Rate Training Manual. Naval

DOCUMENT RESUME

ED 106 511 CE 003 678 TITLE Storekeeper 1 and C: Rate Training Manual. Revised. INSTITUTION Naval Education and Training Command, Pensacola, Fla. REPORT NO. NAVEDTRA-10270-F PUB DATE. 74 NOTE 250p. AVAILABLE FROMSuperintendent of Documents, U. S. Government Printing Office, Washington, D. C. 20402 (Stock Number 0502-LP-051-3510)

EDRS PRICE MF-80.76 HC-812.05 PLUS POSTAGE DESCRIPTORS Course Content; Employment Qualifications; Facility Inventory; *Instructional Materials; Job Skills; *Manuals; Military Personnel; Military Service; *Military Training; Occupational Information; Promotion (Occupational); *Property Accounting; Skill Development; Storage; *Supplies IDENTIFIERS Chief Storekeeper; Navy; Storekeeper First Class

ABSTRACT The training manual is designed to help the trainees= meet the occupational qualifications for performance of duties and for advancement to Storekeeper First Class (SKI) and Chief Storekeeper (SEC). Chapter one provides introductory information (requirements for advancement, sources of information, billets, customer relations, and rewards and responsibilities) that will help the trainee in working for advancement. Chapters 2 through 11 deal with: administrative duties; Navy supply system; inventory management; procurement, receipts and expenditures; shippiEg; afloat funding and accounting; afloat reports; stowage afloat and ashore; automated supply procedures; and supply problems which are not routine in nature. A six-page subject index is appended. (Author/BP) 'yr

U S. DE PARTMENTOF HEALTH. EDUCATIDNA WELFARE NATIONAL INSTITUTE OF EDUCATION THIS DOCUMENT HAS SEENREPRO DUCED EXACTLY AS RECEIVEDFROM THE PERSON OR ORGANIZATIONORIGIN ATING IT POINTS OF VIEWOR OPINIONS STATED DO NOT NECESSARILYREPRE SENT OFFICIAL NATIONALINSTITUTE OF EDUCATION POSITION OR POLICY.

STOREKEEPER 1 & C

NAVAL EDUCATION AND TRAINING COMMAND

RATE TRAINING MANUO_ NAVEDTRA 10270 F PREFACE

This rate training manual was prepared by the Naval Education and Training Program Development Center, Pensacola, Florida, for the Chief of Naval Education and Training.Technical assistance was furnished by the Service School Command, Naval Training Center, San Diego, California and various offices of the Naval Supply Systems Command.

Stock Ordering No. 0502-0-051-3510

Rev ,ed 1974

Published by

NAVAL EDUCATION AND TRAINING COMMAND

UNITED STATES GOVERNMENT PRINTING OFFICE WASHINGTON, D.C.: 1974 an

THE UNITED STATES NAVY

GUARDIAN OF OUR COUNTRY The United States Navy is responsible for maintaining control of the sea and is a ready force on watch at home and overseas, capable of strong action to preserve the peace or of instant offensive action to win in war. It is upon the maintenance of this control that our country's glorious future depends; the United States Navy exists to make it so.

WE SERVE WITH HONOR Tradition, valor, and victory are the Navy's heritage from the past. To these may be added dedication, discipline, and vigilance as the watchwords of the present and the future. At home or on distant stations we serve with pride,confident in the respect of our country, our shipmates, and our families. Our responsibilities sober us: our adversities strengthen us. Service to God and Country is our special privilege. We serve with honor.

THE FUTURE OF THE NAVY The Navy will always employ new weapons, new techniques, and greater power to protect and defend the United States on the sea, under the sea, and in the air. Now and in the future, control of the sea gives the United States her 'greatest advantage for the maintenance of peace and for victory in war. Mobility, surprise, dispersal, and offensive power are the keynotes of the new Navy. The roots of the Navy lie in a strong belief in the future, in continued dedication to our tasks, and in reflection on our heritage from the past. Never have our opportunities and our responsibilities been greater.

4 CONTENTS

CHAPTER Page

1.Storekeeper Advancements 1

2.Administrative Duties 7

3.Navy Supply Sy..iem 19

4.Inventory Management 38 5. Procurement, Receipts, and Expenditures 57

6.Shipping 106

7.Afloat Funding and Accounting 125

8.Afloat Reports 141

9.Stowage Afloat and Ashore 168

10.Automated Supply Procedures 194

11.It Could Happen To You 232

INDEX 239

ifi 5 Since completion of this revision, Federal StockNumbers have been converted to National Stock Numbeis.The only difference between the FSN and NSN is the addition of two numericaldigits between the FSC and the National Item Identification Number(NIIN)toindicate the country of origin. The NSN is written as shown in thefollowing example:

1H4980-0(-281-2915

VALIDATION OF EQUIPMENT

The Ship Equipment Configuration Accounting System (SECAS) replaces the Ship Electronic Installation Record (NAVSHIPS 4110) and the Prelimi- nary Equipment Component Index (PECI).SECAS is a program which identifies shipboard equipment/components, precisely locates the identified items, records all associated data, verifies accomplishment of specific engineering changeS, and provides this data to engineering, supply support, and operational managers.Presently, SECAS validates only electronic equipment-SECAS validation of HULL, Mechanical, and Electrical (HM&E) will commence in FY 1975.

iv CHAPTER 1 STOREKEEPER ADVANCEMENTS

This training manual is designed to helpyou practical experience before you can develop the meet the occupational qualifications forper- required skills.The Record of Practical Factors, formance of your duties and for advancementto NAVEDTRA 1414/1, should be utilized in conjunc- Storekeeper First Class and Chief Storekeeper. tion with this training manual whenever possible. Chapters 2 through 11 deal with thesubject Information can be organized and pre- matter of the Storekeeper rating. Thepresent sented in many different ways. You may find it chapter provides introductory information that helpful to get an overall view of the organization will help you in working for advancement. Itis of this training manual before you start to study strongly recommendedthat you study this it. chapter carefullybeforebeginning intensive This manual is designed for the specific study of the remainder of the manual. purpose of helping you prepare for advancement. It IS NOT a regulatory publication and SCOPE OF THIS MANUAL should not be used as a reference in your day to Before studying any book, it is a good idea to day work assignments. know the purpose and scope of the book. Here are some things you should know about this REQUIREMENTS FOR ADVANCEMENT training manual: At this point in your career you should be familiar with the requirements Its purpose is to provide you with informa- an individual tion on the occupational qualifications for ad- must meet in order to compete in the navy-wide examination (time in grade, recommendation by vancement to Storekeeper First Class and Chief your commanding officer, etc.). You also should Storekeeper. know that advancement is not an automatic The Nonresident Career Course (or locally occurrence. prepared examination) based on this manual must be satisfactorily completed before you can FINAL MULTIPLE be advanced to SK 1, whether you are in the As indicated above, meeting requirements for Regular Navy or the Naval Reserve. advancement simply makes yo.0 eligible to parti- This manual is designed to give you only cipate- in the navy-wide examination foryour information on the Storekeeper requirements rating andratelevel. You must pass that for advancement to SK 1and SKC. Military examination to become eligible for advance- Requirements for Petty Officer 1 & C, NAV- ment. EDTRA 10057-C contains information pertaining The number ofmen in each rating and rate is to the military requirements for advancement. controlled; thatisthere are only a certain This training manual includes information number of SK 1 or SKC billets available; there- that is related to both the knowledge factors and fore, advancements are limited by the number of the practical factors of the qualifications for vacancies that exist. When the number of men advancement to SK 1 and SKC. However, no passing the examination exceeds the number of training manual can take the place of actual vacancies, some system must be used to deter- on-the-job experience for developing skill in the mine which men are advanced and which are practical factors. The training manual can help not. The system used is the "final multiple" and you understand some of the why and where- is a combination of three types of advancement fores, but you must combine knowledge with systems:

1 STOREKEEPER 1 & C

Merit Rating System final multiples, is then prepared for each pay Personnel Testing System grade within each rating. Advancement authori- Longevity, or Seniority System. zations are then issued, beginning at the top of The Navy's system provides credit for perform- the list, for the number of men needed to fill ance, knowledge, and seniority, and while it the existing vacancies. cannot guarantee that any one person will be KEEPING CURRENT ON advanced, it does guarantee that all men within a ADVANCEMENT particular rating wiil have equal advancement Remember that the requirements for advance- opportunity. ment are subject to change from time to time. A change in promotion policy, starting with Check with your division officer or with your the August 1974 examinations, changed the training officer to be sure you have the most Passed-But-Not-Advanced (PNA) Factor to the recent requirements when you are preparing for High Quality Bonus Point (HQP) factor. Under advancement and when you are helping lower this policy, a man that passed the examination, but was not advanced can gain points toward rated men to prepare for advancement. promotion in his nextattempt.Up to three multiple points can be gained in a single pro- SOURCES OF INFORMATION motion period. The points can then be accumulated over six promotion periods up to a maxi- In order to adequately prepare for advance- mum of 15. The addition of the HQP factor, ment you need a thorough knowledge of the with its 15-point maximum, raises the number references to consult for detailed, authoritative, of points possible on an examination multiple up-to-date information on all subjects related to from 185 to 200.This givesthe examinee the military and occupational qualifications for added incentive to keep trying for promotion in the Storekeeper rating. spite of repeated failure to gain a stripe be- Most publications you will use while prepar- cause of quota limitations. ing for advancement, as well as those you use in The following factors are considered in com- the normal course of your duties are subject to puting the final multiple. periodic change or revision. Some changes are made at regulai intervals; for example, changes

FACTOR to NAVSUP P-485 are made almost monthly. Other changes are made as the need arises. When using any publication that is kept current by means of changes, be sure you have a copyin EXAMINATION PERFORMANCE which all changes have been entered. Leadership All Other MANUAL OF QUALIFICATIONS EXPERIENCE Awards & Medals FOR ADVANCEMENT Total' Active Service (I per yr) TheManual of Qualifications for Advance- Time in Present Grade (2 per yr) ment,NAVPERS 18068C (QUALS manual) HQP (maximum 3 per gives the MINIMUM military and occupational exam cycle) requirements that must be met for advancement to each rate within each rating. Changes are All of the above information(except the made to the QUALS manual as often as neces- examination score and the HQP factor) is sub- sary to meet current requirements within a mitted with your examination answer sheet. rating. Aftergrading,theexaminationscores,for Referring to figure 1-1 you will notice that those passing, and Cie HQP points (additional the qualifications are broken down by both job points awarded to those who previously passed descripti:m(asectiononAppropriations, the examination but were not advanced) are Allotments, and Functional Accounts, a section added to the other factors to arrive at the final on MaterialIdentification and Procurement, multiple. A precedence list, which is passed on etc.). and then by practical factors (a task that

2 Chapter 1STOREKEEPER ADVANCEMENTS

QUALIFICATIONS FOR ADVANCEMENT Required for Advancement to B. APPROPRIATIONS, ALLOTMENTS, AND FUNCTIONAL ACCOUNTS- Si( Continued

2. 00Knowledge Factors

. 01 Title and symbols of frequently used appropriations and funds E-4 .02Types of appropriations and funds and differences between uses and purposes of each E-4 .03Symbol numbers of frequently used stores accounts and end-use functional accounts E-4 .04Sources of Navy appropriations and their relationship to supply accounting and reporting E-4 .40Regulations pertaining to obligations, restrictions, and responsibilities E-5 .41Minimum records required for operating-target amounts and departmental budgets, afloat E-5 .59Method of constructing and interpreting fenctional accounts: a.Afloat E-5 b.Ashore E-6 .80Regulations pertaining to appropriations, allotments, and departmental budgets E-7

C. MATERIAL IDENTIFICATION AND PROCUREMENT *1. 00Practical Factors

. 01 Maintain requisition logs and files E-4 .02Prepare appropriate documents to procure general stores, equipage, repair parts, and subsistence items... E-4 .03Identify symbols and markings used on bar metal, gas cylinders, fuel drums, and acid carboys E-4 . 04Identify and classify general stores, equipage, and repair parts E-4 . 06Determine and apply appropriate material requirements priority numbers E-4 . 06Translate information punched into IBM cards E-4 .40Determine routine requirements for general stores, equipage, repair parts, and subsistence items E-5 .41Use allowance lists in determination of requirements and in procurement.... . E-5 .42Procure, from approved sources using approved methods, required general stores and technical stores.. E-5 .60Check and approve routine stock requirements submitted prior to final preparation of requisitions; and check and approve prepared stock requisitions prior to their formal submission E-6 Denotes change 5-71 June 1971 91.576(SIO Figure 1-1.Sample page fromManual of Qualifications for Advancement.

3 9 STOREKEEPER 1 & C' must actually be performed) and knowledge Some are general in nature and are intended factors (background information, such as knowl- for use by more than one rating; others (such as edge of procedures, regulations, or technical this one) are specific to the particular rating. matters, required to perform a task or group of Rate training manuals are revised from time tasks) for qualifications within that job. These to time to bring them up-to-date. The revision of practical and knowledge factors, in their entire- a manual is identified by a letter following the ty,are identical to the Record of Practical NAVEDTRAnumber. You cantellwhether a Factors,NAVEDTRA 1414/1(formerly NAVPERS manual is the latest edition by checking the 1414/1) that must be satisfactorily completed NAVEDTRAnumber and the letter following the for each rate level before you can participate in number in the most recent edition of the List of the Navywide examination for advancement. Training Manuals and Correspondence Courses, You will also notice in figure 1-1, that each NAVEDTRA 10061(series). QUAL is assigned a rate level. When preparing Non-Resident Career Courses are available for for advancement you should remember that you rate training manuals and should be utilized areresponsible not only for those QUALS whenever possible to help you get a thorough assigned to the rate level you are preparing for, understanding of the material presented in the but also for all QUALS assigned to lower rate rate training manual. levels. When preparing for advancement to SK 1 or BIBIJOGRAPHY FOR SKC, you should at least review the material presented in the Storekeeper 3&2 rate training ADVANCEMENT STUDY manual. Much of the information presented in The Bibliography for Advancement Study, this manual is based on the assumption that you NAVEDTRA 10052,lists by rate all the publica- are familiar with the material in the Storekeeper tionsthatareavailable for your use when 3 &2 manual. studying for advancement. Some of the publications shown in the bibliography are mandatory and either the publication or the Nonresident Career courseforthepublication must be satisfactorily .completed before you can be BILLETS advanced. For example, this training manual is listedin the bibliography as mandatory and Upon advancement to Storekeeper First Class must be completed prior to being advanced to or Chief Storekeeper, you should expect assign- SK 1. ments of greater.responsibility. On large ships or Like the QUALS manual described earlier, the at shore stations, you will probably be in charge bibliography gives the rate level for each publica- of one large area of the supply department, such tion or section of publication listed. You can be as the storerooms or the stores office. On testedonthe information provided in any smaller ships such as DD or DE types you may publication for the rate level you are preparing be assigned as the leading Storekeeper in charge for and all lower rate levels. of the entire storekeeping function on your ship. BoththeBibliography for Advancement On still smaller ships and stations you may be Study and the Manual of Qualifications for assigned to a unit that doesn't have a Supply Advancement are normally available for your Corps officer attached. In this case you would use in the personnel office or training office of be responsible to a line officer for all supply your command. functions. The important thing to remember is that no RATE TRAINING matter what the billet, or where the billet is MANUALS located you will be the person expected to provide the answers to most questions and Rate training manuals are written to help problems that arise in the day to day operation trainees prepare for the performance of their of the stores function of your supply depart- duties and for advancement. ment. 4 10 Chapter 1STOREKEEPER ADVANCEMENTS

CUSTOMER RELATIONS REWARDS AND RESPONSIBILITIES

Everyonerealizestheneed for improved Advancement brings both increased rewards customer relations. YOU EXPECT to be treated and increased responsibilities. with courtesy when you ask a question at the You are probably well aware of many of the disbursing office, and be given good service advantages of advancementhigher pay, greater when you go to the ship's store. The same thing prestige,.more interesting and challenging work, holds true for the man who comes to the stores and the satisfaction of getting ahead in your office or your storeroom to draw a part or get chosen career. You have probably also discov- some information on a parts problem. ered the personal satisfaction found in develop- Improved customer relations can only be ing your skills and increasing your knowledge. realized through a conscientious effort on your Highly trained personnel are essential to the part to understand the problems others may function;,.g of the Navy. In large measure, the have when they come to you for help. Remem- extent of your contribution to the Navy de- ber, what is a simple, routine matter to you may pends upon your willingness and ability to not be nearly that simple for your customer. accept increasing responsibilities as you advance The following practices should be of help in in rate. When you assumed the duties of an SK3, improving the customer relations in your divi- you begantoaccept acertain amount of sion: responsibility for the work of others. With each advancement, you accept an increasing responsi- Give each and every customer your com- bility in military matters and in matters related plete and courteous attention. to the occupational requirements of the Store- keeper rating. Be alert! Try to remember the names of You will find that your responsibilities for your customers and greet them by name. If you military leadership are about the same as those don't recall or don't know a man's name, ask of petty officers in other ratings, since every him. No ore likes to be referred to as "That petty officer is a military person as well as a guy" or "What's-his-name" specialist.Your responsibilities for technical leadership are special to your rating and are Establish eye contact when greeting each directly related to the nature of your work. customer, acknowledging that you are ready to Managing and staffing of the supply office is of receive his transaction. vital importance, and it's a teamwork job it requires a special kind of leadership ability that Speak on the customer's level; avoid tech- can only be developed by personnel who have a nical supply terms that he may not understand. high degree of technical competence and a deep sense of personal responsibility. NEVER argue with the customerrefer his Responsibilitiesfor administration,super- complaintto your leading petty officer or vision, and training are discussed in chapter 2 of division officer if you can't resolve the problem. this training manual. Let's now consider some of the broader aspects of your increasing responsi- Excuse yourself for all interruptions divert- bilities for military and technical leadership. ng your attention from the customer. Yourresponsibilitieswillextendboth Treat each customer's request as an oppor- upward and downward. Both officers and en- tunity to provide service and not as an imposi- listed personnel will expect you to translate tion. general orders into detailed, practical on-the-job language that can be understood and followed Additional information on customer relations is even by relatively inexperienced personnel. In contained in The Navy Customer Service Man- dealing with your juniors, it is up to you to see ual, NAVEDTRA 10119 and should be utilizes. as that they perform their work properly. At the part of your division training program. same time, you must be able to explain to

5 STOREKEEPER I & C

officers any important needs or problems of way that others can understand exactly what your men. you mean. When a situation calls for the use of standard Navy terminology, use it. You willhave regular and continuing responsibilities for training. Even if youarc Still another requirement of effectivecom- lucky enough to have a highly skilled and well munication is precision in the use of technical trained force, you will still find that training is terms. A command of the technical language of necessary. You will always be res:onsible for the Storekeeper rating will enable you to receive training lower rated men for advancement. Also, and convey information accurately and toex- some of your best workers may be transferred, change ideas with others. A person who does not and inexperienced or poorly trained personnel understand the precise meaning of terms used in may be assigned to you. Or a particular job may connection with the work of his own rati,,47, is at call for skills that none of your personnel have. a disadvantage when he tries to read official These and similar problems require you to bea publications relating to his work. He is also ata training specialist who can conduct formal and great disadvantage when he tries to take the informal training programs to qualify personnel writtenexaminationsfor advancement.Al- for advancement and who can train individuals though it is always important for you touse and groups in the effective execution of assigned technical terms correctly, it is particularly im- tasks. portant when you arc dealing with lower rated men; sloppiness in the use of technical terms is You will have increasing responsibilities for likely to be very confusing toan inexperienced working with others. Your plans and decisions man. will affect a large number of people,many of whom are not in the same office and noteven in You will have increased responsibilities for the same department. Therefore, you must keeping up with new developments. Practically understand the duties and responsibilities of everything in the Navypolicies, procedures, personnel in other ratings. Every petty officer in equipment, publications, systemsis subject to the Navy is a technical specialist in his own field. change and development. As an SK 1, andeven Learn as much as you can about the work of more as an SKC, you must keep yourself other ratings, and plan your own work so that it informed about all changes and new develop- willfitin with the overall mission of the ments that might affect your rating or your organization. work.

As_your responsibilitiesincrease, your Some changes will be called directly to your ability to communicate clearly and effectively attention, but others you will have to look for. must also increase. Use correct language in Try to develop a special kind of alertness for speaking and in writing. Remember that the new information. Keep K to date on all basic purpose of all communication is under- available sources of technical information. And, standing To lead, supervise, and train others, above all, keep an open mind on the subject of you must be able to speak and write in such a supply.

6 12 CHAPTER 2 ADMINISTRATIVE DUTIES

As you advance in rate you will be expected publications, such as U.S. Navy Regulations and to assume more of the administrative duties in Navy Department General Orders, are applicable your supply department. These may be confined to all persons in the Navy and lay down broad, to the stores division while you are a Store- general rules that specify what must be done and keeper Second or Storekeeper First but could what can or cannot be done. Procedural publica- expand to include the entire supply department tions contain information pertaining to specific when you reach Chief Storekeeper. situations and the method of handling them, The job of the senior petty officer is not best guidelines to be followed, and information that expressed as "taking over." Rather, it requires is necessary to perform your duties properly. further education and effort on your part to The number of publications required in your acquire a more complete understanding of the office is determined by several factors. First, functionsof the supply department. More certain publications designated by NAVSUP are knowledge about the Storekeeper rating, and the distributed automatically with the quantity and abilityto organize and plan work flow and range of publications determined by whether or personnel assignments is required so that the not the shiphasaSupply Corps officer supp.y department is able to fulfill its mission of assigned. The second factor is the size of the service to the ship. ship. A small ship may conduct all supply This chapter discusses administrative duties functions in one office, under the direct super- that are normally assigned to an SKI or SKC. It vision of the supply officer and will need only cannot, nor does ittryto, present a "pat" one set of publications. Larger ships may have answer to every problem that may arise. Instead, separate offices, each under the supervision of by emphasizing principles rather than proce- an assistant supply officer which are responsible dures, you will be able to analyze the jobs you for certain functions within the supply depart- must accomplish and make an equitable distribu- ment. In this case, additional copies of certain tion of work. As a competent supervisor, your publications would be required. job will also include efficient use of space NAVSUP requires that an accurate, up-to-date available, effective personnel management in the list be maintained of all official publications on assignment of jobs and conducting training. board. This list must include the name of each This chapter will help you find the answers to publication, the number of copies on board, and such questions as: the location of each copy. This list may be used to advantage byproviding space to record 1. What will my administrative duties be? changes as they are received and to ensure that 2. How do I effectively assign jobs to men all publication holders receive copies of appli- working for me? cable changes. 3. What methods of training are available for You may be responsible for custody and use in my supply department? maintenance of the publications used in your 4. What can I expect during an Annual Supply office, and, while you will probably assign the Inspection? job of making changes to a subordinate, you do have certain responsibilities that should not be PUBLICATIONS delegated. Therefore, you should: There are basically two types of publica- * Briefly review the change and inform the tionsregulatory and procedural.Regulatory supply officcr of any significant changes in 137 STOREKEEPER 1 & C

procedures. (The change cover sheet normally activitiesdiffergreatly among thevarious identifies significant procedural changes.) TYCOM-IS. These publications must conform to basic guidelines established by the Department Ensure prompt distribution of changes to of the Navy. appropriate publication holders. Take necessary steps to procure changes when automatic distribution or sufficient copies LOCAL PUBLICATIONS are not received. Every ship or station has its own organization Be sure that the subordinate who is making manual, and every shipboard department has its changes to a publication is aware of the im- own manual, which is normally a segment of the portance of making them promptly and cor- ship's organizational and regulations manual. rectly. Because of your rate and experience, you have the added responsibility for instructing and Ship's Organization and supervising subordinates in the use and mainte- Regulations Manual nance of publications. This may be accom- plishedby acombinationofmethods. The ship's organization and regulationsman- ual is promulgated by the commanding officer Include various publications in the formal to outline the duties and responsibilities of training program. heads of departments and division officers; and the various emergency bills applicable to the Provide opportunities for practical use of ship. It provides the framework within which the publications rather than supplying all of the the functions and responsibilities of the depart- answers yourself. ments must be organized so that all hands are working together in support of the ship's mis- Give individual on-the-job instruction to sion. subordinates in using and maintaining publications. Supply Department Organization Manual

DEPARTMENT OF THE The supply department organization manual NAVY PUBLICATIONS is promulgated by the supply officer and approved by the commanding officer. NAVSUP Manual, volume 1 contains a list of A supply department organization manual publications pertaining to supply operations and may vary in length from a few pages to a thick provides instructions for procUTtng them. These volume. It provides a comprehensive outline of publications are generally procedural in nature, the duties of each job in the department. The and, with few exceptions, are automatically topics covered include but are not limited to: distributed to ships and stations requiring them. The general organization structure using as a guide the typical organizations given in NavSup Manual. TYCOM PUBLICATIONS The normal personnel allowance of the Some procedures, such as OPTAR accounting, department and its divisions. are promulgated Navywide in the form of broad guidelines and authorize the type commanders The functions of the department and its to establish specific procedures for the ships and divisions. activities under their command. This is necessary because the types and missions of ships and The responsibilities of key personnel.

8 14 Chapter 2ADMINISTRATIVE DUTIES

The functions of the duty supply officer, Hours of operation for ship's stores and duty Storekeeper, division duty petty of- related service activities ficers, and galley watch captains. Regulations for the procurement, stowage, The flow of authority within the depart- custody, inventory, and sale of tax-free tobacco ment. products. Thedistributionoftheorganization manual. Safety precautions and stowage procedures for semisafe and dangerous materials. The organization manual is revised as often as necessary to keep it current, and the supply Maintenance of a refrigerator log for enter- officer probably will expect you to assist by ing temperature readings twice daily and at reporting out-of-date material and rely on your other times when considered necessary. knowledgeandexperience whenpreparing changes. Training program.

In addition to those listed above, instructions must be promulgated to cover topics required by thetypecommander orother competent OPERATING INSTRUCTIONS authority.Instructions are submitted to the commanding officer for approval and then may By now you are familiar with the directives be included as a part of the supply department system and the use of instructions and notices to organization manual or as a supplement to it. supplement or change publications. However, Copies of instructions prescribing sanitary thesupplyofficer must promulgate certain regulations, safety precautions, and equipment instructions and it may be your job to assist in operating instructions should be posted in con- their preparation. These instructions contain spicuous places where they can be seen readily specific actions or precautions which must be by the operators. When plastic laminated plac- taken and implement the generalizations in the ards incorporating the requirements of cognizant supply ti.partment organization manual. commands or bureaus are posted,itis not Supply department instructions are prepared necessary to prepare a supply instruction which in accordance with the Navy Directives Issuance duplicates the information. System, SECNAVINST 5215.1. NAVSUP Man- The best organization manual and the best ual, volume Ilists the following mandatory instructions are worthless unless fully promul- subject areas to be covered by supply depart- gated. In Navy usage, promulgation comprises ment instructions and are referred to as manda- three operations of equal importanceissuance, tory instructions. ensuring that it is read (or heard), and ensuring that it is understood. The last two operations are Safety precautions and operating instruc- frequently the responsibility of the SKI or SKC. tions for equipment operated by supply depart- The popular method of requiring the men to ment personnel. sign a statement to the effect that they have read and understood the organization manual or Safety precautions for food preparation, instructions fails to assure that the men actually including prohibiting the use of steel wool for do understand the contents sufficiently well to cleaning food-handling equipment. be able to comply with them. The most important thing is to write the Sanitary regulations for the general mess instruction in language that your most junior and relatedspaces andship'sstore service seaman will understand and then include these activities. instructions in your training sessions.

9 1.5 STOREKEEPER I & C

CORRESPONDENCE mind. A letter of request, for instance, may begin with the request, followed by an explana- By this time you have probably typed more tion of why the request is made. The important letters for the supply officer or your division thing is to see the body of. _the letter as a officer than you like to remember, so we will succession of complete units arranged in the not go into letter format. If you feei you need most satisfactory order possible to maintain refresher work in letter format consult the continuity from one unit to another. Department of the Navy Correspondence Man- ual. Lets talk about drafting correspondence. EVALUATING THE LETTER When you get a letter requesting information, or when you need information from another After you have planned, organized, and writ- command it will probably be you who drafts the ten your letter, review it carefully for accuracy reply or request for the supply officers signa- and effectiveness. Check it against the questions ture. listed below: There are three main steps in writing any letter. You must plan, organize and evaluate. Is the letter COMPLETE?

Is the letter CONCISE? PLANNING THE LETTER Is the letter CLEAR? Before you tackle any task you must do some sort of planning in order to make your job easier Is the letter CORRECT? and the results clear to all concerned. The same holds true for letter writing. In order for you to Is the letter COURTEOUS? draft a meaningful letter you must have a clear knowledge of its purpose. Most Navy letters either request permission, action, or informa- FILES tion, or reply to requests for information, action or permission. Not every letter will fall into You probably have performed most of the these categories, but they serve as examples of filing operations required in the supply depart- how to plan a letter. For example, if the purpose ment and have coded correspondence according is to request something, you must be certain the to the Department of the Navy Standard Subject request is clearly and definitely stated. Usually Identification Codes, SECNAVINST 5210.11. there should also be a statement as to why the Previously, however, you classified, coded, and request is being made. When a letter is written in filed material under direction. Now you will be reply to one received, the receipt is generally answering questions you were asking not so long acknowledged, not only by citing the letter as a ago. reference but in the body of the reply. If a request has been made, the most important thing in the reply is a clear statement as to ORGANIZATION, OF FILES whether the request is granted or denied. Long letters frequently need a summarizing statement Any filing system is set up as a tool to make as the final paragraph. office procedures more efficient. Regardless of whether you are setting up a new filing system or working with an established system, the size ORGANIZING THE LETTER and scope of the files should be determined by analyzing the filing requirements of your office. Organizing the letter is simply the placing of On smaller ships or stations where most of the all parts of the letter in their proper order. The supply department clerical work is performed in order should be planned with the reader in one office,it may be more convenient to

10 16 Chapter 2ADMINISTRATIVE DUTIES maintain one set of files for all supply functions. necessaryactiontopreventthefiles from However, where each division performs its own growing beyondthepoint wherethey are clerical work apart from the supply office, a manageable and practical. Two methods are used more workable arrangement would result if each to prevent the files from becoming overstuffed division maintained the tiles that pertain to its with a worthless accumulation of paper. They functions. are: (1) records disposal and (2) breaking the Other factors that must be considered are: files.

Amount of material to be filed.

Frequencyatwhich materialmustbe retrieved from the files. RECORDS DISPOSAL

Number of men using the office. Instructions for disposal of official records are containedin Disposal of Navy-Marine Corps Work flow within the office. Records, SECNAVINST 5212.5 which is published in three parts: And last but not least, the amount of space available for files. Part IDepartment of the Navy's Records Dis- posal Program You may choose to set up the entire filing Part II Retention Standards for Naval Records system according to the Navy Standard Subject other than those of Individual USN Identification Codes, or you may use this system and USNS Vessels for the general office files and use separate Part III Retention Standards for Records of sections for copies of retained reports or returns. Vessels of the United States Navy Here again, you must be guided by the factors (USN) and United States Naval Ships stated above. in Service (USNS) After the filing system has been set up, it should be evaluated. The question, "Is your The retention standards provide broad guidelines filing system adequate?", is not answered by for the length of time that various records must producing a cabinet full of neat, orderly, but be retained on board and the disposal action to empty file folders. Rather, the test of effective- be taken following the retention period. As a ness is answered by: generalrule, most of the files generated by routine supply operations have a relatively short Accessibility. retention period and then may be destroyed. Records which have permanent value are trans- Ease and accuracy of filing. ferred to a Federal records center at the end of the retention period. Since the records disposal Ability to retrieve desired material without instructions contain only broad guidelines, it is undue delay. necessary to develop a disposal schedule which meets the needs of your office and the require- To ensure that material is accurately and ments of SECNAVINST 5212.5. Once estab- promptly filed, definite responsibilities should lished, the schedule for records disposal should be assigned. One man may be assigned the job of be followed and not be put off until some future filing all papers, or each man in the office may date when you will "have more time." Jobs be responsible for filing the correspondence accomplished during a flurry of "catch up" and/or documents relating to his job. work usually are not performed as well as they Even though an adequate filing system has would be if handled at the regular time. When been developed and personnel properly indoctri- disposing of overagefiles does not provide nated in its use and maintenance, you must still sufficient space for current files, the second exercise supervision over thefiles and take method should then be employed.

11 STOREKEEPER 1 & C

BREAKING THE FILES Personnelhaving heavy in-and-outtraffic should be located near the entrance. Breaking the files is accomplished by closing Arrangement of equipmentandfacilities out a series of files on a specified date, transfer- should allow for effective supervision. -ring- the--closed-outfiles -to -a- -localstorage Files, supply cabinets, and records should be location, and opening a new file series. When it conveniently accessible to those who use them. is necessary to break files, it should be done on Personnel using the same equipment should an annual basis: at the end of the fiscal year for be located together; noisy machines should be fiscal and accounting records and at The end of grouped to minimize interference with other the calendar year for correspondence and gen- work. eral files. Whenever possible,itiswell_ to have a window, suitably placed, through which business can be transacted. By this means, a lot of SPACE UTILIZATION unnecessary traffic through the office can be avoided and better security achieved. In a larger In discussing space utilization it is important space,an expanded metal partition with a to remember that afloat units are handicapped window opening or properly placed desks will to some extent by having fixed furniture and give you the desired security and traffic pattern. equipment. That is,desks,filecabinets, and When planning storeroom utilization, the type other furnishings are normally welded in place and usage of stores must be considered. This or otherwise permanently secured to prevent should include the bulk, weight, and volume of injury while underway. Also, the physical layout items to be stored; access to the storeroom for of the office or storeroom is, by design, a rather receipt and stowage; access to the storeroom for permanent condition. Ships' fittings and design breakouts and issues; security of stores; and the features cannot normally be altered without frequency of demand for the items. NAVSHIPSYSCOMD approval, since any change could affect the ship's structural stability. This does not mean that improvements in space utilization cannot be made. There are certain factors that can be considered in obtaining the most efficient use of the PERSONNEL MANAGEMENT space you have available, before, the move is made. It may be a good idea to draft a floor ?lan One of the concerns of personnel .manage- with furniture and equipment drawn to scale. ment is the assignment of personnel on the basis You will save yourself and others a lot of hard of capacity and interest to perform specific work if you know what you are going to do functions, duties, and tasks. It involves recog- before you start rearranging. You may make nizing that every individual uses a basic knowl- such a floor plan even more meaningful. by edge, skill, or ability in performing a task and drawing lines to show the flow of work in your that each person's capacities should be fully office. utilized. In dealing with these dynamic aspects Location of furniture and equipment shc.)uld of an organization, you are not expected to be a facilitate the work. That is,if the job of a management engineer. However, asa senior certain Storekeeper requires frequent access to petty officer, you should be able to exercise certain files, make sure that he can get to them your leadership responsibilities in dealing capa- without spending half the day walking back and bly with human relations. In this sense, leader- forth. if equipment is readily movable, move it ship can be defined as the capacity to direct or to the work instead of carrying the work to the influence the behavior of others toward specific machine. goals. In carrying out this mission, your respon- Units and individuals having the most fre- sibilities do not stop with the assignment of quent contacts should be located in close prox- duties and the delegation of authority; you also imity. must control the functions.

1 S Chapter 2ADMINISTRATIVE DUTIES

PERSONNEL ASSIGNMENT Equipment and material required Information required to perform One of the most difficult tasks facing a How obtained supervisor is making an equitable and efficient Where obtained distnbution of the individual- jobs among -as-- Time required -to- perform signed personnel. If this could be accomplished Frequency of operation by a simple mathematical formula, (jobs ÷ Disposition of completed work availablepersonnel = distribution)it would Related jobs present no problem. However, itis not that simple. Your men will have varying degrees of Another feature of job analyses, in addition knowledge and experience. Also, the jobs differ to determining skills required to perform the in complexity, required time to perform, and various jobs efficiently, is the information per- frequency of performance. While the ultimate tainingto related jobs. You may usethis responsibility for the assignment of personnel information to group similar jobs so that they rests with the supply officer, he will rely heavily may be assigned to the same man. on your recommendations.

What Are the Jobs? Who Can Do the Job?

The first step in planning personnel assign- Now that you have inventoried and analyzed ments is to prepare a list of all jobs that are the jobs to be performed, all you have to do is required in performing thr, supply functions for match your men with the skill requirements in which you are responsible. Tlw size of the list the jobanalysis. Simple? Hardly. You will will depend upon the number of supply func- seldom be in the position of having a group of tions under your supervision and the degree to men possess all of the skills required. which you break down these functions into jobs. At this point you are primarily concerned It is not necessary to list every mot; n required with assigning a man to each job. Therefore, the to perform a job, but each separate, dstinct job job responsibility should be assigned to the man should be shown. most nearly meeting the skill requirements. Rate The list should not be limited only to routine alone is not always the best way to make this work, but it should include reports as well as the determination. An SKSN may have had more jobs that are performed less frequently. experience in a particular job than an SK3, or an SK3 may be more qualified in an area than an What is Required? SK2. Another factor to be considered is the number of jobs and the number of men you The next step is to analyze the job require- have to fill them. The number of jobs to be ments. The major purpose of job analysis is to assigned to a man depends upon his experience. help you to make the most effective use of The more experienced man may be able to manpower. Therefore, you decide how much handle several jobs with ease; whereas the man information is needed about each job. You can with limited experience may be able to do only make the analysis as simple or as elaborate as one job successfully. you deem necessary. The items listed below However, with all the inventorying and anal- could be used in making a job analysis; either by yzing, don't forget that you are dealing with listing on a separate sheet of paper for each job men and not stores. Try to find out something or in the form of a chart using separate columns about the man you are assigning. He may have for each job. special aptitudes, interests, physical characteristics, or personalitytraits which make him Operation performed particularly well suited or very unsuitable to Where performed certain tasks. These traits should be considered Knowledge required when making assignments. This is not to say that Skill and experience required your men should be coddled, but a man doing a

13 19 STOREKEEPER 1 & C

job that he likes and is well suited for willdo a providing men who have the knowledge and skill better job with less supervision. necessary to perform their jobs. It serves the Your goal should be the timely, accurate man's need by enabling him to gain the prestige completion of all jobs with the work equitably and higher pay that goes with advancement in distributed among all personnel. rate. When you receive a new man in your depart- Job Rotation ment or division, whether from "A" school or Once you have assigned jobs to each ofyour another ship, station or departmenton your men don't be misled into assuming that you ship, his training and YOUR learning should have everything covered. Everyman will not be start. on the job every day, you will have men going If the man comes from "A" school,you have on TAD or leave or beingtransferred. Some some idea of his knowledge and some idea as to provision must be made to cover the job these how you can best utilize his talents. If theman men were doing. comes from another ship or station his service One way to do this is by job rotation. Asmen record may provide some idea as to his experi- become proficient in their jobs, they should be ence and capabilities. A man from another ,:onsidered for reassignment to different jobs. department on your ship is generally without They probably will learn faster if thenew job is supply experience and you must spendsome related to the old one, and, if possible, personal additional time with his individual training. preference should be one of the factors in One highly effective method used to deter- deciding new assignments. mine the man's capabilities is conversation. An Job rotation should not becomea periodic hour spent in a face to face talk over coffee and game of "musical chairs." Each reassignment doughnuts not only makes theman feel as should be a progression froman easier job to a though heisa welcome addition to your harder one, and the man must stay in each job department or division but provides you the long enough to develop a sense of responsibility opportunity to learn about theman. In this way for doing it right. Otherwise, youare apt to end you both benefit. up with a group of men that know a little bit What if you're the new man? Well,a few days about a lot of jobs but are generally confused spent listening and observing your new division about the purpose and procedures forany one at work could and often does help you when of them. you set up your training schedule or in making Everyone benefits whenmore than one man is major job reassignments. qualified to handle each of the jobs in the Once you have determined the trainingre- department. quirements for your department you must implement a meaningful trainingprogram to ensure The ship benefits since, in anemergency, each man in the department .receives the best there will be someone to take overa job. available training. Several methods of training are discussed below. You benefit because your job of planning work and leave schedules is easier since the most Navy Schools efficient use can be made of personnel. The Storekeeper courses offered by Fleet The man benefits because of his feeling of Training Commands should not be overlooked in accomplishment and pride in his work and his your training program. These courses vary in chance of advancement is greatly increased. lengthfrom the complete Storekeeper "A" course down to 1 and 2 week package courses on individual areas of the Storekeeper rating. All TRAINING these courses offer an excellentmeans of afford- ing your men the advantage of Navy schooling Traininginthe Navy serves a "double- without, in most cases, the disadvantage of barreled" purpose. It serves the Navy's need by losing them for a long period of timeor

14 Chapter 2ADMINISTRATIVE DUTIES permanently. These schools are organized by the simple act of answering a question penaining to Navy Training Commands of each coast, who a job. provide instructors and training material. Fleet No matter how on-the-job training is applied inputtothe schoolsiscontrolled by the in your department, remember, itis not a FLTTRACOM, and announcements as to subject substitute for the formal training program. matter, convening dates, and quotas are usually The training you offer, both by formal and contained in FLTTRACOM or TYCOM instruc- on-the-jobtraining,should, accomplish three tions. These courses are currently offered at purposes: various locations in order to provide maximum availability to shipboard personnel. 1.It should give your men a picture of the total operation of the sapply department and Shipboard Training how each man's job fits into the total operation. 2. It should instruct the men in the knowl- Shipboard training consists of a regular formal edge they should have to do their own jobs. training program and on-the-job-training. Both 3. itshould,inconjunction with corre- methods are effective when properly planned spondence courses and independent reading, and carried out. Military Requirements for Petty help prepare the men to quaff!, for advance- Officer 1 &C, NAVEDTRA 10057-C, Chapter 6, ment. contains detailed information on development of good individual training methods and should be referredto when establishing a training program. SUPERVISION

FORMAL TRAININGWhendeveloping It is difficult to describe a good supervisor your formal training program plan you should and even more difficult to become one. The include the subject matter to be covered, fre- methods of supervision depend on the individual quency of training periods, length of training personality and traits of the men being super- periods, and the instructor responsible for each vised and the supervisor. lesson. The schedule must be flexible to permit The most effective supervision is maintained changes when required by heavy or unforeseen wren thereismutual respect between the workload or when more than one periodis supervisor and the subordinates. A form of requiredto adequatelyexplain a particular supervision exists when all work is performed in lesson. While specific lessons are usually assigned response to specific orders and exactly as or- to the instructor considered most qualified, keep dered. However, this form of supervision is in mind that instructing is also a "qual" for unfair to both the supervisor and the subordi- advancement. Lesser qualified men should not nate since it requires the supervisor to use an be overlooked as instructors. Their participation excessive amount of time on details, and it robs in the training program gives them a chance to the subordinate of responsibility and the initia- increase their knowledge and skill through on- tive he must have in order to become a better the-job training, and it provides a "change of SK. pace" for the trainees. Subject matter should Nearly everyone has a built-in competitive include military as well as professional topics. spirit that can be used to advantage. Competi- tion may exist between men of different store- INFORMAL TRAININGInformal training, rooms between storeroom and office personnel, or on-the-job training as it is popularly called, is between supply divisions, or between depart- best used to teach a specific job or part of a job ments. However, there is considerable difference to one or two people. It may be the intensive between goodnatured bantering and petty bick- training and supervision of an individual to ering, and, if you sense that worthwhile compe- ensure he islearninghis job correctly, and tition is being replaced by petty faultfinding, it understands the reasons for the job, or the is time to rechannel the misdirected energy.

