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After working hours, the duty supply officer
or another commissioned officer maintains the
moneybag log. After closing the sales outlet, the
sales outlet operator places the cash received from
sales plus the change fund in the moneybag and
locks it. Each moneybag has two keys. One key
is kept by the sales outlet operator while the other
key is sealed in an envelope and kept in the ships
store officers safe. The sales outlet operator
delivers the moneybag to the duty supply officer
or designated commissioned officer, and both sign
the moneybag log for receipt and delivery. During
this process the officer receiving the moneybag
does not need to count the money.
The next day the register reading is taken, the
sales outlet operator opens the moneybag, and the
cash is collected.
Night Depository Safe
For ships that operate sales outlets after
normal working hours, weekends, or when it is
not practical for the cash collection agent to
collect cash, you may use a night depository safe.
This safe is used in conjunction with moneybags
and locked money boxes to hold the cash within
the safe.
The night depository safe is secured by use of
a key and a combination lock. The holder of the
key will not have knowledge of the combination
to the lock. The person knowing the combination
to the lock will not hold the keys to the safe. Two
keys are provided, one is held by the authorized
holder of the key, while the other is placed in a
sealed envelope and secured in the ships store
officers safe.
The person appointed keyholder maintains a
locally developed log. Each time the night
depository safe is opened, a log entry is recorded
of the date, time, and the signature of both the
keyholder and person having the combination to
the safe.
Procedures for use of the night depository box
are simple. Sales outlet operators will insert
moneybags or locked money boxes into the safe
making sure they are fully inserted. The next
workday the night depository box will be opened
by authorized personnel. The readings on the
register will be taken and cash collected.
VENDING MACHINE COIN BOX
The coin box installed in vending machines
will either be the self-locking type or it will be
secured in the machine using a key-type or keyless
combination lock as indicated in the NAVSUP
P-487. For money boxes that are not self-locking,
the combination or key to the lock that allows
access to the coins in the coin box will be in the
custody of the person making collections and will
not be given to the vending machine operator.
The self-locking money boxes installed in
vending machines are provided with two sets of
keys. One set is used to lock the box into the
machine and one set to lock the money box itself
to keep the coins secure. The key locking the
money box into the machine is held by the vending
machine operator. The key opening the box to
allow access to the coins is held by the person
making collections.
Using Self-Locking Money Coin Boxes
Combination or key-type locks are not
required to secure a self-locking coin box. The
cash collection agent or person making collections
issues the coin boxes to the vending machine
operator. Before the coin box is issued, the agent
should make sure the box is numbered on the
outside for identification purposes. The cash
collection agent should place a car seal over the
lock opening. The number of the car seal is
recorded in the unused column of the Cash
Register Record, NAVSUP Form 469.
When is is impractical for the person making
collections to collect the cash, the vending
machine operator may deliver the money box.
When the vending machine operator does this, he
or she should either record the meter reading or
compute the units sold, remove the money box,
and replace it with another. Then the operator
delivers the money box to the person making
collections. The computing of units sold in the
vending machine is discussed later in this chapter.
Night Deposits
Night deposits may be required if the person
making collections is not available on weekends
or after working hours. The collection agent has
two options: (1) deposit the money box in the
night depository safe as discussed earlier or (2)
turn the money box over to the duty supply officer
or another commissioned officer. When using the
second option, develop a log with the following
columns:
1. Date and time
2. Number of the money box
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