DATA FILE QUERY

The data file query is a function of ROM and can be accessed if selection 17 is made from the ROM master menu. This function provides the option to print or view 23 of the ROM data files. Each file contains two to four screens. Since there are so many files included in the data file query function, we will list each one by the selection number and name and give a brief description of the information contained in each file: 

. Selection 1, transaction file-Lists all transactions written to the transaction file during the accounting period in stock number sequence. 

l Selection 2, alternate transaction file-Lists all transactions written to the alternate transaction file during the accounting period. The number of records in this file should be the same as the number on the transaction data file. It is printed in data sequence. 

. Selection 3, amusement machine file-Lists all records written to the amusement machine file during the accounting period. The information in this file will include, but is not limited to, the percent the amusement machine contractor retains from the total monies collected. The price per play is shown with the lease amount. The file shows the name of the amusement machine games, the new and old meter readings, the total plays, and the total cash. This file is printed in machine number sequence.

. Selection 4, alternate amusement machine file one-Lists all records written to the first alternate amusement machine file. It is printed in data sequence.

. Selection 5, alternate amusement machine file two-Lists, in contractor sequence, the records written to the second alternate amusement machine file. 

. Selection 6, price change file-Lists all price change transactions occurring in the current accounting period. It is printed in stock number sequence. 

. Selection 7, alternate price change file-Lists all records written to the alternate key price change file during the accounting period. It is printed in data sequence.

. Selection 8, cash receipt file-Provides a listing of cash receipts posted during the current accounting period. It is printed in machine number sequence. The information in this file contains the store number, date, and cash receipt amount. . Selection 9, DD Form 1155 information

file-Lists all header information posted to the DD Form 1155 during the current accounting period. It is printed in document number sequence (date, serial number). . Selection 10, stock record master file-

Lists the information contained in the stock record master file for each stock number. It is printed in stock number sequence.

. Selection 11, alternate stock record master file-Lists all CARGO numbers and matching stock numbers. It is printed in CARGO number sequence. 

. Selection 12, NAVSUP Form 236 file-Lists the control data for each vending machine on each closeout date. It is printed in machine number sequence by date. 

l Selection 13, alternate NAVSUP Form 236 file-Lists the closeout dates and machine numbers for the current accounting period. It is printed in data sequence.

. Selection 14, vending machine file-Lists all cash receipts posted to the vending machine during the current accounting period. The information in this file includes machine number, date, and the amount of cash collected. It is printed by vending machine number and by date within the machine number.

. Selection 15, store name constants file- Lists the information on file for each ship's store. It is printed in store number sequence. 

. Selection 16, requisition file-Lists all outstanding requisitions and purchase orders from the previous accounting or those received during the current accounting period. It is printed in data sequence. 

l Selection 17, alternate requisition file-Lists all stock numbers for which requisitions or purchase orders were made during the accounting period and the requisition or purchase order number. It is printed in stock number sequence.

. Selection 18, cash contributions file-Lists all cash contributions posted in the current accounting period. It is printed in data sequence. 

. Selection 19, department file-Lists all department codes and names on file. It is printed in department code sequence.

. Selection 20, monthly cash file-Lists all records printed to the monthly cash file during the accounting period.

. Selection 21, inventory control file-Lists all records printed to the inventory control file during the current accounting period. 

. Selection 22, contractor file-Lists all information on file for each contractor. It is printed in contract number sequence.

. Selection 23, document number file-Lists the control document numbers used during the accounting period.

The above files are printed or viewed by entering the appropriate selection number and following the instructions on the screen.

FILING AND POSTING

The accuracy of filing and posting documents is essential in the proper operation of any office. For ROM users, when the computer is unable to process a transaction as it is being entered, an error message will be displayed on the screen offering the user the opportunity to correct the error by entering the correct information. In manual records you are not afforded this opportunity to correct the error which may lead to several additional problems in the future. Take your time when using the ROM system or posting records manually and always file your documents according to current procedures. Use the following guidelines when filing and posting documents:

Reference your NAVSUP P-487.

Reference the ROM system TUG when using ROM procedures.

Post all entries on the ship's store logs and forms in ink or use a typewriter.

Randomly recheck all filing and posting.

Initial all cross outs to postings.

Process transactions as soon as possible after they occur.

In manual records erasures are not authorized. Errors will be ruled out, corrections will be made, and initials are placed after each correction by the responsible person and the ship's store officer. Information entered into the ROM will be entered by personnel designated by the ship's store officer. All corrections to the ROM are entered by the ship's store officer or an individual authorized to perform corrections by the ship's store officer. Corrections are entered using the resale operations correction function and must be reviewed by the ship's store officer. The ROM system correction audit trail report provides a listing of all corrections made during the accounting period. It is initialed by the ship's store officer and filed in the Accountability File, SSA-21.

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