15 21 STOREKEEPER 1 & C

Span of Control under his supervision the actio,. necessary to get the job done. The number of individuals you can supervise adequately will depend on the work you have to How Much Sup:rvision? do and the amount of your time-required-for its accomplishment. The number of personnel di- It's a curious thing that, while most ofus like rectly supervised by one person should generally to feel that our seniors know what is goingon, not be less than three nor more than seven. If we strongly resent the sense that someone is the functions of your office are fairly routine, watching our every move. We especially resent the span of control may be larger. However, being watchedif we think the watcher is when you find yourself bogged down, spending constantly looking for something to complain your time on routine details to such an extent about. that you can not find time for supervision or for With men whose abilities and methods of your special duties, then it is time to reduce your working you know well, you actuallycan span of (direct) control. Always retain your dismiss thought of a piece of work once it is overall authority and supervision, but when assigned, but this is not always true. A good necessary break down the span into groups, by supervisor knows which men can be reliedupon related jobs, of 4 or 5 men. to proceed on their own, and which, ones need Each group should be headed by a petty closer supervision and direction. Just the fact officer responsible to you for the professional that you are paying attention to what they do (and sometimes military) performance of the has a salutary effect on the atmosphere of the men inhisgroup. This leaves you free to office. supervise broadly, to concentrate on problems One mistake commonly made by less experi- needing special attention, to handle special work enced supervisorsisto do a great deal of assigned by YOUR supervisor and to attend to observing but apply very little thought to what those duties which can be performed only by is observed. A successful supervisor often gets the leading Storekeeper. more out of a brief, casual visit than another would get from standing around foran hour Unity of Command watching the man at work. This is because he makes a practice of knowing as much as possible Unity of command simply means that a about each man, and when he isnear him lie person should report directly to and receive really concentrates on what the man is doing orders from one superior. When you assign and how he is doing it. He usually adopts a responsiblity to a petty officer for a group of casual manner to spare the man embarrassment, men he should have control and he alone should but there is nothing casual or careless about the issue orders to and receive reports from that supervision he is exercising. group. Unity of command also requires that the Avoid, if possible, the type of criticism which merely condemns. Most workersmean to do petty officer knows whom he directs and to their jobs well most of the time. If you start whom he reports; and that the men of the group understand to whom they report. with this asst:inption, you will find that you have ranged yourself on the side of the worker rather than against him. If you take it for Authority Equals granted that he means to do well and youcan Responsibility offer him help in doing better, there is no need for him to fear you or feel antagonism toward Good organization always matches responsi- you. However, don't make the mistake of trying bility with authority. This means that when you to explain this to the man. Just adopt a spirit of assign responsibility for doing a job to one of helpfulness as your fundamental attitude and your subordinates you also delegate to him the make it a basis of your comments and actions. necessary authority for its accomplishment. He When you see one of your men doing something should have the authority to require from those entirely wrong, your purpose is not merely to

16 22 Chapter 2ADMINISTRATIVE DUTIES

stop him, but also to start him doing the job prescribed or approved standards, and records right. So, instead of just saying, "Don't do it and reports are examined to determine whether that way!" tell or show him 'low to do it they meet the requirements of law and regula- correctly. Most men will sense your attitude and tion NA VSUP P-485 specificallydirects the 'respond to it. inspecting officer to: When you have given criticism, you should carry through to see that your directions are Evaluate the effectiveness of the inspected being followed. Again, don't be too fussy or command or activityin the performance of obvious about it, but be sure that you do the assigned mission, functions, and tasks. necessary checking. The kindness and friendli- ness you show in all dealings with subordinates, Determine the adequacy of resources avail- including criticism, should not be taken as an able to the inspected command or activity as to indication of weakness, but should be underlaid quantity, quality, and management in the per- by a firm purpose to get the work done. formance of assigned mission, function, and The technique of good supervision has been tasks. described as iron haftd in a velvet glove. This infers complete control of the work and workers Evaluate the effect of any deficiencies in while maintaining a spirit of cooperation and either administration or resources on the ability encouraging initiative. of the inspected command or activity to per- Do not be an abseree supervisor. This is a form its assigned mission, function, and task. particular problem when your area of supervision includes more than one space, such as a Recommend, via the chain of command, group of storerooms. If one of the spaces is in appropriate action to correct deficiencies. The thecharge of a capable pettyofficer,the inspection report is to include both unsatisfac- tendencyisto concentrate attention on the tory and meritorious conditions noted during other spaces to the exclusion of the one space. the course of the inspect: n. To ensure that good working habits are maintained, you must spend some time in EACH Preparation for ASI space and maintain direct communications with ALL of your supervisory personnel. Probably the best place to start preparing for your ASI is the report of the last inspection, since this will no doubt be one of the items ANNUAL SUPPLY INSPECTION checked by the inspecting officer. Were all discrepancies corrected? Are current supply pro- Probably the most misunderstood event you cedures in effect to prevent recurrence? This is will encounterinsupplyoperationsisthe the logical place to start, not only because it will Annual Supply Inspection (ASI). Many store- be checked by the inspecting officer, but also keepers feel this is just a system designed to because it points out former weaknesses in the show how ineffective their supply department is. department. If YOU feel your department doesn't measure Another source of information is the inspec- up under pressure, chances are it does not. tion checkoff list which is frequently distributed The Annual Supply Inspection is conducted prior to the inspection. By using this and the by a Supply Corps officer, normally on the staff report of the last inspection, you can conduct of the type commander, on an unscheduled your own inspection far enough in advance so basis.Itis designed to provide guidance and that deficient areas can be corrected. Preparihg assistance when needed and it rates the overall for the inspection will produce the best results effectiveness of the supply department in rela- when you use it as an opportunity to step back tion to supply departments on other ships of and take a good, hard, objective look at the simular type and mission. In general, the proce- operations of your department. In this way you dures and methods in effect are examined to will be able to see it much as the inspecting determine whether they are in accord with officer will and make improvements where they

17 23 STOREKEFDER l & C are needed. You may prefer to ask an officer r staffed and supervised, the ASI should not cause senior petty officer from another supply depa.t- a "panic button" situation since the best way to ment to conduct your "pre-inspection" since prepare for inspection is to stay ready. This someone else may be more objective in his requires that you give proper attention to all approach. jobs for which you are responsible, and it must When allsupply functions are adequately be constant attention rather than once a year.

18 24 CHAPTER 3 NAVY SUPPLY SYSTEM

Much of this chapter will deal with familiar "Logistics is the process of providing what commands in the Navy and Defense Supply is needed when itis needed where itis Systems. By now you have heardof and needed. It embraces the supply and distri- probably dealt with such places as DCSC, GSA, bution of men and materials. It involves SPCC, etc., during some point in your career. forecasting requirements. It is the schedul- When you encounter receipts from these places, ing production, assembly, storage. distribu- or order supplies from them, have you ever tion, maintenance, repair, and replenish- asked yourself "Why?" Why is there such an ment of equipment. It is the procurement, elaborate supply system? How do the various training,billeting,feeding,distribution, revels of the system work together to provide staging, hospitalization, replenishment, and effective supply support, not only to the navy, rehabilitation of personnel." but, to all branches of the armed forces? And, just as important, how do t, as a Storekeeper, fit As thus described, logistics includes the tasks of into this mammoth but highly effective system? recruiting, training, and administering personnel, This chapter discusses the meaning and appli- as well as providing and maintaining equipment, cation of logisticsthrough the Defense Supply and supplying material to the combat forces. Agency and the Navy Supply Systemso that But in the usual language of military men, the you will be able to identify the supply depart- former task is referred to as personnel management afloat and ashore as being an integral part ment or personnel administration, and the term of the Navy Supply System and to relate the logistics normallyisconsidered to relate to mission andfunctions of the Navy Supply material matters or the area understood to be System to the overall mission of Defense logis- included in material logistics. Thus all that has tics. to do with bringing the material resources of the national economy to the support of our combat forces is encompassed in the term logistics. LOGISTICS The elements of logistics have been with us a long time, and military planners have realized that the three principal requirements of strat- The obvious first purpose of military organi- egythe range at which the fleet is required to zations is combat. But the fighting forces need operate effectively, the mobility with which it to be administered and supported. By official can shift its striking power over a large area, and definition, logistics encompasses all that part of the size of the force usedrelies heavily on Militaryactivity not included in strategy or logistics. tactics. Strategy is concerned with the general It is obvious that the Navy Supply System is plan for the employment of the fighting forces intimatelyconcernedwiththe problems of while tactics rers to specific maneuvers, com- logistics, and that logistic demands determine bat moves, and special techniques of fighting. theactivities of the Navy Supply System. An excellent definition of logistics is that given Therefore, to know the principles of the Navy by the former Secretary of the Navy James Supply System, itis necessary to know the Forrestal: principles of Logistics.

19 STOREKEEPER 1 & C

PRINCIPLES OF LOGISTICS In addition to these basic elements, there are a number of miscellaneous activities which are The basic principles of logistics remain the primarily operational but which might also be samewar or peace, and it has been found that classed as logistic since, in the final analysis, five major elements plus a variety of minor theyarenot combatantinthemselves but considerations comprise the basic principles of merely tend to support the combat operations. any logistic operation. These include aerology, communications, target First of all, any wartime logistic operation service, general health measures, general intelli- must be in support of combat or tactics, and not gence, public relations, psychological warfare, as for the purpose of combat itself. This consists of well as many similar activities. the actions necessary to supply technical or The above description refers principally to special supplies and equipment (including design military logistics. However, modern warfare also and construction of ships), general supplies and requires participation of the civil population and equipment, subsistence, and fuel. Usually it will Llobilization of the industrial ecoaomy. This has include procurement, distribution, organization, resulted in the establishment of "civil logistics." installation, and control for each item involved. The term "civil logistics" refers to the mobili- 11w second essential characteristic of logistic zation of production facilities, raw material, operationsconsists of the maintenance and capital, or labor, required to support the Armed repair of material after it is in its proper position Forces in their actual contact with the enemy. It to be used. This requires that the necessary includes the organization and control of all facilities be provided in addition to personnel natural resources which are at the disposal of the who are qualified to perform the needed mainte- Government for the waging of war. It is obvious nance and repair. that in modern "total" warfare, the manufacture The third characteristic consists of transporta- of steel is as important to the war effort as the tion of equipment and personnel to support ruing of the weapon made of that steel, even combat operations. To be in support of combat though the manufacturing process may be less operations, itis not necessary that the equip- spectacular. ment or personnel be strictly combatant in Productive facilities are, with some excep- character.It could be material and personnel tions, civilian organizations, and it is generally necessary to establish and maintain an activity considered appropriate that the management which will provide combat support, such as an and control of such activitia should also be aircraft repair shop. The movement of person- civilian affairs. Military dominance of industrial nel, equipment, and supplies, whether by land, mobilization is limited largely to the determina- sea, or air,islogistic in character sinceit tion of military requirements, their relative supports combat operations. urgency, and the actual employment of the The fourth element of logistic operations is products of the civilian economy. the subsequent removal of men and material. This includes:( I )the medical and casualty evacuation with the attendant hospital ships, hospitals, air evacuation, and so on; (2) the salvage of material, both that of the United LOGISTIC PLANNING States and of the enemy; and (3) the handling and administration of the enemy's population. The success of any military campaign, exer- This last activity includes reports, interrogation, cise, maneuver, or role of the United States in custody, andciviladministration of enemy any operation, depends in large measure on civilians. planning. Planning is inescapable. The fifth element pertains to the construction Planning starts long before hostilities begin. of facilities. This includes construction not only Preliminary plans usually are roughed out on a of base facilities but of such active or passive national scale by astaff of experts. These fortifications as air-raid shelters, enplacements 'inners have access to the highest levels of for heavy guns, warehouses, piers, and roads. iot,)rmation Lad are equipped with voluminous

20 Chapter 3NAVY SUPPLY SYSTEM

tables of basic allowances and consumption. DEFENSE SUPPLY AGENCY They work out programs, together withapprox- imateestimates as to how many ships, men, The Defense Supply Agency (DSA) was estab- planes, and how much fuel, food, and other lishedasan agency of the Department of supplies will be required. Next, they survey the Defense to provide centralized management of production schedules and war potentials of our common supplies and services for all military own and allied countries to be sure that suffi- departments and other agencies of DOD. At the cient materials will be on hand for the Navy, present time, close to 60% of the line items in Army, and Air Force, based on their missions. the integrated Navy Supply System are managed When the master plan has been decided, by DSA. These items are all identified by the subsequent departmental planningis done numeral 9 proceding the alphabetic cognizance down through the various chains of command. symbol. The one exception is cognizance symbol In the Navy, each material command, bureau, 9Q which is managed by the General Services fleet commander, type commander, and their Administration (GSA). subordinates, work out estimates of what material, manpower, and how much time will be required to perform its mission. Within the DEFENSE SUPPLY CENTERS Navy, programs arebuilt around the basic elements of the Navyships, aircraft,bases, The field organizations of DSA are the De- ordnance, and personnel. Subsequent decisions fense Supply Centers (DSC). These six centers, and supporting plans which evolve at the lower each responsible for a certain type of material, levels are forwarded to top Navy planners for are responsible for providing the most effective approval and subsequent integration into the and economic support of items common to overall plan. various military departments and other DOD After strategic plans have been approved, components. logistic planning must anticipate the demand for material, personnel, and services to meet the Responsibilities operational requirements. This planning must predict what will be required, how much will be In addition to the major responsibility noted above, DSC's are also responsible for: required, when it will be required, where it will be required, and how it will be transported. ;., Each of the military services has its own A wholesale distribution system for assigned supplies. supply system which is concerned not only with planning, but also with "delivering the goods." In addition to preparing plans for possible future Performing or arranging for material in- actions, these supply systems must be able to spection of assigned supplies. provide the day-to-day operating requirements of theirservices during peace time or limited The administration and supervision of the hostilities. federal catalog program and such other In the same manner that operation plans are programs as may be directed by SECDEF. coordinated within the Department of Defense, many of the supply functions of the military Replenishment Requirements services are coordinated within the Defense Supply Agency. Itis the responsibility of each service to Since you are not likely to be involved with determine the kinds of supplies and equipment logistic planning, the balance of this chapter will needed, and the quantity needed per operating concern itself with the support functions of the unit; the defense supply .centers compute the Navy Supply System in meeting routine require- replenishment requirements on allthe items ments, its relation to DSA, and how it affects under DSA management. These computations your ship. take into account the demand history recorded

21 27 STOREKEEPER I & C by the DSC's on each item of supply and program requirements furnished by each service.

Distribution Activities

ISSUE TRANSACTION Materialdistributionfunctions within the REPORT Defense Supply System are performed by, defense depots and specialized support depots.

DEFENSE DEPOTA defense depot .isa storage point for DSA material. Issue of material from a defense depot is centrally controlled by MATERIAL the cognizant DSC. Defense depots cannot REQUISITION accept requisitions directly and issues are made only when directed by the DSC.

SPECIALIZED SUPPORT DEPOTSpecial- ized support depots (SSDs) have been established by the DSA to provide direct support to Navycustomers. SSDs are locatedat NSC, 10.95 Norfolk and NSC, Oakland. Unlike defense Figure 3-1.The Defense Supply System. depots, the SSDs have the authority to receive requisitions direct from the host NSC and make NAVAL MATERIAL COMMAND issues locally. Although SSDs are located within the NSCs, their stocks are owned and managed When one mentions the Navy Supply System, directly by the cognizant DSC. the Naval Supply Systems Command (NAVSUP) is usually the first organization to come to mind. Defense Supply System Operation While NAVSUP is an important part of the Navy Supply System it is only one of many System Figure 3 -I illustrates the typical operation of Commands involved in the logistic Qperations of the DSA supply system in filling a requisition the Navy Department. submitted by an afloat customer, Remember, Starting with WWII equipments and systems even though NSC Oakland is a SSD, the requisi- were being developed and installed at such a tion from the ship was submitted to the Navy rapid pace that the then "material bureaus" activity (NSC Oakland), not directly to the SSD. were no longer able to effectively manage the logistic problems of the advances. In order to be more responsive to the logistic requirements of GENERAL SERVICES ADMINISTRATION the operating forces, the Navy was reorganized. This reorganization resulted in the establishment The General Services Administration (GSA), of the Navy Material Command. The Navy whilenot afield activity of DSA, provides Material Command is directly responsible to the common use items such as paint, paper, hand CNO and has six subordinate systemscom- tools, and cleaning gear to the various military mands: services and other DOD components. Items managed by GSA are identified by cognizance Naval Air Systems Command symbol 9Q in the NMDL. Items appearing in the Naval Electronics System Command various GSA handbooks that do not appear in Naval Facilities Engineering Command the NMDL are considered nonstandard and are Naval Ordnance Systems Command subject to the rules for procurement of non- Naval Ship Systems Command standard material. Naval Supply Systems Command

22 Chapter 3NAVY SUPPLY SYSTEM

The primary mission of the Navy Material The data processing applications for supply Command is logistics, and the coordinated ef- management within the Navy Material Com- forts of thesixsystems commands arein mand. support of .that mission. This mission, briefly stated, is to plan for and develop the resource A more complete list of NAVSUP's responsi- capabilities and readiness to meet material sup- bilities is contained in both NAVSUP Manual port needs of the Operating Forces of the Navy volume I and NAVSUP P-485. and the Marine Corps. In order to effectively support its mission NAVSUP must rely heavily on the other systems commands for technical advice pertaining to equipment and material requirements theyman- NAVAL SUPPLY SYSTEMS COMMAND age. In return NAVSUP furnishes supply management methods and guidance to other com- As mentioned above, NAVSUP is just one mands and offices. command intheNaval Material Command. As you study the following, you will see how However, to you, as a Storekeeper, it is possibly the many functions are interrelated so that the the most important in your immediate supply Navy Supply System can support your ship or operations. other element of the Operating Forces. You will NAVSUP is responsible for the development also see how the supply department, afloat or and supervision of the Navy Supply System. It ashore, functions in much the same way in must combine in one system all supply and meeting the needs of the ship or station. distribution functions so that it can meet its Thebasicelementsofsupplysupport, objective of responsive and efficient material whether it be for one ship or Navywide, are support to the Operating Forces. The Navy determination of requirements, procurement, Supply System operates at and must be respon- and distribution. sive to ail levels of command. It is not enough to develop only those capabilities which will enable the system to meet the needs of one task force, DETERMINATION OF REQUIREMENTS or one fleet. The Navy Supply System must be able to respond to any and all needs of the Determining requirements for material is not Operating Forces andtheirrelated support new to you since you probably have had some activities. The responsibilities assigned to NAV- experience in this aboard your ship. In perform- SUP also include: ing this job, you had two excellent tools to work withthe COSAL and usage data from the stock, The administration of the Navy Supply record cards. The Navy Supply System uses System, the Navy Stock Fund and other admin- these same tools when determining requirements istrative duties. for replenishment material. However, not all material comes under the heading of replenish- Providing technical guidance for Navy ma- ment. When new material, such as the repair terial to activities of the Navy and Marine Corps, parts requirement for a newly developed item of on provisioning, cataloging, inventory manage- equipment, is introduced, long range plans must ment, transportation, receipt, storage and other be developed to ensure adequate support. functions. There is another area which calls for determination of requirements. When the plans foran The maintenacice of official stores accounts operation have been approved, logistic planning for Navy material in store entrusted to the must provide the material needed to support it. custody of an accountable officer. Such elements assize and duration of the operation, its distance from established support Researchanddevelopmentefforts activities, and climate to be encountered must associated with the functions, methods, equip- be considered in order to predict, with any ments, and material assigned. accuracy, answers to the questions: What? How much? When? Where?

23 29 STOREKEEPER I & C

PROCUREMENT INVENTORY CONTROL POINTS

As soon as requirements have been estab- It isn't easy to handle the management of the lished,thenext stepisprocurement. Most hundreds of thousands of different items of procurement aboard ship is by requisition. How- material in use throughout the Navy. To help in ever, before the supply activity can issue the the task NAVSUP established Inventory Control material on your requisition, it first must be Points (ICP's). procured and delivered to that supply activity. -There are two designated ICPs: Although some items are manufactured in Navy facilities (such as shipyards) the vast majority of material is purchased from commercial suppliers. Navy Aviation Supply Office, Phila. (ASO) The impact of procurement on thecivilian Navy Ships Parts Control Center, Mechan- economy ranges from insignificant for replace- icsburg (SPCC) ment stock of shoelaces to staggering when procurement includes the material necessary to support an "all-out" wartime operation. There are also three activities who, while not Procurement comprises such functionsas: ICP's, have been assignedspecific inventory establishingspecificationsforthe goods re- management responsibilities in addition to their quired; standardizing material; cataloging and primary mission, they are: identifying material; inspection; investigation of costs; and assignment of priorities. Procurement NavalPublicationsand Forms Center, may also involve allocating critical raw material Phila. to the supplying manufacturer. Navy Fuel Supply Office, Alexandria, Va. Fleet Material Support Office, Mechanics- DISTRIBUTION burg

The first phase of distribution, which is the Various system commands have also retained the accumulation of material at CONUS bases, may inventory management responsibility for certain be accomplished during procurement by specify- material for which they are primarily responsi- ing the location to which the material is to be ble. delivered. The other phases of distribution are The inventory manager f',:r any stock item is storage, issue, transportation, and control. indicated by cognizance symbol and can be The distribution system must be capable of found by refering to either NAVSUP P-485 or reacting rapidly to unexpected changes in plans NAVSUP Manual, volume II. and operations, and it must be able to adapt Since the ICP's administer material assigned itself to changes brought about by new develop- to them by the system command having prime ments in technical fields. responsibility for the material, the ICP is under The system shouldbeas economical as the joint control of both NAVSUP and the possible without sacrificing its effectiveness, and responsible systems command. While the func- considerable economy may be realized by good tion of the ICP is to assure a proper balance control of stock. Material requirements at one between the supply of and the demand for location may be met by redistribution of excess individual items of material required by the material from another location rather than by Navy they do not stock material. Some of the new procurement. When equipments or systems mission responsibilities of ICP's are to: are scheduled to be phased-out, the reduced demand for material support can be anticipated Assure that activities of the Navy will and overall stock levels reduced accordingly. It receivematerial when required, and inthe must work equally well in anticipating new or proper quantities. increased requirements as new equipments are introduced to the fleet and ensure that material Assure the nonoccurrence of oversupply or support is available when and where it is needed. undersupply by providing a scheduled flow of 24 30 Chapter 3NAVY SUPPLY SYSTEM

material into the Navy Supply System in the that is relatively easy to procure and whichis proper quantities. not critical to the operation of essential equipments, the stock level may be the current Direct redistribution or disposal ofexcess operating level (anticipated usage fora specified stock at supply activities for material underits period plus procurement and delivery leadtime). cognizance. Not all material falls into this category, andit is necessary to maintain reserve stocks of items Determineor assist in determining itemsto that are difficult to procure, criticalUS the be stocked. operation of essential equipments,or which might become extremelyscarce during a war- Carryoutintensivetechnicalresearch time emergency. These reserve stocksare over programs in order that all material under its and above the operating level. control is identified, stock numbered,and cata- To provide better inventorymanagement, loged and that interchangeability betweenitems certain designations have been appliedto all may be determined. ashoresupplyactivities which areused to determine the range and quantity of materialto Establish standard unit prices. be stocked. These designationsare listed and defined below: Participateinmaterialstandardization programs.

Everytime a supply activityprovides you Reserve Stock Point with a requested part the transaction is reported tothe 1CP having control of the material Reserve stock points carry reserve and back concerned. up stock for the supply system and maintain Using this information the 1CP knows the storage facilities for the bulk storage of material. Navy wide balance on hand of the item, whereit The range and stock of materialatthese is located, the quantity on hand and theusage of activities are determined by the ICP. the item for any given period. This information is used to forecast future requirements, determine procurement lead time, and identify criti- Distribution Points cal material. 1CP's must keepaware of anticipated equipment changes that would either Distribution points carry stock for the supply increase or reduce usage on any given item. To support of designated primary stock points and anticipate future material needs the 1CPmay may be assigned supply support responsibility initiate procurement action or redistributema- for one or more of the foliowing activities: terial from one supply activity to another. Secondary stock points in the immediate area

ECHELONS OF SUPPLY Overseas secondary stock points To ensure availability of material, levels of Fleet units supply must be established for eachcategory of material. This is a joint responsibility of NavSup Yard and district craft and the systems command, bureau,or office having primary responsibility for the equipment The replenishment of distribution pointsis or system supported by the material. After the directed by the ICPs by procurement anddirect level of supply has been established, itis then delivery from Governmentor commercial manu- the responsibility of the ICP (or other inventory facturing sources or from other Government manager) to maintain that level. For material departments,

25 STOREKEEPER 1 & C

Primary Stock Points Primary stock points carry stock fo. r their own consumption,for designated secondary CONTRACT stock points, and may support either or both of X YZ CORPORATION the following: MATERIAL

ICP, SPCC Fleet units MECHANICSBURG RECEIPT 0 TRANSACTION YPI and district craft REPORT REQUISITION REFERRAL REQUISITION Replenishment of primary stock points is di- REFERRAL 0 ISSUE rected by the 1CP and is normally accomplished TRANSACTION 0 by deliveries from reserve stock points or distri- REPORT STOCK POINT STOCK POINT bution points, procurement and direct delivery NSC, OAKLAND MSC, SAN DIEGO from Government or commercial manufacturing 0 sources,or from other Government depart- 4 ments. MATERIAL REQUISITION Secondary Stock Points Secondary stock points carry stock for their own consumption and for the support of assigned yard and district craft and aircraft. All shore activities which are not classed as a reserve 10.96 stock point, distribution point, or primary stock Figure 3.2. The Navy Supply System. point are considered to be secondary stock points. Secondary stock points determine their own routine replenishment requirements and SUPPLY SUPPORT ACTIVITIES submit shipment requests or requisitions to a ASHORE designated source of supply, which normally will be a primary stock point or distribution point. So far we have talked at,out the "big picture" However, items which are consumed in large Now lets move still closer to your own opera- quantities may bc procured direct from commer- tion. The function of all the organizations we cial sources. have discussed so far are designed to support the The above designations are assigned by the Operating Forces. The most familiar and fre- ICPs and only apply to the material under their quent major activity you deal with for support cognizance. Thus, an activity could be a reserve of your ship or unit are Naval Supply Centers or stock point for one category of material, a Depots. primary stock point for another category, and a secondary stock point for still a third category. The designation pertains to the particular cate- NAVAL SUPPLY CENTERS gory of material and not to the activity. AND DEPOTS

Navy Supply System Operation There are eight Navy supply centers, located in CONUS, andfour Navy supply depots, Figure 3-2 illustrates the typical operation of located at overseas bases, to provide fleet units, the Navy supply system in handling a transac- shore activities, and overseas bases with the most tion from a supported unit. In this example the balanced supply support possible. requisition submitted would be for an item that There is little difference between NSC's and is not managed by the DSA. NSD's. Both are command organizations estab-

26 32 Chapter 3NAVY SUPPLY SYSTEM

fished to provide centralized administration of Requirement Division. Maintains levels of various types of technical supply activities. The activity stocks and stock records, provides status range and depth of items carried by NSD's is information, screens and analyzes supply docu- normally considerablysmallerthanthat of ments, and performs other related functions. NSC's. The main difference in the two is that NSC's provide support to NSD's, while NSD's Receipt Control Division. Primarilycon- usually support only end users. cerned with the documentation and procedures Figure 3-3 shows the functional organization necessary to assure prompt receipt of material. of a naval supply center or depot. The departments you would most frequently come in Technical Division..Maintains the library contact with are briefly discussed below. required to correctly identify material.

Purchase Division. Determines methods of Inventory Control Department purchasing material and conducts negotiations for the purchase of supplies and equipment. The inventory control department plans and directs operations as necessary to determine Customer ServicesDivision. The liaison materialrequirements, manage inventories of point for fleet and shore customerson material assigned material, controls material receipts, and and service requirements. The customer services when a purchase department is not warrantedor division may be established when the volume of approved by Nav Sup, conducts procurement fleet or shore customer liaison makes itssepara- operations. Within the inventory control depart- tion from the requirements division appropriate. ment are severaldivisionsthat perform the Otherwise the functions are performed within following functions: the requirements division.

COMMANDING OFFICER 03 EXECUTIVE OFFICER SPECIAL ASSISTANTS 0 Team eat Informavon 01 Cnictzen 02 ,Legs 03 51411 Bigness Speciailst 04 PLANNING COUNCIL

I______L___ INDUSTRIAL ADMINISTRATIVE PLANNING AND DATA RELATIONS MED CAL DENTAL COMPTROLLER PROCESSING PNBLIC MORNS 10 20 30 50 60 10

INVENTORY FREIGH PURCHASE MATERIAL CONTROL TERMINAL 100 200 300 400

Annexes and Coe onenl Activittes

95.40(10E) Figure 3-3.Standard Organization for Supply Centers and Depots.

27 23 STOREKEEPER I.& C

Material Department SERVMART

The material department plans and directs the SERVMARTs normally operate as units of storage, maintenance -in- storage, issue, and dis- the retail stores division of the material depart- posal operations; and when a freight terminal ment. They maintain stocks of high usage department is not warranted, plans and directs consumable, repairpart, and equipage items the receiving, shipping, and shipment control under a system which enables fleet and shore operations. Within the material department are units to draw these items without the delay several divisions that performs the following encountered when requesting parts through rou- functions: tine requisitioning methods.

StorageDivision. Determinesand SUPPLY DEPARTMENTS ASHORE maintains proper stowage conditions and locations for material. Now let'stalkaboutthe spot you will probably be working in when you get your shore DisposalDivision. The disposaldivision duty. The supply department ashore. There are two main types of ashore supply department. operates disposal, scrap, and salvage yards. The first is the type with the supply function and the fiscal (or comptroller) function per- PackingandPreservationDivision. The packing and preservation division performs the formedbytwo separate departments. The packing and marking of material for domestic or second has both functions performed by one department. The size and scope of these depart- overseas shipment. ments vary from large shipyard supply uepart- Cold Storage Division. When established, ments working with large numbers of fleet elements, to much smaller departments responsi- the cold storage division performs for perishable subsistence material, identical functions assigned ble for support of one unit or station. Military command and coordination of these to the requirements and storage division. supply departments is exercised by the com- Retail Stores Division. The retail stores manding officer of the parent command. division operates shop, ready supply, and self- Figures 3-4 and 3-5 illustrate the command organization of both types of ashore supply service stores. departments. You will find that most functions FreightTerminalDivision. Thefreight performed by the divisions may be paralleled terminal division receives, ships, delivers, and not only with each other, but with the functions controls the movement of all material. of supply centers and depots, and your divisions aboard ship. The divisional responsibilities of Labor and Equipment Division. The labor ashore supply departments and the duties you and equipment division maintains a residual can expect to encounter in each division are labor and equipment pool. discussed below.

Thus far, we have been discussing the broad, Control Division general mission of those Navy Supply System echelons that function at the higher level. The The control division is responsible for process- organizations which are discussed below are ing procurement, receipt, and issue documents; those which function at the "operating level" in, maintaining stock records; and serving as a meeting the overall support mission of the Navy liaisonbetween the supply department and Supply System. supported activities and ships in the area.

28 ;34 1 MID IIIIIIMINT et I.. tlet 1141101 STOW

00111 11R1111111 1

10.7 Figure 3-5.Standard Organization for Supply and Fiscal Departments. 10.8 Chapter 3NAVY SUPPLY SYSTEM

ISSUE CONTROL BRANCH-1f you are as- You would supervise the inspection of material, signedtothe issue control branch you can looking for such things as condition of preserva- expect to be reviewing request documents for tive,packaging andfitnessforuse of the accuracy and completeness of required data, material. You would also inspect the storeroom determining the internal handling priorities and or warehouse for lack of proper safety precau- monitoring the flow of issue documents. You tions or conditions. may also be responsible for furnishing information to supported activities and ships on follow- LABOR AND EQUIPMENT BRANCHSince up requests. itis unlikely that you will ever be assigned to the labor and equipment branch we will not STOCK CONTROL BRANCHWorking in discuss the duties performed by them except to the stock control branch you can expect to be say that they have the responsibility for main- processing issue and receipt documents which taining the residual labor and equipment pool. effect the stock record cards and submitting the Normally your only contact with them will be reports pertaining to stock records and control. to check out material handling equipment for your daily use. RECEIPT CONTROL BRANCHIf assigned tothereceiptcontrol section you willbe responsiblefor supervising the processing of Fiscal Division receipt documents and preparing reports and exception notices on material received. You will The fiscal division is responsible for all of the be forwarding completed invoices for payment official accounting and disbursing functions of and taking follow-up action as required to assure the activity not assigned to other departments. prompt receipt of material. ACCOUNTING BRANCHSome of the re- PURCHASE BRANCHThe purchase branch sponsibilities of the accounting branch are: isresponsible, as the name implies, for the purchase of material and services in accordance Maintaining time records. with current directives. You would not normally be assigned to a purchase branch since most of Maintaining civilian payroll, earning and these positions are held by civilian employees. deduction records. Maintaining accounts for cost of labor, Material Division material ancroverhead expenses.

Briefly stated, the material division of any Maintaining official plant property account supply department receives, stores, and issues records. material. As with the control division, there are several main branches of the material division. Preparing stores returns and other reports required by local management or higher TRAFFIC BRANCHIf you are assigned to authority. the traffic branch you can expect to be supervising the receipt of material including the inspec- STORES RETURNS SECTIONNormally, if tion of the material. You will be responsible for you are assigned to the fiscal division of your preserving and packaging material for shipment supply department you can expect to be work- or storage and arranging for the shipment or ing in the stores returns section. This section delivery of the material. prepares, audits, and submits all the reports and returns concerned with stores accounting. STORAGE BRANCHWorking in the storage branch you can expect to be responsible for DISBURSING BRANCHSome of there- maintaining proper storage and care of material. sponsibilities of the disbursing branch are to:

31 STOREKEEPER 1 & C

Disburse civilian payrolls. COMMISSARY STORE

Prepare and disburse military accounts. The commissary store is one of two activities that exist separate from the supply department Prepare and pay public vouchers. organization. The Navy exchange, the second activity, is discussed later. Planning Division The primary mission of the commissary store is to provide a convenient source from which The planning division is established to assist authorized patrons may obtain foodstuffs and the supplyofficerinthe achievement and other authorized items at the lowest practicable maintenance of effectiveness and economy in cost: the operation of the supply department. The Commissary store stock is purchased by the division helps to develop methods and proce- Navy Stock Fund and carried in the Navy Stock dures for the preparation and administration of Account (51000). Separate returns are rendered the budget for the supply department. Also in for each main commissary store. the scope of its duties is the review and analyses When the operation of a naval activity re- of expenditures to insure maximum economy of quires facilities for the sale of subsistence items, such expenditures. the commanding officer of the activity may request authority to operate a commissary store. Requests for the establishment of a commissary Administrative Division store are submitted to the Secretary of the Navy and forwarded via the appropriate chain of As implied by the name, the administrative command, the Navy Resale System Office, and division performs the personnel and office serv- the Naval Supply Systems Command. ices for the supply department. Some of the responsibilities include providing for mail, cen- Figure 3-6 shows an organization chart of a tral files, duplicating services and maintenance commissary store. You willnoticethat in of some civilian employee records. addition to the administrative division there are four operating divisions with their respective branches. Technical Division The administrative division performs personnel functions not otherwise provided for; main- The technical division provides and maintains tains the required military and civilian personnel a complete current technical library on Navy records; and performs mail, central files, corre- material as required by the mission of the spondence, messenger, and other office services. department. The division assists in identifying The sales division prepares and maintains material unidentifiable by supported activities convenient,attractive,andclearlymarked and ships and determines interchangeable or displays of all items of merchandise; verifies sales substitute items when required. permits and assists store patrons; maintains ready issue rooms; maintains assigned spaces; Inventory Division conducts physical inventory counts for retail stocks; and records sales. The inventory division is responsible for the The accounting division performs accounting establishment of orderly inventory schedules, and other requiredfiscalfunctions for the the physical count of stock on hand and the commissary store. auditing required to review and reconcile all The control division maintains stock records; discrepancies between the actual count and the determines items and quantities of stock and stock record balance. The inventory division also supplies to be procured; determines sources and prepares the necessary adjustment documents methods of procurement; and performs other and the report of inventory to the supply procurement and stock control functions as officer. required.

ge. e Chapter 3NAVY SUPPLY SYSTEM

branch store is forwarded via the commanding officer of the activity at which the main store is located. When the branch store is authorized, the resident assistant officer in charge, or other individual designated to be in charge of the branch store is delegated responsibility for all functions performed by personnel assigned to the branch store. All control, material, and accounting functions are performed by the main store. No stock records are maintained by location or branch stores. These stores do, however, maintain cash register records and deposit cash collections either with the disbursing officer of the activity at which the branch store is located or with the 10.11 main store. Figure 3.0.CommisaryStore Organization. NAVY EXCHANGE Thematerialdivisionreceives,inspects, marks, stores, and transfers all stock, supplies, Navy exchanges are the department stores of and equipment; conducts inventory of ware- the Navy and are located both inside the United house stocks; operates assigned vehicles and States and at overseas bases. The mission ofan materials handling equipment; and performs exchange is to provide a convenient and reliable necessary janitorial services not assigned to other source from which authorized patrons may components of the commissary store. obtain, at the lowest practicable costs, articles The officer in charge of a commissary store is and services required for their well-being and an officer of the Supply Corps detailed to this contentment; to provide through profit a source duty by the Chief of Naval Personnel. His duties of funds tobe usedforthe welfare and include preparing and issuing orders and instruc- recreation of naval personnel; and to promote tions, assigning and supervising personnel, main- the morale of the command in which itis taining proper stock levels, establishing selling established through the operation of a well prices, and making reports and returns. managed; attractive and serviceable exchange. In addition to the officer in charge, a commis- Exchanges are operated .,-'der the management sary store is operated by enlisted personnel and control of the Navy Resale 1,; stem Office but civilian employees. All salaries (military and differ from the Navy's other retail activities in civilian) are paid nut of appropriated funds and that they do not receive Government funds or NOT from profits accruing from sales. Military appropriations. They may use Government- personnel may be assigned to commissary stores owned buildings and equipment but all merchan- only as authorized by the Chief of Naval dise is bought with nonappropriated funds, and Personnel and only for executive control and theyare self-sustaining with respect to the essential supervision; in locations where quali- payment of salaries of civilian employees, the fied civilians are not available; or as required for payment for utilities, the maintenance of equip- the purposes of rotation and training not avail- ment, and the purchase of new equipment and able at other activities, with such determinations operating supplies. made only by the Chief of Naval Personnel. There are three types of exchanges; main Where circumstances do not warrant the exchange, branch exchange, and location ex- establishment of a main commissary store, the change. The mission and the service provided are establishment of a branch store may be re- identical for all exchanges, and all arc operated quested. A branch store is a store operated at an as separate departments within the command in activity under a command other than that of the which they are located. The three types of main store. Request for the establishment of a exchanges are explained below.

33 STOREKEEPER I & C

The main exchange normally performs all the fountain, snack bar, or enlisted men's club, functions of procurement, warehousing, mer- provided the work is done outside their regular chandising, sales, and accounting within its own working hours and in addition to their regularly organization. assigned duties. They arc paid for this part-time The branch exchange is 1perated at naval work at an hourly rate, in the same manner as activities as a branch of a main exchange in civilian employees. another command. All merchandise, supplies, and operating instructions arc provided by the main exchange. The location exchange is operated as a part of FLEET SUPPLY a main exchange at a different location within the same command or as a subdivision of a The Operating Forces of the Navy a::: charged branch exchange at a different location but with supporting United States national policy within the same command as the branch. The under a wide range of conditions from peace- main exchange provides all merchandise, sup- time operations through armed conflict. For this' plies, and operating instructions. The omaniza- reason the Navy Supply System must be ail,- to tiOns of both a main exchange and a branch function in support of operations under existing 'exchange are shown in figure 3-7. conditions at any given time. This is a tall order. Exchanges vary in size and in the number of Replenishment of supply stock ashore is pri- retailand service departments they operate. marilyaproblem of procurement. At sea, However,theindividual service departments distribution becomes the problem. A combing; which they are authorized to operate are: tion of advanced base and mobile support techniques are used to supply the Operating Barbershop Forces as circumstances require. In peace-time, Cobblershop the permanent shore activities (both CON US Garage and service station and overseas) furnish the bulk of fleet support, Tailor and dry cleaning shop supplemented by mobile support units when Photography shop economical or desirable for reasons of military Watch repair shop readiness. Food Services Two prime advantages of naval forces arc Enlisted men's club flexibility and mobility with respect to employ- Laundry ment of weapons. The effectiveness of both of Personnel services these advantages is largely determined by the Vending and amusement machines effectiveness of logistic support. A mobile logistic support force is provided to release the A main exchange is operated as a separate Operating Forces in a large measure from direct department within a command, with an ex- dependency on shore bases which may be far change officer as head of the department. He is from the operating area. responsible to the Navy Resale System Office through the commanding officer for operation matters pertaining to management control. FLEET COMMANDERS Enlisted personnel are not assigned to exchange operations except in remote locations Fleet commanders have the following logistic where qualified civilians are not available or are responsibilities: not permitted; or where enlisted personnel are required for purposes of rotation and training Promulgation of general logistic policies, and when approval has been obtained from the plans, and orders for support of the fleet and Secretary of the Navy. When assi:_aed, enlisted shore activities of the area. personnel may serve in any capacity in any department of the exchange. Enlisted personnel .1 Establishment of standards of logistics and may also be hired to work on a part-time basis in logistic readiness. A Chapter 3NAVY SUPPLY SYSTEM

COMMANDING OFFICER

NAVY EXCHANGE OFFICER ASST. EXCHANGE OFFICER

I BRANCH & LOCATION MERCHANDISING WAREHOUSE ACCOUNTING EXCHANGES I p.1 RETAIL STORE RECEIVING {RECORDS& REPORTS IDENTIFY INDIVIDUAL BRANCH AND LOCATION EXCHANGES PROCUREMENT MARKING BOOKKEEPING

STOCK CONTROL STORAGE CASH CONTROL

DISPLAY SHIPPING PERSONNEL

ADMINISTRATIVE SERV.

I I I FOOD SERVICES GARAGES AND INDIVIDUAL SERVICES CLOTHING SERVICES AND CLUBS SERVICE STATIONS DEPARTMENTS

,MAIN NAVY EXCHANGE,

COMMANDING OFFICER

NAVY EXCHANGE OFFICER

RESIDENT ASSISTANT MEG OR BRANCH MANAGER

RETAIL STORE LOCATION EXCHANGES SERVICES DEPTS. J INDICATE INDIVIDUAL IDENTIFY INDIVIDUAL SERVICES DEPARTMENTS LOCATIONS IN OPERATION

BRANCH NAVY EXCHANGE v:

10.12 Figure 3-7.Basic Organization ChartsMain Navy Exchange and Branch Navy Exchange.

35 41 STOREKEEPER 1 & C

Disseminationofinformationtosub- Reviewing and/or taking action on requisi- ordinate commanders relativeto operational tions requiring approval of higher authority. logistic plans or projects.

Coordinationoflogisticactivitiesof AFLOAT SUPPLY DEPARTMENT subordinate commanders. By the time you have turned to this manual Conducting the supply operations assist- for study purposes you normally have advanced ance program (SOAP). to Storekeeper Second Class. You have probably served on at least one ship and are familiar with Eachfleet commander isassistedin his the operation of an afloat supply department. logistic responsibilities by the fleet supply offi- With this in mind we will try to keep this cer. presentation on a general over-view level. The fleet supply officer of the Atlantic fleet Afloat supply departments normally provide heads a division on the staff of CINCLANTFLT, essentially the same services on each ship. The while the fleet supply officer of the Pacific fleet scale of the operation varies with the size of the isan additional duty of the supply officer ship. For example, the ship service facilities on a assigned to the staff of COMSERVPAC. DE may include the ships store, laundry, and barber shop. On a CVA these facilities may be expanded to include a tailor shop, record shop, TYPE COMMANDERS ice cream parlor, etc. In your main area of concern, the stores As you know, ships of a fleet are grouped by division, the same principle follows. The DE has ship types and are assigned to type commanders relatively few items of stock (12-18 thousand) (TYCOMS) for purposes of administration. Cer- compared to the CVA (100 thousand plus). The tain TYCOMS have primary logistics responsi- methods of accounting for these items are bilities which extend beyond their own type basically the same no matter where you go, with organization. These responsibilities are explained the exception of class 207 or 224 material. in detail in NA VSUP P485. Figure 3-8 shows the organization of a large The Supply Corps officers assigned to the fleet unit. The major difference between this staff of each TYCOM are normally responsible organization and the smaller unit is the elimina- for such functions as: tion of the S-6 and S-7 divisions. On some small units the personnel inS-1division may be Keeping the type commander adVised of assigned the responsibility for maintaining food supply requirements. service records and returns.

