POL00448133
POL00448133
CTO02024 July 2023 SECTION 14 Cash & Stock Management V4.0
Cash and Stock Management
Cash declarations
Cash declarations are important because at 7pm each evening the information is taken from Horizon and the
daily cash usage for the branch is calculated. This daily information is then used by the cash management
system to forecast the next Planned Order for your branch.
Having accurate daily figures allows Post Office to see how much cash is needed day by day, by
denomination and then make sure they supply the right amount of cash, in the right denominations, to your
branch or tell you how much cash you should send back.
The Horizon working day runs from 7pm, when the cash declaration figures are taken, to 7pm the next
working day, when the figures are taken again.
Here is a list of the key things to remember about completing cash declarations in your branch.
Make an accurate cash declaration as close to (but not after) 7pm every day for every stock unit that has been
accessed that day.
Its important because if one stock unit is not declared on time, the system shows that the whole branch declaration is
incomplete and the branch figures cannot be taken from Horizon into the cash management system.
What's meant by every stock unit that has been accessed that day? It includes:
All stock units you have completed work in that day
A stock unit you attached to by mistake — even though no transactions were done
A stock unit you accessed to complete a transfer or stock only transaction, even if no cash was moved
A stock unit that has no cash in it - a zero cash declaration is still needed
A stock unit that you only use for Transaction Acknowledgments
A stock unit used for other accounting, often called, ‘OOH’ meaning ‘Out of Hours’
A dormant stock unit that has been accessed that day
It’s best practice to always complete a cash declaration at the end of your working day, even if you have made an
accurate declaration for the 7pm cut-off. Here's why:
If you complete a cash declaration at 5pm today and carry on serving until 6pm, Horizon will accept the 5pm
3, declaration as today's figure for that stock unit. However, if you don’t use that stock unit tomorrow, and you fail
to make another cash declaration for that stock unit, then tomorrow the whole branch declaration will fail. This is
because Horizon looks to see if any transaction has been made by a stock unit since the last declaration. If it has,
then Horizon is expecting a cash declaration from that stock unit. The branch declaration will fail every day until a
new declaration is made.
If your branch is open after 7pm:
» Make sure every stock unit has completed an accurate cash declaration as close to (but not after) 7pm. You can
4 I then continue to serve until your branch closes
» Atthe end of your working day, if the stock unit won't be used before 7pm the next day, complete another cash
declaration
If someone logs back into a stock unit after a cash declaration has been done, the system identifies them as a
5 I new user and wants to know what business has been conducted. As a result you need to complete another cash
declaration, even if no transactions or cash movements were made.
g I Ifthe Horizon system times out while completing a cash declaration, the user will need to log back in and make a
new cash declaration.
The contents:
on behalf of
focument are classified Post Office INTERNAL. Disclosing, copying, distributing the information contained within this document to any third-party not working
‘and for the purpose intended, is not permitted
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POL00448133
POL00448133
SECTION 14 Cash & Stock Management V4.0 CTO2024 July 2023
Cash Management
Cash declarations continued
Ona balance day each stock unit should complete a daily and a weekly cash declaration.
On any other day each stock unit should only complete a daily cash declaration.
7 I Completion of the weekly cash declaration on a non-balance day will adversely affect the reporting. For example,
if you have a stock unit which is balancing on a Tuesday and will not be used again until Friday, please make sure
that the daily cash declaration is completed as well as the weekly declaration.
If you have an inactive stock unit, you'll need to make a zero cash declaration before you can roll it into the next
Trading Period, then you can close it down and make it inactive.
8 I Once an inactive stock unit has been rolled into a new Trading Period and remained untouched, you can delete it.
Remember! If anyone attaches to an inactive stock unit, it should have a daily cash declaration made before being
closed and declared inactive again.
g _ I Transaction Acknowledgements are linked to a stock unit that is not typically used every day, you will have to
log in and complete a cash declaration every day in that stock unit.
The value of any cash in pouches awaiting collection is automatically added to a cash declaration.
19 TTY to make up any cash in pouches prior to declaring cash.
If you do prepare cash pouches after your cash declaration, re-declare your cash and don't include the cash
pouches in the figures.
Planned orders
The Planned Orders report is available at a branch level.
It provides advanced notification of the content and proposed delivery date of your next cash remittance in.
It also provides notification of how much cash needs to be returned if you are holding too much.
You can use the information on this report to let the Cash Centre know of any alteration you require.
To print the Planned Orders report
« Go to ‘Back Office’, ‘Reporting’, ‘Reporting Rems’, and then ‘Planned Orders’
* Select the line in the picklist for the Planned Order that you want to print
* ‘Planned Orders’ - ‘Office Copy Print’
» Press ‘Enter’
To change a Planned Order
If you need to change your planned order, call the Cash Management team on:
Also contact them for:
«Cash enquiries
«Special requests for a cash delivery on a non-scheduled service day
» If you need to discuss changing business patterns
Please note: Large increases to planned orders and special requests will be passed to the Support Team for
clarification. These calls will take slightly longer so make sure you know what you want to order before you
telephone. This will help them process your request efficiently.
