CLOSEOUT OF THE NAVSUP FORM 469

At the end of each month, the NAVSUP Form 469 will be balanced and closed out. The total cash collected during the month must equal the total figure reported on the NAVSUP Form 469 and the ROM system for the month. The total figure on the NAVSUP Form 469 must also agree with the total figure on the NAVSUP Form 470 for the same sales outlet.

The cash collection agent will do a monthly review of the NAVSUP Form 469 at the time of closeout as shown in figure 3-6. Look at the example in the figure. The final register reading minus the register reading brought forward, plus the total "over," minus the total "under" equals your total amount in figures. If this figure does not tally, go back and check all computations for over and under by subtracting register readings until you can find the error. Notice the example on the second page of the NAVSUP Form 469. Take the total actual cash in the register and subtract the total cash left for change and you should arrive at the total amount in figures. If it does not match, you probably added your Cash Left for Change column incorrectly.

DAILY REVIEW OF THE CASH REGISTER RECORD, NAVSUP FORM 469

A daily review of the NAVSUP Form 469 will eliminate problems during your monthly review, Take the register reading, minus the register reading from the previous day, plus cash left in the register from the previous day, minus any overrings or refunds, and this should equal the cash in the register. If it does not equal the cash in the register, you have an overage or shortage. The actual cash in the register minus cash left for change equals the actual amount collected (fig. 3-7).

DAILY REVIEW OF THE NAVSUP FORM 469 FOR VENDING MACHINES

With vending machines you will either take readings of the meter, cash totalizer, or compute sales. If meters are installed, the readings will be taken at the time cash is collected and annotated in the NAVSUP Form 469 in the Number of Customers column. When cash totalizers are installed in vending machines, the reading will be taken when the cash is collected and entered in the NAVSUP Form 469 in the Register Reading column. The difference between the current reading and the previous day's reading should equal the cash collected. If these figures do not tally, then a shortage or overage exists.

If the vending machine does not have a meter or a cash totalizer installed, you must compute how many units you have sold. For canned drinks, take the total number of cans counted from the previous day during collection, add the number of cans the vending machine operator put in the machine (taken from the daily record of vending machine drinks), and subtract the number of cans you count at the time of collection. This figure must equal the number of cans sold.

The number of cans sold will be recorded on the NAVSUP Form 469 under a column that is not being used. To balance the machine and see if an overage or shortage exists, multiply the number of cans sold by the selling price. This figure must equal the total amount of cash collected.

3-14 Figure 3-6.

Figure 3-7.-Daily review of the Cash Register Record, NAVSUP Form 469.

ACCOUNTING FOR MONEY IN THE DOLLAR BILL CHANGER

The ship's store officer or cash collection agent is responsible for the dollar bill changer. The disbursing officer entrusts a change fund not to exceed $400 on ships with less than 700 personnel to the person making collections. The disbursing officer may entrust a change fund up to $800 on ships with more than 700 personnel.

A separate Cash Register Record, NAVSUP Form 469, is used for dollar bill changers to record transactions and validate accuracy of the change fund each time the machine is opened and refilled. The person responsible for the dollar bill changer has custody of the NAVSUP Form 469. Enter the dollar bills collected from the machine in the Cash ^{in Register column.} Write any overages or shortages in the Over or Under columns and write coins placed into the machine after collection in the Register for Change column. Any shortages that exist in the change fund will be handled as discussed earlier.

DEPOSITS WITH THE DISBURSING OFFICER

Cash received from sales is deposited daily with the disbursing officer. In the absence of the disbursing officer, deputy, or agent cashier, all cash on hand with the exception of money left overnight in the cash register is kept in a safe under the custody of the ship's store officer or cash collection agent, The signature of the disbursing officer, deputy, or agent cashier, is obtained on the NAVSUP Form 470 for all deposits. The person making the deposits retains the NAVSUP Form 470. A NAVSUP Form 470 does not have to be used if the ship's store officer is making collections and is also the disbursing officer. Total deposits made during the month must equal the total receipts from sales. The ship's store officer must make sure all cash from sales, including change funds, is collected at the end of the month and that the total amount of cash collected and turned over to the disbursing officer equals the amount entered in the ROM.

[ Back ] [ Home ] [ Up ] [ Next ]

This information is now available on CD in Adobe PDF Printable Format

Privacy Statement - Press Release - Copyright Information. - Contact Us - Support Integrated Publishing