Ensuring compliance with Navy Depart- INTEGRATED SUPPLY SYSTEM ment and fleet supply directives. In the introduction to this chapter we indicated that the Navy Supply System and the Makingrecommendationstothetype commander on matters regarding supply poli- Defense Supply Agency were working together. cies, procedures, and conditions of readiness The linking organization in this effort is the affecting ships of the type command. Navy Retail Office. The Navy Retail Office is responsible for the retail management of Navy owned DSA mate- Conducting inspections of supply functions rial.This management is by financial means as required. only, the NRO allots Navy Stock Fund money to Navy retail stock points for use in purchasing Supervising the replenishment of supplies DSA material. At the present time the principal from mobile supply units under the operational NRO istheFleetMaterialSupport Office control of his type commander. (FMSO), Mechanicsburg, Pa.

36 42 Chapter 3NAVY SUPPLY SYSTEM

ISUPPLY OFFICERI r I DEPARTMENT TRAININS 1 1 I -t;COORDINATOR II RECORDS Ilm.1 S-1 S-2 S-3 S-4 S-5 S-6 S-74 SHIPS STORE S WARDROOM AVIATION DATA STOWS FOOD SERVICE DISSUP,SING RETAIL Moo NESS STORES PROCESSING

OFFICE i.R_ECOR JRECORDS FOOD STOCK TAPE PAY RECORDS .1 ADMINISTRATION RETURNS RETURNS PREPARATION RECORDS LIBRARIAN

imbrue mows I HSTORAGE ..-1 STORAGE PUILIC F000 ALLOWANCE EQUIPMENT RETURNS VOUCHERS SERVICE LISTS OPERATORS

(STOCK CUSTODY PREPARATION FINANCIAL WARDROOM PROCUREMENT EQUIPMENT RECORDS I H SALES RETURNS SPACES MAINTENANCE ,4 ALLOWANCE ATI H SEICE LISTS 1 MASTERRMS ACTIVITIES HSTORASE 1

FOOD PROCUREMENT SERVICEMEN *NOTE: DATA PROCESSINS FUNCTIONS MAY St ..1STORMS INCLUDED UNDER S1(Stwee1 DIVISION AT THE DISCRETION OF THEUPPLY OFFICER.

10.97 Figure 3.8.Supply Department Organization of a Typical Large Fleet Unit.

Operation of the Integrated Supply System Figure 3-9 shows how the defense supply Ng irt: system and the Navy supply system are brought 7 ABC CORPORATION together.Inthis example, DESC, a Defense CONTRACT supply center is the inventory manager for the MATERIAL requested item and performs the same function as the ICP in the Navy system. DESC, DAYTON RECEIPT TRANSACTION REPORT REQUISITION REFERRAL REQUISITION REFERRAL

ISSUE TRANSACTION REPORT

NSC, SAN DIEGO f REQUISITION MAT RIM.

10.98 Figure 3-9.The Integrated Navy Supply System.

37 43 CHAPTER 4 INVENTORY 'MANAGEMENT

As you study this chapter you will learn that tory starts. Of course this does not hold true for the term "inventory management" meansmore repair parts storerooms, and emergency require- than just physical inventory. Inventory manage- ments must be handled as they occur. However, ment requires control of and agreement between itis most important that the men taking the stock and stock records, accurate allowance lists, inventory and the man posting the inventory be evaluating usage, and anticipating requirements. fully instructed on proper handling of emergency issue documents. They may be marked "before inventory" and "after inventory" or GENERAL INVENTORY PROCEDURES other appropriate wording. The important thing is that they be marked in such a way that the A good inventory involves much more than stock record Storekeeper knows whether the just determining the quantities of material ina inventory figure includes the quantity issued or storeroom or inallstorerooms. It can be a that the issue was made before the item was tedious, boring job, but it is a very important inventoried. part of good inventory management. Since it is not possible to determine replenishment require- Types of Inventory ments by checking all items in stock before submitting requisitions,itis mandatory that The type and frequency of inventory is not sock records be accurate. This is one of the always a matter of preference. Minimum inven- purposes of inventory. You have been involved tory requirements are established by NAVSUP in several or all phases of inventory, but chances and vary according to the type of ship. However, are yo : were working under the supervision of a the type commander, commanding officer, or seniorStorekeeper. You are now preparing yourself to become a senior Storekeeper, and it supply officer may directinventories which is necessary that you understand the principles exceed these minimums. and procedures of inventory so that you will be Some of the more common types of inventory are described in the following paragraphs. ableto organize and supervise the complete inventory job. NAVSUP P-485, chapter 6 should be consulted for more detailed descriptions of these and other types of inventory. PREPARING FOR INVENTORY BULKHEAD TO BULKHEAD INVEN- Advance preparation is a contributing factor TORYA bulkhead to bulkhead inventory is by to the completion of a good inventory. The farthe most comprehensive,itrequires an preparations requiredwill depend upon the inventory of every item in the storeroom or in extent of the inventory being taken. all storerooms, and this type of inventory has Itis not feasibleto close storerooms for several advantages over any other. They include: inventory, but you can reduce transactions in general stores storerooms during this period. By Finding items that have been erroneously notifying other departments of the dates when stowed and therefore "lost" certain storerooms or types of material will be inventoried, they can anticipate most of their Consolidating multiple locations insofar as requirements and draw them before theinv. n- possible.

38 44 Chapter 4INVENTORY MANAGEMENT

Ensuring correct locations in the locator When an item reported NIS in the -store- file. room shows an on hand balance on the stock record. The primary disadvantage of such an inventory isthegreater time and effort requiredto When a partial NIS issue is made by the complete it. storeroom and the stock record shows a quantity on hand larger than that issued. SPECIAL MATERIAL INVENTORYSpecial material inventories require the physical count When aposted stock issue results in a ofallitems which for various reasons are negative balance to the stock record card. specifically designated for separate identification and inventory. Some material which requires Additionally, your commanding officer may special material inventories are HIVAC items, request spot inventories on items he considers to narcotics, highly pilferable or deteriorative items be highly essential to prospective operations, the and hazardous items. NAVSUP P-485, Para fleet or type commander may require spot 6062-5 describes cad' category of special mate- inventories to get total asset visibility on partic- rialrequiring periodic inventory and the re- ular critical items, or the inventory manager may quired schedule each category is inventoried on. require spot inventories on items found to be In order to properly conduct an inventory of defective after they have been distributed within specialmaterialprior knowledge of specific the supply system. stock numbers (or other material identification) When holding spot inventories, as well as most and item locations are required. other types of inventory, it is good practice to check the storeroom locations immediately sur- VELOCITY INVENTORYThe basic premise rounding the location given for the item to for velocity inventories is that inaccuracies in check for possible mislocating of the item when stock records will occur more frequently when it was originally stored. the frequency of issue is greater. Therefore most of thephysicalinventory effort should be concentrated on "fast movers" and only "as IMPORTANCE OF GOOD STOWAGE required" physical counts on items with infre- quent demands. One of your inventory responsibilities will be An example of velocity inventoryisthe to ensure thatall receipts are stowed and the semi-annual SIM inventory held by non-auto- receiptpapers forwardedtothe officefor mated ships. As with special material inven- posting to the stock records before starting the tories, knowledge of specific federal stock num- inventory. You should also inspect the store- bers and locations is required to conduct the room in advance to determine if the stores are inventory. properly identified and stowed to facilitate the inventory. Sea stowage may need to be modified SPOT INVENTORYSpot or specific item to permit access toall items, but safety of inventories should be taken whenever you have personnel and stores must not be sacrificed. Like reason to believe the quantity shown on the items may be consolidated into one location, stock record for an item to be different from the and containers should be faced so that printed quantityactuallyavailablefor issueinthe identification is visible. You should impress on storeroom. Discrepancies usually appear at some the storeroom Storekeeper that the time spent point during the stock issue of an item. The before inventory to arrange and identify stores stock record for a requested item may show a will be that much less time required for the zero balance, the storeroom location should be actual inventory. Speed does not necessarily inventoried to be sure there are actually none of contribute to accuracy, but you are more likely the items on board. Some other times a spot to have a good inventory when it progresses inventory is conducted are rapidly and smoothly.

39 STOREKEEPER 1 & C

INVENTORY TEAMS Unlike items bearing the same FSN.

An inventory will be only as good as the Identical items having different FSNs. inventory team makes it. You may choose to have each storeroom inventoried by the men FSN changes not made on all items in a normally working in that space, or you may pick location. a permanent team whose job it will be to inventoryallstorerooms. The availability of Items should also be inspected for physical personnel andtheextent of the inventory condition as they are inventoried. Those items should be considered when making this choice. thataredeteriorated,broken, or otherwise The men normally working in a storeroom will damaged so that they cannot be used for their naturally be more familiar with the stock. intended purpose should not be included in the However, utilizing an inventory team permits inventory count. However, you must preparea you to assign the best qualified men to the task NAVSUP Form 1250 for each item that is either regardless of their normal working area. lost by inventory or otherwise unable to be used In either case, inventory procedures should be for the intended purpose. The NAVSUP 1250 thoroughly discussed with the leading Store- for these items must show the notation "LOSS keeper and the supply officer, and these proce- BY INVENTORY" or "LOSS BY INVEN- dures fully explained to all men involved with TORY(UFI)" as appropriate in block "T". In the inventory to avoid mistakes and misunder- either case the NAVSUP 1250 must be signed by standings. the supply officer. Bear in mind that inventory errors such as It should be noted that if items which appear count, identification, and location may not be as lost by inventory can be identified with detected until a requirement for the material identical gains by inventory recorded in the arises. Your responsibility does not end with course of a previous inventory no NAVSUP preparation of the inventory schedule, assign- Form 1250 need be prepared. ment of the inventory team or teams, and Resealable plastic envelopes in various sizes instruction. You must supervise the inventory are available through standard stock and may be progress. The amount of supervision depends used to advantage when stowing small parts. uponthe men, but, even though theyare They have two distinct advantages over paper dependable workers, if they feel that you don't envelopes in that they may be resealed without consider the inventory important enough to tearing, and the items inside may be inventoried bother clu,..:king their work, they may decide without opening the envelope. The federal stock that itis so unimportant that accuracy is not number and unit of issue can be written on a necessary. You may check for accuracy during small card and placed inside the envelope to any part of the inventory process, but the men prevent the identifying data from becoming should know that you are checking and why. As smudged and illegible. stated earlier in this book, all criticisms should be helpful rather than antagonistic. RECONCILING DIFFERENCES The stock records Storekeeper also has an MATERIAL IDENTIFICATION important role in cn&Lifirg a good inventory, and AND INSPECTION the functions he performs must be considered when you formulate the inventory plans. His Another important feature of inventory is the normal workload will be greatly increased be- opportunityitaffordstopurify storeroom cause of posting the inventory and verifying the stock, both repair parts and general stores. An locations.Itis probably better to have the alert inventory team can eliminate errors such as inventory data forwarded to the office at regular the following that were made during or since the intervals to permit posting as the inventory previous inventory. progresses rather than to wait until a storeroom Chapter 4INVENTORY MANAGEMENT is completed. In this way, differences in count and any corrections indicated in accordance or location can be investigated and verified or with the procedures set forthin the Fleet corrected before normal operations are resumed Electronic Equipment PECI Validation Bro- in the storeroom. chure. These corrections include installed equip- Guidelines covering inventory gains and losses ment not shown on the PECI, equipment re- and consolidating or changing locations should moved from the ship but still shown on the be included in the instructions given prior to the PECI, and erroneous nameplate data. The actual inventory. By so doing, the men will know when validation of electronic equipment is usually they should make decisions and when they made by SECAS teams or the electronics mate- should seek your advice. This not only gives rial officer. Once the validation is completed the them experience in making decisions, but it also validation documents areforwarded to SPCC relieves you of routine details that can just as with appropriate copies to the overhaul activity, well be performed by subordinates. in accordance with the Fleet Electronics Equip- ment PECI Validation Brochure. OVERHAUL PROCEDURES The validation aids for the HME&O COSAL AND THE COSAL are prepared by SPCC and consist of a Com- ponentCharacteristicsCard(4ND-SPCC- On most ships, the range of items carried in 4410-15) and a printout of Index "B" of the the storerooms is primarily determined by the COSAL. The Component Characteristics Card COSAL. Therefore, maintenance of an accurate, contains all nameplate data necessary to identify up-to-date COSAL must be recognized as being the equipment, and is identical to the nameplate extremely important. The actions necessary to datagivenonthe APL.Theengineer ensure a good COSAL can be divided into three officer, weapons officer andfirstlieutenant areas: validation, supply overhaul, and mainte- validate the installed equipment in their respec- nance. They are equally important, and, since tive spaces. The same type of errors occur in the they require separate actions, they are individ- HME&O validation as those mentioned for the ually discussed below. electronic validation. Corrections are entered on the cards and new cards prepared for equipment and VALIDATION components for which no card was received. Only those cards which contain changes to Validation couldwellbedefined as the nameplate data,service application, quantity beginning of the COSAL life cycle since it is the installed, et cetera, are returned to SPCC. Upon basis for preparing the new COSAL for the ship. receipt of the corrected validation aids, SPCC It is unlikely that you will actually accomplish prepares new COSALS based on the validation. the validation, but you should understand how and why it is performed. Explain this to your men and they will readily When the ship has been scheduled for a see the importance of a good validation since the shipyard overhaul, the Inventory Control Points effectiveness of the COSAL will be in direct (ICP's) will prepare validation aids based on the relation to the accuracy of the validation. If an current COSAL and forward them to the ship equipment whichis not actually installedis well ahead of the overhaul period (usually about reported as being on board, vital money and 6 months). storeroom space are then wasted by carrying TheSparePartsControl Center valida- repair parts which are not needed. Conversely, if tion aids consist of the Preliminary Equipment/ an installed equipment is not included in the Component Index (PECI) (NAVSUP Form COSAL, support for that equipment will not be 1215) listings, and the Equipment/Component available in the storeroom when needed, Validation Aid cards (NAVSUP Form 1311). The PECI lists each electronic equipment and SUPPLY OVERHAUL equipment component in the same sequence as the COSAL index. Each entry on the PECI is The job of a Supply Operations Assistance checked against the actual installed equipment Program (SOAP) basically a task of ensuring that

644.01r.. 41-

. 47 STOREKEEPER 1 & C the repair parts carried aboard ship correspond SUP 1109, for each allowed item on their to the repair parts which the ship is allowed to respective SNSL. Considerable informationis carry, according to the allowance given in the preprinted and prepunched in the card, includ- SNSL or 1SL of the respective COSAL segments. ing the FSN, U/I, U/P, nomenclature, applica- This involves a complete inventory of the many tion, allowed quantity, and cognizance symbol. repairparts,checking the inventoryfigures Allthatremainsisfor you toenter the againsttheallowancefigures,requisitionirg inventory, location, and usage data. shortages, and transferring excesses. Since this Since the ship's SOAP team usually consists must be accomplished inarelativelyshort of technical ratings in addition to Storekeepers, period, the earlier methods of accomplishing it an effective purification of stock can be accom- imposed too great a task on the supply depart- plished by inspecting and disposing of any items ment in addition to their daily routine work. in a "not ready for issue" condition. The SOAP Therefore, the Supply Operations Assistance team provides technical assistance in material Program (SOAP) was establishedto provide identification,represervation and repackaging working space and technical assistance to the service, and supervises the inventory progress so ship's personnel so that the job can be per- that schedules are adhered to. formed away from the interruptions and confu- The inventoryquantity and locationare sion resulting from the shipyard overhaul. Re- recorded on the inventory cards, and new cards presentatives from the designated fleet SOAP are prepared for items for which no card was team normally visit the ship several weeks in provided. When the inventory is complete, usage advance of the overlii.ul starting date to assist data are transcribed from the stock record cards the supply officer in planning and preparing for and the historical demand file. For those items the supply overhaul and to obtain information having no SAC cards, new ones are prepared and as to the size and number of storerooms and the the demand recorded. After recording the inven- approximate number of stock locations so that tory and usage, the inventory cards are sent to adequate space may be provided for conducting NSC, Oakland, which isthe data processing the supply overhaul. If the storeroom locations activity for all SOAP teams. From the informa- need to be renumbered, this is the best possible tion shown on the SACs, NSC Oakland prepares time to do it. Care must be taken, however, not new stock record cards, locator cards, deficiency to remove or obliterate the old location numbers list with partially prepunched and interpreted until after the inventory is complete and the DD 1348s for all deficient items, excess listing new locations recorded on the inventory cards. with prepunched and interpreted picking tickets Otherwise, the material will be "lost" and not and invoice cards, and other listings with which available for emergency issue during the inven- you are already familiar. However, the Inte- tory process. grated Stock List (ISL) is worthy of additional The firstphase of the supply overhaulis comment, since it provides a single listing of all offloadingallrepairparts. The SOAP team allowed items taken from both the ESO and normallyprovides speciallyconstructedtote SPCC SNSLs. It includes the inventory quantity boxes to accommodate drawers. Material stowed and location and corrected or updated FSNs in bins should be transferred to boxes and the accomplished during the inventory. It should be location number (including storeroom number) kept current by adding or deleting FSNs and clearly shown on the box. The offloading must changing allowances when required by equip- be well plannedin advance sothatitwill ment acquisitions or dispositions. It could also progress smoothly .with a minimum of delay and prove valuable in the event of misfiling or loss of confusion. If the offloading is orderly, the job of stock record cards or locator cards. transferring the material to shelves and bins in The first action usually taken after receipt of the SOAP warehouse will take less time and the above items from NSC Oakland is to order effort. deficiencies.All APA and COSAL allotment The SOAP team will have already received the funded deficiencies will be ordered, however new COSALs and the inventory cards. The ICPs fund limitations may prevent ordering every- provide a Supply Availability Card (SAC), NAV- thing on the deficiency list for which the type

42 48 Chapter 4INVENTORY MANAGEMENT commander is responsible. The type commander The ship is aware of deficiencies not funded so authorizes the amount that can be obligated, that they can be ordered as future funds become and the SOAP team and the ship's supply officer available. decide what repair parts are to be ordered. The The ship's responsibility after SOAP falls into prepared DD 1348s for those items are com- two basic actions. The firstisto keep the pleted and submitted to the designated supply records on deficiency requisitions which have ac tivity , not yet been received and take action to ensure Excess items must then be removed from that they are received, stowed, and recorded. stock,thepicking tickets attached, and the The second area of responsibility consists of material boxed for turn in or transfer to another onefinal checkto ensure that the COSAL ship. For the remainder of the supply overhaul, accuratelyreflectstheequipmentsinstalled most of the work is concerned with receiving aboard ship. deficiencies, stowing them, and recording the Within 30 days after leaving the shipyard, all receipt on the stock record cards. hull, mechanical, electrical, and ordnance equip- One of the most important elements of the ments which were reported as added or removed SOAP is the "backload", when your material is during overhaul must be verified against the moved back aboard ship. Time is usually your actual onboard equipments. The ship will receive biggest detriment when backloading and care a Summary List of Component Changes from should be taken to maintain the integrity of the shipyard. This list will show all equipment your stock locations. Carelessness in handling or additions and deletions performed during over- stowing frequentlyresults material being haul, according to the shipyard's records. The restowed in the wrong location, and, when this shipyard sends a copy of the list to SPCC for use happens, the item is usually "lost" until next in updating the Ship-to-Component Records. inventory. SPCC accepts this list as fact unless informed of The supplyoverhaulhas resultedinthe any discrepancies by the ship. For this reason, following positive actions which have improved the ship must compare the Summary List of the ship's material readiness. Component Changes against the actual onboard equipments. Thisis done in much the same An accurate inventory has been conducted manner as the preoverhaul equipment validation. and the stock record cards are in agreement, If discrepancies are discovered, the supply offi- both in quantity and location, with the actual cer informs SPCC and takes action to obtain storeroom stock. repair parts support for any unsupported equipments. The COSAL has been amended to the A similar requirement exists for electronic greatest extent possibleto reflect equipment equipments with an exception: instead of simply additions and deletions which occurred during verifying equipments reported as added or re- the overhaul. moved, a complete line-up verification of all installedelectronic equipments is performed. The ship has an updated allowance list (the The Electronic Material Officer reports any ISL) which supersedes the SNSL received prior discrepancies to ESO and takes action to get to the commencement of SOAP, and which repair parts support for anyunsupported equip- should reflect repair parts support for all install- ments. ed equipments aboard ship. Storerooms have been purged of excess COSAL MAINTENANCE material. BETWEEN OVERHAULS

All deficiencies have been identified. Once the final verification of equipment has been performed and all discrepancies have been Within fund limitations, deficiencies have corrected, the COSAL, together with the ISL, been ordered. will be the allowance documents used by the

43 STOREKEEPER 1 & C ship until the next overhaul, a period of 2 or 3 to an APL number is to refer to an APL covering years. To ensure that the ship at all times has a similar equipment/component and use the repair support in the storeroom for all installed characteristics section as a guide. equipment, the COSAL and ISL must be up to date. When the ship's equipment configuration ACTION BY THE ICP.When an ICP receives changes in the overhaul-to-overhaul period, the a report of change, the master index is revised, COSAL and ISL must be altered to reflect those and, when, new equipment has been reported, changes. This responsibility does not rest on the two copies of the appropriate APL covering the supply officer alone. However, except for elec- equipment are sent to the ship. tronics which will be reported to a SECAS validation fieldoffice, he usually initiates reports to the ICPs. It is the responsibility of the INVENTORY MANAGEMENT headsof departments to notifythe supply officer when any equipment changes occur. It is Theinventoryprocedures previouslydis- then the responsibility of the supply officer to: cussed are only one phase of inventory management. In addition, inventory management means Report installation of new equipment to providing for the availability of material, where, the appropriate ICP. when, and in the kind and quantities required. It means balancing requests against available funds Obtain any allowance parts lists (APL) for and purging storerooms of stock no longer new equipment when the AF".. is not automati- applicable to installed equipment or in unserv- cally distributed due to reporting procedures. iceable condition. It means knowing the best levels of supply to be maintained and developing Check the repair parts allowance on the a sound review procedure to ensure that supply new APL against the ISL to determine which adjustments are timely and accurate. parts, if any, are already carried aboard ship, and take action to order any shortages and integrate them in the ship's storeroom stock upon receipt. LEVELS OF SUPPLY

Annotatethe Equipment Index of the Levels of supply may be expressed in either of COSAL to include the new equipment; include two ways: the APL, in sequence, with the rest of the APLs; and correct the 1SL to reflect the new allowance Numericallyso many units of an item. quantities. Enduranceperiodoftimefor which REPORTING CHANGES TO ESO. Changes supply support is required. to the ESO COSAL may be reported by means of preprinted postcards included in the introduc- Both of these terms are used. However, endur- tion. Information needed to complete the card ance is a general term and must be converted to can be obtained from the electronics material numerical quantities before meaningful levels officer. The COSAL Index, Summary, SNSL, of supply can be determined. and ISL are corrected or updated at the same Figure 4-1 illustrates the various terms used in time as the change is reported to ESO. computing stock levels. The operating level (or endurance) is the first factor since it represents REPORTING CHANGES TO SPCC.Changes thatquantity whichisrequiredto sustain are reported to SPCC using the NAVSUP Form operations for a required period of time. Endur- 1220. The COSAL Introduction sets forth the ance requirements are promulgated by the Chief type of information that should be included in of Naval Operations and are shown in figure 4-2. the letter for various types or change. One way The safetylevelis an additional quantity of determining what nameplate data SPCC needs added to the operating level to ensure continued to correctly identify an equipment/component support even though normal replenishment is

44 SO Chapter 4INVENTORY MANAGEMENT

Quantity of matorial required to sustain operations in the 0..4ERATING interval between LEVEL OF requisitions or the SUPPLY arrival of successive shipments. STOCKAGE Quantity required to OBJECTIVE permit continued oper- SAFETY ations during interrup- LEVEL OF REQUISITIONING tions of replenishment orSUPPLY ' OBJECTIVE unpredictable demands Quantity of material / consumed during normal order and shipping time

10.82 Figure 41.Levels of supply. delayed or the ship experiences a greater-than- normally taken. However, when there is no normal demand. These two levels, combined, allowance for the part, the allowed quantity as constitute the stockage objective, or the maxi- shown in the APL is used as the ship's allowance mum quantity of stock that should be on hand. for the item. The third factor that must be considered is Selected Item Management (SIM) items re- the order and shipping time for replenishment quire a different approach. An item qualifies for stock. The anticipated quantity of stores that SIM when it experiences a frequency of demand will be consumed during the time required for of two or more in the past six months or has a the replenishment requisition to reach the sup- predictable demand frequency of two or more ply activity and the replenishment stock to based on deployed or seasonal usage. Quarterly, reachyour shipisaddedtothe stockage all SIM stock records are reviewed and the high objective quantity. The resulting requisitioning limit, low limit, and safety level of the items are objective is the maximum quantity of stock to adjusted to reflect usage during the past 6, 9, or be "on hand" and "on order" at any given time. 12 month demand period. The method used to determine high and low DETERMINING STOCK LEVELS limits as well as safety levels is to take the total quantity of your issues (demands) for the item The determination of stock levels for indi- to the appropriate basic endurance table for vidual items depends on whether the item is SIM your ship, for the demand period used. The or non-SIM. basic endurande table will show the high limit, The stock level for non-SIM items is generally low limit and safety level quantities to be used established by the cognizant ICP during E,DAP, for the item, based on the order and shipment based on the projected failure rate of the item. time for the item. Figure 4-3 is an example of The allowance for items required to support the basic endurance tables found in NA VS UP equipments installed on board between SOAP is P-485, chapter 6. Factors used to establish order determined by checking the APL for that and shipment times are also found in chapter 6 equipment against the stock battery. If a part is of NA VSUP P-485. already carried on board to support another Some items which have qualified for SIM piece of equipment no increase in allowance is during the quarter (for example, a new item

51 . STOREKEEPER 1 & C

Repair parts and Nonequipment equipment relate consumables related con- Hull types1 sumables (days endurance) (days endurance) 2 CVA/ C VAN/CVS 90 Cruiser s/DLG/DLGN 90 (75) 90 90 (60) Destroyers, exceptDLGs and DLGNs, and smaller ships (small combatant ships (excluding submarines)of at least 1,000 ton displacement) 90 45 (45) Submarines 90 90 (90) Amphibious units Ships complements 90 90 (75) Embarked troops Not applicable (+)60 (+)(60) Nonself-sustaining ships As required to accomplish. assigned (landing craft and other mission (promulgated by typecom- ships of less than 1, 000 mander) ton displacement) 1Ship types assigned missions involvingextended deployment (in excess of 60 days) and whichare not normally supported by mobile logistic support forces will provide endurancecommensurate with the length of deployment required by their missions (e.g. , AGTR, AGS, ARS, etc.), provided stowage space is available. 2 Figures in parentheses indicate daysendurance prescribed by OPNAVINST 4442.1 for new construction and major conversion ships which entered the preliminary design phase subsequent to 1 June 1966.

10.99 Figure 4.2. Endurance requirements. which was not stocked on board as non-SIM) and the safety level 5, for 90 days' endurance may require additional research to accurately with a 30 day order shipment time. However, in establish high and low limits which will result in checking with the using department, you find the proper stock level to meet future require- that they anticipate a continuing failure rate of ments. For example, assume that you have 6 tubes per month. You can see that in this case received two demands for a particular type tube your high/low limit and safety level would not totaling 12 tubes during the last two months. be sufficient to support the using departments' Referring to the basic endurance table you requirements. Alternative methods would then would find that based on a 6 month demand have to be used to support the requirement. period the high limit would be 9, the low limit 7 Perhaps basing your computations of the pro-

46 52 Chapter 4INVENTORY MANAGEMENT jected failure rate of 6 per month would provide are not to be 'ncludedin the total demand the required support in this instance. In any quantity. case, deviation from the established procedure for computing high and low limits for SIM items should not be undertaken without first consult- MAINTAINING STOCK LEVELS ing with your leading chief and stores officer. When determining total demand quantity you Maintaining stock levels refers to all actions shouldincludeinven orylosses for material necessary to keep the onhand quantity of stock missing when inventoried. Inventory losses of equaltothe allowed or stockage objective material unfit for issue, and in.:Witt! transfers quantity. It requires constant review of stock

O&ST - O&ST - O&ST - O&ST - 6 month '0 days 30 days 60 days 90 days2 Safety demand level quantity1HighLow HighLowHighLowHighLow limitlimitlimitlimitlimitlimitlimitlimit

1 1 0 1 0 1 0 2 1 0 2 2 1 2 1 2 1 3 2 1 3 2 1 3 2 3 2 4 3 1 4 3 2 3 2 4 3 5 4 2 5 3 2 4 3 5 4 6 5 2 6 4 3 5 4 6 5 7 6 3 7 5 3 6 5 7 6 8 7 3 8 5 4 6 5 8 6 9 8 4 9 6 4 7 6 9 7 10 9 4 10 6 5 8 6 10 3 11 10 5 11 7 5 9 7 11 9 12 11 5 12 7 5 9 7 11 9 13 11 5 13 8 6 10 8 12 10 15 12 6 14 9 6 11 9 13 11 16 13 6 15 9 7 12 9 14 12 17 14 7 16 10 7 12 10 15 12 18 15 7 17 10 8 13 10 16 13 19 16 8 18 11 8 14 11 17 14 20 17 8 19 12 8 15 12 18 15 21 18 8 20 12 9 15 12 19 15 22 19 9 30 18 13 23 18 28 23 33 28 13 40 24 17 30 24 37 30 44 37 17 50 30 21 38 30 46 38 55 46 21 60 35 25 45 35 55 45 .65 55 25 70 41 30 53 41 65 53 76 65 30 80 47 34 60 47 74 60 87 74 34 90 53 38 68 53 83 68 98 83 38 100 59 42 75 59 92 75 109 92 42

10.100 Figure 43.Example of Basic Endurance Table.

47 STOREKEEPER 1 & C

records and maximum use of replenishment As a last resort you may consider making, the opportunities. Stock levels are generally main- item DTO-SIM if it qualifies. tained as fellows: A more evident and recurring problem is that of fund limitations. For non-SIM stock, Navy- Non-SIM material on nonautomated ships wide funding limitations nos, prevent stock from being reordered to full allowance. This SIM material on nonautomated ships and all problem will be discussed in more detaila bit material on automated ships later. For all items of stock your own shipboard funding limitations may prevent items being Replenished on a one-for-one basis as issued ordered to full allowance or high limit,or may (within fund limitations). force you to make a choice between items to be ordered. When a choice between two different Replenishment initiated when stock level plus items must be made, it is a good idea to request on order quantity reach the low limit or below. advice from the using department or depart- Order to high limit. ments since they will be directly affected by the decision. Stock record review should be continuous, and the stock records Storekeeper must be fully aware of what to look for as he posts transac- DEFICIENCY IN tions. ALLOWANCE LIST

Are stock levels realistic when compared to As we mentioned earlier, Navywide funding usage? limitations sometimes prevent the reordering of all non-SIM repair part deficiencies. Theseun- Does tors frequent replenishment indicate funded deficiencies are recorded by the Naval the neer. to raise stock levels? Supply Center, Oakland on the master Defi- ciency in Allowance List (DIAL) record. To be Isreplenishment stockreceived within included on the master DIAL record, an item normal time frames? must be a non-SIM repair part, have a unit cost of S2 or more and have a FSN. Specifically Are any outstanding requisitions overdue, excluded from DIAL are: and is followup required?

Does demand justify stockinga previously Deficiencies of controlled equipage NC item? Consumable items If it were necessary to consider only the above,it would not be too difficult to keep Repair parts funded under the APA adequate Stock on hand. However, two additional factors must be taken into account. They Repair parts funded by NAVSHIP COSAL are: allotment Storage space limitations Your ship'sinitialinputintothe DIAL Fund limitations program takes place (hiring SOAP. During the SOAP for your ship all unfunded non-SIM repair While space limitation doesnot affect many part deficiences of S2 or more are entered on the items it can limit the quantity of bulky, fast- master DIAL record maintained by NSC Oak- moving items that you may stock. It is then land. When requested by your type commander, necemry to replenish these items more fr.,- NSC Oakland providt,s your ship with a deck of quently in order to maintain an adequate stock. DIAL cards applicable to your ship's repair part 48 54 Chapter 4INVENTORY MANAGEMENT shortagesas recordedinthemaster DIAL card is changed to reflect the actual quantity record. deficient. Proper inputto, and maintenance of your ship's DIAL records, and themaster DIAL Update of the record provides your type commander with a Master DIAL Record basis to evaluate your ship's supply readiness. Additionally, the master DIAL record permits The master DIAL record at NSC Oakland excess material generated by SOAP to be redis- must be kept up to date to accurately reflect tributed, as non-chargeable material, to ships repair part deficiencies of individual ships. that require it to fill allowance deficiencies. When a non-SIM itemis issued without replenishment and the quantity on hand plus the quantity on orderisbelow allowance, the Maintenance of deficient quantity is reported to NSC Oakland. the DIAL Deck The method usedisto enter the notation "DIAL" followed by the current quantity defi- The deck of DIAL cards for your ship would cient in block T of the NAVSUP Form 1250 be useless unless you properly maintained them. used to issue the item (see figure 44). This If you issuea non-SIM item without re- action is taken as often as necessary to report plenishment which has a card in the DIAL deck the quantity deficient for the item. The quantity you must increase the quantity shown as defi- reported deficient is the total quantity deficient cient on the card to reflect the new deficient for the item at the time the item is issued. For quantity. For example, you make an issue of a example, if you make an issue of lEA of an item resistor winch you are unable to replenish, and and the issue brings the deficient quantity to which leaves your allowance deficient by 2. You 2EA, the quantity is shown as "DIAL (2)" in check the FSN for the resistor against the DIAL block T of the 1250, even if the item had been deck and find that a DIAL card is there for the reported as DIAL deficient for lEA at the time resistor showing a quantity deficient of 1. The it was first issued. proper procedure would be to draw a line Upon receipt and review of the green copies through the quantity shown on the card and put of the NAVSUP Form 1250 submitted periodi- the quantity now deficient in its place. cally under ACCESS, the type commander will If there had been no card (item not previously extract and report the repair part deficiency deficient) you would have had to make up a data to NSC Oakland, for update of the master DIAL card showing the FSN, unit of issue, unit DIAL record. price and deficient quantity of the item. The When a significant number of replenishment new card would then be inserted in the deck in requisitionsaresubmittedsolelytocorrect the proper sequence. existing DIAL deficiencies(e.g.prior to an Assume now that funds become available to extended deployment) the following steps are reduce some of your ship's deficiencies. If the taken to update the master DIAL record. The resistor mentioned above is reordered to full DIAL cards for those items ordered to allowance allowance you would change the quantity shown (0 deficient) are removed from the DIAL deck as deficient on the DIAL card to 0 and refile it and the deficient quantity recorded as zero. If in back of the DIAL cards which still reflect the requisitioned quantity only partially reduces deficiencies. When five or more DIAL cards are the deficient quantity, the cards for those items accumulatedfor whichtheentire deficient are annotated to show the correct deficiency quantityhas been ordered, these cards are and a list is prepared for these items showing the removed and mailed under a letter of transmittal quantity stilldeficient. These cards are then to NSC Oakland for update of the master DIAL refiled in your DIAL deck. The list of partially record. filled deficiencies and the DIAL cards for those If the full deficient quantity was not ordered, items reordered to allowance are then forwarded the quantity shown as deficient on the DIAL to NSC Oakland under a letter of transmittal.

ups STOREKEEPER 1 & C

SA ATL MOWS, OAT ;MT NO C mu NoO iwi, C LOCATION 1 MON OTT II ACOLNSITION NO

ais 1q1 ID 041423 .....,SSUCWC: NO0 J UNGV 111 INVENTOR NI N i L 1111 I10.1 0 SNIP NULL NO bb-c3R I 2 STOCK NUMBCR SOOLC1 COG REFERENCE SYMBOL JR NOUN U/I OJANTI TY UNIT PRICE PSC /1111 ALIOVL

-r- I I I I I 1 I I- 1 I I I I I I I I I I I I I I I I I 1 , , , 1 1 .

91_1(,1160 1 1 1 I 1 4 at10104/ 0' TPA IA I Aim 1 1 1 1 :

IS JOB CONTROL NO 14 !BF o LOT 'NICE b J EIC APL /DEL I 1 I I I 1 I I 1 I I

k4Allaoal11,9,31 Oil1 01 044/ 9 1 .62 . . TURN.. IN ImiliS OSTED T EQUIPMENT COSAL SUPPORTED usligi NO ...OK .40 SIR10101 N /QUIPS./ N / OAT ..,, to.... oft toot DUN atom 00

IINANC mi. U N Nov 0 T V N IV

17.84 Figure 4-4.NAVSUP Form 1250 for dial deficient item.

Verification of the to determine if the equipment is supported by Master DIAL Record the COSAL. This provides an excellent opportunity for a continuous validation of the CO- The master DIAL record is verified by your SAL. Changes to installed equipment also re- ship on the first and second anniversaries of quire changes in storeroom allowances. The your most recent SOAP completion date. NSC equipment change must be reported to the ICP, Oakland sends the ship all required verification appropriate APIs obtained, 'and allowed repair aids along with complete procedural instructions parts necessary to support the equipment or- for the verification. dered. Demand is a most important factor when determining storeroom quantities for consum- SUPPLY VS DEMAND able items and repair parts with frequent usage. For these itemsitisnecessary to establish stockage objectives which meet the endurance In one respect, supply department storerooms criteria promulgated by OPNAV. In addition, it are very similar to commercial stores since they is advisable to identify those items that experi- must be responsive to customer needs. True, it is ence peak demands during deployments or not necessary to cater to customer whims, but particular operations. Here again, advice from storeroom stock (repair parts and consumables) ttle using departments can be very helpful. must contain the 'material needed to support Accurately maintained stock record cards will installed equipment and general shipboard work. be your primary source of information when The majority of line items in the storerooms trying to anticipate future requirements for are repair parts which are stocked according to regular replenishment requisitions or when re- the COSAL and not because of previous de- plenishing in preparation for an extended demand. However, this fact does not relieve you of ployment. However, the expected duration of all inventory management responsibility. Each the deployment and availability or non-avail- request for a not-carried part should be analyzed ability of supply support requires very careful

50 56 Chapter 4INVENTORY MANAGEMENT planning. An oversupply of one item can seldom CONTROLLED EQUIPAGE be substituted for a shortage of another item. General comments or "gripes" are not always Storekeeper 3 & 2, NAVEDTRA 10269-G, a valid means of evaluating performance since discussestheControlled-EquipageCustody they are often generalities and do not_pertain to Record (NAVSUP Form 306) and the proce- specific transactions. However, one method that dures for inventory and documentation of items can be used to measure the effectiveness of of controlled equipage. supply storerooms to support the operating As a senior Storekeeper you will be more requirements of the ship is called the supply directly involved in the preparation and mainte- effectiveness analysis, as shown in figure 4-5. nance of the Equipage Control/Redistribution The illustration pertains only to repair parts, but Source Document, and the Type Commanders itis equally applicable when analyzing consum- Deficiency/Excess Report. able material support. Very little time is required to prepare the analysis from the weekly Deficiencies and Excesses accumulation of consumption documents. Since demands fluctuate, a single weekly analysis is To obtain more effective management of not an accurate measurement. However, if the controlled equipage assets, some TYCOMs main- analysisis prepared each week and compared tain a computerized program which is designed with those of previous weeks, a very definite to: picture of supply effectiveness is shown. Afford readyvisibilityto existing con- The two areas that lower the effectiveness trolled equipage deficiencies and excesses rating are NIS and NC transactions, and these documents should becarefully examined to Match reported deficiencies of one ship determine the cause. NIS transactions in particular may indicate faulty stock control tech- with excesses of another niques; although unusual or unpredictable de- Facilitatethe redistribution of reported mand may have been the cause. NC transactions excesses should be carefully examined to ensure that the equipment is correctly supported by the CO- Point out deficiencies of urgently required SAL. material for which no excesses are available. These statistics WILL NOT correct deficiencies. They will help you identify causes of Individual ship input intothis program, if deficiencies so that you can take corrective maintained, is provided by required deficiency/ act ion. excess reports.

SUPPLY EFFECTIVENESS ANALYSIS

11EPAIR PARTS For Period:

A.Line-item issues of repair parts 176 B.Line-item NIS transactions for repair parts 4 C.Total line-item demands for allowed'repair parts 180 D.Line-item demands for NC repair parts 18 E.Total line-item demands for repair parts 198 F.Net effectiveness (A C) 97. 78% G.Gross effectiveness (A E) 88. 89% 10.84 Figure 4.5. Supply effectiveness analysis.

