USING THE STOCK RECORD

The stock record provides the ship's store officer with a record of the balance of stock for both the bulk storeroom and the total ship's store operation. The quantity shown in the Balance in Bulkroom column of the NAVSUP Form 464 will increase or decrease when the entry you make affects the actual balance in the bulk storeroom. The quantity shown in the Total Balance column of the NAVSUP Form 464 will increase or decrease only when the entry you make affects the total accountability for each item.

As mentioned earlier, when using the ROM system, the quantities shown on the NAVSUP Form 464 will be automatically adjusted as transactions are entered in the ROM system data base. A NAVSUP Form 464 is shown in figure 2-15 and shows a beginning inventory on 1 October of 144 in the bulk storeroom. This quantity in the bulk storeroom is added to the inventory of the retail store (144 + 76 = 220) to arrive at the total balance. Each time a transaction occurs in the ship's store operation, you must enter it on the NAVSUP Form 464 as follows:

Make all your entries on the stock record as soon as possible after a transaction occurs. Never allow transactions to pile up; this will cause confusion, lost documents, and eventually mistakes on the stock record.

USING THE STOCK RECORD IN COMBINED RESPONSIBILITY

In combined responsibility, when the sales outlet and the bulk storeroom are operated by the same person, only those transactions that affect the overall sales outlets accountability will be entered on the NAVSUP Form 464 (fig. 2-16). This includes inventories, receipts, transfers, surveys, sales, and issues. The Balance in Bulkroom column on the NAVSUP Form 464 is not used, and breakouts and breakbacks are not entered.

ROM users will make entries to the NAVSUP Form 464 according to procedures contained in the ROM TUG. ROM users will indicate the use of combined responsibility operation in the ship's store constants function when the operation is combined.

THE RESALE OPERATIONS CONSTANTS FILE

The resale operations constants file contains information that remains relatively constant and is needed frequently by the ROM when preparing reports and other documents. The information in this file must be changed from time to time. Some of the information will vary from one ship to the next, such as the ship's name, hull number, and the supply officer's name.

The resale operations constants function also allows the ROM user access to the retail department codes file and the ship's store constants file which contains numbers and names of each retail store and operations such as the barbershop, laundry, and so forth. While accessing the records in this function, those items that remain constant or change frequently through

Figure 2-16.-Using the Stock Record, NAVSUP Form 464, in combined responsibility. 2-26

the accounting period can be established. Some items contained in this file will almost always have to be changed if one of the following events occurs:

. The end of the fiscal year . The end of the accounting period . Deploying overseas or returning to CONUS 

. Change in personnel such as the ship's store officer, supply officer, and so forth

To access the resale operations constants file (fig. 2-17), you should make selection 12 from the ROM master menu. Once you access the resale operations constants menu, you have six options from which you may choose as described below:

. Maintain ship's store constants-provides the means to update general information about the ship, its personnel, and various retail operations and codes 

l Maintain ship's store constants (store number/name)-provides the means to establish and maintain the ROM system table of retail store numbers or names 

l Maintain retail department codes-provides the means to establish and maintain the ROM system retail department codes file 

. Maintain retail markup table-provides the means for modifying the retail markup table 

. Maintain end of period closeouts-provides the means to perform end of the period closeouts

. Exit to ROM master menu-returns you to the ROM master menu screen

Whichever option you choose can be accessed by depressing the appropriate selection number and the return/enter key. In this section we discuss the different options you may choose with the exception of the retail markup table and the end of period closeouts.

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