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you have either a shortage or overage. ROM users
will enter cash collections in the cash receipts
function daily, or as soon as possible thereafter.
The cash receipt function on the ROM can be
accessed from the ROM master menu by selecting
function 8 and depressing the Enter/Return key.
FREQUENCY OF COLLECTIONS
Sales outlets that operate more than one shift
must have all cash and change funds collected at
the end of each shift. In addition, all cash
including change funds must be collected from the
sales outlets at the following times:
At the end of each accounting period
Upon relief of the ship’s store officer
Upon relief of the sales outlet operator
Whenever the sales outlet will be closed for
72 hours or more
Vending Machines and Amusement
Machines
Cash from the vending and amusement
machines is collected daily in port or at sea and
before making repairs to the coin mechanism or
the machine. Since the vending and amusement
machines are in operation 24 hours a day, the
collections can be made any time during the day.
As collection agent, you should carefully schedule
vending machine collections at a time during the
day that suits both you and the vending machine
operator. On weekends or holidays in port, cash
from the vending or amusement machines will be
collected if the volume of business exceeds $150,
and before making any repairs to the coin
mechanism or the machine. Cash will also be
collected on a weekend or holiday when the last
business day of the accounting period falls on that
day. ROM users will enter cash collections from
amusement machines in the ROM amusement
machine function daily, or as soon as possible
thereafter. Cash collections for soda vending
machines will be entered in the cash receipt
function of the ROM daily.
Dollar Bill Changer
In port or at sea the dollar bill changer is
emptied and refilled daily and before making
repairs to the machine. Overnight the amount of
cash left in the dollar bill changer must not exceed
$150 for ships with a complement of less than 700
crew members and $400 for ships with a
complement of over 700 crew members.
METHODS OF COLLECTING CASH
As discussed earlier, cash is collected in the
sales outlet at the end of each business day. As
the collection agent on a ship with several
activities, it may be impractical for you to go
around to each sales outlet at the close of each
business day to make collections. Some sales
outlets are operated on shifts, open after normal
working hours, or on weekends, which would
make it difficult for the cash collection agent to
make collections. To make the whole situation a
little more practical, you, as the cash collection
agent, can do the following:
Have the sales outlet operator deliver the
cash.
Use moneybags for sales outlets.
Use locked money boxes for vending
machines.
Use a night depository safe.
Delivery by the Sales Outlet Operator
When it is impractical for you to collect cash,
you may have the sales outlet operator deliver all
cash from sales, including Overring/Refund
Vouchers, NAVSUP Form 972, at the end of the
business day. You must still take register readings
when you use this procedure. Readings should be
taken a minimum of twice weekly on an
unscheduled basis on cash registers, vending
machine meters, cash totalizers, and amusement
machine meters.
Moneybags
It may be impractical for you to collect cash
after working hours or on weekends, especially
in port. In this case you may use moneybags to
collect all cash and change funds in the register.
Issue the moneybags to the sales outlet
operator. At the time of issue, log the moneybag
out using a locally developed log. The log should
include the date and time and columns for the
signature of the person receiving and issuing the
moneybag. Every moneybag is numbered on the
out side for identification purposes.
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