51 57 STOREKEEPER 1 & C

Deficiency/Excess Report change to the initial report is submitted to the type commander in the same way as the initial When a ship is commissioned or reactivated, a report, for the month in which the changes complete invmtory of controlled equipage is occurred. taken. Upon completion of the inventory, an Detailed instructions for completing the_data initial "Equipage Control/Redistribution Source blocks for the "Equipage Control/Redistribution Document" (Figure 4-6) is prepared, reflecting Source Document" (Figures 4-6 and 4-7) are all existing controlled equipage deficiencies and found in NA VSUP P-485, Chapter 6. excesses. The source document is submitted to your type commander as an addendum to the Type Commanders "UIC monthly Budget/OPTAR Report (NAVCOMPT Deficiency/Excess Report" 2157). After initialsubmission of the "Equipage Each January the type commander will dis- Con t r ol/ RedistributionSourceDocument" tribute to each of his ships a "UIC changes to the report are made by submitting an Deficiency/Excess Report". This report "Equipage Control/Redistribution Source Docu- reflects the TYCOM's record of allexisting ment" showing only the items on the initial controlled equipage deficiencies and excesses for report which require a change (Figure 4-7). The the receiving ship.

menourosuunuouNnt INITIAL Nil WI tfonclot gla11101/111641t11111111011 IOVIICI ',CUMIN, n

NIS ONO PAUL JW (DDO.32) ,g 2t19121 Wallow ara, F1 f-71 *I I 11 I 1I1111 1.111 11 I1I 1 1I I: .1I I1 I II 1 I I II .1 11I .1N .1I N

Ult11 /alb Dia avow. z-op qaigo3ii J11 I11

2-MA9514w 1ll 1 1 212120(414007 1 1 1 111 2-140211301 2 III 4 124, 000 4 0 Q 1111 III el 2174'00314 02 1 112 1 11

2-124 0.05 30011 t 1 2- 24005411 1

2 -132op!241071

249:5 00,0o o21 Ilh III

0430 6;480002 1 1 A 2-19hop.6 00.011 I11 11I 11111111111 II, Ilt 111!!111111 i11 III

11 111 11 11 1 1 I I I 1 11

t181(11 1t 1011) 11111

10.101 Figure 4-6.Initial equipage control/redistribution source document.

52 Chapter 4INVENTORY MANAGEMENT

1111aat/riestunromi1 11231 1uP11 CON1111/1111MilititiON 1000 ootuid OA #1 II In 1111

USS-JOHN PAOL-10111ISIODO-32) sab/219121 1001 uof 'Mt "LI

tllttillIII CI I :11111111111:1 E t. 1 1II IiJ iJ at As111640110, =41

it Mot nkidil AND Nola InitiutlArin agAttPtirldr1.i:Iat eimPSIAL Waal rolusarpolsi.ltstr

11. 111111111 1 I 1 111 11111 11 1

I 1 I1 111111 11 1 I W11111_1111

I 11 1 I lllllllliii I If 111 111 111

I i 11 II 1111 111 dm. L11 MIMIC tea 113 AI

10.102 Figure 4-7.Example of change to initialequipage control /redistributionsource iiecument.

Each item listed on the TYCOM's report is MANDATORY TURN-IN carefully reviewed in conjunction with the an- REPAIRAB LES (MTR) nual controlled equipage inventory taken in March. An "Equipage/Control Redistribution What is a mandatory turn-in item? Basically, Source Document" is prepared and submitted as it is an item that costs a lot of money and can be an addendum to the Budget/Optar Report for repaifed for less money than it would take to March, showing all corrections required to the replace it. TYCOM's record. Mandatory turn-in items are broken down intotwo groups, HIVAC (high value asset Whena"UIC control) items and non-HIVAC MTR items. Deficiency/Excess report is received from the Procedures for managing MTR items are basic- TYCOM more frequently than annually, the ally the same for both HIVAC and non-HIVAC reportis reviewed and updated even if no items. shipwide inventory of controlled equipage is conducted. HIVAC MTR Items Figure 4-8 shows a Type Commanders "UIC Although the majority of HIVAC items are Deficiency/Excess Report." repairablethere are some consumable items 53 59 STOREKEEPER I & C

15 .71.11 1972 001CRODESPAC PAGE AO. 001 EQUIPAGE CoN110L/BEDIsTRIBUTION PROGRAM

ARA PAUL :0XIS to52192 DEFICIEMT/D:CESS REPORT

PART 17P TRAM RE4 TOT RE3 InaT TOTAL cal TED STOCK No. Ism AMNCLATJAK 021 Want lig EU PRICE 21 42202=538 LIFE pRSVR,V 1304 2-330014031 Al 0012 14.00 168.00 211 42202518002 LIFE FLOAT,25 1 21 2 2-820054001 A3 0002 277.00 554.00 11 20906700178 /RAMAN= 1212 2-270044007 Al 0002 117.00 234.00 211 42402689732 MASX,CBR 1212 2-900213012 Al 0006 12.50 75.00 2H 66051679960 SEXTANT,111i 1 212 4-240004005 B2 0002 0001 500.00 1000.00 is 66502548959 BIA3CHLAR,END 1304 2-240034028 113 0004 214.00 856.00 2R 66452900925 CHROMIMETER 1212 2-24C033001 B1 0001 413.00 413.00 2A 66452407194 WATCH,PKT,CCH 1304 2-240054117 153 0041 110.00 110.00 1 RDCIAhm26 L TYPEwRIT41-,FL 1212 2-320024107 C2 0002 0001 350.00 700.00 2R 42206398999 GAGGE,DEEIHN 1 21 2 2-950013002 D5 0001 343.00 343.00 2A 10057265672 SHCCGuA,12GA 1 21 2 0-006480002 E6 0002 0001 60.30 120.60 ai 66501H41 581 TELESCoPE,AZI 1304 2-240024005 B1 0001 216.00 216.03

10.103 Figure 4-8.Type Commander's "UIC_ Deficiency/Excess Report. designated HIVAC because of their high unit page from the MRIL. Detailed explanation of cost. HIVAC items are identified by the material the columns is given in the introduction to the control code assigned. HIVAC items are required MRIL. to be inventoried quarterly by ships designated as HIVAC reporting activities or cyclic asset Asset Records reporting activities (as identified in NAVSUP P-485 appendix 7) and annually by all other You are required to maintain a stock record ships, except submarines. card for each purpose code under which a HIVAC item or a non-HIVAC MTR item is stocked. Each of these stock record cards must Master Repairable contain the Material Control Code (found in the Item List (MRIL) MRIL and NMDL) for the item. Additionally, when locator cards are used for obtaining item There are currently three major repairable locations, each locator card must show the same listings to help you in identifying those items MCC as that indicated on the related stock considered repairable: record card. Purpose codes (found in appendix 10 of The Master Repairable Item List (MRIL) .NAVSUP P.485) normally applicable to HIVAC items and non-HIVAC MTR items "in stock" are The Aviation Supply Office Master Repair as follows: Listof Navy AviationMaterials (ASO MRL) Purpose code "A"General issue stock Purpose code "W"Special pool-type stock The Fleet Bldlistic Missile Weapons System Master Repairables Listing (FBM MRL) Material control codes for HIVAC repairables and non-HIVAC MTR items are as follows: The MRIL is the repairable list you probably will be using most often in your job aboard ship. Code DRepairable items which generally can The information contained in the MRIL will be repaired locally (i.e. at the organi- enable you to make repair/turn-in determination zational or intermediate maintenance for all repairable items. Figure 4-9 is a sample level) ;54 60 Chapter 4INVENTORY MANAGEMENT

NAVY NARVER RERAIRAW 12C41161 PANT 14,114 SCOUCNCC) A C N KEMAL SNIC N $ $446 41.0 NOTES A C N 1i0e441 $N1C R $ C n C STOCK 01420 NNO NOTES I. C COD[ STOCK I 2 C002 T 0 C NOM C C C : CC I C C 0 1 C o t N L m L

C ANN 6030.014.3003 U Mt 13 C 22N 5065.014.5252 400651 0 U 400160 13 462649 400631 C INN 5640.023.1160 0 U 400160 r A44 5640.015.0663 U 400164 03 620114111 03 RROKYRIPC C AG6 5140.023.1020 0 U 40015103 Rx041RIPE C AIN 5065.015.0000 U 400244 03 620316111 C 244 5640.015.1262 U xx 13 ::::;: C CNN 5640.016.0462 0 U 400161 03 62021611.2 C 444 1265.023.1006 0 U400111 400226 06 OLUCSYRIPC C 224 6625.016.2432 0 U 400119 11 0100244 C INN 1240.024.5136 u110010706 SLURS1RIPC 400636 C ANN 1265.026.5346 C ANN 5620.016.3767 u40016106 6LUES111111 U 400160 03 REOSTRIPC 400226 400226 C 444 6625.026.6272 U 40016103 4e0414102 C 246 5645.016.4064 0 U 400111 06 ILUESTRIPC C ANN 1210.026.6051 C AIN 5615.016.2372 u xx 13 U xx 13 C ANN 1120.076.1102 U xx C 444 1265.017.2642 0 U xx 13 13 C 46A 6115.033.6644 U xx 13 C ANN 1260.017.2656 0 u xx 13 C 464 5620.042.5661 C A64 5620.417.$732 U $00169 06 61.1)28141PC U 400244 06 Olu[516111 C 404 5620.042.5663 U 400244 06 6LueS14111 400436 C NON 5620.042.5202 C 224 5120.012.0214 0 U 400169 13 U C30023 03 RE06T414E C 666 5320.042.5110 U 400164 03 4t0614111 400436 C ANN 1215.042.6426 U xx C 864 5620.017 -943x U 400244 06 91.145241/2 13 C ANN 1265.042.6451 u xx 13 100631 C ANN 1265.042.6432 u xx C 224 5620.017.0511 13 0 U 400144 13 C ANN 1215.042.6436 U xx 400636 13 C 444 1215.0426441 u xx 13 C 224 56258017.05E5 0 U 400169 11 C ANN 1269.042.6442 U xx 13 400436 C ANN 1285.042.6443 U xx C 664 5625.017.9526 13 U 400161 03 REOSYRIRE C ANN 1215.0426465 u xx 13 400226 C ANN 1215.042.644? u xx C 224 562:1-012.1512 0 U 400160 13 13 C ANN 1265.042.643: u xx 11 NO0631 C NON 5620.0414.3224 U 40016406 IN.U(316111 C 224 55254117.957a 0 U 400116 13 C 466 6625.044.3226TE u N0022$03 420516111 NO0630 400244 C 2245625.017.95Y, 0 U 400169 13 C ANN 6940.044.126 400630 U :::/::13 C 224 5625.017.0560 0 U 400169 13 C NON 5625.045.4173 u 61 13 400636 C NO5640.049.6161 U N00151 C 224 5625.012.0561 11 0 U 400160 13 400226 400636 C 46 5640.049.6172 C 22N 5625.017.9562 U N0010113 0 U 400149 13 400128 . 400636 C AS 5040.069.6123 U 40015113 C 224 5625.017.9563 0 U 400160 13 400226 400636 C 46 5110.049.6174 U N00151 C 126 5640.016.0496 13 0 U 400164 13 100226 400636 C AS 6130.0410.6105 U xx C 244 1242.0164292 0 U 400019 06 6luE5101111 13 C 44 514080491109 U N0015113 C 244 062.016.3601 0 U 400169 06 6Lu[S14111 C 044 6130.09.6717 N00220 0 U 400169 03 420514111 C NON 6625.049.1272Te U 40022603 NEOS1NIPC 400226 400244 C 224 52120.019.3420 0 U $00109 13 C 464 5620050.6560 u 40016906 6L12314111 400636 C aim 1420.050.6970 u 40016903 4gOSTRIPC C 214 5625.010.3440 0 U 400169 13 C 'CO 5620.050.6572 u xx 13 400636 C 464 5620.050.6973 u 400164 C ACN 7440.014.6616 03 ReOKYRIPC 0 U 400160 06 IluES14111 C ANN 4031905086211 0 U NOOttt03 11'0014ipc C 224 5605.019.6123 0 U 900109 13 400244 400636 C 464 6625.051.3406T[ 0U 40022006 61.0:214111 C ANN 6030.019.0410 0 U 400169 03 REOSTRIPC 400244 C ANN 1265.020.0015 0 U xx 13 C ANN 1265.051.6501 0U 40016103 11[0514111 C 244 5062.020-0065 O U U X 13 400226 C 224 7905.020.2734 0 U $00119 13 C 646 6210.051.653, 0 U C1001406 SLUES/41PC 400636 C ANN 6730.0514540 U 40016403 4c051/1111 C ANN 1205.020.2802 0 U 400246 03 REOSTRIRC C ANN 5665.051.6304 0 U xx 13 C ANN 1215.020.2114 0 U 400246 06 6LU[5241/2 C 244 5665.051.6110 0 U 40016106 6LueST4111 C ANN 1245.020.2691 0 U xx 13 400224 C 224 4020.021.2106 0 U 400114 13 C 244 5665051.6311 0 Uxx 1 NO0430 C ANN 5665.051.6313 0 U40016103 420514111 C 464 5620.021.3093 U xx 06 SLU[5211/2 C ANN 6610.021.3205 400224 U C50015 13 C 244 5665.041.6320 0 U xx 13 C 224 5620.021.3716 0 U 100111 13 C 24N 5665.051.11327 0 U 40011103 REOS111111 N00631 N00224 A 1ND 6930.021.5622 U AW 13 C 24N 5665.011.6322 0 U x0 13 C 014. 5065021.5762 U $00109 06 OluESYRIPC C 244 5665.051.6323 0 U xx C 464 5625.022.2661 13 U 400244 06 OLUESTRIPC C 244 5665.051.6324 0 U 44 13 C 464 5625.022.2664 U xx 13 C ANN 6110.052.2160 0 U 400161103 RED$10141 C 224 5065.022.2606 0 U 400169 13 A AS 3160.032.2166 u xx 13 400636 A Al 5140.052.2196 U xx 13 C 224 5615.022.9140 0 U 400160 13 C 410 1220.052.5490 0 U xx 13 400431 C 460 6625.043.3112IC U 40022R03 REOSTRIPC C 24. 5140.021.1,46 0 U 100161 03 REOSIRIPC 400246 C 246 5660.021.1055 0 U 400151 03 RCOSTR1PC C ANN 1220.053.4316 0 UNorm06 sLuMottrc 400636 C 44N 1220.053.4375 0Uxx 13

10.104 Figure 4.9. Sample page irom Master Repairable Item List IMRILL

55 61 STOREKEEPER 1 & C

Code GHIVAC MTR items with a unit price The MRIL, ASO MRL, FBM MRL generally of $1,000 or more Code HMTR items not assigned MCC G, K, When an issue of an MTR item is to be made, or Q (i.e. MTR items not designated or before an MTR item thatis NIS/NC is as "HIVAC" or high value) ordered the issue document for the item should Code KMilitary essential and/or critical HI- be annoted "MTR ITEM" in the remarks block. VAC MTR items with a unit price As far as is practicable, the turn-in of the generally of $1,000 or more unserviceable repairable to the supply depart- Code QHigh value MTR items with a unit ment should be made at the time of issue. When price generally less than $1,000 the turn-in is received by the issuing Store- keeper, he should make the notation "TURN-IN In addition to those codes shown above, there RECEIVED" in the remarks block. If the issue is are two material control codes (J and N) which made without immediately receiving the unserv- apply to HIVAC consumables. iceable item (some turn-ins cannot be made until the new item is actually installed in the equip- MTR Suspense ment),thenotation"TURN-IN NOT RE- File CEIVED" should be made in the remarks block. Each ship's supply department is required to Immediately after the issue of the MTR item establish an MTR suspense file in the supply has been made (regardless of whether the unserv- support center (SSC) or supply office (if no SSC iceable unitis immediately turned-in to the is established). The MTR suspense file must supply department), the issue room Storekeeper contain a skeletonized DD Form 1348-1 for sends the issue document to the SSC or supply prospectivetransfersof unserviceable MTR office for preparation of the DD 1348-1 for items expected to be turned in to the supply transfer of the unserviceable repairable to the department in exchange for an issued replace- designated overhaul point at the earliest possible ment. time. The 1348-1's should be filed in such a way as If an MTR item is NIS or NC when requested, to provide a tickler file system that readily the same basic principles apply that were used identifies those departments holding repairables for issues. If the replacement item is turned in to that require turn-in. the supply department at the time of the issue request, you annotate the tzmarks block of the MTR Issues 1250 in the same way as for an issue. The issue Documentation of issues of MTR items is request is then forwarded to the requisitioning basically the same as that of other material. Storekeeper so that the replacement item can be Your only problem may be in readily identifying ordered. The defective item is still transfered to those items that are MTR repairable. Your the designated overhaul point at the earliest determination as to whether or not an item is possible time without waiting for the replace- repairable or not is made from one or more of ment item to be received on board. For a the following sources: defective item that cannot be turned in to the supply department beforeareplacement is The stock record card for the item which installed, you transfer the defective unit as soon should have the material control code of the as possible after receipt of the replacement item. itemon thecard,ora notation "HIVAC Amplified instructions for the processing of REPAIRABLE" or "MANDATORY TURN-IN MTR item issues are found in NAVSUP P485, REPAIRABLE" shown. chapter6.Transfer of MTR items to the The NMDL which gives the material con- designated overhaul point is discussed in Chapter trol code of an item in the "repair" column. 6 of this manual.

5662 CHAPTER 5 PROCUREMENT, RECEIPTS, AND EXPENDITURES

We have examined the Navy's material distli- under their command and may provide facilities bution system, and have followed the flow of for the supply of material to these ships. Local material from the manufacturer through the commanders, (area commanders, and senior offi- echelons of supply to the distribution points and cers present afloat) set up distribution controls primary and secondary stock points. In this over stock available in their area as conditions chapter we will discuss the methods of procure- require. Each of these authorities is responsible ment available to you, the procedures for receipt for enforcing the distribution controls of higher .:4 these stores, and the expenditure of stores authority. either no longer required by your ship, ormore The controls of bureaus, service forces, type urgently required by other ships. commanders, and local commanders are established in fleet operations orders and instructions. Supplementary directives on special material, on PROCUREMENT special circumstances, and for localized areas appear in bureau and fleet instructions, and in One definition of procurement is "to get hold localdirectives. Supply officers afloat must ofobtain". That is essentially what you must maintain comprehensive and current files of do to provide effective supply management for these instructions for information and com- your ship. When parts or other supplies are pliance. needed, you must "get hold or' new stocks.

DISTRIBUTION SOURCES OF SUPPLY CHANNELS AFLOAT Ships normally submit requisitions to the Basically, all stock points have as theii ulti- supply activities specified in current operational mate mission the support of the fleet. Taking up orders and instructions issued under the direc- the problems of distribution where shore supply tion of fleet commanders. One of themore pointsleave off are the FLEET SERVICE commonly used instructions describing requisi- FORCES. The service forces have the responsi- tioning channelsisthe Consolidated Afloat bilityfor establishing such supply activities RequisitioningGuideOverseas,NAVSUP withinthefleetasare necessary to make P4998-A for the Atlantic or NAVSUP P4998-P efficient distribution of materials. They are for the Pacific. When there are no instructions responsible for the implementation and enforce- which specify the source of supply, requisitions ment of policies established by the systems are submittedtothenearestshore supply commands and bureaus on the distribution of activity (NSC or NSD). materials and alsofor the promulgation of Ships deployedoverseas and non-rotating additional distribution controls within the fleet. ships get their supplies from units of the Mobile Also affecting the distributive system afloat LogisticsSupportForces(MLSF), outlying are two additional controlling authoritiestype bases, CONUS distribution points, or advanced commanders, and localcommanders. TYPE bases. These sources are normally detailed in the COMMANDERS may prescribe controls over the appropriaterequisitioningguides mentioned procurement and stocking of material in ships above.

57 63 STOREKEEPER 1 & C

RESPONSIBILITIES FOR Navy Management Data List being produced in PROCUREMENT AFLOAT microfiche form. In addition to cost and space savings the present method of producing the The supply officerisresponsiblefor the NMDL results in faster_and_more__ economical procurement ofallequipment and supplies receipt by mail. Quarterly, a completely updated needed by theship,withthe exception of NMDL is issued to all activities. This eliminates ammunition, Marine Corps stores, navigational the requirement for change bulletins to the maps and charts, war reserve stockpile nuclear NMDL as well as the Deleted Superseded FUN weapons and major assemblies, medical stores, List. and those materials which are automatically furnished without action by the ship. (On ships NORS REQUISITIONS operating under Navy Stock Account special accounting classes 207 and 224, the supply A hot operationally ready supply (NORS) officeris responsible for the procurement of requisition is defined as any requisition submit- load list medical stores.) The supply officer is ted to meet: responsible to the commanding officer for the maintenance of stocks of general stores, subsis- A casualty report (CASREPT) requirement tence items, and ship's store stock and clothing ascitedin Navy Warfare Information Plan items, if authorized, at levels sufficient to meet 10-1(c). probable demands. He is responsible jointly with the cognizant head of a department for the A Ship's Essential Equipment Requisition maintenance of afull allowance of equipage Expediting Program (SEEREP) requirement as items. designated in NAVSUPINST 4408.1. A leading Storekeeper's responsibility is to implement whatever system of procurement the A notoperationallyreadysupplyair supply officer directs. Working with the supply (NORSAIR)requirementasdesignatedin officer, you will determine procurement require- FASOINST 5442.1. ments, using asthebasic guide, the ship's allowance lists and usage experience as reflected An anticipatednot operationally ready in the stock records. supply (ANORS) requirement as designated in In determining stock requirements, you must OPNAVINST 4614.1. take into consideration geographic and climatic conditions; the expected length of cruises; the The preparation of a NORS requisitionis type of operations, such as combat, training, or basically the same as for other requisitions. The .other mission; and the availability of supply same data blocks are completed. However, the activities. You also must consider the expected information in some data blocks is specific to needs of operating departments for maintenance NORS requisitions: materials and consult with department personnel in that regard. Of course, your determination of Block 3,the media and status code is requirements must be made in accordance with usually changed to provide 100 percent supply the ship's endurance schedule, the stock limits and shipment status by the fastest means possi- and allowances established by the cognizant ble. Normally, the M&S code is in the, "S-X" commands, NAVSHIPS weight restrictions, and series as_described in appendix 16 of NAVSUP logistic commandets' endurance limitations. P-485. The firstdigit of the requisition serial NAVY MANAGEMENT number, data block12,is "W" to identify a DATA LIST CASREPT/NORS requisition.

The high cost of printed matter together with The first digit of the distribution code, data critical space requii,ments have resulted in the block 18, is used to identify the activity that is

58 Chapter 5PROCUREMENT, RECEIPTS, AND EXPENDITURES

to receive 100 percent supply and shipment The unit is assigned to FAD I, II, or III. status on the requisition, inaddition to the requisitioner. Appendix 3 of NAVSUP P485 The item or equipment required is causing lists the appropriate codes for this purpose. primary weapons or equipment to. be CASREPT with the casualty report submitted. Or the item The appropriate project code for NORS or equipment has been identified during mainte- requisitions from appendix 6 of NA VSUP P485 nance or testing as required to prevent primary is entered in data block 19 of the requisition weapons or equipment from becoming CAS- when directed by the fleet or type commander. REPT (an ANORS requisition) and the time frameiswithin15 days of actual combat NORS requisitions are transmitted by naval requirements or within 5 days for all other message unless transmission by another means worldwide requirements. (telephone, transceiver or courier) is considered more expedient.Figure5-1shows a NORS Only priority designators 01, 4)2, and 4)3 requisi- requisition ready for submission. tions meeting these requirements are eligible for "999" assignments. Any requisition or requisition modifier show- Expedited Handling ing "999" in the RDD block must be approved by the commanding officer of the requisitioning The RDD block of the NORS/ANORS requisi- activityprior to submission into the supply tion (block 21) will contain "999" (most expe- system. ditious handling when the following conditions Requisitions for items that meet NORS or apply: ANORS conditions but do not qualifyfor "999" handling must show a "N" for NORS as The requisitioner must be a Navy unit the first position of the RDD data block for overseas, or a unit alerted for deployment within NORS requirements or "E" for ANORS require- 30 days of the date of the requisition. ments. The second and third positions of the

N00228NSC, OAKLAND DOC IDtolt. MAIM?,

5960 806 0292 00001 . I I I I 41.1.;., Z.1 IterX.MMOLM ..M1 MrialliN=1LI PC,I*01KIS

olO

I$4d.,.. 'V ouam at, 1:c770kg_272-UNI , .2122i52536:1301$ r333.11 arwas4caol4a4:4;;:etilrusi7iiiii.:';r1,75,,tiffli411111011111Nronnws3inxIs ,1111=Mill.

43.24 Figure 5-1.NOriS requisition ready for submission.

59 65 STOREKEEPER 1 & C

RDD block indicate a short required delivery CARD EXPLANA- date expressed in the number of days from the COLUMN T1ON ENTRY date of the requisition that the materialis 1.3 Document AN1When the re- required. identifier cipient of the MOV request is the requisitioner. MATERIAL OBLIGATION VALIDATION AN2For the supplementary addres- A material obligation is the unfilled quantity see of a requisition not immediately available for AN3For card issue to the requisitioner, but held as a commit- column 54 ment against incoming stocks. Quarterly, on 31 January, 30 April, 31 July, and 31 October, the 65-66 Status Gives the current sta- Code tus of the outstanding inventory manager or local stock point reviews quantity for the its outstanding obligations. obligation Material obligations held, which are outstanding for 75 days or more are considered to be 71-73 Cutoff The cutoff date of the overage. At the completion of the review, but Date MOV cycle. For example not later than 5 days from the cutoff dates 120 for 30 April MOV above, the inventory manager or stock points cycle sends out material obligation validation requests 75-77 Reply The day your response prepared on a DD Form 1348m in the format Due Date card is due back at shown in figure 5-2. the requesting activity The DD Form 1348m is in the same format as your requisition except for these key data The MOV request cards, a machine list of the elements: documents plus pertinent instructions are air

AN 3S. Il 04g.I Lia. 0022192 035 11 sia,e05wit.; 120 =LLME 1.11r..1.1=M1 LATE 11771111 UP -2, 7 - I 1 mawmom NOW oo 1 I I IN 410011. 1 titorme NOLAN I** Mir 0411117O 11111MO91**11IMIOXOT OEM71111. OrrOC ot NuMeem mote Min 00C.00Itt 1.

2 rlit t t I I ,', OMMICTS/Ln7-L.1111MINI-4-L..,:PT= CLMLTS- 3 !i s ; !! ; 4 4 itit; I I 1 t I t1111O117 004tet orae t70 P7117Of Nt Nit IE I 1 .111111111111/1110111131

2 111111111111111011 1,7t MOO .. 1:155. V- It/ 11 ttoIt *Mr** I 1 2 Itall V 0 1 4 U VON. )4""4"

43.24 Figure 5-2.Material obligation validation request.

60 66 Chapter 5PROCUREMENT, RECEIPTS, AND EXPENDITURES mailed under a letter of transmittal (figure 5-3) The outstanding requisition for each valida- to the ship or unit designated by the M&S code tion request is thoroughly reviewed to determine inthe originalrequisition to receive supply if there is still a requirement for all or part of status. the outstanding quantity. Additionally, for DTO maintenance related items, the NAVSUP Form MOV Request 1250 or DD Form 1348m for the outstanding Acknowledgement requisitionismatchedagainstthe OPNAV 4790/2K held in the Maintenance Data Collec- The ship or unit receiving a MOV request tionSystems (MDCS) coordinators deferred should immediately acknowledge receipt of the action file. If there is no form held (the job is request in the prescribed space of the letter of completed) the originator of the 1250 or I348m transmittal and returnittothe requesting is requested to authorize cancellation of the activity. requisition or justify continuance of the require- If documents shown on the machine list are ment. not received, the receiving activity should pre- After validation the machine listing may be pare its own DD Form 1348m request cards discarded. The outstanding requisition is anno- from the information provided on the machine tated as follows: list, in the same format as the other request cards. "Validated with N35 MOV request of 120 ." Requesting validation The document numbers of the cards not re- Activity cutoff ceived are listed on the letter of transmittal as cycle "Not received prepared by requisitioner" and Validation Response returned to the requesting activity. Should no machine list be received and the number of cards A response for each validation request must received is less than those indicated on the letter be made to the requesting activity by the reply of transmittal, the document numbers of the due date (card columns 75-77) on the request cards received should be listed on the transmittal card. letter when receipt is acknowledged. It is then Ships without punch card capabilities make up to the requesting activity to determine the the response by returning the validation request missing documents and transmit them to the cards to the requesting activity annotatedas requisitioner. If request documents are received follows: which belong to another activity they should be Card air mailed to that activity. Column Titk Explanation When acknowledgement of MOV requests are 2-29 QTY The quantity of the not received by the issuing inventory manager or outstanding requisi- stock point within 30 days a follow-up letter, tion that is still required. If total cancel- with duplicate card and matching list,is for- lation of the requisi- warded to the appropriate activity. A copy of tion is desired zeros the second request letteris also sent to the axe placed in these respective type commander for determination of columns. the circumstances causing the delay in acknowl- Due Appropriate document edgement of the original request. ldent. identifier code for the MOV response; APIfrom Validation requisitioner AP2from supplementary addressee Viten you receive the validation request you AP3from card column 54 must compare the FSN, quantity and the requisition document number of the request docu- 71-73 None Enter the last three ment against the outstanding requisition and digits of the julian date of the response update the incorrect information. preparation.

67 STOREKEEPER I & C

, A00, ikA DEPARTMENT OF THE NAVY g 41101400 NAVAL PUBLICATIONS AND FORMS CENTER ,0001 114) 101,101.01 5001 TA et:17: AVENUE 11r.ifo.2693 PHILADELPHIA, PA 19120 IN 1051:WK:man 30 November 1973

From: Commanding Officer, Naval Publications and Forms Center 5801 Tabor Avenue, Philadelphia, Pa19120

To: Officer in Charge, Navy Trainiug Publications Detachment Building 220, Washington Navy Yard, Washington, D.C. 20374

Suhl: Request for Validation of Material Obligations

1. Forwarded are ( ) Material Obligation Validation Request Cards.

2. It is requested that receipt of these requests be acknowledged and that response cards be submitted for each request. Failure to do sn will result in automatic cancellation of your requisitions.

ENCLOSURES Copy Furnished: W. Kiely

DO NOT DETACH RETURN ENTIRE SIGNED LETTER TO "FROM" ADDRESS ABOVE

ACKNOWLEDGEMENT

Above validation requests were received . These item requirements and IPD will be validated by the user.

AUTHORIZED OFFICIAL

10.105 Figure 5-3.Material obligation validation request to- =ROI letter.

62 G$ Chapter 5PROCUREMENT, RECEIPTS, AND EXPENDITURES

Figure 5-4illustrates a MOV response by a shown as outstanding on the MOV request. non-automated ship. When thishappens therequisitioner (when Ships with punch card capability make the non-automated) must prepare a second MOV MOV response by preparing DD 1348m response response card on the original of a two-partDD cards. These response cards are prepared identi- FOrm 1348. The second response card duplicates callytothe MOV requestcards with the the original requisition with the following ex- following exceptions: ceptions:

Card Column Title Entry Data Block Tit le Explanation 1-3 Doc. The appropriate MOV !dent. response document Doc. Enter the appropriate identifier code (same Ident. APcode as for non-automated ships) Rout. Enter the routing !dent, identifier code for 25-29 QTY The outstanding quan- the activity to which tity still valid. the response is submitted. 71-73 Trans- The last three digits action of the Julian date 8 Quantity Enter the total date of response prepa- quantity received. rat ion. Advice Enter advice code 2U Code

Figure 5-5 shows a response card for an auto- 23 None Enter the last three mated ship. (cc digits of the Julian During the validation process you may find 71-73) date on which pre- that you have received all or part of the quantity pared.

AN1N3 53310104961 000 2192 035111 L I..13 41 '_206.01118 120, 160 .. . ..=...v...3 ILM11.-7 e i ge.7.....mma...... I mowsum I : ,SC I, 01 LOOlt 4.4. 001.1.401 sr counter KMroesomas11004CTPI*"Z...."...1 .....7.71 "."'".. WIN,ilKIVIII STOCK 4.46.6 6. tr.NMI =4: MOM ..010? . I ,.... . iXC.. °°C..X.T. .1.111.1 1111.111. --L Muffin 1 1 !2 s. 1 e 111M I i I 1 1 ti 1 t J t 1 i t t i t . 5 .....-- Eiv_.'iiiiii5EVAIIIIE1 i 3it. I I ;4 i.I I 4 I I los 0 roe° US.Heerlt rrOrtcr IIM I S t 5 , 1:=E=.a I F. !I t I.1 :. 1111111111111111 . s 41 MITI . ,.: I I I Sis 13 iv ..1 s4,666? .666?T. n1374TS AITTre 11le r u II Z..", I we matII o .- .., .se-'''''''r .:' ' 17.1434 14 STOREKEEPER 1 & C

S :.+0, VII '..VlIZIME3=31F2P1Iiii..,....altL.....liwi QUANTITY 1_2 N 2 csowese 3 3

1:4 4 ! I I I I I I IN 0 awsMO MIMICSOJECTMOTT NM Sul 7

111111111111111161 10

$ if Iv M- 10 IY 9 Pr "LIk-::-/P11:A;47::14:1 MOOSPI.1 XXXX3 1 XX iszusstsoolsonnissisfissonsanssoXXXXX 7) aeOuqUeess4A1IUSE3331. none» IS TT IS XI

43.24 Figure 5-5.Material obligation validation response documentautomated. Figure 5-6 shows a response card when an item When a second MOV response card is received has been partially received. by the material obligation holder the activity A ship with punch card capabilities takes the takes action to cancel any quantity in excess of same action except the second response card is the quantity received. For example: Your ship prepared on a DD Form I348m. receives a validation request from SPCC for an

le .4....-11 'No ==' Mil r"..411"el 1I'M'1., 1 1:L.LLI.':'''r- .17,_= "1=1 L : .A.waciesi:-... -.J..iIiima±2f111[1=latIls.alll tti =Iin sowTO: PIOQuirriON 1 /NOM:

I II.L\41.7W. laa-CM.= I II/SI,JIBla, ==-t ISREal 2- Am W' ad. L/ IMEIN==.111 I S =I S 2 3 II 010 4960 00001 0 C. I 5330 ..to III 1111. .. 11.4. NMII ltY 1r1 I» . le I 13 o S I

vs 1 vs 52192 3035 0017 E2435 ...la 1 18 4. =1=3=1CMEEMc1.2,,. -1`_'-_`'.1,-.7-_;1....,. 1 I 2 3 St13 VIIS GS 1 i I I I I 1 1 ii

Z .7 1 111 i s . . /1.Clut 111 T II oo**** tom IT = V leIII

T UNIT PRICE Y TOTAL. PISMO , ilLINIPPIRNI11111T? ..,i- -..J.1, 07 -:/ 2= --. -.... IIISIMITITT ...... * it*** ass stsiii **** a nnnnn anumemes . 7011 XXXXXXXXXXXXXX

43.24 Figure 5-6.Material obligation validation response documentitem partially received.

64 70 Chapter 5PROCUREMENT, RECEIPTS, AND EXPENDITURES item. On validating one of the requests you find ingactivity by message. The message must that SPCC holds an obligation for 15 items on contain the estimated date the MOV response the request card. Your records indicate that 6 of will be submitted and must request suspension the 15 items have been received by your ship. of cancellation action by the holding activity on Further investigation shows that you still require the requisitions involved. A copy of the message 6 of the remaining outstanding quantity. On will be sent to the appropriate type commander. your original MOV response you show a quantity of 6 as still required in block 25-29. On your second MOV response card, as described above, you show a quantity of 6 as received. Upon receipt of these two MOV response cards PURCHASING AFLOAT SPCC will take action to cancel 3 of the 15 Ordinarily, supplies and services required for items. forces afloat are procured by requisition from the nearest shore activity, and deviation from IS Quantity originally this rule is made only in the following cases: less 6 requisitioned Quantity received by ship 9 but still outstanding EMERGENCY PURCHASES per MOV request Supply officers of ships,subject to such Less 6 Reported on first MOV response as still re- limitations as may be prescribed by the senior quired. officer present afloat, are authorized to obtain 3 Quantity that is can- required supplies Jr services by purchase in the celled by SPCC open market when all of the following conditions exist:

I. There is an immediate and urgent require- Cancellation of ment for authorized supplies and services. Requisitions 2. The supplies or services are not available at the local supply support activity and will not be When the activity holding a material obliga- available within the required time frames. tion for your ship received an MOV response 3, Time is limited, and scheduled operations indicating a request for full or partial cancella- willnot permit procurement through Navy tion of the item, the activity will confirm the shore-based purchasing activities. cancellation with a cancellation card (document identifier AC and a status code of "BR" (cancelled in response to a MOV request). Funds ROUTINE PURCHASES should not be deobligated until this confirma- LESS THAN S250 tion is received. Additionally, MOV requests for which the holding activity receives no response When authorized by the type commander, are automatically cancelled (under status code and when the required supplies or services have a "BS"no response to validation request) provid- value of less than $250, they may be purchased ing the holding activity has received acknowl- inthelocalmarket area when allof the edgement of receipt of the MOV request. following conditions exist:

MOV Response Delay 1. The supplies or services are not available from stockatthelocal supporting supply Should operating commitments of your ship, activity and will not be available within the or late receipt of the MOV request make the required time frames. response to the request by the required date 2. Supply department manpower is sufficient impossible, notify the material obligation hold- to handle the additional workload involved.

65 71 STOREKEEPER 1 & C

3. The supply officer is thoroughly familiar activities to issue BPA's at the request of ships with the local market area in the vicinity of the and allow placing orders against them. ship. Before the ashore purchasing activity may 4. All transactions are made by an approved purchase on the open market it :nust determine small purchase method providing for immediate that the supplies or services required are not delivery of material purchased. available through normal supply channels and need not be purchased by orders under Navy or other DOD Indefinite Delivery Type contracts, PURCHASE WITH BUREAU, or Federal Supply Schedules or orders on their SYSTEMS COMMAND, sources of supply (Federal Prison Industries, or OR OFFICE APPROVAL Blind-made Products).

Certain supplies may not be purchased by ANKET PURCHASE activities afloat, either in the United States or in foreign ports, without the specific authority of AGREEMENT the bureau, systems command, or office respon- The blanket purchase agreement is a method sible for the supplies concerned. These supplies for making small purchases in the open market. are listed below. Itisa simplified procedure of establishing "charge accounts" with qualified sources of 1. Material in excess of the ship's allowance supply to cover anticipated small purchases of list, except when emergency approval of an in readilyavailableitems of the same general excess requisition has been obtained from the category. This system eliminates the necessity of senior officer present afloat directing purchase continually issuing individual purchase orders to be made. for small requirements by providing that pur- 2. Boats chases be made orally (generally by telephone), 3. Books for the general library. or by informal memorandum, against the blan- 4. Forms,printing,binding,blank book ket purchase agreement. This type of purchasing work, and contract (commercial) printing. is common for: electrical supplies, plumbing 5. Technical ordnance articles. supplies, repair parts or services, or miscella- 6. Printing equipment and machinery. neous items of hardware. 7. Automotive equipment (trucks, tractors, Blanket purchase agreements may be placed cranes, scooters, passenger-carrying Vehicles, and by major field purchasing activities and others the like). listed in NAVSUP 467, when conditions war- 8. Transportation facilities, equipment, mate- rant. The agreement is prepared and issued on rial, parts, and supplies required for domestic Order for Supplies and Services (DD Form transportation. 1155). (See fig. 5-7.) The agreement gives the terms and conditions of purchase, and authorizes the supplier to furnish the supplies or PURCHASING ASHORE services described. It states the obligation of the Government, the total amount authorized, the Purchasing is becoming increasingly important names of persons authorized to place calls, to ashore supply systems. Detailed instructions identified by organizational component, and the are contained in NAVSUP Manual, volume II, dollar limitations per call for each person, so and Field Purchdsing, NAVSUP designated. (See fig. 5-7). We will discuss the subject only briefly here, and will summarize two aspects of purchasing which are administered ashore, but not afloat PURCHASE BY FORMAL the Blanket Purchase Agreement (BPA), and ADVERTISING purchase by formal advertising. While the administration of BPA's is normally done by an ashore Purchase by formal advertising involves sev- activity,it has become customary for these eral steps: 66 72 Chapter 5PROCUREMENT, RECEIPTS, AND EXPENDITURES

INDICATE PURCHASE ORDER WILL BE ADMINISTERED COMPLETELY BY THE Pat CMC011 PURCHASING OFFICE OR THE CONSIGNEE NOI 2 g3 *eau roe norms os $ MAWS eV MUNN CONPOO POO O. ?NA Is NOT AN ON= fre DO Iona 'as* treolot 5511 at COOMACV/ PO1100 Ca.. Oe ellapie. NW NO a .4n es Nowt YOOOMIM/PV08 IINMOV .040 PM OL 10 1000001 -73A -0073 73'pt. 01 C-3 IMOD On COO alimbboin As Ovr e cowl Contracting Officer 1 Washington Navy Yard Washington, D.C. 20374

COOMMC,00/11..011 044byr as sILIMAYIP re MN Mon

NAM r ABC Company acorns See Schedule 51 123 Independence Avenue N.W. te. MICOMT Washington, D. C. 20001 1Z - 10 days, net 30 days y. yam mbOOMI See Block 14

sib *Arrow alba Sinn Mt COO4 Receiving Officer NAM All Bldg 114 PACIAMS ANO DIRECT DELIVERY TO PANINS Washington Navy Yard CONTRACT OA SHOP OR UNIT PLACING OMNI NUMMI Washington, D. C. 20374 CALL MAY 8E AUTHORIZED

Otteeta The 4thyry eekeyybibyl ..rowieb000storya « We AA* el Yam baby Sol Y {Males bobber COMOMOM beabbr se lb ..MC... .6 bad ..yaw a- N Mr sad y51bbeyowyabryed eyboryey t PVOmet Iymme yyy 0.71.1 ao NS-.y M 555, ..Ml WM. N.brobag... ho o. I. ye room. XCom. 117.11Was of Amyl.. Ordsr.170 nen Mk M..* CLAWS NO 1T AMMO ONLY IT TVA .0505. CRICK= old NO 15 IP TIM MD IS CNICI *HMO 10001 . W Nam, as womb& TIN yoNIAN Y boolard MOW ..o..el IA USC 11104.1113 Of be ibrbabob Y ay blobIf AMY 50 O. 1.1 imbeslyonof %MO Rbseaellbrelm.yYer 110410/4 0.1.4 AVOW Cbworst froyemyby 147110 100 Ka row ArrAmamne *ADO To. 111A out nom Wy& ACCOUNIINO ANDamoreanomOM. ACCOUNTING CUSUMANO,. MY 74111 mmosommN.0.00o 00 Waal. Mae MoVWM t1 pr OMR AMOUNT Mo ma* HA... COY* eew PIO M.11.1.1 AOCre.,, TM /err. AC C007 COOT

new1.0 OOteuoll MIONtlitomCell I:4.742d...1 4.11001, TOBECITEDONLYWHENCOMMITMENTr Description of Agreement [OFFUNDS IS REQUIRED - Thisis a blanket purchase agreement for plumbing supplies 4BI h snail be furnished by the supplier, if and when requested by the con .racting offi er or his designated representative, during the period 1 July 1973 - 30 June 19'4. ANY PERIOD UP TO 1 Extent of Obligation 12 MONTHS The Government is obligated under this blanket purchase usent only t the extent of authorized calls actually placed against this agreement

[SIGNATURE AND TYPEWRITTEN NAME OF CONTRACTING OFFICER

t .,..moy a. ay. art, to 1011 a* 641seme #0.14. .0v 110.05 041. AfrAry ond Am I' sew. IMOOMOCal 0014C.P.0/0001110110 WPCS. ....011,1, w (P.M WS MAD IV Mom 10 0 ....0.011 00 Kbilorte awe VOVol 00 0.. .15.00.KIM COOPMCV UelV AS OOPS* U. bra.o ymonao Cooney roe AMIN, Don r.4.00wf Gew, re A.m..* 0SCOI 0010001111 Ye I Cta1711 *.neat lo ewes; AN, Na. 7.7 11 SPX laeme

owl C 0010 IV ...no i M. One 11.0010 I / 0000.41 t

ComgnOl. Cart 1.17 lb. MI DO 115% (1-PT) (NAVY) 1 IT. sr =PAN AmN...4 by toys Nem. Or Of

10.24 Figure 5-7.--Blanket purchase agreement.

67 73 STOREKEEPER 1 & C

IRP NO OPOOC 01.4CONIO +.G STANDARD IONA 36 MY 1906/ 1d 1,1**1.4 SIINiS cmoASNANON CONTINUATION SHEET no nocNO VI1 CH111.10iM 1 N00001-74A-0024 2 2 .....,CI C...%. CV C.V.VD0CICA. Barnes Plumbing Supp ly Comp any

11th Ho SUPPUIN/MRVICeS QUANTITY INMT UNIT MCI I ANOINT Pricing

The prices to th, Government for all purchasesade under s agreementshall be as low as, or lower,than. those charged the suplier'smo avoredcustcheer.in addition to any discounts forprompt payment. PRICINGPOLICY MUST BYINCLUDED Negotiation Authority

The issuance of individual requests against thisblanket urase agreement will be made under the authority of 10 U.S.C. 230441(3). 10 . . C. 2304(4(6). or in the case of subsistence 10 U. S. C. 2304(0(3).110U.S.C.'30(a)(6). or U.S.C. 2304(a)(9). Call Limitation INDIVIDUAL CALLS WILL $2.500. No call placed under this agreement shall NOT EXCEED $2500 Individuals Authorized to Place Calls and Dolla Limitati ns; ,

I A list of individuals authorized to place calls!underthi agreement.idntified by organizational component. and the dollar limitationper cellfor eachindividual will be furnished separately to the supplier bythe cont ct4ngofficer.

