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not been posted either because it was more con-
venient to wait until the end of the period or
because their value was not known. In auditing
the Journal of Expenditures, you must make
certain that all these expenditures have been cor-
rectly calculated and posted before the record can
be closed out. See figure 7-4 for an example of
a closed-out Journal of Expenditures.
The Cost of OperationMaterial and Cost of
OperationVending Machine values are examples
of postings that have been deferred for con-
venience. These values should have been simply
extracted from the Ships Shore Afloat Financial
Control Record recaps. Money Value Invoices
(DD 1149s) should have been prepared by the
recordskeeper for these two types of costs of
operations. The Cost of OperationMaterial
invoice should have been broken down into
money value by the service activity (barbershop
or laundry). You can check the format of the
invoices by referring to the NAVSUP P-487.
The last type of expenditure that should have
been recorded is the cost value of the different
types of sales. The first entry, Cost of Sales
Vending Machines, is obtained from the vending
machine recap on your Ships Store Afloat Finan-
cial Control Record for cup-type sodas and from
line R of your NAVSUP 236 for canned sodas.
The next entry,
Cost of SalesRetail, is
forced after all other entries have been added. The
value of the next entry, Bulk SalesCost Price,
is simply the total of all Bulk Sales invoices con-
tained in the Cash Sales file. In a separate opera-
tion, the value of the next entry, Clothing
SalesStandard Price, is known and obtained
from the Cash Register Record (NAVSUP 469)
covering the clothing sales outlet. In a separate
operation, another entry, Loss by Inventory
Clothing, is required if a shortage has occurred
in the Clothing Outlet column of the Ships Store
Afloat Financial Control Record. If there was an
overage, the entry Gain by InventoryClothing
should have been added to the Journal of Receipts
before closeout rather than to the Journal of Ex-
penditures. The value of this difference is the
amount necessary to make the Clothing column
on the NAVSUP 977 agree with the Clothing
column of the NAVSUP 978. The gain or loss
should also be documented on a DD 1149.
The next step in closing out the Journal of Ex-
penditures should have been the posting of the
closing inventory from the inventory document.
You should check to see that the Total Inventory
at Cost column on the Inventory Document
(NAVSUP 238) has been broken down into two
different categories, clothing and ships store
stock (everything except clothing), and has been
posted to the Journal of Expenditures as these two
amounts.
Then, the totals from each column on the
Journal of Expenditures should be posted. The
values are known even without the Cost of
SalesRetail figure since the grand totals must
agree with those on the Journal of Receipts.
When posting the totals of the four columns
on the NAVSUP 978, you should post the total
of the To Other Supply Officers (O.S.O.) columns
first. The total of the Other Expenditures column
is then the grand total to be accounted for in that
area less the total of the To O.S.O. columns.
Finally, the value of Cost of SalesRetail can
be determined and posted. You should check the
recordskeepers calculation of this value carefully
since the procedure can be confusing. The Cost
of SalesRetail figure is forced and is obtainable
in all cases since you know the value of all other
entries, including the totals. The value of all other
expenditures is now known. By now, all expendi-
tures of material throughout the accounting
period will have been posted to the NAVSUP 978
except for the cost value of items sold in the retail
outlet. The closing inventory is also known and
has been posted. The total expenditures that must
be accounted for are known and have been
posted. The amount to be entered as Cost of
SalesRetail is now the amount that will be
necessary to balance the total expenditures with
the total receipts of ships store items from the
Journal of Receipts. The recordskeeper should be
aware that there is no other simple method by
which this value can be obtained. The forced
figure will absorb all errors made on the two cost
records and will directly influence ships store
profits. Thus, it is important this figure be
calculated correctly.
In a combined operation (when clothing and
retail outlets are the same), the value of Clothing
SalesStandard Price is not known and must be
forced as well. The value will be the amount
necessary to balance the total expenditures with
the total receipts of clothing items on the
Journal of Receipts (NAVSUP 977). Further-
more, in a combined operation, a loss or gain by
clothing inventory does not have to be recorded
since any loss or gain will be absorbed in the
forced figure.
Finally, you should make certain that the
Journal of Expenditures has been recapped twice
in the same manner as the Journal of Receipts.
The first recap on the NAVSUP 978 should be
7-12
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