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Receipts and Payments Mismatch
1.
2.
Receipts and Payments Mismatch
Introduction
The purpose of this note is to document a request that we have had from Post Office in terms
of presenting details of what happened as a result of a bug in HNG-X in September 2010
which caused a Receipts and Payments mismatch and also resulted in Discrepancies being
lost.
The background to this is the fact that there was a BBC documentary broadcast on Monday 7"
February 2011 reporting on postmasters being unhappy about being pursued for losses by
Postmasters on Horizon.
It should be noted that the issues described here relates to HNG-X (Horizon Online) and that
the implementation of the accounting mechanisms in the two systems is totally different (but
they do produce the same reports and support the same business process).
This version of the note reflects my current understanding of Post Office Ltd’s requirements.
The Original Problem
This is extracted from a note produced at the time and shared with Post Office Ltd
called ‘Correcting Accounts for “lost” Discrepancies’ in document Lost
Discrepancies.doc.
PC0204263 describes a problem with SU Balancing that will result in a Receipts and
Payments mismatch. A fix was created for this Peak.
The fix has subsequently been fully deployed.
However any branch encountering the problem will have corrupted accounts and Peak
PC0204765 is a Master Peak to record all affected branches and also to define the process for
correcting the accounts.
The problem occurs as part of the process of moving Discrepancies into Local Suspense.
When Discrepancies are found when rolling a SU over into a new TP, then the User is asked
if they should be moved to Local Suspense (MSG31316). Should they Cancel at this point
the Discrepancy is zeroised in the Local Cache (but nothing is written to the BRDB). Note
that there is no corresponding Balancing Transaction generated in the Local Cache and so the
Local Cache is in an Unbalanced state.
If at the next screen (where the options are to: print or preview the trial balance again; to re-
attempt the rollover; or to cancel the rollover) the rollover is Cancelled, then no harm is done.
However if the Rollover is re-attempted at this point, the rollover will continue with the
corrupted Local Cache.
Ref:
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In practice this re-attempted rollover has usually been to a new BP, but it is the
reattempted rollover that results in the corruption.
This has the following consequences:
There will be a Receipts and Payment mismatch corresponding to the value of
Discrepancies that were “lost”
Note that if the User doesn’t check their Final Balance Report carefully they may be
unaware of the issue since there is no explicit message when a Receipts and Payment
mismatch is found on the Final balance (the User is only prompted when one is detected
during a Trial balance)
The Local Suspense will have no knowledge of this specific Discrepancy
The Opening Figures for Discrepancies in the new Period will be zero rather than the
actual value of the Discrepancy
The data used for the BTS will also have a zero value for Discrepancies at the end of the
period. When the BTS is produced this will result in a similar Receipts and Payment
mismatch
Note that if the bug was not present, then the Discrepancy would have been transferred to
Local Suspense and that would have been cleared, so there are a number of things wrong
with the BTS. However the impact of the bug is that the Discrepancy is lost and so the
simplest way to correct it is to re-introduce the lost Discrepancy in a subsequent period
and allow the normal rollover process to correct it.
Note that if more than one SU has the issue then the value will be the total value of all
errors.
The level of Discrepancies when viewed at the Branch will no longer match the level as
seen in POL SAP or POL MIS
The problem appears to have affected 62 Branches and details have been provided to Post
Office Ltd of all the BTS and SU Rollover Reports for these Branches until they were clear of
the issue.
3. What Post Office want now
Post Office are now looking to put together a “storyboard” showing the precise steps all the
way through the problem, consisting of screen shots and snapshot reports from the system.
This will assist in explaining the issue to senior management and, if necessary, the Press.
Post Office are seeking help from Fujitsu in doing this.
Fujitsu propose offer to do the following to meet that requirement:
1. Select one of the affected Branches
POL should be able to select a branch from the information they have. POL have
responded that Fujitsu should select any of the 62 affected branches.
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4,
4.1
2. For this Branch, we need to describe exactly what happened in terms of screens that
were displayed and reports that were actually produced. The reports that were
produced are already available in the information we have provided to Post Office
Ltd. We should be able to put together screenshots from a test or development
system.
