POL00448132
POL00448132
CTO2023 July 2023 SECTION 13 Back Office V4.0
Back Office
Useful reports
Transaction Log
This report is a list of all transactions and transfers 7 :
completed in the branch in date and time order. The 1 [ansaction Log Glossary
1
i]
log can show data going back up to 60 days from the 1 1
present day regardless of Balance Period or Trading 'DD — _ Declaration Discrepancy!
Period. ' (+ or -) '
The log can be used to look at all transactions on a } ER = Existing Reversal i
given time or day, or you can enter specific criteria lu = pigs A
to filter the data into a shorter report. For example, 1 euGw Oe ~ wpe 1
you could check transactions over a certain value in a 1 HK = Housekeeping 1
specific stock unit. : RIAD - Rem in ADC 1
«From Horizon ‘Back Office’, select ‘Reporting’, ;RISP - Reverse Pouch 1
then ‘Transaction Log’ 'ROAD — Rem out to ADC '
a a 1 !
. Select any specific criteria you want to check , ROSP - Rem Out to Pouches 1
» Print or preview TRV - Reversal/Refund '
1 '
1SA = Stock Adjustment 1
Rems in/out reports 1 (+ or -) I
These reports can be used to make sure all incoming ; sc - Serve Customer i
rems have been accepted correctly and that all LTA = Transaction 1
outgoing rems have been despatched correctly. You i ‘Acknowledgement I
can also check that all stock coming in from, or out to It _ Transfer In i)
the Automated Distribution Centre (ADC) has been ' i
input correctly. : TO - Transfer Out ;
» From Horizon ‘Back Office’, select ‘Reporting’, . e<---- “4
then ‘Reporting Rems’
» Select either ‘Weekly Remittance IN’ or ‘Weekly
Remittance OUT’
' Top tip! Daily cash declarations and weekly
I balancing will help you to narrow down the
«Print or preview 1 time frame when searching for a
1 discrepancy. You can use the glossary
Suspense account ! (above) to help you identify different
I transactions on the Transaction Log,
The suspense account is a holding area for cash, stock
or transaction values that have still to be cleared from
your branch accounts. The suspense account report
can be used to check for transaction corrections and
rem shortages and surpluses.
» From Horizon ‘Back Office’, select ‘Monthly
Accounting’, then ‘Monthly Accounting Office’
» Select ‘Suspense Account’
«Print or preview
‘The contents of this document are classified Post Office INTERNAL. Disclosing, copying, distributing the information contained within this document to any third-party not working
‘on behalf of Post Office and for the purpose intended, is not permitted.
Operational Training & Development
Delivering Operational Excellence &
Post Office - Operational training guide
POL-BSFF-104-0000091
POL00448132
POL00448132
SECTION 13 Back Office V4.0 CTO2023 July 2023
Back Office
Transaction reversals
Mobile Top-Up (E-Voucher)
A reversal has to take place within 10 minutes of settling the transaction and only if the customer has not
used the credit.
Automated Payment reversal (e.g. barcoded or magnetic swipe card bill payments and Postal Orders)
Transactions cannot be reversed after your end of day cut-off. If the customer paid by cheque and it has
been despatched you should not reverse the transaction. Please only reverse transactions using the original
Horizon receipt.
1 Back Office - Reversals ~ Existing
2 _ I Enter ‘Session ID’ from the original Horizon receipt and press ‘Enter’
3 _IIf session ID has been accepted, enter the original transaction date and press ‘Enter’
Select the transaction to be reversed from the list and press ‘Enter’.
ice Ss See Stes a
4 I Important: Please remember to select the transaction and not the method of payment otherwise 1
I the reversal won't work !
