balancing an individual stock unit
Balancing a stock unit .. 1
Adjusting stock. 16
Checking for discrepancies before balancing .... 18
Individual stock unit declarations
Declaring non-value stock in individual stock units 19
Declaring your stamps .... 22
Declaring your cash 28
Balancing a shared stock unit
Balancing a stock unit ...... 33
Checking for discrepancies before balancing .... 48
Shared stock unit declarations
Declaring non-value stock in shared stock units ... 49
Declaring stamps and stock 54
Declaring your cash 64
General stock unit activities
Checking and producing outstanding summaries . 70
Rolling over an inactive stock unit..... 75
Producing a stock unit balance snapshot 77
Cash Account production
Confirming non-value stock 79
Producing an office snapshot......... 82
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Balancing
Contents
Page
Producing a Cash Account 84
Extending the Cash Account Period (CAP) 90
Making changes to the Cash Account after stock unit balanc 92
Miscellaneous
Checking the weekly Cash Account number..... 97
Reprinting an office report 98
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Balancing
Balancing an individual stock unit
Balancing an individual stock unit
Introduction
This booklet contains instructions for making declarations for and balancing individual and shared
stock units, producing an office cash account and miscellaneous stock unit activities such as rolling
over an inactive stock unit.
For information about printing daily summaries and cash account reports see Reports; Weekly
summaries,
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Balancing
Balancing an individual stock unit
Subsection I
Balancing an individual stock unit
I Balancing a stock unit
1.1 Checking that all tasks are completed before balancing
Use this procedure when you need to complete all final tasks on an individual stock unit prior to
balancing.
Before you start this procedure you must:
= check all stock against the system held values (see subsection 2; Adjusting stock);
= declare your cash (see subsection 6; Declaring your cash);
= declare your stamps (see subsection 5; Declaring your stamps)
- declare your non-value stock (see subsection 4; Declaring non-value stock in individual stock
units).
Produce stock unit
snapshot
@ Produce stock unit balance snapshot
For information on producing a stock unit balance
snapshot see subsection 14; Producing a stock unit
balance snapshot.
Move vouchers, RD
cheques and POCL
cheques to suspense @ Move any vouchers, unpaid (RD) cheques or POCL
cheques to the suspense account
For information on dealing with vouchers, unpaid
f (RD) and POCL cheques, see Transactions - Other -
Y Part two; Miscellaneous; RD cheques, Vouchers and
POCL cheques.
Reconcile payments and
receipts with reports e
Reconcile your payments and receipts with the
snapshot report (if any are incorrect, enter or reverse
the relevant transactions)
y
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Balancing
Balancing an individual stock unit
Subsection I
Balancing an individual stock unit
For information on
- entering payments transactions, see Transactions
REFER - Serve Customer ~ Part two; Payment
transactions
- entering receipt transactions, see Transactions -
Serve Customer ~ Part two; Receipt transactions.
- reversing transactions, see Transactions - Other -
Part two; Reversing transactions; Reversing
Y Electronic Point of Sale transactions
Check for outstanding
summaries @ Check whether there are any summaries outstanding
For information on dealing with outstanding
‘ summaries, see subsection 12; Checking and
Vv producing outstanding summaries.
Touch icon sequence to @ Select the Declarations option to check that stamps
select Declarations
and cash are declared by touching the following
icon sequence:
- Stock Balancing
- Declarations
The Horizon system will display a list of all
declarations made.
Any
‘outstanding a
declarations? @ Decide whether there are any outstanding
declarations that do not appear on the list
Ne i
° Y If any declarations are outstanding:
Touch ¥ icon * Touch the Vicon
y
Make outstanding * Make any outstanding declarations.
declarations
Please note: A postage stamp,cash and non-value
I stock declaration must be made before
I the system will allow you to complete
y the balance procedure.
For information on making outstanding declarations
see:
- subsection 6; Declaring your cash,
- subsection 5; Declaring your stamps and
- subsection 4; Declaring non-value stock in
individual stock units
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Balancing
Balancing an individual stock unit
Subsection I
y
Touch ¥ icon
y
Touch Stock Neg/Reval
icon
Negative
stock
listed?
YES
NO v
Note listed errors
y
Touch Vicon
y
Correct errors as
appropriate
y
Touch the ¥ icon.
The Horizon system will return to the Stock
Balancing screen.
Touch the Stock Neg/Reval icon
Check whether the Horizon system is listing any
negative stock or revaluation errors
If the system is listing negative stock or
revaluation errors:
* Note the errors listed
Negative stock can be caused for any of the
following reasons:
- a Remittance has not been brought to account;
for information on Remittances, see Transactions
- Other - Part one booklet; Transfers &
remittances; Dealing with remittances
- a transfer has not been brought to account; for
information on transfers, see Transactions -
Other - Part one booklet; Transfers & remittances;
Transferring cash and stock
- stock levels need adjusting; for information on
adjusting stock see subsection 2; Adjusting stock
* Touch the Vicon
* Correct the errors as appropriate (cither by
reversing transactions or adjusting stock)
Please note: You will not be able to complete a
stock unit balance until negative stock
errors are corrected.
For information on:
- adjusting stock, see subsection 2; Adjusting
stock,
- reversals, see Transactions - Other - Part two
booklet; Reversing transactions; Reversing
Electronic Point of Sale transactions.
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Subsection I
Balancing an individual stock unit
@ Check whether the Horizon system is showing
‘evaluation revaluation errors
errors —
ets The system checks the accuracy of any revaluation of
fixed price products that have taken place during the
current CAP
NO
The system identifies revaluation discrepancies by
checking that the system held balance equals the
system held quantity multiplied by price.
¥ If the system is showing errors:
Note errors listed
* Note the errors listed
Revaluation errors can be a result of any of the
following:
= The revaluation was not carried out
= You have overstated your revaluation
y
Touch ¥ icon
= You have understated your revaluation
* Touch the ¥ icon
y
Correct errors * Correct errors as appropriate by performing the
required revaluation or by reversing an incorrect
revaluation and repeating it correctly
For information on:
- revaluation see Transactions - Other - Part two;
Miscellaneous
- reversals see Transactions - Other ~ Part two;
Y Reversing transactions; Reversing Electronic Point
f Sale transactions
Check for discrepancies OF 9206 WrANSACOnS
in system totals © Check for any discrepancies in the system totals
REFER For information on dealing with discrepancies, see
subsection 8; Checking for discrepancies before
balancing.
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Subsection I
Balancing an individual stock unit
1.2. Producing the stock unit balance
@
Touch icon sequence to
select Bal Report icon
@ Select the Bal Report icon by touching the following
I icon sequence:
- Stock Balancing
- Bal Report
Suspended
session? @ Examine the screen to see whether there is a
suspended session in existence
No The system will display a warning message if there is
a suspended session in existence
If there is a suspended session present:
Touch ¥ icon
* Touch the Vicon
y
Touch Swap icon * Touch the Swap icon
y
Complete the * Complete the suspended session.
suspended session
“Any transfers YES
‘outstanding? 1 @ Examine the screen to see whether there are any
I transfers outstanding
NO The system will display a warning message if there
I are any transfers outstanding.
Touch Vicon If there are outstanding transfers:
* Touch the “icon
y
Touch Yicon * Touch the Vicon.
The system will return to the Stock Balancing screen
y v
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Subsection I
Balancing an individual stock unit
y
Complete transfers. * Complete any outstanding transfers.
Please note: The system will allow a stock unit to
I balance if there are outstanding
I transfers but roll over is limited to the
next BP. To roll the stock over to the
I next CAP the transfer must be accepted
I by the recipient or reversed by the
supplier.
For information on completing outstanding
transfers,
Transfers & remittances; Transferring cash and stock.
see Transactions - Other - Part one booklet;
ransfer to
stock unit in
progress?
@ Examine the screen to see whether there is a transfer
from another stock unit to your stock unit in
progress
NO i The system will display a warning message if there is
i a transfer in progress,
i If there is a transfer to the stock unit in progress:
Touch Vicon * Touch the Vicon
The system will return to the Stock Balancing screen
¥
‘Wait until transfer is * Wait until the transfer is completed.
completed
Please note: Once the transfer has been completed
you will need to enter this before
proceeding further. For information on
entering transfers, see Transactions -
Other - Part one booklet; Transfers &
remittances; Transferring cash and
stock.
Summaries
‘outstanding?
YES
@ Examine the screen to see whether there are any
summaries outstanding
NO The system will display a warning message if there
are any summaries outstanding.
y If there are summaries oustanding:
Touch ¥ icon
* ‘Touch the Vicon
The system will display the Summaries outstanding
screen. The screen displays a picklist of summaries
and indicates which ones are mandatory.
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Subsection I
Balancing an individual stock unit
* Decide whether there are any manadatory
summaries you need to produce
Summaries
to be
produced?
No Please note: You cannot proceed with balancing
until you produce all outstanding
mandatory summaries.
If all of the summaries outstanding are not
YES Y I
i mandatory and you do not wish to produce these
Teach summaries:
Continua * Touch the Continue icon to continue with the
icon
stock unit balance
I oS) * Go to ‘A’ on page 8
Select summary from
picklist
the summary required from the picklist
For information on using picklists, see System
Administration; System features; Using picklists.
y
Produce summary
* Produce the summary required.
REFER If producing a counter daily summary, see Reports;
Daily summaries; Producing a daily counter
summary starting the procedure from the flowchart
box ‘Preview report on screen?’ on page 4 and
finishing after flowchart box ‘Is cut-off required?"
on page 6
If producing a counter weekly summary, see
Reports; Weekly summaries; Producing a weekly
counter summary starting the procedure from the
flowchart box ‘Do you want to preview report?” on
page 15 and finishing after flowchart box ‘Is cut-off
y required?’ on page 18.
Repeat procedure
* Repeat procedure from flowchart box
‘Summaries to be produced?’ on page 7
Please note: Once all summaries have been
produced and cut off, a message will be
displayed advising that there are no
y
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Subsection I
Balancing an individual stock unit
I outstanding summaries.
< G ) If all of the outstanding summaries are
/ non-mandatory and you do not wish to
produce them, touch the Continue
icon to continue with the stock unit
balance.
@ Examine the screen to see whether there are any
declarations outstanding
‘Any
‘outstanding
declarations? The system will display a warning message if there
are any declarations outstanding. A cash, postage
stamp and non-value stock declaration must be
made before the system will allow you to complete
NO
the balance procedure.
y
Touch Y icon
If declarations are outstanding:
* Touch the Vicon
The system will display a list of outstanding
y declarations.
Note any outstanding * Note any outstanding declarations
declarations
y
Touch ¥ icon * Touch the ¥ icon
For information on making outstanding
declarations:
= see subsection 5; Declaring your stamps,
= see subsection 6; Declaring your cash and
= see subsection 4; Declaring non-value stock in
individual stock units
Unpaid
cheques or
vouchers?
Yes @ Examine the screen to see whether there are any
1 unpaid (RD) cheques, POCL cheques or vouchers in
/ the stock unit
NO The system will display a warning message if it
detects any unpaid (RD) cheques, POCL cheques or
vouchers not moved to the suspense account.
If an unpaid cheques, POCL cheques or vouchers
warning message is displayed:
I Touch Vicon
vy I
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Balancing an individual stock unit
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Subsection I
y
Touch ¥ icon
Deal with unpaid
cheques or vouchers
Any
discrepancies
displayed?
YES
NO Ad
Touch “icon
Accept
discrepancies?
YES
y
Touch Prev
icon
y
[Adjust stock
las necessary
y y
© Touch the Vicon
The system will return to the Stock Balancing screen
* Deal with any unpaid cheques or vouchers.
For information on dealing with unpaid cheques
and vouchers, see Transactions - Other - Part two;
Losses, gains & error notices; Dealing with a branch
office loss or gain and Transactions - Other - Part
two booklet; Miscellaneous; RD cheques, Vouchers
and POCL cheques.
Examine the screen to see whether the system has
det
d any discrepancies
If a discrepancies warning message is displayed:
* Touch the Vicon
The system will display the Discrepancies screen
listing discrepancies.
* Decide whether you want to accept the
discrepancies
Please note: Accepting the discrepancies will
change the value of the stock in the
system and will produce an overall
discrepancy when you complete the
balance
If you do not want to accept the discrepancies:
* Touch the Prev icon to return to the Stock
Balancing Screen
* Make adjustments to your stock if necessary
For information on adjusting stock, see subsection
2; Adjusting stock.
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Subsection I
Balancing an individual stock unit
y If you want to accept the discrepancies:
Touch / icon
* Touch the Vicon
The system will commit the discrepancies and make
the required changes to your stock unit.
Are there
negative
eine @ Examine the screen to see whether the Horizon
system has detected negative stock levels
No y If a message is displayed warning that you have
Touch ¥ icon negative stock levels:
* Touch the Vicon
The Horizon system will display a list of your
7 negative stock.
Touch Vicon * Touch the Vicon
The Horizon system will then return to the Stock
Balancing screen.