3. In addition, we can identify at key points in the sequence what the state of the
Branch’s accounts actually were, by mocking up what a SU Balance Snapshot would
have looked like at that point of time. This can be done by taking the version of the
report we have provided to POL and editing it to reflect the changed figures at that
point in time.
4. This information can then be presented to POL either as a document or a PowerPoint
slide show.
POL need to let us know which they want. POL have chosen 2, 3 and 4 to be
presented in a document format followed with a walkthrough. The information is
presented in section 4 below and a walkthrough will be arranged accordingly.
Detailed Scenario
Branch 135026 has been chosen to illustrate the problem. This Branch has two Stock Units,
AA and ATM. The issue occurred during TP 09 when rolling over Stock Unit ATM from BP
01 to BP 02 on 23" September 2010.
Stock Unit ATM is an Individual Stock Unit.
A variance between the daily cash declarations and the system figures of £88.77 had first been
identified on 16" September (i.c. the first day after rolling over into TP 09 BP 01). Such a
variance was consistently reported each time a Cash Declaration was made.
What I have attempted to do below is to reproduce the sequence of activities and screens that
the User (JTH001) would have gone through when carrying out the Balancing process.
We have attempted to create accurate reports as they would have appeared at the
time. The screens have been recreated as accurate as possible. The Date and Time at
the top of each screen have not been adjusted and reflect the time that the transaction
sequence was ran on the test system. All attempts have been made to ensure that the
values in other parts of the screen are accurate.
Balancing SU ATM
When Balancing SU ATM, the following would have occurred:
The User JTHO01 would have gone to the Back Office Stock Balancing menu.
Ref:
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FU ITSU HNG-X System
Receipts and Payments Mismatch
Home ‘Stock Unit Balancing Haig Tue 15 Feb 11 09:43 Help
& ____. Select function
‘Stock
Balancing
(FI. Declare
Spoitt Cash {Stamps I Stock ICurencyITrav I
Shock i I Gheques I
oe a a
‘Destroyed
Stock
Fa. Balance
ShapshotI Report
Ce ees
Scroll Cancel
awn :
Outstanding =) nee)
Declarations - ‘Summaries I eceipt IFront {Back
‘ : I Office I Space
Se . _ £10) _RECPT) Eid
late Logout I Quantity
Other Fis
Gash IDeslarion List [Discrepancies iat Satie”
Variance I I ; I
81)
Figure 1 - Stock Balancing Menu
Figure I shows the Stock Balancing Menu.
On this menu, the Stamps button was used to declare stamps at £0.00
Then the Cash button was used to Declare Cash at £12,630.00. This figure is more than the
System Cash figure, and so a message was displayed indicating that there was a discrepancy
and then a screen showing the gain as in Figure 2.
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FU ITSU HNG-X System
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Home: Declare Cash Holding Tue 15 Feb 11 09:28 Help
& __TBC-024:Review declaration details then press Enter Nee
History ] i Screen
Type Amount Variance Entry
ce os
I Suepend
; ; esuime
cash I £88.77 Gain bette
Co L
bees
Remuave
item
ceeranes Sewian
View Full crip Front
Basket Office
See Fig) RECPT
“ Cogout™ [Quant
I a Eig
Page IRage Page PLU
Up: [Dow Ww Cash.
J Fig
TM Individual
Figure 2 - Cash Gain
The User would then have selected Enter to confirm this and had the option to print the
Declaration report and would then have been returned to the Balancing menu as shown in
Figure 1.
Then the Balance Report button was used to Balance the Stock Unit.
The first screen shown when balancing the Stock Unit is as in Figure 3.
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FU ITSU HNG-X System
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16 Fe Help
oo
Confirm LossiGain MsG00152
One of more declaration totals do not match the
A system derived figure
Press Continue to see list of discrepancies for
confirmation
Continue )
‘JTHOOT ‘TP:09 BP:01 SU: ATM Individual casein K:
Figure 3 - Discrepancies Exist
This indicates that there are one or more discrepancies between the System Figures and the
Declarations that have been made.
The User would have selected Continue at this point.
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Home Balance Stock Unit Repel Tue 15 Feb 11 09:31
BAC-761:Press Enter to continue
History
ProductName I Discrepancy I Gain / Loss
oe I I
; Cash I£ 88.77 Gain
Quantity Previous
‘
PREV,
Remave (Scroll I Scroll (Cancel
: tem [Up Down ‘
Seeley Fa « INDO.