Delivery Tickets

All shipments under this agreement shall be accmpanied thdelivery tickets.or sales slips. in triplicate which shall containhe foll nglminimuminfmutton: a. Name of supplier. b. Blanket purchase agreement number. c. Date of tall. d. Call number. e. Itemized list of supplies furnished. f. Quantity. unit price and extension of eat!ritem. lees applicable

g. Date of delivery or shipment. 1

Upon delivery. the receiving activity will retainone cops, ofthe relateddelivery ticket and will sign the other two copies and returnthew'tolthesuppliefor his agent. One of these copies may subsequently beIrequiredto supportthe invoice.

Invoices I 1 !

I A summary invoice in quadruplicate shall besuaittedatleastmonthly o upon expiration of the blanket purchase agreement. whicheverfirstoccurs. forall deliveries made during a billing period. identifyingthe (deliveryticketcovered therein. stating their total dollar value. andsupportedby receiptedcoits of the delivery tickets. I

36-109

10.24 Figurle 5.7A.Blanket purchase agreementcontinuation sheet (STD Form 36).

68 74 Chapter 5PROCUREMENT, RECEIPTS, AND EXPENDITURES

I.First, the contracting officers at the field NAVY DEPARTMENT PROCUREMENT purchasingactivity must fixthe terms and RESPONSIBILITIES conditions to be included in the schedule of each invitation for bids. This schedule includes Specific supplies and services can be procured such information as item description, quantity only by certain bureaus, systems commands, and of supplies or services to be furnished under offices of the Department of the Navy. They are each item, specification requirements, place of also responsible for determining the extent to inspection, time of delivery, place of delivery, which the services of NAVSUP will be utilized and so on. for the purchasing of such supplies and services. It is the general policy of the Government These bureaus, systems command, and offices, that contractors furnish all materials required with their procurement responsibilities are listed for Government contracts. It is, however, occa- below. sionally to the interest of the Governmentfor reasons of economy, standardization, or expediting productionto furnish material or special BUREAU OF NAVAL tooling in connection with advertised procure- PERSONNEL ment. Under these circumstances, the schedule of theinvitationfor bids includes a clause The Bureau of Naval Personnel is responsible settingforth the agreement for delivery of fortheprocurement of goods and services Government furnished property, and a clause incident to the recruiting, training, and welfare from the Armed Services Procurement Regula- of personnel of the Navy, including the Naval tions giving the terms under which this property Reserve, except such types of procurement as is furnished. The schedule also informs prospec- are assigned to another bureau, systems com- tive bidders of the location of this property, and mand, or office. the arrangements which may be made for them to inspect it. 2. The invitation for bids, which states all NAVAL ORDNANCE terms and. conditions of the procurement con- SYSTEMS COMMAND tract is sent out to qualified and eligible suppliers. The invitation requests that these sup- The Naval Ordnance Systems Command is pliers submit sealed bids by a certain fixed date responsible for: when the bids will be publicly opened. 3. Bids are carefully secured until the public Procurement of fire control directors and opening. After the opening, they are analyzed computers, control systems, sighting and ranging and evaluated. Unless the schedule of the invita- devices, torpedo launchers, rocket launchers, tion for bids -xpressly provides otherwise, bids depth chargeprojectors,missiles,torpedoes, are evaluates: the basis of price and factors conventional ammunition, and mines. directly affecting price, such as cost of transportation, discounts, and taxes. Procurementofmaterialandservices 4. The contract is awarded to the lowest related to maintenance, alteration, and repair of responsible bidder whose bid conforms to the major ordnance equipment/systems. essential provisions of the invitation. When time does not permit the preparation of the award Procurementofmaterialandservices (Standard Form 26) prior to the expiration of related to research in any of the foregoing time for acceptance of the successful bid, a material. preliminary notice in letter form, prepared as shown in figure is sent. This letter is signed by Procurement of all storage and terminal the NAVSUP contracting officer, and is mailed facilities for ammunition and ammunition de- or handed to the-successful bidder. tails.

69 75 STOREKEEPER 1 & C

NAVAL AIR SYSTEMS Navy activities and for loan to contractors for COMMAND work on ships and manufacture or test of cognizance symbol S machinery, equipment, and The Naval Air Systems Command is respon- components. sible for: Major electronicequipment, cognizance Procurement of all Navy and Marine Corps symbol 2F. heavier-than-air,lighter-than-air,andpilotless aircraft, including cognizance symbol 2V com- Services from salvage agencies outside the ponents and equipments. Navy. Procurement of material and services related to maintenance, alteration, and repair of NAVAL ELECTRONIC aircraft. SYSTEMS COMMAND

Procurementofallphotographicand The Naval Electronic Systems Command is meteorological equipment. responsible ir the procurement of:

Procurement of material and services re- Special devices of the Naval Communica- latedtoresearchinany of the foregoing tion Service and radio, radar, radiac, and sonar material. equipments and accessories for use afloat and ashore. Procurement,including'maintenance, repair, and alteration, of Naval air ordnance and Shore and shipboard electronic equipment, of components and equipment related thereto. cognizance symbol 2Z.

Research in the air ordnance field. Electronic assemblies and repairs to sup-

port Naval Electronics... System Command elec-...... _ NAVAL SEA SYSTEMS frdiiie 'eiiiiiiinient-s, cognizance symbol 4G. COMMAND

The Naval Sea Systems Command is respon- NAVAL FACILITIES sible for the procurement of: ENGINEERING COMMAND

Ships, amphibious craft and vehicles, boats, The Naval Facilities Engineering Command is surface targets, barges, and service craft of the responsible for the procurement (including con- Navy; all material and services relating to construction, alteration, and repair) atall shore struction and repair of the foregoing equipment activities of public works and public utilities; or research concerning such equipment. construction, and of transportation, and weight handling equipment; except equipment assigned Material and appliances for defense against to the Marine Corps and such other equipment chemical, biological, and radiological warfare in asis assigned to another systems command, ships and other waterborne craft. bureau, or office.

Respiratoryprotectivedevices,diving equipment, mine countermeasures, submarine OFFICE OF NAVAL RESEARCH rescue methods and equipment, and submarine escape training facilities. The Office of Naval Research is responsible for supervision and coordination of allnaval Jigs, patterns, molds, special gauges, and research, and for the procurement and conduct special test equipment held in store for use by of research in augmentation of the research and

70 r 76 Chapter 5PROCUREMENT, RECEIPTS, AND EXPENDITURES development conducted by the respective bu- Cargo terminal services, stevedoring serv- reaus, systems commands, offices, and other ices, and certain admiralty type services. agencies of the Department of the Navy. Suppliesand servicesforwhich other commands and bureaus request procurement action by the Naval Supply Systems Command. MARINE CORPS

The Marine Corps is responsible for 'procurement of its own supplies and services except RECEIPTS such supplies and material as are specifically assigned to another bureau, systems command, Receipts areclassifiedas to types: direct delivery, freight, and mail and parer! post. For or office by the Secretary of the Navy. this discussion, however, we want to think of receipts in a larger meaningone which includes the initial handling of stores, the verification of MILITARY SEA packages and papers, the processing of receipt TRANSPORTATION SERVICE papers, and the inspection and disposition of incoming stores. SeaTransportationService TheMilitary By regulation, the supply officer is responsi- (MSTS) is responsible for procurement of commercial ocean transportation; operational serv- ble for all of the functions listed above, but the actual handling of the functions is carried out by ices relating to MSTS ships; repair, overhaul, or the leading Storekeeper in charge of the store- alteration of MSTS ships or of ships chartered rooms. This Storekeeper is responsible for super- by MSTS; and supplies or services aboard, or in vising the handling of all incoming stores except time of emergency. storesfor which other Storekeepers may be personallyaccountable,suchassubsistence items. The Storekeeper also sees that storeF are NAVAL SUPPLY brought aboard, properly identified, checked, SYSTEMS COMMAND sorted, and distributed to the supply departmmt storerooms orship's departments, and that The Naval Supply Systems Command is re- rcceipt documents are properly processed and sponsible for procurement of: turned in to the supply office. In performing these duties, the leading Storekeeper exercises Supplies and materials in support of the directionover other Storekeepers and over Navy Supply System. Working parties handling the incoming stores. Research and development in support of technical and scientific endeavors. GENERAL PROCEDURES Materials in support of government pro- Let us review briefly the general procedure duction facilities. for the receipt of material. When expecting supplies, you should carefully Engineering and technical services in sup- review the file of outstanding shipping papers, port of weapons systems and equipments. and thefile of incoming material papers to identify the incoming stores. Generally, these Resale and housekeeping items in support files contain advance papers on high priority of daily operations of the Department of the DTO material, advance shipment notices on Navy. classified material, or advance copies of procurement or shipment directives which the bureaus, Maintenance and repair in support of field systems commands, or Fleet commands have -' activities and afloat units. originated for the ship (automatic shipments).

71 r7 STOREKEEPER I & C

The files are usually very small when ships are the rest of the material. Papers covering the in their home port or yard. However, these files material actually received are forwarded to the become bigger and more important when the storeroom with the material for stock items and shipisdeployed. The way you process the to the supply office for DTO material where advance notification on high priority DTO mate- they are posted to applicable requisition and rial may determine whether your ship picks up a financial control records. needed p8rt upon arrival at a designated port or All incoming stores are examined, compared pulls into a port unaware that the parts are with the bills of lading, airway bills, TCMD, there. It's too late when you discover a few days invoices, or other accompanying papers, and the Ind many miles away that the parts for the identification marks carefully verified. If any ship's primary weapons system were in the port package shows evidence of having been tam- just visited. pered with, it may be weighed and such weight Upon receipt of advance papers, you should compared with that stenciled on the package or pass the word to applicable personnel. Passing it may be opened and the content verified by the word serves a dual purpose: not only does it count. A distinction is made, however, between permit the maintenance personnel and your stores received from other supply officers and subordinate Storekeepers to plan their work stores received from other sources. schedule: it makes it easy for the command to Articles received from other supply officers in work out liberty and or boat schedules prior to bales, packages, or casks need not be opened to the ship arriving in port. In the interim you verifytheircontents; they are accepted as should ascertain from fleet port guides such invoiced after a package count is made. Articles information as: what assistance is available from received from sources other than supply officers U.S. and allied personnel in the port; customs are opened and the contents verified before a regulations; distance to and from the terminals; receipt is signed. and materialliftcapabilities available inthe port. After obtaining this information, plan the Routine Stock at Home Ports working party. Be sure that each subordinate Stcrekeeper is properly instructed as to where Advance shipping papers on routine stock and material is to be stowed, to secure and obtain DTO material other than classified or automatic signatures for classified material, how to check shipments are not normally provided to a ship invoices, and how to receipt for material. when itis in its home port or yard. Receipt Deliveriesinlargequantitiesareusually procedures for these categories of material vary stacked in a staging area (deck or pier), and are according to the supplying activity servicing the held there until preliminary identification and ship. Two of the most common methods of package counts are completed. The stores are receiving routine stock and DTO materials are then sorted for distribution according to depart- the ship's representative "check-out" and "sche- ments or storerooms. When practicable, a central duled delivery procedure". locationisdesignated for the more detailed processing of incoming stores. This location is SHIP'SREPRESENTATIVE CHECK-OUT usually as near to the storerooms as possible, is METHOD. Usingtheship'srepresentative accessible to the hatches, and yet is out of the check-out method, a representative from the way of foot traffic. ship goes to the supplying activity and checks' As materials are brought aboard they are out the stores for the ship. Check-out in this checked against the file copies of the incoming instance means that the ship's representative papers, and against the invoices which usually makes a package count of the material. With accompany the shipment.If allthe material assistance from the supplying activity, he sorts which is expected arrives, the files are cleared. If and marks the material as necessary according to the entire shipment does not arrive, the items the ship's storage plan, performs quality inspec- received are circled. The advance papers are then tions to the extent possible, signs any necessary returned to the incoming shipment file to await invoices, and arranges for delivery. This method

72 78 Chapter 5PROCUREMENT, RECEIPTS, AND EXPENDITURES is particularly suitable for handling large vol- than determining the volume of material and the umes of material and is used extensively by large internal distribution that is required. ships. It eliminates the problems of trying to The ship's representative check-out method sort wet invoices and organize large volumes of usually is used as the initial step in receiving. unmarked and unsorted material on a cold and Internal distribution usually is rather extensive wet pier. due to the large volume ,of industrial type When this method is used, the leading Stc re- material carried (lead, pipes, steel plates, cables, keeper is usually designated as the ship's repre- compressed gas, etc). sentative to check out all categories of stores except alcohol, whiskey, and other types of materials which some specific individual is re- Direct Turnover Material sponsible for receiving. Material ordered specifically for ship's depart- SCHEDULED DELIVERY METHOD.Using ments or technical stores under the material the scheduled delivery method, the supply offi- authority of an operating department is in- cer or leading Storekeeper arranges in advance spected by the head of that department or one with the supplyingactivityfor delivery of of his representatives. When such material is supplies to the ship on designated days. This received from commercial suppliers, a full and method is used by most supply activities when thorough quality inspection must be conducted. the volume is small and the deliveries frequent. After turning over such material to the department, and obtaining a memorandum receipt, the supply officer presents a copy of the Order and NSA Material, Special Inspection Report (NAVSUP Form 48) or the Accounting Class 224 dealer's invoice stamped "Received, Inspected, and Accepted", for execution by the head of the Receipt of NSA load material, special ac- department. This report should be returned to counting class 224, of fleet issue ships differs the supply officer the same day, if practicable, somewhat from the procedures discussed in the and not later than the following day. preceding paragraphs. Actual physical receipt of the load is rather easy since the detailed sorting process usually is performed by the supporting SPECIAL PROCEDURES naval supply centers and internal distribution (such as DTO) is eliminated. Various types of material are received afloat, However, the supporting naval supply centers which, because of their source, or for some (Norfolk and Oakland) maintain financial and other reason require special procedures. Athletic inventory control ledgers (NAVCOMPT Form equipmentandrecreationmaterial,library 2153) on theloadcarried by these ships. books, fresh water, controlled types of mate- Therefore, care must be exercised to ensure that rials, are some of the items included under the receipts and expenditures are reported promptly heading of special receipts. and in the prescribed manner. Signed receipts and expenditure documents are grouped by cognizance symbols and are forwarded weekly Athletic Equipment to the supporting naval supply center on an And Recreation Material original and one copy of a letter of transmittal. Athletic equipment and recreation materials NSA Material, Special usually are received on a purchase order issued Accounting Class 207 by the ship's special services officer or on a commercial bill of lading. Since some other Receipt of NSA material, special accounting individual or department is responsible for the class 207, involves no specific problems other internal distribution and storage of this material,

73 79 STOREKEEPER 1 & C

the rece'-ing Storekeeper's responsibility is lim- Commercial installations storing Navy pe- ited to safeguarding the material until the proper troleum products. personnel are notified. Commercial companies within o- outside Library Books the continental United States.

Library books usually are received periodi- Contractor's barges. cally as an automatic shipment. Afte! ascertain- ing (from the shipping label) that the carton Merchant vessels. contains library books, receiving personnel must contact the designated personnel to effect turn- Other naval units. over. These cartons should not be opened, since to do so would allow personnel to "shop around" prior to putting the books on general Responsibility for display in the library. Fuel Receipts The general responsibility for fuel receipt is Fresh Water shared by three officers. On ships other than tankers, the supply The Order and Inspection Report (NAVSUP officer'sresponsibilityrestssolely with the Form 48) usually is used as the procurement and accounting records and reports pertaining to the receipt document forfresh water. Receiving fuel. However, on tankers he has the additional supply personnel responsibilityislimited to responsibilitytotakeallsteps necessary to ensuring that the medical officer signs the "48" assure himself of the quality of the fuel received as to the quality of the water, and the requesting and to witness all tank and compartment gages, department head satisfies himselfasto the gaging for water, taking of temperature, and quantity received. examination of shore pipelines. The engineering officer's responsibilities apply Controlled Materials only to ships other than tankers. He is responsible for the quality and quantity inspection of Controlled drugs (narcotics), brandy, blank fuel received. He makes all arrangements for the pay records, blank 1.D. cards, small firearms, and receipt of the fuel and witnesses all tank and classified material/equipments are all included in compartment gaging, gaging for water, taking the term "controlled materials." Detailed pro- temperatures, and examination of shore pipes. cedures are promulgated in writing by each type The first lieutenant, as directed by the com- commander. However, regardless of the proce- manding officer, is responsible for rigging the dures used, the receiving personnel must ensure necessary gear to receive and transferfuel. that security is maintained at all times. Additionally, on ships carrying gasolines, jet fuels for aircraft, or other petroleum products, the first lieutenant, or other officer designated FUEL by the commanding officer, is responsible for reporting the quantity of these types of fuels Fuel is the life blood of the fleet. Afloat, fuel received to the supply officer. may be received from the following sources: Quantity Determination Fleet oilers. The unit of measurement for determining Station or yard oilers. quantity deliveries of fuel oils and diesel fuel oils, both within and outside continental United Navy fuel annexes or depots. States,is the barrel of 42 U.S. gallons at a

74 80 Chapter 5PROCUREMENT, RECEIPTS, AND EXPENDITURES temperature of 60 F. The unit of measurement The most common receipt document for for gasoline and other light fuel products is the military units is the DD Form 1348-1 Single U.S. gallon of 231 cubic inches. Line Item Release/Receipt Document. This re- Unless there is good reason to do otherwise, ceipt document was discussed in Storekeeper quantities arc determined on the basis of shore 3&2, NAVEDTRA 10269 -G andwillnot be tank gages or the gages of the issuing ship when discussed further in this presentation. fueloil or gasolineis received from a naval activity. DD Form 1149 Receipt Document Receipts of Fuel The DD Form 1149, Requisition Invoice Shipping Document, (figure 5-8) is used as a Receipts of fuels from naval sources are receipt document only for certain commodities accepted as conforming to Navy specifications of material described in IVA VSUP P-485, Chap- according to the invoice. An analysis is furnished ter 3. Basically, the DD 1149 is used as a receipt to the receiving ship in the case of all bulk fuels. document when the DD 1348-1 cannot be used Receipts, of bunker and cargo fuels from to adequately describe, transfer, or receipt for commercial shore installations arc checked by the material concerned. representatives of both the transferring and the When a receipt is made on a DD 1149 you receiving activity, and the tanks from which the should check the quantity actuallyreceived transfer is made are gaged both before and after against the quantity shown on the document, delivery. When a full cargo of fuel oil is received and circle the quantity received in block "E" from a chartered oiler.its compartments are (supply action). If the quantity on the DD 1 149 carefully checked with the loading certificate isdifferent from chat received, the quantity before anyoilisdischarged,to determine shown on the DD 1 149 is lined through and the whether any oil has been removed. If not, the correct quantity circled above it. bill of lading is receipted for the full amount of the cargo as shown by the loading certificate. Material Inspection and Receiving Report (DD 250)

RECEIPT DOCUMENTATION The DD Form 250, Material Inspection and Receiving Report, is used for the delivery of The typeof receipt documentationthat material that was purchased under government comes with an item will depend on several contract. The DD Form 250 (figure 5-9) pro- factors: how the material was requested, who vides space for assurance of the inspection and the material is received from, and the mode of acceptance of the material to substantiate the transportation, to name a few, There are three payment of the contract. certifications common to all types of receipt Inspection of material is made at the source documents, and each of these is made by the of the shipment, the destination of the shipment receiving activity. Each receipt document must: or any other place designated in block "8" of the form. Have the date of receipt shown on the When the full quantity is received, inspected, document. and accepted atthe destination, a( ) is entered next to the quantity in block "17". If Have the actual quantity received circled. the shipment is short or unaccepted, the actual quantity received and accepted is circled below Be signed by the receiving activity repre- the shipped quantity. sentative (either the receiving Storekeeper or,for DTO material,the appropriate PROCUREMENT QUALITY ASSUR- departmental representative). ANCE.Block 21 of the DD Form 250 is used

75 81 NIPPING ONIAM REQUISITION AND INVOICE/SHIPPING DOCUMENT 1 2 3 4 3 7 10 11 12 13 14 IS 16 If 411 HI 20 22 23 24 25 26 27 25 21 30 31 32 31 34 35 36 37 34 36 40 41 42 AO 44 45 14 0. OA Or S Hill* . 0- CI. o 00 47 Y 14 SO t. too...... R52192A04662 USS JOHN F. JONES (DDG..32) USS EDSON (DD 946) 11.111/1110Eff7. ON fill0111..si 3046If4 1000111 II 0.011,0111/VW4662/3046/1671 05 II, SNIP TO' ISIS f ea Is._10. 11Intl 5.1111*M.P.LENDON.a,SC,USN 401Pf II...o.cogR52192/3046/8021 ..... IS. SCSI S.OP MO SNIPS[" 00 444444 11411000111,011 44444 Intl1.1.101110f 110. 11101116 4.0,140,.11.001110111111A FUND CODE EC Oaf O. I II WI. COmV, NO. Weft LOT, 411,0111.ATIVIOCL-T &CTN.'', repAlt TvI f 01.1 KC, 0 aCtrotv COON. TNT COST COON AMOUNT flgO.1.fJ PENSALT "PENNCLBAN" 111711,L woo, %week or-carrion. mo cocoa, op ---el SCULLERY DESCALING COMPOUND MMUS. Af10/01t supocts 11111(UNIT GLAVof Ill tttttOuokvivf 14 13 11C11011 al iv tilCONtyre 0 1411SOP.CON. ft, $2.0011111C (0 $109001015% Cost 0 APPROVED FOR 1.....SSFas sr . C. SUTHERLAND, LT, SC, USN I. ftfrt:CLA.'i fr° S I IL 71100118Twrion 0111501CAIDLC 70 VIA mAIS 17. =1,14. 141U11*1111 1....;Ze.7...W. CORM11111115 ow It ;001Lst Ti e (p 11t1100 :81 ct (MOT Asla fofL 7:7tliVIL Ciinll 411 cm"" Vol.( : gi001CI111.flIC ttttt ST DD «2:". 1149at. to.rri 105 Si scrum COITION OP I MAT TOT WINCH 1 TOTAL 64 66 4 73 71 77 771 110 11 t7 p 1a 00Vil1/N 0102011.1101 Milt 10..(Clivt1110Ct 110 ii Figure 5-9.--DD Form 1149 It MO document. ORIGINAL 43.3 Chapter 5PROCUREMENT, RECEIPTS, AND EXPENDITURES

ACCEPTANCE POINT D DESTINATION S SOURCE PIPOC loSTIPAINT 600AEOATIPACT 0 OTHER MATERIAL INSPECTION N. 1 AND GS-008-56300 MCI POPE RECEIVING REPORT N00171-70-F-.0124 TE D 2 10010.00r 110 2 curt 10.0,10. It D-5597774 S. ONSCOPIT ?Eni K1030001 DISCOUNT APPLICABLE - 1/2 or 1% - 20 DAYS

male coostAcToe EXPEDITE ACCEPTANCE AND ID 111 CODE FORWARDING OF RECEIPTED 51402U K W BAHOWARDTTER/ CCOPY TO PAYING OFFICE DCAM-CHICA40 3555 O'HARE INTEL AIRPORT SKOKIE, ILLINOIS-11'6676 P. O. BOX 66475 CHICAGO, ILLINOIS 60666 11 DATTP0 f PON IN whir 461. POG ApitINT TALS NE MAN ST CHICAGO DCRI-MC O'HARE INTEL AIRPORT DISCREPANCYREPORTED F. 0. BOX 66475 BY STANDAP.DFORM 364 CHICAGO, ILLINOIS 6 CONTRACTING T Ii 910 TO coot I ACTIVITY 102.12 IA MAIMED PO* TRANSPORTATION OFFICER NAVAL SUPPLY CENTER MS JOHN PAUL JONES (DV 32) OAKLAND, CALIFORNIA 94625

TS ITEM PART DIKOPPOON t. MO thstkeftwabor et 446...,4 . Isumteco-WANT." UNIT uorroce POP? 4 NFG P/N A-5685-38, TYPE 6 FN-11 BATTERY STORAGE, VET AND CHARGED 1214.35 $428.70

1 SKID (2 BORE:-.) GI REQN T INDICATES 1 RECEIVED IN v. GC OD CONDITION: I DAMAGEDSCOONT- EXPEDITE

PITOCUREAVIT AstuAMEE *taw( it syst A0c0., D(STNAT 11 CIPQA 04CCtlANCt ACCEP`10.0 Mom roe <414.4. .raan, 1, ow to Nye. o EPOS, Obey* . .../ 1T 0, .. Eas10 CM... O. MO 01 16 Apr 70 .6. 4 1 0c0,ATUIE Date Of AWN 000T RIP woorrictTOTED/ONE B. C. 3IITH 16 Apr 70 SU, USN DATE S GNATORE Of AUDT GOTT REP :ATE AT RE ADM 000T 01 .04 A Go TYPED NAME Tv0E0 .100C JOHN DOE c te 1. 161 MOO, f ICI 003 Y.-$ 02USN TS COP TRAEloause om., 0

COMPLETED BY AUTHORIZED GOVERNMENT RECEIVER'S SIGNATURE AND DATE REPRESENTATIVE - USUALLY A OUALIFIE".: OF ACTUAL RECEIPT ON BOARD PLKSON IN USING DEPARTMENT

00.'0"cl:4250 v.0011 1011.00) 4.1. 00104. 1i. s 0101 40. 1401

10.106 Figure 5-9.DD Form 250 receipt document.

77 83 STOREKEEPER 1 & C

toattestto the quality of the item being Material receipt using the NAVSUP 48 is received and to accept the material. There are accomplished by indicating the quantityre- two sections to block 21: block 21A is used if ceived and accepted in the "accepted" column the quality inspection and matenal acceptance is of the form. If an item is rejected the reason for performed at the place of origin' block 21B, the rejection must be explained on the reverse when inspection and acceptance take place at side of the form. the destination. When the inspection takes place The individual receiving the material signs the at the origin and the acceptance at the destina- NAVSUP 48 in the "certificate of inspection" tion, the POA. section of block 21A is completed section of the form. at the origin and the acceptance section of block Both the accepted quantities and the receipt 21B is completed at the destination. certification must be shown on all copies of the When both PQA and acceptance are made at NAVSUP 48 when the invoices are forwarded the destination a completed copy of the DD for payment. Form 250 is forwarded to the appropriate office for payment. Dealers' Invoices

Order for Supplies When purchases are made from commercial or Services (DD 1155) sources the purchase document tells the dealer who is to get the invoice for the material, either The Order for Supplies or Services, DD Form the shoe activity who prepares the purchase 1155,'sused by shore activities to order document, or the ship that receives the material. material requested by ships. The shore activity When the purchase document design..tes the forwards copies of the DD 1155 to the ship to shore activity to receive the invoice your ship use as receipt and acceptance documents for the takes no action except to forward any dealers' material. invoices erroneously sent to your ship to the When receipt is made, the quantity accepted proper activity for payment. Information that is circled in block 20. identifies the purchase (contract number, etc.) Blocks 13 and 14 of the DD 1155 designate and receipt certification should accompany the who is to receive the invoices for payment and dealer's invoice. To avoid duplicate payments who is to receive the material from the contrac- the ship should never make payment on a tor. If the shore activity is indicated in block dealer's invoice unless it is designated to do so 13-14the ship need not take any action. on the purchase document. However,if the shipisdesignated in these blocks, the information in block 26 (receipt, DISCOUNTS.From time to time either the inspection, and acceptance certifiCation) must dealer's invoice or the purchase document (or be completed by the ship and copies of the DD 1155 are forwarded to the paying office indi- both) will allow for a discount in cost if the invoice is paid within a given time period. cated in block 15 for payment of the invoice. Dealers' invoices offering a discount are iden- Fig,re 5-10 shows a DD 1155 for direct tified by attaching a Discount Expires label shipment of material to the consignee. (NAVCOMPT Form 442) to the invoice. The discount label (figur.. 5-12) shows the date the Order and Inspection invoice was received and the date the discount Report (NAVSUP 48) expires. The discount label is attached to the invoice even if the discount date has expired. The Order and Inspection Report, NAVSUP Should the invoice discount date expire before 48, (figure 5-11), is used both as a purchase payment through fault c : the dealer, an explana- order and a receipt document. Purchases utiliz- tion must be made with a copy of the invoice or ing the NAVSUP 48 were discussed in Store- the material inspection report, whichever is used keeper 3 &2 and will not be discussed further. to certify receipt of the material, attached.

78 841 Chapter 5PROCUREMENT, RECEIPTS, AND EXPENDITURES

Cbl ICU. Ossoutsr oat overawes No. "`S J. MI T. own see somas os suvKis .TNN D CO M C ... 1 MitS 4S SOS.,.. OAP= 0.00 l' I Mot I.e 0 a... to:000. MX 010.. 0.0..0 ,....YOM... .0 sul. .0 M. Ma mp MP SCZ224734:4.321 73 PAR R5219.1.3090-2 351 3 I1 CON I OWisl MO SI COO 0.0C POO ContractingOfficer rxiMIIMMIM Na:alSut:ply ..:enter Sc.. °*,Calif 92131 O''''. Moo L...... !. f...... CI.MMC.SPO.. COMI 44,GINKI . 01VM. ,0 POO POMP MI L. CM:z . 5, IMMI um r -1 MINIM Western Machin()CoComm~, 73 Ray 15 180 W. Halt Avenue X MM.* ,IMO Mik.reukee, :lis. 53207 2$ 30 rays IS OM ....01.110 See Block 14 ...... O..s . MM E\ m mg v.- I SupplyOfficer MAU Mil UZSJC:iNP. JC:Z..".1 (D:G-32) Savy Regional Finance Center PALCMOUtsP.ur grimJIMII FPO,San Francisco, Calif 96001 San Diego, Calif 92131 COWL M° 00 . PION OMS MC TIM.40*Ip OMPOMMit le MOIMMI MUM.0111M01***P* MSMS a .MM M GOMMCIIMMMMOW OP.11010***0040 MS IMMO S! Mlermood...... 1...... 41 am.. Ims.s. : . teleluote of 30 }kr 73 .bsoulailio Mlorlog . Me .8.01,1 Imo. 1.1.111.c for .. , M.....- ...C..... ,...... 4r .00V..* saw 1****, c.uume mall MIMS IIINUis TWO SP.TO lb CNSCRID. so 45 II7113atss7 isorscirsa...... 1,...... 4 eon Mawr do mum&7.Ws ipowtho 1.1 WOMB Ma Maw, of IS NIC $I/M8.13 . so ...1111 M M..11.1V mum we II 0...8...... 1....UM. 46...... 21.8(014 0 r .....44 CI P..... Aigsr 1 Man woo .,... « oo rm. ,1,158, ft..* ACCOUNINGAM IIIMPONIMIKW NWACCOVM1101111 ...... ". wawa. CLUIPMCMCOMI [UV. 7.0, = pm.. ula..... z.A. avra TrAt moor,pry, MIT C0011 MO/Ma

1 173 8C4.702C LOCOCOOi 57017 0 060957 2D 852192. 0030902351XR $132.50 ...... QAT. .o-.w.. O. 0.....16, NM* ammo/ tow. N.Y Mel ......

1. P/N 7721148 CRANK, Auxiliary Condensate Punp SA$132.50 $132.50

UM VMS Of AIM r...... omme S. PM Cm...0 .. mu 132.50 4. mom*...... t ,.. * 04, M....a...w II,...sod Mow PO m.,MM. Mil wpm* MMIMAN 8 .c.suTaEu;:.,,Lcra,sc,usu ...,..,...... I* Mum.. So.w m gm raw.. M 0.0000...0 .0 MI1 g. MC 000 01.1 ...NUM, KO:T11,me* Of.r.e: nt OMM ....pp.." PP MeV* . COMIC, .. PM*. 0 am . MGM M.PC II. 23 ,-44,:,...... I C.T.11.' MASSYmem b e.t.a IMS pMM .. mow 0 cu.... 1,:i ow,. M. .k CM MOM PM S,//a IMOmems 1; 0 *., MO.,. M M M11 .. : .. .0 0 COMM*. 114 KC7801 *M10. 8 9/ 08e./ XV

DD ,:,, 1155 (1.1T) ..S? 11., s 141140.. sr...40 17.05 AMPM4 MM. IMO. 4 111.,

I 10.24 Figure 5-10.DD Form 1155 receipt document for direct &Hirt..., to consignee.

79 85 STOREKEEPER 1 & C

(4. aC ------.Intra;f /7"1" ORDER AND INSPECTION REPORT(4270) I.N. I 1 ----;=,.. i USS JOHN PAUL JONES DDG-32 1R52192-3116-1069 126APR 73- "- Olifrer ,-.....so.ssro USS JOHN PAUL JONES DDC-32 i Supply Officer, USS JOHN PAUL JONESD-1)--C--32"""77'

Pier Cl", Maritime 'Aar( C7 :FPO, San Francisco 96601 1 San Francisco, Calif. -.Nf.' Eclat-(/ NRFC, Treasure Island : 27. 15 day San Francisco, Calif 94171 i,c(1.0..t..10. god *ff.". ,...... - n . 1 r Marine Supplies,Inc M (ISINbro El 0 D ( a,..... 711 Sutter Avenue San Francisco, Calif r,,,,...,..,,.1 Nay 73

*go- 1(15Z:u' phone quote .425 April 1973 un011e Sf,(S .404.C. , 04,461110. f14...ot ea 0.1....si.e4168 bon. &Wt.1 eft. 404 on 107 ila #.6454 14, rso, sa11.4.6414.1..try as e...4 11. gweew w w.. I°r. 'NC.1 I ....11 ...he ...mow, .110 1." S C 230411 C 1

. Taw dd tt is nileal I.

2Caskets, fueling valve se 1 --- 12.50 .

_ _ 7-' _ --]

r 4 i - _ - I-1

011IV(*(0 MAIMS( WM (3( ACCOMPANI(0 It DIFNICIDANOUNI IN CC . V OIC( SII0/417CO 011tellf itiO MC( Csi F ACK ihanClE DEIIVER(0 1 (11t 0' If(1.0.

43.23 Figure 5-11.NAVSUP Form 48 receipt document. !ft 80 86 Chapter 5PROCUREMENT, RECEIPTS, AND EXPENDITURES

The dealer's invoice with discount label at- incorrect quantity on the receipt document and tached is forwarded to the appropriate Navy writing in and circling the correct quantity. This Regional Finance Center for payment. Ifthe rejection must be shown on both the carrier's dealer is located in an area not served byan delivery copy and the receiver'scopy of the NRFC the payment is made by the disbursing receipt document. officer of the receiving ship or, on ships without a disbursing officer, by the nearest:

Military disbursing officer 1004 FORM 40 (AEC 3-0) United States disbursing officer (usually Als assigned to a U. S. Embassy) amnia embus a.m.& 1.14 1110 The nearest NRFC MILSVC/IMVOICIL MC000 4/26/73 One copy of the dealer's invoice is attachedto a copy of the purchase document and annotated: DISCOUNT Date Material Received

Date Dealer's Bill Received WWI 5/0/73

Number of Dealer's Bill

Date Forwarded for Payment

Paying Activity 43.37 5-12.Discount expires label (NAVCOMPT The purchase document and dealer's invoiceare Form 442). then filed in the material completion file.

RECEIPT DISCREPANCIES When an overage of end-use items isnot recognized at the time of delivery, and the When you order supplies foryour ship you quantity delivered is accepted, the total quantity expect to receive the exact quantity that you accepted is taken up on the appropriate stock ordered. For the most part this is what happens. records and the additional financial obligationis recognized. In the section we will discuss the proceduresto be followed when you receive too manyor too The material overage may be returnedto the few of the item ordered. supplying activity for cancellation of chargesor credit when the following conditionsare met: Material Overage The receiving activity has been billed for the overage. When material is delivered to a ship and examination of the outstanding material obliga- The material is returned to the activity that tion shows that the quantity being delivered is initially made the issue. greater than what was ordered you accept only the quantity that was originally ordered. The The materialis returned within GO days excess quantity is rejected by lining through the after receipt.

&71 STOREKEEPER 1 & C

The material is in ready for issue (RFI) Support Force (MLSF) during underway replen- condition (unless the material was not RF1 when ishment (either at sea or in port) it is up to the delivered). receiving ship to reconcile these differences with the issuing ship. The Navy Regional Finance The material is accompanied by a copy of Center is not to be used as a clearing house for the original requisition. discrepancies between the receiving and issuing ships. If the receiving activity was not billed for the Discrepancies should be brought to the atten- overage, the unaccepted quantity is turned in to tion of the issuing ship at the earliest possible the issuing activity. timebut not later than 30 days after the Should a material overage not be discovered replenishment. Delays of longer than 30 days at delivery when received direct from a commer- may result in the issuing ship not grantingcredit cialsupplier and the shipisbilled for the which otherwise may be due your ship. overage, the financial obligation must be recog- Material shortages of less than S100 total nized if the material is accepted. If the material extended priceper replenishmentare to be is not accepted it is returned to the supplier for absorbed by the receiving ship on a NAVSUP credit. Form 1250 as consumption under ACCESS. 'It the material overage is not billed to the ship When the extended money value of material the excess material is returned to the supplier. It shortages exceeds S100, the receiving ship initi- is the responsibility of the supply officer to ates a survey for the quantity of the shortage. initiateall arrangements for the turn in of The survey document shows the document unordered material that has been received and numbers pertaining to the short items and is accepted. completed and approved by the receiving ship except for the accounting data section and the expenditure number.. The original and one copy Material Shortages of the survey document is forwarded to the issuing ship for. investigation. Unless verification When the quantity of material received is less of delivery can be furnished, the issuing ship will than the quantity shown on the receipt docu- grant a credit to the receiving ship. ment you shouldlinethrough the quantity The issuing ship uses the survey document as shown on the receipt document and circle the an expenditure document and processes acredit quantity actually received. Your document is expenditure to the appropriate NRFC for the then dated and signed before you 'accept the amount of the shortage. actual quantity of material received. Credit granted to the receiving ship is taken Should the shortage of material go unnoticed up on the ship's OPTAR on the SummaryFilled untilafteracceptance, the quantity of the Order / Expenditure /Difference Listing. material that was not received should be sur- No matter what action is taken by the issuing veyed. One exception is if you can positively ship (credit granted or refused) the receiving determine that the shortage occurred at the time ship is notified by letter of the action taken. the material was issued by the supplying activity. In this case a request for credit may be made by the receiving supply officer, MATERIAL RECEIVED These same procedures apply if the material IN UNSATISFACTORY was not received or if it war received in damaged CONDITION condition. If you receive material that is in unsatis- UNREP Discrepancies factory condition because of material defects or is damaged because of improper preservation, When there are discrepancies in quantity, unit packaging, packing, marking, om handling, you price, extended price or document number on Should prepare a Report of Package and Handl- receipts from ships of the MobileLogistics ing Deficiencies DD Form 6. The DD Form 6

82 SS Chapter 5PROCUREMENT, RECEIPTS, AND EXPENDITURES

(fig. 5-13) is prepared when one or more of the exist which violate Department of Transporta- following conditions apply: tion regulations, a copy is forwarded to the Office of Hazardous Materials, Office of the Any deficiency when the cost of correction Secretary of Transportat.m, Washington, D.C. is S25 or more..

Any deficiency in packaging which results Defective Material in mission degradation. Defective material is defined as material not Any deficiency in packaging of ammuni- suitable for its intended use due to a deficiency tion, explosives, and other dangerous material in its specification, or material which may be regardless of whether damage or unsatisfactory serviceable but is not as described in the catalog conditions have resulted. or other reference book. Upon receipt or discovery of defective mate- rialaboard Improper identification markings of items, shipitshould be identifiedas packages, containers, or unitized loads of ammu- defective and if necessary suspended from use or issue. A sample of the material should be saved nition, explosives, and/or other dangerous mate- and a defective material report submitted to rials (i.e. markings that are not in accordance FMSO. with military, federal or other regulations). The defective material report is submitted by Any marking deficiency which indicates message or speedletter depending on the danger incorrect destination, which requires opening category and the essentiality of the materials containersfor itemidentification, or which application.Figure 5-14 shows the Danger/ results in improper handling or stowage. Application of Classification Chart. NAVSUP P-485, chapter 4, explains the de- Excess preservation, packaging, or packing. fective material report contents in detail.

If a packaging deficiency exists that results in ERRONEOUS RECEIPTS damaged material which may endanger life, impair combat or deployment operations or When you receive material intended for an- impair the condition of other material,itis other ship, it should be retuir0,1 to the shipping reported immediately to the shipping activity or activity before acceptance of the material when- contracting officer by the most expeditious everpossible. The shipper's issue docnment communication method, to enable the shipper should be changed to show the correct receiving to take immediate corrective action. activity if it can be determined. The DD Form 6 is prepared in accordance When material that was intended for another with NAVSUP P-485, chapter 4. The completed activityis accepted by your ship, the supply 'form must be submitted via air mail within 24 officer is responsible for forwarding the material hours of receipt of the material. to the correct activity when it can be deter- The completed DD Form 6 is not to be mined. If you cannot determine the c :rect submitted to contractors or commercial carriers. activity (or itis not practicable to forward the The original and 2 copies of the DD Form 6 are material), the material is returned to the issuing forwardedto NAVSUP, Attn: Warehousing activity. Systems Division, Washington, D.C., with information copies to your type and service force commander. One copy is retained by your ship. COMPLETION OF Additionally, for ammunition or explosives an SHIPMENT in formationcopyissenttoNAVORD- SYSCOMD,(SupplyManagementDivision), When have you P^tually received material Washington, and if deficiencies of ammunition from a shipper? The uetermination of comple-

7!=11111 STOREKEEPER 1 & C

Front

IMPORT OP PACKAGINGAlp O. SATO PEIOoT RePORT CONTROL MOOS. HANDLING DIPIEDDICISt 15 January 1970 I.NAVSUP 4600-6 8TO, Oro Ado /UPON* PUSS.(SooTTo4.08.((n(R.P.nrC-64.) CORIANDER, NAVAL SUPPLY SYSTEMcomma) MS JOIN PAUL:JONES DDG.32 ATTN:, SUP CODE 0522 FPO SAN FRANCISCO 96601

18 CONTRACv. IRICRAIII 05015 MAWR OR PCS 4. /7"ei;MTlooliWIR0 SIP Cod1) 000342 HAMPACTORIM CO.,INC. R52192-0321-0010 1969 APILARIUX PLUM 48 RIPOOT NVOORII r NOOINCLATURS ELECTRON TUNS AIMORA.,ONTO aSINOTss. STOCKovolso 0.IonSmKCIP 11- OATS INICIlvt0 tni960-1100-0428 1 LOC 1969 6 JANUARY 1970 II. wen opillarOPOOTAIrplis N. OM. OP %WOG INOMMIll 1,. NON VOLVO NA NA

siti inssalliTATIOIOW Melhool , II- SII Of INSINKTIONCT (0osmium 0 suosiKo 1:3 MUSKAT ATIOK OR v MM 0 avi..... *a 5 mama* NUMMI OP CIINTMOSM &NO Wain Ixfiremnirik Ow COOOKT, S. Kw. go b IRPNTIO 8.VoaTlsoaovon IlOavassoloil I t 10 4 NA. Mimi 1 10 4 IL1111110roin IRO ocv R5 On Four of the ten fiberboard cartons receivod in this shipmentarrived in a damaged condition to both the containers and the electrontubes. There obviously was not *sough cushioning material in thoshipping containers or the interior cartons to prevent crushing or movement, and the strapsthat held the eentainers to the pallet werebraben. Height ofgash container and (=tante 75 lbs, total 730 lb. in shipment. Fiberboard containermarkod 200 lb. test. It Is recommeadmi that emobioming and strapping be improved onfuture shipments.

Enclosure (1) Photos of pactsging defloiescy.

