PREPARING THE STOCK RECORD

In manual recordskeeping, when a new line item is received, you should prepare a new stock record. When using the ROM system, you have to create a new Stock Record, NAVSUP Form 464, before ordering a new line item. Therefore, you won't have to worry about creating a new stock record master when the new line item is received.

Each line item is assigned a different stock number and consists of each different size, brand, color, model number, and price line. The following are some examples of two separate line items:

Size-ball caps small and ball caps medium

Brand-Winston 100s and Salem 100s

Color-billfolds green and billfolds blue

Model number-Panasonic clock radio model RC-6050 and Panasonic clock radio model RC-55

Price line-prerecorded tapes $6.98 and prerecorded tapes $4.98

In manual recordskeeping, never combine two different line items on one stock record even if the cost and retail price are the same. In ROM procedures, when a new stock item is added to the stock record master file, the stock number must not already exist in the ROM system data base.

Figure 2-13.-Preparing the Stock Record, NAVSUP Form 464. 2-22

The basic entries made on the stock record are shown in figure 2-13. NOTE: ROM users will make entries to the NAVSUP Form 464 according to the procedures identified in the ROM TUG. In manual recordskeeping, when preparing a new stock record, you must make the following entries:

Figure 2-14.-The outstanding requisition purchace _{order control form.}

Once you enter the previous information, prepare number, quantity ordered, and source of supply.

an outstanding requisition purchase order control _{You must attach this form to each and every stock} record form as shown in figure 2-14. This form record and use it to record all outstanding is used in

prepared calendar ^{manual recordskeeping and is locally} requisitions and purchase orders. On receipt of ^{and must include columns for the material or cancellation of the order, line out the date, requisition/purchase order entry made on this form. The} main purpose of

Figure 2-15.-Using the Stock Record, NAVSUP Form 464, in separate responsibility. 2-24

this control record is to provide ready information to the ship's store officer when reviewing stock records for additional orders.

ROM users are not required to maintain a manual outstanding requisition/purchase order control form. The ROM system inventory management report will generate all the required information according to the parameters selected by the user. The inventory management report shows sales history, on-hand and on-order quantities, high and low limits, and month's supply available for each stock item. The inventory management report can be printed if desired via the resale operations reports function. ROM users are required to review this report before placing new orders.

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