Stock Records in Combined Operations

In manual recordskeeping, when the sales outlet and the bulk storeroom are operated by the same person, all receipts of retail or cost items will be posted to the Stock Record, NAVSUP Form 464, as shown in figure 4-16. You post receipts to the Received column and increase the Total Balance column by the amount received. The Balance In Bulkroom column on the NAVSUP Form 464 is not used in combined responsibility. In ROM procedures, the ROM system will automatically enter receipt data on the stock records based on information entered in the ROM receipt function.

PARTIAL SHIPMENTS

When you receive a partial shipment of a receipt document, you are required to stamp the

Figure 4-16.-Posting the Stock Record, NAVSUP Form 464, under combined responsibility. 4-22

receipt document PARTIAL SHIPMENT and process it in the same manner as we discussed earlier. You must also assign a receiving number from the Journal of Receipts, NAVSUP Form 977, for each additional receipt until the final shipment has been received for all items on the receipt document. You may have to prepare extra copies of the receipt document to accomplish each receipt.

In ROM procedures, if an order is only partially filled, you will enter the receipt information for the items that were received in the ROM receipt function. The same order can be accessed later to add items as they are received. If no further shipment of a partially received item is expected or if the unreceived balance is to be reordered on a new order, ROM users will key in the actual quantity received and key a Y in the Cancel (CAN) column. Once all items on a order have been received or canceled, you will be unable to access that order via the ROM receipt function.

RECEIPTS DIRECTLY INTO THE SALES OUTLET

When material is received directly into the sales outlet, the receipt document must also be used as the breakout document. In manual recordskeeping, you assign a breakout number from the Number Control, NAVSUP Form 980, to the receipt document. The total quantity received is posted to the Received and Expended columns of the Stock Record, NAVSUP Form 464, and added to the Total Balance column. (See fig. 4-17.) Enter the total dollar value at retail of the receipt document in the Correct Receipt column of the Ship's Store Afloat Financial Control Record, NAVSUP Form 235.

In ROM procedures, ROM users will enter the store number of the sales outlet receiving the merchandise in the ROM receipt function. The store number is a two-position numeric code that we discussed in chapter 2 of this manual and is established in the ROM constants file. Normally when receiving incoming stock, ROM users will enter the store code 99 in the ROM receipt function for the bulk storeroom. When the merchandise is received directly into the sales outlet, the appropriate store number for that outlet will be entered in the ROM system. If a store number other than 99 is entered in the ROM system, the ROM will automatically assign the next available number from the Number Control, NAVSUP Form 980, and enter the breakout to the NAVSUP Forms 464 and 235.

RECEIPTS DIRECTLY INTO THE SERVICE ACTIVITY

When processing receipts directly into the service activity, you must also use the receipt document as the breakout document. In manual recordskeeping, you will assign a cost of operation issue number from the Number Control, NAVSUP Form 980, to the receipt document. Enter the quantity received in the Received and Expended columns of the Stock Record, NAVSUP Form 464; the Balance in Bulkroom column must not be changed. The total dollar value of the receipt document will be posted to the Cost of Operation columns of the Ship's Store Afloat Financial Control Record, NAVSUP Form 235.

In ROM procedures, the ROM will automatically assign the next available number from the Number Control, NAVSUP Form 980, and post the breakout to the NAVSUP Forms 464 and 235.

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