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CHAPTER 2
SHIP’S STORE FILES
There are several files that must be maintained
in the ship’s store operation. Your manual ship’s
store files are used to hold important documents
and provide a record of each ship’s store
transaction. Your resale operations management
(ROM) files are used to provide a record of the
transactions entered in the ROM system database.
Without these files the ship’s store officer would
be unable to keep track of important documents
and transactions and would encounter problems
when preparing the financial returns.
As a Ship’s Serviceman second class you may
be required to maintain the ship’s store files. To
maintain these files properly, you will need to
know what is contained in each file and how to
use them and keep them up to date. In this chapter
we will discuss the ship’s store files (including the
ROM files).
ROM FILES
All information entered into the ROM system
by the user is contained in data files. Each file
contains one or more records. Each record
contains several fields that are equivalent to the
blocks of information shown on manual forms
in the file cabinet. The information in these files
is added, deleted, or modified by the ROM system
based on the information entered by the ROM
user. For instance, the ROM cash contribution
file lists all cash contributions posted to the ROM
during the current accounting period. This file will
be changed by the ROM automatically as cash
contribution information or data is entered in the
ROM system data base.
SSA FILES
Files SSA-1 through SSA-24 will be established
and maintained in the ship’s store office. The
ROM system generates many of the forms used
in the ship’s store operation. The ROM form is
as valid as the NAVSUP form and the format of
both is the same. The following forms are
generated by the ROM system:
Ship’s Store Afloat Financial Control
Record, NAVSUP Form 235
Vending Machine Control Record,
NAVSUP Form 236
Ship’s Store Inventory Count Sheet,
NAVSUP Form 238
Stock Record, NAVSUP Form 464
Intra-Store Transfer Data, NAVSUP
Form 973
Journal of Receipts, NAVSUP Form 977
Journal of Expenditures, NAVSUP Form
978
Number Control, NAVSUP Form 980
Retail Price Change, NAVSUP Form 983
Tax-Free Cigarette Inventory, NAVSUP
Form 1234
Ship’s Store Balance Sheet and Profit and
Loss Statement, NAVCOMPT Form 153
Inventory control record
Outstanding requisition/purchase order
control record
The ROM system does not produce all
forms used to document transactions. Because of
this, documents placed in the SSA files may
either be the standard NAVSUP form or the
ROM-generated form. For complete procedures
on document distribution, you should refer to
2-1
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