Correct negative stock
* Correct any negative stock
Negative stock can be caused for any of the
following reasons:
- aremittance or transfer has not been brought
to account (for information on Remittances.
in, see Transactions - Other - Part one;
Transfers & remittances; Dealing with
remittances, for information on dealing with
transfers, see Transactions - Other - Part one;
Transfers & remittance
and stock)
- stock levels require adjusting (for
information on adjusting stocks, see
; Transferring cash
subsection 2; Adjusting stock)
If, when you balance, your revaluation of the
product is not the same as the expected system
value, the system will display a warning message.
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Subsection I
Balancing an individual stock unit
Revaluation
error
message?
@ Examine the screen to see whether the Horizon
system displays a revaluation error warning message
No y If this warning message is displayed:
Touch ¥ icon * Touch the Yicon
The Horizon system will display a list of revaluation
errors (errors where you have revalued products to a
v different volume to that which the system expects to
see).
Note revaluation errors
* Note where there are errors (you can use the
i arrow keys to navigate the screen if there is more
Y than one page)
Touch ¥ icon
* Touch the Vicon to return to the Stock Balancing
screen
Yy
Identify incorrect
transaction from log * Identify the incorrect transaction from the
Transaction Log
y
REFER For information on the Transaction Log, see Reports;
Administration reports; Producing a transaction log
report.
Reverse transaction
using existing reversal * Reverse the transaction using the existing reversal
procedure
For information on reversals, see Transactions -
Other - Part two; Reversing transactions; Reversing
Electronic Point of Sale transactions.
y
Repeat revaluation
transaction correctly * Repeat the revaluation transaction for the correct
value
y v
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Subsection I
Balancing an individual stock unit
For information on revaluation, see Transactions -
Other - Part two; Miscellaneous; Updating reference
data (including uprating and downrating stock).
If the value of the original revaluation transaction
was too low, you can carry out a second transaction
for the additional amount of the revaluation. If the
original revaluation was too high, it must be
reversed and entered correctly. The correct volumes
must be recorded for system revaluation.
Please note: There is no way of changing the system
Touch ¥ icon total once you have agreed it.
@ Touch the Vicon
© Decide whether you want to preview the balance
report
Al If you wish to preview the balance report:
Touch Preview icon
NO
* ‘Touch the Preview icon
You can move around the preview screen using the
§F icon.
y
Touch X icon
* ‘Touch the X icon.
The system will re-display the Produce Report:
Balance Report screen.
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Subsection I
Balancing an individual stock unit
Print
balance
report?
@ Decide whether you want to print the balance report
YES I
v If you do not want to print the balance report:
Touch Desktop icon * ‘Touch the Desktop icon to abandon the balance
report and return to the Desktop.
Please note: If you do not print the report and
abandon the balance at this point, you
will need to carry out the whole
balance process again from the
y beginning
Touch Print icon
@ Touch the Print icon
The Horizon system will produce a report for
checking purposes. You do not need to keep this
report.
The system will then re-display the Produce Report:
Balance Report screen.
Do you wish YES
to rollover? — @ Decide whether you want to roll over the stock unit
to the next Cash Account Period (CAP) or Balance
NO Period (BP)
Please note: If you do not select Roll Over, your
balance will be treated as a trial report.
You will then need to repeat the
balance procedure and roll over to the
next CAP before completing the Cash
Account.
y If you want to roll over the stock unit:
Touch Rollover icon
* Touch the Rollover icon
The system will produce a final balance report
automatically. This can be reprinted by using the
reprint function.
REFER For information on reprinting an office report, see
subsection 21; Reprinting an office report.
y v
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Subsection I
Balancing an individual stock unit
Roll over to
CAPD * Decide whether you want to roll over the stock
next CAP?
unit to the next CAP
Please note: You cannot roll into a CAP more than
NO
one week ahead of the Cash Account.
If you wish to roll over the stock unit to the next
CAP:
Please note: This option should only be selected
when there is no possibility that the
stock unit will be needed again in the
y present CAP
Touch Next
CAP icon * Touch the Next CAP icon.
The system will display the Rollover OK screen.
If you wish to roll over the stock unit to the next
BP:
Please note: Roll over to the next BP allows the
stock unit to be used again in the
v present CAP.
Touch Next BP icon @ Touch the Next BP icon
The system will display the Rollover OK screen.
~t
Touch Vicon
@ Touch the Vicon.
The system will re-display the Produce Report:
(A Balance Report screen.
Touch Vicon
® Touch the Vicon.
y
Datestamp and sign
balance report @ Datestamp and sign the printed balance report
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Balancing an individual stock unit
Balancing an individual stock unit Subsection I
Y
Keep reportin office for
‘two years
@ Keep the report in your office for two years for
reconciliation purposes
/ If any discrepancies are generated as a result of a
stock unit balance, see Transactions - Other - Part
I two; Losses, gains & error notice:
Dealing with a
I branch office loss or gain, or see Transactions -
vy Other - Part two; Losses, gains & error notices;
Dealing with I
branch offices.
sses or gains in offices other than
If any errors are found that need to be corrected
after the final balance report has been produced, see
subsection 19; Making changes to the Cash Account
after stock unit balance.
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Subsection 2
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2 Adjusting stock
When, as part of stock balancing or while making a stock check, you need to adjust the system-
derived stock totals to make them match the actual totals for a stock unit:
Please note: _As the system maintains a constant state of balance, any alterations to stock levels
result in a corresponding cash increase or decrease. Therefore when adjusting
stock, you should always do so before declaring your cash.
©
Touch icon sequence to
select Adjust Stock
Gdjustments to stock
fired?
NO
y
Touch stock item in list
y
Touch Edit icon
Y
Enter value or quantity,
then touch “ icon
il
Repeat procedure
® Select the Adjust Stock option by touching the
following icon sequence:
- Stock Balancing
- Adjust Stock
The system will display the Adjust Stock on Hand.
screen, showing the current system values and
quantities for each stock item.
You can use the arrow icons to move up and down
the list.
® Check your actual stock against the details on the
screen to decide whether you need to make any
adjustments
If adjustments to stock are required:
* Touch the first stock item to be adjusted
The screen will display a list of stock that can be
adjusted. If the list extends over several pages, you
can use the arrow icons on the right side of the
screen to scroll up and down the list of stock.
* Touch the Edit icon
* Enter the new quantity or value for the item and
touch the icon
Please note: If the product is a fixed value, only the
volume can be altered.
If the product is an open value, only
the value can be altered.
+ Repeat the procedure from the flow-chart box
“Any adjustments to stock required?’ on page 16
until all stock adjustments have been made.
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Balancing an individual stock unit
Subsection 2
Balancing an individual stock unit
y
Touch Finish icon
@ Touch the Finish icon to return to the Stock
Balancing menu.
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Subsection 3
Balancing an individual stock unit
3. Checking for discrepancies before balancing
When you need to check for discrepancies between
the system-derived total for stamps and cash, and
your declarations, before balancing an individual
stock unit:
Please note: Stock declaration is not available for
individual stock units. Therefore the
Horizon system will not check for any
stock discrepancies at this stage.
Stamp discrepancies will only be
displayed if a declaration of stamps has
taken place in the same Cash Account
week.
Touch icon sequence to @ Select the Discrepancies option by touching the
select Discrepancies following icon sequence:
- Stock Balancing
- Discrepancies
@ Examine the screen to see whether the Horizon
displayed?
system is displaying a picklist of discrepancies
A check is automatically made for stamp
I discrepancies when you run a balance report.
YES
I For information on using picklists, see System.
Administration; System features; Using picklists
REFER i . .
If no discrepancies are found:
A message will be displayed if no discrepancies are
y found.
Touch ¥
ouen #7 teon * Touch the V icon.
The Horizon system will return to the Stock
Balancing screen.
y ® Touch the ¥ icon when you have finished checking
Touch V icon the list of discrepancies
The Horizon system will return to the Stock
Balancing screen
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Subsection 4
4 Declaring non-value stock in individual stock units
Use this procedure when you need to declare non-value stock for an individual stock unit at the
end of a CAP or when your stock is balanced:
Non-value stock must be declared before a stock unit can be balanced and rolled over.
Please note: _It is essential that non-value stock is declared accurately as this information is
transmitted to SAPADS and will be used for stock replenishment purposes
Touch icon sequence to
select Decl Non-Val
‘Non-value
stock to be
declared?
YES
y
Touch ¥ icon
New
declaration
required?
YES
y
Select previous
declaration
¥
Touch Make New
Declaration icon
Se
y
® Select the Declare Non-Value Stock option by
touching the following icon sequence:
= Stock Balancing
- Decl Non-Val
® Decide whether there are non-value stock items to
be declared
If there are no non-value stock items to be declared,
the system will display a message saying that there
are no non-value stock items that need to be
declared.
If there are no non-value stock items to be
declared:
* Touch the V icon to end the procedure.
® Decide whether this is a new declaration
Non-value stock declarations are carried forward
from the previous CAP, allowing you to edit previous
declarations made in the current CAP or previous
CAR
If this is not a new declaration:
* Select the previous declaration from the
Declarations screen.
If this is a new declaration:
@ Touch the Make New Declaration icon
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Sub: ion 4 ra . .
ubsection Individual stock unit declarations
y
Touch ¥ icon
®@ Touch the ¥ icon
y
Select line to be edited
@ Select the appropriate non-value stock item from the
displayed pick list
For information on using pick lists, see System
Administration; System features; Using picklists.
¥
Touch Edit icon and
enter quantity ® Touch the Edit icon and enter the quantity
y
Touch ¥ icon
® Touch the ¥ icon
® Decide whether there are any further non-value
items to enter
Repeat procedure
Pear If there are any further items to enter:
* Repeat the procedure from the flow chart box
“Touch icon sequence to select Decl Non-Val’ on
A page 19.
Touch v (Finish) icon
@ Touch the ¥ (Finish) icon
10 you want
to preview
report?
® Decide whether you want to preview the non-value
I stock report on the screen
No y If you want to preview the report:
Touch Preview icon
14
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Subsection 4
y
Touch X icon
Do you want
to print
report?
NO
y
Touch Print icon
~ I
y
Touch ¥ icon
If the:
scroll through the pages.
is more than one page, use the ® icon to
* Touch the X icon to exit from the report preview.
Decide whether you want to print the non-value
stock report
Please note: It is advisable to print the report if you
need to re-enter values.
If you want to print the non-value stock report:
* Touch the Print icon
Touch the ¥ icon
The Horizon system will display the Stock Balancing
menu.
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Subsection 5 eos * .
ubsection Individual stock unit declarations
5 Declaring your stamps
Use this procedure when you need to declare the value of the stamps in your stock unit (excluding
First and Second Class stamps) at the time of balancing.
For information on declaring stock and stamps for shared stock unit balancing, see subsection 10;
Declaring stamps and stock.
For information on how to declare your cash, see subsection 6; Declaring your cash.
If you discover, before balancing the stock unit, that you have made a mistake in your declaration
of stamps , use the Adjust Stock option to change the declared figures. For information on
adjusting stock, see subsection 2; Adjusting stock.
©
Touch icon sequence to
select Decl Stamp @ Select the Decl Stamp option by touching the
following icon sequence:
- Stock Balancing
Has
declaration
previously been
made?
Yes - Decl Stamp
© Check to see whether a declaration of stamps has
been made previously
NO
Ifa declaration has previously been made the system
will offer the previous declaration.
If no previous stamp declaration has been made, the
system offers a blank declaration with no values
shown against the items in the picklist.
If the system displays a previous declaration:
* Decide whether you want to edit the declaration
If you do not want to edit the declaration:
Touch Finish
wy * Touch the Finish (VW) icon to keep the previous
icon
declaration
Co) * Go to next ‘A’ on page 24.
If you do want to edit the declaration:
Select line to be edited
* Select the line to be edited in the picklist
For information on picklists, see System
Administration; System features; Using picklists.
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Subsection 5
Individual stock unit declarations
v
Touch Edit icon
© Touch the Edit icon
The screen displays the Edit box
y
Enter new volume
+ Enter the new volume of stamps
y
Touch ¥ icon
* Touch the ¥ icon
More
items to be
edited?
* Check whether there are more items where the
declaration needs editing
’ y
No I If you have more items to edit:
i Repeat
I procedure * Repeat the procedure from the flow-chart box
I “Select line to be edited’ on page 22.
Yy If you do not want to edit more items:
Touch Finish (¥ ) icon
* Touch the Finish (V) icon to replace the
previous declaration
oS * Go to ‘A’ on page 24.
If a declaration has not been made previously:
The Declare Stamps on Hand picklist is displayed,
showing all the current stamps available.
Until you make any entries the stamp values shown
are nil. Use the arrow icons to scroll up and down
the picklist.
‘Any stamps
to declare? 1 ® Decide whether you have any stamps to declare
v If you have stamps to declare:
No Touch item to select it
* ‘Touch an item in the picklist to select it
For information on picklists, see System
Administration; System features; Using picklists.
v v
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Subsection 5
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y
Touch Edit icon
y
Enter volume, then
touch ¥ icon
Further
stamps to
declare?
