CREDIT INVOICES

At the end of the accounting period, the following will be carried as part of the inventory:

1) the dollar value of credit memorandums that have not been posted to the Journal of Receipts, NAVSUP Form 977, and transmitted to FAADC; and 2) the dollar value of a cash refund for which a refund check has not been received.

The expenditure number of the Requisition and Invoice/Shipping Document, DD Form 1149, and the date and value of material returned must be listed on the last page of the inventory for the bulk storeroom. In ROM procedures, the ROM system automatically posts credit memorandums or cash refunds from the miscellaneous expenditure file that have not been liquidated.

DISTRIBUTION OF THE INVENTORY COUNT SHEETS IN MANUAL RECORDS

In manual records, after the inventory, the inventory count sheets are distributed as listed in the following paragraphs.

The white copy goes to the ship's store officer for extensions. This copy will ultimately be filed in the Accountability File, SSA-21, until the end of the next accounting period and then filed in the retained returns.

The yellow copy goes to the recordskeeper for extensions and used as a working copy. Later it is filed in the retained returns.

The pink copy goes to the responsible custodian.

The blue copy is used as a price list (optional).

When inventory is taken for the purpose of relieving the ship's store officer, one copy of the inventory is also given to the detaching ship's store officer.

DISTRIBUTION OF THE INVENTORY COUNT SHEETS IN ROM PROCEDURES

In ROM procedures, after inventory, the rough inventory count sheets and smooth inventory listing are distributed according to the following paragraphs:

. The original of the rough inventory count sheet and smooth inventory listing are filed in the Accountability File, SSA-21.

. The first copy of the rough inventory count sheet and the smooth inventory listing are used by the ship's store recordskeeper as a working copy and later filed in the retained returns. 

. The third copy of the rough inventory count sheet and smooth inventory listing are given to the responsible custodian. 

. The fourth copy of the rough inventory count sheet may be discarded and the smooth inventory listing may be used as a price list.

INVENTORY EXTENSIONS IN MANUAL RECORDSKEEPING

In manual recordskeeping, the retail and cost prices are entered on the NAVSUP Form 238 and

Figure 6-2.-Verifying bulk storeroom balances on the NAVSUP Form 464.

the inventory is extended as shown in figure 6-3. The ship's store officer or another qualified person assigned by the ship's store officer extends the white copy. The recordskeeper extends the inventory on the yellow copy. The responsible custodian or the recordskeeper is not allowed to extend the white copy of the NAVSUP Form 238. After extensions, the ship's store officer compares the page totals on the white and yellow copies and resolves any differences. A change is made by drawing a line through the error and writing the correct figure. The ship's store officer and the person extending the inventory must initial all corrections.

INVENTORY EXTENSIONS IN ROM PROCEDURES

After inventory, the rough inventory count sheets are used to enter inventory counts into the ROM system via the ROM inventory function. After the inventory counts have been entered, ROM users print the smooth inventory listing. The ROM system includes prices and extensions on the smooth inventory listing.

INVENTORY SUMMARY SHEETS/AFFIDAVIT IN MANUAL RECORDSKEEPING

In manual recordskeeping, after all the inventories have been recorded on the stock records, extended, and verified, all inventory count sheets must be sorted in serial number sequence for each space. A blank inventory count sheet is used as a summary sheet to consolidate all inventory count sheets for each individual space as shown in figure 6-4. The summary sheet is prepared on a blank NAVSUP Form 238 in the following manner:

NOTE: After the last serial number, enter the total inventory at cost and retail for that space.

After these steps are completed, a separate inventory affidavit is entered on each summary sheet. The affidavit is entered as follows:

''I certify that this inventory summary sheet and inventory count sheets corresponding to serial numbers through representing inventory valued at $ (cost) and $ (retail) to the best of my knowledge and belief is an accurate and complete inventory of merchandise taken on Responsible Custodian

[ 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