| |
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
|