Repeat procedure
y
Touch Finish icon
}o stamps
match system
figures?
YES
ne)
y
Touch ¥ icon
© Touch the Edit icon
The screen will display the edit box
* Enter the current volume for the item, then
touch the ¥ icon
* Decide whether you have further stamps to
declare
If you have further stamps to declare:
* Repeat the procedure from the flow-chart box
“Any stamps to declare?’ on page 23.
Touch the Finish icon
Decide whether your declaration of stamps matches
the stamps calculated by the Horizon system
If you have provided a declaration that does not
match the total held on the Horizon system, a
Confirm Loss/Gain screen tells you that if you
continue, the system will present a list of
discrepancies for confirmation.
If there is a discrepancy:
* Touch the ¥ icon
The system displays a discrepancy list showing the
total of the loss or gain caused by the discrepancy.
Page 24
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Subsection 5
Re-enter
stamps or
edit?
NO
Note
discrepancy
Touch ¥
icon
y
Touch Exit
icon
Touch
Declare
Stamps icon
[Check I
figures and
amend
y
Touch ¥
icon
y
Repeat
process
y
Touch Confirm icon
i ee
y
* Check your stamps to see if you need to re-enter
or edit the stamps on hand.
If you need to re-enter or edit the stamps on hand:
* Make a note of the discrepancy
* Touch the ¥ icon
* ‘Touch Exit icon
* ‘Touch the Declare Stamps icon
* Check the figures entered and use the Edit option
(or retype) to amend them where necessary.
* Touch the ¥ icon
+ Repeat the process from the flowchart box ‘Do
stamps match system figures?’ on page 24.
If you need to accept the discrepancy because your
declared figures are a true count of the actual
stamps on hand:
* ‘Touch the Confirm option to accept the
discrepancy and adjust the system's view of
stamps on hand
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Subsection 5
Individual stock unit declarations
Preview
report? ® Decide whether you want to preview a declaration
report of the stamps on hand on the screen
y
j Touch Preview icon If you want to preview the report:
I * Touch the Preview icon
/ If you need to move around the report, use the ®
I Y icon.
I Touch X icon * Touch the X icon to exit the report preview.
——————
Print
declaration S,..“ES.
report?
@ Decide if you want to print a declaration report of
the stamps on hand
NO
I Please note: You are advised to print the report.
v
Touch Print icon
If you want to print the report:
* Touch the Print icon
———————
Touch ¥ icon
® Touch the ¥ icon.
The system displays the Stock Balancing menu.
® Decide whether you want to make the system-
derived postage figures the same as the actual figures
The system uses the last declaration you make when
the stock unit is balanced.
Please note: If you do not make the system-derived
figures match your actual postage at
this point, the difference will cause a
discrepancy when you balance.
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Subsection 5
Yy
Adjust system-derived
stock levels
REFER’
If you want to make the system-derived figures
match the actual figures:
Please note: The system-held totals must match the
actual stock holdings.
+ Adjust the system-derived stock levels to reflect
your actual stock holdings.
For information on adjusting stock, see subsection
2; Adjusting stock.
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Sub: tion 6 ra . .
ubsection Individual stock unit declarations
6 Declaring your cash
Use this procedure when you need to record the amount of cash in your individual stock unit, for
balancing purposes.
You should declare your cash as the final stage of an individual stock unit balance.
subsection 11; Declaring
For information on declaring cash for shared stock unit balancing, s
your cash.
For information on how to enter your cash at the end of the day, see Reports; Daily summaries;
Producing a daily counter summary.
Touch icon sequence to
select Decl Cash
@ Select the Decl Cash option by touching the
following icon sequence:
- Stock Balancing
- Decl Cash
Has
declaration YES
® Check to see whether a declaration of cash has been
previously been
made? made previously
No . .
Ifa declaration has been made previously:
The system will offer the previous declaration.
Previous no If the system displays a previous declaration:
declaration needs * Decide whether you want to edit the declaration
editing?
YES I
¥ If you do not want to edit the declaration:
Touch Finish . -
(W) icon * Touch the Finish (V7) icon to keep the previous
declaration
& ‘To confirm the declaration go to next ‘A’ on page 30
Y If you do want to edit the declaration:
Select line to be edited
* Select the line to be edited in the picklist
For information on picklists, see System
( Administration; System features; Using picklists.
v v
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Subsection 6
y
Touch Edit icon
y
Enter new volume/value
y
Touch ¥ icon
items to be
edited?
Repeat
procedure
Touch Finish (7) icon
Touch denomination in
list
y
© Touch the Edit icon
The screen displays the Edit box
* Enter the new volume/value of cash
* Touch the ¥ icon
* Check whether you have more denominations of
cash to edit
If you have more denominations of cash to edit:
* Repeat the procedure from the flow-chart box
“Select line to be edited’ on page 28.
If you do not wish to edit more cash
denominations:
* ‘Touch the Finish (¥ ) icon to replace the
previous declaration.
* Go to next ‘A’ on page 30
If a declaration has not been made previously:
The Declare Cash on Hand picklist is displayed with
all values and quantities set to zero and the first cash
item highlighted
Use the arrow icons to move up and down the pages
of the list.
Decide whether you have any cash to declare against
the denominations listed
If you have cash to declare:
* Touch the denomination in the picklist to select it
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Subsection 6
Individual stock unit declarations
For information on picklists, see System
Administration; System features; Using picklists.
y
Touch Edit icon
* Touch the Edit icon
The screen will display the Edit box.
v
Enter current value
* Enter the current value for the denomination
y
Touch ¥ icon
* Touch the ¥ icon
Correct
amount
entered? * Examine the
n to see whether you have
entered the correct amount
The system will advise you if the value entered is not
a multiple of or equal to a single item.
If you have entered an incorrect amount:
Touch ¥ icon
* Touch the ¥ icon
y
Repeat procedure
* Repeat the procedure from the flow-chart box
“Touch denomination in list’ on page 29.
YES
> ®@ Decide whether you have cash for any other
denominations listed
No y If you have more cash to declare:
Repeat procedure
* Repeat the procedure from the flow-chart box
“Touch denomination in list’ on page 29.
y
Touch ¥ (Finish) icon
® Touch the V (Finish) icon.
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Individual stock unit declarations
® Decide whether your declaration of cash matches the
cash calculated by the Horizon system
‘Does cash
match system
If you have provided a declaration that does not
figures?
I match the total held on the Horizon system, a
I Confirm Loss/Gain screen will tell you that if you
YES
I continue, the system will present a list of
discrepancies for confirmation.
If the declaration does not match that calculated
by the Horizon system:
Confirm
declaration?
* Decide whether you want to confirm your
declaration
Yes y If you do not want to confirm your declaration
(and you want to re-enter your cash):
Touch
Vv icon * Touch the ¥ icon
The system will display the Discrepancies screen
y
Touch on.
Connn * Touch the Confirm icon
icon The system will display the Produce Report screen
—v
Touch Exit * Touch the Exit icon
icon
The system will display the Stock Balancing screen
Y
Touch Decl * Touch the Decl Cash icon
Cash icon
Y
The system will display the declaration picklist.
Repeat + Repeat the procedure from the flow-chart box
procedure ‘Has declaration previously been made?’ on page
28.
y If you want to confirm your declaration:
Touch ¥ icon
* Touch the ¥ icon
The system will display the Discrepancies screen
showing the amount by which your declaration
y
Touch Confirm icon
differs from that on the system.
* Touch the Confirm icon
os a
y
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Subsection 6
Individual stock unit declarations
Preview YES @ Decide whether you want to preview a declaration
report? I report of the cash on hand on the screen
If you want to preview the report:
No Touch Preview icon
* ‘Touch the Preview icon
' If you need to move around the report, use the #
icon.
Touch X icon
* Touch the X icon to exit the report preview.
a
rine ves @ Decide if you want to print a declaration report of
report? —— the cash on hand
Please note: You are advised to print the report.
NO .
Yy If you want to print the report:
y' P} Ps
Touch Print icon
* ‘Touch the Print icon.
—_————!
¥
Touch Exit icon ® Touch the Exit icon
The system will display the Stock Balancing menu.
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Subsection 7
Balancing a shared stock unit
7 Balancing a stock unit
7.1. Checking that all tasks are completed before balancing
Use this procedure when you need to complete all final tasks on a shared stock unit prior to
balancing.
Please note: Only one user can be logged on to a shared stock unit when completing a balance
Additional users must be logged off.
You must first declare stamps, cash and non-value stock, see subsection 10; Declaring stamps and
stock and subsection 11; Declaring your cash.
Produce stock unit
snapshot @ Produce a stock unit snapshot
For information on producing a stock unit snapshot,
see (see subsection 14; Producing a stock unit
balance snapshot).
v
Move vouchers, RD
cheques and POCL
cheques to suspense
@ Move any vouchers, unpaid (RD) cheques or POCL
cheques to the suspense account
For information on dealing with vouchers, unpaid
(RD) cheques and POCL cheques, see Transactions -
I Other - Part two; Miscellaneous; RD cheques,
Vouchers and POCL cheques.
Reconcile payments and
receipts with report @ Reconcile your payments and receipts with the
T snapshot report, entering missing or reversing
incorrect transactions as necessary.
For information on:
- entering payments transactions, see Transactions
Serve Customer - Part two; Payment
transactions
- entering receipt transactions, see Transactions -
Serve Customer - Part two; Receipt transactions
- reversing transactions, see Transactions - Other -
I Part two; Reversing transactions; Reversing
Electronic Point of Sale transactions.
y
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Subsection 7
Balancing a shared stock unit
@ Check whether there are any summaries outstandin,
Check for outstanding y g
summaries
For information on dealing with outstanding
summaries, subsection 12; Checking and producing
outstanding summaries.
@ Select the Declarations option (to check that all parts
of the stock are declared) by touching the following
icon sequence:
Touch icon sequence to
select Declarations
- Stock Balancing
- Declarations
The Horizon sy:
stem will display a list of all cash and
stock declarations made. You must ensure that a
declaration of postage stamps, cash and non-value
stock is made for all parts of a shared stock unit.
Any
outstanding
declarations? @ Examine the screen to see whether any outstanding
I declarations are listed
No Y
Touch ¥ icon
If any declarations are outstanding:
* Touch the ¥ icon
y
Make outstanding
declarations * Make the outstanding declarations.
I Please note: If you make an unnecessary
i declaration, you must redeclare this as
nil, or you will cause a discrepancy.
For information on making outstanding declarations
see:
- subsection 11; Declaring your cash,
- subsection 10; Declaring stamps and stock and
Y - subsection 9; Declaring non-value stock in
Touch V icon shared stock units
® Touch the ¥ icon
The Horizon system will return to the Stock
Balancing screen.
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Balancing a shared stock unit Subsection 7
y
Touch Stock Neg/Reval
icon
@ Touch Stock Neg/Reval icon
Negative
stock
listed?
@ Examine the screen to see whether the Horizon
system is listing any negative stock or revaluation
errors
If the system is listing negative stock or
revaluation errors:
Note listed errors * Note the errors listed
Negative stock can be caused by any of the following
reasons:
- a Remittance has not been brought to account;
for information on Remittances in, see
‘Transactions - Other - Part one booklet; Transfers
& remittances; Dealing with remittances
- a transfer has not been brought to account; for
information on transfers, see Transactions -
Other - Part one booklet; Transfers & remittances;
‘Transferring cash and stock
- stock levels require adjusting
Touch ¥ icon
* Touch the ¥ icon
y
Correct errors as
appropriate + Correct the errors as appropriate (either by
reversing transactions or adjusting stock)
Please note: You will not be able to complete a
stock unit balance until negative stock
errors are corrected.
For information on:
- adjusting stock: see subsection 2; Adjusting
I stock.
- reversals: see Transactions - Other - Part two
booklet; Reversing transactions; Reversing
Electronic Point of Sale transactions.
v
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@ Check whether the Horizon system is showing
A revaluation errors
Revaluation
errors ny
errors The system checks the accuracy of any revaluation of
iste
fixed price products that have taken place during the
current CAP.
NO
The system identifies revaluation discrepancies by
checking that the system held balance equals the
system held quantity multiplied by price.
Y If the system is showing errors:
Note errors listed * Note the errors listed
Revaluation errors can be a result of any of the
following:
- The revaluation was not carried out
- You have overstated your revaluation
y
Touch ¥ icon
= You have understated your revaluation
* Touch the ¥ icon
y
Correct errors * Correct errors as appropriate by performing the
required revaluation or by reversing an incorrect
revaluation and repeating it correctly
For information on:
- revaluation see Transactions - Other - Part two;
Miscellaneous
- reversals see Transactions - Other ~ Part two;
y Reversing transactions; Reversing Electronic Point
Touch W icon of Sale transactions
@ Touch the Vicon
y The Horizon system will return to the Stock
'" Balancing screen.
