Using the NAVSUP Form 235 in Combined Responsibility

When the sales outlet is under combined responsibility, one column must be maintained on the NAVSUP Form 235 for each sales outlet and the bulk storeroom that supplies that outlet. A separate column must be maintained for each sales outlet not under combined responsibility.

In manual recordskeeping, entries made on the NAVSUP Form 235 (fig. 2-3) are basically made the same in combined responsibility as they are in separate responsibility except for the following:

. Cost unit and retail unit prices must be entered and extended on receipt documents for all retail items and the total retail money value must be entered on the NAVSUP Form 235 under retail store #1 heading in the Receipts column. . Cost items, except cup-type vending

machine items, must be extended at cost price, and the total money value before discount must be entered in a column of the NAVSUP Form 235 under an added caption, Other Cost Material, in the Receipts column. . Cost of operation issues made to the

service activities are documented on an Intra-Store Transfer Data, NAVSUP Form 973. The total cost value of the NAVSUP Form 973 must be entered in two columns. It will be entered in the Expenditures column under the Other Cost Material heading and also posted to the Cost of Operations column. . Vending machine receipts are entered

under the heading Vending Machines on the NAVSUP Form 235.

The NAVSUP Form 235 is also used in combined responsibility for measuring overages and shortages. The only difference being the shortage or overage in combined responsibility includes both the sales outlet and the bulk storeroom that supplies it. The ROM system posts difference information automatically to the NAVSUP Form 235.

FILE SSA-2

File SSA-2 is the number control and breakout file. It contains the NAVSUP Form 980 in manual records. It also contains the triplicate copy of each NAVSUP Form 973. For ROM records, it contains the ROM NAVSUP Form 980 and the triplicate copy of the original NAVSUP Form 973 that is used to request items and a copy of the final NAVSUP Form 973.

NAVSUP Form 980

In manual records, the Number Control, NAVSUP Form 980, is used to assign control numbers to each Intra-Store Transfer Data,

2-5 Figure 2-3.

NAVSUP Form 973 (fig. 2-4). It also provides control numbers for retail markdowns or markons, markdowns below cost, markdowns to zero, purchase variances, price adjustments to standard Navy clothing, and receipts received directly into the sales outlet or service activity. A new series of numbers is started each accounting period beginning with number 1. As each number is assigned, it is entered in the proper column of the number control and the entry is dated and initialed by the person making the entry.

In ROM records, the ROM system automatically assigns the next available number from the NAVSUP Form 980 for those transactions that apply. When you use the ROM system, the manual Number Control, NAVSUP Form 980, is not required. The ROM-generated NAVSUP Form 980 may be printed by the ROM system via the resale operations reports function. The ROM-generated NAVSUP Form 980 will list the control numbers used during the current accounting period.

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