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desired, can be drawn by the purchaser for 5
dollars over the amount of purchase. Only active
duty or active duty for training personnel are
allowed to use personal checks for purchase in the
ships store. The personal check must be drawn
from an account in a United States bank. It should
be written in terms of U.S. currency and be
inscribed with the printed name of the purchaser
with a magnetic ink bank account number.
All personal and travelers checks will be made
payable to USS
. The purchaser
provides his or her signature, social security
number, and duty station. The purchaser must
endorse the check in the presence of the sales
outlet operator. The endorsement will be placed
on the back of the personal check and must be
within 1 1/2 inches from the top of the check. The
sales outlet operator will then verify the
information and the signature on the check with
the purchasers Armed Forces identification card.
No two-party checks are acceptable in the ships
store.
CASH REGISTERS
All cash sales must be processed through a
cash register at the time of sale. The register
should be located where the customer can see the
amount registered for sale. This is not necessary
if the cash register provides a receipt and it is given
to the customer.
Cash Register Tapes
Cash registers generate two tapes, one for the
customer and one to be retained as a record of
sales. As the cash collection agent you may have
to replace a cash register tape when it runs out.
When you remove the old detail tape, sign and
date it and give it to the ships store officer for
filing in the Accountability File, SSA-21. If there
is no room for stowing tapes in the accountability
file, keep them in a separate secure filing box.
These tapes are held and filed later in the retained
returns.
Cash Register Keys
The cash collection agent has custody of the
keys that permit access to the cash register tapes
and control the operation of selection levers.
These selection levers are locked in the cash
position except when you are taking register
readings. If the cash register has a paid-out key,
make sure it is blocked out to prevent use.
3-2
Cash Collection Agent Safe
Cash received from sales is kept in a safe
that meets the requirements shown in the
NAVCOMPT Manual, volume V, par. 042351.6.
The cash collection agent keeps the cash in a safe
until the cash can be deposited with the disbursing
officer. If there is more than one cash collection
agent, each cash collection agent will have a
separate safe with his or her name, address, and
telephone number placed on the outside door of
the safe.
Only the cash collection agent will have the
combination to the safe. Placing the combination
in a sealed envelope to be kept in the custody of
the ships store officer or any other person is
prohibited. This combination should be changed
a minimum of once every 6 months or when the
cash collection agent is relieved.
If the cash collection agent should become
physically incapacitated and unable to open the
safe, the commanding officer may order him or
her to give the combination to a designated board
of officers. In the event of death, unauthorized
absence, or mental incapacity as determined by
competent medical authority of the cash collection
agent or when it becomes necessary to relieve the
cash collection agent for any cause, including
arrest or suspension, the commanding officer will
follow the instructions contained in the NAVSUP
P-487, par. 1010.
GROUP SALES
The cash collection agent should be familiar
with the basic procedures for group sales. Group
sales are normally done on ships that lack the
space and hours of operation to serve all personnel
aboard. To ease this problem, groups, divisions,
and so forth, appoint a representative to compile
an order for their particular group. These orders
are given to the ships store operator who compiles
the order. The representative picks up the order
at a time outside normal ships store operating
hours. Since group sales are processed through
the cash register, they will not change your cash
collection procedures; however, they may delay
the normal time that you make collections.
BULK SALES
Bulk sales are made to Navy exchanges,
Military Sealift Command branch exchanges, and
ships not operating a ships store and who do not
receive a share of the profits from another ships
store.
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