Check for discrepancies $s
in system totals @ Check for any discrepancies in the system totals
For information on dealing with discrepancies, see
subsection 8; Checking for discrepancies before
y balancing.
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Subsection 7
7.2. Producing the stock unit balance
Use this procedure when you need to produce a stock unit balance for a shared stock unit:
Touch Bal Report icon
Suspended
session? a
No i
vy
Touch ¥ icon
y
Touch Swap icon
y
Complete suspended
session
‘Any transfers
‘outstanding?
NO v
Touch Y icon
y
Touch ¥ icon
y v
@ ‘Touch the Bal Report icon
@ Examine the screen to see whether there is a
suspended session in existence
The system will display a warning message if there is
a suspended session in existence.
If there is a suspended session present:
* Touch the ¥ icon
* Touch the Swap icon
* Complete the suspended session.
@ Examine the screen to see whether thei
e are any
ransfers outstanding
The system will display a warning message if there
are any transfers outstanding.
If there is are outstanding transfers:
* Touch the ¥ icon
* Touch the ¥ icon
The system will return to the Stock Balancing screen
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y
Complete transfers
ransfer tO
stock unit in
progress?
NO I
Touch Y icon
y
Wait until transfer is
completed
Summaries YES
outstanding?
No
y
Touch W icon
* Complete any outstanding transfers.
Please note: The system will allow a stock unit to
balance if there are outstanding
transfers, but roll over is limited to the
next BP. To roll the stock over to the
next CAP the transfer must be accepted
by the recipient or reversed by the
supplier.
For information on completing any outstanding
transfers, see Transactions - Other - Part one;
‘Transfers & remittances; Transferring cash and stock.
Examine the screen to see whether there is a transfer
in progress from another stock unit to your stock
unit
The system will display a warning message if there is
a transfer in progress.
If there is a transfer to the stock unit in progress:
* Touch the ¥ icon
The system will return to the Stock Balancing screen.
* Wait until the transfer is completed.
Please note: Once the transfer has been completed
you will need to enter this before
proceeding further. For information on
entering transfers, Transactions - Other
- Part one; Transfers & remittances;
Transferring cash and stock.
Examine the
summaries outstanding
reen to see whether there are any
The system will display a warning message if there
are any summaries outstanding.
If there are summaries outstanding:
* Touch the ¥ icon
The system will display the Summaries outstanding
screen. The screen displays a picklist of summaries
and indicates which ones are mandatory.
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y
Summaries
to be
produced?
NO
Touch
Continue
icon
©
Select summary from
picklist
y
Produce summary
Y
Repeat procedure
—————
* Decide whether there are any mandatory
summaries you need to produce
Please note: You cannot proceed with balancing
until you produce all outstanding
mandatory summaries.
If all of the summaries outstanding are not
mandatory and you do not wish to produce these
summaries:
* Touch the Continue icon to continue with the
stock unit balance
* Go to ‘A’ on page 40
the summary required from the picklist
For information on using picklist, see System
Administration; System features; Using picklists.
* Produce the summary required.
If producing a counter daily summary see Reports;
Daily summaries; Producing a daily counter
summary starting the procedure from the flowchart
box ‘Preview report on screen?’ on page 4 and
finishing after flowchart box ‘Is cut-off required?”
on page 6
If producing a counter daily summary see Reports;
Weekly summaries; Producing a weekly counter
summary starting the procedure from the flowchart
box ‘Do you want to preview report?” on page 15
and finishing after flowchart box ‘Is cut-off
required?’ on page 18.
* Repeat procedure from flowchart box
Please note: Once all summaries have been
produced and cut off, a message will be
displayed advising that there are no
outstanding summaries.
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If all of the outstanding summaries are
“. G ) non-mandatory and you do not wish to
produce them, touch the Continue
icon to continue with the stock unit
balance.
‘Any
outstanding
dedarations? @ Examine the screen to see whether thei
jeclarations?
© are any
declarations outstanding
NO The system will display a warning message if there
are any declarations outstanding. You must ensure
that a declaration of postage stamps, cash and non-
value stock is made for all portions of a shared stock
unit before the system will allow you to complete
the balance procedure.
Please note: If a declaration has already been made
for a portion of a stock and you
accidentally include that portion in
further declarations using a separate ID,
you must overwrite the original
declaration with zero values.
y If any declarations are outstanding:
Touch ¥ icon
* Touch the ¥ icon
The system will display a list of outstanding
y declarations
Note outstanding * Note any outstanding declarations
declarations
¥
Touch ¥ icon * Touch the ¥ icon
I * Make the outstanding declarations.
For information on making declarations, see
subsection 10; Declaring stamps and stock and
subsection 11; Declaring your cash.
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Balancing a shared stock unit
@ Examine the screen to see whether there are any
unpaid (RD) cheques, POCL cheques or vouchers in
I the stock unit
Unpaid
cheques or
vouchers?
NO The system will display a warning message if it
I detects any unpaid (RD) cheques, POCL cheques or
I vouchers not moved to the suspense account.
I If an unpaid cheques, POCL cheques or vouchers
y warning message is displayed:
Touch W icon
* Touch the ¥ icon
y
Touch ¥ icon * Touch the ¥ icon
The system will return to the Stock Balancing screen
¥
Deal with unpaid * Deal with the unpaid cheques or vouchers.
cheques or vouchers
For information on dealing with unpaid vouchers
and cheques, see Transactions - Other - Part two;
Miscellaneous; RD cheques, Vouchers and POCL
cheques.
Are other
users logged
on?
YES
@ Examine the screen to see whether the system has
detected that other users are currently logged on to
the stock unit
NO
Please note: There must not be more than one user
producing a stock unit balance.
If a message is displayed warning that other users
Y are also logged on:
Log off other users * Log off all other users before continuing with the
balance.
For information on logging out of the system, see
System Administration; Accessing the system;
v Logging on and logging out.
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Balancing a shared stock unit
@ Examine the screen to si
det
e whether the system has
d any discrepanci
discrepancies
displayed?
NO Y If a discrepancies warning message is displayed:
Touch ¥ icon * Touch the ¥ icon
The system will display the Discrepancies screen
listing discrepancies.
* Decide whether you want to accept the
Accept
NO
discrepancies? >”
discrepancies.
I Please note: Accepting the discrepancies will
Yes I change the value of the stock in the
I system and will produce an overall
discrepancy when you complete your
I balance.
v If you do not want to accept the discrepancies:
Touch Prev * Touch the Prev icon to return to the Stock
icon Balancing Screen
¥
Make * Make any necessary adjustments to your stock
adjustments
to stock The adjustments can be one or more of the
I following:
- new declarations
- redeclarations
- stock adjustments
- stock item sales
- reversals
For information on:
- declarations, see subsection 10; Declaring stamps
and stock and subsection 11; Declaring your
cash.
- adjusting stock, see subsection 2; Adjusting
stock.
- selling stock items, see Transactions - Serve
Customer - Part three; Stock transactions; Selling
stock items.
- reversals, see Transactions - Other - Part two;
Reversing transactions; Reversing Electronic Point
of Sale transactions.
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y
Touch ¥ icon
Are there
negative
stock levels?
NO
y
Touch ¥ icon
y
Touch ¥ icon
y
Correct negative stock
y
REFER)
If you want to accept the discrepancies:
* Touch the ¥ icon.
The system will commit the discrepancies and the
changes to stock levels will be recorded.
Examine the screen to see whether the Horizon
system has detected negative stock levels
Ifa message is displayed warning that you have
negative stock levels:
* Touch the ¥ icon
The Horizon system will display a list of your
negative stock.
* Touch the ¥ icon
The Horizon system will return to the Stock
Balancing screen.
* Correct any negative stock.
Stock levels can be negative for any of the following
reasons:
- aremittance has not been brought to account; for
information on Remittances in, see Transactions -
Other - Part one; Transfers & remittances;
Dealing with remittances
- a transfer has not been brought to account; for
information on performing transfers, see
‘Transactions - Other - Part one; Transfers &
remittances; Transferring cash and stock
- stock levels require adjusting; for information on
adjusting stock see subsection 2; Adjusting stock
Ifa revaluation of stock has taken place and your
revaluation of a product is not the same as the value
expected by the system, a revaluation error message
will be displayed.
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Revaluation
error
message?
@ Examine the screen to see whether the Horizon
system displays a revaluation error warning message
NO The Horizon system will display a list of where there
are revaluation errors (errors where you have
revalued products to a different volume to that
which the system expects to see)
If this warning message is displayed:
Touch V icon
* Touch the ¥ icon
I The Horizon system will display a list of revaluation
y
Note revaluation errors
errors
* Note where there are errors (you can use the
arrow keys to navigate the screen if there is more
than one page)
y
Touch ¥ icon
* Touch the ¥ icon to return to the Stock
Balancing screen
y
Identify incorrect
transaction from log * Identify the incorrect transaction from the
T Transaction Log
For information on the Transaction Log, see Reports;
Administration reports; Producing a transaction log
report.
Reverse transaction
using existing reversal * Reverse the transaction using the existing reversal
procedure
For information on reversal procedures, see
y
Transactions - Other - Part two; Reversing
transactions; Reversing Electronic Point of Sale
transactions.
Repeat revaluation
transaction correctly * Repeat the revaluation transaction for the correct
; value.
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y
Touch W icon
YES
Y
Touch Preview icon
y
Touch X icon
Touch Desktop icon
y
Touch Print icon
y
For information on revaluation, see Transactions -
Other - Part two; Miscellaneous; Updating reference
data (including uprating and downrating stock).
Please note: If the value of the original revaluation
transaction was too low, you can carry
out a second transaction for the
additional amount of the revaluation:
The correct volumes must be recorded
for system revaluation. There is no way
of changing the system total once you
have agreed it
Touch the ¥ icon
Decide whether you want to preview the balance
report
If you wish to preview the balance report:
* Touch the Preview icon
* ‘Touch the X icon.
You can move around the Preview screen using the
«8 icon
The system will re-display the Produce Report:
Balance Report screen.
Decide whether you want to print the balance report
If you do not want to print the balance report:
* ‘Touch the Desktop icon to abandon the balance
report and return to the Desktop.
Please note: If you do not print the report and
abandon the balance at this point, you
will need to carry out the whole
balance process again from the
beginning.
Touch the Print icon
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: The Horizon system will produce a report for
checking. You do not need to keep this report. The
system will then re-display the Produce Report:
Balance Report screen.
Do you wish .
to roll over? @ Decide whether you want to roll over the stock unit
to the next Cash Account Period (CAP) or Balance
Period (BP)
NO
Please note: If you do not select Roll Over your
balance will be treated as a trial report
and you will need to repeat the balance
procedure and roll over to the next CAP
before completing the Cash Account.
Y If you want to roll over the stock:
Touch Rollover icon
* Touch the Rollover icon
Please note: This will produce a final balance report
automatically. It may be reprinted using
the reprint function, see subsection 21;
Reprinting an office report.
Roll over to
next CAP? * Decide whether you want to roll over the stock
unit to the next CAP
YES Please note: You cannot roll into a CAP more than
one week ahead of the Cash Account.
If you want to roll over the stock unit to the next
BP:
This will allow the stock unit to be used again in the
¥ present CAP.
Touch next
BP icon * Touch the Next BP icon
The system will display the Rollover OK screen.
If you want to roll over the stock unit to the next
CAP:
Please note: This option should only be selected
when there is no possibility that the
v stock unit will be needed again in the
present CAP
Touch Next CAP icon
@ Touch the Next CAP icon
<——_ The Horizon system will display the Rollover OK
¥ screen.
Touch ¥ icon
@ Touch the ¥ icon.
The system will re-display the Produce Report:
Balance Report scr
n.
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Subsection 7
y
Touch ¥ icon
y
Datestamp and sign
balance report
y
Keep reportin office for
‘two years
Touch the Y icon
Datestamp and sign the printed balance report
Keep the balance report in your office for two years
for reconciliation purposes
If any discrepancies are generated as a result of a
stock unit balance, see Transactions - Other - Part
two; Losses, gains & error notices; Dealing with a
branch office loss or gain, or Transactions - Other -
Part two; Losses, gains & error notices; Dealing with
losses or gains in offices other than branch offices.
If any errors are found that need to be corrected
after the final balance report has been produced, see
subsection 19; Making changes to the Cash Account
after stock unit balance.
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Subsection 8
Balancing a shared stock unit
8 Checking for discrepancies before balancing
When you need to check for discrepancies between
the system-derived totals for stock, stamps and cash,
and your declarations, before balancing a shared
stock unit:
Please note: Discrepancies will only be displayed if
a declaration of stock and/or stamps.
has been made within the same Cash
Touch icon sequence to Account week.
select Discrepancies
® Select the Discrepancies option by touching the
y
following icon sequence:
- Stock Balancing
- Discrepancies
Discrepancies
displayed? @ Examine the screen to see whether the Horizon
system is displaying a picklist of discrepancies
YES *f I A check is automatically made for stock or stamp
discrepancies when you run a balance report.
