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Next, the ships store officer will distribute the
count sheets to the responsible custodians for
advance recording. The ships store officer will
maintain a number control, in duplicate, of the
inventory count sheets issued with the team and
the spaces assigned to each sheet. When the
members of the inventory team return the count
sheets, the ships store officer will log each sheet
in on the number control. The ships store officer
must never leave count sheets unattended. If the
sheets must be held overnight, the ships store
officer or a designated assistant must lock them
up in a secure place.
Advance Recording
Certain information required on the ships
store inventory count sheet must be inserted in
advance of the actual count. This information
must be prelisted by the responsible custodian for
the actual stock in the spaces to be inventoried.
The custodian should use a series of inventory
count sheets for each space that will be
inventoried. The custodian must record the
following information in advance on all four
copies of the inventory count sheet:
l The description of the merchandise by
line items (size, color, brand, etc.)
. The unit of issue
. The fixture number (assigned locally)
. The location of the stock being inventoried
Scheduling
The final preliminary step is that of schedul-
ing. The time for the inventory should be planned
so the store will be closed for the shortest possible
period of time. Under normal conditions, 2 work-
ing days should be adequate. The store should not
be closed on payday. The time for the inventory
should be determined after consultation has taken
place among the leading petty officer of the ships
store division, the ships store officer, the supply
officer, and the executive officer. The word
should also be passed well in advance to crew
members to enable them to care for their needs
before the store is closed. Normally, inventory
should be taken at the end of each regular ac-
counting period. This may be any time during the
last week of business. The other circumstances
when inventories are required are detailed in the
NAVSUP P-487.
The preparation time before the inventory
should also allow for a thorough indoctrination
of the personnel assigned to conduct the inven-
tory. Besides the required written instructions, the
ships store officer and the leading petty officer
should take the designated assistant or inventory
teams into the spaces they will count. Detailed
instructions should be provided for each space.
Finally, the inventory should be scheduled at a
time when the participants are expected to be
mentally alert.
SUPERVISION OF PROCEDURES
At the time of the inventory, you may very
well be assigned to an inventory team. Or you may
be the senior Ships Serviceman who is respon-
sible for conducting a training session on inven-
tory procedures before the actual count takes
place. In any case, you should be thoroughly
familiar with the procedures that must be
followed.
Actual Count
Under normal conditions, you will probably
use a two-count system. In this method, one
person should count and another person should
record the inventoried quantities. Make certain
that inventories are recorded in ink or indelible
pencil on the inventory count sheets. Also, make
certain that all corrections and changes to the
original inventory are made in ink or indelible
pencil. Any corrections or changes should be
initialed opposite each change or correction by the
persons who conducted the inventory and by the
responsible custodian. For separate responsibility,
bulk storerooms should be inventoried and
balanced with the Stock Record (NAVSUP
464) cards before the resale outlets are
inventoried.
First Count
The first count must be recorded on the white
and yellow copies only of the Inventory Count
Sheets (NAVSUP 238s). Inventory patterns for
the first count should be planned and should stay
consistent. For example, the inventory of a space
should start on the left and work to the right of
each section of the space. When the inventory of
a space has been completed, the inventory sheets
must be signed by the responsible custodian and
by the persons taking the inventory. The sheets
must then be returned to the ships store officer.
7-4
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