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Figure 2-2 Using the NAVSUP Form 235 in Separate Responsibility Operations
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Figure 2-3 Using the NAVSUP Form 235 in Combined Operations
on the NAVSUP Form 235 is the retail value of the beginning inventory for each applicable retail activity.  The  ROM  system  will  automatically  post the retail value of the beginning inventory for each ship’s  store  activity.  All  entries  made  on  the NAVSUP Form 235 must be made at retail price, except  when  you  make  entries  to  the  following columns: Cup-type  vending  machine Snack  bar  manufactured  items Cost  of  operation Standard  Navy  clothing In  these  columns,  you  should  enter  the  cost  price. Entries for standard Navy clothing stock must be made at the standard price. The basic entries made on the NAVSUP Form 235 must include all receipts and expenditures of materials  involving  a  particular  ship’s  store activity. You make entries by simply entering the date,   description   of   the   transaction,   and   the document control number, and posting the total value of the document to the applicable Receipts or  Expenditures  column  of  the  ship’s  store  activity affected. A receipt is an increase in the account- ability of a particular ship’s store activity, while an  expenditure  is  a  decrease  in  the  accountability of  a  ship’s  store  activity.  The  important  thing to   remember   is   not   to   confuse   receipts   with expenditures causing you to make the entry to the wrong   column. When you use the ROM system, transactions are  entered  automatically  as  they  occur  to  the NAVSUP  Form  235.  ROM  users  must  enter  in the  ship’s  constants  file  the  appropriate  store numbers and whether the ship’s store operation is  a  combined  or  separate  responsibility  so  the ROM  will  post  transactions  properly. Using the NAVSUP Form 235 in Combined Responsibility When   the   sales   outlet   is   under   combined responsibility,  one  column  must  be  maintained  on the NAVSUP Form 235 for each sales outlet and the  bulk  storeroom  that  supplies  that  outlet.  A separate column must be maintained for each sales outlet  not  under  combined  responsibility. In manual recordskeeping, entries made on the NAVSUP Form 235 (fig. 2-3) are basically made the same in combined responsibility as they are in  separate  responsibility  except  for  the  following: Cost  unit  and  retail  unit  prices  must  be entered  and  extended  on  receipt  documents  for all retail items and the total retail money value must  be  entered  on  the  NAVSUP  Form  235  under retail  store  #1  heading  in  the  Receipts  column. Cost   items,   except   cup-type   vending machine  items,  must  be  extended  at  cost  price, and the total money value before discount must be entered in a column of the NAVSUP Form 235 under an added caption, Other Cost Material, in the  Receipts  column. Cost  of  operation  issues  made  to  the service activities are documented on an Intra-Store Transfer  Data,  NAVSUP  Form  973.  The  total cost  value  of  the  NAVSUP  Form  973  must  be entered in two columns. It will be entered in the Expenditures   column   under   the   Other   Cost Material heading and also posted to the Cost of Operations   column. Vending  machine  receipts  are  entered under  the  heading  Vending  Machines  on  the NAVSUP  Form  235. The   NAVSUP   Form   235   is   also   used   in combined  responsibility  for  measuring  overages and   shortages.   The   only   difference   being   the shortage  or  overage  in  combined  responsibility includes  both  the  sales  outlet  and  the  bulk storeroom  that  supplies  it.  The  ROM  system  posts difference   information   automatically   to   the NAVSUP  Form  235. FILE SSA-2 File SSA-2 is the number control and breakout file.   It   contains   the   NAVSUP   Form   980   in manual records. It also contains the triplicate copy of  each  NAVSUP  Form  973.  For  ROM  records, it contains the ROM NAVSUP Form 980 and the triplicate copy of the original NAVSUP Form 973 that  is  used  to  request  items  and  a  copy  of  the final  NAVSUP  Form  973. NAVSUP Form 980 In  manual  records,  the  Number  Control, NAVSUP  Form  980,  is  used  to  assign  control numbers  to  each  Intra-Store  Transfer  Data, 2-4

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