SHIP'S STORE LOGS

There are several ship's store logs kept on file in the ship's store office. In manual recordskeeping, these logs are normally maintained in one standard-size green logbook. ROM users do not have to maintain the purchase order, requisition, or expenditure logs because the ROM system automatically assigns serial numbers to purchase orders, requisitions, and expenditures.

PURCHASE ORDER LOG

The purchase order log is used to record purchases of ship's store stock (fig. 2-11). In the second column under P.O. No. there are two sets of numbers. These two numbers are your purchase order numbers. The first digits are the Julian date. The first digit of the Julian date is the year and the last three digits are the day of that year. Example: January 9, 1989 would be Julian date 9009. The last four digits under the second column in the purchase order log are your serial number. For purchase orders serial numbers 9700 through 9899 will be used.

REQUISITION LOG

The requisition log provides a record of all requisitions and is also shown in figure 2-11. This log is very similar to the purchase order log except serial numbers are assigned in the 9900 through 9999 series.

EXPENDITURE LOG

The expenditure invoice log provides a record of all expenditures assigned an expenditure serial number (fig. 2-12). You will get the expenditure serial numbers from the storekeeper and post them in your log.

Figure 2-11.-Requisition and purchase order logs. 2-20

Figure 2-12.-Expenditure invoice log.

CREDIT MEMORANDUM LOG

The credit memorandum log provides a record of all credit memos. This log is maintained using the following columns:

Expenditure number of the DD Form 1149

Name of vendor

Date of credit memorandum

Credit memorandum number

Total money value of returned merchandise

Purchase order number that credit memorandum was applied against in ordering new merchandise

STOCK RECORD FILES

The Stock Record, NAVSUP Form 464, is designed to provide the user with individual item inventory. In manual recordskeeping, the Stock Record, NAVSUP Form 464, is maintained in the stock record card file in alphabetical order by category of merchandise. The NAVSUP P-487 lists the categories of merchandise. You should use it as a guideline for setting up your stock record card file in manual recordskeeping. In manual records, a separate NAVSUP Form 464 is maintained for every line item stocked on board with the exception of special order items.

When operating the ROM system, the Stock Record, NAVSUP Form 464, is the key element in documenting ship's store transactions. ROM users must create a new stock record before

ordering any new merchandise. Stock records are referred to in the ROM as stock record masters. Stock record masters can be added, modified, deleted, printed, and viewed via the stock record maintenance function, selection one from the ROM master menu. All stock record masters are kept by the ROM in the stock record master file. Each record provides detailed information about a stock item, including the information kept on the manual Stock Record, NAVSUP Form 464. Each stock record master is identified by a stock number, and only one stock record master can be kept on file for each stock number.

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