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Figure 2-8 Bringing Figures Forward on the NAVSUP Form 977
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Journal of Expenditures, NAVSUP Form 978
In  manual  recordskeeping,  as  you  fill  in  one page of the journal of receipts, you start another page, bringing the total figures from the previous page forward and entering them in the appropriate columns of the new page. This is a simple process; however,  many  errors  are  made  when  this  is  done so you should be extra careful. Always use an adding machine to add each column of the old page. Attach the adding machine tape to the page you added as shown in figure 2-8. Attach the adding machine tape with one staple so it can be lifted to see all information on the page. Continue this procedure until the last day of the accounting period. This procedure is also used for the Ship’s Store Afloat Financial  Control  Record,  NAVSUP  Form  235, and the Journal of Expenditures, NAVSUP Form 978,  which  will  be  covered  in  this  chapter  also. Monthly Transmittal Once  a  month  the  ship’s  store  officer  will forward   one   legible   copy   of   every   receipt document  including  both  credit  memorandums and  receipts  from  requisition  and  receipts  from purchase (taken from files SSA-4 and SSA-5) to the  appropriate  fleet  accounting  and  disbursing center  (FAADC)  under  a  letter  of  transmittal. Additionally,   ROM   users   forward   a   floppy diskette  containing  receipt  information  for  the month.  Once  the  receipt  documents  are  trans- mitted to a FAADC, you should make the follow- ing  manual  entry  on  the  NAVSUP  Form  977: “Receipt   documents through forwarded  to (FAADCPAC   OR   FAADCLANT,   as appropriate)   on   (date).” If  your  ship’s  store  officer  did  not  forward  any receipts  because  there  were  no  receipts  during  the month  and  a  negative  letter  report  was  forwarded to a FAADC, then you make the following entry on  the  NAVSUP  Form  977: “Negative  document  report  forwarded  to (FAADCPAC   or   FAADCLANT,   as appropriate)   on   (date).” The   ROM   system   will   separate   correctly entered receipts into groups automatically in the ROM receipts function. ROM users will produce the  transmittal  of  receipt  documents,  floppy diskette, and the letter of transmittal in the resale operations  reports  function.  ROM  users  will compare  the  receipts  listed  on  the  ROM-generated transmittal of receipts to verify that the total cost value in the ROM equals the actual cost value of merchandise   received.   The   ROM   will   auto- matically enter the appropriate statement on the NAVSUP Form 977 after the letter of transmittal has been generated. JOURNAL  OF  EXPENDITURES, NAVSUP  FORM  978 The   primary   purpose   of   the   Journal   of Expenditures, NAVSUP Form 978, is to provide an  accumulated  record  of  all  expenditures  at  cost, standard, or markdown prices. (See fig. 2-9.) The Journal of Expenditures, NAVSUP Form 978, is located  in  file  SSA-3  along  with  the  Journal  of Receipts, NAVSUP Form 977. It is closed out and balanced on the last day of the accounting period and  used  as  a  source  document  for  preparation of  the  financial  returns. Figure 2-9.—The Journal of Expenditures, NAVSUP Form 978. 2-13

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