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The ROM Purchase Order Listing Report
If  more  than  one  package  is  used,  write  the number  of  the  package  and  the  number  of  the total  packages  on  the  outside  of  each  package. Once  the  receipt  documents  are  mailed,  you will include the appropriate entry on the journal of receipts as discussed earlier. A copy of the letter report  is  filed  in  the  Military  Correspondence  File, SSA-17,  and  the  Accountability  File,  SSA-21. FILE SSA-6 This file is called the expenditure to use file. It will contain the original and one copy of each DD   Form   1149   for   issue   to   ship’s   use   and expenditures to other appropriations such as the general mess and general stores. FILE SSA-7 This file is called the Navy stock fund file. It will  contain  the  original  DD  Form  200  of  each survey  charged  to  the  Navy  Stock  Fund.  The ROM  system  maintains  a  survey  log  on  file that  lists  all  surveys  made  during  the  current accounting   period   including   those   surveys maintained in file SSA-7. The log can be printed via  the  print  survey  log,  a  subfunction  of  the survey  function. FILE SSA-8 This file is called the cash sales file. It contains two  copies  of  each  monthly  Cash  Sales  Invoice Deposit   of   Cash   with   the   Disbursing   Officer, DD  Form  1149,  and  one  copy  of  each  DD  Form 1149 substantiating bulk sales. FILE SSA-9 This file is called the transfer to other supply officers file. It will contain two copies of each DD Form   1149   or   DD   Form   1348-1   transfer document. FILE SSA-10 This file is called the returns file. It will contain documents  needed  to  prepare  original  returns  but not  included  in  other  files. FILE SSA-11 This  file  is  called  the  purchase  order  file.  It consists  of  three  subfiles,  SSA-11A,  SSA-11  B,  and SSA-11C.  In  each  of  these  subfiles  10  purchase orders   are   placed   in   numerical   sequence   in separate  folders  (for  example,  purchase  orders 9700  through  9709  will  be  placed  in  one  folder, purchase  orders  9710  through  9719  in  another folder,  and  so  on).  We  will  discuss  the  contents of   each   of   these   subfiles   in   the   following paragraphs. Subfile SSA-11A This  subfile  is  called  the  outstanding  purchase order file. It contains each outstanding DD Form 1155  and  related  correspondence. Subfile SSA-11B This subfile is called the purchase orders for material  received  awaiting  dealers’  bills  file.  It contains the DD Form 1155 for material that has been  received,  but  is  awaiting  dealers’  bills. Subfile SSA-11C This subfile is called the completed purchase order  file.  It  contains  copies  of  each  DD  Form 1155  for  which  material  has  been  received  and payment  made,  with  all  related  bills,  invoices, and  correspondence  attached.  File  SSA-11C  is maintained  for  the  complete  fiscal  year  in  this  file and  then  will  be  maintained  in  a  separate  file. When using file SSA-11, all purchase orders made  using  fast  pay  procedures  or  not  will  be routed through all three sub files. A copy of the dealer’s bill must be attached to every DD Form 1155  in  SSA-11C. The  ROM  Outstanding  Purchase Order Report The ROM outstanding purchase order report displays  all  outstanding  purchase  orders,  either partial  or  full.  This  data  file  will  show  the purchase quantity and the quantity received for each  line  item.  The  quantity  shown  as  received will only show in this report when the purchase order  has  only  been  partially  received. This  report  can  be  either  printed  or  viewed. When  this  report  is  viewed,  up  to  10  purchase orders are displayed per screen starting with the first outstanding purchase order or a date can be specified  if  you  prefer  viewing  from  a  certain  date. The  outstanding  purchase  order  report  may  be accessed   via   the   requisition/purchase   order function. 2-17

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