. The unfilled orders have not matched with
related expenditure documents to complete the
transaction (partial orders established will be
included on the listing).
MATERIAL RECEIVED LESS THAN 60
DAYS. If the material or services for items on
the listing have been received less than 60 days
before the processed date in the listing, you need
take no further action. Normally, these items will
be automatically removed from the Aged Unfilled
Order Listing when it is processed the next
MATERIAL RECEIVED MORE THAN 60
DAYS (BELOW THRESHOLD). Below
threshold items appearing on the listing that have
been received more than 60 days before the
processed date of the listing must be reviewed in
the same way as those previously mentioned.
Extra care should be taken to make sure the item
is not a partial receipt with a valid required
If the material or services are found to be
received more than 60 days before the processed
date of the listing,
the unfilled order is
administratively canceled. When an item on the
listing is administratively canceled, it is assumed
l an expenditure document has already been
threshold charged against the OPTAR because the
expenditure was received at the fleet accounting
office before the unfilled order; or
. a number transposition occurred and the
unmatched expenditure was threshold charged; or
. no expenditure document has been or will
be generated by the issuing activity.
Atlantic Fleet ships take administrative
cancellation action on the detail cards provided
with the listing. All Pacific Fleet units and Atlantic
Fleet aviation units show the administrative
cancellation action by annotating the original of
the listing with the term AD CANC next to the
line item concerned. The detail cards or the listing
will be forwarded to the fleet accounting office
with the next document transmittal report. No
entry should be made in the appropriate Estimated
Cost Chargeable column of the Requisition/
OPTAR Log, NAVCOMPT Form 2155A, for
money value of the AD CANC. These cancella-
tions will be reflected on the next Summary Filled
Order/Expenditure/Difference Listing as
differences. The appropriate credit is applied to
the Requisition/OPTAR Log at this time.
It is important to note that an AD CANC is
transmitted only between the reporting ship or
unit and the fleet accounting office and never to
the supply activity concerned.
MATERIAL RECEIVED MORE THAN 60
DAYS (ABOVE THRESHOLD) (MATERIAL
ONLY). Items of material shown on the listing
that have been received and are above the
threshold limit should be administratively
canceled. Procedures for the AD CANC for these
items differ from below threshold items in that
the cancellation has immediate impact on the
reporting activitys OPTAR. A credit unfilled
order is prepared for the items in the amount of
and identical to the items on the listing. This credit
unfilled order is placed in holding file 2 for
submission to the fleet accounting office on the
next OPTAR Document Transmittal Report.
After preparing the credit unfilled order, you
should make the following entries (see fig. 3-8)
in the Requisition/OPTAR Log:
1. In the Remarks column of the original
unfilled order entry, enter AD CANC and the
month and year of the listing.
2. In the Description column of the
Requisition/OPTAR Log on the next available
line, enter AD CANC and the month and year
of the listing.
3. Enter the dollar amount of the unfilled
order as a credit entry in the appropriate
Estimated Cost Chargeable column of the log.
4. Enter AD CANC and the complete
document number of the original unfilled order
in the Remarks column.
Neither the detail cards nor the listing is
annotated for items above threshold. As with the
items below threshold, administrative
cancellations are transmitted between the
reporting activity and the fleet accounting office.
Do not report the AD CANC to the supplying
activity. Figure 3-8 shows the entries required to
properly process typical transactions on the Aged
Unfilled Order Listing.
Furthermore, items above threshold other
than material or services are never admini-
stratively canceled. You should investigate these
items thoroughly and follow up with the billing