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Post Office Network
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Introduction
Balancing with Horizon
Welcome to ‘Balancing with Horizon’.
Mosi of you sil
ng out Horizon, we conducted a
nosy that before rollir
ve irlal to understand offices. Thi
identified a numb oblems,
ding y balancing
the first few weeks after thet
make the
ail net
rblems they
As a result,
procedures Lon their practical experie loped te
overcome these problems.
im
ortant that
we way. T
manual show easy 16 row procedures muse be
our Lam cor
re how to carry
s marual
aplair
to help you with the daily and weekly procedures that will change wher
Honzon i You must fe
aduced at your offi
ww these procedures
ro ensure that you balance sccuraiely,
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 Cent
on
you I
© any queries ahout this manual or zbour any business as usual
procedures, For help with using the Horizon system, remember to ring
Jorizon Sy
om Helpdesk. o
ation i som:
hing new that may
fot of peop!
network manager and Horizor
eld support officer both have «
finally, f ck with usi
ferizon
Alan Barrie
Operations Director
orizon i
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Practical tips when using Horizon
istent manner, This means that
*
roely important that procedures are carried out ina
there is one way of doing thir
manual describes how you need to do th
sand the same wey. This
ryone must carry out procedures
tansactions must be entered correcily in Jorizon system at the time of serving the
omer, Always check the iansaction on the screen agrees with ihe actual iransaction cc
cust
Horizon system while you have 1
§ error ont
at the counter. !t is much easier to correct ar
uansaction on the screen and the customer is suff in front of you rather than later when they have
lef the office.
You must ensure reports are checked against the appropriate documents and thar
found are amended accordingly. These must only be ‘cut-off? when you are t
appy 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.
as good as the information that
“The reports that are produced fron: the Horizon System are on
is entered into it. Therefo
documents to ensure that all account numbers 2
be perform
ust be done as soon as an error has been identified
¢ the actual transaction
», You must check thers carefully agair
yants af
re correct: Lf any of dhe reports are
d
ect a reversal must
s report produc
checked. This
For shared-stock unit offices ~ When ci
king dockets against reports, you should keep the
screen visible, This will
‘produce nsure that any transactions being carried out
ancously at other positions will not be added to the existing report you are ch
ve finished cheeky off”
were carried out during this time vill he automatically added to the
simul
any transactions that
When you ha g the report and have selected ‘cul
stem: and will be available
for checking on the next report.
When !
lancing Stock units, check that the actual stamps, stock and cash on hand agrees w
Horizon system by making the
stamps,
ssary adjusements, When you are happy thar th
are correct, you m a roll over the stock the next Cash Acco
umit,
mal physical checks st cing your stoc
* pustment of stock is the recommended method te ensure that system otal and actual stock
holdings agree. However an alternative method to stock adjustnent is to make a stock declaration
This means declaring your stock holdings rather than to adjusting the system held totals. Hf you
have use: od of stock declaration and you subsequently need to make an amendment to
the stock you must re-dectare the stock on the system
* ee the office has b -d over into the next Cash Account Period two Cash Accc
eld, the other suse be held at the office:
h account must sot be altered
nat is sent to Chesterfield,
ne must be sent to Chesterfi
orts will be produce:
are signed and datestamped. The
for six years, Ensure both copi
in any way as the changes will have no effect on the elect
forms stil need to be
ng walt horizon ii
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Contents
Page
Section I: Daily Reports Honzon Reports i
End of day procedures/ 1
Conncil Tax Schemes Report 2
Rens nemes Repert 4
“ Alliance and Leivester Girobank 6
8
_ FV Licensing Report 10
UKPA (United Kingdom Passport Agency) Report 12
g Report 14
APS Transactions Report 16
y Cash Declaration (DCD) Report 7
National Sav osits and Withdrawals.
ry (lnstanis) A
“& Horizon Reports 29
Section 2; Weekly Reports ac
: Report 30
r Reverse Report 31
32
DVLA VET Report 33
Green Giro
Pension and Allowance P
Redeemed Stamps Week}
(PO) Paid Report
Report 42
Postal Orders
Suspense Account Bi
Transfer Reconciliatic ansfer Reports 48
hhorzed ¥
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Section 3: Balancing and Suspense Account
Balance Da
vith Losses ~ offic ed to hold losses
Dealing with Gains ~ offic okt gains
Dealing with 1 — oth
Dealing with Gains ~ othe:
Section 4: Correcting errors on Horizon and
Out Of Hours Procedures
3 Hours Procedures
msactions, inchs
Section 5: Glossary of terms
vi with hovizor
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86
SF
61
63
6S
66
67
78
Name
of report
Council Tax Schemes
Rent Schemes
Alliance & Leicester
Girobank
Alliance & Leicester
Girobank Withdrawals.
Mliance & Leicester
Girebank reports
Brith Te
TY Licensing
URPA
Cheque Listing
fal otices except
Weeland}
Daily Cash Dedaration
National Savings Bank
National Savings Bank
Cashing Other Banks
Cheques {all offices
except WJeeland)
Cashing Other Barks
Cheques
offices ony}
Transfers
Remittances
Type
of report
Comer Daly
Counter Bally
Counter aly
Counter Daily
Office Daily
Daily
Counter Daily
Counter Daily
Counter Daily
unter Daily
Counter Daily
Coumer Daily
Counter Daily
Office Daily
Counter Daily
Coonter Bally
System receipt
System receipt
Where to
despatch
manual forms
council
Local council
Summary 6 4631 12
Girebank
Summary 6 4632 t0
BEY to processing centre
P5035. (yellow copy) to
passport
BEY to processing centre
PESANA
Selected
Bank of
Other offi
Distribution Centre
NA
NSASSMA and NSASOMA
to NSE 6
NSASIMA and NSASSHA
to NSB
PSBIMA and P3888
Selected offices: send to
Bank of treland
Other offices: se
Distribution
NA
NA
CVO
Procedure
for Horizon
reports
Retain 2 years in office
Retain 2 years in oie
Retain 2 years in ofice
Retain 2 years in afie
Can be destroyed
fetain 2 years in office
Retain 2
Retain 2 years in office
Retain 2 years in office
2 years in
het
years is
Retain 2 years in office
an be destroyed
Can be destroyed
2 years i office
2 years im office
Retain 2 years is
Retain 2 yeas i
the transfer is completed
produced once
System receipt
the remittance
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information
WA 2
WA
NAA 6
WA 6
To aid outlets 7
fi ly Report can be 8
produced to aid outie
Manual Summary P5065 2 years 10
Despatch Summary P5035 12
{white copy) at end of week to
Chesterfield
Ensure cheques have been 14
‘reentted out’ to correct
ation
cheques have been 14
mitted out’ to correct
ination
NIA 16
fan be used to complete end of = 17
k ONCH I form or PHIOS
NSASAMA at end of CA. week 18
despatch to HSB Glasgow
NSASAMA at end of CA. week 28
despatch to HSB Glasgow
De not rem out cheques 24
Remi out these cheques 22
System receipt is produced once = 24
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Section I: Daily Reports
Daily procedures and Horizon Reports
You must produce the following Horizon system daily reports in time for final
postal collection:
* Rent Schemes
* Alliance and Leicester Girobank Deposits and Withd
+ British Telecom report
+ TV Licensing report
+ URPA (United Kingdom Passport Agency)
Cheque Listing report
Cashing Other Banks’ Cheques
End of day procedures / reports
+ APS Transac
on report
+ Daily Cash Declaration
* National
ings Bank Deposits and Withdrawals
* Produce Stock Unit Bala
* Remittances and Transiers
Remember:
1. You must check your vouchers /
dockets against the Horizon produced report and manual
summaries to ensure the totals of values
volumes agree.
if you have other transaction kets far which there f
» Horizon system report, ch
ance snapshot, be te these fi
ch and stock
quir this gui
4. For shared-stock unit offices
report and
Phe antomuatically added! in the system and ¥
against
on a daily basis
horizon
Council Tax Schemes Report — all offices
Produce the manual Daily Council Tax
(CTax) Summary
* Print the Hor es Counter
Daily Rep ff time
* Retain for che:
g against the manual Da
unc ary
Produce the Council Tax Schemes Report
(Bi6}
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Council Tax Schemes Report
Complete the relevant manual Giro
Transcash Form(s) and enter onto the
Horizon system as a ‘CTax tcash’
transaction
¢ you to make a
ue contra”
called
he same
again so thatthe
HON appears as zero on the transaction
* Associate the under ¢
Daily Cou
Horizon Cou
Report and reta
y Ges) of the manua
th the
Despatch the t.
x Summary anc
accordan
WitA existing
all offices continued
REST SCHENRE
- VOUCHER CARRS,
arasenaseee 22
horizon
Rent Schemes Report — all offices
Produce the manual Daily Rent Schemes
Summary
Reut Schemes Sumimary
Print the Horizon Rent Schemes Counter
Daily Report at the authorised cut-off
time
he desktop mien select:
Repo!