For information on using picklists, see System
I Administration; System features; Using picklists
i If no discrepancies are found:
A message will be displayed if no discrepancies are
v found.
uch ¥ icon + Touch the ¥ icon.
The Horizon system will return to the Stock
Balancing screen.
Touch ¥ icon
® Touch the ¥ icon when you have finished checking
the list of discrepancies
The Horizon system will return to the Stock
Balancing screen.
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Subsection 9
9 Declaring non-value stock in shared stock units
Use this procedure when you need to declare non-value stock for a shared stock unit at the end of
a CAP or when your stock is balanced.
Non-value stock must be declared before a stock unit can be balanced and rolled over.
Please note:
eo)
Ic is essential that non-value stock is declared accurately as this information is
transmitted to SAPADS and will be used for stock replenishment purposes
Touch icon sequence to
select Decl Non-Val
‘Non-value
stock to be
declared?
YES
Yy
Touch ¥ icon
New
declaration
required?
YES
Select appropriate
declaration
y
y
® Select the Declare Non-Value Stock option by
touching the following icon sequence:
= Stock Balancing
= Decl Non-Val
The system will display a pick list of any previous
declarations, and a new declaration option.
® Decide whether there are non-value stock items to
be declared
If there are no non-value stock items to be declared,
the system will display a message saying that there
are no non-value stock items that need to be
declared.
If there are no non-value stock items to be
declared:
* Touch the ¥ icon to end the procedure
® Decide whether this is a new declaration
Non-value stock declarations are carried forward
from the previous CAP, allowing you to edit previous
declarations made in the current CAP or previous
CAP
Please note: If a stock unit is inactive for one or
more CAPs, the previous declarations
will no longer be available for editing.
If this is not a new declaration:
* Select the declaration that needs editing
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Correct
declaration
selected?
* Decide whether you have selected the correct
previous declaration.
I If you have selected the correct previous
I declaration:
I oO * Goto ‘A’ on page 50.
I If you have not selected the correct previous
y declaration:
Touch Desktop icon * Touch the Desktop icon
y
Repeat procedure * Repeat the procedure from the beginning
v
Select Make New
Declaration line ® Select the Make New Declaration line in the pick list
of declarations
If this is a new declaration:
oO
Touch ¥ icon
® Touch the Y icon
y
Select line to be edited
@ Touch a non-value stock item in the pick list to
select it
For information on using pick lists, see System
Administration; System features; Using picklists.
Touch Edit icon and
enter quantity @ Touch the Edit icon and enter the quantity using
y
Touch ¥ icon
cither the on-screen number pad or the keyboard
®@ Touch the ¥ icon
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Subsection 9
Shared stock unit declarations
ny further
items to
enter?
YES
® Decide whether you have any further non-value
stock items to declare
' If you have any further non-value stock items to
declare:
Repeat procedure
* Repeat the procedure from the flow chart box
“Select appropriate declaration’ on page 49.
Touch ¥ (Finish) icon
® Touch the ¥ (Finish) icon
is Identity
screen @ Examine the screen to see if the Identity ser
displayed?
displayed
NO Please note: The system displays this screen for new
declarations.
Y If the Identity screen is displayed:
Enter appropriate
declaration ID * Enter the appropriate declaration ID
y
Touch ¥ icon * Touch the ¥ icon.
Overwrite
declaration
message?
* Examine the screen to see if there is a message
asking if you wish to overwrite the declaration
Yes The system will display this message if you enter a
I declaration ID that has already been used for a
I previous declaration in this CAP.
y y
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Subsection 9
Shared stock unit declarations
Do you want
to print
report?
Overwrite
declaration?
i Touch X
icon
y
Repeat
/ procedure
Touch ¥ icon
Touch Preview icon
Yo
Touch X icon
y
Touch Print icon
* Decide whether you want to overwrite the
declaration
If you do not want to overwrite the declaration:
* ‘Touch the X icon
The system will display the Identity screen.
* Repeat procedure from the flowchart box ‘Enter
appropriate declaration ID’ on page 51.
If you do want to overwrite the declaration:
* Touch the ¥ icon.
Decide whether you want to preview the non-value
stock report on the screen
If you want to preview the report:
* Touch the Preview icon
If there is more than one page, use the & icon to
scroll through the pages.
* ‘Touch the X icon to exit from the report preview.
Decide whether you want to print the non-value
stock report
Please note: It is advisable to print the report if you
need to re-enter values.
If you want to print the non-value stock report:
* Touch the Print icon.
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Shared stock unit declarations
Touch ¥ icon ® Touch the ¥ icon
The Horizon system will display the Stock Balancing
menu.
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Subsection 10
Shared stock unit declarations
10 Declaring stamps and stock
Use this procedure when you need to declare the value of the stamps and stock in your shared
stock unit (excluding cash) at the end of a Cash Account Period or when your stock is balanced.
Stock declaration is an optional procedure for a shared stock unit and the user may elect to adjust
stock instead. For information on adjusting stock, see subsection 2; Adjusting stock. However, if a
declaration is made for one portion of stock, all other portions must declare too.
You must make a stamp declaration for each part of a shared stock unit. Allocate an identity
number to each stamp declaration.
For information on declaring stamps for individual stock unit balancing, see subsection 5;
Declaring your stamps.
For information on declaring cash, see subsection 11; Declaring your cash.
@
® Decide whether you have any stamps to declare.
Stamps
to
declare?
If you do not:
YES oO * Go to ‘A’ on page 58
If you do:
Touch icon sequence to
select Decl Stamp e
Select the Decl Stamp option by touching the
following icon sequence:
- Stock Balancing
- Decl Stamp
The system will show you a picklist of any previous
declarations, and a new declaration option.
Ifnno previous declaration has been made, the system
will go straight to the new declaration option.
New
declaration NO @ Select the type of declaration required:
required?
- new (this gives you a series of zeros so that you
can enter a new declaration)
YES
- existing (this shows you the previous declaration
for the user ID. The declaration can be edited)
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Shared stock unit declarations
If the system displays a picklist of previous
declarations:
Previous
declaration needs
editing?
NO
: * Decide whether you wish to edit any of the
previous declarations.
Yes I we If you do not wish to edit a previous declaration:
/ Desktop * Touch the Desktop icon to keep the previous
icon declarations as they are.
v If you wish to edit a previous declaration:
Select declaration which
i * Select the declaration which needs editing
needs editing
y
Touch ¥ icon
* Touch the ¥ icon
y
Touch item in picklist
* ‘Touch an item in the picklist to select it.
For information on picklists, see System
Administration; System features; Using picklists.
y
Touch Edit icon
* Touch the Edit icon
The screen will display the Edit box.
y
Enter new volume/value
* Enter the new volume/value
I For fixed price products, you enter the volume. For
¥ open priced products, you enter the value.
Touch ¥ icon
* Touch the ¥ icon
y
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Subsection 10
Shared stock unit declarations
More
items to be
edited?
YES
* Check whether you have more items to edit
v If you have more items to edit:
Repeat + Repeat the procedure from the flow-chart box
I procedure “Touch item in picklist’ on page 55.
If you do not wish to edit more items:
Touch Finish (7) icon
* ‘Touch the Finish (V ) icon to replace the
previous declaration.
(8) * Go to next ‘B’ on page 57
y Ifa declaration has not been made previously:
Touch Make New
Declaration line
®@ Touch the Make New Declaration line in the picklist
y
Touch ¥ icon ® Touch the ¥ icon
The Declare Stamps on Hand picklist will be
displayed, with all values and quantities set to zero
and the first stamp item highlighted. You can use the
arrow icons to move up and down the pages of the
list.
Please note: A separate declaration is required for
each individual allocation of stamps in
Ad the shared stock unit.
Touch item in list e
Touch an item in the picklist to select it
REFER. For information on picklists,
Administration; System features; Using picklists.
ee System
y
Touch Edit icon
@ Touch the Edit icon
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Shared stock unit declarations
y
Enter current volume
and touch / icon
® Enter the current volume for the item, then touch
the ¥ icon
Further
stamps to
declare?
“ ® Decide whether you have further stamps to declare
7 If you have further stamps to declare:
/ Repeat procedure * Repeat the procedure from the flow-chart box
“Touch item in list’ above.
If you have declared all your stamps:
@ Touch the Finish (VW) icon
Touch Finish (7) icon
Enter declaration ID
and touch ¥ icon @ When prompted, enter your Declaration Identity
T then touch the ¥ icon
Please note: You need a separate Declaration
I Identity for each part of a shared stock
I unit. Using the same Declaration
Identity for a second declaration will
overwrite the original declaration. If
I you make a declaration and the stock is
re-used in the same CAP a further
declaration using the original
Declaration Identity must be made.
Preview
report?
@ Decide whether you want to preview a declaration
I report of the stamps in hand
No y
Touch Preview icon
If you want to preview the report:
* Touch the Preview icon
i If you need to move around the report, use the #*
y icon.
Touch X icon
* Touch the X icon to exit from the report
r preview.
y
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Subsection 10
Shared stock unit declarations
® Decide whether you want to print a declaration
YES report of the stamps on hand
Print
declaration
)
report? / Please note: You are advised to print the report if
you need to re-enter stamps.
I Ad If you want to print the report:
Touch Print icon
* Touch the Print icon
—
y
Touch ¥ icon
® Touch the W icon
The Horizon system will now display the Stock
Balancing screen.
‘Any stock
items to
declare?
® Decide whether you have any stock items to declare
Declaration of stock is an optional procedure and
YES you may wish to use Adjust Stock as an alternative.
For information on stock adjustment, see subsection
2; Adjusting stock.
Please note: If a declaration is made for one portion
of stock, all other portions must
declare too. If a declaration has already
been made for a portion of a stock and
you accidentally include that portion in
further declarations using a separate ID
you must overwrite the original
declaration with zero values.
y If you do not have any stock to declare:
* Goto ‘C’ on page 62
Ad
Touch Decl Stock icon If you have stock to declare:
® Touch the Decl Stock icon
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Shared stock unit declarations
Has previous
declaration
been made?,
The system will show you a picklist of any previous
declarations, and a new declaration option.
NO Please note: If no previous declaration has been
made, the system goes straight to the
new declaration option.
New
declaration
required?
* Select the type of declaration required
- new (this will give you a series of zeros so that
NO you can enter a new declaration)
- existing (this will show you the previous
declaration for the ID, which can be edited)
If the system displays a picklist of previous
declarations:
Previous
declaration needs
, ~ * Decide whether you wish to edit any of the
editing?
previous declarations
Yes y . . F .
Touch Finish If you do not wish to edit a previous declaration:
() icon * Touch the Finish (¥ ) icon to keep the previous
declaration.
© * Go to ‘D’ on page 62
Y If you wish to edit the declaration:
Select declaration which
needs editing * Select the declaration which needs editing
Y
Touch ¥ icon
* Touch the ¥ icon
¥
Touch item in picklist
* ‘Touch an item in the picklist to select it
For information on picklists, see System
Administration; System features; Using picklists.
y
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Touch Edit icon * Touch the Edit icon
The screen will display the Edit box.
y
Enter new volume/value
* Enter the new volume/value
y
Touch ¥ icon
* Touch the ¥ icon
items to be
* Check whether you have more items to edit
edited?
NO i
I v If you have more items to edit:
I Repeat
procedure + Repeat the procedure from the flow-chart box
I “Touch item in picklist’ on page 59
Y If you do not wish to edit more items:
Touch Finish (/’) icon
+ ‘Touch the Finish (V ) icon to replace the
T previous declaration.
0) * Go to ‘D’ on page 62
v
Touch Make New Ifa declaration has not been made previously:
Declaration line @ Touch Make New Declaration line
v
Touch ¥ icon
@ Touch the ¥ icon
The Declare Stock on hand list will be displayed,
with all the values and quantities set to zero and the
y first item highlighted. You can use the arrow icons
to move up and down the pages of the list.
Touch item in list
@ Touch an item in the picklist to select it
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Shared stock unit declarations
For information on picklists, see System
Administration; System features; Using picklists.
y
Touch Edit icon
® Touch the Edit icon
¥
Enter current volume/
value ® Enter the current volume/ value
The screen will display the Edit box.
y
Touch ¥ icon
® Touch the ¥ icon
More items
to declare? ® Decide whether you have any more stock items to
declare
I ¥ If you have further stock to declare:
Repeat procedure
i * Repeat the procedure from the flow-chart box
I “Touch item in list’ on page 60
Touch ¥ icon
® Touch the W icon
Enter declaration ID
and touch 7 icon ® When prompted, enter your Declaration Identity
then touch the ¥ icon
Please note: You will need a separate Declaration
Identity for each part of a shared stock
unit. Using the same Declaration
Identity for a second declaration will
overwrite the original declaration. If a
declaration is made and the stock re-
used in the same CAP, a further
declaration using the original
Declaration Identity must be made.
y
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NO Touch Preview icon
y
Touch X icon
Print
declaration
report?
