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Figure 6-4.—Summary sheets and inventory affidavits.
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Figure 6-5.—Gains and losses by spot inventory.
INVENTORY   SUMMARY SHEETS/AFFIDAVIT   IN ROM  PROCEDURES After all inventory counts have been verified and entered in the ROM system data base, ROM users  print  the  inventory  count  sheets  and  the inventory  summary  sheet.  The  ROM  auto- matically  enters  the  inventory  affidavit  on  each inventory  summary  sheet. OTHER  TYPES  OF  INVENTORY Spot  inventories  and  price  line  inventories  are used   by   the   ship’s   store   officer   during   the accounting  period  to  keep  a  close  check  on  the financial  accountability  of  self-service  stores,  retail stores operated by more than one person, and the bulk  storeroom.  It  is  important  for  you  to  know and  understand  when  and  how  they  are  used. SPOT INVENTORIES Spot inventories are not required on ships with combined  responsibility,  but  they  are  taken  on ships  operating  under  separate  responsibility.  The purpose of the spot inventory is to check on the balance  of  selected  stock  in  the  bulk  storeroom and  compare  it  to  the  balance  shown  on  the  Stock Record,   NAVSUP   Form   464,   and   resolve   any differences. Procedures The  ship’s  store  officer  must  conduct  spot inventories of ship’s store stock at unannounced times  during  the  course  of  a  fiscal  year.  A minimum  of  5  percent  of  the  stock  in  the  bulk storeroom should be inventoried per month. The results of these inventories are compared against the   NAVSUP   Form   464   for   the   purpose   of maintaining   inventory   accuracy   in   the   bulk storeroom  at  100  percent.  Spot  inventories  may be  taken  on  a  locally  prepared  form,  but  when possible, they should be taken after breakouts or issues.   The   bulk   storeroom   custodian   must indicate the balance on hand on each Intra-Store Transfer Data, NAVSUP Form 973, after making the breakout or issue. This makes it easy for the recordskeeper because as he or she is posting the quantity  broken  out  to  the  NAVSUP  Form  464, the  quantity  balance  left  can  be  checked.  Spot inventories  should  also  be  taken  when  an  item shows  a  negative  on-hand  stock  balance  after posting  a  breakout  to  the  NAVSUP  Form  464  and for  each  bulk  storeroom  issue  refusal. Accounting  for  Adjustments When  quantity  differences  occur  between  spot inventories  and  the  balance  shown  on  the  stock records,  the  NAVSUP  Form  464  is  adjusted accordingly.  Gains  or  losses  do  not  affect  the Total Balance column of the NAVSUP Form 464, but the Balance in Bulkroom column is adjusted as  follows: Gains—when a gain occurs by spot inventory, it   is   posted   to   the   Received   column   and   the Balance  in  Bulkroom  column  is  increased. Losses—when a loss occurs by spot inventory, it  is  posted  to  the  Expended  column  and  the Balance  in  Bulkroom  column  is  decreased. Figure 6-5 illustrates both a loss and a gain by  spot  inventory.  A  list  of  all  gains  and  losses by spot inventory both in quantity and retail value is  prepared.  The  list  indicates  corrective  action taken  and  is  filed  with  the  Ship’s  Store  Afloat Financial  Control  Record,  NAVSUP  Form  235. When  the  sales  outlet  and  bulk  storeroom  are operated  by  the  same  person,  the  Balance  in Bulkroom  column  of  the  NAVSUP  Form  464  is not  used.  A  gain  or  loss  by  spot  inventory  is entered  only  to  the  Received  and  Expended columns,  whichever  applies.  ROM  users  enter  spot inventories in the ROM inventory function. ROM automatically  adjusts  stock  records  for  all  spot inventory  adjustments  entered. PRICE  LINE  INVENTORY The  purpose  of  a  price  line  inventory  is  to establish the correct money value of stock on hand in  a  retail  store  or  snack  bar.  Like  the  physical inventory,  the  ship’s  store  officer  is  responsible and must review procedures for conducting price line  inventories  with  personnel  involved  before  the actual  counting  begins. Price line inventories are conducted using the two-count system discussed previously with each inventory team using separate inventory sheets. Inventories  are  recorded  in  ink  on  a  locally prepared price line inventory count sheet as shown 6-11

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