Entries are not closed out or compared on
the Cash Register Record, NAVSUP Form 469,
and the Cash Receipt Book, NAVSUP Form 470,
with the Cash Sales Invoice.
Cash collections from the sales outlets are
not properly safeguarded by keeping them in a
Cash register tapes removed from the
register are not signed, dated, or filed.
Overring or refund vouchers are not
recorded properly in the Cash Receipt Book,
NAVSUP Form 470, or Cash Register Record,
NAVSUP Form 469.
Collections are not deposited with the
disbursing officer daily.
Register readings are not being taken.
Sales outlet operator is not present during
collection and counting of monies.
Cash from group sales is collected directly
by the cash collection agent and not rung up on
the register first.
Change funds are issued without receiving
Shortages or overages noted in the Cash
Register Record, NAVSUP Form 469, were not
initialed by the ships store officer when in excess
Ships store officers did not review the
cashbooks a minimum of twice weekly when the
collection agent was making collections.
Overring/Refund Vouchers, NAVSUP
Form 972, are not filled out properly or approved
by the ships store officer.
Cash collection figures entered in the ROM
are not compared with the total cash collected
as reported on the NAVSUP Form 469 and
NAVSUP Form 470.
The list of errors is many; however, the use
of procedures outlined in the NAVSUP P-487 will
eliminate every problem above. Not only should
you improve your knowledge of cash collection,
but you should also make sure the sales outlet
operators you collect from thoroughly understand
collection procedures. In the long run, better
supervision and training will improve internal
controls for handling cash collections.