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If more than one package is used, write the
number of the package and the number of the
total packages on the outside of each package.
Once the receipt documents are mailed, you
will include the appropriate entry on the journal
of receipts as discussed earlier. A copy of the letter
report is filed in the Military Correspondence File,
SSA-17, and the Accountability File, SSA-21.
FILE SSA-6
This file is called the expenditure to use file.
It will contain the original and one copy of each
DD Form 1149 for issue to ship’s use and
expenditures to other appropriations such as the
general mess and general stores.
FILE SSA-7
This file is called the Navy stock fund file. It
will contain the original DD Form 200 of each
survey charged to the Navy Stock Fund. The
ROM system maintains a survey log on file
that lists all surveys made during the current
accounting period including those surveys
maintained in file SSA-7. The log can be printed
via the print survey log, a subfunction of the
survey function.
FILE SSA-8
This file is called the cash sales file. It contains
two copies of each monthly Cash Sales Invoice
Deposit of Cash with the Disbursing Officer,
DD Form 1149, and one copy of each DD Form
1149 substantiating bulk sales.
FILE SSA-9
This file is called the transfer to other supply
officers file. It will contain two copies of each DD
Form 1149 or DD Form 1348-1 transfer
document.
FILE SSA-10
This file is called the returns file. It will contain
documents needed to prepare original returns but
not included in other files.
FILE SSA-11
This file is called the purchase order file. It
consists of three subfiles, SSA-11A, SSA-11 B, and
SSA-11C. In each of these subfiles 10 purchase
orders are placed in numerical sequence in
separate folders (for example, purchase orders
9700 through 9709 will be placed in one folder,
purchase orders 9710 through 9719 in another
folder, and so on). We will discuss the contents
of each of these subfiles in the following
paragraphs.
Subfile SSA-11A
This subfile is called the outstanding purchase
order file. It contains each outstanding DD Form
1155 and related correspondence.
Subfile SSA-11B
This subfile is called the purchase orders for
material received awaiting dealers’ bills file. It
contains the DD Form 1155 for material that has
been received, but is awaiting dealers’ bills.
Subfile SSA-11C
This subfile is called the completed purchase
order file. It contains copies of each DD Form
1155 for which material has been received and
payment made, with all related bills, invoices,
and correspondence attached. File SSA-11C is
maintained for the complete fiscal year in this file
and then will be maintained in a separate file.
When using file SSA-11, all purchase orders
made using fast pay procedures or not will be
routed through all three sub files. A copy of the
dealer’s bill must be attached to every DD Form
1155 in SSA-11C.
The ROM Outstanding Purchase
Order Report
The ROM outstanding purchase order report
displays all outstanding purchase orders, either
partial or full. This data file will show the
purchase quantity and the quantity received for
each line item. The quantity shown as received
will only show in this report when the purchase
order has only been partially received.
This report can be either printed or viewed.
When this report is viewed, up to 10 purchase
orders are displayed per screen starting with the
first outstanding purchase order or a date can be
specified if you prefer viewing from a certain date.
The outstanding purchase order report may be
accessed via the requisition/purchase order
function.
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