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Auditing a Procurement Document
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Procurement of Equipment and Operating Supplies - 10287f_80
Figure  4-5  shows  several  of  the  checks  you should make when you are reviewing a standard procurement  document.  In  some  cases,  you  will be  required  to  use  a  somewhat  different  format or  an  additional  statement  on  the  procurement document.  For  example,  you  must  include  a specific  statement  on  all  special  orders.  If you  are  preparing  a  DD  1155  and  the  value of   the   stock   is   over   a   certain   monetary limit,  you  must  include  another  statement  to that   effect.   You   must   also   place   specific statements   on   all   purchase   orders   covering items  that  you  procure  on  a  guaranteed  sales basis.  Similarly,  when  you  are  preparing  docu- ments  for  bonus-free  items,  you  must  make certain   that   applicable   statements   appear   on the  procurement  documents.  Also,  when  you are   using   the   simplified   requisition   and   pur- chase  procedure,  the  format  of  the  purchase order will be different from that of your regular DD  1155. You,  as  a  senior  Ship’s  Serviceman,  must  be alert   for   all   variations   in   the   procurement documents  used  for  your  ship’s  store.  Whenever possible, you should also make the recordskeeper aware  of  these  variations. DISTRIBUTION You  can  find  the  correct  distribution  of  the original  and  copies  of  a  procurement  document in the NAVSUP P-487 and in the appendixes of this  rate  training  manual.  As  an  auditor,  you should frequently check to see if proper distribu- tion is being accomplished, especially at the time the procurement documents are submitted to the vendor  or  to  the  supply  activity.  (These  supply sources  must  have  the  correct  number  of  copies to complete your order.) One copy should always be  routed  to  the  receiving  storekeeper  for  the storekeeper’s  incoming  material  file. MAINTENANCE  OF  LOGS Finally,  you  should  guarantee  that  all  pro- curement documents are logged to the requisition log   (figure   4-6)   or   to   the   purchase   order   log Figure  4-6.—Requisition  log. 4-21

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