~ Repe
~ Counter
Report cota
* Ifthey do not agree, correct
to the
sec
* When
es agree. select cui-€
he
LONBeR soRoUaH AF CROYDON
HOUSING RENTS Soot
re Soc iy NE
POST OFFICE Ne
SSS
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Rent Schemes Report ~ of offices continued
Complete the relevant manual Giro +Glrobank om ES
Transcash Form and enter into the ne _
Horizon system as a‘T" csh loc rent? ial
transaction s
+ From the desktop menu sel }
ENT senEAtE
Transactions (FL) VOUCHRRcanns
~ Serve customer (FL) cw Bt See vat neh Stn et et me
- Other products (F 13) sroasoaanse 22 #
- Girobank (
oa
The system will prompt you to m,
33
r loc rent (Fi)
mpensating entry called “Iclrent contra”
so that the
on the
Enter the same total ag
instruc
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Alliance and Leicester Girobank Reports
—all offices
Produce Girobank Daily Record of Deposit and Withdrawal forms
Girobank Daily Record of Deposits form Girobank Daily Record of Withdrawals
(G4631) form (G4632)
rd of
Sand the office copy at
fF ume
+ Check thar cach dep
Hrobank Daily Recorc
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Alliance and Leicester Girobank Reports ~ all offices continued
Print Office Daily Girobank Deposits / Withdrawals Report
* Check that the tot
the total of the O
s of all the Girobank Daily 8
fice Daily Report
unmaries of Deposit and Withdrawals agree with
From the desktop menu select:
ports (F2)
Office daily (F2)
Giro Deposits (FL) / Withdrawals (F2)
t(F4)
* When figures agree, select cut-off (F12), accem the messages and then s
» Destroy of
he Office Daily Report
Girobank Daily Record of Deposits form Girobank Daily Record of Withdrawals
(G4631) form (G4632)
+ Despatch the Daily G
mmary Report G46:
Ie
ade
awal slip(s} in ye
‘opy of the Horizon
Counter
Lin your
office for 2
horizon 7
horizon
British Telecom Report — all offices
This procedure will only apply t BY bills dha
P transactions
Produce the Horizon BY Bills Daily
Report
ort-off ame,
- Counter Daily (P1}
- BY BHD EPS)
Produce your total slip
than. 25
sills per slip)
ave HOt heen ac
coded Bul
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British Telecom Report ~ ali offices continued
cher @
red and
and the as ite
striped ey eoordance
and the BT
horizon
TV Licensing Report — all offices
Produce the Horizon TV Licence Counter
Daily Report
This fd be dene at tie authorised
cut
* From the de:
op eR Selects
Reports (F2}
- Counter Da
TY Licences
» When the
accept dhe F
is
sm
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TV Licensing Report ~ all offices continued
ELEVISION COUNTERFOI
sas Manual)
6
2 in acee
A PACONS
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UKPA (United Kingdom Passport Agency) Report
Produce the UKPA Daily / Weekly
Summary Form
WK cary passrorrscenute 9605 (09
E
© passport applications }
ly Sch
that al
isted on th
Produce the Horizon UKPA Counter Daily ce I
Report
> From the
correct the error
dion in this guide
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* Complete the weekly despatch section «
i fule form PSO
* inte
UKPAL
the
the
retain if
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Cheque Listing Report (excluding Personal
Banking and Other Banks’ Cheques) — all offices
Produce the Horizon Cheques Listing
Daily Report
* From the desktop menu select:
daily (FS
~ Cheque Listing (F 10)
Print (4)
* Check that the value of chi
es agrees with
the totals on t
Daily Report
zon Cheques Listing
y do not agree, correct the error by
sk Stock Fal eflect the
ques
nes Listing Daily
off
* Rem ont your cheques from the stock unit to
the appropriate destination (refer to the
Remittances and Transfer section in this
guide)
* Print the Horizon C Listing Daily
Repart again and ch that the total is now
£eI0
ot vero, Check that the rem out figure
eal with the discrepa
+ When the figure is zero, select cut-olf (F12),
cept the messages and select complete
etek :
: oe
Bie
sens £90 OF EDORS eon {
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Cheque Listing Report (excluding Personal Banking
and Other Banks’ Cheques) ~ all offices continued
Offices in Northern Ireland Offices in England, Scotland and Wales
Reeves.
cd ot
ore chan 30 cheques complete
P4099
be remined on
the Inward Rernittance Advice P884MA
BCV - CHEQUES / yates
* Branch Offices ~ post ct es to the Bank
of Ireland, Denegall Place, Belfast, BY) SBX.
* Other offices — remit cheques to your CRE
Complete the Cheque Batch Control Voucher
eA e the BCV with
e che
Remut ¥ to Data Central
h hovizas 15
horizon
APS Transactions Report ~ all offices
Produce APS Transactions Report
select
ransactions (F4)
at (PR)
the total number o!
ceipts
th the Horizon APS Daily Report
ures agree, select cut-off
ages and select ¢
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Daily Cash Declaration (DCD) Report
~all offices (Mandatory Report)
Complete Daily Cash Declaration Report
» From the desktop menu
Reports £
- Counter Daily (F1)
Daily Cash Declaratior
* Emer yo
ur cash on hand against the correct
coin or
ote denominations
* Enter Fi to confirm
vo Bio OF RE tas + Shared stock units only - enter your 1D
Print (Fa)
~ Retain the report in yo
ee ee
sare ID y
nformati
previous cash declaration
mite herizod iF
horizon
National Savings Bank Deposits and
Withdrawals Reports — all offices
Complete manual summary
Preduce Horizon Counter Daily NS
Deposits and Withdrawals Report
rom the desktop ment select:
Report (F2)
Withdraw NSA 53
Horizon er Daily Rep
accep’ wes and complete P16}
Associate s with the NSA 53MA (Daily
Account Sheet}
horizon
sos fib BF SEE oe
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National Savings Bank Deposits and
Withdrawals Reports ~ ail offices continued
+ Complete Daily Summary
NSA 56 MA a
* Transter the totals toh
54 MA Weekly
ramary
WEEKLY SUMMARY
eee CRETE
pene
caer maint
coed
18'S te mga frm 0 Co i
patient Saaree Sieger I ayy
So enomions ONS Her . 4 .
pa set on oe Lod
m Daily
posi
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National Savings Bank Deposits and
Withdrawals Reports ~ all offices continued
* Despatch the NSA 54MA, NSA 5@MA to
Glasgow in
scardance with existing
instructions
For Multiple Stock Units:
+ Produce the Horizon Off
NS Deposits / Withdrawals
e Daily Report for
+ Erox
the desktop me
~ Reports (F2)
~ Off
daily (F2)
sits (295) / Withdrawals (16)
~ Print (F4)
* Check th
Samn
at the totals of all the NS Daily
ee with the Horizon Office
Daily Report
+ When the figures agree select cut-off (
accept the messages and select complete
(Fie)
» Destroy the Office Daily Report
20
with horizon
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Cashing Other Banks’ Cheques
4 to the desp. ther Banks Cheques only.
fe. Lh
The following procedure aj
Personal Banking transactio:
Offices that send OB Cheques to Data Central
{all offices except Northern Ireland)
How to carry out the transaction on Horizon
+ From the desktop menu select:
Transactions (FL)
Customer (F1}
~ Other Products (F13)}
Pers Fin
OB chq to DPC (FL)
+ Print and retain the report in your office for two years.
