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Journal of Expenditures, NAVSUP Form 978
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Ships Serviceman 2 - How to fix and repair boats
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Figure 2-10.óMonthly transmittal letters to FAADC
FILES SSA-4 AND SSA-5 We  will  discuss  the  SSA-4  and  SSA-5  files together  because  the  documents  contained  in  these files  are  forwarded  monthly  to  the  appropriate FAADC.  The  Receipts  from  Purchase  File, SSA-4, contains one copy of each DD Form 1155 receipt document, showing the date of receipt of material   and   the   cost   and   retail   extensions, when  applicable;  and  one  copy  of  each  credit memorandum   document,   DD   Form   1149   and dealers’  credit  invoice.  The  Receipts  from  Other Supply  Officers  File,  SSA-5,  contains  one  copy of  each  DD  Form  1348-1  and  DD  Form  1149 receipt   documents   from   other   supply   officers showing the date of receipt of material and cost and  retail  extensions,  when  applicable. Transmitting  Receipts As   mentioned   earlier,   at   the   end   of   each month, one copy of every receipt document from files  SSA-4  and  SSA-5  will  be  forwarded  under a  letter  of  transmittal  to  the  appropriate  FAADC. ROM   users   also   forward   a   floppy   diskette containing receipt information for the month. For ships with service designator R, the transmittal will  be  sent  to  the  Fleet  Accounting  and  Dis- bursing  Center  Pacific,  while  ships  with  service designator  V  are  required  to  send  their  trans- mittals  to  the  Fleet  Accounting  and  Disbursing Center   Atlantic. The   transmittal   must   be forwarded no later than 7 calendar days after the end  of  the  month  including  the  last  month  of  each accounting  period.  The  transmittal  prepared  at the  end  of  the  accounting  period  must  be forwarded   separately   from   the   ship’s   store returns. Separation The  receipt  and  credit  memorandum  docu- ments forwarded monthly will be separated into three  groups: 1. 2. 3. Receipts from purchase (including original credit  memorandum  documents) Receipts  from  other  supply  officers  of ship’s  store  stock Receipts  from  other  supply  officers  of standard  Navy  clothing  stock Each one of the previous groups will be further separated  into  the  following  subgroups: Merchandise  received  in  the  current accounting  period  including  merchandise  received and reported as a receipt in the current accounting period  and  adjustments  made  to  receipts  that occur  in  the  current  accounting  period  and  the original of the DD Form 1149 and dealers’ credit invoice Merchandise   received   in   a   previous accounting  period  including  merchandise  received in a previous accounting period but not reported until  the  current  accounting  period Adjustments  to  receipts  that  occurred  in a  previous  accounting  period;  unreported  receipts from  a  previous  accounting  period  as  a  result of   a   FAADC   reconciliation   letter;   unreported receipts  from  previous  accounting  periods  dis- covered  by  the  ship Each  set  will  have  an  adding  machine  tape  listing cost  price  attached. In  ROM  records,  the  ROM  system  will automatically separate correctly entered receipts into groups in the ROM receipts function. ROM users  must  compare  the  receipts  listed  on  the ROM-generated  transmittal  of  receipts  to  verify that the total cost value posted on the ROM equals the  actual  cost  value  of  merchandise  received. Processing the Transmittal At the end of the month a letter report must be forwarded to the appropriate FAADC. If there are  no  receipts  during  the  month,  the  ship  still must   forward   a   negative   letter   report   to   the appropriate FAADC. Both sample letters for the transmittal are shown in figure 2-10. ROM users will  produce  the  transmittal  of  receipt  documents, floppy  diskette,  and  the  letter  of  transmittal  in the  resale  operations  reports  function. The  letter  with  receipt  documents  must  be forwarded by the 7th calendar day after the end of  the  month.  The  receipts  should  be  securely packaged in a strong envelope or box. In the upper left-hand  corner  of  the  package,  include  the following  statement: UIC  NAME  AND  FPO  ADDRESS  OF THE  SHIP  “Receipt  document  numbers through for the  month  of .” 2-15

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