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Figure 2-6.—Overring/Refund Voucher, NAVSUP Form 972 (for refunds).
the day to make sure it prints clearly and that the date is right. CASH  REGISTER  MALFUNCTIONS The  cash  register,  like  any  other  piece  of machinery, can break down. Most ships normally have a backup cash register to replace the broken one  while  it  is  being  repaired.  However,  if  a backup register is not available, you should take the  following  steps  while  the  register  is  out  of order: Keep a cash sales log and record the total dollar value of each sale. Use an adding machine to total the value of merchandise bought by each customer.  The  log  will  include  columns  for  item sold, quantity of the item sold, unit selling price, and extended selling price. Use an adding machine to total the log and balance it with cash on hand at the end of each business day. Retain  the  daily  log  and  adding  machine tapes  in  the  same  manner  as  cash  register tapes. Enter  cash  collected  in  the  Cash  Receipt Book,   NAVSUP   Form   470,   Cash   Register Record,   NAVSUP   Form   469,   and   the   ROM system. Collect  all  cash  including  change  funds daily. REFUNDS All  sales  made  in  the  retail  store  are  final except  that  merchandise  determined  to  be defective   may   be   returned   for   refund   or adjustment  under  the  following  conditions: When  merchandise  is  guaranteed  by  the manufacturer and returned within the warranty period When   merchandise   can   be   reasonably assumed  to  have  been  defective  at  the  time  of sale  and  is  returned  within  30  days  of  such sale All refunds must be approved by the ship’s store officer before the retail store operator can accept an  item  and  give  the  customer  a  cash  refund. Process  the  refund  on  an  Overring/Refund Voucher,  NAVSUP  Form  972  (fig.  2-6).  The voucher   will   include   a   short   description   of material  returned  and  will  be  signed  by  the  ship’s store  officer,  the  retail  store  operator,  and  the customer.  Once  the  store  operator  receives  the signed  refund  voucher  from  the  customer,  a refund can be paid out of the cash in the register. The   store   operator   will   then   place   the overring/refund  voucher  under  the  cash  tray  until daily  collections.    The   voucher   will   then   be collected  by  the  ship’s  store  officer  or  cash collection  agent.  The  amount  of  refund  will  be reported as a separate entry in the Cash Register Record,   NAVSUP   Form   469,   and   the   Cash Receipt  Book,  NAVSUP  Form  470.  The  voucher itself  will  be  attached  to  the  applicable  page  of the  NAVSUP  Form  469. OVERRINGS  AND  UNDERRINGS Some cash register operators, it seems, never make a mistake. But what happens if they push the wrong button, or the customer does not have enough money to pay for the purchase? When an underring  occurs;  that  is,  you  didn’t  charge  the customer  enough,  you  can  correct  it  simply  by ringing up the difference between the item’s actual retail price and what you charged the customer. For example, the customer purchases a radio for $23. You, however, mistakenly ring up $13. This problem  is  simply  corrected  by  ringing  up  an additional $10 ($23-$13). This type of cash register error  requires  no  authorization  to  correct; however,  overrings  require  the  signature  of  the ship’s   store   officer   before   they   are   valid.   An overring  occurs  when: the  amount  rung  up  on  the  register  is greater  than  the  price  of  the  item,  or the customer does not have enough money to  pay  for  the  purchase. Once operator an   overring   occurs,   the   sales   outlet must   prepare   an   Overring/Refund 2-15

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