DESCRIPTION

Listed below are a number of different terms and their definitions that are used throughout the Customer Service Center Operations Manual (CSCOM).

<<<<<REVISION
ACCOUNTABILITY -- The Customer Service Center Manager's ability to answer with documentation any question arising from items charged to their responsibility, i.e. FUNDS, TITLE DOCUMENTS, DECALS, PLATES, PERMITS, SAFE COMBINATION, SECURITY CD, AND DRIVER TESTS.   END REVISION>>>>>

ADJUSTMENTS -- The increase or decrease of controlled inventory as a result of any action other than the normal disposition of inventory by the Customer Service Center. Adjustments would include deletions due to office errors, adjustment of title documents to match inventory on hand or deletion of decals from system inventories when previously issued.

ASSIGNMENT -- to assign plates or decals from one location to another within the Customer Service Center.

DOCUMENT PREPARER-- an employee designated by CSC Management to sort and prepare daily transaction documents for sending to Document Imaging and other locations at Headquarters (HQ) as required in CSCOM.

AUTHORIZED PERSON/DESIGNEE -- individual(s) at the Customer Service Center assigned the responsibility for inventory and/or money to include the following: assign decals, assign change fund, verify decals, verify money, count money (day's total) dispense change, dispense miscellaneous decals, count decals, collect and verify money pickups during the day.

CHANGE SETTLEMENT -- allows the CSR to stop entering transactions on one open primary settlement or secondary settlement and begin entering transactions on a different open settlement. Also, allows for the opening of a prior day's work settlement for changes provided the settlement has not been closed.

CLOSE A SETTLEMENT -- the process which transmits the deposit certificate information to FMS. Once a settlement is closed, the CSC no longer has the capability to change the deposit information or to add/change/delete transactions within the settlement.

<<<<<REVISION
CUSTOMER SERVICE REPRESENTATIVE (CSR) -- CSC employee who is responsible for processing transactions using CSCNet and other systems.   END REVISION>>>>>

DELETION OF INVENTORY --

• Deletion of inventory to correct or adjust incorrect inventory counts in the system.
• Teller Delete (Trans Type "TDL" ) -- Deletion of unusable or missing inventory.

 

DISCREPANCY -- a discrepancy in inventory between the physical count on hand and the count reflected in the CSCNet inventory.

GUIDELINES -- standards that have been set to ensure minimal control procedures are carried out. These guidelines can be expanded at management's discretion.

LIST INVENTORY -- CSCNet function which allows inventory counts in the system to be reconciled with inventory on-hand.

LOCATION CODE -- a number identifying the CSC.

MISCELLANEOUS CART -- (i.e. cart, basket, drawer, etc.) is where decal inventory is kept, is not locked in a security closet, and is accessible to more than management and those designated by management. Access is controlled at least by weekly verification.

<<<<<REVISION
PHYSICAL INVENTORY -- the actual counting of each type of inventory and reporting on a weekly basis (decals), monthly, Fiscal Year End (plates, permits, decals), and when complying with a random quality review request (plates, permits, VIN plates, title documents, decals).  END REVISION>>>>>

RECEIVE -- the process of entering consignment information into the CSCNet inventory (receiving inventory) once it has been delivered to the Customer Service Center.

RESTORE -- the process of placing title documents back into the CSCNet inventory after they have been deleted.

SCREEN PRINT -- a special program function key controlled by CSCNet that will automatically print anything displayed on the screen. Press the "Print Screen" key to activate this function.

SECURED AREA -- locked area(s) inside the Customer Service Center that contain monies and inventory items that are subject to theft.

SECURED ITEMS -- items that have a negotiable value and to which access must be restricted to reduce the risk of loss.

SECURITY PROFILE -- a level of access assigned to each CSR by Customer Service Center management based on the CSR's level of responsibilities.

SETTLEMENT -- a settlement identifies a group of financial transactions. The settlement is a means of tracking processed financial transactions to a specific deposit certificate to ensure reconciliation. In most cases, you will have one settlement and deposit certificate for one day's work.

• Primary Settlement Number -- a number which is assigned by the automated system that consists of the location code, last digit of the year, Julian date and a 3 digit sequential number assigned automatically by CSS.

  NOTE: The primary settlement number always ends in 001.

• Secondary Settlement -- used for dealer transactions involving deferred payments, deferred customer transactions involving multiple transactions for one check, auto auction transactions, and rental/fuels tax payments that are deposited the same day of collection.

 

TRANSFER -- the process of moving inventory from one location to another location either within the Customer Service Center (including Consolidated Dealer Centers) or to another location outside the Customer Service Center.