| |
as an expenditure captioned Price Adjustment, thus
bringing the receipts and expenditures into balance.
A copy of the NAVSUP Form 367 (fig. 2-10) will
be included as part of the subsistence returns to
NAVFSSO at the end of the accounting period.
INVENTORY
Inventory is conducted in the GM on a quarterly
basis. Special inventories are conducted as required.
The types of inventories and the inventory requirements
are explained next.
Requirements
GM food items must be inventoried by the FSO on
the last day of each quarter and before being relieved.
Special inventory requirements are as follows:
At the end of each patrol period of fleet ballistic
submarines and upon relief of either the blue or
the gold crew.
Aboard ships without Supply Corps officers, an
inventory must be taken before the relief of the
commanding officer if an accountable FSO has
not been named.
Types
As an MS, you will often be directed to conduct a
variety of inventories, some of which may be quite
unfamiliar to you. Listed next are short explanations of
some of the common inventories held.
Quarterly inventory. This inventory is required in
all GMs at the end of each quarter.
Optional inventory. In the interest of reducing the
workload for the quarterly inventory, this type of
inventory may be taken at any time during the last month
of the quarter.
Spot inventory. This type involves frequent (twice
weekly) counting of a small number of fast-moving,
high-cost items.
Relief of accountable officer. When the FSO is
relieved, a complete inventory is taken to establish the
new FSO’s accountability.
Preparation for Inventory
In preparation for the inventory, all receipts and
expenditure documents should be posted to the
NAVSUP Form 209, NAVSUP Form 335, and NAVSUP
Form 367. All GM food items should be arranged by
case lots with labels facing out and in NAVSUP Form
1059 sequence, if possible.
Physical Inventory
When the FSO is being relieved, both the present
and the relieving FSOs should take the inventory.
Personnel assigned responsibility for GM stock should
be present and participate in the inventory of their
respective spaces. Separate rough inventories should be
taken of areas assigned to different individuals. Food
items should not be moved from one storage area to
another during the inventory. The FSO should make
sure no issue, transfer, or sale of food items is made from
GM stocks except in an emergency. When such
expenditures occur, the inventory should be adjusted
and initialed by the persons taking the inventory.
RECORDING INVENTORY DISCREP-
ANCIES.— The rough inventory should be recorded on
the NAVSUP Form 1059 or other appropriate recording
document.
Regardless of the form used, the rough
inventory must be recorded in ink. Only an original
rough inventory will be prepared. Errors and
adjustments should be lined out, but not obliterated.
Corrections must be initialed by the persons responsible
for the inventory. Each page of the rough inventory
must be signed by the FSO and the persons responsible
for the storage areas.
RECONCILING INVENTORY DISCREP-
ANCIES.— The quantities on the rough inventory will
be compared with the balances on the NAVSUP Form
335. A list should be made of discrepancies between
inventory quantities and on-hand balances. These
discrepancies will rechecked by the persons conducting
the inventory. All discrepancies greater than 5 percent
of total expenditures will be investigated and initialed
by the FSO. If the inventory is initially correct, it may
be posted at that time. However, if there are
discrepancies, these discrepancies should be resolved
before posting. If a discrepancy cannot be resolved, an
inventory adjustment should be made. Required
corrections will be made to the rough inventory and
initialed by each person involved with the inventory.
AFTER THE INVENTORY.— After all the
corrections have been made, the inventory should be
recapped in duplicate on a NAVSUP Form 1059. The
FSO should compare the smooth recapped inventory
with the rough inventory before signing the smooth
inventory. The rough inventory
in the accountability file until
sheets should be placed
the next inventory has
2-21
|