YES
NO
v
Touch Print icon
y
Touch ¥ icon
Repeat procedure for
each part of SSU
Check for
YES
discrepancies), 7)
@ Decide whether you want to preview a declaration
report of stock on hand
If you want to preview the report:
* ‘Touch the Preview icon
If you need to move around the report, use the ®
icon.
* Touch the X icon to exit the report preview.
® Decide whether you want to print a declaration
report of the stock on hand
Please note: You are advised to print the report if
you need to re-enter stock.
If you want to print the report:
* Touch the Print icon
* Touch the ¥ icon
The system will return to the Stock Balancing screen.
@ Repeat the procedure for each part of the shared
stock unit from the flow-chart box “Touch icon
sequence to select Decl Stamp’ on page 54
© Decide whether you want to check for any
discrepancies between your declarations and the
system-derived totals
If you want to check for discrepancies:
For information on dealing with discrepancies, see
subsection 8; Checking for discrepancies before
balancing.
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y
Touch ¥ icon
® Touch the ¥ icon.
The system will return to the Stock Balancing screen.
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Subsecti
jon Ih
Shared stock unit declarations
Declaring your cash
Use this procedure when you need to record the amount of cash in your shared stock unit in order
to balance.
You should declare your cash at the end of your shared stock unit balance. Each part of the stock
needs a declaration identity number so that individual cash holdings can be declared
For information on how to declare cash for an individual stock unit balance, see subsection 6;
Declaring your cash.
For information on how to enter your cash for end of day purposes, see Reports; Daily summaries;
Producing a daily counter summary.
©
Touch icon sequence to
select Decl Cash @ Select the Decl Cash option by touching the
following icon sequence:
- Stock Balancing
- Decl Cash
The system shows you a picklist of any previous
declarations, and a new declaration option.
If no previous declaration has been made, the system
goes straight to the ‘new declaration’ option.
New
declaration
required?
@ Select the type of declaration required
- new (this gives you a series of zeros so that you
YES can enter a new declaration)
- existing (this shows you the previous declaration
for the ID. The declaration can be edited)
If the system displays a picklist of previous
declarations:
Previous
declaration needs
editing?
NO
* Decide whether you wish to edit any of the
previous declarations
YES Y If you do not wish to edit a previous declaration:
Touch
Desktop * ‘Touch the Desktop icon to keep the previous
icon declarations as they are.
y If you wish to edit a previous declaration:
Select declaration which
needs editing * Select the declaration which needs editing
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Shared stock unit declarations
Yv
Touch ¥ icon
* ‘Touch the ¥ icon
y
Select line to be edited
* Select the line to be edited in the picklist
For information on picklists, see System
Administration; System features; Using picklists.
Touch Edit icon * Touch the Edit icon
T The screen will display the Edit box.
y
Enter new volume/value
of cash * Enter the new volume/value of cash
y
Touch ¥ icon
* Touch the ¥ icon
denominations
= * Check whether you have more denominations of
to edit?
cash to edit
y
No Repent If you have more denominations of cash to edit:
procedure * Repeat the procedure from the flow-chart box
‘Select line to be edited’ on page 65.
If you do not wish to edit more denominations of
Y cash:
Touch Finish () icon
* Touch the Finish (¥ ) icon to replace the
previous declaration.
S * Go to next ‘A’ on page 67
v
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Shared stock unit declarations
Touch Make New
Declaration line ® Touch the Make New Declaration line in the picklist
If a declaration has not been made previously:
y
Touch ¥ icon
® Touch the ¥ icon
/ The Declare Cash on Hand picklist is displayed with
I all values set to zero and the first cash item
highlighted.
You can use the arrow icons to move up and down
the pages of the list.
Please note: You must make a separate declaration
v for the cash in each part of the shared
Touch item in list stock unit.
@ Touch an item in the picklist to select it
For information on picklists, see System
Administration; System features; Using picklists.
¥
Touch Edit icon
@ Touch the Edit icon
y
Enter current value for
denomination selected ® Enter the current value for the denomination
Y selected
Touch ¥ icon
@ Touch the W icon
Correct
amount
@ Examine the screen to see whether you have entered
entered?
I the correct amount
YES
The Horizon system will advise you if the value
entered is not a multiple of, or equal to, the unit
item.
I y If you have entered an incorrect amount:
Touch ¥ icon
* Touch the ¥ icon
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Shared stock unit declarations Subsection II
I y
I Repeat procedure + Repeat the procedure from the flow-chart box
I “Touch item in list’ on page 66.
More
cash to
declare?
_ YES ®@ Decide whether you have any cash to declare for any
other denominations listed
NO Please note: If you accidentally declare an excess of
cash (that is declaring cash that has
already been accounted for in a
different portion) you can redeclare
using the same identity but with zero
values.
Y If you have more cash to declare:
Repeat procedure
* Repeat the procedure from the flow-chart box
“Touch item in list’ on page 66.
Touch ¥ icon When you have declared all your cash:
® ‘ouch the ¥ icon
y
Enter declaration ID
and touch ¥ icon @ When prompted, enter your Declaration Identity
and touch the W icon.
Please note: You need a separate Declaration
Identity for each part of a shared stock
unit. Using the same Declaration
Identity for a second declaration will
<«——*) overwrite the original declaration. If
you make a declaration and the stock is
reused in the same CAP, a further
declaration using the original
Declaration Identity must be made.
Preview
declaration
@ Decide whether you want to preview a declaration
report?
report of the cash on hand on the screen
No Touch Preview icon If you want to preview the report:
; * Touch the Preview icon
Y
Touch X icon
Please note: If you need to move around the report,
use the #3 icon.
lt T * Touch the X icon to exit the report preview.
y
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Shared stock unit declarations
Prine
declaration
report?
YES @ Decide whether you want to print a declaration
report of the cash on hand
You are advised to print the report if you need to re-
No enter cash.
I Y If you want to print the report:
I Touch Print icon
* Touch the Print icon
a
y
Touch ¥ icon
® Touch the ¥ icon to return to the Stock Balancing
I sereen.
¥
Repeat for each part of
SsU e
Repeat the procedure for each part of the shared
y stock unit from the flow-chart box “Touch icon
Touch Discrepancies sequence to select Decl Cash’ on page 64
icon @ Touch the Discrepancies icon
Does cash
‘declaration match
system figures?
— @ Decide whether your declaration of cash matches the
/ cash calculated by the Horizon system
YES:
/ If the declaration does not match that calculated
I by the Horizon system:
The system displays the Discrepancies screen,
showing the amount by which your declaration
differs from the system figures.
Confirm
declaration? * Decide whether you want to confirm your
declaration
y If you wish to re-enter your cash declaration:
* ‘Touch the ¥ icon
The system will display the Stock Balancing screen.
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Shared stock unit declarations
Y
Touch Decl Cash leon * Touch the Decl Cash icon
The system will display the declaration picklist.
Repeat procedure + Repeat the procedure from the flow-chart box
“New declaration required?’ on page 64.
A
Touch ¥ icon ® Touch the ¥ icon
The system will display the Stock Balancing screen.
y
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Subsection 12
General stock unit activities
12 Checking and producing outstanding summaries
Use this procedure when you want to check which summaries are outstanding.
This procedure is not mandatory. Any outstanding summaries will be identified automatically by
the system during the stock balancing process.
Touch icon sequence to
select Summaries ® Select the Summaries option by touching the
following icon sequence:
- Stock Balancing
- Summaries
@ Examine the screen to see whether there are any
‘Outstanding outstanding summaries
summaries?
If there are no outstanding summaries
Yes Y The system will display a message stating that there
are no outstanding summaries.
Touch ¥ icon
* Touch the ¥ icon
y
Continue balancing * Continue balancing
This ends the procedure.
If there are outstanding summaries:
The Summaries outstanding screen will be displayed
showing a picklist of summaries that have not yet
been produced and indicating which summaries are
mandatory.
REFER) For information on picklists, see System
Administration; System features; Using picklists.
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landatory
summaries
outstanding?
Select summary
——_Y
Touch Print icon
Touch Print icon
®@ Decide whether you need to produce any mandatory
outstanding summaries
Please note: You must produce all mandatory
summaries before you can balance a
stock unit.
If you do not need to produce any mandatory
summaries:
* Go to ‘A’ on page 73
@ Select the first mandatory summary that you need to
produce
®@ Touch the Print icon
The system will display the Produce Report screen
for the selected summary.
® Decide whether you want to preview the summary
on the screen
If you want to preview the summary on screen:
* Touch the Preview icon to display the summary
Please note: If the summary contains more than one
page, touch the §&* icon to display the
next page.
* ‘Touch the X icon to return to the Produce
Report screen.
@ Decide whether you want to print the summary
If you want to print the summary:
* Touch the Print icon to print the summary
The printer will print the summary and the system
will redisplay the Produce Report screen.
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Reconcile documents
with report
¥
Touch Cut-off icon
v
Touch ¥ icon
y
Touch ¥ icon
Touch Exit icon
® Reconcile associated documents with the report
® Decide whether a cut off is required
Please note: Cut off can only be carried out if either
or both of the Print and Preview icons
have been previously selected. Check
the relevant associated documents
against either the screen total or the
system produced report before you
confirm the cut off. If corrections need
to be made, refer to Balancing with
Horizon Guide; Section 4; Correcting
errors on Horizon and Out Of Hours
procedures.
You will not be able to proceed with balancing until
all mandatory summaries are produced and cut off.
If cut off is required:
* Touch the Cut-off icon
* ‘Touch the ¥ icon
* Touch the ¥ icon when you see the cut-off status
screen
® Touch the Exit icon
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Examine the screen to see if there are further
Further
summaries
outstanding?
summaries outstanding
If there are further summaries outstanding the
system will display the Summaries outstanding
YES I screen.
If there are no further summaries outstanding, the
system will display a message telling you there are
no outstanding summaries.
Y If there are no outstanding summaries:
Touch ¥ icon * Touch the ¥ icon
Al
Continiue balancing * Continue balancing
This ends the procedure.
Further
YES
mandacory ® Examine the screen to see whether there are further
summaries? I
L mandatory summaries outstanding
NO ,
y If there are:
Repeat procedure
Pear P * Repeat the procedure from the flow chart box
“Select summary’ on page 71.
Produce
non-mandatory
® Decide whether you want to produce any
ies?
Summaries! I outstanding non-mandatory summaries
NO
If you do:
Repeat procedure
* Repeat the procedure from the flow chart box
—_ “Select summary’ on page 71.
y
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v
Touch Prev icon
If you do not want to produce non-mandatory
summaries:
* Select the Prev icon
The system will display the Stock Balancing menu
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Subsection 13
General stock unit activities
13 Rolling over an inactive stock unit
Use this procedure when you need to roll over an inactive stock unit.
You must roll over inactive stock units (stock units not used during the current Cash Account
Period) to the next CAP prior to balancing the office account.
A stock unit cannot be rolled over as inactive if:
- the stock unit is not in the same CAP as the office
- the user does not have manager or supervisor access level
- transactions have been performed since the last Balance Report was confirmed
- there have been reference data changes which require upratings/downratings of stock (or a
warning of data changes)
- a migration exercise has been carried out
- adeclaration of stamps/stock has been made
- stock has been adjusted
- there has been a ’transfer in’ from another stock unit
~ abalance report has been produced
- auser is logged on to the stock unit
‘Transactions
since last
balance?
1 ® Check whether any transactions have been carried
I out since the last balance
No I If any transactions have been carried out since the
y last balance:
End procedure
+ End the procedure, as you will not be able to
perform an inactive stock unit rollover.
For information on balancing the stock unit, see
jon 1; Balancing a stock unit or subsection 7;
Balancing a stock unit
subs
y
Select Inact SU Roll
option @ Select the Inact SU Roll option by touching the
following icon sequence:
- Office Balancing
- Inact SU Roll
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Y
Select appropriate stock
unit
@ Select the stock unit you require from the on-screen
display by touching it to highlight it
Please note: If the stock unit you want is not
shown, use the arrow keys on the right
T
I
I
1
I
I
I of the screen to move up and down the
y
Touch ¥ icon
list,
@ Touch the ¥ icon to confirm the stock unit
I The system will not allow you the opportunity to
confirm the rollover.
Has stock
unit been
rolled over?
NO
@ Examine the screen to see whether the stock unit has
been successfully rolled over to the next CAP and BP
YES The Horizon system will display the Roll over screen
for a few minutes while the stock unit is rolled over
to the next CAP. Once rollover is completed, a final
Balance Report will be printed automatically, which
must be signed and datestamped.
If the stock unit has not been successfully rolled
over:
The Horizon system will display a message advising
you of the reason for the failed rollover.
¥
Take appropriate action
before rolling over roll over the stock unit again.
+ Take the appropriate action before attempting to
For information on balancing the stock unit see
subsection 1; Balancing a stock unit or subsection 7;
Balancing a stock unit.
y
Touch ¥ icon
®@ Touch the Y icon
The Horizon system will return to the Office
7 Balancing screen and will display a message to report
the outcome of your action
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Subsection 4
General stock unit activities
14 Producing a stock unit balance snapshot
Use this procedure when you need to produce a snapshot summary report of transactions and
current system derived cash and stock levels for a stock unit.
