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Figure 7-13.-Example of the posting of partial quantities to stock records.
Only the requisitioned quantity will be posted to the
stock record as a receipt. The excess quantity, with a
copy of the Report of Discrepancy (ROD) attached, will
be set aside pending disposition instructions from the
action addressee of the ROD.
Receipt Overages of $100 or Less—When a receipt
overage does not exceed $100 or involve controlled
material, the total quantity received will be stored and
posted to the stock record. However, if retention of the
excess quantity is not desired and the ship is in the
vicinity of the issuing activity, the excess material will
be returned in accordance the NAVSUP P-485. Only
the retained quantity will be posted to stock records as
a receipt. If retention of a receipt overage is not desired
when the ship is not in the vicinity of the issuing activity,
the total quantity received will be posted to the stock
record. Then the excess quantity will be transferred to
an ashore supply activity in accordance with the
NAVSUP P-485.
Receipt Shortages in Excess of $1OO—A receipt
shortage exists if the receipt quantity is less than that
invoiced. When a receipt shortage exceeds $100 per
line item, or it involves controlled material, the actual
receipt quantity will be posted to the stock record in
accordance with the above subparagraph on “partial
Quantity Received, Balance Due.” The deficient
quantity will be reported as a receipt discrepancy in
accordance with the NAVSUP P-485. A copy of the
Report of Discrepancy (ROD) and the applicable
receipt document then will be held in the material
outstanding file until replacement material or a credit
invoice is received. If the reply to the ROD is negative,
refer to “receipt shortage of $100 or less.”
Receipt Shortage of $100 or less—When a receipt
shortage which does not exceed $100 or involve
controlled material cannot be reconciled with the
issuing activity, only the quantity actually received will
be posted to the stock record. In addition, a NAVSUP
Form 1250-1 will be prepared to report the receipt
shortage as consumption under ACCESS. (This
document will not be posted to the stock record.) Data
blocks of the NAVSUP Form 1250-1 will be completed
in the same manner as those for a loss by inventory
except as follows:
Data block 29 (Remarks). Enter the notation
“MAT’L RECEIPT SHORTAGE,” and the
applicable receipt document number.
Data block S (Posted). Do not check the “S/R
(Issue)” square. For an example, see figure 7-14.
After completion of data entries and approval of the
supply officer, the NAVSUP Form 1250-1 will be
distributed as appropriate. Overages or shortages of
Navy-owned material received from Supply Activities
(FISC’S, etc..) or received during UNREP are to be
resolved directly with the Supply Activities or UNREP
ship immediately. No ROD is required. Overages or
shortages of non-Navy-owned material received from
DOD or GSA will be reported in accordance with
NAVSUP P-485.
7-16
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