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INVENTORY SUMMARY
SHEETS/AFFIDAVIT IN
ROM PROCEDURES
After all inventory counts have been verified
and entered in the ROM system data base, ROM
users print the inventory count sheets and the
inventory summary sheet. The ROM auto-
matically enters the inventory affidavit on each
inventory summary sheet.
OTHER TYPES OF INVENTORY
Spot inventories and price line inventories are
used by the ship’s store officer during the
accounting period to keep a close check on the
financial accountability of self-service stores, retail
stores operated by more than one person, and the
bulk storeroom. It is important for you to know
and understand when and how they are used.
SPOT INVENTORIES
Spot inventories are not required on ships with
combined responsibility, but they are taken on
ships operating under separate responsibility. The
purpose of the spot inventory is to check on the
balance of selected stock in the bulk storeroom
and compare it to the balance shown on the Stock
Record, NAVSUP Form 464, and resolve any
differences.
Procedures
The ship’s store officer must conduct spot
inventories of ship’s store stock at unannounced
times during the course of a fiscal year. A
minimum of 5 percent of the stock in the bulk
storeroom should be inventoried per month. The
results of these inventories are compared against
the NAVSUP Form 464 for the purpose of
maintaining inventory accuracy in the bulk
storeroom at 100 percent. Spot inventories may
be taken on a locally prepared form, but when
possible, they should be taken after breakouts or
issues. The bulk storeroom custodian must
indicate the balance on hand on each Intra-Store
Transfer Data, NAVSUP Form 973, after making
the breakout or issue. This makes it easy for the
recordskeeper because as he or she is posting the
quantity broken out to the NAVSUP Form 464,
the quantity balance left can be checked. Spot
inventories should also be taken when an item
shows a negative on-hand stock balance after
posting a breakout to the NAVSUP Form 464 and
for each bulk storeroom issue refusal.
Accounting for Adjustments
When quantity differences occur between spot
inventories and the balance shown on the stock
records, the NAVSUP Form 464 is adjusted
accordingly. Gains or losses do not affect the
Total Balance column of the NAVSUP Form 464,
but the Balance in Bulkroom column is adjusted
as follows:
Gains—when a gain occurs by spot inventory,
it is posted to the Received column and the
Balance in Bulkroom column is increased.
Losses—when a loss occurs by spot inventory,
it is posted to the Expended column and the
Balance in Bulkroom column is decreased.
Figure 6-5 illustrates both a loss and a gain
by spot inventory. A list of all gains and losses
by spot inventory both in quantity and retail value
is prepared. The list indicates corrective action
taken and is filed with the Ship’s Store Afloat
Financial Control Record, NAVSUP Form 235.
When the sales outlet and bulk storeroom are
operated by the same person, the Balance in
Bulkroom column of the NAVSUP Form 464 is
not used. A gain or loss by spot inventory is
entered only to the Received and Expended
columns, whichever applies. ROM users enter spot
inventories in the ROM inventory function. ROM
automatically adjusts stock records for all spot
inventory adjustments entered.
PRICE LINE INVENTORY
The purpose of a price line inventory is to
establish the correct money value of stock on hand
in a retail store or snack bar. Like the physical
inventory, the ship’s store officer is responsible
and must review procedures for conducting price
line inventories with personnel involved before the
actual counting begins.
Price line inventories are conducted using the
two-count system discussed previously with each
inventory team using separate inventory sheets.
Inventories are recorded in ink on a locally
prepared price line inventory count sheet as shown
6-11
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