5 I When the green message box appears, press ‘Continue’ to confirm the reversal
& _ Select ‘Settle’ and then the appropriate method of payment. This should be the same as the payment type
used to settle the original transaction
A blue message box will pop up confirming the data stored for reversal, Press ‘Close’ and three receipts will
be printed
— Give the first one to the customer and keep the other two with the original receipt in the drawer
7 _I—Return to the Horizon ‘Home Screen’ and if needed, process the transaction again
Note: If you are reversing a Postal Order, follow the Spoilt Postal Orders process on the next page
‘The contents of this document are classified Post Office INTERNAL. Disclosing, copying, distributing the information contained within this document to any third-party not working
‘on behalf of Post Office and for the purpose intended, is not permitted
Operational Training & Development
Delivering Operational Excellence &
Post Office - Operational training guide
POL-BSFF-104-0000091_0001
POL00448132
POL00448132
CTO2023 July 2023 SECTION 13 Back Office V4.0
Back Office
Transaction reversals continued
Spoilt Postal Orders
1 I Complete the full Automated Payment reversal process as shown on the previous page
2 Return to the ‘Home Screen’ and scan the barcode on the Postal Order. If it won't scan, input the barcode
numbers manually via the ‘AP Manual Entry’ button on the ‘Home Screen’
3. _I Select the ‘Spoilt Postal Order’ option and press ‘Continue’
4, _I Insert the Postal Order into the printer and press ‘Continue’
5 _ The printer will print ‘Spoiled Postal Order’ on the Postal Order and print a receipt
Note: By spoiling a Postal Order, the volume of Postal Orders stock will reduce by one
6 _ Attach the receipt to the spoilt Postal Order and keep it in your branch for two years
Spoilt labels
1 _ Ifyou physically have the label, you can spoil it by selecting ‘Postal Services’ on the ‘Home Screen’, then
‘Spoilt Labels’
Select the relevant carrier and enter the Royal Mail code — this is the first character of the VAT code which is
circled in the image below:
{ Important: For Parcelforce Value/
‘Economy, you will need to use
' this Spoilt Label process, because
a Royal Mail label is printed
{for these services. For all other
! Parcelforce services, please turn
‘to the next page for the correct
3. I Ifapplicable, Horizon might prompt you for the second character of the VAT code
Enter the value of the postage label to be spoilt and press ‘Enter’ to confirm the details on the screen
4 are correct
You will be prompted to write ‘SPOILT’ across the label - attach this to the Horizon receipt that will print off
and store them both in your branch for two years
5 I Note: Spoilt labels should be checked against the Postage Labels report when you complete your monthly
Trading Period (TP) balance, then stored separately from other reports for two years in the event of them
being audited
6 _ Select ‘Fast Cash’ to settle the basket
‘The contents of this document are classified Post Office INTERNAL. Disclosing, copying, distributing the information contained within this document to any third-party not working
‘on behalf of Post Office and for the purpose intended, is not permitted
Operational Training & Development
Delivering Operational Excellence &
Post Office - Operational training guide
POL-BSFF-104-0000091_0002
POL00448132
POL00448132
SECTION 13 Back Office V4.0 CTO2023 July 2023
Back Office
Transaction reversals continued
Parcelforce postage reversals
Parcelforce Express services (inland and international) can be removed from the basket before the transaction
is settled, by pressing ‘Remove Item’. For Parcelforce Express transactions that have been settled, follow the
instructions below:
1 From the ‘Front Office Home Screen’ select PLU
Input the PLU number for the required service, as shown in the table below
2. _I Ifthe PLU number is not shown for the label you require press ‘PLU List’ and select the service from the list displayed
Press ‘Enter’
Input the value of the transactions being reversed and press ‘Enter’. The reversal transaction will be added to
3 Ithe basket
For contract items only zero value will be allowed
4 Press ‘Fast Cash’ to complete the reversal
Retain all receipts including the original customer receipt (where applicable) with your branch paperwork for
5 Itwoyears
Remember to remove any Parcelforce labels that have been applied to an item
List of Parcelforce PLU numbers
Express 9 5954 Express 9 6696
Express 10 6193 Express 10 6700
Express AM 6194 Express AM 6699
Express 24 6195 Express 24 6697
Express 48 6196 Express 48 6701
Express 48 Large 43047 Euro Priority Home 30360
Global Priority 6197 Euro Priority Business 30362
io (additional collection 30744 Global Priority 30358
Global Express (all other branches) 30746 Global Priority PayPal 20218
Ireland Express 6198 Ireland Express 6703
Sunday Express 39209 Global Value 30364
Peet
1 Remember! For Parcelforce Worldwide Global Value and Global Economy services, you will need to 1
' complete the spoilt labels process (see previous page). 1
‘The contents of this document are classified Post Office INTERNAL. Disclosing, copying, distributing the information contained within this document to any third-party not working
‘on behalf of Post Office and for the purpose intended, is not permitted
Operational Training & Development
Delivering Operational Excellence &
Post Office - Operational training guide
POL-BSFF-104-0000091_0003