The balance snapshot may be produced at any time but is usually the first step towards balancing a
stock unit
All transactions undertaken during the current balancing period up to the time the report was
requested will appear on the snapshot report. Any stock or cash discrepancies will not be shown on
the snapshot. However the discrepancies table at the top of the report will show discrepancies
brought forward from a previous balancing period.
Touch icon sequence to
select Bal Snapshot @ Select the Balance Snapshot option by touching the
following icon sequence:
I - Stock Balancing
- Bal Snapshot
Please note: The:
e will be a delay while the report is
prepared.
Preview
report? © Decide whether you want to preview the report
y If you want to preview the report:
Touch Preview icon
/ * Touch the Preview icon to preview the balance
I T snapshot on the screen
v A preview of the report is displayed.
i Touch X icon
* Touch the X icon.
Le The Produce Report screen will be displayed.
Print YES
report? © Decide whether you want to print the report
y If you want to print the report:
Touch Print icon
* Touch the Print icon.
“ I The Horizon system will print the balance snapshot
and will return to the Produce Report screen.
y
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General stock unit activities
Y
Touch ¥ icon
®@ Touch the ¥ icon
The Stock Balancing screen will be displayed.
v
Touch Desktop icon
@ Touch the Desktop icon
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15 Confirming non-value stock
Use this procedure when you need to confirm the overall non-value stock declaration for the office
and print the Non-Value stock report
Touch icon sequence to
select Confirm Non-
Value Stock
Do you want)
to preview
report?
NO
y
Touch Preview icon
y
Touch X icon
<————
Do you want
to print
report?
NO
Touch ¥ icon
v
© Select the Confirm Non-Value Stock option by
touching the following icon sequence:
- Office Balancing
- Confirm Non-Value Stock
® Decide whether you want to preview the non-value
stock report
Please note: The report must be previewed or
printed before non-value stock
declarations can be confirmed.
If you want to preview the report:
* ‘Touch the Preview icon
If there is more than one page, use the #* icon to
scroll through the pages.
* Touch the X icon to exit from the report preview.
@ Decide whether you want to print the non-value
stock report
Please note: ‘The report must be previewed or
printed before non-value stock
declarations can be confirmed.
If you want to print the non-value stock report:
* Touch the Print icon.
® ‘Touch the ¥ icon
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Print!
preview
message?
NO
‘Are figures
on report
correct?
Print/
preview
report now?
Touch X
icon
Touch ¥ icon
y
Repeat procedure
Examine the screen to see if there is a message
telling you that the office weekly non-value stock
report must be printed or previewed before it can be
confirmed
The system will display this message if you touch the
Exit icon without having printed or previewed the
non-value stock report.
If the print/preview message is displayed:
* Decide whether you want to print or preview the
report
If you do not want to print or preview the report:
* ‘Touch the X icon to abandon the procedure.
If you do want to print or preview the report:
* Touch the ¥ icon
* Repeat the procedure from the flow chart box
“Do you want to preview report?’ on page 79.
Check that the figures on the non-value stock report
are correct
YES Please note: It is essential that non-value stock is
declared accurately and that corrections
are made where necessary as this
information is transmitted to SAP ADS
and will be used for stock
replenishment purposes.
y If the figures are incorrect:
Continue with Cash . I
A * Continue with the Cash Account process
\ccount process
y y
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I y
Edit incorrect
declaration
* After completion of the Cash Account, edit the
incorrect declaration.
For information on editing an incorrect declaration
for an individual non-value stock unit, see
subsection 4; Declaring non-value stock in
individual stock units. For information on editing an
incorrect declaration for a shared non-value stock
unit, see subsection 9; Declaring non-value stock in
shared stock units.
Please note: For SAP ADS to receive the amended
figures, any alteration to a non-value
stock declaration must take place on
the same day as the Cash Account
(regardless of what day the Cash
Account is undertaken).
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Subsection 16
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16 Producing an office snapshot
The snapshot gives a system derived view of the state of balance of your office, listing transactions
for the current cash account period only.
This procedure is usually carried out after all the stock units are balanced to give you information
about all the stock unit balances added together. However a snapshot can be taken at any time and
it does not require the completion of all stock unit balances.
Only someone in your office with manager or supervisor access level can obtain an office snapshot.
Only stock units that have already been balanced will have any loss or gain displayed by the
Horizon system. However if any stock units have unresolved discrepancies from a previous cash
account period these will still show on the snapshot.
When you need to produce a summary report of
transactions, and current cash and stock levels in the
office:
Touch icon sequence to
select Office Snpshot @ Select the Office Snapshot option by touching the
T following icon sequence:
- Office Balancing
= Office Snpshot
Preview
report? — ® Decide whether you want to preview the report
¥ If you want to preview the report:
Touch Preview icon
NO
* Touch the Preview icon to preview the office
snapshot on the screen
There will be a delay before a preview of the report
I is displayed. If the report contains more than one
y
Touch X icon
page, touch the #* icon to display the next page.
* Touch the X icon.
The Horizon system will display the Produce Report
screen.
® Decide whether you want to print the office
snapshot
If you want to print the office snapshot:
Touch Print icon
* Touch the Print icon
I Please note: There will be a delay while the report is
prepared. The Horizon system then
prints the report and returns to the
v Produce Report screen.
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Cash Account production
v
Touch ¥ icon
If you do not want to print the office snapshot:
® Touch the Y icon
The Horizon system will return to the Office
Balancing screen.
y
Touch Desktop icon
@ Touch the Desktop icon
/ The Horizon system will return to the Desktop.
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ubsection Cash Account production
17 Producing a Cash Account
Use this procedure when you need to produce a final Cash Account report.
Before you produce a cash account report: all stock units must have been balanced and rolled over
to the next Cash Account Period (CAP).
For information on balancing and rolling over a stock unit, see subsection 1; Balancing a stock unit
or subsection 7; Balancing a stock unit
Non-accounting data and parcel traffic must be entered. For information on entering:
- non-accounting data, see Transactions - Other - Part two booklet; Miscellaneous
~ parcel traffic, see Transactions - Other - Part two; Miscellaneous; Recording parcel traffic from
DPI Schedules
@
Touch icon sequence to @ Select the CA Report option by touching the
select CA Report following icon sequence:
- Office Balancing
= CA Report
The Horizon system will display the Produce Report:
Office Report screen.
All stock
units rolled
over?
® Examine the screen to see whether all stock units
have been rolled over
ve ‘The system displays a warning message if there are
y stock units that have not been rolled over.
Touch ¥
even teen + Touch the ¥ icon
y
Balance and rollover all * Balance and rollover all stock units
stock units
For information on balancing and rolling over stock
units, see subsection 1; Balancing a stock unit or see
subsection 7; Balancing a stock unit.
For information on rolling over dormant stock units,
see subsection 13; Rolling over an inactive stock
unit.
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Non-
accounting
data
entered?
YES
y
Touch ¥ icon
y v
@ Examine the screen to see whether the system is
displaying a message advising you that you have not
entered non-accounting data
If this message is displayed:
* Decide whether you want to abort the procedure
and enter non-accounting data
If you want to abort the procedure:
* Touch the X icon and enter the data
Please note: All non-accounting data must be
entered at a stock unit before it is
balanced. If at this stage, non-
accounting data still needs to be
entered or if existing totals need to be
amended, you will need to create a
new stock unit and enter the
appropriate non-accounting data
figures. For further information refer to
Balancing with Horizon Guide; Section
4: Correcting errors on Horizon and
Out Of Hours procedures.
For information on entering non-accounting data,
see Transactions - Other - Part two; Miscellaneous;
Figures for traffic not appearing on the Cash
Account and see subsection 19; Making changes to
the Cash Account after stock unit balance.
If you do not want to abort the procedure:
* Touch the ¥ icon.
Please note: As all non-accounting data must be
entered, this option must only be
selected if no non-accounting data has
been transacted.
® Examine the screen to see whether the system is
displaying a message advising you that you have not
entered parcel traffic figures
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If this warning message is displayed:
* Decide whether you want to abort the procedure
and enter parcel traffic figures.
If you want to abort the procedure:
Touch X .
icon
Touch the X icon and enter the data.
All parcel traffic figures must be entered at a stock
unit before it is balanced. If at this stage, parcel
traffic still needs to be entered or if existing totals
need to be amended, you will need to create a new
stock unit and enter the appropriate parcel traffic
figures.
For information on entering parcel traffic, see
‘Transactions - Other - Part two; Miscellaneous;
Recording parcel traffic from DPI Schedules and
Balancing with Horizon Guide; Section 4:
Correcting errors on Horizon and Out Of Hours
procedures.
If you do not want to abort the procedure:
Touch V icon * Touch the v icon.
I Please note: As all parcel traffic data must be
entered, this option must only be
selected if no parcel traffic has been
transacted.
‘Non-value
stock
confirmed?
NO
@ Examine the screen to see whether the system is
displaying a message advising you that non-value
stock totals have not been confirmed
If this warning message is displayed:
* Decide whether you want to abort the procedure
and confirm the non-value stock declarations
Do you
want toabort
v If you want to abort the procedure:
NO
/ Touch X * Touch the X icon and confirm non-value stock
icon
For information on confirming non-value stock, see
subsection 15; Confirming non-value stock.
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Subsection I7
y
Touch ¥ icon
NO v
Touch Preview icon
y
Touch X icon
———_—_———
¥
Touch Print icon for trial
Cash Account
Ld
Remove and check
report
Reconcile manual
reports against office
report
y
If you do not want to abort the procedure:
* Touch the ¥ icon.
Decide whether you require a preview of the Cash
Account
If you require a preview of the Cash Account:
+ Touch the Preview icon to preview the Cash
Account report on the screen,
If the report contains more than one page, touch the
8 icon to display the next page.
* Touch the X icon to return to the Produce
Report screen.
Touch the Print icon to print the trial Cash Account.
Remove the report from the printer
Reconcile the totals of your manually produced
summaries against the trial Cash Account report
totals
Please note: Any discrepancies between the manual
summaries and the Cash Account
report totals must be rectified before
the balance can be confirmed.
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Are
corrections
required?
YES @ Decide whether any corrections are required
If the totals cannot be reconciled and corrections
NO v are required:
Touch ¥ icon * Touch the ¥ icon.
The Horizon system will return to the Office
Balancing screen.
For information on dealing with corrections after
production of the trial Cash Account report, see
subsection 19; Making changes to the Cash Account
after stock unit balance.
When corrections are complete, any new stock units
which are created must be balanced and the Cash
¥ Account will need to be restarted from the
beginning
Touch Rollover icon
® Touch the Rollover icon to rollover the Cash Account
and produce two copies of the final Cash Account
report.
Confirm
Rollover? ® Decide whether you want to confirm the Rollover
YES v
‘ If you do not want to confirm the Rollover:
Touch X icon
* Touch the X icon.
The system will return to the Rollover Office
Balancing screen. If you do not confirm rollover you
will need to produce another trial Cash Account.
Touch ¥ icon
@ Touch the ¥ icon to confirm the Rollover
This will roll over the Cash Account to the next CAP.
Please note: If you need to print a report and the
printer is not working, you should
preview and print the report as soon as
the printer is working again. If you do
not preview the report first, you will
not later be able to print.
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Subsection I7
Extend the YES
CAP? I
NO
y
Sign and datestamp
report
y
Keep one copy of Cash
Account in office
¥
Despatch Cash Account
REFER
® Decide whether you need to extend the CAP
Please note: You must have authority from your
Retail Network Manager to extend the
CAR.
For information on extending the CAP, see
subsection 18; Extending the Cash Account Period
(CAP).
@ Sign and datestamp both copies of the Cash Account
report
® Keep one copy of the Cash Account report in your
office for reference and reconciliation purposes
® Despatch the other copy of the Cash Account and all
supporting documents, as normal.
For information on despatching the Cash Account
Your copy of the Cash Account report must be kept
in your office for six years.
i. See Counters Operations Manual; Cash Account Balancing and Preparation booklet; Balancing; Despatch of the Cash
Account and supporting documents
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Subsection 18
Cash Account production
18 Extending the Cash Account Period (CAP)
This section is only relevant to postmasters whose contract allows them to extend a Cash Account
Period (CAP) by two to three weeks while on holiday.
Please note: Before using this procedure you must apply for permission from the Network
Business Support Centre (NBSC) at least three weeks before your absence, see
Office Administration booklet; Miscellaneous.
‘The procedure to extend the CAP must be carried out during the CAP preceeding the one you want
to extend and before any of the stock units for that CAP have been balanced.
For example: _ If permission has been given to dispense with the production of Cash Accounts for
weeks 03 and 04 and to produce a three week Cash Account at week 05, the
procedure to extend the CAP must be selected during CAP week 02 before any
stock units are balanced.
If you fail to make the decision to extend the CAP early enough:
Contact the Network Business Support Centre on 0845 601 1022 for advice on the action to take.
