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Inventory - 14239_47
NAVSUP  Form  469  provides  a  record  for  the following: The  date  that  cash  was  collected. The  cash  register  reading  at  the  close  of business  on  the  day  the  cash  is  collected. The  actual  cash  in  the  cash  register. The amount over or under according to the difference between the cash in the register and the cash  sales  registered  for  the  collection  period. (Overrings and/or refunds will be included in the amount  over  or  under.)    The amount of cash left in the cash register overnight  for  change  for  the  following  day. The  amount  of  cash  collected,  both  in figures  and  in  words. The   amount   of   overring   or   refund vouchers,  if  any. The   signature   of   both   the   sales   outlet operator  and  the  person  making  the  collection. Any  overages  or  shortages  over  5  dollars  not substantiated  by  an  overring  or  refund  voucher must be examined and initialed by the ship’s store officer. No signature will be placed opposite any entry  on  the  NAVSUP  Form  469  that  shows  an erasure or alterations. The entire line will be ruled out  and  initialed  by  the  person  making  the collections  and  the  sales  outlet  operator.  When the  type  of  cash  register  permits,  the  cover  lift number,   the   number   of   customers,   and   the number  of  “no  sales”  also  must  be  entered  on the   NAVSUP   Form   469.   At   the   end   of   each month the cash register record must be totaled and compared to the total figure reported in the Cash Receipt Book, NAVSUP Form 470, and the ROM system  for  the  month. SECURITY A great deal has been said already regarding security. This is because security is so important and cannot be emphasized too strongly. All sales outlets  are  group  III  spaces  and  should  be  secured as  discussed  in  chapter  1  of  this  TRAMAN.  In addition to the security mentioned in chapter 1, you  should  also  be  aware  of  the  possibility  of  theft or fraud. If you are not careful, theft may occur while  the  store  is  opened.  You  can  pretty  well prevent  this  just  by  keeping  a  close  eye  on  the customers.   Only   allow   a   limited   number   of customers at a time to enter the walk-in store and never  allow  any  customers  to  shop  wearing  a heavy jacket. Always ask the customers politely to  remove  their  coats  or  jackets  while  in  the  store. A small sign placed on the door will also help to remind  them. BREAKIN  TO  A  SHIP’S STORE SPACE When  a  space  is  broken  into,  the  space involved  will  have  to  first  be  sealed  using  a serialized seal. The incident and circumstances will be  reported  to  the  commanding  officer.  The commanding   officer   will   conduct   an   informal examination to reveal the extent of the loss. All spaces  will  be  inventoried;  all  financial  control records or stock records closed to determine the actual  dollar  value  of  the  loss.  If  the  informal examination reveals no loss, then no further action is required. If the examination reveals a loss due to the breakin, then the commanding officer must do  the  following: Relieve the accountable officer or agent if the  examination  indicates  his  or  her  negligence Request  the  assistance  of  the  local  Naval Investigative Service (NIS) for losses in excess of $2,250 Take  disciplinary  action  according  to  the UCMJ,  if  necessary Reopen the space after inventory and when accountability is reestablished Report findings and action taken by letter to  the  type  commander  with  a  copy  to  the  fleet commander,  NAVSUP,  Navy  Accounting  and Finance Center, NAVRESSO, and Naval Supply Corps   School,   Athens FRAUD Fraud  in  the  ship’s  store  operation  refers  to theft of funds or merchandise or changing official records by the accountable officer or responsible individual.  Any  person  suspecting  fraud  in  the ship’s  store  operation  should  report  it  to  the commanding   officer.   The   commanding   officer will direct an informal examination by someone other  than  the  accountable  officer.  Any  space affected and all ROM backup tapes and transac- tions on the ROM microcomputer will be secured and the ship’s store operation will be inventoried and closed out. If no loss is discovered after the 2-24

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