Is,COIIII OP 'NO WORT SLOT POI poi.* gm CoOk) IS ACTICKI SY ROONTMO 1 ION Rom CCOICRUDESPAO 1=1 0 at C3oovHt80 COMER:VAC =1.....o. " ERVIV.V.1. 1=1 /*wow .....----. IIrvil.',0 WINO 110 TITLIIIPP oPPOPONIO OPPK$41,. AP.NORA U's Ts. OATS I. L. GARSER _ 15 JAN 1970 .--.--LTSC USX SUPPLY OFFICER ORO lent** Of 1 es I. DO e1051.111. 3/K 0 IA( 00.0303 WI SIC IS

10.107 Figure 6-13.Report of packaging and handling deficiencies (DD Form 6).

84 90 Chapter 5PROCUREMENT, RECEIPTS, AND EXPENDITURES

Essentiality of application

Active item- essential to Active item- Insurance combat ca- application item pability not critical

A B C D I Critical defect A - Use would endanger IA IB IC N personnel priority msg priority msg priority msg G EII Potentially R critical defect - Use without IIA 113 IIC special precautions routine msg routine msg routine msg would endanger personnel.,

III No danger ILIA IIIB IIIC to personnel routine msg speedletter speedletter

10.108 Figure 5-14.Danger classification chart.

tion of the receipt of a shipment varies depend- During underway replenishment deliveries are ing on who the shipment is from. complete when the stores clear the ski': of the Deliveries from ashore supply officers are issuing ship. considered complete when the stores are turned over to your ship's representative. This may be either at the warehouse or after delivery to the ship. POSTING PROCEDURES Material shipped from contractorsis considered received when the stores have been Every afloat receipt of equipment, supplies, deliverer to the point specified on the purchase and/or services n 1st be posted toa control document and the receipt signature is obtained. record. The types of control records on which Purchased material which calls for delivery receipts are posted vary according to the cate- free alongside barge or ship is considered re- gory of material received. Generally, DTO matt- ceived when the stores have been inspected, rials are posted to the departmental oudget accepted, and delivered alongside the barge or record, the outstanning requisition file and the ship within convenient reach of the ship's tackle financial control record. or loading equipment. Materialsorderedforsupply department Deliveries made by ships of the MLSF in port stock (the majority of materials ordered and are considered complete when the stores are received) are posted to the stock battery, (cards placed in the boat or barge (or other convey- or magnetic tape), outstanding requisition file ance) alongside the ship and a recqipt signature and if maintained, the inventory control ledger is obtained. (NAVSUP Form 218).

85 91 STOREKEEPER I & C

Storekeeper 3 & 2 coveredin detailthe one copy of the adjustment invoice must be posting of stock records. Therefore, the follow- forwarded to the issuing activity. ing paragraphs cover only those postings which involve the adjustment of erroneous receipts, NSA CLASS 207 ADJUSTMENTS.Tenders uncommon entries, and the pricing of stock andrepairshipsreceiving NSA material in records. special accounting class 207 must take up the actual quantity of material received on the stock record cards. The face value of the invoice is Adjusting Erroneous Receipts posted to the inventory control ledger (NAV- SUP Form 218) regardless of the quantity Afloat, when you discover errors in quanti- variances from the invoiced amount or of the ties, unit prices, extension, or totals on invoices errors in extensions noted upon receipt. charged to use functional accounts, you must immediately notify the issuing activity of sucherrors.Material issued to you in error Return Material shoulu be turned into stores ashore, as explained later in this chapter. The issuing activity Items of stock drawn from central storerooms then prepares debit or credit invoices as neces- for use by any other department and later sary. returned to the supply officer in fit condition Ifnecessary youshouli, maintain proper for reissue are taken up on a Single Line Item followup procedures to ensere receipt of the Consumption/Management Document (NAV- adjustment invoices. SUP Form 1250) marked "Return Material." Such receipts are posted as a negative expenditure to the stock record cards, inventory control NSA CLASS 224 ADJUSTMENTS.Fleet is- ledgers,if maintained, and the departmental sueships receiving NSA materialinspecial budget, as appropriate. These receipts are filed account class 224 adjust differences detected by departments with, and in the same manner upon receipt in the following manner: as, issue requests.

Major Material Differences. --If a difference of S 100 or more between the quantity received EXPENDITURES AFLOAT and the quantity specified on any one invoice is discovered by the fleet issue ship, the difference There are three basic ways to expend mate- is adjusted as a gain or loss by inventory. A rials from your storerooms. You can issue the statement of all pertinent facts involved in the materialto a using department aboard ship, transaction is placed on the adjustment invoice. transfer the material to another supply officer Each invoice is annotated "loss by inventory" or (or other agencies, as will be shown in chapter "ga;n by inventory" as appropriate. One copy 11), or you can survey the material. must be forwarded to the issuing activity. In Viis chapter we will discuss some types of expenditures which will require special super- Minor Material Differences,If the material vision on your part. differences are less than S 100 per invoice, such differences may be accumulated and adjusted monthly on one, invoice for each cognizance TRANSFERS TO symbol, OTHER SHIPS Errors.An error in unit or a mathematical NA VSUP P485 provides that any ship may error discovered in the extensions of totals on be used as a source of supply provided there are any one invoice which represents no gain or loss no shore establishments, supply ships or tenders of materialis adjusted as a gain or loss by available, and approval is given by the command- accounting. If the difference is S100 or more, ing officer of the transferring ship.

86 0Z Chapter 5PROCUREMENT, RECEIPTS, AND EXPENDITURES

Requests for transfer are usually sent to the When this type of material is transferred tc a ship on a DD Form 1348. However, circum- different type commander, itis covered by a crances may dictate that the request be made by priced invoice. The invoice shows a charge to the other means (flashing light,telephone, naval recipient type commander's OB and a credit to message, etc.). When a request for transfer is the transferring type commander's OB, which received by any means other than a DD Form are included in the transferring ship "A" sum- 1348, the transferring ship prepares the DD mary. 1348 request document. No item can betransferred off the ship without the commanding officer's permission. Fuel Normally,thecommant:ing officer delegates authority to transfer to the supply officer in Transfer of fuel by ships other than tankers is letter format. covered only by memorandum invoices which The decision regarding transfer of an item is are not summarized because the necessary cost based on the following considerations: information is obtained from steaming reports. However, aviation fuels and lubricants trans- The end use of the item. ferred to ships supporting aircraft are covered by priced invoices to effect adjustment of the fleet Canthe supplies/equipmentsbespared aviation inventory control account by the appro- without jeopardizing the mission of the priate fleet aviation accounting office. These ship? invoices show both a charge and a credit to the appropriation,OperationandMaintenance, The amount of material on hand versus the Navy, subhead 602E or 702E (as applicable) and next replenishment date. functional account in the 33000 series. Transfers of aviation fuels to ships not supporting aircraft, As a leading Storekeeper, you will probably issues for chipboard use other than ship propul- be involved in collecting the required informa- sion or power generation, and issues for use in tion before a decision to transfer is made. It is ship's vehicles ashore, are handled in the same essentialthat your information be accurate manner, except that the charge is made to the before itis presented to the supply officer for appropriation,OperationandMaintenance, consideration. Consultation with the technician Navy, applicable OB for the ship concerned, and normally using the material is recommended as end use functional account. an additional source of information. The procedures for transferring oil by Navy tankers Depending on witP!...t.r your ship uses auto- are also different. Each transfer to mated or non-automated procedures, transfer of another ship or shore station is covered by a the material is accomplished on a DD 1348 6 RequisitionandInvoice/Shipping Document part, a DD 1348m or a DD 1348 -I. (DD Form 1149). These invoices are made out "from"theNavy Regional Finance Center, t, (NRFC), Washington, D.C. "for" the transfer- NSA Material ring tanker "to" the recipient, and show credit to the Navy Stock Fund, and functional account NSA matei:1 on board ships (except material 51000, carried in special accounting classes 207 and 224 and material identified by cognizance symbols 9M, IQ, 9U and I W (bulk petroleum fuels only) Aviation Material will have been charged to a type commander's Operating Budget (OB) at the time of issue. Material identified by cognizance symbols 2R, Transfer of this material to other ships of the 2V, 2J, and 2Z transferred to ships supporting same type command is not charged to the type aircraftis covered by a memorandum invoice commander's OB; however, such olueisin- only. Such invoices are not summarized. How- t..luded in the transferring ship's "3" summary. ever, if this material is issued or transferred for

87 93 STOREKEEPER 1 & C ship's use for a nonaeronautical purpose, it must Material nonstandard. be covered by a priced invoice showing a charge to the applicable OB, end use functional ac- Materialunidentifiableorimproperly count, and credit to the appropriation Procure- marked and taggeu. ment of Aircraft and Missiles, Navy (PAMN), subhead .1439 and functional account 39998. Material not creditable under inventory manager criteria (cognizant inventory managers determine those items which will not be pro- TURN IN TO STORE ASHORE cured or accepted for system stock retention and furnish this data to receiving shore activities Material which the supply officer considers no for use in processing material returned to store, longer required for ship's use, or which is no and in making final determination as to the longer included in the ship's allowance may be acceptability of material for credit). turned in to store ashore. Assist the supply officer in identifying this type of material by Material issued as a result of an issue error is close study of the stock records. If itis in all acceptable for credit provided all of the follow- respects fit for reissue, it may be turned in to ing conditions are met: store ashore on an invoice approved in each case by the commanding officer or the supply officer The material is returned within 60 days under the blanket authority granted to him. after receipt. When turning the above material in ashore, some regulations govern whether or not the type The material iFin a ready-for:issue con- commander's OB is to be credited. Generally, dition. the material turned in must be properly identified, tagged, and marked as follows: The material is accompanied with a copy of the original requisition or invoice. All containers must be marked plainly with the stock number and nomenclature shown on NAVSUP P485, chapter 5 further expands the invoice, with a copy of the invoice covering the requirementshich must be met before the material in each stock class attached to material is turned in to store ashore and should container No. 1. be reviewed prior to any turn in of material. When material of more than one stock Bulk Turn-In number is placed in a single container, one unit of each of the stock numbers must be marked As the result of allowance list or load list with its identifying stock number and invoice revisions, ships may be required to turn in a number. large amount of material. The allowance list maintenance activity usually provides the ships Heavy items must be segregatedfrom with supply aids. These aids consist of partially delicate or small items. pretyped DD Form 1348-1's for each item to be turned in and partially prepunched DD Form After you accomplish all of the above condi- 1348M's. The DD Form 1348M serves no tions, remember that the final determination of purposetotheshipturning inthe excess acceptability for credit.to the OB is made by the materia'but accompanies the corresponding shore station receiving the material. 1348-1 as an aid for the receiving shore activity. Items and conditions for which credit may Automatedshipspreparethe DD Form NOT be given (exLept material issued as a result 1348-1turn-in document from the punched of an error) are listed below: supply aid card provided by the allowance or load list maintenance activity. Automated ships Material nt fit for reissue. may work out arrangements for offloading of

k 94 Chapter 5PROCUREMENT, RECEIPTS, AND EXPENDITURES bulk excess material with a receiving shore Fuel activity which will advantageously use the data processing capability of both commands. For Bulk bunker fuel and aviationfuels and example, EAM 402 ships may arrangefor lubricants are turned in to store ashore on a DD preparation of the DD Form 1348-1turn-in 1149. Other cognizance symbol 1W material is document by the receiving supply activity from turned in to store ashore on a DD 1348-1. a punched DD Form 1348M produced by the When only one ship is offloading into the ship. shoretanksor areceivingfuelbarge, the quantity determination of the bulk fuel turned inis ,made from the shore tank gages or calibration tables of the receiving barge. Any SPECIAL COMMODITIES differences between the quantity indicated received by the slime activity and the quantity Somematerialrequiresspecialattention indicated transferred by the transferring ship's either before or during its turn-in. calibration tables is investigated immediately. Any unresolved differences must be covered by Expendable Ordnance a survey prepared by the issuing ship. When two or more ships are offloading into When your ship offloads ammunition, a sepa- the same shore tank at the same time, the shore rate DD 1348-1 is prepared for each type of tank gages are the basis for quantity determina- ammunition being turned in. tion. The quantity acknowledged received by The DD 1348-1 turn-in document for ammu- the shoreactivityisprorated between the nition is shown in figure 5-15. The blocks left transferring ships on the basis of their individual blank in the-illustration are left blank whenever calibration tables. Differences are investigated ammunition is turned in. Amplifying informa- immediately and unresolved differences are sur- tion on the preparation of the DD 1348-1 for veyed by the transferring ships. ammunition turn-in is found in NA VSUP P-485, Whenever fuel is transferred to a shore activ- chapter 5. ity, samples are taken of the fuel prior to the .. transfer operations. An analysis of the fuel is made to determine quality and possible contami- Small Arms nation. A DD 1348-1 is prepared for each turn-in of Classified Material smallarms. In addition to the information normally required on a turn-in document the The turn-in of classified material is handled in item nomenclature(including manufacturer), accordance with the Department of the Navy model, caliber, and serial numbers are shown in Security Manual forClassified Information, data blocks X and Y. OPNAVINST 5510.1. Each weapon is inspected, to ensure that live Personnel handling the turn-in of classified ammunition has been removed. The clips and material must have a security clearance up to the bolts of the weapons are removed and securely level of the material being turned in. Secret and taped to the weapon. top secret material must be turned in under a The DD 1348-1 must contain a certification continuous chain of receipts. Receipt for c mfi- in blocks BB-DD thatthe requirements for dential material may be requested at the discre- turn-in, specified in NAVSUP P485, para 5075 tion of the transmitter. have been met. Hand carried material is receipted for on the Shipping containers used for the turn-in of original copy of the DD 1348-1 turn-in docu- small arms must not be marked in such a way as ment and is returned to the ship and filed in the to indicate the nature of their contents. expenditure invoice file. Receiptsignature should be obtained for Classified material that is mailed or shipped is small arm's transfers whenever possible. packaged, marked, shipped and receipted for in

89 WM 'MOW A. STOCK 0 T A w PART NU 7. 00CUMENTNuMP:. S 11 00 N I'M :: 125 14 I ell := 1 nED1 410 woo N.ct ;AA -1 z 1 iltlail;11145:01:1;21,44s5F1FeWiri444:mliz22;1:444MN, II 3lirili1P3_ 411:+11i=erlITEM:=== sm I 1 10 mats *OWL Nowtohsa 1 Sitflo IVPATE cis 2 . 1 I % Tril :4 l: 1305 7239601 EA13.10....Mv 00500,.aP SHIP TO R52192 3156 8274 .1 : All FOR 2T PROJECT ; INSU.AA TOTAL MCI I C1S 0 8UO. USSAATII'ziTi" WAREHOUSEJOHN PAUL LOCATION JONES DDG 32 UNIT WEIGHT U NADN00182 ST. JULIENS CREEK UNIT U F C N PI F C REIGHT PATE C 0 QUANTITY E 30 00 I ocU SUOSTITUTEF DATA litt401.4.6All, Mtge0 H:10, FREIGHT CLASIFICATION NOMENCLATUREI K L M N ratt"0 :V. P 0 T U ITEM NOMENCLATURE AMMUNITION, 30 CAL. FIXED BALL LOT # CR-4972 71z S w SELECTED ST AND DATE amx UPI Of CONTAINEMS TOTAL WEIGHT *E RECEIVED SY AND DATE V INSPECTED 3Y AND DATE OCI N EP E PACKED1 SY AND :ATE 2NO. Of CONTAINERS 3TOTAL CUBE VC EEI 5 u WAREHOUSED7 SY AND DATE WAREHOUSE LOCATION VWS REMARKS. WATERPROOF2.;%ACKED IN S SIDESMARKED "HANDLE ON ALL VSIt ANDDISPOSAL DETERIORATED'CONDIT1ON IS RECOMMENDED DUE TO OVERAGE 10 AAFIRST DESTINATION ADDRESS SS CAN DATECC SHIPPED WITH CARE" OD EE 0CIXOC 1. TRANSPORTATION11 CHAKG AAAAA TO 141.12 II/LADING. AS*. OR RECEIVER S SIGNATURE IAND SAW FF It RECEIVER'S DOCUMENT NUMBER GG 1 Figure 5-15.DD Form 1348-1 turn-in &moment for expendable ordnance. 43.24-1 Chapter 5 PROCUREMENT. RECEIPTS, AND EXPENDITURES accordance with OPNAVINST 5510.1. chapter form(multi) (OPNAVForm 7. One copy of the DD 1348-1 (either the 5th or 4790/41). 6th) is annotated by the transmitting activity Block X-YThe item nomenclature. Serial "Consignee sign and return this copy" The numbersshouldbeincluded returned receiptisfiledinthe expenditure when available. invoice file. Block DDThe notation "HIVAC REPAIR- ABLE" if the itemis material Safes control code "G" or "K" or the notation"REPAIRABLE"for When safes or safe lockers with combination material control codes "D, H, or locks are turned in to store or transferred to Q". Additionally, the term "RED another ship, the combination for each item STRIPE" if the movement pri- being releasedisresetto 50-25-50. A tag ority designator (MPD) is "03" or containing the combination is affixed to the safe "BLUE STRIPE" if the MPD or the combination is marked on the exterior of "06" applies. the safe. Block EE"Packaging Required" should be entered if a transshipping activity willbe required to repack or TURN-IN OF MANDATORY provide additional packaging to REPAIRABLE ITEMS prevent damage to the item during handling and shipment. The mandatory turn-in repairable (MTR) item Block 11The service designator, UIC, and program is managed by the inventory managers name of the transshipping activity under the assumption that unserviceable MTR if one is used. items will be expeditiously transferred to the nearest designated overhaul point (DOP) when not repairable locally. It should be noted that PACKAGING AND MARKING MTR items are always transferred to the DOP OF MTR ITEMS (as specified in the appropriate repairable items list) and never to the inventory manager. MTR items are turned in on a DD Form Improper packaging can cause more damage 1348-1 prepared for the earliest possible transfer to an MTR item than the original damage which of the unserviceable item. It is essential that the caused the item to be turned in. turn-in document be accurately completed. TheSupplyAfloat-PakagingProcedures, Figure 5-16 shows a completed DD 1348-1 NAVSUP P484, provides basic shipboard pro- for the turn-in of an MTR item. Some data cedures for the methods, materials, and contain- blocks containing essential information not on a ers used to best protect items being shipped. normal turn-in document are: The packaging of MTR items for turn-in should be made in the container used to package Block 71The material condition code for the replacement item when possible.If this the item being transferred (nor- container has been lost or damaged so that it mally "F" unserviceablerepair- cannot be used, the item should be packaged able) from NAVSUP P485, appen- (using on-board material) to provide the same dix 9B. lever of protection as the origlifareontainer. Block 73The material control code from the Items that cannot be properly protected appropriate repairable list (MRIL, should be packaged in whatever material is ASO MRL, FBM MRL). available to provide the most protection during Block VThe job control number (JCN) transit to a shore supply activity. The shore indicated on the related mainte- supplyactivitywill repackage the item for nance data form (OPNAV Form transshipment to the DOP. When proper protec- 4790-2K) or maintenance action tion cannot be provided at the shipboard level

91 11213 WI7 10111111 I 14113111117j1111111k11111704/7±4177141.1/4.1. 3713 4135111113471401411471.11 4 T 12j4/113. 17114T1141 l'163 3 II1 mini OCC 4131.IRON II STOCK OR PART NUMBER .$111 TrOO1 I. oummly _,OCCUMIENTo.NiUMIIER 4441::.. Sua, il to M.111713 4 um:, pill Tv ,... 1410 ,.; RI Ski 71173 Hit 781/ telliO1PO, uM MuCtc 1 r I . ,Aes SNIPPEDR52192BC1 FROM :1-7,14 "1--.5480 7984946 lEA00001.. SHIPN00638 TO le 7iro...I.c41-- rr 1114452192 3116 82434°1 , MARK FOR 2N PROJECT . IN 041C F H SOMSTOM MA ACT' A'WAREHOUSEUSS JOHN LOCATION PAUL JONES DDG 32 zrate0(1:81 UNIT MIGHT . NSC, LONG BEACH, CALIF egg U F C N 14 F C FREIGHT RATE C WIGm vvvvvD CMS4I QUANTITY E L F .1 K M TSUBSTITUTE DATA Mtn claisumtay Ammo a 6 H FREIGHT,CLAMMFICATION NOMENCLATUREt I. . N 0JCN 52192-0E01-0024 0 xu ITEM NOMENCLATURE AMPLIFIER yv 14 Sw0. SELECTED BY AND DATE TM OP CONTAINOISI TOTAL WEIGHT CR RECEIVED SY AND DATE INSPECTED SY AND DATE Qr.SREP SI, c 4PACKED1 SY AND DATE SNO.a Or CONTAINERS 3TOTAL CUSS SacVg UcI s 3WAREHOUSED7 SY AND DATE 10 WAREHOUSE LOCATION P. 88FIRSTREMAMKS: DESTINATION ADDRESS 88 DATECC SHIPPED i I.' OD (RED STRIPE)REPAIRABLE EC PACKAGING REQUIRED z 13.II TRANSPORTATIONNSC,N00228 OAKLAND, CHARGEABLE CALIF TO 14.12 11/LADINS. AWIL OR RECEIVER S SIGNATURE (AND CIAT0 3117 FF APPROVED FOR TRANSFER: I I 8. RECEIVER'S DOCUMENT NUM SCR CIO BYM.11 DIRECTION rose...... eN N,LT,SC,IISN a00 41. 6 Figure 5-16.DD Form 1348-1 turn-in document for mandatory turn-in repairable item. 43.241 Chapter 5PROCUREMENT, RECEIPTS, AND EXPENDITURES thenotation "Packaging required" must be MTR ITEM shown inblock "EE" of the DD 1348-1. IDENTIFICATION Additionally, a CAUTION label (figure 5-17) must be attached to each item and each con- Each MTR item, regardless of who does the tainer for items requiringfurther packaging packaging, must have an identification label before transshipment to the DOP. attached before shipment. The tag (figure 5-18) must show the cog symbol and FSN of the item, and the document number of the 1348-1 turn-in document, and the notation "RED STRIPE" or CAUTION "BLUE STRIPE" as applicable.

REPAIRABLE ITEMS

HANDLE WITH CARE WHILE UNPROTECTED MARKING CONTAINERS ADDITIONAL PACKAGING AND CUSHIONING Each shipping container for material being REQUIRED BEFORE ONWARD SHIPMENT turned inis marked as indicated in Military Standard Marking for Shipment and Storage CAUTION (MIL-STD 129), and Supply Afloat Packaging Procedures(NAVSUPP484).

too Poo No 0105011144C0 11 )11 To further identify MTR items and expedite their handling, the shipping container for unserviceable items with MPD "03" are encircled with 40.67(10F) red tape. Those MTR items with MPD "06" are Figure 5-17.-Caution label. encircled with blue tape.

11tc,:11.7 eta 114011111. UNSERVICEABLE(REPARABLE) LASELMATIRIEL :...... -..---...... , -2N 5480-798-4946 I I0. AC TSVITV Ce0.110.4 1 i cool' 41.::::.::.. i COND171Q1* i. '; Ef. "RED STRIPE" MATERIAL

101$0:1C10/111 N AMC OR ttt he OA VC C0.1,4C1 O. VACHAIII.CtotOest 1 'V tt

[WHITE BACKGROUND IGREEN MARGIN AND GREEN LETTERS

10.109 Figure 5.18.- Identification label (DD Form 1577-3).

93 99 STOREKEEPER I & C

MIR TURN-IN/ Make sure heavy durable items are not SHIPMENT packed in the same package as delicate items.

MTR items should be processed and turned-in MTR items held as described above should be by your ship within 72 hours when possible. turned in to the DO;' or transshipment point at MTR items are turned in when the DOP or the first opportunity to do so. transshipment point is in the immediate vicinity of theship.Direct turn-in to the DOP or transshipment point does not relieve you of SURVEYS packaging and marking responsibility for the Rein. This sectionbriefly reviews the types of When MTR items are mailed to the DOP, they surveys and then discusses the reviewing action should be sent either air parcel post or military that is taken by various bureaus, system com- official mail (MOM) when MPD 03 or 06 is mands, or inventory control points, finthe authorized. Since "Special Handling MOM" par- various types of material. cels are less expensive and receive air transport to CONUS, it is recommended that this proce- TYPES OF SURVEYS dure be used when mailing MTR items from overseas locations. Mailable MTR items that do There are two types of survey; formal and not qualify for MPD 03 or 06 are sent surface informal. parcel post. Formal surveys are made by a commissioned ,MTR items which are not mailable should be officer or by a survey board consisting of three held for turn-into the nearest shore supply officers (one of whom must be commissioned). activity for transshipment. The commanding officer designates the survey- There are two other methods for shipment of ing officer or officer.; from those in his com- MTR items. The carrier-onboard-delivery (COD) mand. Officer., not eligible to serve on a formal aircraft may be used when in range of an ashore survey board or as the surveying officer for a supply activity. Navy ships returning to CONUS formal survey are: or an overseas port where an appropriate DOP or transshipment point is located can also be used. The commanding officer. When operating conditions make the transfer of unmailable MTR items impracticable within The officer on whose records the material the 72 hour time frame, the procedures below being surveyed is carried. should be followed: The officer charged with custody of the When space permits, collect all turn-ins in a material being surveyed. segregated storage area. If there are not enough qualified officers Segregate items by MPD. aboard your ship, the commanding officer must forward the survey to his immediate senior in Segregateitemsrequiringtransshipment the administrative chain of command for action. from those that do not. Informal surveys are made by the department head having custody of the material. The commanding officer must decide if the Segregateitemsproperlypackaged and material survey should be formal or informal. marked from those that need additional pack- The survey must be a formal survey when aging. someone is found to be culpably responsible for the loss or damage to the material being sur- When possible, make sure the entire quan- veyed or when the commanding officer or higher tity of a single line item being turned in is in the authority directs a formal survey to be con- same container. ducted;

94 100 Chapter 5PROCUREMENT, RECEIPTS, AND EXPENDITURES

SURVEY REVIEW BY A brief description of the circumstances BUREAUS, SYSTEM surrounding the loss or theft. COMMANDS AND ICP's Copies of the letter are provided local law Certainmaterials require that the bureau, enforcement authorities, both military and civil- system command, or inventory control point ian, when considered appropriate by the com- controlling the material be sent the original manding officer. and/or copies of the survey for approval or review. 1VA VSUP P-485, chapter 5 details these special types and/or classes of materials and the command that should be notified of the survey. RECEIPTS ASHORE The control and material divisions handle Lost or Stolen receipts ashore. Small Arms Almost anyone can, in the physical sense, accept delivery of material. However, the senior When small arms are lost or stolen, the formal Storekeeper needsto underStand the entire survey mustincludethefollowing data in process and the function of the documents addition to that normally provided: covering material received if he is to supervise the receiving operation with adequate profes- A statement that the Naval Investigative sional skill. Service Headquarters has been notified in writing, unless the survey indicates that the circiim stances of the loss preclude possibility of recovery and use by an individual. TYPES OF RECEIPT DOCUMENTS The name of theperson upon whom responsibility has been fixed (if appropriate). There are two basic types of documents associated with the receipt of materialcopies of The manufacturer, model number, serial your own request documents for material out- number, and type of weapon. side the activity, and documents covering the shipment, inspection, invoicing, and billing of A statement that disciplinary action has the material. been orwillbetaken (when appropriate), whether culpable responsibilityif: involved, or Request Documents that determination of disciplinary action to be takenisbeing withheld pending a report of The firsttype of document established an findings from the Naval Investigative Service expectedreceipt andisrepresented by the Headquarters. following: At least one copy of the completed survey Copies of the MILSTRIP requisition (DD must be forwarded to SPCC and the Naval Form 1348) coded to show that receipts are due Ammunition Depot, Crane, Ind. as a result of action by an inventory manager or The loss or theft of small arms must be as a result of local procurement. reported, in writing, to the Naval Investigative Service Headquarters, Alexandria, Va., unless Copies of purchase documents prepared thelossisunder circumstances which will locally or by bureaus, systems commands, or prevent the recovery and use of the small arms inventorymanagers forthe procurement of by an individual. The letter report must contains: material from private or government sources.

The type of small arms, serial number, date Copies of Release/Receipt Documents (DD and place lost or stolen. Form 1348-1) covering turn-in of material by 95 101 STOREKEEPER 1 & C station departments or other units not requiring Expected receipts from purchase are filed material on hand. by contract or purchase order number.

Copies of Request for Naval Manufacture Expected receipts from other Government (NavCompt Form 219) showing material due sources arefiledby originator's requisition from naval manufacture. document number.

Shipping Documents Expectedreceiptsfrommiscellaneous sources are filed by the authority number or The second type of document normally is receipt document number assigned. received or prepared simultaneously with the physical receipt of material and is represented Request and order documents (requisitions, by the following: purchase orders, etc.) are used to set up the file. Copies of priced released/receipt documents, Copies of the Release/Receipt Document dealers' bills, commercial bills of lading, inspec- (DD Form 1348-1) which is the basic document tion reports, and documents giving status infor- for material breakout, packing, and material mation are filed as received, after screening and takeup used by MSC's, etc. posting of changes and status information. Upon arrival of the material, copies of docu- GovernmentBillsof Lading (Standard ments are processed for receiving, checking, and Form 1103), Transportation Control and Move- inspecting thematerial as required, and for ment Document (TCMD) (DD Form 1384), and routing the material to its local destination and, commercial bills of lading, covering the transpor- then are returned to the open order file. When tation of material to the receiving activity. documents are returned indicating discrepancies, thefile on the materialisreferredto for Inspection documents (DD Form 250/DD investigation and/or followup. If the file indi- Form 1155) covering inspection of the quantity cates materialnotreceived when due, the and quality of material received from commer- information contained therein is used as a basis cial sources. for followup. If a determination is made that the required action on the request document is complete (all Dealers' bills submitted to the stockpoint the expected material has been received, the from private vendors for purchases made. order has been canceled, et cetera, and all internal processing has been accomplished), the Voucher for Transfer Between Appropria- documents are placed in a closed file. tions/Funds (Standard Form 1080) submitted to the stock point by the Defense Supply Agency or other agencies for purchases made. MATERIAL FROM OTHER OPEN ORDER FILE SUPPLY OFFICERS You will maintain an open order file ashore to Receipts from other supply officers normally control action on requests for material from are covered by two documents. One of the outside sources, and to use in receiving, check- documents is the Release/Receipt Document DD ing, inspection, followup, and investigation of Form 1348-1 (the DD Form 1348-1 is referred problems incident to the receipt of material. to hereafter as 1348-1), which is the instrument This file is a numerical file arranged as follows: by which responsibility for the material and the money value are transferred. Expected receipts from other naval ac- The other document is concerned with the tivities are filed by requisition document num- physical movement of the material, and is a ber. TCMD or some form of bill of lading.

96 102 Chapter 5PROCUREMENT, RECEIPTS, AND EXPENDITURES

Identification of Material DIRECT DELIVERY.Direct delivery material may be divided into two categories: (1) shop Upon receipt of material, the receiving section or department material and (2) dependent activi- uses the documents received with the material ties material. (or from receipt control, if the documents were All four copies of the 1348-1 covering mate- receivedinadvance)to identify and make rial received for direct delivery to a shop or disposition of the material and then the docu- department are stamped "direct delivery." One ments. The steps taken are as follows: copy is placed with the material for identification purposes. The remaining three copies and The shipment is counted to determine if the transportation document are then forwarded the number of containers actually received is the to receipt control, with a request for movement number specified on the transportation docu- papers (usually the requestor's original requisi- ment (bill of lading or TCMD). tion) containing a specific job order, delivery instructions, and other pertinent information. The three copies of the 1348-1 used for The material is held until the movement docu- outside packing copies are removed, except from ments are received, and then forwarded to the items for transshipment. shop or department concerned. If the in-the-clear address of the dependent If a shortage in the shipment was found activity has not been entered in block B of the during the first step, each 1348-1 must be 1348-1, it should be written in from information checked against tne applicable containers. on the transportation document. All four copies of the 1348-1 are stamped "direct delivery." Two copies are forwarded The checker initials and enters the date with the material to the delivery` or shipment material was phy:ically checked in block 7 of section. The transportation document is anno- the1348-1. Any exceptions are enteredin tated to indicate disposition of the material, and blocks BB or CC. is then forwarded with the remaining two copies of the 1348-1 to receipt control. Disposition TRANSSHIPMENT.Thecopiesofthe The receiving section must determine from 1348-1 which are attached to the containers of entries on the 1348-1 whether the item is for materialreceivedfor transshipment are not stock, for direct delivery to a supported com- removed by transshipping activities. ponent, or for transshipment. If an in-the-clear address of the consignee is The handling of the material and the 1348-1 not already printed in block 13, this block is are different for each of these groups. completed from information appearing on the transportation document. The one copy of the STOCK.Material received for stock may be 1348-1 received with the transportation docu- identified by the fund code entered in the top ment is stamped "transshipment," and is for- line print, positions 52 and 53 of the 1348-1. warded with the material to the delivery or One copy of the document is stamped "Store- shipment section. The transportation document man's Action Copy" (SAC), and one copy isannotatedtoindicate disposition of the stamped "preposting." The SAC (storage) copy material,andisthen forwarded to receipt is then attached to the material, and both are control. forwarded to the storage area. The preposting copy, the extra copy removed from the con- Internal Control Procedures tainer,the advance copy received withthe transportation document, and the transportation Discrepancies between the quantity shown on document are forwarded to receipt control for the 1348-1 and the quantity actually received further processing. may be found either during the checking-in

1©1 STOREKEEPER 1 & C operation or when the storeman is placing the :edgers and is forwarded to the fiscal branch for material in stock. The normal internal control stores accounting purposes.If the SAC copy procedures employed to ensure that receipts or indicates a discrepancy, the financial inventory materials arc properly processed and recorded branch forwards this copy to the stock control providefor the recognition of discrepancies branch for stock records adjustment prior to when they occur. takingfinalaction. Thus, another checkis It may be well to summarize typical internal accomplished which ensures that all the facts of control procedures at this point. the receipts have been recognized and properly When material is expected, an open order file recorded on the records. is established and serves as a depository for all When the receipt control branch receives the pertinent information subsequently initiated or SAC copy of the1348-1 from the financial received relative to the expected receipt. inventory control branch, the required internal Whentheapplicablematerialisreceived, processing normally is completed and the open advance shipping documents are extracted from order file may be closed, the open order file and released to the receiving If only part of the order is received, the open section. The open order fileisthen held in order fileis not closed but is removed trom suspense pending final processing of the receipt. suspense.Alsoif a discrepancy was noted, Thus, the initial control is established showing further action such as followup may be required that the material is on board. by the receipt control branch. The receiving section checks in the material, As each function is performed, the 1348 -I forwards one copy of the 1348 -I stamped SAC copies are dated and initialed, indicating that the with the material to the storage branch and function has been completed. Each function another copy of the 1348 -I (stamped prepost- should be completed within certain time frames ing) to the receipt control branch. The receipt in accordance with local determination. When control branch annotates the open order file and these time frames are exceeded, the internal forwards the preposting copy of the 1348 -I to control procedures provide a means by which the stock control branch. Thus, another control theexcess of time may be detected: For stephasbeen performed showing thatthe example,ifthefinancialinventorycontrol receiving process is completed and the 1348 -I branch is in possession of preposting copies of has been forwarded for stock recording pur- the 1348 -I which are unmatched in excess of poses. the allotted time, followup with the storage The stock control branch performs the proper branch is in order to determine the delay. The stock recording functions and forwards the receipt control branch, utilizing the open order preposting copy to the financial inventory con- file held in suspense, is in possession of the trol branch. required information to monitor the total pro- The storage branch checks the actual material cessing cycle. received against the SAC copy of the 1348-1, indicates the location if applicable, and forwards Action by Stock Control Branch this copy to the financial inventory control branch. The stock control branch receives a variety of If a discrepancy is discovered between the documents indicating the expected receipt of quantitylisted on the 1348-1 and the actual material and documents indicating its actual material received, the 1348 -I is annotated with receipt. The information furnished by these the correct quantity and is stamped "discrep- documents is used to update and adjust the ancy" prior to forwarding it to the financial stock control branch records. inventory control branch. The financial inventory control branch mat- AUTOMATED ACTIVITIES.At automated ches the SAC copy of the 1348-1 with the activities, the stock reviewer maintains a Due-in- preposting copy and then forwards this copy to Detail .Card"e, consisting of Due-in-Detail the receipt control branch. The preposting copy Cards (DD Form 1486), in stock number se- is used to adjust the financial inventory control quence, which reflect material due from other

98 104 Chapter 5PROCUREMENT, RECEIPTS, AND EXPENDITU RES activitiesor fromlocal purchase. The stock the financial inventory branch), the stock re- reviewer keeps this ,file up to date on a day-to- viewer adjuststherecords and initiatesthe day basis, and periodically reconciles it with the necessary adjustment invoices and stock number due information on the stock balance battery, transfers. and with the receipt detail cards maintained by The expected receipts posted to the stock the receipt control branch. status and replenLhment card are reconciled Material receipt processing normally is accom- periodically (at least annually) with the open plished by the preposting method in which the order files of the receipt control branch. preposting copy of the 1348 -I is used to update Receipt of material (for stock) by a supply stock records, and the SAC copy of the 1348 -I activity from . outside sources may leadto a is used to physically move the material to its variety of subsequent actions. assigned storage area. The mechanics involved in If the material received was from an order to therecording of thereceipt depends upon fill a specific requisition, receipt of the material several factors such as if the receipt completes permits the release of the backorder. The back- theorder, a substitute item is received, or a order is canceled out and the material is issued. discrepancy isinvolved.In order to properly If there are several outstanding backorders, a supervise the stock control function, the senior decision must be made as to which should be SK must become thoroughly familiar with the filled. details applicable to each situation. He must If substitute material is received rather than consult the appropriate sections of NA VSUP the material ordered, substitution of backorders Manual, Volume II, and NAVSUP 437. may be effected. If only part of the requisi- Regardless of the detailed recording proce- tionedmaterialisreceived with the balance dures, the stock status battery must be adjusted being canceled, initiation of additional procure- to reflect the receipt, and the amount on the ment action might be in, order. due-in-detail card is reduced by the amount of material no longer due. If a substitute item is received, have the appropriate technician check PURCHASES it to ascertain the validity of the substitution before the processing is completed. The prepost- Material being received into the supply system ing copy of the 1348 -I must be forwarded to for the first time is handled somewhat differ- the financial control branch for financial inven- ently from material which is received from other tory adjusting. supply officers. The purchase may have been made by the NONAUTOMATED ACTIVITIES.At non- inventory manager or by the local purchasing automated activities, the Stock Status and Re- officer. Inspection may be done at the source by plenishment Card (NAVSUP Form 7671 is used a representative of the Navy Material Inspection torecordthe expected receipts. When the Service or at the destination by a local inspector. material is actually received, the stock reviewer When materials are inspected at the source by posts the receipt information from the prepost- members of the Navy Material inspection Serv- ing copy of the 1348 -Ito the Stock Record ice,theycertify that the material has been Card (NAVSUP Form 766), increasing the on inspected by affixing two types of inspection hand quantity accordingly. He also posts this stamps. The stamps and their meaning are: information to the stock status and replenishment card, reducing 'he quantity of material Square stamp (eagle in square), evidence of due, and forwards the 1348 -Ito the financial complete inspection and acceptance. inventory control branch for posting and adjust- ingtheFinancialInventory Control Ledger Circle stamp (eagleincircle),indicates (NAVCOMPT Form 2153). limited inspection as per contract specifications. If there are discrepancies in stock number or quantity between the preposting copy of the An item is considered accepted when it has 1348 -I and the signed SAC copy (received via been inspected by an authorized agent of the

99 1105 STOREKEEPER 1 & C

Government and acknowledged to be in con- of nonconforming material at an equitable re- formance with the contract specifications. It is duction in the contract price. thereafter government property, and is handled Such defects might include improper marking and accounted for as is any other government of containers which can be corrected locally, property. Material which is found not in con- color deviations if not critical, or other minor formance with the specifications of the contract discrepancies. The material may not be accepted may be rejected by tne inspector. Any dispute until such .authorization has been received. arising with the contractor over conformity of Rejection is accomplished by furnishing the the material furnished should be referred to the contractor with the Report of Item Discrepancy contracting officer as a matter not under the (DD Form 1599). Copies should be provided the cognizance of the receiving section. The con- contracting officer and the cognizant inventory tracting officer is also responsible for resolving control point. The rejected supplies may not be problems arising from quantitative variations, used, but must be held pending receipt of whether or not the contractor furnishes more or dispositioninstructions from the contractor. less of an item called for in the contract. They may not be returned to the contractor at government expense. If the contractor has not removed the rejected supplies within 15 days, Purchase Documents Missing (10 days afloat), the material should be returned When material is received without purchase to him on a commercial bill of lading, with all documents or when receipt papers arenot transportation charges collect. Whether rejected available and an open order file has not been supplies are picked up by the contractor or are established, the material must be identified as shipped back on a commercial bill of lading, the properly belonging to the activity. Such iden- receiving section must obtain a detailed receipt tification may be made by examination of the from the person removing the material from the shipping papers or markings on the containers. If receiving section. there is sufficient evidence to justify receiving If the contractor fails to replace or correct the material, it may be unloaded in the uniden- rejected material within a reasonable time, the tified receipt bay. The receiver in this case signs contracting officer should be notified. Provision for the material and forwards a copy of the for delivery within certain time limitations is shipping paper to the receipt control branch included in contracts; this specification, as well (purchase material section). An open order file as those dealing with the physical aspects of the must be prepared for such material receipts. The material must be met. contract number on the container or shipping papers is entered on the filetitle insert. The shipping papers and a set of unpriced Material PROCESSING Inspection and Receiving Report, DD Form 250 DEALERS' BILLS (less one copy whichisforwarded to the material inspection) are filed in the open order Another function that the receipt of material ashore involves is the processing of dealers' bills file. Immediate action should be taken to obtain for payment. Dealers' bills which offer discounts a copy of the contract. upon payment withinthediscountperiod should be processed immediately and forwarded REJECTIONS to the disbursing officer designated to make payment as shown on the purchase document. Material may be rejected ashore for failure to When, at the discretion of the supply officer conformAo any of the specifications included in processing the bill, the amount of the discount the contract. involved does not justify expeditious handling, If the reason for rejection is not serious or the NA VSUP Manual, Volume II,provides7. it defect will not prevent the use of the material as processing must be accomplished within 10 days intended, the receiving activity may request the of the receipt of the material regardless of the contracting officer to authorize the acceptance discount period.

