Selection 18, cash contributions fileLists
all cash contributions posted in the current
accounting period. It is printed in data sequence.
Selection 19, department fileLists all
department codes and names on file. It is printed
in department code sequence.
Selection 20, monthly cash fileLists all
records printed to the monthly cash file during
the accounting period.
Selection 21, inventory control fileLists
all records printed to the inventory control file
during the current accounting period.
Selection 22, contractor fileLists all
information on file for each contractor. It is
printed in contract number sequence.
Selection 23, document number fileLists
the control document numbers used during the
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
the following guidelines when filing and posting
Reference your NAVSUP P-487.
Reference the ROM system TUG when
using ROM procedures.
Post all entries on the ships 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 ships store officer.
Information entered into the ROM will be entered
by personnel designated by the ships store officer.
All corrections to the ROM are entered by the
ships store officer or an individual authorized to
perform corrections by the ships store officer.
Corrections are entered using the resale operations
correction function and must be reviewed by the
ships 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 ships store officer and filed
in the Accountability File, SSA-21.
DISPOSITION OF RECORDS, LOGS,
Ships 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. Ships 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.