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the inventory is extended as shown in figure 6-3. The ship’s store officer or
another qualified person assigned by the ship’s store officer extends the white
copy. The recordskeeper extends the inventory on the yellow copy. The
responsible custodian or the recordskeeper is not allowed to extend the white
copy of the NAVSUP Form 238. After extensions, the ship’s store officer
compares the page totals on the white and yellow copies and resolves any
differences. A change is made by drawing a line through the error and writing
the correct figure. The ship’s store officer and the person extending the
inventory must initial all corrections.
INVENTORY EXTENSIONS IN ROM PROCEDURES
After inventory, the rough inventory count sheets are used to enter inventory
counts into the ROM system via the ROM inventory function. After the inventory
counts have been entered, ROM users print the smooth inventory listing. The
ROM system includes prices and extensions on the smooth inventory listing.
INVENTORY SUMMARY SHEETS/AFFIDAVIT
IN MANUAL RECORDSKEEPING
In manual recordskeeping, after all the inventories have been recorded
on the stock records, extended, and verified, all inventory count sheets must
be sorted in serial number sequence for each space. A blank inventory count
sheet is used as a summary sheet to consolidate all inventory count sheets for
each individual space as shown in figure 6-4. The summary sheet is prepared
on a blank NAVSUP
Data Caption
Form 238 in the following manner:
Instructions for Entry
Serial number
Date of count
Bulk storeroom number store
number
Item description
Total inventory at retail/total
inventory at cost
This is the serial number assigned by the
ship’s store officer from the number control
for inventory sheets.
Enter summary sheet.
Enter the number of the bulk storeroom or
sales outlet, whichever applies.
Enter the serial numbers of all NAVSUP
Forms 238 used to inventory the space.
Enter the total values from each NAVSUP
Form 238 across from the corresponding
serial number.
NOTE: After the last serial number, enter the
total inventory at cost and retail for that space.
After these steps are completed, a separate inventory affidavit is entered on
each summary sheet. The affidavit is entered as follows:
‘‘I certify that this inventory summary sheet and inventory count sheets
corresponding to serial numbers
through
representing inventory valued at $
(cost) and $
(retail) to the best of my knowledge and belief is an accurate and complete
inventory of merchandise taken on
Responsible Custodian
Ship’s Store Officer
After the affadavit is completed, the recordskeeper uses the yellow copy of
the inventory to close out and balance the Ship’s Store Afloat Financial Control
Record, NAVSUP Form 235. The procedure for closing out and balancing
the NAVSUP Form 235 is discussed later in this chapter.
6-8
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