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When directed by the Navy Resale and
Services Support Office (NAVRESSO) and with
the type commander’s approval, an itemized
inventory is taken monthly for ships with excessive
inventory differences.
An inventory is taken at any time when
directed by the type commander (TYCOM),
commanding officer (CO), supply officer, or
ship’s store officer.
PREPARING FOR INVENTORY
The ship’s store officer must make sure the
inventory personnel are assigned and are familiar
with local inventory procedures, layout sketches
are prepared for spaces being inventoried, stock
is arranged, and entries on the ship’s store records
are up to date.
Assigning Personnel
The ship’s store officer is responsible for a
complete and accurate inventory. A two-count
system is used with two inventory teams counting
all material. Normally there are two persons to
an inventory team, a counter and a recorder. But
if sufficient personnel are not available, inventory
teams may be made up of one person. The office
recordskeeper will never serve on an inventory
team. Teams are made up as follows:
First count team—Either the ship’s store
officer or other commissioned officer and one
enlisted person
Second count team—An enlisted person in
a supply rating E-6 and above and one other
enlisted person
Monthly price line or itemized inventories of
self-service stores or sales outlets operated by
more than one person can be conducted by a
qualified senior enlisted person in the supply
rating E-6 or above with the TYCOM’s approval.
On large ships with several sales outlets and
bulk storerooms, inventory may be taken by
multiple inventory teams with the TYCOM’s
approval. The number of inventory teams is
determined by the ship’s store officer. The
two-count system is used with multiple inventory
teams, and each sales outlet or bulk storeroom
is counted by two teams. The ship’s store officer
supervises the teams, which are made up of one
enlisted person in the supply rating E-6 or above
and one other enlisted person.
Local Instructions
Since each ship’s store differs in size, volume,
layout, and so forth, it is necessary to prepare
specific instructions covering inventory procedures
for each ship based on the instructions contained
in the Ship’s Store Afloat, NAVSUP P-487. Once
prepared, these instructions are distributed to all
personnel before the inventory. The instructions
cover such subjects as assignment of personnel,
cutoff times, stock arrangements, counting,
recording, and extending. The ship’s store officer
is required to schedule training periods when
needed, to make sure inventory procedures are
understood by all personnel.
Layout Sketch
The purpose of a layout sketch is to make sure
an accurate but speedy inventory is done. Layout
sketches of the sales outlets and bulk storerooms
are prepared by the ship’s store officer in advance
of the inventory. The layout sketches include each
bin, shelf, and showcase, identified by a number
as shown in figure 6-1. If the space is large, it may
be broken down into sections and a layout sketch
prepared for each section. A number identical to
the one entered on the layout sketch is attached
to the corresponding fixture located in the space.
Arranging Stock
To make counting faster and easier, all
merchandise in the sales outlet or bulk store-
room is sorted and consolidated by identical
merchandise and price line. Empty cartons, except
those used for packaging of merchandise on
display, must be removed from the sales outlet
or bulk storeroom so they won’t be included in
the inventory. The contents of cases, boxes, and
containers from which items have been removed
must be counted. The markings on the outside of
a previously opened case are not used as your
count under any circumstances.
Entries on Records
Before the inventory, the office recordskeeper
must post all receipt, expenditure, and intrastore
transfer documents to the ship’s store records.
This includes the Stock Record, NAVSUP Form
464; the Journal of Receipts’ NAVSUP Form 977;
the Journal of Expenditures, NAVSUP Form 978;
and the Ship’s Store Afloat Financial Control
Record, NAVSUP Form 235, when it applies.
6-2
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