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Maintaining  the  ROM  System
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Ships Serviceman 2 - How to fix and repair boats
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Preparing the NAVSUP Form 235
CHAPTER 2 SHIP’S STORE FILES There are several files that must be maintained in the ship’s store operation. Your manual ship’s store files are used to hold important documents and   provide   a   record   of   each   ship’s   store transaction. Your resale operations management (ROM)  files  are  used  to  provide  a  record  of  the transactions  entered  in  the  ROM  system  database. Without these files the ship’s store officer would be unable to keep track of important documents and transactions and would encounter problems when  preparing  the  financial  returns. As a Ship’s Serviceman second class you may be required to maintain the ship’s store files. To maintain  these  files  properly,  you  will  need  to know  what  is  contained  in  each  file  and  how  to use them and keep them up to date. In this chapter we  will  discuss  the  ship’s  store  files  (including  the ROM   files). ROM FILES All information entered into the ROM system by  the  user  is  contained  in  data  files.  Each  file contains   one   or   more   records.   Each   record contains several fields that are equivalent to the blocks  of  information  shown  on  manual  forms in the file cabinet. The information in these files is added, deleted, or modified by the ROM system based  on  the  information  entered  by  the  ROM user.  For  instance,  the  ROM  cash  contribution file lists all cash contributions posted to the ROM during  the  current  accounting  period.  This  file  will be  changed  by  the  ROM  automatically  as  cash contribution information or data is entered in the ROM  system  data  base. SSA FILES Files SSA-1 through SSA-24 will be established and  maintained  in  the  ship’s  store  office.  The ROM  system  generates  many  of  the  forms  used in  the  ship’s  store  operation.  The  ROM  form  is as valid as the NAVSUP form and the format of both   is   the   same.   The   following   forms   are generated  by  the  ROM  system: Ship’s   Store   Afloat   Financial   Control Record,   NAVSUP   Form   235 Vending   Machine   Control   Record, NAVSUP   Form   236 Ship’s  Store  Inventory  Count  Sheet, NAVSUP  Form  238 Stock   Record,   NAVSUP   Form   464 Intra-Store   Transfer   Data,   NAVSUP Form  973 Journal  of  Receipts,  NAVSUP  Form  977 Journal  of  Expenditures,  NAVSUP  Form 978 Number   Control,   NAVSUP   Form   980 Retail Price Change, NAVSUP Form 983 Tax-Free  Cigarette  Inventory,  NAVSUP Form  1234 Ship’s Store Balance Sheet and Profit and Loss  Statement,  NAVCOMPT  Form  153 Inventory  control  record Outstanding   requisition/purchase   order control   record The   ROM   system   does   not   produce   all forms used to document transactions. Because of this,   documents   placed   in   the   SSA   files   may either  be  the  standard  NAVSUP  form  or  the ROM-generated  form.  For  complete  procedures on  document  distribution,  you  should  refer  to 2-1

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