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Chapter 3 Cash Collections
Selection 18, cash contributions file—Lists all  cash  contributions  posted  in  the  current accounting period. It is printed in data sequence. Selection   19,   department   file—Lists   all department codes and names on file. It is printed in  department  code  sequence. Selection  20,  monthly  cash  file—Lists  all records  printed  to  the  monthly  cash  file  during the  accounting  period. Selection  21,  inventory  control  file—Lists all  records  printed  to  the  inventory  control  file during  the  current  accounting  period. Selection   22,   contractor   file—Lists   all information   on   file   for   each   contractor.   It   is printed  in  contract  number  sequence. Selection 23, document number file—Lists the  control  document  numbers  used  during  the accounting   period. The above files are printed or viewed by entering the  appropriate  selection  number  and  following the  instructions  on  the  screen. FILING  AND  POSTING The accuracy of filing and posting documents is essential in the proper operation of any office. For ROM users, when the computer is unable to process  a  transaction  as  it  is  being  entered,  an error  message  will  be  displayed  on  the  screen offering  the  user  the  opportunity  to  correct  the error   by   entering   the   correct   information.   In manual   records   you   are   not   afforded   this opportunity to correct the error which may lead to   several   additional   problems   in   the   future. Take your time when using the ROM system or posting  records  manually  and  always  file  your documents  according  to  current  procedures.  Use 2-33 the following guidelines when filing and posting documents: Reference   your   NAVSUP   P-487. Reference  the  ROM  system  TUG  when using  ROM  procedures. Post  all  entries  on  the  ship’s  store  logs  and forms  in  ink  or  use  a  typewriter. Randomly  recheck  all  filing  and  posting. Initial  all  cross  outs  to  postings. Process  transactions  as  soon  as  possible after  they  occur. In manual records erasures are not authorized. Errors will be ruled out, corrections will be made, and  initials  are  placed  after  each  correction  by  the responsible  person  and  the  ship’s  store  officer. Information  entered  into  the  ROM  will  be  entered by  personnel  designated  by  the  ship’s  store  officer. All  corrections  to  the  ROM  are  entered  by  the ship’s store officer or an individual authorized to perform  corrections  by  the  ship’s  store  officer. Corrections  are  entered  using  the  resale  operations correction function and must be reviewed by the ship’s  store  officer.  The  ROM  system  correction audit  trail  report  provides  a  listing  of  all corrections  made  during  the  accounting  period. It is initialed by the ship’s store officer and filed in  the  Accountability  File,  SSA-21. DISPOSITION  OF  RECORDS,  LOGS, AND  RETURNS Ship’s  store  records,  logs,  and  returns  from the previous fiscal year should be removed from the  file  cabinets  and  placed  in  well-marked containers   citing   the   fiscal   year   involved   and stored  in  a  suitable  location  on  board  for  easy access when the need arises. Ship’s store returns and  supporting  documents  will  be  retained  on board for a period of 2 years. After 2 years, they will  be  disposed  of  locally.

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