Quantcast Closeout of the NAVSUP Form 469

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Figure 3-5 Entries for Uncollectible Checks and Bulk Sales
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Figure 3-6 Monthly Review of the Cash Register Record, NAVSUP Form 469
Cash  left  in  register  for  change Amount  in  figures/amount  in  words Signature   of   sales   outlet   operator   and person  making  collections The cover lift number, number of customers, and  number  of  No  Sales  are  optional  entries.  If the cash register permits, these optional entries should  be  made  because  they  afford  a  further check  on  the  accuracy  of  cash  collections.  Look at figure 3-4, and refer to letters A through D as we discuss them. Shortages or overages of $5 or more will be initialed and reviewed by the ship’s store   officer   (A).   If   a   shortage   or   overage   is substantiated  by  an  overring/refund  voucher,  this procedure is not required. Overrings and refunds are listed on a separate line. They are not included in the total amount at the end of the month (B). When the sales outlet is closed for a period more than  72  hours,  you  should  annotate  this  in  the cash  register  record  (C).  If  any  errors  are  made in the cash register record, no matter how slight, you should line out the entire line and both the sales   outlet   operator   and   the   person   making collections  should  initial  it  (D).  Entries  for  bulk sales  and  dishonored  checks  are  entered  in  the cash  register  record  as  illustrated  in  figure  3-5. CLOSEOUT  OF  THE NAVSUP  FORM  469 At the end of each month, the NAVSUP Form 469 will be balanced and closed out. The total cash collected during the month must equal the total figure  reported  on  the  NAVSUP  Form  469  and the ROM system for the month. The total figure on the NAVSUP Form 469 must also agree with the  total  figure  on  the  NAVSUP  Form  470  for the same sales outlet. The  cash  collection  agent  will  do  a  monthly review of the NAVSUP Form 469 at the time of closeout  as  shown  in  figure  3-6.  Look  at  the example in the figure. The final register reading minus the register reading brought forward, plus the  total  “over,”  minus the total “under” equals your  total  amount  in  figures.  If  this  figure  does not tally, go back and check all computations for over and under by subtracting register readings until you can find the error. Notice the example on  the  second  page  of  the  NAVSUP  Form  469. Take  the  total  actual  cash  in  the  register  and subtract  the  total  cash  left  for  change  and  you should  arrive  at  the  total  amount  in  figures.  If it does not match, you probably added your Cash Left  for  Change  column  incorrectly. DAILY  REVIEW  OF  THE  CASH REGISTER  RECORD, NAVSUP  FORM  469 A daily review of the NAVSUP Form 469 will eliminate problems during your monthly review, Take  the  register  reading,  minus  the  register reading from the previous day, plus cash left in the  register  from  the  previous  day,  minus  any overrings  or  refunds,  and  this  should  equal  the cash in the register. If it does not equal the cash in the register, you have an overage or shortage. The  actual  cash  in  the  register  minus  cash  left for  change  equals  the  actual  amount  collected (fig.   3-7). DAILY  REVIEW  OF  THE NAVSUP  FORM  469 FOR  VENDING  MACHINES With  vending  machines  you  will  either  take readings of the meter, cash totalizer, or compute sales. If meters are installed, the readings will be taken at the time cash is collected and annotated in  the  NAVSUP  Form  469  in  the  Number  of Customers   column.   When   cash   totalizers   are installed  in  vending  machines,  the  reading  will  be taken when the cash is collected and entered in the NAVSUP Form 469 in the Register Reading column.   The   difference   between   the   current reading  and  the  previous  day’s  reading  should equal  the  cash  collected.  If  these  figures  do  not tally,  then  a  shortage  or  overage  exists. If the vending machine does not have a meter or  a  cash  totalizer  installed,  you  must  compute how many units you have sold. For canned drinks, take  the  total  number  of  cans  counted  from  the previous  day  during  collection,  add  the  number of cans the vending machine operator put in the machine (taken from the daily record of vending machine  drinks),  and  subtract  the  number  of  cans you  count  at  the  time  of  collection.  This  figure must  equal  the  number  of  cans  sold. The number of cans sold will be recorded on the  NAVSUP  Form  469  under  a  column  that  is not being used. To balance the machine and see if  an  overage  or  shortage  exists,  multiply  the number  of  cans  sold  by  the  selling  price.  This figure  must  equal  the  total  amount  of  cash collected. 3-13

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