STOCK RECORDS

As mentioned earlier in chapter 2, the Stock Record, NAVSUP Form 464, provides the user with individual item inventory. In manual recordskeeping, the quantity received on receipt documents for all material is posted to the stock records with the exception of special order items. In ROM procedures, a stock record is required for all items including special orders and must be created in the ROM system data base before the item is ordered. When using the ROM, all receipt data entered into the ROM receipt function will automatically be entered on the appropriate stock record and, therefore, your workload when posting receipt data will be greatly reduced, The ROM will automatically adjust quantities on the stock records as transactions are entered in the ROM data base.

In manual recordskeeping, you are required to post the exact quantity received on the receipt document to each stock record. Referring back to figure 4-12, it shows we received 12 cassette recorders. You will locate the stock record for these cassette recorders in the stock record file under appliances and accessories. Once you locate the stock record you will match the stock number on the receipt document with the stock number shown on the NAVSUP Form 464; the stock numbers should match. Verifying the stock number prevents you from accidentally posting the quantity received to the wrong stock record. Once you locate the stock record, you should enter the quantity received as shown in figure 4-14. Procedures for making such entries were discussed in chapter 2 of this manual.

Every time you post a receipt to the stock record make sure the old cost price shown on the stock record is the same as the cost price for the merchandise received. The unit cost price shown on the stock record must be the cost price of that item listed on the last receipt. In manual records keeping, you determine the cost price on

Figure 4-14.-Posting receipts to the Stock Record, NAVSUP Form 464. 4-19

the last receipt document by rounding off the unit cost price to the nearest cent, that is, .475 becomes .48. Post this new cost price to the NAVSUP Form 464 and make no adjustments for gains or losses because they will be absorbed in the cost of retail sales at the end of the accounting period. If the new unit cost price is the same or more than the retail price of the item shown on the stock record, the ship's store officer should be notified. If the ship's store officer decides that the retail price should be raised, the officer will do a markon using a Retail Price Change, NAVSUP Form 983.

When using the ROM system, you will enter the cost price for each item ordered and received in the ROM receipt function. The cost price you enter will be the cost per purchase unit and not the total cost. The price you enter will not include discounts, transportation or freight charges, because these amounts are calculated and automatically added to the cost price when the ROM figures the selling price for each item. Once you enter the cost price per purchase unit it will be posted by the ROM to the items stock record master as the cost price per purchase unit. The ROM will then compute the cost price per retail unit by dividing the cost price per purchase unit by the number of retail units in one purchase unit. For example, you purchase 36 packages of athletic tube socks and there are 12 pairs of socks in each package and each package costs $24.00. Your purchase unit is "package" and each package costs $24.00, therefore, your cost per purchase unit is $24.00. The tube socks themselve are sold by the pair and there are 12 pairs in one package, therefore you divide $24.00 by 12 and the cost per retail unit is $2.00. The cost price per retail unit is also automatically posted to the stock record by the ROM system. The cost price per purchase unit in the ROM receipt function must equal the cost price per purchase unit on the NAVSUP Form 464. If it doesn't match, you either enter the price as is on the NAVSUP Form 464 and prepare a retail price change to adjust the selling price or prepare a retail price change before entering the receipt price for each item.

PURCHASE ORDER AND REQUISITION LOGS

Once you have extended and posted the receipt document to the NAVSUP Forms 464 and 977, you will fill in the necessary information in the requisition or purchase order log, whichever applies. When using the ROM system, you are not required to maintain these logs because the ROM system automatically assigns serial numbers to purchase orders and requisitions and maintains records similar to the purchase order and requisition logs.

PROCESSING RECEIPTS IN COMBINED RESPONSIBILITY

The processing of receipts in combined responsibility is basically the same as separate responsibility with a few exceptions. Under the combined responsibility, you must post the total retail or cost value of each receipt document, whichever applies to the Ship's Store Afloat Financial Control Record, NAVSUP Form 235, located in the Financial Control Record File, SSA-1. Also procedures for entering receipts to the Stock Record, NAVSUP Form 464, are different in combined operations. When using the ROM system, you won't have to worry about the differences because the ROM will automatically adjust for these differences on the NAVSUP Forms 235 and 464 once you have indicated in the ROM constants function that a combined responsibility is in effect.

Extensions in Combined Operations

In a combined responsibility operation, you will basically follow the same procedures for accomplishing extensions as we discussed earlier with separate responsibility y. You will first enter all available receipt data in the ROM receipt function. The ROM will then assign the next available receiving number, enter and extend the receipt document, and post all receipt data to the applicable records. You will then extend the receipt document manually to determine the total dollar value at cost and retail. The manually extended total dollar value at cost will be compared to the amount the ROM posted to the Journal of Receipts, NAVSUP Form 977, to make sure they agree. You will then determine the total dollar value at retail on the receipt document and compare it with what was posted to the Ship's Store Afloat Financial Control Record, NAVSUP Form 235, by the ROM. To compute the total dollar value at retail, you enter the retail unit price as shown on the Stock Record, NAVSUP Form 464, for each item on the receipt document and multiply it by the quantity received. In figure 4-15 our unit retail price is $57.00, which is multiplied by the quantity received, 12, to give you the total dollar value at retail of $684.00. The figure

4-21 Figure 4-15.

$684.00 will be posted to the applicable column under Receipts of the Ship's Store Afloat Financial Control Record, NAVSUP Form 235, as shown in figure 4-15. The receipt number identifying the entry shown on the Ship's Store Afloat Financial Control Record, NAVSUP Form 235, will be the same as the receipt number assigned by the office recordskeeper from the Journal of Receipts, NAVSUP Form 977.

Receipt documents covering vending machine stock, except repair parts, will also be extended at retail and the total dollar value at retail will be entered in the Vending Machine column under Receipts on the Ship's Store Afloat Financial Control Record, NAVSUP Form 235.

When the service activity or sales outlet and bulk storeroom are operated by the same person, all cost items will be extended at cost price on the receipt document and the total dollar value at cost will be entered in a column of the Ship's Store Afloat Financial Control Record, NAVSUP Form 235, under an added caption, Other Cost Material. This is shown in our illustration for Receipt #1.

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