(refund) for over payment of a VCM, make sure the sales representative is entitled to the refund, i.e., that the store was given too much credit for one or more of the items listed in Block "I" of DeCA Form 70-10. The OCO personnel will:
(1) Request a copy of the vendor's VCMCC receipt.
(2) Review all necessary documents affecting the VCM documentation, i.e., the original DeCA Form 70-10, the VCMCC receipt, etc, to determine if the sales representative is entitled to the refund. If the sales representative is entitled to a refund, the OCO personnel will:
(a) Complete a new DeCA Form 70-10 indicating in Block "I" the type of refund (Figure 11-4).
(b) Write or underline "VCMCCR" in red in Block "j" 70-10. In the Remarks Section, type "Refund is the result of an overpayment to DeCA's account from DeCA Form 70-10 dated _____, document number _________, Blk _______."
(c) Complete Blocks "j," "k," "l," "m," and "n" with the same information shown on the original DeCA Form 70-10.
(d) Type the information in Block "p" from the original 70-10 (New Price), in Block "o" (Old Price) on the new DeCA Form 70-10.
(e) Type the correct VCM price in Block "p" on the new DeCA Form 70-10. (f) Compute the difference between Blocks "o" and "p" and type the results in Block "q."
(g) Price extend the columns and type the total dollar amounts and grand total in Block "r."
(3) The sales representative will sign the DeCA Form 70-10.
(4) The Commissary Officer or his designated representative will sign DeCA Form 70-10 authorizing the refund.
b. Processing Refunds Using a Credit Card Terminal (TRANZ 330). Use the following procedures to process the transaction to give the sales representative credit for a VCM overpayment. (Credit card terminal procedures will be provided by the contract bank).
(1) OCO personnel will make sure the credit card reader (TRANZ 330) is in the ready mode.
(2) Press the "4" key (credit key) to activate the terminal for customer credit. (3) Swipe the sales representative's credit card through the credit card reader and press "Enter".
NOTE: Only manually enter credit card information when card is not present or card reader is unable to read the magnetic stripe.
(4) Using the credit card reader key pad, the OCO personnel will key in the credit total (no decimal) from the latest appropriate DeCA Form 70-10. Example: $180.00 entered as 18000. The credit total will be displayed on terminal as: 180.00.
(5) Verify the total credit amount and press the "Enter" key. (6) Enter the vendor code "02". Press the "Enter" key.
(7) The terminal will process the transaction and print a credit slip. (8) Press the "Clear" key.
(9) The Commissary Officer or designated official signs the credit slip authorizing/approving the credit.
(10) Have the sales representative sign the receipt.
(11) The OCO retains the white copy of the credit receipt to be attached to DeCA Form 70-10. The yellow copy of the credit receipt along with the credit card and a copy of the VCM (refund), DeCA Form 70-10, is given to the sales representative.
c. Processing Refunds Using a POS-M. The following procedure should be used to give sales representatives credit for a VCM overpayment. An OCO representative will escort the sales representative to the Customer Service Department to process credit card returns using POS-M. These transactions will be processed in the same method used for patron credit card merchandise returns. (For user instructions see POS-M Notes and the POS-M Operational Training Manual).
11-10. VOICE AUTHORIZATION PROCEDURE - USING TRANZ 330'S. The OCO/ CSD will use these procedures when the card reader terminal is not operational or there is a problem with the telephone line from the card reader terminal to the credit card company. (This should not be a normal store operating procedure, it should be the exception). (Procedures are provided in the contract bank credit card reader (TRANZ 330) operation Quick Access Guide). Follow these procedures to voice authorize a credit card sale transaction:
a. Complete all applicable information on the Universal Sales Slip (Figure 11-5). Universal Sales Slips are provided in starter kit. If your commissary does not have the Universal Sales slips, create your own using Figure 11-5 as a guide. Make sure you obtain all of the information requested on the Universal Sales Slip.
b. Print the sales representative's credit card number and expiration date on the sales receipt. c. Contact the Voice Authorization Center for the authorization code. (The telephone number is in the Important Number Section of your Quick Access Guide.)
d. Provide the Voice Authorization Center Operator with all requested information. (Refer to the Important Number section of your Quick Access Guide.)
e. If the transaction is approved, record the authorization number (code) on the sales slip. If the transaction is disapproved, the sales representative must pay by cash or check.
f. Obtain the sales representative's signature on the receipt. g. Verify the signature to the signature on the sales slip.
h. At the appropriate time, follow the Force Draft Capture procedures below and complete the transaction.
11-11. FORCE DRAFT CAPTURE PROCEDURES - USING TRANZ 330'S. Force Draft Capture procedures are used to enter information in the credit card reader from a voice authorized transaction (sales slip). Generally, voice authorized transactions are required when the credit card reader is not operational or there is a problem with the communication line. After the POS terminal/communications line is operational, each voice authorized credit card transaction must be entered in the credit card reader using Force Draft Capture procedures.
NOTE: You will not receive settlement for a voice authorized transaction unless you perform the Force Draft Capture procedures. Procedures are as follows: (These procedures [to include terminal response] are provided in the contract bank’s credit card reader Quick Access Guide.)
a. From the "Ready" mode, press the "5" key.
b. Manually enter the credit card account number and the expiration date.
d. Verify the total amount and press the "Enter" key.
e. Enter the Vendor Code ("02" for VCMs) and press the "Enter" key. f. Enter the authorization number from the "Voice Authorization" receipt. g. Verify the Authorization Number and press the "Enter" key.
h. Upon completion of the transaction, press the "Clear" key.
11-12. END-OF-DAY CREDIT CARD BATCHING AND RECONCILIATION PROCEDURES -