Cash Orders

The Cash Orders tab allows members to create and view cash orders by site. Users must have appropriate privileges assigned to view screens within the module. 

Upon selecting a site, filters can be set to search for cash orders. The left side of the page contains a list of branches, ATMs/ITMs, and vaults. Users may search for a specific site by typing the branch name in the Search Branches & Vaults search bar at the top of the list.

The User may identify site type by the icon:

Icon	Name	Description
	Branch	A physical location where currency and coin are delivered to a credit union
	Vault	A secured area of bulk funds located at an armored carrier used to fill ATMs/ITMs, as well as retain residual funds

The selected branch is highlighted in dark blue, and the name is reflected above the search results. In the example below, the Broughton branch is selected. Once selected, the User is able to view the branch's site number related to the armored carrier, as well as the branch's address.  

The right side of the page displays a list of the selected branch's orders. The default delivery date range is set within five weeks of the current day. Users may adjust the date range to suit their needs. Sorting and filtering is available on all columns. Click the arrow next to the column header to sort the column. The orange arrow indicates which column is currently sorting the information. Search within a column by typing information into the Search box located just under the column header, or by utilizing the column dropdown, if available. To clear filters, click the x located in the search box, or click the Clear filters option at the top right side of the card. Once an order has been selected, users may click the Export to PDF button for a printer-friendly version of the selected order.

The contents of the dropdown boxes are as follows:

Cash Order Types

Users have the ability to create three different order types by site location. 

• Default orders effectively place a standing, or recurring, order for the selected site. Default orders are created and maintained through the Manage Defaults screen.
• One Time orders are entered into the system one time and are not standing or recurring. One time orders that do not have extended lead times must be entered into the system prior to the cutoff time, two business days prior to the delivery date. For example, if the service is scheduled for Wednesday, the order must be entered into the system prior to the cutoff time on Monday. One time orders that have extended lead times must be entered into the system prior to the cutoff time on the date provided by the corporate credit union.
• Off Cycle orders may be requested if an order is not placed prior to the order cutoff time. Off cycle order requests must be approved by the armored carrier. Any rejected off cycle requests will reflect a rejected status. Off Cycle orders may be charged an additional fee by the armored carrier.

Manage Defaults

Default Order Templates are created and maintained through the Manage Defaults option. This screen contains the branch information at the top of the screen:

• Credit Union - Branch Name
• Corporate Site Number
• Vendor (Armored Carrier) Site Number
• Branch Address

The Currency card is where Default order denomination amounts are entered for the branch. For maximum ordering flexibility, branches with multiple delivery days within a week are able to create different denominations amounts for each day's column. 

To create a Default order:

1. Navigate to Corporate Cash
2. Stay on the Cash Orders page
3. Search for and select the appropriate branch
4. Click Manage Defaults on the right above the list of orders
5. Complete Default Order Template
   1. Indicate the amount for each currency denomination under Straps
   2. Indicate the amount for each coin denomination under Coin
6. Click Save Changes

Each denomination has a required minimum order amount. Currency requests must meet the minimum, and must be entered in multiples of the minimum. If an amount does not meet the requirement, an error message will display, and the default order will not be saved. To identify the required minimum, hover over the info icon next to each denomination.


Should the corporate be notified that a particular currency denomination is not currently available for order, the specific denomination(s) will not be displayed in the list of options. A message will also display at the bottom of the screen indicating which denomination(s) are unavailable to order.

Users may also update Default orders. Navigate to the Default Order Template for the specific branch, and update the necessary fields. Click Save Changes.

To increase efficiency and reduce key strokes, Users may copy and paste detail from one day's saved Default order to another when in the same branch.  (Example - the branch receives delivery on Mondays and Wednesdays.)

1. If order is new, ensure the Save Changes button has been clicked
2. Click the menu icon next to the order to be copied
3. Select Copy
4. Click the menu icon next to the order to receive the order detail
5. Select Paste
6. Click Save Changes

Create New Order

Users may enter single, non-recurring orders for their various sites through the Create Order screen.

On the Create Order screen, the branch information is displayed at the top of the page:

• Credit Union - Branch Name
• Corporate Site Number
• Vendor (Armored Carrier) Site Number
• Branch Address

The Delivery Information and Entered Orders cards provide scheduling information to help ensure the User is placing the order in a timely manner. The Activity Stream records all activity that took place on the cash order, including order creation, order updates from both the User and the corporate.

Defaulted fields on the Delivery Information card include:

• Order Type - One Time indicates that the order is being placed as a non-recurring, non-standing order
• Delivery Date - The date the order should be delivered - this field is entered by the user
• Order Lead Days - Indicates the number of days an order must be placed, prior to the cutoff time, in advance of the delivery date
• Order Pull Time & Time Zone - The cutoff time for the order 
  • The time zone automatically defaults to Central Standard time, and therefore reflects an order pull time (cutoff time) of 10:00AM CST
  • Your credit union may request to have this time updated to reflect your local time

Entered Orders provides an at-a-glance overview of the site's delivery schedule. The key located at the bottom of the screen explains the various colors.

• Scheduled - the servicing schedule for the site
• Standard Order - an order has been placed for the standard service schedule
• Off Cycle - a past or current off cycle order request
• Holiday - if an order may not be placed on a holiday per the armored carrier, the date will be greyed out
• New Cash Availability - days which new currency orders may be placed will contain a green dot under the date 

To place One Time or Off Cycle orders:

1. Navigate to Corporate Cash
2. Stay on the Cash Orders page
3. Search for and select the appropriate branch
4. Click Create New on the right above the list of orders
5. Enter the Delivery Date
   1. Refer to Entered Orders calendars to ensure appropriate ordering
6. Enter the currency straps and coin amounts for each denomination
   1. Use the info button to view the strap minimum and required multiples
7. When complete, click Create
8. All order activities are recorded in the Activity Stream

When Off Cycle orders are requested, a notification is sent to the corporate. The corporate will work with the armored carrier to obtain acceptance and approval. When the order request is accepted - or if it is rejected - the credit union will see the result on the dashboards located on the Home Page.

Activity Stream

All actions within a cash order are recorded in the Activity Stream. This area shows all updates, including Off Cycle request updates, to a cash order.