View Full [Receipt [Front Back
asket Offic
0} RECPT, iz eh
Page iPaye —/Page
Up! [Down Lu
Sia Individual
Figure 4 - Discrepancy List
Figure 4 is then displayed with a list of the one discrepancy that was identified. Note that this
is the same as he would have seen in Figure 2.
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Gite eed Balance Stock Unit Report Tue 15 Feb 11 09:32 Help
O.No Screen Hint, Press Help for more information
History ‘Screen
Entry
Balance - Office Copy Ti)
Print Preview {Ra Over I Suspenit
Resume
ee I tack
22) 24) 26} A
Quantity Previous
ie
PREV)
aa cro IScfoll [Cancel
Nate
tem [Up Down
8) ie)
View Full IReceipt IFront [Back
Basket Office I Space
Fi0) RECT) Fid
late I Logout I Quantity
ts a Ful Fig
PU
eee st : BB ie
‘JTHOO1 TP:09 BP:01 SU: ATM Individual
Figure 5 - Print Trial Balance Screen
Figure 5 is then displayed allowing the user to print (or preview) the Trial Balance.
Until the Trial Balance has been printed or previewed, then the Roll Over button is not
available.
At this point the Trial Balance would have been printed and it would have looked like:
Little Thurrock FAD: 1350269
09:32 23/09/2010 TP: 09 BP: 01 SU: ATM
Trial Balance - Office Copy
x*****Discrepancies in this Account********
*Discrepancy OVER 88.77 *
*Discrepancy SHORT 0.00 *
nen *
*Nett discrepancy 88.77 *
rr *
FOI IO III IOI IOI III ISIS CI IOI IOI I I II ICI I ICI I IK ie
VALUE ITEMS &MOP VOLUME VALUE
Cash 12630.00
Cash 12630.00
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Fe)
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MOP 12630.00
TOTAL VALUE ITEMS &MOP 12630.00
RECEIPTS VOLUME VALUE
Balance B/Fwd 6541.23
Transfers In 15000.00
Remittance In Detail 0.00
Discrepancy OVER Transferred 0.00
Discrepancy SHORT Resolved 0.00
TOTAL RECEIPTS 21541.23
PAYMENTS VOLUME VALUE
A&L ATM 8 9000.00
SELF FILL ATM 9000.00
Transfers Out 0.00
Remittance Out Detail 0.00
Discrepancy SHORT Transferred 0.00
Discrepancy OVER Resolved 0.00
Total VALUE ITEMS &MOP 12630.00
Nett discrepancies 88.77-
TOTAL PAYMENTS 21541.23
Balance C/Fwd 12630.00
STOCK VOLUMES VOLUME
EXAMINATION
Drawer examined and cash and stock found
as shown in this summary
Datestamp
ponnn--- +
Signature ..........
Time. . sAM/PM — +------- +
TRANSFER
Cash and stock in this summary have been
transferred to me
Datestamp
Signature
Ref:
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Time... . 2 2 2. . WAM/PM) $------- +
*** END OF REPORT ***
Figure 6 - Original Trial Balance Report
Having printed the trial balance the user would then have selected Roll Over.
Quantity
Confirm Rollover Type
‘Do you wish to rollover into the next TP, 10, or
@ into the next BP in this TP. 9/27
eos Se Oe
JTHOOT — TP:09 BP:01 SU: ATM Individual K:
Figure 7 - TP or BP Rollover?
Figure 7 would have been displayed giving the User the option of rolling over into either the
next TP (TP 10) or the next BP (BP 02 of TP 09).
In order to encounter the problem the user would have selected a new TP and so have selected
the Next TP button. Note that this is incorrect as it is not time to rollover into TP 10 for
another 3 weeks.
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Quantity
Confirm Rollover MSG31311
Check that all stack unit accounting activities have
taken place. Press Continue to rolfaver the stock
unit into the next TP.
Figure 8 - Prepare for new TP
Figure 8 would be displayed requesting the user to confirm that all relevant Business
Processes to roll into a new TP have been followed. They would then have selected Continue
to progress. Note that if the User had realised their error and Cancelled at this point all would
have been well.