The conte
on behalf of Post
focument are fice INTERNAL. Dis
ice and for the purpose intended, is not permitted
Operational Training & Development
Delivering Operational Excellence &
Post Office - Operational training guide
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19, copying, distributing the information contained within this document to any third-party not working
POL00448133
POL00448133
CTO02024 July 2023 SECTION 14 Cash & Stock Management V4.0
Cash Management
Counterfeit notes
Neither Post Office, Bank of England nor the Scottish and Irish issuing banks can reimburse for any UK
counterfeit notes that have been accepted at the counter.
Key security features
All genuine notes have a number of security features you can look out for. Here are some common security
features of polymer notes from all UK issuing banks, with some example images:
a pattern which is
highlighted when the
feature and clear
window design that you
of the banknotes which
appear as glowing
Holographic foil Clear window Ultraviolet image Raised print
Specific areas of the Each family of notes has I I When observed under Raised print can be
banknotes incorporate its own see-through UV light, there are areas felt with the fingertips
across each banknote.
This also assists the
note is moved around.
can look through.
a
Royal Bank of Scotland £20 Bank of England £20
colours. visually impaired.
aa
Clydesdale Bank £20 Danske Bank £10
What to do with counterfeit notes
If your customer has handed you a counterfeit note:
» Do not hand it back to your customer. It should be
taken out of circulation
» Complete a P1091 Miscellaneous receipt
(available to order on Branch Hub) if your
customer requires one
* Obtain an incident number from the Branch
Support Centre
The counterfeit note needs to be included with your
next remittance, but not as part of the remittance
total. To ensure the cash centre can easily identify the
notes as impounded:
* Complete a ‘Counterfeit Notes or Discrepancies
Found in Banknote Envelopes’ form P6005
» Place the note in an envelope and mark the
envelope ‘Forged’ or ‘Counterfeit’, then attach the
envelope to the P6005 form
» Send the note and the completed P6005 form on
your next cash remittance service day
1
' Remember: Key security features for UK !
{I Polymer notes and paper notes are available I
1 on Horizon Help. You will also find further 1
1 guidance on the process for dealing with fi
1 counterfeit notes, including if you suspect a 1
! counterfeit note is in a cash remittance, or if '
I you suspect a customer is deliberately trying to I
1 Pass off counterfeit notes. 1
Se Fy
1 Key points when completing a P6005 form:
1 © Ifthe note is impounded only on suspicion
1 that it is counterfeit, additionally completing
1 section 2 of the P6005 form means the
‘ customer can be reimbursed if the note is
I __ found to be genuine
1
!
!
!
.
* Recording a description of the customer
presenting the note can be useful if there is
a police follow up
The content
on behalf of
Operational Training & Development
Delivering Operational Excellence
2 and for the purpose intended, is not permitted
is document are classified Post Office INTERNAL. Disclosing, copying, distributing the information contained within this document to any third-party not working
Post Office - Operational training guide
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POL00448133
POL00448133
SECTION 14 Cash & Stock Management V4.0 CTO2024 July 2023
Stock Management
Ordering the correct amount of stock Pass ee JSS See saa
Please order all your value and non-value stock either via ' Top tips for stock management
Branch Hub or Horizon. This should be your first port of call 1. When inputting your stock remittance
when ordering stock. on Horizon, check the quantities you
You only need to hold 8-12 weeks’ worth of stock in branch. have entered on the screen match the
Holding surplus stock means you have more to count and physical quantities of stock received,
manage, and is also a security risk. before settling the transaction
To work out how much stock you need to order, check how Staple the Horizon stock remittance
much you have sold over the previous 8-12 weeks, and receipt to the pick list and store with
compare it to what you are currently holding. To do this you your weekly paperwork
will need to print a Sales Report and an Office Snapshot .
Return all surplus stock to the National
report, Stock Centre (the Rem work aid is
To print a Sales Report: available on Branch Hub)
» From the Back Office Home Screen select ‘Reporting’,
‘Reporting Office’, ‘Sales’
» Input the date range from and to (the dates are
inclusive), select ‘Print’ and the sales report will print
To print an Office Snapshot:
«From the Back Office Home Screen select ‘Reporting’,
‘Reporting Office’, ‘Office Snapshot’
» Select ‘Print’
Check Branch Focus each week for any
planned stock product withdrawals.
Not returning stock which has been
withdrawn could result in a cash
discrepancy
Is your planned delivery of special
issue stamps too big? Contact Branch
Support Centre to amend this.
» Keep a local calendar for recording
planned special stamp issues and
planned stamp withdrawals
I Important: Please make yourself aware of your order day 1
land cut off times. 1
» Please sell stamps using the correct
Correcting a stock remittance error
Horizon buttons
If you have not remitted in enough of an item, you can
simply add the number required to correct it: » Count your stock on hand each week
» For support on resolving issues linked
to obsolete stock, contact the Branch
Support Centre
» From the Back Office Home Screen, select ‘Rems &
Transfers’, ‘In from ADC’ and remit in the extra quantity
required
» Settle the transaction and attach the Horizon receipt to
the original pick list
If you have remitted in too many of an item, or an
incorrect item, you will need to reverse the remittance and
add the correct number/item:
» From the Back Office Home Screen, select ‘Reversals
- Existing’
» Input the Session ID and the date of the transaction (you
can find these on the Horizon stock remittance receipt)
«Select the item that you need to correct and complete
the reversal on the item/s
» Settle the transaction and attach the receipts to the
original pick list
» Remit in the correct item/quantity
‘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 2 and for the purpose intended, is not permitted
Operational Training & Development
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