When you need to produce a two or three week
Cash Account:
Touch icon sequence to
select Extended CAP @ Select the Extended CAP option by touching the
following icon sequence:
Y - Office Balancing
- Extended CAP
Select 2 or 3 week
extended CAP ® Select the 2 or 3 week extended CAP
The screen will display a message saying that
authority must be given before a 2/3 week Cash
Account Period may be selected
Do you have No
authori to — ® Decide whether you have the necessary authority to
ina / proceed
YES i :
I If you do not have the necessary authority to
v proceed:
Touch X icon * Touch the X (Cancel) icon to return to the
Office Balancing screen.
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Subsection 18
Touch ¥ icon
Warning
message
displayed?
Touch ¥ icon
Correct
CAP extension
entered?
Repeat procedure
y
Touch ¥ icon
‘Touch the ¥ icon to continue
Examine the screen to see whether a warning
message is displayed, advising you that you cannot
extend the CAP.
Please note: The system will give a reason if this
message is displayed (eg. that the
extended CAP would extend beyond
the end of the financial year).
If the system does not offer the extended CAP:
* Touch the ¥ icon.
The Horizon system will return to the Office
Balancing screen
Check whether you have entered the correct CAP
extension period
If you have not entered the correct CAP extension
period:
* Repeat the procedure from the flow-chart box
“Touch icon sequence to select Extended CAP’ on
page 90.
* Touch the ¥ icon.
The system will return to the Office Balancing
Screen.
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19 Making changes to the Cash Account after stock unit
balance
19.1 Correcting errors during the week of the Cash Account Period
Use this procedure if all stock units have been rolled into the next CAP and you need to correct any
errors found on the office snapshot report or trial Cash Account as a result of reconciling all your
documents.
For further information on making corrections to the Cash Account after stock unit balanc
including a working example, see Balancing with Horizon Guide; Section 4: Correcting errors on
Horizon and Out Of Hours procedures.
Create stock unit with
new ID
‘Attach appropriate user
to stock unit
REFER’
y
Create or reverse new
transaction, as required
@ Create a stock unit with a new ID
For information on creating a new stock unit, see
Office Administration; Stock unit administration;
Creating a stock unit.
@ Auach the user who will be carrying out the
transactions to the stock unit
For information on attaching a user to a stock unit,
see Office Administration; Stock unit administration;
Attaching users to a stock unit.
@ Create or reverse a new transaction, as required
Information on carrying out transactions is
contained in:
- Transactions - Serve Customer - Part three; Stock
transactions; Selling stock items
- Transactions - Serve Customer - Part two;
Payment transactions; Payment transactions
- Transactions - Serve Customer - Part two; Receipt
transactions; Receipt transactions
- Transactions - Other - Part two; Reversing
transactions; Reversing Electronic Point of Sale
transactions
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Subsection 19
Settle transaction to
cash
REFER.
Non-
accounting
data entered?
Enter data or correct
existing data
Parcel
traffic figures
entered?
Enter figures or correct
existing figures
y
® Settle the transaction to cash
For information on settling transactions, see
Transactions ~ Serve Customer ~ Part three;
Miscellaneous; Settling transactions.
Please note: If the new transaction/reversal
transaction leads to negative stock, this
will prevent the stock unit from being
balanced. Negative stock should be
corrected by adjusting stock. For
information on stock adjustment, see
subsection 2; Adjusting stock.
® Decide whether the non-accounting data has been
entered
If the non-accounting data has not been entered,
or has been entered incorrectly:
+ Enter the non-accounting data, or make
corrections to the existing entries.
For information on recording non-accounting data,
see Transactions - Other - Part wo; Miscellaneous;
Figures for traffic not appearing on the Cash
Account.
® Decide whether the parcel traffic figures have been
entered
If the parcel traffic figures have not been entered,
or have been entered incorrectly:
* Enter the parcel traffic figures, or make
corrections to the existing entries.
For information on recording non-accounting data,
see Transactions - Other - Part two; Miscellaneou
Recording parcel traffic from DPI Schedules.
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Balancing
Cash Account production
Subsection 19
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Cash Account production
y
print summaries
Balance stock unit and
REFER
y
next CAP.
Roll stock unit over to
Resulting
losses and
gains?
NO
Deal with losses or
gains
Cash Account
Continue completion of
@ Balance the stock unit and print summaries as
necessary
For information on balancing stock units, see
subsection 7; Balancing a stock unit or subsection 1;
Balancing a stock unit
Please note: You should print summaries as
required.
®@ Roll the stock unit over to the next Cash Account
Period
Please note: The balance report must be signed
according to current business
requirements. Details of the stock unit,
for which any correction has been
made, must also be included.
® Decide if there are any resulting losses and gains
If there are any resulting losses and gains:
* Deal with resulting losses or gains according to
the instructions for your type of office.
For information on dealing with losses and gains in
a Branch Office, see Transactions - Other - Part two;
Losses, gains & error notices; Dealing with a branch
office loss or gain
For information on dealing with losses and gains in
other offices, see Transactions - Other - Part two;
Losses, gains & error notices; Dealing with losses or
gains in offices other than branch offices
® Continue with the completion of the Cash Account.
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Balancing
Cash Account production
Subsection 19
Cash Account production
19.2 Dealing with resulting losses and gains from the previous week's Cash
Account Period
Use this procedure when you need to deal with the losses and/or gains resulting from corrections
made to the Cash Account.
Please note: This will transfer the discrepancy from the new stock unit to the stock unit that
has made the loss or gain. You must not follow this procedure until all stock units
have been balanced.
For example: If an error is corrected in CAP9 deal with any resulting loss/gain when all stocks
have balanced and rolled into CAP10.
Do you
have an office
® Check whether you have a discrepancy which has
caused an office gain
NO v .
If you have an office gain:
/ Transfer out to relevant
: stock cash value of gain * Transfer the cash value of the discrepancy out to
I the stock unit that caused the gain.
I For information on transferring out, see
lee 7 Transactions - Other - Part one; Transfers &
remittances; Transferring cash and stock.
Loss
discrepancy? a @ Check whether you have a discrepancy which has
i caused a loss
NO y If you have an office loss:
Transfer from relevant
stock cash value of loss
+ Transfer the cash value of the discrepancy from
the stock unit that caused the loss.
For information on transferring in, see Transactions
- Other - Part one; Transfers & remittances;
<< Transferring cash and stock
Balance stock unit
® Balance the stock unit
Please note: The stock unit should only be balanced.
when you are certain that no further
y corrections need to be made.
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Horizon System User Guide
Balancing
Cash Account production
Subsection 19
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y
Roll stock unit over to
next CAP
’
For information on balancing stock units, see
subsection 7; Balancing a stock unit or subsection 1;
Balancing a stock unit.
Please note: You should print summaries as
necessary.
Roll the stock unit over to the next Cash Account
Period.
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Miscellaneous
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Miscellaneous
Subsection 20
20 Checking the weekly Cash Account number
Touch icon sequence to
select Office CAP
Touch ¥ icon
When you need to check the current Cash Account
week number:
Select the Office CAP option by touching the
following icon sequence:
- Office Balancing
- Office CAP
The screen will display a message showing the
current Cash Account Period the office is in.
Touch the ¥ icon to return to the Office Balancing
menu.
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Balancing
Miscellaneous
Subsection 21 .
ubsection Miscellaneous
21 Reprinting an office report
Use this procedure when you need to reprint an office report.
You may do this when you have rolled over to a new Cash Account Period (CAP) and wish to
reprint the report. Reprints are available for the previous three CAPs.
You can only reprint if you have previously previewed or printed the report,
)
Touch icon sequence to @ Select the Reprints option by touching the following
select Reprints
icon sequence:
- Reports
- Reprints
I
I
I
i
I
I The system will display the Reports Reprints screen
I with icons for the reports that you can reprint:
I - CA Report
I - SU Balance
I - P+A P2311 MA
\ - Counters Rev
v
- Redeemed Stmp
Touch relevant icon
®@ Touch the icon for the report you want to reprint
The Horizon system will display the Produce Report
screen.
Reprinting
Stock unit
balance?
® Decide whether you want to reprint a stock unit
balance
YES v
Touch CAP icon
If you are not:
* Touch the CAP icon
The system will display a picklist of CAPs for which
Y reports are available.
Select required CAP * Select the required CAP from the picklist for
information on using picklists, see System,
Administration; System features; Using picklists
y
Touch ¥ icon * ‘Touch the ¥ icon
oS) * Goto ‘A’ on page 99
v
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Balancing
Miscellaneous
Subsection 21
Miscellaneous
Y
Touch stock unit icon
® Touch the stock unit icon
The system will display the Stock Unit Selection
screen.
¥
Select stock unit from
pick list @ Select the appropriate stock unit from the picklist
REFER) For information on picklists, see System
Administration; System features; Using picklists.
y
Touch ¥ icon
® Touch the ¥ icon
The system will re-display the Criteria screen. The
stock unit option will now be highlighted.
¥
Touch CAP icon
@ Touch the CAP icon
The system will display a picklist of available CAPs/
Y BPs. If the current week’s report has not yet been
produced it will not appear in the picklist.
Select CAP/BP from
pick list ® Select the appropriate CAP/BP from the pick list
Please note: If there are no stock unit balance
reports available for reprint a message
will be displayed
REFER For information on picklists, see System
Administration; System features; Using picklists.
¥
Touch ¥ icon
® Touch the ¥ icon
The system will re-display the Criteria screen.
y
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Balancing
Miscellaneous
Subsection 21 .
ubsection Miscellaneous
View
selection
lect ® Decide whether you want to view your selection
criteria?
\ criteria
NO y - . woe
If you want to view your selection criteria:
Touch Display icon
* Touch the Display icon
y
Touch ¥ icon * Touch the ¥ icon
I
Touch ¥ icon
@ ‘Touch the V icon to display the Produce Report
screen.
®@ Decide whether you want to preview the report
¥ If you do:
Touch Preview icon
NO
* Touch the Preview icon
Please note: If there is more than one page to view,
use the ®® icon to scroll through the
v pages.
Touch X icon
* Touch the X icon to return to the Produce Print
screen.
Touch Print icon
® Touch the Print icon
y The Horizon system will print the report and re-
display the Produce Report screen.
Touch ¥ icon
® Touch the ¥ icon.
T
I The Horizon system will return to the Reports
y Reprints sc
ne
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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. lam 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
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
Sif you have
onf
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
© horizon Page 3
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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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83
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.
© horizon Page 7
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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)
> horizen
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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
Page 10 horizon
BCY - DEPOSITS
Tae
ee
BCV - CHEQUE » ENCASHMENTS
saoNKeRE oe
Vexnaess
sate one
T
ee gee
Soman OF OnLaiED Geuharsrao.
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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
> horizen
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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
ier
se
~ $0505
STRICT COUN
neneee fa eee
aan we okt Se
aneteae sett
se
Be
tied a
Src than, shy z
SoS eR 5
vee BD BROT 88
wae
al
Bad
wane
Le
ae
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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
AGirobenk we oo... EE
bial wes tens
‘ ‘ aa McaRRAtE
YOBCHERENRDS
srmapenne os
> horizen
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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)
Page 14 2 oth horizon
feta: oe,
Siew acs e
Somes RLS 8
ae 0 ep am
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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 (£3)
- ‘T’ csh 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
Girobank Ww com.
bial wes tens
scant
SDPCHEREARDS
semnaqennne 2
horizon
Page I5
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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.
“#Glrobank Horizon Daly Record of Deposits new.
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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
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
© horizon Page I7
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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
Page 18 horizon
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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.
> horizen
Page 19
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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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POL00038868
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horizon
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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ictoatagaoe SL
POL00038868
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horizon
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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> horizen
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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Sho08
POL00038868
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horizon
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
horizon
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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horizon
POL00038868
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horizon
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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I ssrouar cca nenes a
I ‘shee ere i
I
I eee
I enetie ss : *
oe — I
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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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Page 29
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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
‘Grthorpe Mowe Ereodeg Cente
Phoana. Pines :
LONDON
WTR DG:
coreemnencne I
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)
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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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9
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=
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3
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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)
I ‘ses0 wHEAGY ARTUR wee
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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
Page 44 2 oth horizon
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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
© horizon Page 45
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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
Page 46 horizon
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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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DSS OEE RENRICATION DORK — 6313 ogy
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USE ONLY ONE GG311 PER WEEK
LOT RITE BERN LAN
© horizon Page 47
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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
Page 48 ® horizon
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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
Page 49
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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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em
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nen
I
I
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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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horizon
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
Page 52 horizon
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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
cu I
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
Page 54 cog wi horizon
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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
horizon Page 55
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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
198 BOE BE SSPE
POSTAL ORDERS PAID PARANA,
foi nas NE Ob 398 whe a pote He mR
‘hy fraemmionn Prcawoig, Chetngrd tame, TAEDTEHARLD Sa
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horizon
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
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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
Page 62 horizon
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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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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
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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
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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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orded on the system
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
POL00038868
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© The Post Office
Published August 2000
HSUG 15/2
P5683