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Figure 3-6 Cash Sales Invoice
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Material Reciept
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 secure safe. 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 a receipt. Shortages  or  overages  noted  in  the  Cash Register  Record,  NAVSUP  Form  469,  were  not initialed by the ship’s store officer when in excess of  $5. Ship’s  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  ship’s  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. 3-18

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