100 106 Chapter 5PROCUREMENT, RECEIPTS, AND EXPENDITURES

To permit ready identification of a dealer's contract period so that itwill be available as bill offering discount, a Discount Expires Label required. (NAVCOMPT Form 442) should be stapled to the .upper left corner of each bill upon which a EXPENDITURES ASHORE discountisoffered. The expiration dateis entered on this form by the activity which The expenditure of material ashore entails the performs the inspection and forwards the deal- actions taken from the time a requisition is er's bill to the disbursing officer. Dealers' bills received from the customer until, in the case of not subject to discount should be forwarded for an off-station requisitioner, the material is re- payment within 10 days from date of receipt of leased to a carrier; or in the case of an on-station the material or the dealer's bill, whichever is requestor, the material is delivered to the custo- later. mer.If the ::Aerialis not available, timely Dealers' bills should be checked against in- referral or procurement action must be taken to spection reports on file to verify the applicable satisfy the demand. purchase document and receipt of the services or NA VSUP 437 and Volume II, Chapter 5 of supplies in the quantities listed. Dealers' bills NAVSUP Manual contain detailed procedures covering advance subscription charges for publi- for processing requisitions ashore. No attempt is cations for official use, not requiring an inspec- made in this chapter, to cover all expenditure tion report or certification of receipt and accept- functions.Rather, onlythe basic functions ance, also should be verified with the applicable representative of normal expenditure actions are purchase document. The purchase document discussed. number is entered on the dealer's bill if omitted by the dealer. POTENTIAL CUSTOMERS The original and three copies of the dealer's b.11 with a signed copy of the inspection report Regular customers of supply departments are forwarded totheappropriate disbursing ashore vary according to the activity's size, officer designated in the contract or order. location, and assigned responsibilities in the If purchase was made by informal purchase supply distribution system. document, by an order against a Navy indefinite Station departments account for a large per- delivery type contract, or by a Federal Supply centage of material requisitions submitted to Service contract, a copy of the applicable pur- supply departments ashore. At naval air stations, chase document also must be forwarded to the the aircraft maintenance department and the disbursing officer each time a dealer's bill is operations department are prime requestors of forwarded for payment against such order (ex- aeronautical materials. cept when purchase document was issued by an Primary and reporting secondary stock points inventory control point). are assigned supply support responsiblities for When portion of material shipped by a designated secondary and dependent activities. contractor isreceived and accepted, and the Requisitions may bereceived from ships remaining portion is short, damaged, or rejected, homeported in the area or from those tempo- the receiving activity must ensure that a com- rarily deployed in the area. pleted Material Inspection and Receiving Re- Requisitions may also be received from :feet port, DD Form 250, indicating quantities ac- avaiation units when they are temporarily based ceptedwithcontractor'sbill,isforwarded ashore. When aboard ship or otherwise de- promptly to the paying office. If the partial ployed, they obtain their supply support from quantity received is a regularly scheduled deliv- the activity at which they are based. ery on a continuing contract, or services received While a small activity does not have assigned during a stated segment of the contract period, supply support responsibilitiesas great as a the paying office is able to match the dealer's major activity, the potential customers are sub- bill with the contract. In this instance, a copy of stantially the same variety. Most departments the purchase document must be forwarded to experience occasional demands from customers the paying activity only at the beginning of the they do not normally support. These demands

101 1.07 STOREKEEPER 1 &C

may be in the form of referral orders from other the expenditure and material movement func- supply activities or inventory control points. tions. Demands may be received from sups tempo- The functions performed by the issue control rarily deployed in the area, or from visiting branch, stock control branch, and the traffic aircraft on extended flights. While the hulk of branch are particularly significant. The SK who materialissues arc made to satisfyregularly understandstheba;ricfunctionsofthese assigned customers, supply departments ashore branches should have little difficulty in inter- must be capable of effectively supporting the preting and applying locally established proce- material needs of any legitimate customer. d tires. Many of the material requirements of en-stationcustomers aresatisfiedby retailissue DOCUMENTATION e-ganizations (Shop Stores. Self Service Stores (SERVMART), Supply Support Center. and Normally., issues to off-station customers are made by utilizing Ready Supply Stores). However, since the retail the 1348 -Iand issues to issue organizations and related procedures may on-stationcustomers are made byutilizing vary from activitytoactivity, discussionis copies of the requestor's 1348 (6 part). There- limited to those .demands presented to the main fat:. this section discusses only the functions supply department rather than those presented involved when processing these forms. Consult to the retail issue organization. NA VSUP Manual for the procedures used when The MILSTRIP system provides that certain other issue documents are involved. material requirements in direct support of a Document processing for material issues at weapons system must be submitted via a rapid supply departments ashore generally follows the communication system. Most frequently, this is preposting method. Postposting methods may be accomplished by telephone. The requirement is instituted for the issuing of material in direct submitted to the supply department by tele- support of a weapons system. This is necessary phone and is transcribed to a DD Form 1348 by to meet the reduced time frames within which supply personnel. The 1348 then is introduced these material requirements must be processed. into the issue process and supply department The chronological order through which requi- personnel deliver the material to the customer, sitions are processed ashore may varyamong supply activities. For example, ,automated proc- essinginvolves different organizational com- Issue Control Branch ponents than does nonautomated processing. The processing of on-station issues by using Reqnisitions are normally introduced into the copies of the requestor's requisition necessarily issue control branch. This branch reviews the differs from the processing of off-station requisi- requisitions for proper MILSTRiP format, deter- tions where the preparation of the DD Form mines the internal handling precedence, and 1348-1 is required. provides special expediting services when neces- At some activities, the 1348-1 is prepared by sary. The issue control branch also monitors the the issue' control branch while at others itis flow of issue documents, establishes and main- prepared by the stock control branch. Whether tains the requisition history and status file, and the 1348 -Iisprepared by theissue control furnishes status information to the requisitioner branch or the stock control branch is of little as required. In addition, the branch serves as consequence. The. significant point is that a liaisonbetween the supply department and 1348-1 must be prepared. supported activities and ships in the vicinity. At automated activities, requisitions received ORGANIZATIONAL via rapid data transmission facilities (AUTODIN) FUNCTIONS may be forwarded direct to the stock control branch.from the machine records/data process- Several organizational components of the ing component rather than through the issue supply department ashore are concerned with control branch. However, requisitions bearing

102 ICS Chapter 5PROCUREMENT, RECEIPTS, AND EXPENDITURES priority designators I through 3 are forwarded conversion to punched form (automated activi- to the issue control branch for special expediting ties). and monitoring. Requisitions received by the issue control branch are _initially screened to Classifies requisitions into four issue groups ascertain that they contain sufficient informa- for internal handling. Each of these groups, as tion for processing, including the following: discussed in chapter 5, has specified time limits within-which action must be taken. If a requisi- FormatThe proper form is submitted and tioa contains a required date which necessitates is correctly prepared. supply action earlier than normal for its issued group, it is moved to a higher group. CompletenessAll the data required for the particular type of requisition is furnished. For issue group Irequisitions, prepares a DD Form 1348-1, establishes a requisition con- Number of copiesIf an on-station requisi- trol file for monitoring purposes, and expedites tion, sufficientlegible copies are submitted. the action by hand-carrying the documents to (Remember that off-station requisitions consist the appropriate stock poster/reviewer for issue of either one punched DD Form 1348M or the action (subsequent stock control, storage, pack- original of the DD Form 1348 manual). ing, and shipping actions are also on a "walk through"basisfor documents inthisissue Proper authorityIf an on-station requisi- group). A 1348-1is prepared for any requisitioner.the formissigned by an authorized tions containing special remarks (third digit of official. document identifier code E or 5) and is assigned an appropriate issue group, which determines SpecialinformationWhenapplicable, the relative priority of subsequent actions. special handling instructions are included. Forwards all requisitions to the stock con- Deficient requisitions may be returned to the trol branch, requisitioner for correction and resubmission or they may be corrected by the receiving supply After an off-station requisition is posted to department.In some cases, the requisitioner the stock records at nonautomated activities, it may be contacted for the corrective informa- is returned to the issue control branch for the tion. The correct action to take depends upon preparation of the 1348-1. At automated activi- circumstances and local policy. If the requisition ties,the requisitionis returned to the issue can be corrected with reasonable assurance of accuracy,, this is the logical course to follow. control branch by the machine records/data is lacking processing component subsequent to offset ac- Conversely,ifcertain information tion (action updating of stock status balance which cannot be determined locally with reasonable assurance of its accuracy, the requisition card) at which time the 1348 -I is prepared. The 1348-1for issue group 1 and requisitions re- should be returned for correction. An official quiring special handling are forwarded to the letter usually is forwarded to a requisitioner who frequently submits erroneous or incomplete stock control branch. requisitions. This, of course, depends on local policy and is a decision of the issue control Furnishes supply status as required by the branch officer. media and status code. The supply status card is After screening the requisitions,the issue prepared at the time the 1348 is returned from control branch takes the following steps: the stock control branch or the machine se- cords/data processing component At automated Forwardsanyoff-stationrequisitions activities, status may be furnished by the ma- receivedin other than punched form to the chine records/data processing component as a Achine records/data processing component for byproduct of the offset action.

103 109 STOREKEEPER 1 & C

Stock Control Branch Whether an excessive quantity has been requested. Review and processing of requisitions in the REVIEW FOR AVAILABILITY.After the stock control branch is performed by the stock editing process is completed, the stock poster/ poster/reviewer. The stock poster/reviewer per- reviewer checks the stock records to determine forms this function by "editing" the requisi- if stockis available for issue. When a stock tions, and reviewing stock availability. record card/stock status balance card exists, the stock position is computed in the regular manner. When sufficient stock is on hand, the stock EDITING THE REQUISITION.The editing poster/reviewer authorizes issue of the material of requisitionsconsists of a review of the by appropriately marking the requisition. The requisitions in relation to specially applicable requisition is then forwarded to the issue control regulations and other requirements. This func- (via the machine records/data processing com- tionisdistinctfrom the screening of data ponent at automated activities) for the prepara- performed by the issued control branch. Editing tion of a 1348-1 (off-station requisitions). After by the stock poster/reviewer is concerned with the 1348-1 is prepared, the issue control branch the following: forwards one copy to the financial inventory control branch for adjusting the financial inventory control The nature and accuracy of the stock ledgers.Appropriatecopiesofthe1348 number and its consistency with the nomencla- (6part) involving on-station issues may be ture, if given. Off-station requisitions do :tot forwarded direct to the storage branch by the contain thenomenclature. Local instructions stock poster/reviewer. The stock control branch may require that on-station customers list brief forwards the original requisition to the financial nomenclature on the1348 (6part). Incon- control branch. The 1348-1's involving issue sistencies are researched through appropriate group 1 requisitions previously prepared by the publications. Unless a. discrepancy is apparent, issue control branch may be forwarded directly the FSN isnot researched at this point to to the warehouse by the stock poster/reviewer. ascertain its validity. The subsequent availability One copy is extracted (by stock control person- check provides this assurance if a stock record nel) and forwarded to the financial inventory card/stock status balance card ismaintained. control branch. However, if a stock record card/stock status At nonautomated activities, the quantity to balance card is not maintained, and FSN discrep- be issued is posted to the stack record card and ancies are researched to ascertain validity. Prob- the balance on hand reduced. At automated lemsinidentification of the item may be activities, the issue quantity and the appropriate referred to the technical division of the supply transaction code are appropriately marked on department. the 1348M which is offset behind the stock status balance card pending the updating action Authority and justification for issue. The by the machine records/data processing compon- requisition is edited to determine whether issue ent. of the item is authorized by bureau, systems The stock poster/reviewer checks the media command, or inventory manager instructions, and status code on requisitions from other and, when justification is required, whether it activities to determine whether notification of meetsthecriteriaintheinstruction.Issue action being taken to satisfy the requisition is restrictions commonly apply to critical items, required. If so, he notes this action (in code) on fleet controlled material, and aircraft mainte- the requisition so that the issue control branch nance support equipment. Stock records cover:. may prepare and forward the supply status ing items for which issue restrictions exist are document. appropriately coded or flagged. Therefore, this Since the MILSTRIP system operates on the aspectof editing may be performed simul- exception principle, such notification normally taneously with the availability check. is not required when the requisition is being

104 110 Chapter 5PROCUREMENT, RECEIPTS, AND EXPENDITURES fully satisfied. Also, status is not usually furn- department for preparation of the necessary ished toanon-stationrequestor when the documents. requisition is fully satisfied. When deferred action is required, the green Storage Branch copy of the 1348 (6 part), reflecting the action taken, is returned to the on-station requestor. After the requisition is processed through the When there is insufficient stock on hand or controldivision,theissue document isfor- when the item is not carried by the activity, the warded to the storage branch for the issue of the stock poster/reviewer must take some other type material. For off-station issues, the issue docu- of action. The decision he makes to take such ment consists of seven copies of the 1348-1. For actionisreferredtoas nonpositiveaction. on-station issues, the issue document consists of Notification of such actionisautomatically at least two copies of the 1348 (6 part). The furnished to requisitioners or other organiza- storage location may or may not be entered on tions designated to receive it by the media and the issue document depending upon local proce- status code on the requisition. Among the dures. If the stock record cards contain this principal types of nonpositive actions are the information, the storage location is entered in following: block F of the 1348-1, or in the remarks portion of the 1348 (6 part). When the storage location Backordering the material. is not annotated on the issue document, appropriate storage locator files are checked and the Local purchase of the material for direct detailed location data is entered on the issue delivery. document.

Making a partial issue. Traffic Branch

Substituting another item. The traffic branch effects the shipment or delivery of the material to the customer. Func- Passing or referring the request to another tions assigned to the various sections of this activity. branch include the preparation of any additional documentation required for the material move- Initiating naval manufacture. ment and packing and marking as required. Local delivery of material is performed by Cancelling the request or returning it for personnel of the delivery section of the supply specific cause. support center. The packing section packages, packs, and marks material as required for domestic and overseas shipment. The shipping section Briefly, the stock poster/reviewer indicates his makes arrangements for shipment and delivery nonpositive supply decision by marking the of material to carriers including the preparation requisition appropriately and forwarding the of bills of lading or transportation control and requisition to other branches of the supply movement documents (TCMD's) as applicable.

105 CHAPTER 6 SHIPPING

Since you are usually on the receiving end of SHIPMENT BY MAIL material movements in the supply system, the job of shipping may not seem to apply to your The most convenient method of shipping job as a Storekeeper. However, when stationed parcels is through the mails. Parcels sent by mail at shore' activities you may find yourself becom- must weigh a minimum of 16 ounces to qualify ing more concerned with the problems involved for surface parcel post. Those parcels weighing in the shipment of material. less than 16 ounces should be sent via air parcel In addition, on sea duty you will encounter post or as military official mail (discussed later). instances where YOUR shipment of material will Maximum weight andsizelimitations for have an impact on the material availability for surface or air parcel post are 70 pounds and 100 other fleet and shore units. inches length and girth combined. Figure 6-1 This chapter intends to provide guidance or answers to such questions as: MEASURE" What requirements must be met for ship- LENGTH ment by U.S. mail?

What is MILSTAMP and how does it.work? MEASURE What organizations are availableto help GIRTH accomplish material movements?

References for information contained in this chapter are NA VSU P P -485, chapter 5, NA V- -GIRTH SUP Manual Volume II, chapter1, Military LENGTH Standard Transportation and Movement Proce- dures, DOD Regulation 4500.32-R and NAV- SUP P-444, Military Traffic Management Regula- tions. F- LENGTH-

GIRTH

Itot AFLOAT SHIPMENT PROCEDURES I GIRTH I A I I

Afloat shipments vary from smallparcels % mailedbetween ships and stations tolarge % shipments of freight carried from base to base t. LEM. H by ship, truck, or airplane. The procedures for these shipments depend on the characteristics of the material being shipped, its size and weight, 60.109 Figure 6-1.Method for measuring length and girth and the distance it is to be shipped. of parcels.

106 112 Chapter 6SHIPPING shows the method used to determine the size of Oxidizing materials, or flammable liquids various types of parcels. and solids. There arc exceptions to the weight and size limitations which arediscussedin NA "SUP Ammunition, explosives,andcontainers P-485, chapter 5. However, itis unlikely that previously used to transport high explosives such you will encounter situations where these excep- as dynamite. . tions apply. Narcotics and certain drugs. Classes of Mail Intoxicating liquors. U.S. mail is divided into four classifications: first, second, third, and fourth. Material mailable Material subject to damage from freezing. by each class includes but is not limited to: Permanently magnetic materials with un- FirstClass- -Letters,postcards, and other confirmed fields, unless sent by surface trans- types of direct correspondence between portation. people and/or organizations. Second Class -Newspapers and periodicals If you are uncertain whether an item is safe to Third ClassParcels containing merchandise mail, contact your local postal authorities. (not including first class material) which weigh up to but not including 16 ounces. Fourth ClassMailable parcels of merchandise Classified Matter which are not included in first, second, or thirdclassmatter, subjectto size and Matter classified as secret or confidential must weight limitations discussed above. be transmitted by one of the followiug means:

United States registered mail, provided that such matter does not at any time pass out of U. S. Government control and does not enter a Mailable/Unmailable Material foreign postal service except under such conditions as may be prescribed by the C'NO. Mailable material which qualifies for shipment through postal channels under the "Postage and Any of the means approved for the trans- Fees Paid" postmark consists of: mission of top secret matter as prescribed in chapter. 7 of the Department of the Navy Official Correspondence. Security Manual for Classified Information, OP- NAVINST 5510.1. Material forwarded to an activity which does not require processing through the administrative chain of command. Special Mail Services

Parcels which are mailed under the "Postage The U. S. Postal Service has established sev- andFees Paid" postmark does not require eral special mail services to provide additional additional postage nor is any authorized. protection and/or services for your mail. These The list of unmailable material is lengthy and include the protection of parcels by having them is affected, in part, by treaty, statute, or other shippedinsured,registered,certified, or by regulations. special delivery. A detailed explanation of these Some of the more common unmailable items services is not required since itis unlikely you you will encounter are: will use them in normal shipping transactions. However, two mail services important to you Poisons, acids, and alkalies. are special handling, and military official mail.

107 113 STOREKEEPER 1 & C

SPECIAL HANDLING.Since many naval charges are paid by the disbursing officer charg- activities do not have special delivery service, it ing the Navy Management Fund under the open is more practical to expedite the shipment of allotment prescribed in NA VCOMPT Manual, fourth class matter by special handling. Matter Volume II. moving under special handling receives first class handling between post offices and is delivered to FREIGHT CARRIED BY FLEET VESSELS the addressee by the receiving post office on the first regular delivery after receipt. Only fourth Generally, cargo transported in Navy fleet class matter qualifies for special handling. vesselsis limited to material moving in direct support of fleet operations. However, consistent MILITARYOFFICIAL MAILMilitary with the assigned Mission of the vessel, available Official Mail (MOM) is an additional service space is used to transport other supply materials. established by the Post Office Department to Cargois moved in Navy fleet vessels under provide fast transportation to and from military established procedures of the appropriate fleet activities in Alaska, Hawaii, and overseas areas at or type commander or his authorized representa- reduced cost. When third and fourth-class mail tive. Cargo moving in fleet vessels is transported marked "MOM" moves from military shippers, under shipping documents prepared under cur- the parcels aretransported by surface parcel rent MILSTAMP procedures as described later in post within the United States except Alaska and this chapter. Hawaii. When the letters "MOM" are placed immediately below a SPECIAL HANDLING stamp, the parcel will receive first class handling withintheUnited States except Alaska and DEFENSE TRANSPORTATION SYSTEM Hawaii. Packages stamped "MOM" or "SPE- CIAL HANDLINGMOM" will receive air trans- The heartof the Defense' Transportation portation on a first in/first out basis with other System (DTS), is the Military Traffic Manage- airfreightto and from Alaska, Hawaii and ment and Terminal Service (MTMTS) and its overseas destinations. Overseas transit times are subordinates offices. comparable to air mail but charges are less. MILITARY TRAFFIC MANAGEMENT AND TERMINAL SERVICE NAVY FREIGHT The Military Traffic Management and Termi- When material requiring shipment does not nal Service (MTMTS) is a field command of the qualify for shipment through the mails, it should Department of the Army, the single manager for be forwarded to the supply, officer of the nearest defensetransportation.TheCommander, shore-based activity for forwarding to its desti- MTMTS (located in Washington, D.C.) is respon- nation. This material must be accompanied by sible for the traffic management functions with- copies of the shipping invoice, DD Form 1149 in CONUS, including the direction, control, and or DD.form 1348 -I. supervision of allfunctions incidentto the If a Navy shore-based activity (or United effective and economical procurement anduse States naval at ache) is not in the area, you must of freight and passenger transportation services make the shipment in accordance with instruc- from COMMERCIAL TRANSPORTATION tions received from the nearest military service COMPANIES, including rail, highway, air, inland command or United States consular official waterway, coastwise, and intercoastal carriers instructions, respectively. (excluding responsibilities for ocean transporta- If,in an emergency, the above procedure tion assigned to Commander, MSC) and respon- cannot be followed, shipment may be made by a sibilitiesfor airlift services assigned to Com- commercial source on a commercialbillof mander, MAC. NAVSUP Publication 444, the lading. The commercial bill of lading is prepared Navy edition of the joint publication Military and furnished by the carrier. Transportation Traffic Management Regulation (MTMR), con-

108 1 .14 Chapter 6SHIPPING

tains the basic policies and procedures governing information submitted by the shipper, is pre- the implementation of the MTMTS mission. pared in a uniform manner for all of the services MTMTS carries out its operational functions and is controlled by uniform time standards. through two regional commands: Eastern Area, MTMTS, located at Brooklyn, N.Y., and the Military Air Traffic Coordinating Western Area, MTMTS, locatedat Oakland, Offices California. The geographical areas of jurisdiction for these regional commands are defined in Part MilitaryAirTraffic Coordinating Offices 1 of MTMR. (MATCOs), are located at certain key Military MTMTS is the link between the commercial Airlift Command (MAC) service terminals to transportation industry and the military services. provide liaison and to control the flow of cargo, Eachservice'srequirementsarechanneled passengers, and mail traffic. The Navy repre- through designated offices to the appropriate sentative is responsible, among other duties, for regional command of MTMTS. These designated the following functions: offices are Airlift Clearance Authorities (ACAs), Water Terminal Clearance Authorities (WTCAs), Controlling, through liaison with the NAV- and Military Air Transportation Coordinating TRANSCOs and NOACTs, the orderly flow of Offices (MATCOs). shipments into the MAC service system.

Airlift and Water Terminal Offices Providing liaison and coordinating action with MAC regarding the expeditious movement ACAs and WTCAs are the controlling agencies of Navy material which is in the MAC system, and act as clearing offices for DOD cargo moving directing when required the movement of cer- intothecommercialtransportationsystem. tain Navy cargo ahead of other cargo, Navy They control and clear military cargo for input cargo bearing a higher priority classification. into the commercial transportation system by requiring military shippers to submit advance Noting irregularities in packing, markings, Transportation Control and Movement Docu- billings, and other irregularities attending Navy ment (TCMD) on all military cargo for move- freight movement and initiating remedial action. ment via the commercial transportation system. This is accomplished in the following manner: Interchanging airfreight information and advice in conjunction with MAC traffic,person- Upon receipt of advance TCMD infor- nel and the air traffic coordinating offices of mation, the ACA or WTCA matches the TCMD the other departments. information against existing regulations. If the cargo is acceptable under these regulations, it is Advising NAVSUP (Deputy,Trans- booked for shipment via commercial means. If portation), NOACTs, and higher authority of the cargo is not acceptable, it is challenged by airfreight terminal traffic conditions, the avail- the ACA or WTCA. Sea cargo is handled the ability of opportune lift possibilities, and the same way except that it is booked with MSC, extent to which the channel allocations under e single manager for the ocean movement of NAVTRANSCO's cognizance are being utilized. DOD cargo. Military Airlift Clearance The ACA or WTCA notifies the shipper Authority Agency whether therelease unit cargo offered for shipment. is challenged or is booked for ship- TheMilitaryAirliftClearanceAuthority ment. This information advises the shipper of Agency (MACA) is located at Oakland Army the mode, carrier, routing information and, in Base, Calif., and is responsible for all CONUS air the case of challenged shipments, the reason export shipments. why the shipment was challenged. This routing In the preceding discussion of MTMTS several information,as well as the advance TCMD points must be emphasized.

109 115 STOREKEEPER I & C MTMTS arca of responsibility extends to NAVY FREIGHT the continental U.S. and applies to the move- TRANSPORTATION ORGANIZATION mentof militarycargovia COMMERCIAL MEANS. The term "continental U.S." means Navy Regulations, along with supplementary U.S.territory,including adjacentterritorial regulatorypublications, assigns, to NAVSUP, waters, located within the American continent the responsibility for authorizing and adminis- between Canada and Mexico. tering (consistent with the responsibilities assigned to the single manager for transportation) Individual services manage ACA's, WTCA's, the transportation of Navy property and house- and have their own transportation systems, and, hold goods which are the property of military within certain limits, they may use the commer- and civilian personnel of the Navy. These regula- cial transportation system to move their cargo. tions charge NAVSUP with the responsibility for Inthe caseof the Navy, NAVTRANSCOs, loading and unloading cargo ships and tankers, NOACTs. NOARAs, and NAVSEACARCORS administering cargo terminal facilities, ,and the perform the duties of ACAs and WTCAs. The administration of the functions relating to the Navy contract airlift service (QU1CKTRANS): disposition of personal effects (except the trans- Navy trucks and ships serve as the transportation portationof human remains, whichisthe vt5hieles. Ilowevcr, certain rules and regulations responsibility of BUMED). govern what, how, the amount, and to what degreethe services may utilizetheir trans- NAVY MATERIAL TRANSPORTATION portation systems. OFFICE

The services submit advance TCMD infor- The mission of the Navy Material Transporta- mation to the MTMTS through their clearing tion Office (NAVMTO) is to perform transporta- authorities.In the case of Navy, an activity tion management functions of an operational having cargo for movement must submit TCMD and administrative nature as assigned and to information to the designated clearing authority: administertheNavy Contract Cargo Airlift i.e.NAVMTO, Western Department, Oakland System (QUICKTRANS). Among the many the clearing authority then either routes the functions performed by NMTO are: cargo through its own transportation system or offers it to MTMTS. If the cargo is offered to Providing technical diNction, guidance, and MTMTS bythe clearing authority, then the assistance in material transportation matters to MTMTS advises the clearing authority of shipper Navy commands, bureaus, office's, project mana- service routing information. The service clearing gers, and shipping activities worldwide. authority then advises the original shipper of applicable routing information just as if the Implementing policies and operating proce- shipment had been routed without reference to dures for the QUICKTRANS program and serv- MTMTS. ing as the QUICKTRANS system manager/contract administrator. The duties and areas of responsibility of the individual offices as discussed here are by Providing or arranging for terminal support necessity brief. The input into MTMTS and the for QUICKTRANS aircraft and for other aircraft guide for selection of mode of transportation is transporting Navy cargo that are not otherwise covered in regulations that are too detailed to be provided for. included in this manual. Authorizing the movement of Navy mate- l /SUI' Manual, volume V, DOD Regulation rial by air, including arrangement for special 4500.32-R (MILSTAMP), the Navy supplement assigned airlift missions. to MILSTAMP (NAVSUP Instruction 4610.32), and MTMR (NAVSUP Publication 444), should Challengingthevalidityofshipper be consulted for detailed information. requestedairliftrequirements,inaccordance

110 116 Chapter 6SHIPPING with current directives and arranging for the Maintaining route and schedule informa- collection and delivery of material to and from tion concerning airliftserviceto, from, and aerial ports of embarkation and debarkation. within their assigned areas.

Diverting material between transportation_ Resolving_ _movement _problems- -between--- modes are necessary to best meet the needs of airfields and vessels at assigned ports. the Navy at the lowest overall cost. Maintainingfleet locator information to Providing or arrangingfor fecoopering, assure accurate and timely delivery of cargo to repacking, redocumentation, and relabeling or naval vessels. remarking as necessary to protect and expedite the movement of Navy material in transit. Preparing shipping documents such as the Transportation Control and Movement Docu- Serving as Navy shipper service representa- ment (DD Form 1384), government bills of tive andliaisonpointforthemajor field lading, etc., when appropriate. commands of MTMTS, MSC, and MAC, and providing direction to the NAVSUP assigned NAVY OVERSEAS AIR ROUTING liaison officers or representatives serving at those ACTIVITIES . activities. Navyoverseasairroutingactivities ProvidinginterfacewithotherNavy (NOARAs), are authorized to issue route orders material expediting offices and representatives. on shipmentsoriginatingintheir respective areas. Generally, all NOACTs, Naval Stations, NAVY OVERSEAS AIR CARGO NSCs, and other Naval installations located TERMINALS overseas are designated as NOARAs.

NavyOverseasAirCargoTerminals NAVY SEA CARGO COORDINATORS (NOACTs) conduct terminal operations, exercise traffic management and administer airlift The mission cf the Navy sea cargo coordina- space available for the movement of Navy air tor is to obtain ocean transport c:ipability for all cargo from and within assigned geographical Navy cargo, except bulk petroleum, designated areas of responsibility. The functions performed for shipment via ports within his area; to arrange by NOACTs include: for further shipments of cargo discharged at ports within the geographical area assigned; to Coordinatingallaircargomovement arrange for necessary documentation of Navy matters within assigned geographical areas, and cargo moving via non-Navy terminals; and to expediting the movement of air cargo to destina- report monthly the volume of cargo tonnage tion. moved over non-military terminals located at ports not covered in the report submitted by a Monitoring cargo between Military Airlift Navy command. command aerial ports ,,nd receivin6 or shipping Within the geographical area assigned, the Navy units. Navy sea cargo coordinator performs the following functions: Providingmovementinformationand expediting services when required. Acts as principal representative of the Navy as a shipper service to ensure proper processing Authorizing the movement of Navy cargo of all Navy import and export ocean shipments. by air transportation. Obtains information on all Navy cargo to Furnishing over the road trucking opera- be offered for ocean shipment for his area and tions, as available,incidenttodelivery and offers such cargo to the appropriate fleet com- pickup of air cargo. mand or MSC.

1 1 1 117 STOREKEEPER I & C

Consistent with military requirements, is authorities. These components (in most cases responsiblefor selection of the must advan- concerned with overseas shipments but, in some tageousportandmilitaryorcommercial instances, with domestic shipments) combine to terminals in his area for transshipment of cargo formthecompletetransportationsystem ------which- -will provide_the required_delivery tothe required to bring material from source to user. ultimate consignee at the lowest overall cost to the Government. MILSTAMP PURPOSES

Astheshipperservicerepresentative, In general MILSTAMP was designed to: accepts or rejects shipping space allocated by fleet commands or MSC in response to cargo Standardize movement and documentation offerings. requirements within the DTS through the use of uniform codes and non-coded data, formats, and in the case of cargo originating at other procedures. than a Navy tidewater terminal, or in the case of cargoto be moved from a Navy tidewater terminal to a non-Navy terminal, provides the Uniformly express the policies and move- shipperwithconsignmentinstructionsfor ment criteria of the Uniform Material Movement proper delivery of the cargo to the carrier. and Issue Priority System (UMMIPS), to facilitate the administration of the DTS. Ensures that proper arrangements are made for the receipt, loading, and documentation of Form a common botit=ciary with the Mili- the shipment. tary Standard Requisitioning and Issue Pro- cedures (MILSTRIP), and other military standard For shipment inbound to his area, con- logistics systems to provide a responsive total signed to other than Navy terminals, arranges for logistics concept that will meet any demands unloading services as required and ensures that placed on the DTS during normal and emer- the shipments are promptly forwarded to the gency periods. ultimate consignees. Provideautomatedandnonautomated Under certain conditions, either because of techniques and the use of high speed communi- specialized categories of material or where the cation media in the control, release, tracing, and geographical remoteness of a command makes it reporting of shipments into and within the DTS. more feasible, delegates any of the above responsibilities to other Navy commands in the area. Provide MILSTAMP shipment unit input data for performance reporting under the Mili- tary Supply and Transportation Evaluation Pro- MILITARY STANDARD TRANSPORTATION cedures (MI LSTEP). AND MOVEMENT PROCEDURES MILSTAMP OP'ECTIVES The Military Standard Transportation and Movement Procedures (MILSTAMP) are a set of MILSTAMP objectives are: standard procedures, forms, and language to be used by the militaryservices and all other Automated processing of transportation agencies that use the DOD transportation sys- documentation. tem. The military transportation system of the Department of Defense consists of a variety of Application of management by exception components including railways, trucks, ships, principle to traffic clearance. barges, and planes, and their terminals, and other transshipment points. These operate under Standard system of documentation and various jurisdictionsMAC, MSC, MTMTS, mili- codes to permit complete and accurate data taryservices,overseas commands, and local interchange. 112 1 :8- Chapter 6SHIPPING

Intransit data reporting compatible with to transportation officers and to other appropri- automated processing and analysis under MIL- ateNavy routingauthorities.Suchrespon- STEP. sibilities are defined in part I of MTMR, (NAV- SUP_ Publication_ 444)., With_certain Complete preplanning of logistics actions the transportation officer generally is authorized including shipment planning and movement con- to select the mode of transportation and routes trol, utilizing automated data processing where within the mode on the following: practicable. Freight (surface) shipments of less than Uniform address markingthatis com- 10,000 pounds. patible with the data specified in MILSTAMP documents. Railway express (surface) shipments less than 1,000 pounds. MILSTAMP APPLICATION Commercialair shipments of lessthan MILSTAMP is mandatory forallmilitary 1,000 pounds. services and other agencies using the DOD transportation system, and applies to authorized The regional commanders, MTMTS are au- shipments moving wholly or in part within this thorized to select the mode of transportation system. MILSTAMP does not applyto the and route within the mode for shipments in following situations: excess of quantities which may be routed by localtransportationofficers, and for certain Internal shipments within military instal- other shipments in any quantity that are not lations or local area shipments in support of specifically exempted from local routing. satellite activities.

MAP movements arrangedby recipient MILSTAMP DOCUMENTATION countries, providedthey do not involve the DOD transportation system. In any material transportation system, there is a requirement for certain basic information and data. This data is needed to: Shipmentscompletelywithinthemail systems. Identify the shipment and its movement. Shipments moving on commercial bill of lading from, to, or between contractors' plants. Control its movement, with respect to both its speed and its mode. Shipments of bulk petroleum products. Provide advance notice. Movements of passengers. Trace it in the transportation system.

MILSTAMP ROUTING Provide accounting and billing information.

As pointed out in our discussion of the DTS, Establish a means for collection and anal- MTMTS is responsible for selecting the mode of ysis of statistical data which characterize the transportationfor shipment bythemilitary system. services via commercial transportation media between points within CONUS. The MTMTS MILSTAMP provides an integrated .material alsoisresponsiblefor the selection of the documentation system to achieve these objec- commercial carrier to be utilized in transporting tives. shipments between points within CONUS. Cer- Under MILSTAMP there are several forms tain of these responsibilities have been delegated that help document a shipment. Preparation of

113 119 STOREKEEPER 1 & C these forms is the responsibility of the loading. Forms 1102 through 1106. The forms must be activity. Additional documents may be requir( d handled with care to prevent unauthorized use, by one department or another. In such cases, the and are kept in locked storage. shipperservices must provide, for the_preparation_ It should _be_notei that _shipments_made via__ of additional documents according to their own commercial carrier to a military transshipment directives and regulations. A copy of these cargo point, may be documented on both a Govern- documents must be madeavailableto the ment Bill of Lading (GBL) and a TCMD. The various port or air authorities. GBL is for the carrier's use as a movement and The forms that you useto document a revenue document to the transshipment point, shipment depend upon the mode of shipment. where the TCMD becomes the basic movement Most Navy cargo is moved via air or ocean, for control document. Detailed instructions on the which reasonthese modes arediscussedat preparation of the GBL are found in NA VS UP length. Manual, volume V.

TRANSPORTATION CONTROL AND TCMD Data MOVEMENT DOCUMENT (TCMD) Figure 6-2 is an example of an air TCMD. The The Transportation Control and Movement shipping activity is responsible for entering the Document (TCMD) DD Form 1384, is a multi- basic information required, generally blocks 1 purpose form usedinboth air and ocean through 27A. The information required comes shipments. from three main sources: It contains coded and uncoded data which provide transshipment points with advance in- I. The 1348-1 or other shipping authorization formation on each shipment moving in the for the material. transportation system. The data elements are 2. The clearance authority. used for: 3. Data developed by the shipping activity.

Accomplishing functions of air-bills, high- While the 1348 -Iis used as the prime input way bills, dock receipts, and other documents. for preparing the TCMD, some of the information contained on the 1348 -I will have to be Controlling cargo flow into and through air shown onthe TCMD "intheclear". For and water terminals. example, the stock number for a aircraft part would not, in itself, tell the shipping activity or Providing input for mechanically prepared clearance authority the type of material being air or ocean manifests. shipped or if it requires special handling. The clearing and routing information is ob- In addition, the TCMD may also be used as a tained from the clearance authority or generated movement document for material shipped via by the shipping activity. fleet ships and aircraft not under the control of The remaining information for the TCMD is MTMTS, MAC, or MSC and for shipments developedbythe shipping activity.Inthis moving within the shipper's own organization; category are the following items: e.g., Navy material transported by trucks. In these instances, coded data is not required on Document identifier code (block1). The the TCMD. document identifier specifies the format and use The TCMD is only used when the shipment is of each of the MILSTAMP documents (i.e., to move withitt the DTS or the Navy Freight TCMD, Manifest, Tracer, etc.). The DIC is Transportation Organization. Government bills mandatory on all MILSTAMP documentation. of lading are used when the Government must reimburse a private business for the movement The mode of transportation (block 8) and of government property. The form used is a transportation priority (block 12). These items carboninterleavedsetcontaining Standard are discussed later in this chapter.

114 120 . rit** TXA a. 11.4.74.147 o. co.....N00246 NAS NORTH ISLAND TRANSPORTATION CONTROL AND MOVEMENT DOCUMENT 4 Co....CCAIRCRAPT *1. PARTS AZ W , o, Mot A10 0. vot SUU TRAVIS APB WW 7 Poo rec 56...... o***N S. pace IX * 10. NO973922063658 -XXX * IN. v.,. ae * SI. C&& R03333 USS KEARSARGE * so. vas so. I4. Po./ MOOT& loise 10. ISTO HIK HICKAH APB ** 12.11 AC*/ 1 o. Cahill IN coGool 707 OCC. So. 30.5 25. lscIta 2*** 210 * al.206 . ** 3 * RS. 14414n1210 * 1 *** i4. CVOsN145 *** 18 *1 t ie..aS4. ******I MIS? IP Patna 121 IIINZY SAN DIEGO ** O. 012S. oat' etc. vitt. C. Is,C. Saw test sc5111 o.. Oult 014 POsus t, meseC. saOCCA111.11 C1111 I. 21.111$0isgss,VISK1,101006 .. 1111 IleC we. .C..sollIC: .111011.04 1.01111.010 1 . COND. 40. II. 11. Si4.116. .54 Re.375. COMTIll ****** ,/, Mot OfSW TRAVIS APB ** 5. otais. MR. C. owns& 0. 11 boo C..OCSo. ComIneo C*ICII 35..1.15.50p. osoor * OC. . !S.M. Fin" a. tosolC 4.ne7 i. COM. .11111110111 4111M46 I 33. DOC Cp47111114.14 TOMOS. 35. COMsc0011 31. v1 1T. (240 30. w 1013. 0. ***** 11.111111 1. REMARKS AND/OR 4. A00111 is 1. C.'.t 88.."."" *PSC NIKO :::1 .oc T 0 .. ., CIOIT01. nsicCM coosos,ca 0 0. 0211 Isr STOR LOCoar r 714 PITS .1757 41:1 ** Data obtained frcm clearanceDD 1343-1. authority. , la"'....--".---.0...1.0,0'-'411P- i *** Data developed by -...... --- the shilap!ng --. activity. 1 DO FORM 13$ 1 APR 66 0102-0134700 TION OP / APR IMP/MICH MAY SIC 1.111e0 Figure 6-2.-Air shipment Transportation Control and Movement Document (TCMD). 97.12 STOREKEEPER I & C

The ETA (block 16). The ETA is a one- shipment is complete, partial, or a split ship- digit alpha or numeric code used to identify the ment. If the shipment is complete the last two number of days in transit from the consignor to digits are XX. Procedures for partial or split --tne-air or surface POE, and establish the ETA of shipments arc discussed later in this- section. the material at the POE, based on the date of When more than one line item is being shipped shipment. on the TCMD the document number of the item with the earliest RDD (when available) is used as the basis for the TCN. If no RDD is specified, The transportation account code. (block the item with the earliest document date will be 17). The transportation account code ( ['AC) is a the basis of the TCN. four-character code designedto identify the account chargeable for transportation costs. The code is generally determined from information NON-MILSTRIP SHIPMENTS.The TCN for on the DD Form 1348-1. Appendix B-12 to no..-MILSTRIP shipments must be constructed DOD Regulation 4500.32R (MILSTAMP) and by the shipping activity. The TCN is constructed Nit VSUP Manual, volume V contains instruc- as follows: tions for r3signment and construction of TACs.

DIGIT EXPLANATION Specific codes to be used in preparing all parts of the TCMD may be obtained in DOD Regula- 1st Service Designation tion 4500.32R (MI LSTAMP). 2nd-6th Address code of activity preparing the TCMD 7th Last digit of calendar year 8th-10th Julian date of shipment 1 1 th Type of shipment TCN Constoction 12th-14th Numerical sequence for titat day, beginning with 001. The construction of the transportation con- 4 4 X11 trol number (TCN) (block 10 of the TCMD) 15th depends on whether the shipmentis a MIL- 16th Partial shipment in- STRIP or non-MILSTRIP shipment. TCN con- dicator struction for both types of shipments is dis- 17th Split Shipment indi- cussed below. cator

M I LSTR!? SHIPMENTS.On MILSTRIP shipments, the14-digit requisition number is For example, on Friday, 8 July 1972, the used in its entirety with 3 digits added. The first Naval Supply Center, Norfolk, received a request of these is the suffix code from the DD Form for shipment of household effects from a naval 1348-1. if this is blank on the 1348-1 an X is officer. It was the 19th transaction for that day. used as the 15th digit of the TCN. The last two The billing clerk constructed the following TCN digits of the TCN depend on whether the for controlling the movement of this shipment.

116 1.22- Chapter 6SHIPPING

N 00 89 2210 H 0 9 X XX Shipment in separate conveyances. The code classifications L. Complete are the same as those used for partial shipments. Examples of partial/split shipment codes are X shown below:

19th TCN 16th/17th assigned positions Meaning that day XX Complete shipment House- AX 1st partial by shipper hold ZX Last partial by shipper effects BA 1st split of 2nd partial BZ Last split of 2nd partial Julian date for Transportation Priorities 8 July MILSTAMP transportation priorities are a Year direct extension of the priorities established 1972 under the Uniform Material Movement and Issue Priority System (UMMIPS). This extension re- Norfolk's lates the issue priority of the goods requested to address the method of transportation to be used in code meeting delivery requirements. The basic objec- tiveis to satisfy the customer's material de- Navy mands on time, while maintaining a balance (service between the customer's needs and transporta- designa- tion costs. tion) The MILSTAMP transportation priority system is broken down into priorities 1 through 3. PARTIAL/SPLIT SHIPMENTS.In many in- When a Material Release Document (DD Form stances,itmay become necessaryforthe 1348-1) initiates a shipment, the form contains a shipping activity to forward the shipment in MILSTRIP issuepriorityassigned to itfor more than one increment. There are many supply processing purposes.Normally, MIL- reasons why this is necessary, but one of the STAMP uses this same priority to determine the most common is that the shipment unit exceeds transportation priority. Table 6-1 shows the the capacity of the conveyance. The 16th digit relation of MILSTRIP priorities to MILSTAMP of the TCN is used to indicate that the shipment transportation priorities. was made in two or more partial lots. When a Transportation priorities for non-MILSTRIP partial shipment has occurred, the 16th digit will shipments require a different approach. Without show an alphabetic code from A-Z (excluding X an issue priority, the shipment activity must which indicated a complete shipment) indicating develop a transportation priority to reflect the the increment of the shipment; i.e., A=1 st known needs of the consignee by the required partial, B=2nd partial, C=3rd partial. The last delivery date. Guidance for establishing trans- increment of a partial shipment is ALWAYS portationprioritiesfor non-MILSTRIP ship- indicated by the letter "Z". ments is found in DOD Regulation 4500.32-R. Shipping activities must always use the code "X" in the 17th position of the TCN. The 17th EXPEDITED HANDLING.When it is neces- position is used by transshipment activities to sary to expedite a shipment due to unusual indicate that the shipment unit (whether com- conditions or urgent demands, the appropriate plete or partial) was further divided (split) into clearance authority must be provided with com- two or more increments for onward movement plete information on the shipment and the need

117 123 STOREKEEPER 1 & C

Table 6-1.Relation of MILSTRIP priorities portation priorities on the mode selection proc- to MILSTAMP priorities ess is indicated in the following paragraphs.