Summarising OB Cheques (Data Central)
Produce the OB Cheque to Data Central Report
* From the deskt
@ Post Office
. f your OB Cheques on hand Ea os - :
otal agrees vith the total get * : Ea
orizon Report Total 4 ° iF
Seleer cut-off (F12)},
here (E16)
mplete the manual Daily Record Of
i Cheques P4034
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-
(DOW
spateh in accordance with the exis werk ona
despatch procedures
Offices that send OB Cheques to Distribution Centre
(Northern lreland offices only)
How to carry out the transaction on Horizon
* From the desktop menu select:
~ Transactions {FI}
~ Serve Custom
- Other Pro
ts
Pers Finance (F8)
~ OB Chq to CRU {
* Print and retain the
years
report in your office for iwo
You must enter the value of the OB Cheque minus
the fee (e.g. ifthe face value of the OB cheque is £50
and the fee is £5, you must enter a value of £45)
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Cashing Other Banks’ Cheques continued
The OB Cheque will now become part of your
stock unit cheque total, Le. your stock unit cheque
will in y the net value of the OB
eque (the face valuc m the fee) and must be
remitted out as part of your next cheque
remitrance
BARU MEcORS OF emoASKED CORO
Produce OB Cheque to CRU Report
cop menu select:
sunter Daily (F1}
- OB Chg to CRU (£13) ir
> Print (F4)
. of your OB Cheques °
agree
the Horizon Report Tou
. agree, correct the error
to corrections section in th ide}
* Select cat-off (FEZ), acce
conyplete (F 16)
. sie the nn
. > onimas ses
. the Daily Record OF B
S P3888
‘ 8% around
net am
accordance with existing procedures
havin
Be]
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Transfers
ck between stock
‘Transfers are the process for receiving and supplyiag cash and st
users attached
th
sates additional stock units for correction purposes or for
y become a soultd
eto multi-stock unit offic
ransfers are only normally applicab!
within an offic
aselves,
sfers be:
ired stock unit do not record o# Hie Horie
toffee ©
transactions, they will automatics
to the sare. sh
However, i
at of ho
2 Syste:
angle stock u
cook unit office, and transfers
For any stock or cash sent or received from sn external source, the Remittance function ntust
be used.
Process for transfer out
+ From the desktop menu select:
Transactions (PE)
-Transters (F
~ Transfer out (F2}
Select the stock wait that will receive
he transfer and press (FI)
sferred out onto the system
pe stock / cash thar is ta be u
sock / cash to be transferred out has t
ined by
romatic
int a wansier receipt. This mu:
mull the end of the week. The tra!
the office for
stock unit
purposes,
Process for transfer in
* Prom the desktop menu select
T
-Transters
actions (F1}
Transfer in (FE)
Select the appropriate transfer (FL)
Check the details on the screen are correct
cept the tra.
trans’
On the Horizon system 3 ‘tansfer in’
the corresponding "transfer out’
yster, the counter printer
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Remittances
This faci
sused by all offices when they receive or return stock, cash and cheques from, or to, at
external sou
ee,
Stock Remittances
sure that the correct source/
When you carry out stock remiitiance transactions, it is vital to
destination is selected on the Horizon n (Rilure to do so will lead ta cash account
st
automatic
When the re Hy printa receipt which must
tance
ected the counter printer «
be retained in the of years fora purposes
Non-provincial Cash Account offices:
Offices which receive stock from Hemel Hempstead Supplies Division
+ From the desktop menu select:
~ Transactions (F1)
smitiances (F3)
Supply Div (1)
Enter the stock recely i Syst
Offices returning stock to Hemel Hempstead Supplies Division
urned onto the Horizon syste
Provincial Cash Account offices
Offices which receive stock from the Distribution Centre
received onto the system
Offices returning stock to the Distribution Centres
* Prom the deskio
Transactions (P1}
Enter the stock to be re
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Provincial Offices which receive stock from Hemel Hempstead S80.
Stock received from SSO/Dof-NI
ne desktop m:
ved onto the systers
Stock returned to SSO/Dof-NI
* From the desktop menu select
ne retired onto the syster:
Cash and Cheque Remittances
Cash, POCL Cheques and Unpaid (RD) Cheques Received in offices
* From the deskrop menu select:
Enter the cash / cheque
Cash, POCL Cheques and Unpaid (RD) Cheques Returned from offices
28
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Remittances continued
National Lottery (instants) Activations
National Lottery Instants Received in offices
nt have act
he Horizon s}
ted instants through your
emi. De
terminal, you wil
oa
eotittances (F
a4)
? product (Fi /
Select the appropriate icc
National Lottery Instants Returned to Client
» From the des ena select
Tra
saction:
Remittances (F3}
Out 3)
Select the appropriate i
on / product (FE / B2)
a stock iterr
OH aS
pstcad or Pistributi
2
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Name
of report
Cash How
Counter Revenue
DYAYIO
DVLA YEE
Green Giros
Pension & Allowances
Pension & Allowances
Pension & Allowances
Milk Tokens
Redeemed Stamps
Welly
Postal Orders Paid
e Accouet
Transfer Reconciliation
Remitance Summary
Type
of report
Office Weekly
eekly
Counter Weekly
Counter Weekly
i Counter Weekly
Counter Weekly
Office Weekly
Weekdy
Manual
‘Office Weeldy
er Weeldy
Office Weekly
Office Weekly
Counter Weekly
Where to
despatch
manual forms
PAIO5 or ONCHE
To Local Ca
Management team
WA
¥594 & 9570 to DHA
Swansea
¥59S &¥S70 to DHA
Swansea
1D docket to Girabank
NA
RA
HA
To tischaly
A/A(BO only eed t0
complete the reverse of
P3T3INA)
PAG? or PARC & P2037
field
0 0
NA
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Procedure Other Page
for Horizon information
reports
Can be used for the completion 30
of PAIO5 or ONCHE form at
the end of the week
Yo Chesterfield This is only mandatory for 3
branch offices
Can be destroyed Complete and despatch at 32
end of week
Can be destroyed Complete and despatch at the 33
end of week
Te Girobank Complete and despatch at 35
end of week
Laat beat.
Counter Weekly Reports patch at the end of week 37
to lisatally
PIILIMA to Chesterfield Make sure Counter Weekly 38
report bundles agree with
report
PIBIIMA(D) to Lischally 38
NA Complete and despatch at the 40
end of week
To Chesterfield Ensure that envelope totals have = 42.
been entered manually and
despatch at the end of week
Destroy Complete and despatch at the 44
end of week
Retain for 2 years in 47
office
Desteay 48
Destray 49
me
, _
ee
ne
I
oo
oo
ce
_
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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:
‘ash Flow Report
A report P2311 MA, P&A P231 IMAC}
* PO Paid Report
* Suspense account report
* Transfers / wareconciled transfers ~ Mukiple Stock Unit Office
* Rem summary
Remember:
You must check the vouc st the Hi wtand manual
volume teials ag
Maries to ensure the
ekets for which there is no Horizon syste
i mg the
eport, check against
P If an error is
ember these figures are cumul
the balanc
found, refer te as section in dy
4. For shared-stock unit offices
‘produce report’ screen visible, This wi
simula isting report you are ch
cied ‘cut-off”, any transactions that
pe available
to the syste
cng with horizon = 29
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Cash Flow Report — all offices (mandatory report)
Produce Cash Flow Report
oe : + From the desktop menu select:
» Reports (F2)
ie2 Office Wi {P6}
- Cash Flow (FED)
NTRCTESY contIDEN
SPSO WEEKLY RE
Complete Cash Flow Form (P4105) Complete Cash Flow Form (ONCH 1)
* Check that all
been ente:
* Collect the Daily Cash Declar.
low Form P4iOS + Complete th
igures shown on the Horizon Cash ONCH f
low Office Weekly Report Horizon £
s shown on the
on Reports
. yw Office We .
