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Retention of Records and Documents - 14163_59
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Mess Management Specialist 1 & C - Military manual for maintaining a mess hall
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Commuted Rations/Basic Allowance for Subsistence
records  than  larger  messes,  simply  because  they  have fewer transactions to record. However, records must be maintained in all afloat private messes, even the very smallest, so that the mess treasurer can easily and quickly determine the financial condition of the mess. The records, reports, and procedures explained are most common to most private messes afloat. Additional records may be required by the private mess treasurer or  the  commanding  officer. Private messes afloat include  the  following  types:  flag  officers’  messes,  unit commanders’  messes,  commanding  officers’  messes, wardroom  messes,  warrant  officers’  messes,  and  chief petty  officers’  messes. FINANCIAL  RECORDS Keep in mind that all financial transactions affecting a mess must be supported by the proper documents. The omission of a single transaction will make it impossible for the mess treasurer to balance the accounts or to prepare the reports properly. Financial  transactions  are  supported  by  documents or vouchers that support receipts and expenditures for which the mess treasurer is responsible. As a Mess Management Specialist (MS) assigned to a private mess, you  will  be  directly  or  indirectly  involved  in  the financial transaction of the mess; therefore, you must be familiar with the various vouchers and documents that support receipts and expenditures of private messes afloat.  All  mess  records  must  be  retained  for  a  period of 3 years. PROCUREMENT  DOCUMENTS Most items consumed by private messes afloat are procured  from  the  supply  department.  Therefore,  the greatest   number   of   procurement   documents   are requisitions to the supply department for food items from the GM. Messes  afloat  may  also  purchase  items  from approved commercial sources. The methods by which items  are  purchased  may  vary,  depending  on  the particular  mess. But,  whatever  the  method,  the transactions   must   be   supported   by   the   proper documents. All documents authorizing purchases paid for with mess funds must be signed by the treasurer or someone authorized in writing by the mess treasurer indebtedness in the name of the mess. to incur 3-4 Purchases From the General Mess All food items purchased directly from the GM are supported  by  a  NAVSUP  Form  1282.  The  GM representative and the MS assigned as the issuing storeroom  storekeeper  should  sign  for  the  receipt  and issue of the provisions respectively. Purchases  From  Commercial  Sources Purchases  from  approved  commercial  sources  are supported  by  purchase  orders,  dealers’  invoices,  or  cash register  receipts.  Purchase  orders  should  be  issued  for all  purchases  from  approved  commercial  sources, including  cash  purchases  authorized  by  the  mess treasurer. A Purchase Order, NAVCOMPT Form 2213, or a locally prepared form may be used. The form must be prenumbered by the mess treasurer or an authorized representative. The original is sent to the dealer, and the copies are distributed and filed as directed by the mess treasurer. The  dealer’s  invoice  that  accompanies deliveries must be checked against and attached to the applicable  purchase  order. Cash  purchases  are  supported  by  cash  register receipts or an itemized receipt bill. If a cashbook or market book is maintained by the leading MS, all entries must  be  supported  by  receipts  or  receipted  bills. BILLING FROM THE GENERAL MESS On or before the 5th day of the month the FSO prepares  a  bill  for  the  amount  due  for  food  items (including  galley-produced  bakery  products)  issued  to  a private  mess  during  the  previous  month.  The  FSO  uses the  following  format:   “I certify that the food items in the  amount  of  $400  (or  actual  amount  for  your  mess) were sold to the wardroom mess during the month of April  1991.” When   galley-produced   bakery   products   are received  during  the  month  the  bill  includes  this statement: “The $400 total includes galley-produced bakery  products  in  the  amount  of  $25.60.”  Applicable issue document numbers are listed on the bill. Within 15 days following the month in which items were  purchased,  the  mess  treasurer  must  pay  the  amount due to the FSO and obtain a signature for receipt of the cash in a Cash Receipt Book, NAVSUP Form 470.

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