APPENDIX I GLOSSARY

ACCOUNTABILITY-The personal obligation on the part of the ship's store officer to render an accounting of ship's store property and funds.

ACCOUNTABLE OFFICER-The ship's store officer.

ACCOUNTING PERIOD-Any period for which returns must be submitted. It is normally a 4-month period ending 31 January, 31 May, and 30 September.

ADJUSTMENT INVOICE-A document used to correct receipt documents previously transmitted to one of the fleet accounting and disbursing centers that was found to be incorrect after being transmitted and the mistake was in excess of 10 dollars.

ADVANCE RECORDING-The process by which the responsible custodian will prelist required information on the Inventory Count Sheet, NAVSUP Form 238, before inventory.

APPROPRIATION-An authorization by an act of Congress to incur obligations for specific purposes and to make payments out of the Treasury.

BACKUP-The process of saving data on the ROM system files using a streamer tape or floppy diskettes.

BASIC STOCK ITEMS-Those items listed in the current Consolidated Afloat Requisitioning Guide Overseas (CARGO), NAVSUP Pub 4998, chapter II. These items are considered the most popular and essential items of ship's store stock and should be stocked at all times.

BREAKBACK-A transfer of an item from a sales outlet back to the bulk storeroom.

BREAKOUT-A transfer of material from the bulk storeroom to a sales outlet or service activity.

BULK SALE-A sale made at cost to an activity authorized to buy in this manner.

BULK SALESROOM-A separate cash sales unit established in a bulk storeroom from which bulk sales are made.

BULK STOREROOM-A main storage facility for all or part of the stock in a ship's store operation. No sales are made from a bulk storeroom.

BULK STOREROOM CUSTODIAN-A person in charge of a bulk storeroom. In separate responsibility operations, the custodian is responsible for the stock by quantity on individual stock records.

CANCELLATION-A total or partial discontinuance of supply action requested by the requisitioner and confirmed by the supplier.

CASH COLLECTION AGENT-An officer or enlisted person designated in writing by the ship's store officer to collect and deposit all cash received from sales in the ship's store.

CASH TOTALIZER-A device installed on the inside of vending machines that totals the cash received.

CHANGE FUND-Official funds that are entrusted to the custody of an officer or enlisted person by the disbursing officer to use for change in one of the sales outlets in the ship's store.

CLASS NUMBERS-Six-digit numbers assigned to different categories of ship's store stock for the purpose of easy identification.

CLOSEOUTS-A process completed at the end of each accounting period on the ROM system to update all applicable ship's store records.

CLOTHING ITEMS-Standard Navy clothing items.

COGNIZANCE SYMBOL-A two-character symbol that designates the store's account in which material is carried and the responsible inventory control point.

COMBINED RESPONSIBILITY OPERA-TION-A ship's store operation in which one person is responsible for both a sales outlet and the bulk storeroom that supplies that outlet.

COMPOSITE RECREATION FUND-A fund in which a ship without a ship's store shares in the profits of the supporting ship's store. For example, an SSN/SSBN supported by an AS receives a share of the ship's store profits from the AS to be used as the SSN/SSBN's recreation fund.

CONSTANTS-Data maintained in a central file on the ROM system that is used repetitively to produce various reports and forms.

COST ITEM-An item of ship's store stock carried for ultimate issue as cost of operations and cost of sales.

COST OF OPERATIONS ISSUE-An expenditure of stock for ultimate consumption in a ship's store activity.

COST OF OPERATIONS ITEMS-Cost items carried for ultimate issue to ship's store activities and for which cash is not ultimately received.

COST OF SALES ITEMS-Cost items carried for issue to a sales outlet. Cash is ultimately received for cost of sales items. They differ from retail items in that further processing is required before sale.

COST PRICE-The price at which an item is received from the supplier. Standard Navy clothing is sold and issued at cost price. Cost of operations items are issued at cost price.

CREDIT MEMORANDUM-A document received from a vendor that gives credit to a ship for merchandise returned to the vendor.

CUSTODIAN (RESPONSIBLE CUSTO-DIAN)-A person held responsible for the operation of a sales outlet and strict custody of the material used in it.

DEALER'S BILLS-Invoices issued by the dealer to the paying activity charging for material received or services rendered.

DEFECTIVE MERCHANDISE-Ship's store merchandise that does not work or do what it was intended to do because of default in design or damage.