« Flow Borm t bd
eR
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Counter Revenue Report —
sell retail items
Produce the Horizon Counter Revenue
Office Weekly Report
branch offices that
at
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DVLAV1I0 Report — all DVLA offices
Complete the V10 Renewal Schedule
V594 and associate with V10 renewal
forms
Print the DVLA V10 Horizon Counter
Weekly Report
* Check that
total on th
Weekly Report
08 DID OF RODORT 88
Weekly Report
ss can be completed throng’
B20 Boluacing wath #
Complete the V1.1 Renewal Schedule
Y595 and associate with Vil Renewal
Forms
Print the DVLAV11 Horizon Counter
Weekly Report
©
= Print (F4}
, ee, correct the error (refer
in this report)
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OVLAVIO/VIT Reports ~ al DVLA offic
i
I
I
I
i]
v onmnary #6 DVLA Swansea in the ENV
accordar the
oepacet of Ranwpart I
‘ I
SARUSEA I
Me eee. :
34
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Green Giro Report — all offices
Produce Green Giro Weekly Report
op menu select
~ Reports (F2}
~ Counter Week!
‘fn Giro Counter
ppear on the Horizon Gre
ly Re: bg Oe DRE eee
nid the val
sare
ch
* Check that the Mi lume is correct
When each stock unit has balanced: D5 OFCE DENTRACION DOCKET O6291 py
» Girobank
USE ONLY ONE G6311 PER WEEK
+ Arthe end
Do wos wee aacow ies Lane
Prim (P43
* Cheek that all the
35
horizon
Green Giro Report ~ all offices continued
© G63) or GES
Girobank Envelope in accordance with the
* Despaich the envel
existing despatch procedures
Re
iS
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Pension and Allowance Reports — all offices
Produce Horizon Counter Weekly P&A
Report
* From the desktop rv
~Re
orts (F2)
Counter Weekly
Weekly (FL) toled Has om
F4) A810 con
* DO NOT CUT-OFF
eck that all the P
cd Milk Tokens aj
the figures agree, sel
8 AOE ewe
fharves 9F
horizon
Produce the Horizon Office Weekly
Report P2311MA/P2311MA(b) ready for
despatch
b) (FS)
pensi
Office W
38
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© P&A dockets, Horizon Coun
ports and the H
ri P2G1EM } in the
Misc
£ the we
eo with existing instructions
nthe br
neh at the cr
instructions
39
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Milk Token Summary ~ all offices
eon ney
P3890
i
ae
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Milk Token Summary ~ ail offices continued
jain the number of G: Giro Milk
Green Giro
ap copy of form P3890 in
“THp Envelope
at the
isc 551 / 552 to
dof the week, in
ons
:FOrY pean PRAY ORS
;
8
&
g
TO RSALERRLSY g
HAND INTO PHG IN RLE
+ Retain bottom copy of P38
for 2 years
vizon al
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Redeemed Stamps Weekly Report — all offices
y Report
Produce thi
balanced
+ Brom the desktop menu select: men a
Reports (F
42 beknony wih horizon
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Redeemed Stamps Weekly Report ~ aii
This step is mandatory for BOs
Complete the re
p Summary
3 the back of the Horizon Redeemed
43
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Produce Horizon PO Paid Counter Weebly
Report I
en the desktop menu select
e error (ref
correction:
n this guide)
sfier the stock unit has ba
pasoma
the manual PO Encashed F
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Postal Orders (PO) Paid Report ~ ali offices continued
For Multiple Stock Unit Offices
re than one PO Paid
dé complete the manual {
Print (Fa)
* Cheek that the olume anc
paid and stamps agree wit
* ifthe
to the
2 select cut-off (FE
see £8 OF SERIE one
sages and comple
45
horizon
Postal Orders (PO) Paid Report
46
all of
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Suspense Account Report ~ all offices
Produce the Horizon Suspense Account
Office Weekly Report “on
* Brom the desktop menu select:
Reports (F2)
Office Weekly (F6)
Suspense Account (FI 1}
Print (F4)
* Check that any vouchers / RD cheques and
supporting documentation appear on the
printed report and there are no negative
figures
* ithe report is incorrect, correct the error
(refer to corrections section ix this guide) I
+ Complete (16) I
I
1
I
l
harlzon
ay
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Transfer Reconciliation / Unreconciled
Transfer Reports — multiple stock unit offices only
Produce Horizon Reconciliation Transfer
Weekly Report
* From the di
= Reports (
Produce Horizon Unreconciled Transfer oe
Office Weekly Report
48
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Remittance Summaries Report — all offices
Produce Horizon Report for Remittance
Summary
Report for Rems
ay
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80
He mo £ C)
Activities which can be done before close of business on Balance Day
+ Complete Counter Daily Reports ~ see Section 1
* Sun
green giros €
marise large volume }
ducts during balan as pensions and allc
+ Prepare despatch forms and envelopes
Step by step:
te Counter Daily Reports (of transactions taken af
2 Cx y Reports ~ see Sect!
6
8 Declare Cash
10 View discrepanci
Ensure shared stock unit users are lo
12 Produce Trial Balance report
13 Roll stock units over into » ance Period ~ apart from stock unit
int office snap
>ptional
rint all mandate
y reports ~ see Section 2
Balance and roll
18 Ps ash Account report
freer Stock Unit(s} Rollover
2 Despatch €. umaries
DO NOT MAKE MANUAL AMENDMENTS TO THE CASH ACCOUNT AS CHESTERFIELD
_ RECEIVEAN “TRONIC VERSION.
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Section 3: Balancing and
Suspense Account
Balance Day
On Balance
following I
throughout the day in order to save time later.
ended se
steps which you can us
checklist pri
Remember to swit
fapprow. 25 41
1 & 2. Complete Daily Reports and Weekly Reports
Daily Reporis include casit declaration, in
© stock unit bal
the manual Unclaimed Payments and t asi be summarised and
completed before you balance » © cannot be fs
Suspen count. This mears that you uy ned to complete iwo d
some transact
ns Le, One when the postman comes a
atthe close of business b
ng day. Even though the second despatch may
balancing day's
ce until the following
ymaries/BCV¥s must have ber entered on them
of errors will be generated.
3. Print OBCS Stoplist
duced on 3 he cash
sday before producing
e desktop memu select
Reports
~ OBES Stops (F10) in case of » failure
~ Prim (P4)
4. Post figures to the Suspense Account (unclaimed payments and uncharged receipts) as
necessary and print report
+ Bor devil i from the
posting and ing lems to
section within this document
Ace
fou my count report before pro
vt
t ne Suspens
offices, only one stex
uce this
Sf
horizon
Balance Day continued
8. Record non-accounting data (table 10g) and parcel traffic (table 12)
y inte the next cash:
Ia mult whole
cat be entered onto ane sk
- Bal Snapshot (F5}
~ Print (4)
» Check rh
y, ensuring that the system: held
actual stoe!
idings. Use the adjust cility to rectify an
repal
s for
port is aval
Discrepancies w
missing transact
™
ing Ist and Ind class) bel
Jertake more than one declaration if more than one
ensure that seperate declaration bers are used for
82
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»
10.
