VENDING MACHINE COIN BOX

The coin box installed in vending machines will either be the self-locking type or it will be secured in the machine using a key-type or keyless

combination lock as indicated in the NAVSUP P-487. For money boxes that are not self-locking, the combination or key to the lock that allows access to the coins in the coin box will be in the custody of the person making collections and will not be given to the vending machine operator.

The self-locking money boxes installed in vending machines are provided with two sets of keys. One set is used to lock the box into the machine and one set to lock the money box itself to keep the coins secure. The key locking the money box into the machine is held by the vending machine operator. The key opening the box to allow access to the coins is held by the person making collections.

Using Self-Locking Money Coin Boxes

Combination or key-type locks are not required to secure a self-locking coin box. The cash collection agent or person making collections issues the coin boxes to the vending machine operator. Before the coin box is issued, the agent should make sure the box is numbered on the outside for identification purposes. The cash collection agent should place a car seal over the lock opening. The number of the car seal is recorded in the unused column of the Cash Register Record, NAVSUP Form 469.

When is is impractical for the person making collections to collect the cash, the vending machine operator may deliver the money box. When the vending machine operator does this, he or she should either record the meter reading or compute the units sold, remove the money box, and replace it with another. Then the operator delivers the money box to the person making collections. The computing of units sold in the vending machine is discussed later in this chapter.

Night Deposits

Night deposits may be required if the person making collections is not available on weekends or after working hours. The collection agent has two options: (1) deposit the money box in the night depository safe as discussed earlier or (2) turn the money box over to the duty supply officer or another commissioned officer. When using the second option, develop a log with the following columns:

1. Date and time

2. Number of the money box

3. Number of the car seal installed over the money box opening

4. Meter reading or number of units sold

5. Columns for signature of vending machine operator and duty supply officer or other commissioned officer

The duty officer maintains the log. Each time

a money box is received or delivered, an entry will be logged and signed by both persons. The next workday the cash will be collected and compared to the meter reading or computation of units sold.

ACCOUNTING FOR CASH COLLECTED

All cash collected from the sales outlets will be accurately recorded, for accounting purposes. The NAVSUP Forms 470 and 469 are used for this purpose.

CASH RECEIPT BOOK, NAVSUP FORM 470

The Cash Receipt Book, NAVSUP Form 470, is issued to each sales outlet operator. It is kept in the sales outlet operator's possession and one separate NAVSUP Form 470 is issued for each sales outlet, In the case of vending machines, if more than one machine is operated, a separate page will be used for each machine. Each page will clearly identify which machine it is used for. The Cash Receipt Book, NAVSUP Form 470,

should be continued whenever changing sales outlet operators, cash collection agent, ship's store officers, or disbursing officers.

The person making collections receipts for all cash and overring/refund vouchers in the NAVSUP Form 470. The ship's store officer will compare amounts entered on the ROM with amounts entered on the Cash Receipt Book, NAVSUP Form 470, once a week and review the cash receipt book daily or at least twice weekly when the cash collection agent is making collections. Therefore, as collection agent, you should make sure the sales outlet operator properly maintains the cash receipt book. Figure 3-3 illustrates a properly maintained cash receipt book. Refer to letters A through E in the illustration. A properly maintained cash receipt book should show the date and amount collected both in words and figures and be signed by the person making collections and the sales outlet operator (A). If the sales outlet is closed for a period in excess of 72 hours, an entry should be made in the cash receipt book (B). Refunds will be recorded for information purposes. The words refund/overring should be written in the Amount in Figures column to make sure it is not totaled at the end of the month (C). The amount of the overring/refund voucher will not be added to the total collection figure for the month. Any errors made in the cash receipt book should be lined out completely and initialed by both the sales outlet operator and the cash collection agent and the entire entry rewritten on the next line (D). Line out the remaining lines after the last entry, and write the words No Further Entries This Page to indicate that no more entries will be made on that page (E).

At the end of the month the Cash Receipt Book, NAVSUP Form 470, will be closed out. The total amount indicated in the cash receipt book must agree with the total amount indicated in the Cash Register Record, NAVSUP Form 469, and the total cash collections entered on the ROM.

CASH REGISTER RECORD, NAVSUP FORM 469

The Cash Register Record, NAVSUP Form 469, is kept in the custody of the person making collections. A separate cash register record is used for each sales outlet. At the end of each business day, all cash collected from sales including overring/refund vouchers is recorded in the cash register record. In addition, the Overring/Refund Voucher, NAVSUP Form 972, will be attached to the applicable page of the cash register record.

ROM users will enter amounts collected from each sales outlet daily in the ROM cash receipts function, or as soon as possible thereafter. The ship's store officer will compare amounts entered on the ROM with the amounts entered on the NAVSUP Form 469 once a week.

Figure 3-4 illustrates the NAVSUP Form 469. The following entries should be made on the NAVSUP Form 469: . Date l Register reading . Actual cash in register l Over/under

3-10 Figure 3-3.

3-11 Figure 3-4.

3-12 Figure 3-5.

Cash left in register for change

Amount in figures/amount in words

Signature of sales outlet operator and person making collections

The cover lift number, number of customers, and number of No Sales are optional entries. If the cash register permits, these optional entries should be made because they afford a further check on the accuracy of cash collections. Look at figure 3-4, and refer to letters A through D as we discuss them. Shortages or overages of $5 or more will be initialed and reviewed by the ship's store officer (A). If a shortage or overage is substantiated by an overring/refund voucher, this procedure is not required. Overrings and refunds are listed on a separate line. They are not included in the total amount at the end of the month (B). When the sales outlet is closed for a period more than 72 hours, you should annotate this in the cash register record (C). If any errors are made in the cash register record, no matter how slight, you should line out the entire line and both the sales outlet operator and the person making collections should initial it (D). Entries for bulk sales and dishonored checks are entered in the cash register record as illustrated in figure 3-5.

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