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Inventory  Pattern
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Figure 6-7.óCloseout of the Stock Record, NAVSUP Form 464, retail item
inventory  affidavit  is  prepared  in  the  following format: “I certify that this inventory summary sheet and supporting inventory count sheets on pages through representing inventory  valued  at  $ to the best of my   knowledge   and   belief   is   an   accurate   and complete   inventory   of   merchandise   taken   on . Responsible  Custodian Ship’s  Store  Officer The   ROM   system   automatically   computes   all extensions and enters the inventory affidavit on the inventory summary sheets. Distribution In  manual  recordskeeping,  the  price  line

 inventory  sheets  are  distributed  as  follows: Original   to   the   Accountability   File, SSA-21,  and  later  filed  in  the  retained returns Copy  to  the  recordskeeper  to  be  used  as a  working  copy Copy  to  the  responsible  custodian In ROM procedures, the price line inventory sheets are distributed as follows: Original   of   the   prelisting   and   final inventory  count  sheets  to  the  Account- ability  File,  SSA-21 Copy of the final inventory count sheet to the  recordskeeper  to  use  as  a  working  copy Copy of the final inventory count sheet to the  responsible  custodian Balancing the NAVSUP Form 235 As   we   mentioned   earlier,   the   price   line inventory is used to establish the correct money value of stock on hand in a retail store or snack bar. Once the ship’s store officer has the money value  of  stock  on  hand,  he  or  she  must  balance the  column  corresponding  to  the  sales  outlet  on the Ship’s Store Afloat Financial Control Record, NAVSUP   Form   235,   to   determine   whether   a shortage or an overage exists in the sales outlet. If   the   Expenditure   column   is   more   than   the Receipt  column,  this  indicates  there  is  an  overage. For  example,  suppose  the  Receipt  column  adds up to $21,200 and the Expenditure column adds up to $21,300. This would indicate that there is an overage of $100 because you expended for $100 more than you received. On the other hand, if the Receipt  column  is  more  than  the  Expenditure column,  this  would  indicate  a  shortage  because you  expended  less  than  what  you  received.  In ROM procedures, ROM users enter the price line inventory  data  in  the  ROM  price  line  inventory function   as   mentioned   earlier.   The   ROM automatically  balances  the  NAVSUP  Form  235. Once the sales outlet has been satisfactorily balanced,  it  maybe  reopened  for  normal  opera- tion. If a satisfactory balance is not obtained for the sales outlet, the outlet will remain closed until the  inventory  is  verified  and  the  commanding officer  notified  as  outlined  in  the  NAVSUP  P-487. CLOSEOUT OF THE STOCK RECORDS The  Stock  Record,  NAVSUP  Form  464,  is closed  out  on  the  last  day  of  the  accounting period.   The   procedures   for   closing   out   the NAVSUP  Form  464  for  separate  and  combined responsibility  are  shown  in  figure  6-7. Basically,  closing  out  the  stock  records  is nothing more than transferring figures from the Inventory  Count  Sheet,  NAVSUP  Form  238,  to the stock record, verifying totals, and reconciling differences.  On  stock  records,  which  include  retail and standard Navy clothing items, you must also figure  the  sales  during  the  accounting  period.  The first step is to enter the inventory brought forward for  the  bulk  storeroom  and  the  sales  outlet.  These two  figures  are  added  together  to  give  you your  total  inventory  brought  forward,  which  is then  written  under  the  Total  Balance  column. Remember, in separate responsibility, you must verify  the  bulk  storeroom  quantity  because  the inventory  brought  forward  for  the  bulk  storeroom must  equal  the  last  entry  reported  in  the  Balance in   Bulkroom   column. Look at the stock record in our illustration as an example for separate responsibility. Enter the bulk   inventory   of   144   and   the   sales   outlet inventory  of  76  on  the  stock  record.  Add  these two  figures  (144  +  76  =  220)  for  the  total inventory   brought   forward.   Then   enter   the quantity  220  in  the  Total  Balance  column.  To compute the sales figure, take the 840 reported 6-14


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