12,
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» Cheek acta! stock on hand agrees with hal,
nce snapshot
+ Any discrepancies should be re-check
before making an adjustment
. Check that the totals shown or
you have declare
the “postage stamp’ figure on the Balance Snapshot matches the
Any discrepancies should be re-checked before making an adjustment
* if you adjust your stamp figure after a stamp ¢
declaration and confirm i is correct
laration you will
ck your original
Adjustment of stock is the recommended method to ensure that systern totals and actual stock
holdings agree. However an alternative methed to stock adjustment is tn make a stock de
This entails declaring your stock hole posed to adjusting the system held totals, If you
have used the method of stock declaration and you subsequently need to make an amendment to
stock you must re-declare the stock on the systerr
aso
Declare Cash
* From the di
Ktop menu select:
Stock Balancing (14)
- Declare Cash (F1)
+ Print (F4)
» Enter your total cash holdings by denc
to undertake more than one
such cases, ensure hat separate dec
nination, Offices with shared stock units may be required
(ie, where more than one user has cash te dec
vation ID numibexs are used for each portion of cash
eciaralio ©). In
View Discrepancies
* From the desktop mena select:
Stock Balanci
Discrepanei
The systent may display a list of cash and stock
screpanicies
Ensure Shared Stock Users are Logged Off
+ Before producing a Trial Bal ensure d
fie. the user who is producing the trial balance repor
y one user is logged on to the stock unt
ru
th
k Balancing (F
lance Report a
4)
4)
produced, check that all totals are correct, proceed tw rollover the
€ final balance
* Once the trial balance
sock unit and produc:
ifthe: Analis
eck of cash, stock, ete. befor
g your balance
Geuncng wit horken $3
horizon
Balance Day continued
13. Roll Stock Units over into the next Cash Account Period or Balance Period
By selecting the rollover he stock unit final balance uomatically be produced
+ Offices which perform out of hours transactions (e.g. on-line lottery offices) should see the
Out Of Hours (GOH) procedures in Section +
+ To rollover an inactive stock unit use the following icon sequence:
You will also need to ensure that tive St $s (Le, stock u
raken place dur Cash Acecunt week) are also rolled over.
ot Report
ais select:
15, Print all mandatory Office Weekly Reports ~ see Section 2
16. Complete all other outstanding manual Sunmiaries
17, Balance and Rollover OOH Stock unit
18. Produce Trial Cash Account Report
Report (FS)
sv (F8)
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13,
20.
21
22.
23,
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Balance Day continued
Errors found after Stock Unit(s) Rollover
cks have been balanced
K unit will need to be ¢ t y the error, Note that
the final Cash Ac
he stoc
om section of this
Produce Final Cash Account
+ Rollover (F12)
nal cash account will be automatically produced
* By selecting the rollover option 2 cop
Check Office rollover into next CAP
* From: Use desktop menu select:
¢ Balancing (F8)
ce CAP (FT
- If you have roll
ey correctly the new CAP will be displayed
Despatch Cash Account and Summaries
* Sign and es of the Cash Account
* Send one copy to ¢ cid in the brown one-1rip pouch
+ Retain the 2nd copy in the office f
Ace aul your RNM via
n GE4S 66
» To extend the Cash Account period using the following sequence
* From the desktop menu select
Office Bak
oose IG extend the cash
ting to b
BO NOT MAKE MANUAL AMENDMENTS TO THE CASH ACCOUNT AS CHESTERFIELD
RECEIVE AN ELECTRONIC VERSION
horizon
Suspense Account
Overview
count is the section of the Cash 2 e Unclaimed Payments
Susper:
(Table 2), Author
ash Account (see o be
Cask Shortas ble 3) sections of the
dW). This section clarifies the reasons
etand how
or using the Suspense Acc
ro move Lens into and redeem items from Suspense. All of Cie icons whieh move
nse Account, can be found by the followiag selection process,
he
redewss fron
+ From the desktop menu select
(Fi)
Vransactions:
Housekeey
relevant icon
move
Remember: The icons work ‘in matching pairs’ ~ whichever icon
or whic!
Suspense Account has a party will redeem: that Her: from the same place, If you doy ROE Use
ash Account {1
dhe icons in pairs it will create errors in yor negative stock values}.
taken when movi ave more than one [ine on the
Gains and RDC heques).
Care should F
Cash Account {i.c, Losse:
an be held in the Suspense Account:
Only the following items
Unclaimed Payments Uncharged Receipts
* Authorised losses ° Gai
+ Rem shortages + Rem surphises
+ Migration ** + Migration **
+ Youchers * + Pre-purch:
> POCL cheques *
* RD cheques *
d Cash Shortages (PBL 2
Author
Hf you have any other products w
be moved to. se Accouns, and you
‘ou think sho
> £9845 6911022} for
Suspe
orrect advice
SUSE CONTAC the NBS
need authorisation, yc
e steck or methods
* The system will not allow: you to balance if pring te seems es
uit move mite the
ineaas te the Suspense Account befere the Stnck Unit is bulanced end rolled
>} at the Uine your office led with
1 Pleld Support Officer (HESO is inte
an error has heen mede in migration, an cron
pad within this sec
af the Suspense
rm (TPL)
ble. Failure to
will need to be removed roms the Suspense Account svhen the missing product becomes avai
eration, and settle
nt could res inaccurate calculation of rea
ne Suspense Aci
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Suspense Account continued
Dealing with Losses — offices authorised to hold losses
Any losses incurr vithin stock units s! (unclaimed
spe!
(a0 BP} rollov
#8) after the production of the fin:
this must be dene
ing ch
iis important ruc refully as offices that previously opcrated
would nor have needed to post a loss tl Account prior to Horizon being
plemented.
Failure to post a loss to suspense will me n with the stock
Move any loss incurred to the Suspense Account directly after completing Balance and
CAP Rollover
pen the desktop mony
‘Transactions (FL)
~ Housekeeping (FL
(P14)
Conipiete a cash and stamp declaration using the EXACT figures declared for the stock
unit balance
s activity is optional but will ensw 10 will commence the new CAP with a net
Jarations t unit is used for
riake the
a the decarations either that same evening or thy
owing day
shed on the ste
Dect Stamp (£2)
- Providing figures have been declared cory eno discrepancy
ly there w
To make a Cash Declaration
re declared co! en for the same amount as the
ed as part of U ssuming is the case, accept the discrepancy
“8 on the trial balance report
horizon _
Suspense Account cor
Any loss incerred with
stack unit need to be moved to the
payments). By following this procedure all stock units will start the new C
of zero. Sh:
wuld any discrepancies be shown later in the week, they will be as a result of work carried
rent CA
out during the cur
E.g. Week One
* Stock Unit incurs loss of £10
* Loss total will show £10
* Gaim toral will show nil
* Net discrepa:
After CAP re
declares cash and stock
rolder enters the £10 loss into Suspense Account and
Week Two
» Loss total will show £10
* Gain toral will show £16
-repancy for
Once a loss has been posted to suspense, a corresponding gain appears in the discrepancy
eport
box. This can be found on the stock unit tial balance re
Any
e with POC
zon System User Guide, Office Administration, page 33
J in the Suspense Account must be redeemec
business rules. For
Agency Offices
Some
the 8!
ncy offices have an agreement with Post Office Counters Ltd to hold all losses and gains in
ecified period. In these
stances, arnounts can be held in the Suspense
Account and a with the agreement
cales 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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Suspense Account continued
Dealing with Gains ~ office authorised to hold gains
iin stock unies need to be moved to the Suspense Account (uncharg
1 stock balance and CAP (not BP} rollover. This will
need to be done using the stock unit in which the gain occurred
Any gains incurred wi
receipts) after the ction of the
¢ instructions are followed carefi
it is important that ¢ ly as offices that previously operated ECCO.
se ACCO!
ior
not have needed to post a gain to the Susp at prior to Horizon being implemented
with the stock unit.
re to post a gain to suspense will mean that the gain will remai
Move any gain incurred to the Suspense Account directly after completing Balance
and CAP Rollover
+ From the desktop menu sel
Transactions (Fi)
+ Housekeeping (£13)
Gains UR
Complete a cash and stamp declaration using the EXACT figures declared for the stock
unit balance
with anet
ait is used for
* This activity is optional but will ens
discrepancy of zera. You will nee
further transactions (Le. perform the declaratic
to undertake the declarations before
5 either that same evening
before
© performed on the stock unit)
To make a stamp declaration
mn the desk
Stock Bala
- Dec!
p menu select
ing (F4
amps (F2)
> Assuring figu rectly, there will be no discrepancy
5 } T y
To make a cash declaration
* From the deskiep menu 5
. recy a compensatory loss will be shown for the
the balar suring this is the ease, a¢
. port
Any gains incurred y
Locks w
receipts) by ing this procedure
any discrepancies be shown later in the week they
current CAP
horizon 59
horizon
Suspense Account conts
E.g. Week One
* Stock Unit in
* Loss total will show nil
. total will show £1
» Net £10 Cover}
Alier fice / stockholder enters £10 e > Suspense Account and
ye-declares cash and stock as shown abs
Week Two
* Loss total will show £10
wil show £10
Zain to
nul this w
stock
Gree a gain has been posted to suspense, a corresponding foss appears in the discrepancy
box. This can he found on the stock unit trial balance report.
