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Figure 2-15.—Using the Stock Record, NAVSUP Form 464, in separate responsibility.
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Using the Stock Record in Combined Responsibility
this  control  record  is  to  provide  ready  information to  the  ship’s  store  officer  when  reviewing  stock records  for  additional  orders. ROM   users   are   not   required   to   maintain a   manual   outstanding   requisition/purchase order  control  form.  The  ROM  system  in- ventory   management   report   will   generate   all the   required   information   according   to   the parameters  selected  by  the  user.  The  inventory management report shows sales history, on-hand and  on-order  quantities,  high  and  low  limits, and  month’s  supply  available  for  each  stock item.  The  inventory  management  report  can be   printed   if   desired   via   the   resale   opera- tions   reports   function.   ROM   users   are required to review this report before placing new orders. USING  THE  STOCK  RECORD The  stock  record  provides  the  ship’s  store officer  with  a  record  of  the  balance  of  stock  for both the bulk storeroom and the total ship’s store operation. The quantity shown in the Balance in Bulkroom column of the NAVSUP Form 464 will increase  or  decrease  when  the  entry  you  make affects the actual balance in the bulk storeroom. The quantity shown in the Total Balance column of   the   NAVSUP   Form   464   will   increase   or decrease  only  when  the  entry  you  make  affects the  total  accountability  for  each  item. As mentioned earlier, when using the ROM system, the quantities shown on the NAVSUP Form 464 will be automatically adjusted as transactions are entered  in  the  ROM  system  data  base.  A  NAVSUP  Form  464  is  shown  in figure 2-15 and shows a beginning inventory on 1 October of 144 in the bulk storeroom.  This  quantity  in  the  bulk  storeroom  is  added  to  the  inventory  of the  retail  store  (144  +  76   =  220)  to  arrive  at  the  total  balance.  Each  time a  transaction  occurs  in  the  ship’s  store  operation,  you  must  enter  it  on  the NAVSUP  Form  464  as  follows: Data  Block  and  Caption Date Voucher   number Rec.  from/expended  to Received Expended Balance  in  bulkroom  or warehouse Total  balance Instructions  for  Entry Enter  the  date  of  the  transaction. Enter the requisition or purchase order number, expenditure,  breakout  or  breakback  number. For receipts enter vendor, naval activity, or sales outlet  from  which  the  item  is  received. For  expenditures  enter  the  sales  outlet,  service activity,  or  naval  activity  to  which  the  item  is expended. For  surveys  enter  survey. Enter the quantity received from the requisition, purchase  order,  transfer,  or  breakout. Enter   the   quantity   expended   on   a   breakout, transfer,  or  survey. Enter the quantity on hand in the bulk storeroom. This  column  represents  the  total  accountability for  the  item.  It  is  a  running  accumulated  total during  the  accounting  period  consisting  of  total inventory   for   the   item   plus   receipts   minus transfers,  surveys,  and  markdowns  to  zero. For  retail  and  clothing  departments,  enter  the total  quantity  of  all  receipts  minus  transfers, surveys,  and  markdowns  to  zero. For  cost  department  this  column  is  not  used. 2-25

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