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Chapter 2 Ship's Store Files
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Figure 2-2 Using the NAVSUP Form 235 in Separate Responsibility Operations
appendix C of the Ships  Store  Afloat,  NAVSUP P-487. FILE SSA-1 File  SSA-1  is  the  financial  control  file.  It contains  the  Ship’s  Store  Afloat  Financial  Control Record,   NAVSUP   Form   235.   The   primary purpose   of   the   NAVSUP   Form   235   is   to determine  accurately  whether  a  ship’s  store activity   is   operating   within   the   prescribed monetary  limits.  The  NAVSUP  Form  235  must be  balanced  and  closed  out  at  the  end  of  each accounting  period  and  at  any  other  time  when directed  by  the  commanding  officer. Preparing the NAVSUP Form 235 In  manual  recordskeeping,  the  Ship’s  Store Afloat  Financial  Control  Record  is  prepared  at the  start  of  the  accounting  period.  A  separate column must be kept on the NAVSUP Form 235 for each activity operated aboard ship including the   following: Each  retail  store. Each   different   category   of   vending machine  operated  by  each  different  person.  When there  are  two  or  more  vending  machine  operators, separate  columns  will  be  kept  for  machines operated   by   each   person.   This   will   include canned-drink  vending  machines,  cup-type  vending machines, and other than drink vending machines. Each snack bar operated with columns for snack bar retail items and snack bar manufactured items. Each  standard  Navy  clothing  store. The financial control record must be maintained in  file  SSA-1  during  the  accounting  period  and filed  in  the  retained  returns  at  the  end  of  the accounting   period. The   Ship’s   Store   Afloat   Financial   Control Record is also maintained in the ROM files. The ROM-generated NAVSUP Form 235 is similar to the  manual  NAVSUP  Form  235  and  provides  a financial   report   as   required   by   the   NAVSUP P-487.  The  ROM  system  maintains  a  separate NAVSUP  Form  235  for  each  store.  ROM  users may  print  the  ROM-generated  NAVSUP  Form 235  via  the  resale  operations  reports  function.  The resale   operations   reports   menu   (fig.   2-1)   is accessed from the ROM master menu if selection 11  is  made.  The  ROM  will  print  a  copy  of  the NAVSUP  Form  235  once  you  enter  selection  4 from  the  resale  operations  reports  menu  and depress  the  return/enter  key. Using the NAVSUP Form 235 The NAVSUP Form 235 is shown in figure 2-2. In manual recordskeeping the first entry you make Figure 2-1.—The resale operation reports menu. 2-2

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