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Figure 3-2.—The bulk storeroom custodian accepting receipts.
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Figure 3-3.—Bulk storeroom security evaluation sheet.
Items that are carried for ultimate expenditure as  cost  of  operation  materials  and  cost  of  sales items are called cost items. Cost of operation items include items used in the performance of service to  customers;  for  instance,  items  used  in  the laundry,  barbershop,  and  repair  parts  used  for  the vending  machines  and  snack  bars.  The  internal movement  of  cost  of  operation  items  is  referred to as an issue. Cost of sales items require further processing or  manufacturing  and  include  snack  bar  ingre- dients,  soft  drink  syrup,  carbon  dioxide  gas ( C O2),  straws,  spoons,  and  paper  cups.  The internal movement of cost of sales items is referred to  as  a  breakout,  like  retail  items. A  breakback  is  just  the  opposite  of  a  breakout. The breakout is when merchandise is transferred from the bulk storeroom to the sales outlet while a breakback is when merchandise is taken from the  sales  outlet  and  returned  to  the  bulk  store- room.  The  internal  movement  of  stock  whether breakout,  breakback,  or  issue  is  documented  on an  Intra-Store  Transfer  Data,  NAVSUP  Form 973. Requests  for  breakouts  are  routed  by  the  sales outlet  or  service  activity  operators  to  the  ship’s store   office   for   processing.   After   the   office prepares a NAVSUP Form 973, there are certain procedures the bulk storeroom custodian should follow.  The  ship’s  store  office  will  distribute  the original and duplicate copy of the NAVSUP Form 973 to the bulk storeroom custodian to issue the stock.   The   triplicate   copy   is   retained   by   the records  keeper.  The  quadruplicate  copy  is  given to  the  sales  outlet  or  service  activity  operator receiving  the  stock. On receipt of the original and duplicate copy of  the  NAVSUP  Form  973,  the  bulk  storeroom custodian  will  break  out  the  stock.  The  bulk storeroom  custodian  must  record  the  quantities broken  out  on  the  two  documents  and  sign  and forward the original to the office recordskeeper. The  duplicate  copy  is  retained  by  the  bulk storeroom   custodian. The sales outlet or service activity operator will not  have  access  to  the  original  or  the  duplicate copy.  Once  the  stock  is  received  in  the  sales  outlet or  the  service  activity,  the  operator  will  record  the quantities received on the quadruplicate copy of the  NAVSUP  Form  973.  The  operator  acknowl- edges   receipt   of   the   stock   by   signing   the quadruplicate copy and forwards it directly to the recordskeeper. After the recordskeeper receives the original and  quadruplicate  copy,  the  quantities  received will  be  circled  on  the  original  and  entered  and circled on the triplicate copy. If a discrepancy is noted  between  what  the  bulk  storeroom  custodian broke  out  and  what  the  sales  outlet  or  service activity  operator  received,  an  inventory  will  be conducted  immediately  of  the  item  in  the  bulk storeroom  and  the  count  compared  against  the corresponding   Stock   Record,   NAVSUP   Form 464.  After  reaching  an  agreement  on  the  actual quantities   broken   out,   the   bulk   storeroom custodian  and  sales  outlet  operator  will  correct and initial all copies of the NAVSUP Form 973. Security Controls In  chapter  1  we  discussed  the  controls necessary   for   maintaining   security   in   supply department  spaces.  You  learned  that  the  bulk storeroom is a Group III space and that it must be secured properly to prevent pilferage or theft. If your bulk storeroom does not conform to these security  controls,  then  you  risk  losing  financial accountability  for  the  space. Figure 3-3 is a sample security evaluation sheet listing the major controls necessary in maintaining security in the bulk storeroom. When using this sheet,   you   can   determine   whether   your   bulk storeroom  is  or  is  not  conforming  to  these  controls by  the  YES  or  NO  markings.  If  the  security control  listed  on  the  evaluation  sheet  does  not apply  to  your  storeroom,  leave  it  blank.  Any controls   to   which   you   answer   NO   must   be promptly  investigated  and  corrected. Spot Check Inventories During the fiscal year, the ship’s store officer will  conduct  spot  check  inventories  in  the  bulk storeroom at unannounced times. The purpose of spot check inventories is to determine if there are any  differences  between  stock  on  hand  in  the  bulk storeroom and the quantity shown on the Stock Record, NAVSUP Form 464. At a minimum, the ship’s  store  officer  should  inventory  at  least  5 percent   of   the   stock   in   the   bulk   storeroom monthly.   Normally,   the   spot   check   inventory should  be  taken  after  a  breakout  or  issue.  The bulk  storeroom  custodian  will  indicate  the  balance on hand of each item on the Intra-Store Transfer Data,  NAVSUP  Form  973,  after  making  the breakout  or  issue.  The  ship’s  store  officer  may also  prepare  a  local  spot  check  inventory  sheet similar to the one shown in figure 3-4. The ship’s store officer will issue this document to the bulk storeroom  custodian  with  the  item  descriptions 3-5

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