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FILES SSA-4 AND SSA-5
We will discuss the SSA-4 and SSA-5 files
together because the documents contained in these
files are forwarded monthly to the appropriate
FAADC. The Receipts from Purchase File,
SSA-4, contains one copy of each DD Form 1155
receipt document, showing the date of receipt of
material and the cost and retail extensions,
when applicable; and one copy of each credit
memorandum document, DD Form 1149 and
dealers’ credit invoice. The Receipts from Other
Supply Officers File, SSA-5, contains one copy
of each DD Form 1348-1 and DD Form 1149
receipt documents from other supply officers
showing the date of receipt of material and cost
and retail extensions, when applicable.
Transmitting Receipts
As mentioned earlier, at the end of each
month, one copy of every receipt document from
files SSA-4 and SSA-5 will be forwarded under
a letter of transmittal to the appropriate FAADC.
ROM users also forward a floppy diskette
containing receipt information for the month. For
ships with service designator R, the transmittal
will be sent to the Fleet Accounting and Dis-
bursing Center Pacific, while ships with service
designator V are required to send their trans-
mittals to the Fleet Accounting and Disbursing
Center Atlantic.
The transmittal must be
forwarded no later than 7 calendar days after the
end of the month including the last month of each
accounting period. The transmittal prepared at
the end of the accounting period must be
forwarded separately from the ship’s store
returns.
Separation
The receipt and credit memorandum docu-
ments forwarded monthly will be separated into
three groups:
1.
2.
3.
Receipts from purchase (including original
credit memorandum documents)
Receipts from other supply officers of
ship’s store stock
Receipts from other supply officers of
standard Navy clothing stock
Each one of the previous groups will be further
separated into the following subgroups:
Merchandise received in the current
accounting period including merchandise received
and reported as a receipt in the current accounting
period and adjustments made to receipts that
occur in the current accounting period and the
original of the DD Form 1149 and dealers’ credit
invoice
Merchandise received in a previous
accounting period including merchandise received
in a previous accounting period but not reported
until the current accounting period
Adjustments to receipts that occurred in
a previous accounting period; unreported receipts
from a previous accounting period as a result
of a FAADC reconciliation letter; unreported
receipts from previous accounting periods dis-
covered by the ship
Each set will have an adding machine tape listing
cost price attached.
In ROM records, the ROM system will
automatically separate correctly entered receipts
into groups in the ROM receipts function. ROM
users must compare the receipts listed on the
ROM-generated transmittal of receipts to verify
that the total cost value posted on the ROM equals
the actual cost value of merchandise received.
Processing the Transmittal
At the end of the month a letter report must
be forwarded to the appropriate FAADC. If there
are no receipts during the month, the ship still
must forward a negative letter report to the
appropriate FAADC. Both sample letters for the
transmittal are shown in figure 2-10. ROM users
will produce the transmittal of receipt documents,
floppy diskette, and the letter of transmittal in
the resale operations reports function.
The letter with receipt documents must be
forwarded by the 7th calendar day after the end
of the month. The receipts should be securely
packaged in a strong envelope or box. In the upper
left-hand corner of the package, include the
following statement:
UIC NAME AND FPO ADDRESS OF
THE SHIP “Receipt document numbers
through
for
the month of
.”
2-15
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