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Figure 7-21.—An example of a DD Form 2261 (Front and Reverse).
your job is not finished. The last task performed by the registry  clerk  before  closing  the  registry  section  or before  the  changing  of  shifts  is  to  account  for  all registered mail processed during the business day. You show  accountability  of  all  registered  items  by preparing  DD  Form  2261,  Registered  Mail  Balance and Inventory. DAILY ACCOUNTABILITY Daily  accountability  involves  completing  a  DD Form 2261 by using incoming and outgoing bills, and other forms received or prepared during the workday that  shows  registered  mail  received,  delivered, dispatched; and mail on hand at the close of business or shift change.  When the DD Form 2261 is completed and signed by the registry clerk, the MPO supervisor or designated individual verifies and signs the DD Form 2261 indicating it is correct. Balance Sheet The size and hours of operation of your MPO will determine when the balance of registered mail will be conducted. For an FMC operation, this must be done at the end of each shift. A one-person MPO must balance the registered mail at the end of each workday.   DD Form 2261 (see figure 7-21) should be used to make the appropriate  entries  that  pertain  to  your  volume  of registered mail processed during the shift or day.  The following procedures will apply in the completion of the balance sheet: Step A:  Enter the preparing activity FPO number. Step B:  Enter the year, month, date, and hours of the operation  in  the  registry  section. Example  From: 000930/1600 To:  000930/2300. Step C:   After verifying the registered numbers, enter number of registered articles remaining on hand from the previous day or shift. These are articles that were not delivered or dispatched, and were stored in the registry section  overnight;  or  in  a  shift  change,  these  are  the articles on hand when you take over the shift. Step D:  Enter the total number of articles received on PS Form 3806, PS Form 3877, or PS Form 3883. Step E: Enter the total number of articles received on all incoming inside bills. Step  F:   Enter  the  total  number  of  articles  listed  on incoming manifests. Step G:  Enter the total number of articles received on incoming truck bills. Step H:  Enter the number of pouches you prepared and closed for dispatch. Step  I:    Enter  the  number  of  articles  received  from window  clerks  on  transfer  bills.    Registered  articles found in ordinary mail are also entered here. Step J: Enter the total number of articles listed in blocks 1 through 7. Step K:  Enter the total number of articles delivered on PS Forms 3849 and 3883. Step  L:   Enter  the  total  number  of  articles  listed  on outgoing inside bills. Step  M:   Enter  the  total  number  of  articles  listed  on outgoing manifests. Step N: Enter the total number of articles dispatched on outgoing truck bills. Step O:   Enter the number of pouches opened by the registry clerk and witness. Step P:  Enter the number of articles on hand at the end of  the  business  day  that  were  not  delivered  or dispatched. Step  Q:   Enter  the  total  number  of  articles  listed  in blocks 9 through 14.  This total must be the same as the total shown in block 8. Step  R:   Enter  the  registered  number  of  each  article delivered on PS Form 3849. Step  S: At  the  close  of  business  or  shift  change, inventory and list (by registered number) each item on hand on the reverse side of DD Form 2261. Step T:  Enter the printed name of each clerk working in the registry section during the period.  This is normally the witness and the registry clerk. Step U:  The registry clerk signs here. Step V:   The supervisor or designated individual will sign here indicating that all entries have been verified and are correct. Step W: The next registry clerk assuming responsibility for the registry section will print name, pay grade, and sign in this section after inventorying and verifying the articles listed on the reverse side of the DD Form 2261. When  a  balance  cannot  be  attained,  recheck  the computations of each entry against the related forms processed during the period.   Next, determine that a form  is  on  hand  for  each  transaction  performed.   If necessary,  go  back  to  the  previous  balance  and 7-23

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