CHAPTER 4 RECEIPT OF INCOMING STOCK

To provide the materials and services considered necessary for the ship's store operation, the ship's store officer must order stock constantly during the year. Each time the ship's store officer orders stock, there is a following receipt action in which the stock is received. The receipt of stock involves many different functions including planning, preparation, inspection, custody, stowage, posting of receipts, and paying dealers' bills. From the time the stock is initially ordered until it is safely stowed and reflected on the ship's store records, the ship's store officer must make sure proper procedures are followed when performing each function.

As you advance to Ship's Serviceman second class, you will become more involved in most of the receipt functions we just mentioned. It is essential that you perform each receipt function properly and follow all applicable safety precautions. In this chapter, we discuss the procedures and safety precautions that apply to the receipt of incoming stock. The discussion includes receiving stock, material handling, file maintenance, and the basic uses and safety precautions for materials-handling equipment.

MATERIAL RECEIPT

The supply officer is responsible for all receipt functions aboard ship with the exception of receipts for medical supplies, Marine Corps stock, bulk petroleum products, and ammunition. The supply officer delegates the responsibility for receiving and accounting for ship's store stock to the ship's store officer. The ship's store officer in turn has the option of delegating his or her responsibility for the receipt of ship's store stock to another officer or enlisted person. The ship's store officer will do this in writing and refer to the officer or enlisted person as the receipt inspector. The receipt inspector is responsible to the ship's store officer for the proper receipt of all ship's store stock in his or her absence.

METHODS OF RECEIVING

The methods of receiving are nothing more than the way the stock is delivered, Aboard ship, ship's store stock is delivered by one of three methods: direct delivery, freight, or mail. Direct delivery consists of material delivered to the ship by the supply support activity or a commercial vendor, or material picked up by the ship's representative at the supply support or commercial activity. Freight is material shipped via the Department of Defense Transportation or Commercial Freight System and generally is accompanied by a government or commercial bill of lading. Mail consists of all material delivered by the U.S. Postal Service.

TYPES OF RECEIPTS

The person receiving the stock should first become familiar with the different types of receipts. The types of receipts are based on the actual activities (military or commercial) from where ship's store stock is received, Receipts can be included under two main receipt categories. The categories are receipts from purchase and receipts from other supply officers (OSOs).

Receipts From Other Supply Officers

Receipts from OSOs include receipts from the following:

Shore supply support activities (NSCs and NSDs)

Combat logistics force (CLF) units

Other ship's store officers

General stores

General mess

The receipt document for requisitions to OSOs is included on either a DOD Single Line Item Release/Receipt Document, DD Form 1348-1, or Requisition and Invoice/Shipping Document, DD Form 1149.

Receipts From Purchase

Receipts of stock included under the receipt category, receipts from purchase, include receipts from commercial vendors and receipts from the Navy exchange. All receipts from purchase are documented on a Supplies or Services Request for Quotations, DD Form 1155.

PLANNING AND PREPARATION FOR RECEIPTS

Planning and preparation take place before the stock is actually received. The planning and preparation for receipts require complete coordination between the ship's store officer, leading SH personnel, the receipt inspector, bulk storeroom custodian, and any other personnel responsible for the different phases of the receipt operation. The ship's store officer must make sure all advance information is given to all personnel concerned and preliminary steps are taken so the receipt operation runs smoothly and safely.

Personnel Assignment

The ship's store officer must make sure personnel are assigned effectively during a receipt function. Normally, he or she will have the leading Ship's Serviceman make assignments for each _{receipt function.} When possible, the Ship's

Serviceman will assign only supply department personnel to receive ship's store stock, especially pilferable stock such as stereos, watches, jewelry, and so forth.

In some cases, supply department personnel may not be available for use or the order being shipped may be too large for them to handle. In this case, you will need help from other departments aboard ship in the form of a working party. Your command issues ship's instructions covering the assignment of personnel to working parties and indicates the number of personnel each department must provide for each different size working party. All requirements for working parties are routed through the chain of command for approval by the executive officer. This should be done well in advance of scheduled deliveries so a note can be placed in the Plan of the Day (POD) to let other departments know of the working party so they can plan ahead and make personnel assignments. Requirements for working parties should not be made at the last moment because this could cause confusion and disagreements between the supply department and other departments aboard ship.

After approval of the request for a working party, a list should be obtained from each department of the personnel that are assigned to the working party. This list should be retained and used as a mustering list once the working party is called away. Supply department personnel should be used to the fullest extent as checkers, spotters, and supervisors when a working party is used and should be briefed well in advance to the date of the working party. They should be briefed on their assignment, the routes that will be used to load stock by the working party, and told of the importance of maintaining security for all stock during the entire evolution.

Personnel assigned as spotters are responsible for directing working party personnel along the correct route and making sure stock is not stolen, lost, or improperly handled. Spotters will be assigned along the route so there are no blind corners or any areas of the route that cannot be seen by a spotter.

Storerooms

The custodian of the bulk storeroom should be notified in advance that stock is going to be delivered. He or she should have an idea of what and how much stock will be delivered so the bulk storeroom can be straightened out and stock rearranged. It will not be easy for the bulk storeroom custodian to reserve space for incoming stock; however, through experience and advance planning, he or she will be able to determine ahead of time where receipts will be stowed. When rearranging stock, the custodian should always arrange it so older stock can be issued before the new stock.

Ship's Store Records

The office recordskeeper has access to all outstanding orders and should be informed about upcoming receipts. Before the actual day stock will be received, the office recordskeeper should bring stock records in agreement with the actual stock on hand so incoming stock can be accounted for easily.

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