inventory affidavit is prepared in the following
format:
“I certify that this inventory summary sheet
and supporting inventory count sheets on pages
through
representing
inventory valued at $
to the best of
my knowledge and belief is an accurate and
complete inventory of merchandise taken on
.
Responsible Custodian
Ship’s Store Officer
The ROM system automatically computes all
extensions and enters the inventory affidavit on
the inventory summary sheets.
Distribution
In manual recordskeeping, the price line inventory sheets are distributed as follows:
Original to the Accountability File,
SSA-21, and later filed in the retained
returns
Copy to the recordskeeper to be used as
a working copy
Copy to the responsible custodian
In ROM procedures, the price line inventory
sheets are distributed as follows:
Original of the prelisting and final
inventory count sheets to the Account-
ability File, SSA-21
Copy of the final inventory count sheet to
the recordskeeper to use as a working copy
Copy of the final inventory count sheet to
the responsible custodian
Balancing the NAVSUP Form 235
As we mentioned earlier, the price line
inventory is used to establish the correct money
value of stock on hand in a retail store or snack
bar. Once the ship’s store officer has the money
value of stock on hand, he or she must balance
the column corresponding to the sales outlet on
the Ship’s Store Afloat Financial Control Record,
NAVSUP Form 235, to determine whether a
shortage or an overage exists in the sales outlet.
If the Expenditure column is more than the
Receipt column, this indicates there is an overage.
For example, suppose the Receipt column adds
up to $21,200 and the Expenditure column adds
up to $21,300. This would indicate that there is
an overage of $100 because you expended for $100
more than you received. On the other hand, if the
Receipt column is more than the Expenditure
column, this would indicate a shortage because
you expended less than what you received. In
ROM procedures, ROM users enter the price line
inventory data in the ROM price line inventory
function as mentioned earlier. The ROM
automatically balances the NAVSUP Form 235.
Once the sales outlet has been satisfactorily
balanced, it maybe reopened for normal opera-
tion. If a satisfactory balance is not obtained for
the sales outlet, the outlet will remain closed until
the inventory is verified and the commanding
officer notified as outlined in the NAVSUP P-487.
CLOSEOUT OF THE
STOCK RECORDS
The Stock Record, NAVSUP Form 464, is
closed out on the last day of the accounting
period. The procedures for closing out the
NAVSUP Form 464 for separate and combined
responsibility are shown in figure 6-7.
Basically, closing out the stock records is
nothing more than transferring figures from the
Inventory Count Sheet, NAVSUP Form 238, to
the stock record, verifying totals, and reconciling
differences. On stock records, which include retail
and standard Navy clothing items, you must also
figure the sales during the accounting period. The
first step is to enter the inventory brought forward
for the bulk storeroom and the sales outlet. These
two figures are added together to give you
your total inventory brought forward, which is
then written under the Total Balance column.
Remember, in separate responsibility, you must
verify the bulk storeroom quantity because the
inventory brought forward for the bulk storeroom
must equal the last entry reported in the Balance
in Bulkroom column.
Look at the stock record in our illustration as
an example for separate responsibility. Enter the
bulk inventory of 144 and the sales outlet
inventory of 76 on the stock record. Add these
two figures (144 + 76 = 220) for the total
inventory brought forward. Then enter the
quantity 220 in the Total Balance column. To
compute the sales figure, take the 840 reported
6-14
