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Page Title: Processing Reciepts in Combined Responsibility
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the  last  receipt  document  by  rounding  off  the  unit cost price to the nearest cent, that is, .475 becomes .48.  Post  this  new  cost  price  to  the  NAVSUP Form 464 and make no adjustments for gains or losses because they will be absorbed in the cost of  retail  sales  at  the  end  of  the  accounting  period. If the new unit cost price is the same or more than the  retail  price  of  the  item  shown  on  the  stock record, the ship’s store officer should be notified. If  the  ship’s  store  officer  decides  that  the  retail price   should   be   raised,   the   officer   will   do   a markon  using  a  Retail  Price  Change,  NAVSUP Form  983. When using the ROM system, you will enter the cost price for each item ordered and received in the ROM receipt function. The cost price you enter will be the cost per purchase unit and not the  total  cost.  The  price  you  enter  will  not  include discounts,  transportation  or  freight  charges, because  these  amounts  are  calculated  and automatically  added  to  the  cost  price  when  the ROM figures the selling price for each item. Once you enter the cost price per purchase unit it will be posted by the ROM to the items stock record master  as  the  cost  price  per  purchase  unit.  The ROM will then compute the cost price per retail unit by dividing the cost price per purchase unit by the number of retail units in one purchase unit. For  example,  you  purchase  36  packages  of  athletic tube socks and there are 12 pairs of socks in each package  and  each  package  costs  $24.00.  Your purchase  unit  is  “package”  and  each  package costs  $24.00,  therefore,  your  cost  per  purchase unit is $24.00. The tube socks themselve are sold by the pair and there are 12 pairs in one package, therefore  you  divide  $24.00  by  12  and  the  cost  per retail unit is $2.00. The cost price per retail unit is  also  automatically  posted  to  the  stock  record by the ROM system. The cost price per purchase unit in the ROM receipt function must equal the cost  price  per  purchase  unit  on  the  NAVSUP Form  464.  If  it  doesn’t  match,  you  either  enter the  price  as  is  on  the  NAVSUP  Form  464  and prepare a retail price change to adjust the selling price  or  prepare  a  retail  price  change  before entering  the  receipt  price  for  each  item. PURCHASE  ORDER  AND REQUISITION LOGS Once you have extended and posted the receipt document  to  the  NAVSUP  Forms  464  and  977, you  will  fill  in  the  necessary  information  in  the requisition   or   purchase   order   log,   whichever applies. When using the ROM system, you are not required  to  maintain  these  logs  because  the  ROM system  automatically  assigns  serial  numbers  to purchase orders and requisitions and maintains records  similar  to  the  purchase  order  and requisition  logs. PROCESSING RECEIPTS IN COMBINED  RESPONSIBILITY The  processing  of  receipts  in  combined responsibility  is  basically  the  same  as  separate responsibility  with  a  few  exceptions.  Under  the combined responsibility, you must post the total retail  or  cost  value  of  each  receipt  document, whichever   applies   to   the   Ship’s   Store   Afloat Financial  Control  Record,  NAVSUP  Form  235, located   in   the   Financial   Control   Record   File, SSA-1.  Also  procedures  for  entering  receipts  to the   Stock   Record,   NAVSUP   Form   464,   are different in combined operations. When using the ROM system, you won’t have to worry about the differences  because  the  ROM  will  automatically adjust   for   these   differences   on   the   NAVSUP Forms  235  and  464  once  you  have  indicated  in the  ROM  constants  function  that  a  combined responsibility  is  in  effect. Extensions in Combined Operations In  a  combined  responsibility  operation,  you will   basically   follow   the   same   procedures   for accomplishing extensions as we discussed earlier with  separate  responsibility  y.  You  will  first  enter all  available  receipt  data  in  the  ROM  receipt function.  The  ROM  will  then  assign  the  next available receiving number, enter and extend the receipt document, and post all receipt data to the applicable   records.   You   will   then   extend   the receipt  document  manually  to  determine  the  total dollar  value  at  cost  and  retail.  The  manually extended   total   dollar   value   at   cost   will   be compared to the amount the ROM posted to the Journal  of  Receipts,  NAVSUP  Form  977,  to make sure they agree. You will then determine the total dollar value at retail on the receipt document and compare it with what was posted to the Ship’s Store Afloat Financial Control Record, NAVSUP Form  235,  by  the  ROM.  To  compute  the  total dollar value at retail, you enter the retail unit price as  shown  on  the  Stock  Record,  NAVSUP  Form 464, for each item on the receipt document and multiply it by the quantity received. In figure 4-15 our  unit  retail  price  is  $57.00,  which  is  multiplied by the quantity received, 12, to give you the total dollar   value   at   retail   of   $684.00.   The   figure 4-20

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