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Filing and Distribution of Reciepts From Purchase - 14238_94
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Chapter 5 Issues
Two  copies  taken  from  the  Outstanding Purchase  Order  File  (SSA-11A)  must  have  the following recorded on them when applicable: date of  receipt  of  materials,  quantities  received,  cost extensions, and   retail   extensions.   After   all applicable   records   have   been   posted,   file   the copies  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  appro- priate   FAADC. One copy in the Purchase Order File for   Material   Received   Awaiting Dealers’  Bills  (SSA-11B). When  foreign  merchandise  is  received  direct from foreign vendors, the DD Form 1155 will be distributed  as  follows: The  original  in  the  Outstanding  Purchase Order  File  (SSA-11A)  will  be  moved  to  the Purchase   Order   File   for   Material   Awaiting Dealers’ Bills (SSA-11B). It will be filed with the copies from the receipt inspect or’s file after those copies  have  been  processed. 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   from   the   Outstanding Purchase  Order  File  (SSA-11A)  will  have  the following recorded on them when applicable: date of  receipt  of  material,  quantities  received,  cost extensions,   and   retail   extensions.   After   all applicable  records  have  been  posted,  copies  will be  filed  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). 4-27

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