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Cash Handling
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As  required  by  the  NAVSUP  P-487,  all  cash from sales made in the retail store must be cleared through cash registers at the time of the sales. In addition, all sales must be recorded daily in the Cash  Register  Record  (NAVSUP  469)  and  the Cash  Receipt  Book  (NAVSUP  470)  according  to guidelines  set  forth  in  the  NAVSUP  P-487.  The types of cash registers that are considered to be satisfactory  and  acceptable  for  use  in  ship’s  stores are  discussed  in  detail  in  the  NAVSUP  P-487. You will need a change fund—usually a max- imum of $50—to open the store. Until you receive sufficient cash from sales to start the change fund, the disbursing officer will advance an amount of change  to  the  operator  in  exchange  for  a  NAV- COMPT  211.  You  can  increase  the  change  fund for special occasions, such as paydays. All change funds  must  be  authorized  in  writing  and  approved by  the  commanding  officer.  The  advance  for the change fund is not a sale and must not be rung into the register. On ships operating multiple retail sales outlets, the  disbursing  officer  may  entrust  change  funds to   the   custody   of   the   ship’s   store   officer,   a designated  assistant,  or  a  collection  agent.  The disbursing officer must have the written approval of  the  commanding  officer  before  assigning  the custody  of  the  change  fund.  In  fact,  you  may  be charged  with  the  responsibility  of  advancing  funds to  the  retail  store  operators. The  ship’s  store  officer  is  responsible  for collecting   the   cash   from   the   retail   store   and depositing  it  with  the  disbursing  officer.  (This responsibility  rests  with  the  ship’s  store  officer although  you  might  be  designated  as  the  collec- tion agent.) Cash must be collected from the store daily. Cash not to exceed $50 may be left in the register overnight except when more than one shift is operated. (Type commanders may authorize up to  $100  if  they  feel  it  necessary.) All  cash  must  be  collected  at  the  end  of  the accounting  period.  Cash  must  also  be  collected if  the  store  will  be  closed  longer  than  72  hours, if  the  ship’s  store  officer  is  relieved,  or  if  the  retail store  operator  is  relieved.  This  rule  minimizes  any losses that could occur if someone were to break into  the  store.  Mandatory  cash  collections  will save  you  the  burden  of  advancing  change  funds daily  and  exchanging  receipts. Normally,  the  ship’s  store  officer  (or  you,  as the collection agent) will go to the store at the close of business each day to make the collection, tak- ing  the  Cash  Register  Record  (NAVSUP  469) along.  The  ship’s  store  officer  or  the  designated collection  agent  who  has  the  only  key  to  the register will record the ending register reading in the appropriate column of the NAVSUP 469. By subtracting the day’s beginning reading from the ending  reading,  the  ship’s  store  officer  or  agent can determine the value of cash received during the  day.  This  total  is  added  to  the  amount  of money that was left in the register for change at the  close  of  business  on  the  previous  day.  The result  is  the  actual  amount  of  cash  that  should be  in  the  register.  Any  shortages  or  overages  in excess   of   $5   that   are   not   substantiated   by overring  or  refund  vouchers  must  be  examined and initialed. Such differences would most likely result from errors that occurred when change was made  to  customers.  It  is  possible,  however,  for over-  or  underrings  to  be  made.  If  the  operator discovers the fact at the time, the operator should mark the register tape accordingly and make up an   Overring/Refund   Voucher   (NAVSUP   972). Primarily to make the postings easier and to pre- vent  errors,  you  should  see  that  collections  are made  to  the  nearest  dollar  value.  For  example, if the actual cash in the register was $173.38, the ship’s  store  officer  or  the  designated  collection agent  would  leave  $49.38  for  change  and  collect $124. The ship’s store officer or agent would then sign  the  store  operator’s  Cash  Receipt  Book (NAVSUP  470)  as  a  receipt  for  the  $124. You  should  also  remember  there  are  several optional  procedures  for  the  collecting  of  cash, such as the use of moneybags and night depository safes.  If  the  conditions  warrant  (as  they  do  on many  larger  ships),  these  procedures  should  be followed  according  to  instructions  in  the  NAV- SUP  P-487. As in any other retail operation, there are cir- cumstances  when  a  customer  is  justified  in  ask- ing for a refund of cash that was previously paid out   for   merchandise.   The   NAVSUP   P-487 authorizes   the   ship’s   store   officer   to   grant   a refund  in  two  cases: 1.  When  merchandise  is  guaranteed  by  the manufacturer and returned within the warranty period 2.   When   merchandise   can   be   reasonably assumed  to  have  been  defective  at  the  time  of  sale and  is  returned  within  30  days  of  such  a  sale When  a  refund  is  desired  and  proper,  an Overring/Refund  Voucher  (NAVSUP  972)  must be  completed  and  approved  by  the  ship’s  store officer.  When  cash  is  collected  at  the  close  of business, the cash should be short by the amount of  the  refund.  A  special  entry  should  then  be 6-9

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