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Figure 6-11. Closeout of the NAVSUP Form 235 (separate responsibility).
CLOSEOUT OF THE SHIP’S STORE AFLOAT  FINANCIAL  CONTROL RECORD Previously in this manual we discussed how to  maintain  the  Ship’s  Store  Afloat  Financial Control  Record,  NAVSUP  Form  235,  located  in the  Financial  Control  Record  File,  SSA-1.  You learned  that  the  NAVSUP  Form  235  is  used  as a  management  tool  to  accurately  determine  if  a ship’s store activity is operating within monetary limits.  In  this  section  we  discuss  the  procedure  for balancing  and  closing  out  the  NAVSUP  Form 235, which is designed to make sure each activity is  within  the  prescribed  monetary  limits. CLOSEOUT  PROCEDURE The  NAVSUP  Form  235  is  balanced  and closed  out  at  the  end  of  the  accounting  period  and at  any  other  time  directed  by  the  commanding officer.  Balancing  and  closing  out  the  NAVSUP Form  235  is  a  very  important  job,  and  accuracy is  of  the  utmost  importance  because  accuracy determines  whether  a  ship’s  store  activity  is  short or   over. It  is  especially  important  to  the responsible  custodian,  since  he  or  she  is  held responsible  and  can  be  punished  under  the Uniform Code of Military Justice (UCMJ) for any excessive  differences. In addition, the NAVSUP Form 235 must be balanced  but  not  closed  out  when  any  of  the following  events  occurs: An  inventory  is  taken  to  determine  the financial  status  of  a  sales  outlet  or  bulk  storeroom (for  example,  when  you  take  monthly  inventory in  a  self-service  store  and  sales  outlet  operated  by more  than  one  person). The  ship’s  store  officer  is  relieved  during the   accounting   period   and   returns   are   not submitted. The  responsible  custodian  is  relieved;  the appropriate  column  on  the  NAVSUP  Form  235 is  balanced. ROM users first enter inventory data for each retail  outlet  in  the  ROM  inventory  function.  After this  data  is  entered,  the  ROM  balances  the NAVSUP Form 235 and ROM users process the NAVSUP Form 235 in the ROM reports function. In  figures  6-11  and  6-12,  the  procedures  for closing out the NAVSUP Form 235 manually are shown   for   both   separate   and   combined responsibility.  It  looks  like  a  difficult  task,  but all   it   involves   is   transferring   figures,   adding columns,   and   figuring   the   percentage   of differences.  Follow  along  and  study  each  figure as we discuss the entries made during the closeout of  the  NAVSUP  Form  235. Sales Entry Sales is the first entry made during closeout for  each  ship’s  store  activity.  After  sales,  enter the cash collected for each sales outlet during the accounting  period  in  the  Expenditure  column, Obtain  the  cash  sales  figure  from  the  Cash Register  Record,  NAVSUP  Form  469,  for  each individual  sales  outlet.  The  ROM  system  auto- matically  enters  this  information. Inventory Carried Forward Entry Inventory carried forward is the second entry made during closeout of the NAVSUP Form 235. For   all   sales   outlets   except   cup-type   vending machines  and  snack  bar  manufactured  items, enter the closing inventory at retail in the correct Expenditure   column. For   cup-type   vending machines  and  snack  bar  manufactured  items, enter  the  closing  inventory  at  cost  price  in  the correct Expenditure column. Obtain these closing inventory  figures  from  the  inventory  summary sheet  for  each  sales  outlet.  The  ROM  system automatically  enters  this  information. Subtotal Entry Subtotal  is  the  third  entry  made  during closeout  of  the  NAVSUP  Form  235.  Add  all  the entries in the Receipt and Expenditure columns, including  the  sales  figure  and  inventory  carried forward  for  each  activity,  and  enter  the  totals. The  ROM  system  computes  the  subtotal  auto- matically. Difference Entry Enter the amount of difference in the Receipt and Expenditure columns necessary to make the two  columns  equal.  An  amount  in  the  Receipt column indicates an overage, while an amount in the Expenditure column indicates a shortage. For cup-type vending machines, the amount reported on  this  line  is  the  gross  profit.  The  ROM automatically  computes  the  difference. 6-19

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