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Forwarding Late Documents
Ships Serviceman 1 & C - Administration manual for fixing navy boats
Operation Expenses
mailing  date  for  the  late  returns.  A  copy  of  the letter  must  be  forwarded  to  the  Naval  Supply Systems   Command   (Deputy   Commander,   Pro- gramming   and   Financial   Management,   Comp- troller),   to   the   appropriate   FAADC,   and   to NAVRESSO. FORWARDING  A  COPY  OF  THE  RE- TURNS  FOR  THE  NAVY  SUPPLY  CORPS SCHOOL.— To  help  provide  current  training  aids for   officer   students   preparing   for   shipboard duty, you should mail one copy of the Ship’s Store Balance  Sheet  and  Profit  and  Loss  Statement (NAVCOMPT  153)  for  the  accounting  period ending  30  September  to  the  following  address: Navy  Supply  Corps  School Code  45 Athens,  GA  30606 Disposition of Retained Returns All ship’s store and clothing retained returns should  be  retained  on  board  for  a  period  of  2 years. After 2 years, the retained returns can be destroyed  according  to  guidelines  in  Disposal  of Navy  and  Marine  Corps  Records. When the ship’s store officer is relieved at the end  of  the  accounting  period,  the  ship’s  store officer  who  is  being  relieved  and  the  relieving ship’s  store  officer  will  both  conduct  a  complete inventory. Ship’s store returns that are approved by  both  ship’s  store  officers  will  then  be  prepared, submitted,  and  retained  as  described  earlier. When  the  ship’s  store  officer  is  relieved sometime  within  an  accounting  period  and  the merging of returns is not possible, the ship’s store officer  who  is  being  relieved  must  make  certain that all funds have been collected and deposited for the period of accountability. Next, a physical inventory is taken and all the records are balanced but   not   closed.   When   satisfied   that   financial accountability has been established, the relieving officer will receipt for the vouchers that were pro- cessed by the relieved officer but were not received until after the end of the last accounting period. The relieving officer will then submit a return at the  end  of  the  normal  accounting  period. If the relieving officer is not satisfied with the records,  the  commanding  officer  can  direct  the relieved officer to close the accounts and render the  ship’s  store  returns  for  the  relieved  officer’s period of accountability only. In these ways, the retained records and returns serve to establish and transfer  accountability  in  the  ship’s  store. ANALYSIS  OF  SHIP’S STORE  OPERATIONS Just as the ship’s store records and returns are used  in  the  establishing  and  transferring  of accountability   from   one   person   or   activity   to another,  the  returns  also  serve  as  a  valuable management  tool  for  the  improvement  of  ship’s store  operations.  Once  you  have  closed  out  the records  and  submitted  the  returns,  it  is  time  to sit  back  and  take  a  careful  look  at  your  ship’s store  operation.  How  effective  has  your  ship’s store been this accounting period in carrying out its goals? You can find answers for certain ques- tions  from  the  data  you  have  entered  in  your ship’s store returns. Some guidelines you can use for  analyzing  your  ship’s  store  returns  from  a management point of view are presented in this section. INTERNAL   ANALYSIS As a senior Ship’s Serviceman, you will be ex- pected to assist the ship’s store officer in analyz- ing the completed NAVCOMPT 153. Some of the following factors should be taken into considera- tion. Each of these factors is an important aspect of  your  ship’s  store  operation. Sales-Stock  Ratio As  described  in  chapter  4,  your  sales-stock ratio is computed so that you can determine the efficiency of your ship’s store in maintaining an optimum stock level over a given period of time. A  1.33  to  1  ratio  of  sales  at  cost  price  to  be- ginning  inventory,  less  standard  clothing  items, is   the   requirement   for   a   4-month   accounting period.  You  obtain  your  stock  turn  figure  by dividing your cumulative of expenditures for the number   of   months   covered   by   the   beginning inventory. You must take the opening inventory figure   from   the   NAVCOMPT   153.   The cumulative  expenditures  are  contained  in  lines B19, B21, B23, B24, B26, and B27 on your NAV- COMPT  153.  If  you  find  that  your  stock  turn ratio  is  significantly  less  than  1.33,  you  should determine the cause and take the steps to improve your  ratio.  Start  with  a  complete  check  of  your stock  on  hand. You have just completed and closed out your records  so  you  now  have  an  itemized  inventory 7-26

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