Any gains held in the Susy ccount must be redeemed in line with current POCL business rules,
For information on redeem
Guide, Office Ad
om the Suspense Account, refer to Horizon System Use
Agency Offices
Some agency offices have an agreentent with Post Office Counters Lid to hold all losses a
nn these ins be held in the
mounts ca
the Suspense Account for a specified period. ANCES,
Account ax
d adjusted in aceordance with the a:
The
agreement, Failure io do se, may render the company in breach of f’s contract,
et discrep:
y must be adjusted within the timescales laid down in the terms of the
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Suspense Account continued
Dealing with Losses — other offices
in other offices there is a distinction be
een losses which an
ice has authority to hole within the
Cand, those which
dt be made good
the loss is
nt can be moved ta
P and authority to held the amount
be issued, the am:
in
He goo
permission sought from
ert
coming t
Making Good Losses
If you have not obtained au
ke good the
Make good the loss
+ This involves placing the cash &
amount of the loss in your till
Complete a stamp declaration using the EXACT figures declared for the stock unit
balance
sew CAP with a net
is acthyi
will cor
optional bu: will casure the stock
discrepancy of zero. You will need to under ss used for
larations before stock un
further uransactions (i.e. perfo
a feclar:
{same evening or the following day
befor
ny other activities are pe mig)
To make a stamp declaration
Assuming figures are de e will be nod
ed correctly the:
ancy
Complete a cash declaration entering your actual cash holdings including the cash
placed in the till to make good the loss
» This activity will n
ri the de
horizon
Suspense Account continued
By
~ This will be
following this pi
ain
fF figures are declared correctly a compensatory
loss incurred as part of the balance, Assuming ¢
is the case, accept the discrepancy
own on the trial
edure all stock uniis will start the new CAP with a net discrepancy of zero.
nny discrepancies be shown later in the week, they will be ult of work carried out
g the cur!
Eg. Week One
* Stock Unit incurs loss of £10
* Loss tot
* Gain total w aw nil
» Net discrepar
y = £10 short
Afler CAP rollover office / sto
k holder makes good the £10 loss and redec
stock as shown abe
Week Two
* Lass total will show £10
» Gain total will show £10
* Net discrepancy = nil
Should the net diserepar
be any amount other than nil, this will be v
discrepancy for this part
Obtaining authority to hold a loss in suspense
Ifa Joss is moved to the Suspense Acs
afi
62
sunt, the retail network manager noust b
ae
ed the day
¢ the balance has ken place to seek permission to hold the amount. Your retail network
ity to hold thi
ager will provide you with written author
cd the fos!
nade good
rity to hold the amount, it sh<
+ balance period.
forkzen
pe shown for the same amount as the
© loss, which will also have en end date
the authority period, the amount must
uid be removed from the
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horizon
Suspense Account continued
Dealing With Gains ~ other offices
ing a stock anit, the a
the Suspex to the next
Suspense Account, your retai
ne amount. Your retail network mana
<i also have ane
taken place to seek permission to hold yer will provide y
with written authority to hold the gain, which
ad of the author
not revealed at the ty period, the g
e amount removed from th
drawn it must be mac
and d
been with
Removing money from the tll
BP you tained au!
correct discrepancy after the
Move any gain incurred directly after completing Balance and CAP Rollover
: cash for the amount
+ Remove
Complete a cash and stamp declaration minus the gain
he stock will col price the
will ens
+ ‘This activity s eptional
discrepancy of zero. You will need 10
the deelar,
rake U: rations before the
tions (Le ning
ad
To make a stamp declaration
* From the desk select
deck Balancing (FA)
Deel Stamps (F2)
be crepancy
+ From she deshiop menu select:
Stock Balancing (£4)
Deel Cash (F1) MINUS THE GAIN
oss will be shown for the same amount as
Roveon 63
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nied
Suspense Account
folle ck units will
repancies be shown later in the we
CAR
E.g. Week One
tock Unit incurs ga:
will show nil
show £10
Ider removes the excess £10
stock as shown above.
Week Two
Should the amount other than ail this will be the stock unit
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Section 4: Correcting errors
on Horizon and Out Of Hours
Procedures
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Section 4: Correcting errors on
Horizon and Out Of Hours
Procedures
Errors found when checking Reports
before ‘cut-off’
against the actual supporting dockets
Reports produced from the Horizon system must be che:
on hand or the suppord mation before the cu-off is selected
Jiscovered ic must be corrected. The report reproduced from the Horizon system
if an erre
should not be ‘cut-off” until the dockets/ orting information agrees with the report.
by using elth
This type of error is correct
jon has been entered incorre:
+ ‘The reversal facility (where the original wans
> By entering ani iransaction has not
* Cootbination of the twe (rev g Che original transaction and then er!
correctly). See Examples 1 to 3 below.
Horizon report Supporting Possible cause Solution Horizon report
dockets after correction
Example 1
A 12o8
B4L?S
36.96
is
A LEBG 79
20
R asze 4.00
24.80
© 82.69
65
horizon
Errors found when checking Reports
after ‘cut-off’
op to ch is /
g the report against the actual docke!
reversal
n can still be made us)
matior and, the correc 2
produced from the Horizon
facility. Once the correction has been made, a pork mu:
sysytem with the ‘cut-off facility se 2 then be discarded, The first repor
ved again, ub
is report ¢
altered so that the correct entries for volume and value are showr
arust be manually
alterations must be initialied, See Example 4 below.
Horizon report Supporting Possible cause Solution: Horizon report
dockets after correction
Exampie 4
A i280 Docket © entered
10 as 39.60 1s 39.60
43.29 B of 36.96. 36.98
38.80 pepor he a
9539 cc 3690 fp 270
sonspley
ks.
+ This report can be
carded
92 sot jai
eicester Gi
he case of AlHance
xank the Horizon produced reports will be automatically
amended
the negative
enry,
if the entries appear on i summary must
ed and despatched with supporting docd
66 Seigecng with horizon
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Dealing with Transaction Reversals
fa 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
* a new reversal
* awansfer reversal
* an automated payment reversal.
Existing Reversal
An existing reversal can only be performed at the stock unit that carried out the original transaction,
and only within the same Cash Account Period.
All mansactions have a session number ~ this can be obtained from the transaction log.
* From the desktop menu select:
~ Reports (F2)
~ Transaction log (F3) Fibs Weae8be
sanchest
Bien ae wa HR
Prassactisn Lot
ee FesMoeTION EF 5 OF
See
ee peaBEET
sar
Boy
‘OE oe
TOS:
vos 2 OF EDIE oa
Transaction reversals can only be done whi } are still in the office (e.g. Girobank
deposit error spotted before voucher(s} have been despatched).
t the voucher(:
For information on how to complete an existing reversal on the Horizon system, see the Horizon
System User Guide, Electronic Point of Sale Service booklet, Existing Reversals, Subsection 24.1,
page 88. For specific information on Redeemed savings stamps reversals ~ see below
Redeemed Savings Stamp Reversal
‘You can only reverse redeemed savings stamps {
they were accepted. For example, if you have redeemed BT Savings Stamps to reverse, you must also
you also reverse the associated product for which
reverse the associated BT Bill payment.
these you will
To do this you will need the session muntbers for the transaction. If you do not kno
need to examine the transaction log.
For information on producing the transaction log, see the Horizon System User G
booklet, Office Reports, Producing a transaction log report, Subsection 13, page 47.
uuide, Reports
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Dealing with Transaction Reversals continued
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 re
* The BT savings stamp payment will appear on the stack
* ‘To complete the reversal select the Finish option
* Once the transaction is co: ith the reversal details
leted a receipt is automatically printed \
*« The BT bill payment and correct method of payment must now be entered onto the Horizon
system
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 transactio:
jas been entered incorrectly on the system and are unable to identify the specific transaction from
he transaction log.