DEPARTMENT CODE-A code by which ship's store merchandise is identified by categories; listed in appendix B of the ROM TUG.

DISHONORED CHECK-A personal check returned to the disbursing officer by a bank or institution due to insufficient funds; it is charged as an operating expense of the ship's store.

DISPROPORTIONATE DIFFERENCE- An excessive difference in the ship's store that has not been resolved; exceeds $2,250 or 3 percent of sales, whichever is greater.

DIVISIONAL LAUNDRY PETTY OFFI-CERS-Petty officers assigned by their respective divisions whom the laundry supervisor can contact for delivery or pickup of bulk divisional laundry or for resolving problems concerning the laundry.

EMBLEMATIC ITEMS-Items bearing the ship's identification (such as ball caps, belt buckles, t-shirts, lighters, mugs, and so forth), Since these items have the ship's identification on them, they have no sales potential for another ship. Procurement, therefore, must not exceed 90 days' anticipated sales.

EXCESSIVE DIFFERENCE-The condition that exists when the total inventory dollar value difference between financial control records and the physical inventory exceeds $750 or 1 percent of total sales, whichever is greater.

EXPENDITURE-The removal of stock from the accountability of a ship's store officer.

FRAUD-Any theft of funds or merchandise, or a change of official records by an accountable officer or responsible individual in the ship's store operation.

FUNCTION-A particular process in the ROM system that affects ship's store records.

GROUP SALE-A sale of merchandise to a group in which several individual orders have been consolidated. A group sale is made when individual sales to personnel cannot be made.

HEALTH AND COMFORT ISSUES-The provision of toilet goods, tobacco, clothing items, and other necessities required for the health and well-being of personnel without sufficient funds to purchase them.

HIGH LIMIT-The maximum quantity of material to be maintained on hand and on order to sustain current operations. It includes the sum of stocks represented by the operating level, the safety level, and order and shipping time (equivalent to requisitioning objective).

INTRASTORE TRANSFER-A movement of material from the responsibility of one sales outlet operator to that of another.

INVENTORY AFFIDAVIT-A certification signed by the responsible custodian and ship's store officer stating that the inventory is accurate and complete to the best of their knowledge and belief.

INVENTORY CONTROL RECORD-A record used by the ship's store officer to plan and manage the ship's store inventory by making sure inventory limits for ship's store and standard Navy clothing stock are not exceeded; prevents overbuying and underbuying.

INVENTORY LIMITATIONS-The maximum dollar value of ship's store stock that can be carried, at cost price, during any one month.

INVENTORY SUMMARY SHEET-A record used to consolidate all Inventory Count Sheets, NAVSUP Form 238, for each individual space.

INVOICE-An itemized list of material or services rendered or received, including quantities, prices, and so forth.

ISSUE-An expenditure of stock for some further purpose. Issues reduce accountability.

LAYOUT SKETCH-Sketch of each sales outlet and bulk storeroom prepared by the ship's store officer including each bin, shelf, showcase, and so forth, in each space identified by a number.

LOW LIMIT-The stock position that signals the need to start replenishment action. It includes the sum of stocks represented by the safety level and the order and shipping time (equivalent to reorder point).

MANUFACTURED ITEMS-Items sold in the snack bar that require further processing by the snack bar operator before they are sold to the customer.

MARKDOWN-A voluntary reduction in the selling price of an item. There are three types of markdowns: markdowns below cost, markdowns to zero, and retail markdowns.

MARKDOWN BELOW COST-A voluntary reduction in the selling price of an item below its original cost price.

MARKDOWN TO COST-A type of retail markdown in which the selling price of an item is reduced so that it is equal to its cost price.

MARKDOWN TO ZERO-An expenditure of stock through a price change that reduces the value of the item to zero.

MARKON-Any voluntary increase in the established selling price of an item.

MARKUP-The difference between the cost price and selling price of a retail item.

MONETARY-A term used in the ship's store operation referring to money.

OPTAR-Operating target. Obligation authority granted by type commanders to ships and commands under their control to cite their allotment in procuring materials and services. Instructions and limitations are provided by each type commander.

OVERRING-An incorrect higher price for an item rung up on a cash register.

PARTIAL SHIPMENT-A situation that occurs when the quantity ordered on the purchase document is not all received at the same time.

PHYSICAL INVENTORY-The process of identifying, counting, and evaluating all stock on hand at a specific time.

PRICE MANIPULATION-A change in the price of an item of ship's store stock by unlawful means to one's own advantage.

