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decisions regarding safety there is no substitute
for good judgment and experience.
FILE MAINTENANCE
As a Ship’s Serviceman maintaining the files,
you will handle every receipt document and you
must know what to do with it. After the
merchandise is received and stowed, you will need
to know how to extend the receipt document and
enter the appropriate cost or retail totals to the
correct records located in the files. You will also
need to know how to account for the receipt
document on the stock record files and file the
receipt document properly in the ship’s store files.
RECEIPT DOCUMENTS
The receipt document you will receive to
account for receipts will either be the Order for
Supplies or Services/Request for Quotations, DD
Form 1155, for receipts from purchase or
the DOD Single Line Item Release/Receipt
Document, DD Form 1348-1, and the Requisition
and Invoice/Shipping Document, DD Form 1149,
for receipts from other supply officers or other
appropriations. Once the merchandise has been
inspected, counted, and stowed, both the receipt
inspector and bulk storeroom custodian will
forward one of these documents to the ship’s store
office for processing.
In separate responsibility, when the bulk
storeroom and the resale outlet are operated by
different persons, the processing of receipt
documents is different slightly from processing
them in combined responsibility. We will discuss
the procedures for handling a receipt document
in both responsibilities in this chapter beginning
with separate responsibility so you can note the
differences.
EXTENDING RECEIPTS
You first need to determine the total dollar
value of each receipt document so it can be entered
to the Journal of Receipts, NAVSUP Form 977,
located in the Journal of Receipts and Journal of
Expenditures File, SSA-3. This is done by
manually extending the receipt document and
entering the available receipt data into the ROM
system.
Once the receipt document is received by the
ship’s store office, the ship’s store officer will
compare the quantities received on the receipt
inspectors and incoming material file copy to
make sure quantities agree. The ship’s store
officer will forward the receipt inspector’s copy
to the recordskeeper for extensions and manually
extend the incoming material file copy.
Once you receive the receipt inspector’s copy
of the receipt document, you should pull the
identical copies of the receipt document from the
Outstanding Purchase Order File (SSA-11A). You
will then enter all receipt data available in the
ROM receipt function using the instructions
contained in the ROM system Terminal Users
Guide (TUG). ROM will assign a receiving
number to each receipt entered and extend the
receipt document at cost price. ROM will compute
the total dollar value at cost price for each receipt
based on the information you enter and post this
amount to the Journal of Receipts, NAVSUP
Form 977. The quantity received is also posted
to the Stock Record, NAVSUP Form 464.
After you enter all appropriate receipt
information into the ROM system, you will
determine the total cost value of the receipt
document manually. First, multiply the cost price
of each item on the receipt document by the
quantity received to get the cost value for each
item. Add each of these cost values together to
get your total cost value for the receipt document.
Use the following formula to determine the total
dollar value of the receipt document: total cost
value plus transportation charges less credit
memos less discounts equals the total dollar
value.
Study each step in figure 4-12 as we extend
this example receipt document manually. The first
step is to figure the total cost value for this receipt
document. We do this by multiplying the quantity
received, 12, by the cost price, $48.87, which will
give us a total cost value of $586.44 for this receipt
document. This receipt document has only one
item; if there were more than one item, we would
have to add extensions for each item together to
get the total cost value.
Next, we will add transportation charges, if
any, to this total cost value. In our example,
transportation charges are $19,52, which we will
add to the total cost value of $586.44 and get
$605.96. The next entry will be the amount of the
credit memo, if any. The credit memo will be
subtracted from the total cost value and any
transportation charges. In our example, the total
cost value, $586.44, plus transportation charges,
$19.52, less credit memo, $30.00, equals a subtotal
of $575.96. The subtotal of $575.96 is the figure
4-16
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