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Receipts and Payments Mismatch
Outstanding Discrepancies
MSG31316
(7) You have outstanding discrepancies of £ 88.7
Press Continue to transfer this to local suspense
and continue to rollover.
Press Cancel te cancel the rollover
Continue I Cancel
Figure 9 - Post Discrepancy to Local Suspense
Figure 9 would then be shown indicating that the SU Discrepancy is to be posted to Local
Suspense.
At this point the user realises that they didn’t mean to rollover into a new TP (posting of
discrepancies and hence this screen only appear during TP rollovers), and so they select
Cancel. It is at this point that the bug occurs. The local memory cache in the counter has the
discrepancy cleared at this point, but no corresponding balancing transaction has been added
into the cache to balance it.
They then return to the screen shown in Figure 5.
At this point they could have selected cancel and all would have been well. If the Print or
Preview option had been selected at this point to re-print the Trial Balance, then the following
would have been printed:
Little Thurrock FAD: 1350269
09:33 23/09/2010 TP: 09 BP: 01 SU: ATM
Trial Balance - Office Copy
**x****Discrepancies in this Account********
*Discrepancy OVER 0.00 *
*Discrepancy SHORT 0.00 *
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oO
FUJITSU Receipts and Payments Mismatch
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* ---
*Nett discrepancy *
*
----*
FOI II IO IOI ICI IC I ICI IO RIO IIR I a Ie
VALUE ITEMS &MOP VOLUME VALUE
Cash 12630.00
Cash 12630.00
MOP 12630.00
TOTAL VALUE ITEMS &MOP 12630.00
RECEIPTS VOLUME VALUE
Balance B/Fwd 6541.23
Transfers In 15000.00
Remittance In Detail 0.00
Discrepancy OVER Transferred 0.00
Discrepancy SHORT Resolved 0.00
TOTAL RECEIPTS 21541.23
PAYMENTS VOLUME VALUE
A&L ATM 8 9000.00
SELF FILL ATM 9000.00
Transfers Out 0.00
Remittance Out Detail 0.00
Discrepancy SHORT Transferred 0.00
Discrepancy OVER Resolved
Total VALUE ITEMS &MOP
Nett discrepancies
TOTAL PAYMENTS
Balance C/Fwd 12630.00
STOCK VOLUMES VOLUME
EXAMINATION
Drawer examined and cash and stock found
as shown in this summary
Datestamp
Signature... 1... eee
Ref:
Date:
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Time... 2 2 ee. CAM/PM 0 $-=----- +
TRANSFER
Cash and stock in this summary have been
transferred to me
Datestamp
Signature
Time... . ee ee . AM/PM +------- +
*** END OF REPORT ***
Figure 10 - Revised Trial Balance
In Figure 10, I have highlighted the differences from Figure 6, namely that the Discrepancy
figures have been zeroised and the Total Payments no longer matches Total Receipts.
Note also that if this had occurred, then a Receipts and Payments mismatch event would have
been recorded and a message would have been displayed to the User.
However they decide to roll into a new BP instead and so select the Roll Over button and the
screen in Figure 7 is redisplayed.
This time the Next BP button is selected. This results in the Final Balance for the BP being
printed.
Ref:
Date:
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foe]
Confirmation
The report has been sent to the printer and
printing will begin soon. Watt for the printing to
complete.
Press Confirm if the report printed successfully
Press Retry to reprint the report
‘JTHOO1
Figure 11 - Final Balance Printing
This would have matched the Trial balance shown above other than saying it was a Final
balance.
Note that the user is not warned about receipts and payments mismatches on the
Final balance as it is assumed that they would already have been seen on the trial
balance.
This particular bug shows that is not necessarily the case!
Figure 11 is displayed for the User to confirm that the Final balance has printed OK. On
completion of the Print then Confirm is selected.
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FUJITSU inc Som
Receipts and Payments Mismatch
ue 1S Feb 11 0936 Help I
Quantity
Stock Unit Rollover Successful MSG01012
‘Stock unit ATM has been rolled aver successfully
to Trading Period 9 Balance Period 2.
‘JTHOOT ‘TP:08 BP:02 SU: ATM Individual
Figure 12 - Rollover Complete
Figure 12 is then displayed confirming that the rollover has been completed. Once the
message has been read then Continue is selected returning the user to the Stock balancing
Menu as in Figure 1.