For information on how to complete a new reversal on the Horizon system, see the Horizon System
User Guide, Electronic Point of Sale Service booklet, New Reversals, Subsection 24.2, page 92.
All uansactions 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
» AlHance and Leicester Girobank Deposits or Withdrawals - see Existing Reversal
» Remittances in or out - see Existing Reversal
* Transfers Transfer Reversal
Transfer Reversal
A transfer reversal can only be carried out on
the stock unit which has transferred the stock
out if the receiving stock unit has not yet
uansferred 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 the
Horizon System User Guide, Electronic Point of ee en
Sale Service booklet, Transfer Reversals,
Subsection 24.3, page 95.
68 Balmcing with horizon
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Dealing with Transaction Reversals continued
Automated Payment Reversal
An Automated Payment Reversal can only be
carried out at the stock unit which performed
the original transaction, and you must have the
customer's original rec
The stock unit must still be in the same
Balance and Cash Account Period, and the end
of day marker (POCL) must not have been
automatically activated. The marker (poll) is
usually activated about 30 minutes after
closing time.
If the end of the day marker has already raken
place, the system will not allow you to
complete 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 the Horizon System User
Guide,
Payments Servi
Payment, Subsection 10, page $1
utomated Payments booklet, Autornated
e, Reversing an Automated
This is aot 2 WRT vecsize
Balancing with horizon
69
horizon
Correcting errors found after stock units have
balanced and rolled over
details what actio fthe
out}, in a stock unit thar has already bee
take if you discover an error {prior to tf
balanced and rolled ove:
producti
£9 the next CAP
To correct the error you must create another stock unit on which you make the correction,
so that the stock unit can be easily distinguishable from any other stock unit in the office, call
it ‘ZZ2",
If you have found errors in mor:
rors, Create
Once created,
the stock uni
than one stock unit, you can use stock unit ZZZ to rectify all
tock unit.
unit ZZZ can be used each week to make any necessary corrections. If not used,
can be rolled over using the in:
tive stock unit rollover procedure, See the Horizon
System User Guide, Balancing booklet, Subsection 7, page 21.
Remember: Stock unit ZZZ mast not be balanced until you have checked the o:
e balance
snapshot and are sure that no corrections are required.
For information on how to create and attach yourself to a stock unit
the Horizon System User
Guide, General Administration booklet, Stock Unit Administration, Subsection 15, page 51 and
Subsection 16, page 53.
For information on producing an Office Snapshot Report, see page 54 of this guide.
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.
7
Example 1 — Rod Licence nat recorded on the system
Stock
{AA balanced and rolled over to CAP 20 showing a gain discrepancy of £18 in
CAP 19.
st 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 /attach yourself to stock unit ZZZ
Enter a Rod Licence transaction for £18 and sete for cash
Declare stamps and cash as nil
Complete at
over the st
Jance on stock unit ZZZ ~ showing a loss discrepancy of £18 - and roll
unit to CAP 20
The loss (618) in stock unit compensates for the gain (£18) in stock unit AA
Complete the office cash aceount and roll over to CAP20
In CAP 20 ~ attach yourself to stock umit 2ZZ and ‘transfer out’ £18 cash to stock wall
(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)
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Example 1 covicund
+ 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 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
Example 2 ~ Extra Rod Licence transaction recorded 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 £12.
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
» Comiplete a crial bal.
roll over the stock v
£222 » show!
ag a gain discrepancy of £18 - and
« The gain (£18) in stock unit 22Z compensates for the }
(£18) in stock unit AA
» Complete the office cash account and roll over to CAP20.
* In CAP 20 - attach yourself to stock unit AA
(do not physically hand over any money)
and ‘transfer out’ £18 cash to stock unit Z2Z
In CAP 20 attach yourself to stock unit Z2Z and complete the ‘transi of £18 cash
rom stock unit AA (do not physically hand over any money)
Complete a trial balance on stock unit 22Z dec
ips and cash as nil
Stock unit 222 will show a loss discrepa:
crepancy of £18,
fzero
giving you a net discrepancy
* When the stock unit balance is completed for stock unit AA it will show a loss
discrepancy of £18 and a gain discr
pane
of £18, giving you a ner discrepancy of zero
+ ‘The net discrepancy of
zero is carried forward to CAP 21
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horizon
Out Of Hours Procedures
‘Out Of Hours’ transactions
Out of hours refers to post office transactions which ¢
hours, such as before the post off
closes for the day
cur outside of the agreed post office opening
opens, during the lunchtime period or a
er the post office
The procedure for dealing with transactions on the Horizon system which are performed out of
hours will depend on whether you on to access the post office area outside
the agreed post office hours. If you are unsure check your RNM.
jons. For ease of use and
A separate stock unit should be created to deal with all out of hours tan’
to assist in balancing and cash a
‘count preparation, Lottery transactions should be performed using
stock unit, including those transactions which occur during normal post office
hours of business.
the out of h
« Create the stock unit following the normal procedure, using the stock 1D called ‘OOH’ t OF
Hours) see Horizon System, User Guide, General Administration booklet, Stock unit
administration, Creating a stock unit, subsection 15, page 51.
National Lottery transactions, including ‘Out Of Hours’
Lottery transactions
For ease of use and to assist in b
should be performed using the out of hours stock unit (OOH), including those transactions which
occur during normal post office hours of business.
ncing and cash account preparation, all Lottery transactions
Dealing with lottery transactions accepted on days other than the day of the
office balance
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 GVT
ulate the value of Instants sales for the day (a separate total of £f and £2 scratch
cards is required)
sales = the 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
‘The total value of
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Out of hours procedures continued
Step4 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
* From the desktop menu select:
- Transactions (FL)
~ Serve customer (FI)
~ Other products (F13)
- Leisure (P6)
- 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)
isure (F6)
National y Cheque Prize (6) / National lottery Cheque Ral
(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 u
* From the desktop menu select:
- Transactions (F1)
astomers (Fi)
Other products (F13)
Leisure (F6)
National Lottery cash prize (F4)
Step 7 Transfer cash to Counter Stock Unit
* Brom the desktop menu select
- Transfer out (
s and Transti
For information on activating / de-a
ng lnstants, see the Remitta
section in this guide.
Balancing with horizon 73
horizon
Out of hours procedures continued
Dealing with lottery transactions accepted on the day of the office balance
Stock un not b
‘OOH lanced 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: B:
OOH stock unit into the next Cas
Balancing booklet, AU stock units,
page 9)
e alls
as normal. (See Horizon System
to balancing and Cash Account production, subsection 3,
hese stock units have been rolled into the ne:
oO t 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’)
entered into the ‘OOH’
e next CAP. as normal (
When all other ‘Out Of Hours’ transactions have be:
the OOH stock unit and roll into
tock unit, balance
“Out of hours’ transactions’)
* Proceed with the Cash Account (See Horizon System User Guide, Balai
units, Guide to balancing and C,
tg booklet, All stock
Account production, subsection 3, page 9)
APS transactions
Any APS transactions conducted on the Horizon system must be included in the current Offic
Cash Account (CAP)
+ For ease of use, for APS transactions conducted out of hours use the “QOH” stock unit on.
balance day
» Offices using APT imprin
Horizon System,
ter for magnetic card transactions may enter the transactions on 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 5: Glossary of terms
Listed here are the definitions for some of the new terms that you may not be familiar with
For detailed explanations, please refer to the relevant booklet in the Horizon system user guide
‘cut-off You may know ‘cut-off" to mean the time at which you start ta
prepare your daily despatch for the postman. You will still need
to complete daily summaries for the daily despatch and also
produce Counter Daily Reports from the Horizon system.
There is now a Horizon ‘cut-off’. Once you are happy that a
report is correct you need to carry out a report ‘cut-off". This
totals the report and resets the figures in the Horizon System for
the next report to zero.
Any further transactions that you do after the report ‘cut-off’ will
appear on the next report.
