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Figure 7-4.-Sample requisition receipt, and issue documents for controlled equipage.
Storekeeper 3 & 2 - Manual for watching over inventory and other things needed in a store
Stock Records - 14242_120
equipage has been taken during the 6-month period before the start of the annual inventory, the requirement for the current year is considered to be satisfied, When a  departmental  inventory  of  controlled  equipage  is taken incident to the relief of a department head, it is taken jointly by the relieved and relieving department heads.  It  must  be  completed  before  the  detachment  of the  relieved  department  head. Preparation  for  Inventory Before a physical inventory of controlled equipage, all unprocessed receipt and expenditure documents relating to controlled equipage must be completed and posted   to   applicable   NAVSUP   Forms   306.   The originals  of  NAVSUP  Forms  306  for  items  with  serial numbers  are  reviewed  to  make  sure  the  serial  numbers on  them.  Original  custody  records  without  serial numbers  are  marked  to  show  that  serial  numbers  must be   determined   during   the   upcoming   inventory. Custodial department heads are told to make the sane notation,  if  needed,  in  their  duplicate  custody  records. At least 1 month before 15 February, the supply officer prepares  an  official  notice  advising  all  department heads  of  procedural  details  to  be  followed  in  performing their annual inventories of controlled equipage. The notice is signed by the commanding officer or an officer with  delegated  authority. Performing  the  Inventory The  head  of  each  department  is  responsibility  for inventorying  the  items  for  which  he  has  custody.  The duplicate   NAVSUP   Forms   306   are   used   when performing  and  recording  the  physical  inventory  of controlled equipage. Each  item  must  be  seen  and impeded for serviceability by the person performing the  inventory. Serial  number  control  must  be maintained  on  those  items  identified  in  NAVSUP P-485.  Differences  between  serial  numbers  on  the material and those on the custody records must be investigated and reconciled. The date of the inventory, quantity  inventoried,  and  signature  of  the  person performing  the  inventory  must  be  entered  in  the “Inventory Reed” of the department head’s duplicate custody records. The entries must be made by pen or indelible  pencil. The inventory entries recorded in the duplicate custody  records  are  transcribed  as  soon  as  possible  to the originals maintained by the supply officer. When the inventoried quantity of an item differs from the verified   custody   record   balance,   recounts   and/or investigative research are required in accordance with NAVSUP  P-485. Upon   completion   of   a   controlled   equipage inventory, each department head must submit a letter report to the commanding officer. A copy is also sent to  the  supply  officer.  When  controlled  equipage  is inventoried because of a change of department head, the letter  report  must  be  signed  by  both  the  releived  and relieving  department  heads. Deficiencies and Excesses To maintain effective management of controlled equipage   assets,   some   type   commanders   keep   a computerized  program  designed  to: Afford  ready  visibility  of  existing  controlled equipage  deficiencies  and  excesses. Match  the  reported  deficiencies  of  one  ship  with the  reported  excesses  of  another. Facilitate the redistribution of reported excesses. Point  out  deficiencies  of  urgently  required  items for   which   no   excesses   are   available   for redistribution. Input   to   this   program,   comes   from   required, deficiency/excess  reports  from  individual  ships  of  the type command. The request for reporting procedures and from are found m the NAVSUP P-485. SELECTED ITEM MANAGEMENT Selected item management is an inventory control procedure   for   Nonautomated   ships   that   focuses management attention on the small percentage of items that experience the majority of demands. Inventory management   of   repair   parts   and   consumables designated  as  SIM  items  requires: Close  and  continuing  attention. Quarterly  stock  status  review. Semiannual  inventory. Verification or update of management data in stock records upon each receipt of a new ML-N. Stock replenishment based on demand using high and low limits. Collective   storage   in   centrally   located storerooms,  except  for  items  which,  because  of their physical characteristics, cannot be properly stored in such locations. Separate file of stock records. 7-9

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