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expended from the Stock Record (NAVSUP 464),
and the total balance should be reduced. No
entry is made on the cost records (Journal of
Receipts and Journal of Expenditures) since the
Navy’s obligation to the vendor remains un-
changed. The vendor then signs the original
DD 1149 to acknowledge receipt and issues a
credit memorandum to your ship.
A month later, your ship’s store may decide
to order more albums—cost value $80. The
vendor can then apply the $50 credit memoran-
dum to your order. You should prepare an Order
for Supplies or Services/Request for Quotations
(DD 1155) showing $30 as the net amount to be
paid. Upon receipt, the full quantities received are
posted to the Stock Record (NAVSUP 464), and
the net amount is reported in the Journal of
Receipts (NAVSUP Form 977). The DD 1155 is
handled as a regular receipt from purchase. The
original DD 1149 (signed by the vendor) should
be placed in the ship’s store officer’s Account-
ability File.
At the end of the accounting period, if
exchanged items have not been received for the
items returned or if a credit memorandum has
been received but has not been applied toward
procurement of new items, the dollar value of the
returned items must be carried as part of the
inventory. The document number, date, and
dollar value of each transaction should be listed
on the last page of the inventory.
CASH REFUND.— Using the same situation
as above, assume that your ship’s store does not
deal with this vendor very often. In this case, you
would advise the ship’s store officer to request
a cash refund instead of a credit memorandum.
The recordskeeper prepares an Intrastore
Transfer Data (NAVSUP 973) to expend the value
of the items from the Retail Store column of the
Ship’s Store Afloat Financial Control Record
(NAVSUP 235) and to transfer the quantity to
the bulk storeroom. A Memorandum Requisition
and Invoice/Shipping Document (DD 1149)
extended at cost price should be prepared and
used to expend the returned quantity from the
Stock Record (NAVSUP 464). The vendor will
acknowledge receipt of the returned merchandise
by signature on the DD 1149. When the retail
outlet and the bulk storeroom are operated by the
same person, a DD 1149, extended at both cost
and retail price, should be prepared and used to
expend the quantity and value of the returned
items from the NAVSUP 464 and NAVSUP 235.
The vendor will acknowledge receipt of the
merchandise by signature on the DD 1149, except
for any material returned to the vendor by
registered mail. (In this case, the registered receipt
from the post office should be attached to
the accountable copy of the DD 1149 pending
receipt of the signed copy from the vendor.) The
responsible custodian will be provided a signed
copy of the credit memorandum for all stock
returned. Sound business practice dictates that
all credit memorandums and cash refunds be
liquidated promptly. If, after a reasonable time
period, liquidation has not yet taken place and
difficulties are encountered, you should request
assistance from NAVRESSO. Be sure to send
copies of all correspondence with the vendor to
expedite NAVRESSO’s assistance. The documen-
tation involved is illustrated in figure 5-2. More
detailed information is contained in your NAV-
SUP P-487.
EXCHANGE FOR SIMILAR ITEMS.—
Whenever you return items for new similar items,
you must prepare a DD 1149 to cover the material
you are returning to the vendor. The vendor, or
an authorized representative, must sign the
original invoice acknowledging receipt of the
material. You should expend any items you return
to the vendor from the appropriate NAVSUP 464
unless the items exchanged are identical in all
respects. If the items to be exchanged are located
in a retail store, you must also prepare a NAV-
SUP 973.
If the items you receive are not identical in
all respects to the items you have returned to the
vendor, you must post the new items as a receipt
on the appropriate NAVSUP 464. If the new items
are additional stock items, you should prepare a
NAVSUP 464 to post the new items as received
for stock and resale. The DD 1149 should be
assigned an expenditure number and should be
filed in the Expenditure Invoice File (SSA-14). At
the end of the accounting period, the document
number, date, and money value of each un-
liquidated exchange should be entered on the last
page of the inventory.
MERCHANDISE RETURNED FOR MA-
TERIAL OF EQUAL VALUE.— If the money
value, at cost, oft he items exchanged equals the
money value of the new similar items received
from the vendor, your DD 1149 should indicate
the item, quantity, unit cost, and extension of
both the item returned and the replacement item.
You should use normal posting procedures for this
transaction.
5-16
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