Internally, Horizon would have recorded Opening Figures for the new BP and these would be
incorrect since the Discrepancy of £88.77 (gain) should have been carried forward into the
new BP.
4.2 Balancing the Branch
All subsequent BP rollovers for this Stock Unit would have been OK and the next time an
issue would be noticeable would be when rolling over the Branch into the next TP on
21/10/2010.
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Re)
FUJITSU ING Sym
Receipts and Payments Mismatch
The BTS produced was as follows:
Little Thurrock FAD 1350269
1
10:12 21/10/2010
Final Branch Trading Statement - Office Copy From 16/09/10 To 14/10/10
Branch Total Suspense
Cash On Hand B Fwd 53272.23
All Currencies Awaiting Collection B Fwd 66.39 66.39
Suspense B Fwd 0.00 0.00
Other MOP B Fwd 0.00
ForEx B Fwd 3293.29
Other Postage B Fwd 2786.84
Remittances In Total 1767.50
All Currency Rems from SUs 113422.00 113422.00
Gains to/from Suspense 0.00 0.00
All Currency Pouches Despatched 113488.39
Transfers In from other SUs 45000.00
Other Receipts 356755.05
Remittances Out Total 132485.28
All Currency Pouches Despatched via Sus 113488.39 113488.39
Losses to/from Suspense 0.00 0.00
All Currency Rems to Suspense 113422.00
Transfers Out to other SUs 45000.00
Other Payments 229755.25
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SU AA SU ATM
46731.00 6541.23
0.00 0.00
3293.29 0.00
2786.84 0.00
1767.50 0.00
0.00 0.00
113488.39 0.00
0.00 45000.00
356755.05 0.00
132485.28 0.00
0.00 0.00
113422.00 0.00
45000.00 0.00
186695.25 43060.00
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FU ITSU HNG-X System
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Cash On Hand C Fwd 49526.86 40956.86 8570.00
All Currencies Awaiting Collection C Fwd 0.00 0.00
Suspense C Fwd 0.00 0.00
Other MOP C Fwd 0.00 0.00
ForEx C Fwd 2912.41 2912.41
Other Postage C Fwd 3350.27 3350.27
Total C Fwd 55789.54 0.00 47219.54
Trading position (+/-) 0.00
Discrepancy OVER Transferred 0.00 0.00 0.00
Discrepancy SHORT Transferred 20.86 20.86 0.00
Discrepancy OVER Resolved 0.00 0.00 0.00
Discrepancy SHORT Resolved 20.86 20.86 0.00
Total Branch Adjustments 20.86- 20.86- 0.00
Little Thurrock FAD 1350269
2
10:12 21/10/2010 Reprint for 10:12 21/10/2010
09
Final Branch Trading Statement - Office Copy From 16/09/10 To 14/10/10
Stock Holdings at End of Period
DESCRIPTION VOLUME DESCRIPTION VOLUME DESCRIPTION
Christmas 10 PP 4 Instants £5 78
Medical PP 5 Instants £2 382
WinniePoohPP 5
RSF lst Class 148
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lst class stmp 4757
RSF lst Large 199
ist class Large 584
2nd class Large 618
2nd class stmp 7191
SplDel SD3 41
Airsure World 9
Int Sign Euro 8
Int Sign World 9
Airsure Europe 10
Airletter Single 26
SplDel SD2 23
SplDel by 9.00am 29
S/a 2ndx100 49
S/a 1stx100 42
lst Large x 4 61
2nd Large x 4 82
SAS bk ist x 12 634
SAS bk 2nd x 12 762
SAS bk Ist x 6 232
PO Phonecrd £5 7
PO Phonecrd £10 5
PO Phonecrd £20 22
Postal Orders 93
MVL Discs 809
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Re)
FUJITSU ING Sym
Receipts and Payments Mismatch
Instants £1 536
Transaction Corrections 6
I certify that the content of this balancing and trading statement is an accurate reflection of the cash and stock or
Signature:
*** END OF REPORT ***
Figure 13 —- Branch Trading Statement
This shows a Trading Position of £88.77 (highlighted) corresponding to the lost discrepancy.
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