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function as discussed in chapter 2. Once the new department code X9 is
established, the ROM user must then establish a new stock record using the
ROM stock record maintenance function. The new stock record will contain
the following information:
Stock No.
Enter the last name of the check drafter
Dept. Code:
X9
Reqn. Type
Leave blank
Unit of Issue
Each
Qty. on Order
Leave blank
Cost Price
Enter the amount of the check
Cost Price Date
Today’s date
On Hand Bulk
Leave blank
Qty. Total
Leave blank
High/Low Limit
Leave blank
Retail Price
Enter the amount of the check
Retail Price Date
Today’s date
Once the new stock record is established, you will be able to enter the unsettled
check in the ROM inventory function. For price line inventory, you will enter
the unsettled check on the last inventory count sheet. Checks that cannot be
settled are considered uncollectible after a period of 4 months at which time
the check is charged to ship’s store profits.
CHANGE FUNDS
After approval by the commanding officer, funds are entrusted to the
collection agent by the disbursing officer for change funds. The amount of
funds entrusted to the collection agent depends on how many sales outlets
are operating aboard and what the requirements are for providing change to
each sales outlet. On receipt of the funds, you, as the collection agent, provide
the disbursing officer with a cash receipt.
Once a month, an officer other than the ship’s store officer, appointed
by the commanding officer, will audit your change fund. On completion of
the audit, the verifying officer forwards the audit report to the commanding
officer. Once you have been relieved as collection agent, or the sales outlets
have been disestablished, you return the change fund to the disbursing officer
in exchange for the cash receipt.
3-5
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