PROCUREMENT-The act of obtaining materials or services.

PROFIT-The amount of money remaining after all expenses and costs have been paid.

PURCHASE ORDER-An order for material that also establishes a one-time contract. An item ordered from the Ship's Store Afloat Catalog is procured via a purchase order.

RECEIPT-The acceptance of the quantity and quality of material for accountability purposes.

RECEIPT INSPECTOR-An officer or enlisted person given the authority to receive, identify, and inspect incoming ship's store stock. This authority to do this is given in writing by the ship's store officer.

RECORDSKEEPER-A person in charge of keeping ship's store records.

REFUND-Cash given back to a customer in exchange for merchandise that was previously bought from a sales activity.

REQUISITION-An order for material from a government source; for example, other supply officers, another ship's store, or a shore supply support activity.

RESALE ACTIVITY-A sales outlet.

RESPONSIBILITY-The obligation to exercise care, custody, and protection of ship's store money and materials.

RETAIL ITEM-Any item sold in its original form in exchange for cash.

RETAIL MARKDOWN-A voluntary price reduction in the retail price of an item to a price above or equal to its original cost price.

RETAIL PRICE-The price at which an item other than standard Navy clothing and cost of operations items is sold or issued.

RETAIL STORE-A sales outlet where retail items are sold.

RETAIL STORE OPERATOR-The person in charge of a retail store. For combined responsibility operations, it also refers to the custodian of a retail store and the bulk storeroom that provides supplies for that store.

REVALUATION BY SURVEY-A procedure for lowering the price of an item by a survey of money value only.

SALE-Any expenditure of stock for which cash is received. Accountability y is unchanged by a sale.

SALES OUTLETS-Retail stores, vending machines, amusement machines, and standard Navy clothing stores.

SEPARATE RESPONSIBILITY OPERA-TION-An operation in which two or more persons are responsible for the operation of a sales activity and the bulk storeroom that supplies that activity.

SERVICE ACTIVITY-A ship's store facility that renders a service. The barbershop, laundry, and dry-cleaning plant are service activities.

SERVICE DESIGNATOR CODE-A oneletter code used to designate whether the activity is a Pacific Fleet operating unit, an Atlantic Fleet operating unit, or an activity other than the Pacific and Atlantic operating units.

SHIP'S STORE-The sales outlets and service activities on board a ship.

SHIP'S STORE AFLOAT CATALOG- Catalog containing luxury and semiluxury items. It is published and maintained by NAVRESSO.

SHIP'S STORE CONTRACT BULLETIN- Catalog containing basic staple-type items required to support the needs of the crew. It is published and maintained by NAVRESSO.

SHIP'S STORE OFFICER-The officer in charge of the ship's store operation aboard a ship. The ship's store officer is the accountable officer.

SNACK BAR-A sales outlet where ice cream products, drinks, and retail snack items such as candy and cookies are sold.

SNACK BAR OPERATOR-The person in charge of the snack bar.

SPECIAL ORDER-The procurement and sale of a retail item to a specified individual who has ordered the item. The item is sold through a retail store, but is not carried as stock .

SPOT INVENTORIES-Inventories of selected items in the bulk storeroom taken at unannounced times for the purpose of ensuring that inventory accuracy of the bulk storeroom is maintained at 100 percent.

STANDARD NAVY CLOTHING ITEMS- Items authorized in the Navy Clothing Price List for Men and Women, NAVRESSO Pub 90.

STANDARD PRICE-The price at which an item of standard Navy clothing is bought and sold.

STANDARD PRICE ADJUSTMENT-An involuntary price change on stocked standard Navy clothing due to a change on standard prices prescribed in the Navy Clothing Price List for Men and Women, NAVRESSO Pub 90.

STOCK CONTROL-The means by which the monetary and physical movement of all stock within the ship's store operation is controlled.

SURVEY-An expenditure of stock for immediate disposal. Surveys reduce accountability.

TRANSFER-The movement of stock from the accountability of one ship's store officer to that of another.

TRANSMITTAL-A group of documents or records sent to another naval activity for information or action.

VENDING MACHINE-A sales outlet where canned or cup-type drinks, candy, cookies, cigarettes, and other retail items are sold.

VENDING MACHINE CUSTODIAN-The person in charge of the vending machine operation.

VISUAL MERCHANDISING-The display of merchandise in ship's store activities. Rotation and arrangement of stock, lighting, and signing help increase salability.

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