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CLOSEOUT OF THE SHIP’S STORE
AFLOAT FINANCIAL CONTROL
RECORD
Previously in this manual we discussed how
to maintain the Ship’s Store Afloat Financial
Control Record, NAVSUP Form 235, located in
the Financial Control Record File, SSA-1. You
learned that the NAVSUP Form 235 is used as
a management tool to accurately determine if a
ship’s store activity is operating within monetary
limits. In this section we discuss the procedure for
balancing and closing out the NAVSUP Form
235, which is designed to make sure each activity
is within the prescribed monetary limits.
CLOSEOUT PROCEDURE
The NAVSUP Form 235 is balanced and
closed out at the end of the accounting period and
at any other time directed by the commanding
officer. Balancing and closing out the NAVSUP
Form 235 is a very important job, and accuracy
is of the utmost importance because accuracy
determines whether a ship’s store activity is short
or over.
It is especially important to the
responsible custodian, since he or she is held
responsible and can be punished under the
Uniform Code of Military Justice (UCMJ) for any
excessive differences.
In addition, the NAVSUP Form 235 must be
balanced but not closed out when any of the
following events occurs:
An inventory is taken to determine the
financial status of a sales outlet or bulk storeroom
(for example, when you take monthly inventory
in a self-service store and sales outlet operated by
more than one person).
The ship’s store officer is relieved during
the accounting period and returns are not
submitted.
The responsible custodian is relieved; the
appropriate column on the NAVSUP Form 235
is balanced.
ROM users first enter inventory data for each
retail outlet in the ROM inventory function. After
this data is entered, the ROM balances the
NAVSUP Form 235 and ROM users process the
NAVSUP Form 235 in the ROM reports function.
In figures 6-11 and 6-12, the procedures for
closing out the NAVSUP Form 235 manually are
shown for both separate and combined
responsibility. It looks like a difficult task, but
all it involves is transferring figures, adding
columns, and figuring the percentage of
differences. Follow along and study each figure
as we discuss the entries made during the closeout
of the NAVSUP Form 235.
Sales Entry
Sales is the first entry made during closeout
for each ship’s store activity. After sales, enter
the cash collected for each sales outlet during the
accounting period in the Expenditure column,
Obtain the cash sales figure from the Cash
Register Record, NAVSUP Form 469, for each
individual sales outlet. The ROM system auto-
matically enters this information.
Inventory Carried Forward Entry
Inventory carried forward is the second entry
made during closeout of the NAVSUP Form 235.
For all sales outlets except cup-type vending
machines and snack bar manufactured items,
enter the closing inventory at retail in the correct
Expenditure column.
For cup-type vending
machines and snack bar manufactured items,
enter the closing inventory at cost price in the
correct Expenditure column. Obtain these closing
inventory figures from the inventory summary
sheet for each sales outlet. The ROM system
automatically enters this information.
Subtotal Entry
Subtotal is the third entry made during
closeout of the NAVSUP Form 235. Add all the
entries in the Receipt and Expenditure columns,
including the sales figure and inventory carried
forward for each activity, and enter the totals.
The ROM system computes the subtotal auto-
matically.
Difference Entry
Enter the amount of difference in the Receipt
and Expenditure columns necessary to make the
two columns equal. An amount in the Receipt
column indicates an overage, while an amount in
the Expenditure column indicates a shortage. For
cup-type vending machines, the amount reported
on this line is the gross profit. The ROM
automatically computes the difference.
6-19
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