Hf you do not ‘cut-off" after completing the report further
transactions will just be added onto it and both the ald and new
transactions will appear on the next report produced.
Logon At the beginning of each day you will have to tell the Horizon
stem that you wish to start the day's business. You do this by
logging on. You will be required to enter your User Name and
Password. You will also be required to Log on after any time that
you have logged out
Log out When you want to leave the office for the day, or for a period of
time likely to exceed 15 minutes, you must Log out of the
Horizon system.
Method Of Payment (MOP) The method by which a customer pays for a transaction is
referred to as a Method Of Payment or MOP. As well as Cash
and Cheque payments, this would also include payments such as
Savings Stamps and Girobank Transfers.
‘You must enter the exact Method Of Payment received into the
Horizon system or errors may occur,
Remittances and Transfers A remittance is where cash, cheques and st
out of the office.
ck come into or go
d stock within the
A transfer is movement of cash, cheques
same offi ansfers will only be used if you have multi
stocks in your office and will not apply to most small offices.
Reversals A reversal is a transaction which is performed when it is
necessary to correct a mistake or to provide a refund toa
stonter A reversal does not result in © 2
information being amended or deleted from the s
formation which compens
ting transac
stem, It doe
sand
however, create new int
corres
is the original transaction
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Glossary of terms continued
Rollover The Horizon system will automatically carry forward the balance
brought forward figure of the Cash Account and is known as the
rollover. A rollover is also completed after a stock unit balance
and again the system carries forward the balance brought
forward
During rollover the system
Le, From week 10 to week 11, ete.
the stock unit ai
anges the Cash Account Pei
Sales Stack An on screen display lists the product/s sold to the customer and
is referred to as the Sales Stack, At the botom of the Sales Stack a
total of the amount to be taken from or paid out to the customer
Session A session is one or a group of transactions bemg performed on
the Horizon System.
A transaction referer:
number is given to each part of a se
that is performed on the Horizon system including the way the
customer has paid.
reference numbers are sometimes used to locate a
transaction when it has been entered incorrectly and needs co be
reversed.
sion
Transacti
Stock Unit Balance At least one Stock Unit Balance must be produced for every stock
unit for each Cash Account week. If required a stack unit can be
balanced more than once during each Cash Account Period.
Suspense Account The Suspense Account is the Horizon term for unclaimed
payments and uncharged receipts plus authorised shortages,
‘Transaction Log The Transaction Log holds information about all wansactions
entered into the Horizon system at your office and is used when
you need to query a transaction. The Horizon system can
produce reports from the Transaction Log on any transaction
completed within the last thirty five day:
78 Boloncing with horizon
Name
of report
Council Tax Schemes
Rent Schemes
Alliance & Lei
Girobank Depos
Alliance & Leicester
Girobank Withdrawals
Alliance & Leicester
Girobank seports
British Telecom
WY bicensing
URPA
Cheque Listing
{all offices except
NAreland}
Cheque listing
(ireland offices onl)
APS. Transactions
Daily Cash Declaration
National Savings Bank
Cashing Other Banks
Cheques (al offices
except Nvela
Cashing Other Banks
Cheques (Mlreland
offices only)
I Transfers
Remittances
Type
of report
Counter Daily
Counter Daily
Counter Daily
Counter Daily
Office Daily
Counter Daily
Counter Daily
Counier Baily
Counter Daly
Counter Daily
Counter Daily
Counter Daily
Counter Daily
Office Baily
Counter Daily
Counter Daily
Aysters receipt
System receipt
Where to
despatch
manual forms
Local council
Local council
Summary 6 4634 to
Girobani
Summary & 4632 te
Girobank
WA
BCY to processing centre
BCY to processing centre
P5035 {yellow copy) to
passport office
BCV to processing centre
lected offices: send to
Other offices: send to
istribution Centre
WA
WA
NSASBMA and NSASEMA
ta NSB Glasgow
NSASBHA and NSASGHA
to NSB Glasgow
BC¥ to processing centre
PREAMA and P3888
Selected offices: send to
Bank of freland
Osher offices: send te
Distribution Centre
NAA
RAR
Procedure
for Horizon
reports
Retain 2 years in office
Retain 2 years in office
Aetain 2 years in office
Retain 2 years in office
Can be destroyed
Retain 2 years in office
Retain 2 years in office
Retain 2 years in office
Retain 2 years in fice
Retain 2 years in office
Retain 2 years in
fetain 2 years in ofice
Can be destroyed
Can be destroyed
Retain 2 years in alfice
Retain 2 years in office
Retain Z years in office
Retain 2 years in office
Other
information
WA
WA
WA
WA
To aid outlets
Office Daily Report can be
produced to aid outlets
Manual Summary P5065 2 years
Despatch Summary P5035
(white copy) at end of week to
Chesterfield
Ensure cheques have been
‘remitted oat’ to correct
destination
Ensure cheques have beer
“remitted aut’ to correct
destination
NAR
Can be used to complete end of
week ONCH 1 form ar PAIOS
NSASAMA at end of CA. week
despatch to NSB Glasgow
NSASAMA at end of CA. week
despatch to NSB Glasgow
Do not rem out there cheques
Rem ovt these cheques
System receipt is produced once
the transfer is completed
System receipt is produced ance
the remittance is completed
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20
2
22
Name
of report
Cash How
Counter Revenue
DVLA VIO
DVLA YE
Green Giros
Pension & Allowances
Pension & Allowances
Pension & Allowances
Milk Tokens
Redeemed Stamps
Weekly
Postal Orders Paid
Suspense Account
Transfer Reconciliation
Remittance Summary
Type
of report
Office Weekly
Office Weekly
Counter Weekly
Counter Weekly
Counter Weekly
Counter Weekly
Olfce Weekly
Oice Weekly
Manual
Office Weekly
Counter Weekly
Office Weekly
ice Weekly
Counter Weekly
Where to
despatch
manual forms
P4IOS or ONCHI
To Local Cash
Management team
NAA
¥594 & ¥570 to DVLA
Swansea
¥595 & ¥S70 to DVLA
Swansea
IB docket to Girchank
WR
WA
WA
To tbahaly
HAA(BO ony need to
complete the reverse of
P3731HA)
PAB? or PAID & PROB?
to Chesterfield
WA
Procedure
for Horizon
reports
Destoy
To Chesterfield
Can be destroyed
Can be destroyed
To Girobank
Counter Weekly Reports
to Lisahally
PISTIMA to Chesterfield
PUSLIMA(D) 10 Lisahally
To Chesterfield
Destroy
Retain for 2 years in
atfce
Destroy
a
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Other
information
Can be used for the completion
of PAIOS or ONCHI form at
the end of the week
This is only mandatory for
branch offices
Complete and despatch at the
end of week
Complete and despatch at the
end of week
Complete and despatch at the
and of week
Despatch at the end of week
Make sure Counter Weekly
report bundies agree with
fepart
Complete and despatch at the
and of week
Ensure that envelope totais have
been entered manually and
despatch at the end of week
Complete and despatch at the
end of week
Page
30
31
32
33
35
37
38
38
40
aQ
44
aT
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Step by step:
f 1 Comp en after cut-off)
weekly Reports ~ se
Print OBCS Stoplist
4 Post figures to the Suspense Acc
i 3 Record non-accounting data (Ta
6 Produce stock unit Bal
? Declare Stamps
8 Adjust
ii
e Cash
discrepa
\ Ensure shared stock un
are logged off
Produce Trial Balance report
3 Rol P or Balance Peric from OOH stack
stock units o
4 Print office snapshot report ~ optional
i
18 Prine all mandator see Section 2
L } nmiaries
t t
' 1% Produce Trial Cash Account re
‘ors found after Stock Unit(s) Rollover
26 Produce final Cash Account
k office rollover into next CAP
sh Account and Sur
23 Extending the Cash
unt period
DO NOT MAKE MANUAL AMENDMENTS TO THE CASH ACCOUNT AS CHESTERFIELD
RECEIVE AN ELECTRONIC VERSION
: : Te Ge i rue UT