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Filing and Distribution of Reciepts From Purchase - 14238_93
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Filing and Distribution of Reciepts From Purchase - 14238_95
the DD Form 1155 will be distributed as follows when  fast  pay  procedures  apply: The  copy  from  the  Receipt  Inspector  File (SSA-23)  signed  by  the  receipt  inspector  will  be forwarded to the recordskeeper and extended at cost. It will then be sent to the ship’s store officer for  comparison  with  the  incoming  material  file copy.  After  comparison,  it  will  be  filed  in  the Purchase   Order   File   for   Material   Received Awaiting  Dealers’  Bills  (SSA-11B). The copy from the Incoming Material File (SSA-20)   will   be   signed   by   the   responsible custodian. It will then be sent to the ship’s store officer  for  extensions  and  comparison  with  the receipt  inspector’s  copy.  Afterwards,  it  will  be placed  in  the  Accountability  File  (SSA-21)  and later filed with the retained returns. Two  copies  taken  from  the  Outstanding Purchase  Order  File  (SSA-11A)  must  have  the following  information  recorded  on  them  when  it applies:  date  of  receipt  of  material,  quantities received,  cost  extensions,  and  retail  extensions. After  all  the  ship’s  store  records  have  been  posted, the  documents  will  be  filed  as  follows: ROM  users  will  compare  the  dollar  amount posted   to   the   Journal   of   Receipts, NAVSUP  Form  977,  with  the  manually extended   dollar   amount   on   the   receipt document. One  copy  in  the  Receipts  From  Purchase File (SSA-4) until the monthly transmittal to  the  appropriate  FAADC. One  copy  in  the  Purchase  Order  File  for Material Received Awaiting Dealers’ Bills (SSA-11B). For United States merchandise, the DD Form 1155 will be distributed as follows when fast pay procedures  do  not  apply: The original in the Outstanding Purchase Order  File  (SSA-11A)  will  be  moved  to  the Purchase   Order   File   for   Material   Received Awaiting  Dealers’  Bills  (SSA-11B). The  copy  from  the  Receipt  Inspector  File (SSA-23)  signed  by  the  receipt  inspector  will  be forwarded to the recordskeeper and extended at cost. It will then be sent to the ship’s store officer for  comparison  with  the  incoming  material  file copy.  After  comparison,  it  will  be  filed  in  the Purchase   Order   File   for   Material   Received Awaiting  Dealers’  Bills  (SSA-11B). The copy from the Incoming Material File (SSA-20)   will   be   signed   by   the   responsible custodian. It will then be sent to the ship’s store officer  for  extensions  and  comparison  with  the receipt  inspector’s  copy.  Afterwards,  it  will  be placed  in  the  Accountability  File  (SSA-21)  and later filed with the retained returns. Two  copies  taken  from  the  Outstanding Purchase  Order  File  (SSA-11A)  must  have  the following  recorded  on  them:  date  of  receipt  of material,  quantities  received,  cost  extensions,  and retail  extension  when  applicable.  After  all  the ship’s  store  records  have  been  posted,  file  the copies  as  follows: ROM  users  will  compare  the  dollar  amount posted  to  the  Journal  of  Receipts,  NAV- SUP  Form  977,  with  the  manually  ex- tended   dollar   amount   on   the   receipt document. One  copy  in  the  Receipts  From  Purchase File (SSA-4) until the monthly transmittal to  the  appropriate  FAADC. One  copy  in  the  Purchase  Order  File  for Material Received Awaiting Dealers’ Bills (SSA-11B). For  foreign  merchandise  received  from  the Navy  exchange  under  fast  pay  procedures,  the  DD Form  1155  will  be  distributed  as  follows: The  copy  from  the  Receipt  Inspector  File (SSA-23)  signed  by  the  receipt  inspector  will  be forwarded to the recordskeeper and extended at cost. It will then be sent to the ship’s store officer for  comparison  with  the  incoming  material  file copy.  After  comparison,  it  will  be  filed  in  the Purchase   Order   File   for   Material   Received Awaiting  Dealers’  Bills  (SSA-11B). The copy from the Incoming Material File (SSA-20)   will   be   signed   by   the   responsible custodian. It will then be sent to the ship’s store officer  for  extensions  and  comparison  with  the receipt  inspector’s  copy.  Afterwards,  it  will  be placed  in  the  Accountability  File  (SSA-21)  and later filed with the retained returns. 4-26

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