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a ship without a Supply Corps officer, the
recordskeeper should list the quantity of the
shortage on the original and all copies of the
receipt document. The original should then be
signed by the ships store officer and returned to
the transferring activity. When the shortage is
attributable to the commercial carrier, you should
note complete information concerning the
shortage on the government bill of lading or other
shipping document. A copy of that shipping docu-
ment should be attached to the copy of the docu-
ment forwarded to the appropriate paying activity
along with the transmittal of vouchers at the end
of the month. A survey should also be prepared
for the amount of the shortage in shipment.
POSTING
Upon obtaining the receipt document signed
by the responsible custodian, the recordskeeper
should remove the additional copies that were
filed in the Requisition/Receipt Invoice File at the
time of procurement. Since the bulk storeroom
and the retail store are usually the responsibility
of one Ships Serviceman (combined operation),
the recordskeeper should enter the quantity and
the unit retail price on all copies of the receipt
document.
Actual posting should then be done as follows.
The date of receipt and the receipt invoice number
should be entered in the Requisition/Receipt
Invoice Log that was mentioned in chapter 4. The
quantity received should be entered on the
appropriate Stock Tally (NAVSUP 209) card.
Any change in unit cost or selling price should
also be entered. On ships without Supply Corps
officers, there is no Journal of Receipts (NAV-
SUP 977) or Financial Control Record (NAVSUP
235).
DISTRIBUTION
After verification, the responsible custodian
should acknowledge custody of the stock by
signature on a copy of the receipt document. The
signed receipts should be kept under lock per-
sonally by the ships store officer. Two copies of
the receipt document should be forwarded to the
appropriate FAADC along with the transmittal
of vouchers at the end of the month. One copy
of the receipt document should be signed by both
the ships store recordskeeper and the ships store
officer. One copy of the signed receipt document
must be retained on board for the ships store
records.
EXPENDITURES
Expenditures are the legal procedures you can
use to remove ships store stock from the account-
ability of the ships store officer. As a senior
Ships Serviceman, you will be responsible for
making certain expenditures are done according
to issued regulations. You will also be expected
to handle the miscellaneous transactions
associated with the various types of expenditures
that you must use. The procedures you should
follow are discussed in detail in NAVSUP P-487
and in Ships Serviceman 3 & 2, module 2.
SUPERVISING EXPENDITURES
There are four methods you can use to expend
stock.
1. TRANSFERSthe movement of stock
from the accountability of one sales officer to that
of another. (Accountabilities are reduced and
increased as appropriate.)
2. ISSUESexpenditures of stock for some
further purpose, usually for shipboard use.
(Accountabilities are reduced.)
3. SURVEYSexpenditures of stock for
immediate disposal. (Accountabilities are
reduced.)
4. SALESexpenditures of stock for which
cash is received. (Accountabilities are unchanged.)
In addition, there are two other types of
expenditures that do not fall under the four basic
methods.
1. Price changes (markdowns below cost)
2. Claims for reimbursement for personal
property
Transfers
In chapter 4, a transfer of stock from other
ships was mentioned as one of the possible pro-
curement resources of ships store stock in
certain situations. As well as being the recipient
of stock from other ships, your ship might occa-
sionally be the supplying activity.
Another ship might request brand X cigarettes
because of a shortage in stock. Your ship maybe
the only source in the area that can fill the request.
You should be able to examine the Stock Record
(NAVSUP 464) for brand X cigarettes to deter-
mine how many cartons you have on board, the
usage rate, and the low limit. If your supply is
5-8
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