Stock material is a collection of like items in an FSC class. These items are maintained in the supply department and are used on a frequent basis. They may be anything from nuts and bolts to individual mine components. Processing the receipt of this material is a very basic procedure, but if it is not handled properly, it can have a serious effect on the validity of your stock records. The key to processing these items is to complete the job as soon as possible, preferably the same day, and post the material to the OPTAR log and the stock record card, with the stowage location properly annotated.

Quality-Deficient Material

There will be times when you receive material that does not meet required standards. This may be incorrect material, shortages in shipment, or defective equipment. If this happens, it is your responsibility to ensure that the material is reported through the proper channels. By reporting deficient material, you are providing feedback for determining the cause of the deficiency, providing information to effect preventive action, and/or adopting alternate courses of action.

Upon receipt or discovery of quality-deficient material, it should be suspended from issue and properly identified. At this time, the material must be placed in one of two categories:

0 Category I: Quality-deficiency material that may (1) cause death, injury, or severe occupational illness; (2) cause loss or major damage to a weapons system; (3) directly restrict the combat readiness capabilities of the using organization; or (4) result in a production stoppage.

0 Category II: Quality-deficiency material that does not meet the criteria in category I.

If the material falls under the definition of category I, the initial report must be submitted by PRIORITY message and followed with the submission of the Quality Deficiency Report (Standard Form 368). See i ure 2-9

All items in category II must be submitted on Standard Form 368. Chapter 4 of NAVSUP P-485 gives the proper procedures to report quality deficient material.

Material Lost in Shipment

With the large volume of material in the Navy Supply System, the numerous supply centers, and the various modes of transportation used, it is understandable that occasionally a whole or partial shipment may be lost in transit to your command. If loss in transit occurs, a current status of your outstanding requisitions will enable you to track or identify what material was shipped.

If the material does not arrive in a reasonable time after the required delivery date, the requisition must be completed. This is accomplished by surveying the lost material, if necessary, and submitting a report of discrepancy (ROD). If the material is still required, you must reorder it.

Report of Discrepancy

Shipping or packaging discrepancies that are the responsibility of the shipper, the contractor, the manufacturer, or the vendor should be reported on Report of Discrepancy (Standard Form 364), shown in fi r 2-1 The ROD is used to determine the cause of such discrepancies, to initiate corrective action, and to prevent the problem from reoccurring. Detailed instructions for and the types of discrepancies reported on this form are found in chapter 4 of NAVSUP P-485. Completed Requisition Processing

The requisition files that you maintain in your supply department actually consist of six files: both outstanding and completed files for OPTAR, mine maintenance, and APA. These files are maintained in order of fiscal year, Julian date, and serial number. When material is received, it is accompanied by a variety of paperwork, depending on how the material was shipped, the type of material requested, and the issuing. You must remember to accomplish the following three steps when the initial receipt of items is determined to be a complete shipment:

1. Date the document upon receipt.

2. Circle the quantity accepted.

3. Sign the document to indicate the receipt. Once the material is received, it is vital that all paperwork be completed.

Take the following steps to accomplish this task:

1. Ensure that the material is posted in the requisition log and on the Stock Record Card (NAVSUP 1296/1297).

2. Annotate the paperwork with the word posted, sign it, and date the document as of the date it was posted.

3. Annotate the correct stowage location.

Figure 2-9.-Quality Deficiency Report (Standard Form 368).

Figure 2-10.-Report of Discrepancy (Standard Form 364).

4. Attach a completed copy of the shipping document to the outstanding requisition and file it in the completed requisition file.

5. Send a copy to the COMOMAG in the next transmittal report.

There may be times when you receive only a partial shipment of the material you ordered. If this happens, you should follow the above steps upon the receipt of the material, but you should maintain the signed receipt in the outstanding requisition file until you receive the rest of the shipment.