NARROWCASTER

The main thing for PM’s to remember is that they should look at and very carefully read every email they get.  Not all notices will require action on their part.  But they are sent for a reason.  And while some files don’t always load and sometimes reports with bad data may inadvertently be sent, the reports still require the PM’s to go through a verification process.  They simply need to verify balances in their offices with balances on the reports.  Or they may realize they’ve made a mistake and correct it before that first email notification arrives.  In that case when the email does arrive they can simply delete it or file it since they know, or should know, that they have already corrected the discrepancy. 

Employee items are defined as any unresolved employee advance salary issued, advance travel issued, and employee accountability overages or shortages. Each office maintains a master control, either a system-generated report or a summary ledger PS Form 25, Trust Fund Account, by category of employee items with the total amounts. Verify the office master control balance against the “ending balance report” that Shared Services/Accounting (SS/A) provides to you every reporting period.

Financial differences are defined as discrepancies in money orders, cash deposits, banking discrepancies; discrepancies in an individual or a unit’s PS Form 1412; and stamp stock inventory . These financial differences (AIC 247 and AIC 647) are a credit or debit to the office expense account.

Several types of system generated Narrowcaster reports:

Daily Reconciliation Exception Report (bank discrepancies, including Debit and Credit card errors)

• Read carefully; you may not need to do anything. 
• If you are over one day and short the next day by the same amount, they cancel each other out, and most of the time a report won’t be generated.
• For banking discrepancies the Narrowcast system will generate a Daily Reconciliation Exception Report if the discrepancy is over $50.00 or a Monthly Reconciliation Exception Report if the discrepancy is $50.00 or less.
• The Reconciliation Exception Report lists discrepancies that occur in reporting bank deposits which includes debit and credit card errors. The report should be reviewed for the purpose of identifying any adjustments that were made in error. If you determine that Shared Services made an error or if you need additional information to determine how and why the deposit discrepancy occurred you should contact the Accounting Help Desk, 1-866-974-2733. In addition, if trends are identified, the report may be used to establish procedures aimed at preventing future occurrences of errors. If you agree that an error was made, an entry at the unit level needs to be completed.  This entry will be the opposite of what is on the report.  If you see an amount in the AIC 247 column an overage occurred at the bank and an entry to AIC 647 needs to be completed at the unit.  Likewise, if you see an amount in the AIC 647 column a shortage has occurred and an entry to AIC 247 needs to be completed at the unit.

Stock In-Transit

• when stock shipped is not received within specific time frame
• first notice 10 days; second notice 20 days; at 30 days they expense your office.
• POS: don’t combine shipments.  Enter separately using shipment #

Trust and Suspense Activity:

• The Narrowcaster system will generate a report for any office that has (or had) a balance in any trust or suspense AIC. 
• shows totals only; verify against your 3083; generated weekly.

• Customer Trust Balances – for verification of Postage Due/Business Reply Mail and Permit Imprint balances (report also available on Financial Control webpage)
• Employee Trust and Suspense – for tracking employee overages and shortages and their timely clearance. (excellent report also available on Financial Control webpage)
• A master control, either a system-generated report or summary ledger PS Form 25, must be maintained for each category of employee overage. 

GL Reports

• Financial Performance-month and YTD; the Retail Revenue Subline Listing on the Budget webpage will help you read and understand this report.
• LURS-Labor Utilization Reporting System (workhours)
• NWRS-National Workhour Reporting System (workhours month and YTD)

Create a folder with subfolders to save these reports electronically without printing.  Or print on an as needed basis.  These reports can also be generated in the EDW system.

The accounting webpage also has links to:

• ADM Walkthroughs (videos)
• AIC correction helper (wow)
• Field Accounting Procedures
• POS Floor Stock count sheets