Transportation Priority 1 and 2 (J and UMMIPS Issue K)The preferred mode of transportation for Priority Transportation this material is airlift. Transportation by other Designator Priority (TP) high speed modes should be .used when airlift is limited or considered inappropriate or unneces- 1-3 1 *J sary because of size,classification, RDD. or 4-8 2 *K other traffic management consideration. 9-15 3 *L Transportation Priority 3 (L)The pre- *These letters are the alphabetic equivalent of ferred mode of transportation for TP-3 material the appropriate priority and indicate during is via ordinary surface modes of transportation. the clearancecyclethatthe urgency of Movement by airlift is used when the only access suspect shipments has been confirmed by to the consignee is by air transportation, when the requisitioning activity. the item is designated as "economic air eligible", or when other traffic management considera- for expediting the shipment. Upgrading of ship- tions make airlift an appropriate method of ments to "Expedited Handling" category can be transportation. approved only by the designated service authority. Since shipments requiring "Expedited Han- Processing Times dling" are generally emergency requirements, they are shipped TPwith the numeric code Besides influencing mode selection,trans- "999" inthe RDD field of the TCMD and portation priorities imply an order of prefer- shipment label. ence in processing shipments and moving them through a shipment activity. The transportation priorities do, moreover, impose specific limits on Mode Selection the time allowed to clearance authorities for responding to cargo offerings from shipment Selection of a transportation mode is gov- activities within CONUS. The time allowed to erned by the following: clearance authorities for responding to cargo offerings is indicated in table 6-2. MILSTAMP transportation priority If the shipment activity does not receive instructions from the clearance authority within Required delivery date the response time indicated in table 6-2, he may request status. Export shipments which do not Weight and size of shipment require clearance are shipped to the designated transhipment point. Nature of material In overseas areas, where communication facilities hamper thesedeadlines,all movement Cost of transportation clearances should be obtained within 48 hours.

Distance to be shipped AIR CARGO AND MAIL MANIFEST Modes of transportation serving the consignor and the consignee The Air Cargo and Mail Manifest provides a complete record of the actual movement of all Required delivery date and transportation cargo and mail aboard an aircraft operating as priorityare generally considered before the -part of the DTS. The manifest is the source other criteria listed above. The effect of trans- document for checking cargo and mail during

118 124 Chapter 6SHIPPING

Table 6-2.Clearance authority's response time to A punch card manifest format for mech- cargo offerings from shipment activities within Conus anized cargo manifesting. A DD Form 1385, Cargo Manifest, for SURFACE SHIPMENTS AIR SHIPMENTS manual or mechanical preparation as appropriate. Transpor- Transpor- tation Response tation Response A DD Form 1384, TCMD, may be used Priority Time Priority Time under a manual system. 1 and 2 48 Hours 1 (999) 2 Hours. Figure 6-3is an example of an Air Cargo Manifest. Preparation of the Air Cargo Manifest 3 3 Working1 (Other 4 Hours isdescribedin DOD Regulation 4500.32R, than 999) N11 LSTAMP, Chapter 4.

2 and 3 12 Hours

10.66 OCEAN SHIPMENTS loading and unloading and is the source of data Because of the amount of cargo involved and for onward movement and billing. the time between the loading of cargo and its The following forms are used for an Air Cargo discharge, additional documents for ocean ship- Manifest: ments are required. These documents are re-

CARGO MANIFEST AIRCRAET DATA D2$I CODI RCP DISIAAION MIS ION DATA A,WWI AlW CV MANIFEST ID AIR AC %O. NC MO011 NO. SU I CAN STA I IT Ino. AC 51639 ci24 DEO AC CHATEAUROUX 319 A 210 17380 1690 DOV 21 CI00015 I. Su;08 . vov GC 00C..... NO all VIS.S.1 ANAL watts Si I8VCR NO. 81.46C14.1 FACE

YR!MAKE VOYACC NAME vS9oCtE CONSIGNEE DOC NO. Cs Is8 CAR PORT IAMMO tO1 NOMOM(H DOC COM ten ThANSPORTATION IDC117181CATION NO. CR N.0.8(It GO OF O C./IVS,042 to CODE FACc CONTROL NUMBER $ OR REMARKS ChTNR ExC ItN1 OISCH I ACIVI, C0.4.A0tv Of 8 ADO*111 tojeCocwo I ..0,18 I lAtc8:7 NumDER 1:1 V

TXA P10 AZA DOV DEO NAC FB203922100018M182394 2215 F8A0

(PIECES, WEIGHT AND CUBE FOR INDIVIDUAL SHIPMENT UNITS ARE SHOWN IN APPROPRIATE COLUMNS)--

10.110 Figure 6-3.Sample Air Cargo Manifest (DD Form 1385).

119

1 ;45 STOREKEEPER 1 & C quired further to notify the receiving point that must contain a detailed listing of all shipment cargois being shipped so as to facilitate the units loaded by each POE, including appropriate unloading process. They are also used by the trailor/supplemental data, and the actual stow- receiving point to advise the shipping point of age location aboard the vessel. the receipt of cargo and its condition upon The same forms are used for an Ocean Cargo receipt. Manifest as for an Air Cargo Manifest. Figure 64 isan example of an Ocean Cargo Manifest. Detailed instructions for completing the Ocean Ocean Cargo Manifest Cargo Manifest are contained in chapter 5 of DOD Regulation 4500.32R MILSTAMP. An Ocean Cargo Manifest is required from each leading terminal for each port of discharge, Ocean Cargo Manifest except when vessels are scheduled to load at Recapitulation or Summary more than one CONUS terminal prior to arrival at thefirst overseas POD. In such cases, the WTCA responsible for the CONUS POEs accu- The Ocean Cargo Manifest Recapitulation or mulates complete manifest data from each load- Summary (DD Form 1386) is a dual purpose ing activity and forwards a consolidated mani- summary form designed to be used by each fest to each POD concerned upon completion of manifesting activity. The 1386, identified by an the loading at the last CONUS POE. When cargo "X" in the appropriate block on the form, is is loaded at CONUS POEs which are under the used as explained below. control of more than one WTCA, each CONUS WTCA assembles and forwards a consolidated MANIFEST RECAPITULATION. The ocean manifest appropriate to its area of responsibility cargomanifestrecapitulationisa summary to the overseas POD(s) concerned. The manifest listing of the cargo manifested by each loading

CA2GO MANIP.IST Alr:ESAft DATA OM COM R DISIMAIMOS MISSION DATA Alw WI MW CU MANIFEST ID ARVat's. ANno NC m00:t NO SuDAIS SA

SUR O...... vOYAL DOCvmemr NOPOO LIP VISS.I. tumAl PAWS ISMS! MCC MO. IMAMS F4Ci 1GC 5168 A1266 311 P AMERICAN CLIPPER 61 1 2 VM MAKE VOYAGE NAME VOF '.. CONSIGNEE et NO TRA4.11 C, '0..1 PORT AMMO (01 .01WOMPI ;...... COM TRANSPORTATION 10C4THICATIONAD. ..,7 07 .r.r.111 CIO: OF XI 0 ,R....$.0,13 CODE CONTROLNUMZER OR REMARKS EXC . DM DISCH e Kim a CORR rt NUMUR .igg:Y ' a AODIRSS T PRO Pri 0 JIV::'ZS A. V V

TX., MATTRS 714 ZZ 1266 311 EX FB560451521012XXX FB5604 3 SLHA 19A0

(PIECES, WEIGHT AND CUBE FOR INDIVIDUAL SHIPMENT UNITS ARE 'SHOWN IN APPROPRIATE COLUMNS )-

....""...... , _./..a.".,_ ../...... w.#°.°

10.110 Figure 6-4.Sampk: Ocean Cargo Manifest (DD Form 1385).

120

G Chapter 6SHIPPING port to cover all cargo loaded into any one ship. Summarized measurement tons (M/T) must Ingeneral this summary covers the physical be rounded to the nearest whole M/T; i.e., aspects of the cargo, summarizes heavy lifts and fractional M/T's of .4 or less are dropped and their location, and indicates whether the vessel is those of .5 or more are rounded to the next self-sustaining (heavy lifts can be discharged by whole. thevessel lifting gear) or non self-sustaining (heavy lifts can not be discharged by the vessel Cargo stowed on deck is listed separately, lifting gear). See figure 6-5. and identified by an "X" in the "on deck" column of the 1386. See figure 6-6. MANIFEST SUMMARY.The ocean cargo manifest summary is the official source dOcu- SHIPMENT VIA inent used by MSC to render billings for ocean GOVERNMENT VEHICLE transportation. A separate summary is prepared by the manifesting activity for each discharge If possible, commercial carrier service should port. To summarize cargo use the following be utilized for the transportation of material.. procedures: However, as directed by local naval authority having cognizanceover the motor vehicles, Cargo must be summarized by measure- government owned and operated equipment ment ton (M/T) for each different transporta- may be used totransportfreightfor any tion account code (TAC) within each major distance up to 100 miles. For activities located commodity categoryfor each DOD agency in or near a city, the metropolitan area is usually responsibleforpayment oftransportation the freight hauling limit for government owned charges. motor vehicles. Two exceptions to the 100-mile

OCEAN CARGO MANIFEST 123 itgcAp.TuLATio. 0...... al ORIGINAL OREVISt0 (LM 101/0 /) (44.plIesbno) RECAPITULATION OR SUMMARY vaia. 0 11.. 0. v0v OOC4. °ATM LOAOIng .040 ..lav FITS °ulnae °mention011 so.no.or Wild I' "o' MARINE FIDDLER USNSP1572 92043DK MOTBA OAKLAND 1 8 1 1 DESCRIPTIONAND LOCATION OF HEAVY LIFTS AND OTHER SPECIAL DATA TOTAL CARGO LOADED

4 DES=ION PEST:NATION DESCRIPTION LENGTHINOTHHEIGHTILLsrITVESCOO L/T SVC L/T LOCATION ORT NIT amen.. /MO. V. C04.6001tv ct Loony 004 51,11 WIC ' 04i '1r=TX'o 0 L Cr 70rIP:a. .. KC, COOL On 0 T wen

RG1 SAIGON CRANE 420L 120W X X30DP 16 RG1 SAIGON N 810 1650 120H UD6 PUSAN A 165 612 UB1 NAHA M 110 310

LASHING MATERIAL- GOVT PROPER'!"- RETAIV TOTAL 1085 2572

1050 IMF 1 X 8 PINELUMBER S PCS (150 FT) WIREROPi 3/4" 12 EA TURNBUCKLES18" 60 EA WIRE CLIPS3/4"

41116/001.111/411.1410...... L....,.ir,",...A...... III...... e+fllht....4ih...... n,=111p.gbt.e.s.,,

10.68 Figure 6-5.Ocean Cargo Manifest Recapitulation (DD Form 1386).

121 1.47 STOREKEEPER 1 & C

OCEAN CARGO MANIFEST ORECAPITULATION 00 SUMMARY RECAPITULATION OR SUMMARY DORIGINAL 0 REVISED 11. 1,..11 (Lk. I. 4mo 11<61.) L. Outs. Ondt4H0441 40, 40 0 .. 14S NO. .

SSNEVEP.SAIL 6 'A65099210 1GC MOTS 1 DESCRIPTION AND LOCATION OF HEAVY LIFTS. AND OTHER SPECial OAT A TOTAL CARGO LOADED

SELFNON DESTINSTON DESTINTION DESCRITION LINGTHInDTHHtsGHT CGOLoc".°Zo. L/T SVC L/1 T PORT PORT TRA41001. NO. OF 448 TS IHISH41.04 ...... o,coor CreGew OP.AITSuSC . rric. eftWICK CovVma, Pelt KC, COO O. 0,1411.

JF1 REEFER, FREEZE F9A0 42

SPECIAL, NOS N727 10

SPECIAL, NOS N727 41 x

POV A145 45 4 HOUSEHOLD GOODS A146 65

10.68 Figure 6.6.Ocean Cargo Manifest Summary (DD Form 1386).

limitation are recognized and discussed in the 3. The nature of.the material to be trans- following paragraph. ported. When the commandant of a naval district 4. The frequency of movement. determines that an emergency exists, that the 5. A detailed' statement of attempts to obtain use of government owned and operated motor or utilize the services of commercial carriers. vehicles is justified for security reasons, or that the use of such vehicles would be in the best When government ownecl and operated motor interest of the government, government owned vehicles are transferred from or returned to the and operated vehicles may be used to transport activity to which assigned, such vehicles may be freight regardless of the distance involved, pro- loaded with Navy material to be transported, vided that state permits are not required because regardless of the distance involved. of excessive dimensions or wt fight, Care should be exercised to ensure that government vehicles DOCUMENTATION OF SHIPMENTS.The comply with allsafetyregulations and that TCMD is used for the shipment of material by material is properly loaded within the state axle government owned vehicles. When it is necessary weight limitations. However, when it is deter- to make a shipment of material utilizing both mined that repeated use of government owneu government conveyance and commercial carrier and operated motor vehicles for scheduled trips service requiring a government bill of lading, a exceeding 100 miles is required, the following DD Form 1384 is used for the government information must beforwardedto NavSup conveyance portion of the movement, and a (Deputy Commander, Transportation) at the GBL is used for the commercial portion. time such determination is made:

1. The points between which the scheduled SHIPMENT MARKING trips are to be made. 2. The approximate amount of tonnage in- Eachunitpackage, intermediate package, volved. shipping container, and all items shipped un-

122

1:":48 Chapter 6SHIPPING packed must be clearly and adequately marked ensure the timely movement of materials and in accordance with the requirements of Military their delivery to the consignee. The shipment Standard Markings for Shipment and Storage activity must assure that the appropriate mark- (M1L-STD 129, as amended), except that marking or labelling is applied. DD Forms 1387, ing requirements for supplies purchased for local 1387-1, and 1387-2, (fig. 6-7) are examples of consumption may be specified by the requisi- the shipment labels and tag required under tioning activity. MILSTAMP. Other special markings and their All shipments moving within the DTS require usearedescribedin NA VSUP Instruction a standard method of marking and labeling to 4610.32.

123 1Z9 STOREKEEPER 1 & C

TRANIPORTATION CONTROL MUMMA ROO ROISCT $62335221016284n PROW TR ANS PRIORITY

SSC NORFOLK

ii,mor Row orp000kj

NORFOLK (NGZI)

POO (mow POIN610

GUANTANAMO BAY (GAO)

ULTINATIL CONSISNIS OR MAAR OR

NSD, GUANTANAMO BAY, NAVAL DENTAL CLINIC

Pollee NO, 1161111 IIRIORT THIS Pint CUOR THIS Pint

5 9 32 2 aelvtiew OP I APR MILITARY $NIPMS$T LAIMIL NAY St 11110. :T.TA n.,11 11.

SPECIAL HANDLING DATA/CERTIFICATION 111111050 MORI ci.ATowi ITIR ;3705...VI4 55511115R1 4723924022MN DOTotATION POLISH/ ma LIQUID 124 ROTA SPAIN INS INSTRUCTIONS maltititirrip 15,2gmtakilljN24CZITIPII!Mkt. CONTAINSFLAMMABLE SOLVENT: Lit*: =Riae....T.,eF4..4."0:41 STORE IN COOL,LALV WELL VENTILATED AREA AWAY 5 ..,.....11m:Z.114Tell"" FROM FIRS HAZARDS AND OXIDIZING MATERIALS. KEEP OUTAIMERS TIGHTLY CLOSED 2:::smA4...... rtrucTs°

ICC CLASS FLAMMABLE LIQUIDS - -RED LABEL °THORapooffr)

1111 ...1:1141tlf omoTtAll ATI EAT.% .0 PIAPR ae. OD 1,01111113$7.2($ T)o APRS MAY 26AUG 72 S/N eissotiqle. .... 111102002ral. MUMMA isms passenv 111814 I ,or MOO SSC CHARLESTON

101 0.02 Me *Owl*/ 3 . 11103120:41 (013) Pen MUM i TOTAL II ITOS Poe Ilartigh 1 NIDONT TWO ULTIMATZ OONSIONSIt OR NATTK POI non

DNS CANOPUS (AS-34) NM TNIOMN

10.93-1 Figure 6-7.Special labels required for shipments under MILSTAMP.

124 1-:30 CHAPTER 7 Rf AFLOAT FUNDING AND ACCOUNTING

Your sh*p (the supply officer) is responsible 3 - Intelligence and Communications for spending the money made available to it in 5 - Guard and Reserve Forces the most effective way. This money is in the form of an operating target assigned by your Once funds have been appropriated, the Chief type commander. This is not actual cash, but an of Naval Operations allocates the funds to authorization to cite the appropriate Fleet or subordinate commands. Type Commander's operating budget which is Figure 7-1 illustrates the flow of budget funds issuedinthe form of an operating . target for the appropriation, Operation and Mainte- (OPTAR). You must account for these funds, nance, Navy. and the regulations for doing so are contained in Financial Management of Resources (Operating Forces), NAVSO P-3013. DEFINITIONS This chapterisintendedto answer such questions as: In discussing the flow of funds from the time when they are appropriated by the Congress What costs are not chargeable to your until obligated by your ship or station, various ship's OPTAR? terms are used to identify the phases of bud- geting. The terms which you must be familiar How do I use the information contained in with are: NRFC financial listings? APPROPRIATIONAnauthorizationestab- What is the purpose of the departmental lished by an Act of Congress to spend funds budget? of the U.S. Treasury, or incur indebtedness, for specified purposes. FUNDING EXPENSE ALLOCATIONThe financial allocation issued to a major claimant (fleet com- Each year the President asks the Congress to mander) by the Chief of Naval Operations. appropriate money for the operation of the Department of Defense. EXPENSE LIMITATIONThe financialau- The amount asked for, determined by the thority issued by a major claimant to an analysis and projection of defense requirements intermediate level or command (type com- over the next five years, is referred to asthe Five mander). Year Defense Program (FYDP). The FYDP is classified into ten major programs which display OPERATING BUDGETThe annual budget and the defense prosture in broad functional classifi- financial authority of an activity or command cations of military missions. containing the resources to perform its mis- Most of the operating forces of the Navy fall sion. into one of the following FYDP programs: OPERATING TARGETT1 ,annualfunds Program 1 - Strategic Forces issued by a type commander fi om one of the 2 - General Purpose Forces type commanders held operating budgets.

125 APPROPRIATION RESPONSIBLE ISSUES EXPENSE ALLOCATIONSCHIEF OF NAVAL OPERATIONS OFFICE MAJOR CLAIMANT 1 ISSUES EXPENSE LIMITATIONS FLEET COMMANDER EXPENSE LIMITATION HOLDER EXPENSE LIMITATION ISSUES OPERATING BUDGETS TYPE COMMANDER r ISSUES OPERATING BUDGETS FLEET COMMANDER HOLDER (OPERATING BUDGET HOL RESPONSIBILITY CENTER 1 (OPERATING BUDGET HOLDER RESPONSIBILITY CENTER 1 OPEN OPERATING BUDGETRESPONSIBILITY CENTER 1 (OPERATING BUDGET HOLDER RESPONSIBILITY CENTER RESPONSIBILITY CENTER I SHORE ACTIVITY ISSUES OPERATING TARGETS TYPE COMMANDER ( OPTAR) MEDICAL/DENTALHOLDER FOR FUEL EXPENSES AND FLEET COMMANDER Imsommoilx ISSUES OPERATING TARGETS FLEET COMMANDER (0 PTA R) -11.1111=11.11.mosimeassamOPERATING BUDGET HOLDER) SHOREFLEETDIRECTLY ACTIVITY COMMANDER WIDER COST CENTER(OPTAR HOLDER) SHIP, COST CENTER( OPTAR HOLDER) COST CENTER (OPTAR HOLDER) (OPTARCOST CENTERHOLDER) t AIRCRAFT SQUADRON OR OTHER UNIT STAFF,TYPE COMMANDER'S TAD, ETC. AREA /SEAFRONT COMMANDER FLEET COMMANDER Figure 7-1.Fund flow for Operation & Maintenance, Navy, appropriation. I STA FF, T A D, ETC. i 10.111 Chapter 7AFLOAT FUNDING AND ACCOUNTING

EXPENSE ELEMENTA classificationof you will most frequently encounter as a Store- expenses for cost accounting and reporting. keeper are: The Navy-wide assigned fund codes identify specific expense elements. 1. Fuel for ships. 2. Medical and dental material. FLEET COMMANDER 3. Ship utilities. The major claimants of budget funds from the Charges for centrally controlled expense ele- CNO are the fleet commanders. These funds are ments are NEVER obligated against the ship's received as expense allocations. OPTAR. Except for medical and dental material, For purposes of accounting, the FLTCOMs these expenses are automatically reported to the divide their expense allocations into subheads. FLTCOM or TYCOM when the obligation docu- Those expense elements which can best be ment, citing the proper accounting data,is administered at the FLTCOM level are main- processed by the authorized accounting activity. tained by the FLTCOM. The others are dis- tributedto the type commanders under the MEDICAL AND DENTAL control of the FLTCOM in the form of expense OPTAR REPORTS limitations. The operating budget for medical and dental TYPE COMMANDER supplies is granted each ship or unit's medical/ dental department by the fleet commander. The Type commander expense limitations are han- funds assigned to a ship are managed by the dled in much the same way as the FLTCOM medical or dental department to which they are allocations. The TYCOM maintains administra- assigned. The supply officer is responsible for tive control of those expense elements which are submitting the monthly Medical and Dental bestmaintained atthe "TYCOM level. The budget/ OPTAR report (NAVCOMPT Form remaining funds are distributed to the fleet 2157). The original NAVCOMPT 2157 for Medi- units, aircraft squadrons or other units under the cal and Dental expenses is submitted to the TYCOM, in the form of operating targets (OP- appropriate NRFC and a copy forwarded to the TAR). applicable fleet commander. Figure 7-2 illustrates the report as submitted by an Atlantic Fleet unit. It should be noted OPTAR ACCOUNTING thatmedical and dental funds areassigned separate fund codes for Atlantic fleet units and Procedures for the accounting of ships OP- the same fund code for Pacific fleet units. TARS are discussed in Storekeeper 3 &2, NAV- PERS 10269-G and are explained in detail in the Financial Management of Resources, (Operating NRFC TRANSACTION LISTINGS Forces), NAVSO P-3013. Both of these publications are important background references for To help in the proper accounting of fleet First Class or Chief Storekeepers. Senior Store- funds held by the individual OPTAR holders, keepers must have further accounting knowledge NRFCs, Norfolk and San Diego (hereafter re- of Navy funds. ferred to as fleet accounting activities) periodically submit several transaction listings to the CENTRALLY CONTROLLED fleet units for review, validation or correction. EXPENSE ELEMENTS These listings are:

There are currently six expense elements Aged Unfilled Order' Listing (Quarterly) maintained and controlled at the fleet commander level and three at the type commander Summary Filled Order/Expenditure/ Dif- level. The centrally controlled expense elements ference Listing (Monthly)

127 133 STOREKEEPER 1 & C

SUDGET/OPTAR REPORT NAVCOMPT 7302.-,15 % NOTE: NAYCOMPTFORM 2157 (Rev. 1.72) Information requested on this report SIN 0104.705.0003 applies to BOTH SHIP FORCES and to 1. MONTH ENDING AVIATION FORCES. EXCEPT where indicated. JULY 1972 O REPORTING ACTIVITY 3 UNIT IDENTIFICATION CODE 4. OR NUMBERS. SUBHEAD USS JOSEPH K. TAUSSIG DE-1030 V54030 . 106060H 662A ONLY AVIATION FORCES FILL IN BLOCKS 6 6 7 R. FISCAL YEAR 6. PERMANENT UNIT CODE 7 TYPE OPTAR 1973 9TO: 10. REIMBURSABLE NAVY REGIONAL FINANCE CENTER CONTROL CODE NORFOLK, VA 23615 (I( applicable)

II. I hereby certify that documentary evidence 2. COMMANDING OFF CER (Si (Dole) is available as of the date of this report covering obligations legally incurred under the funds identified. in the amount shown as ( the 'TOTAL' of "CUMULATIVE GROSS ADJ. OW- ' in p rt of 1 k n m 14 C.SUTHENLAND.CDR,VSN 1 AUG 72

PART I - DEFICIENCY AND CONSUMPTION DATA (CURRENT YEARONLY) ONLY SHIP FORCES FILL IN!LOCKS 13 THRU 20. 13. 14. 15. CONTROLLED REPAIR CAPTION CONSUMABLES AND ECUIPAGE PARTS SERVICES TOTAL

C FC FC CHARGEABLE MATERIAL DEFICIENT

17. CumuLATILE CHARGEABLE MAttNIAL LONSUMED

PART II- OPTAR DATA 21. 22. 23. 24. ONLY AylAtioN FORCES FILL IN ()LUCAS 25 THRU 28 CHARGEABLE CUMULATIVE 25 FUND CUMULATIVE 26. 2T.27 28. OBLIGATIONS TYPE CODE DIFFERENCES GROSS ADJ. NU48ER HOURS MOORS FY TO DATE EOuiPmENT OF FOR FLOW OBLIGATIONS COOS AIRCRAFT PERIOD TITO

29 256.89 ...--

PART III. TRANSMITTAL LETTER (TL) RECAP - (CURRENT MONTH ONLY) 29 TL TL IL NO IL TL TL TOTAL

30 AMT.

31 OPTAR GRANT FISCAL YEAR TO DATE: 1 --32. LAST DIFFERENCE LISTING RECEIVED: 33. LAST DIFFERENC4 L f,TING PROCESSED 1

1111Mib

123.70 Figure 7.2. Medical/Dental Budget/OPTAR Report.

128

1'14'EP Chapter 7AFLOAT FUNDING AND ACCOUNTING Transaction listings must be reviewed, vali- TAR holder as differences on the Summary dated, annotated and returned to thefleet FilledOrder/Expenditure/DifferenceListing. accounting office within specific time frames. The threshold concept applies to open operating For the Aged Unfilled Order Listing the period budgets in addition to OPTAR. is twenty (20) days from day of receipt. The Summary Filled Order/Expenditure/Difference Listing must be returned ten (10) days from date of receipt. AGED UNFILLED NAVSO.P-3013, chapter four should be stud- ORDER LISTING ied to gain a more thorough understanding of the information contained in this section. Aged Unfilled Order Listings are forwarded to individual commands, for each OPTAR held, on THRESHOLD CONCEPT a quarterly basis starting with the second quarter of the current fiscal year of the OPTAR and To reduce the time spent by the fleet ac- continuing for the first two quarters of the next counting activity and OPTAR holders inre- fiscal year. Refer to the graph, figure 7-3, which searching, verifying or correcting the transac- shows the distribution cycle for all transaction tions shown on the listings, the threshold proce- listings discussed in this section. dures have been established. The dollar value Atlantic Fleet ships are provided the original threshold level is a management prerogative of of the listing and a detail card for each line item. thefleet commander and is currently set at All Pacific Fleet units plus Atlantic Fleet avia- SS0.00 for both fleets. Thy threshold concept tion units are provided the original and one copy provides that if an expenditure document does of the listing. Figure 74 illustrates a typical not match with an unfilled order document, and Aged Unfilled Order Listing. the dollar value of the expenditure document The Aged Unfilled Order Listing listsall fallsbelow the thresholdlevelset by the unfilled orders held by the fleet accounting FLTCOM, the OPTAR holder must accept the office120 days or more which have not charge against his OPTAR. These "threshold matched with a related expenditure document charged" expenditures are reported to the OP- or have not been cancelled,

"...MM. END OF END OF END of END OF END OF 'ND Of 1ST QTR 2 ND QTR 3RD QTR 4TH QTR 1ST QTR 2ND QTR FY 73 FY 73 FY 73 FY 73 FY 74 fy 74 30 SEP, 72 31 DEC, 72 31 MAR,73 30 JUNE, 73 30 SEP, 73 31 DEC, 73

t t t t t

NOTE: AGED UNFILLED ORDER LISTING AND UNMATCHED EXPENDITURE LISTINGARE NOT RECEIVED AT THE END OF THE FIRST QUARTER OF THE CURRENT FISCAL YEAR, OUT ARE RECEIVEDQUARTERLY THRU THE SECCND QUARTER OF THE NEXT FISCAL YEAR. THE SUMMARY FILLED ORDER /EXPENDITURE/DIFFERENCE LISTING IS RECEIVED MONTHLY, COMMEN- CING WITH THE FIRST MONTH OF THE CURRENT FISCALYEAR AND CONTINUING THRU THE SECOND QUARTER OF THE NEXT FISCAL YEAR.

10.112 Figure 7-3.Fleet aa:ounting activity submission cycle for Aged Unfilled Order Listing and unmatched expenditure listing for fiscal year 1973. 129 Li5 STOREKEEPER 1 & C

MIS 11,042 vitt OE FK3CESSED 14 ALCOA:As:1 WITH PAL. 4101-3 Of DAYS0 P3013.

k7 STN S214.04.6A. AGED WILLED DA3CR 1.671k4 FOR DEEMER 1170 ME 1

Fl 71EL 702C CS 57017 ON ROSSO& PROCESSED (11471)

COCVNEKT 140 FC D3C 7 L POI CO G Ul STOCK xv.16 POE/SLM OTT AN00N7 Cf7AR NOPDVJAMA VIC JD SR ID 141) FOR FSC FI1N DATE S

R05504 01140021 KE 2CA 032 20 1N 2090 343E101 1 100.00

A05544 01110021 KR 204 C42 14 114 42E0 2244943 4 1.231.00

1105504 0204003 KC 234 CO313 9G 4110 5344373 2S 13.7$

R05504 02033354 KE 20: 003 10 0405 2237423 POE 12/0 14 154.00

k0604 020SEOSS KC 20E 033 SUN09/0 3 10.00

005504 02040044 KC 204001 1S 20 7210 2901300 1 3.27 *05504 0201036 KO 204 003 11 CfM $4.45

005504 02100041 KR 204 00314 IN 212S 1451031 1 66.00

$05504 02110041 KC 20E DO3 POE 10/0 0591 61.41

3110 Of OITAR LISTING

10.113 Figure 7-4.Aged Unfilled Order Listing.

Each item on the listing must be thoroughly to the processed date on the listing you need investigated to determine that it is still a valid take no further action. These items will auto- outstanding requisition. matically be removed from the Aged Unfilled Often unfilled orders appearing on the listing Order Listing when itis processed the next are found to be caused simply by a transposed quarter. figure in the document number. Correction cf this error removes the item from the Aged Material Received More Than Unfilled Order Listing. 60 Days (Below Threshold) Itemslisted on the Aged Unfilled Order Listing which are found to be valid outstanding Below threshold items appearing on the listing requirements should, be reviewed and follow up which have been received more than sixty days action taken if appropriate. prior to the pr.lssed date of the listing must be reviewed in the same way as those mentioned Material Received Less above. Extra care should be taken to ensure the Than 60 Days item is not a partial receipt with a valid required quantity outstanding. If the material or services for items on the If the material or services are found to be listing have been received less than 60 days prior received more than 60 days prior to the proc-

130 Chapter 7AFLOAT FUNDING AND ACCOUNTING essed date of the listing, the unfilled order is unfilled order (shown in figure 7-5) is prepared administratively cancelled. When an item on the for the item, in the amount of and identical to listing is administratively cancelled it is assumed the item on the listing. This credit unfilled order that: is placed in holding file 2 for submission to the fleet accounting activity on the next document An expenditure document has already been transmittal report. After preparing the credit threshold charged against the OPTAR because unfilled order, you make the following entries in the expenditure was received at the fleet ac- the Requisition/OPTAR log: counting office before the unfilled order. 1. In the Remarks column of the original That a number transposition occurred and unfilled order entry, enter "AD CANC" and the theunmatchedexpenditurewasthreshold month ant year of the listing. charged. 2. In the description column of the Requisi- tion/OPTAR log, on the next availableline, No expenditure document has been or will enter "AD CANC" and the month and year of be generated by the issuing activity. the listing. 3. Enter the dollar amount of the unfilled Atlantic Fleet ships take administrative can- order asacredit entry inthe appropriate cellation action on the detail cards provided Estimated Cost Chargeable column of the log. with the listing. Pacific Fleet units and Atlantic 4. Enter "AD CANC" and the complete Fleetaviation units show the administrative document number of the original unfilled order cancellation action be annotating the original of in the remarks column. the listing with the term "AD CANC" next to the line item concerned. The detail cards or the Neither the detail cards nor the listingis listing will be forwarded to the fleet accounting annotated for items above threshold. office with the next document transmittal re- As with the items below threshold, adminis- port. No entry should be made in the appro- trative cancellations are transmitted between the priate estimated cost chargeable column of the reporting activity and the fleet accounting of- Requisition/OPTAR log for money value of the fice. Do not report the "AD CANC" to the "AD CANC." These cancellations will be re- supplying activity. flected on the next Summary Filled Order/Ex- Figure 7-5 shows the entries requiredto penditure/Difference Listing as differences. The properly process typicaltransactions on the appropriate credit is applied to the Requisition/ Aged Unfilled Order Listing. OPTAR log at this time. One further comment before moving on. It is important to note that "AD CANC" are Items above threshold, other than material transmitted only between the reporting ship or (services), are never administratively canceled. unitandthefleetaccounting activity and You should investigate these items thoroughly NEVER to the supply activity concerned. andfollow up withthebillingactivityif appropriate.,

Items Received More Than SUMMARY FILLED 60 Days (Above Threshold) ORDER/EXPENDITURE/ (Material Only) DIFFERENCE LISTING

An item of material shown on the listing The SummaryFilledOrder/Expenditure/ which is known to have been received and is DifferenceListing,figure7-6,issubmitted abovethethresholdlimitis administ. Lively monthly to OPTAR holders for each OPTAR cancelled. Procedures for the "AD CANC" for held. The listing is a report of all filled orders these items differ from below threshold items in with a difference of $50.01 or more. that the cancellation has an immediate impact Total differences, by fund code, must be on the reporting activity's OPTAR. A credit accepted by the OPTAR holder upon receipt of

131 STOREKEEPER 1 & C

11111 IMO WILL St P10ES310 1M ACCOSOOT1 WITH PM. 4100.3 Of MOO P3013.

S111 52114.04.01 Ste WILCO OICOt LISTIO FOR 0100001 11170 NM 1 rt n tl 70K OS 57017 011 MOOS PIOCtSSE0 (OATS)

10141111710 FC000Tt PSICOO VI STOCC VOID POE/501 OTT 0001T COO OAR VIC a so 10 00 FOR CSC CIIS OAR AMMO

SONO 01140311 EE ZOA 00220 101 1010 3416401 1 100.00

000505 0111111011 PA 200 00216 10 1450 2244163 4 1436.00

ONO 02040063 KC ZOA 00313 16 4610 $044070 13.75 AD CAW.02144

110104 02050054 Kt ZOA 003 10 SOS 637623 POE 1110 IA 114.00

003I04 01050001 tt 201 003 SMI 011 1 3 10.00AD CANC.07814

605104 02010064 tt ZOA 003IS 10 7210 2101100 1 *3.27

1106101 01010066 M OA 0031* COO 44.01

1101504 02100066 RR ZOA CO316 101 NO 1451031 1 MOO

105504 02110060 RC ZOE 003 POI 10/0 CIPOP 11.41

IND Of VOA LISTIO

40957 NRFC SblE60 805504USSlafiltrE

14C1 W052237623 Alii0li ADMINISTRATIVE 805509020;01541 CANCELIAVON ABOVE THRESHOLD kE 9b /3 HOLDING FILE 2 JJ 16-41210 Appropriate Fiscal Year

10.114 Figure 7-6.Processing of administrative cancellation. In the example above the two "below threshold" unfilled orders, 02040053 and 02050055, require annotations on, the listing or cards that are returned to the fleet accounting activity. The "above threshold" unfilled order, 02050054, requires a cancellation entry in the OPTAR log and the submission of a credit unfilled order to the fleet accounting activity. In addition (not illustrated above), the "Remarks" blocks of all three unfilled orders' original OPTAR log entries piquire the annotation, "AD CANC", with the month and year of the aged unfilled order listing.

132 Chapter 7-AFLOAT FUNDING AND ACCOUNTING

tell ttPOST WILL St 1,40ttS1t0 II. ALE 04Atilft WIN PAl. 4114.4 OF 151110 0-3313. 11/0 171 STNS2SA,EA.C41 1131W? 7I1I10 OaDts/ITTILOINLE OIFIttEstt LIST FOS KW FOIXESSIO 01123171 FM 1 it IIIL /On II 32012 Cl 423304 004.4(41 No ft tutit sotilltILL/ Sul, AO ul COG SIN1 4.4.3t1 A 67/31:1 014 *MAT 0/06 uItJO 34 ID ISO ACT I 0 40 NO 1St 7114 C 4111 I os 913104 71s72^21 LE 24 02,2 20 111 2010 3434131 101304 01742321 231 Dan OAS IN 2020 WA 2 A03104 01741021 hE 21* 022 20 IN2333 3431101

otoc.11/00 231304 0113:03, 11 2D4 002 20 StarotS scaMAIM 403304 01910313 hit 231 0438 0320 031 ICA 01IIICAt POO 1. ""4 elOWSS 010t12434313110t 011 "53a4 IttttO 204.11 24.70 toc. SOO. 111610E.42. 11.00 3110.y. 2 011100.110. COG 1 00.01.00 ONSOSSO1 1.1111 1,110 *XI S111 0011 Ott/ 200221 OS 2111 P.O 1110 102C 110 04 SS.0060 11. DOC At IN1121AOCt ST I 11 " 1 SS 40 FO 10 %SS 2 SO Ns 0111210 Ow Orts0 U1c., 11104 SOS 04300 01100120sit 01 PAO SOSS011aiteot2o WO° sossos 12011 11AS 1210 oifftststt so IVA toso.460to 3.1111.$16 to oltlo12s4s,..2°1 201 osO 12°4 01120121 OSOERS 21;740 3.214 1111.01 2t 0102.0 011111.t01 10.0o3 , 11 s.10 .11 is 01/ 1;10.1 037 1.10 1S s 12101. : SW19.°5

11? SIN S234.03.44 TONS= OFASCAS /tD 233r-D0SS 3970 non= 10) 111/010M2201 010.3 7173 r To=C) 3/0I7 011 PM% Isocr-sovi/s3/31 71$i 3

O ax= so rc =I V. SO 2112 3311./N2 Lola OW =CC row A 101 /S114 'EtrE AMSIT ROMS VIC J. ZS ID Zit AC: I D VO ID SSC 7D01 0 SATs

;owls o3330o26 ps 2131 001.43 0226 IA is 09/0 s1.0o so tor ono= SAO stmarscs

toss* °Wool./icsWI 001.113 0233 pi Is 00 Sao 10 tor cools 3.10 NiFINAINCS

/2))0 02333061 101 0.11 00:645 0270 5111 20/0 33.02 so tor ooze 30.0 PO vs: map

soloi. 02631:013 Pc 2.F1 03443 0277 to s WO 3.00 NO 011? ORM 3.00 21227IIZSCX

0211. ZGLLAX VADIS (113t6ar= IS tonna= :00.11. Ce 711201 7301) 63.10

NO IMO 1-3013 310ciS32 40 ammo - =Act 411) 00 SO? =DOI =DS MS SO m 12.132 000011172110 OAKS.

10.116 Figure 7.6.-Summary Filled Order/Expenditure/Difference Listingbefore processing by OPTAR holder. Note "threshold charges addendum" (page 3 in illustration) is for information onlyand will not be returned to the fleet accounting activity.

133 STOREKEEPER 1 & C

the listing. If a difference is considered to be appropriations, subheads, operating budgets and invalid, you should annotate the transaction,on cost accounting adjustments. There are four the listing, with a rejection code taken from types of summaries currently in general use by NAVSO P-3013, para 4108-6d. Rejections found operating units; ("A", "B", "C", and "D"). This to be valid by the fleet accounting activity are discussion will center around the "A" and "B" reversed and a correction will appear on the next summaries since "C" and "D" summaries apply summary list. Differences of S500.00 or more to aviation units. are manually researched by the fleet accounting All summaries are prepared on the NAV- activity before being reported to the OPTAR COMPT Form 176, or mechanized format. They holder, and these differences should be accepted must be received at the fleet accounting activity unless your investigation positively shows the on or before the 5th of the month, following the difference is invalid. month in which the issues or transfers were Figure 7-7 shows entries being made from the made. listingto the Requisition/OPTAR log before return to the fleet accounting activity. "A" SUMMARY The SummaryFilledOrder/Expenditure/ Difference Listing is returned to the fleetac- The "A" summary is used to adjust funds counting office with the first document trans- between appropriations,.subhead and operation mittal after you have completed your review and budgets. The submission of an "A" summary validation but not later than the time limits results in the fleet accounting office making a specified earlier. credit adjustment to the operating budget of the TYCOM of the unit making theissue and DETAILED FILLED charging the TYCOM operating budgets of the ORDER/EXPENDITURE/ ships receiving the material. While thereare DIFFERENCE LISTING many transaction types which would result in the preparation of an "A" summary, the ones In addition to the listings discussed above, the you will most likely encounter are the issue of fleet accounting activity also preparesa Detailed chargeable type ship's material to a ship or unit FilledOrder/Expenditure/DifferenceListing of another fleet or TYCOM or to embarked monthly. This listing itemizes all matched un- aviation units. filledorders and expenditures (regardless of Figure 7-9 illustrates an ,"A" summary pre- difference), threshold and direct charged expen- pared by the USS INDEPENDENCE charging ditures, corrections and administrative cancella- the OPTAR of the USS FORREST SHERMAN, tions of below thresholdunfilledorders.It USS BRUMBY and USS CHARLESTON for represents the complete reconcilation of unfilled issues madetothem duringthe preceding orders and expenditures for the accounting month. While the credit entry indicates that USS period. Figure 7-8 illustrates a Detailed Filled INDEPENDENCE made the material issue, it Order/Expenditure/Difference Listing for a fleet willbe the TYCOMs' operating budget that unit. This monthly listing is retaineu by the fleet actually receives the credit. accounting activity on microfilm or other media. It may be obtained by individual OPTAR "B" SUMMARY holders through a letter request to the fleet accounting activity on a one time requirement, The "B" summary, figure 7-10, is prepared in since it is not provided on a continuing basis. the same way as the "A" summary. Itserves as a means to provide STATISTICAL accounting adjustments (nonchargeable) between appropriation accounting classifications. SUMMARIES Your most frequent use for the "B" summary will be to report the issue of chargeable type The preparation of summaries is the method ships material to ships of the same TYCOM. used to effect necessary adjustments between Figure 7-10 reports the transfer of two items

134 140 Chapter 7AFLOAT FUNDING AND ACCOUNTING

1666 1066T 1111. OE MOUSSES IN ACCINNONCE MTN PM. 4106-6 OF WO P-3012.

MT sty S21114.01.066 straw FILLED ORDER/ExENDITuRE DIFFERENCE LISTING rot DECENSER 1170

iv 71EL 702C 06 S7017 ON 505504 pOOCESSED (DATE) AGE 1 OAP Mb, On COO ft etWew .111 wow of.. nn alglmo? ....It

RT Sy?, 5264.02.08t SUNRAY FILLED ORDER/EXENDITURE DIFFERENCE LIST FOR (WISER 1170 14E 1 SO. FY 71 EL 7020 00 S7017 ON 1103504 ROCESSE0 (DATE)

SO. 00CuNENT NO FC DOCTL NO RI SILL/ SUP AD Ul COG STOCK NuNBER A POE/S1.01 OTT ANOINT WC JD SN IDISS ACT 1 0 00 NO FSC FINN C DATE REMARKS

ROSSO4 03100120 KR ZDA 013 90 7110 2030621 2 24.00 it Rosso* 03100120 KR Fll WS 127024096 73.00 it 1 0.00 AD CANC 31.00 DIFFERENCE

R16504 03120120 KC 20A 014 90 $010 21169063 6 $3.00 it aossot 03120120 KC 2J1 00244 0339 90 $010 2169043 6 SS.00 RO! ROSSO4 03120126 KC 2J1 00636 0345 97 6010 2669043 6 SS.00 35.00 DIFFERENCE it UNFILLED ORDERS FILLED ORDERS PART oRD ESTAS DIFFERENCE MATCHED EXPEND UNMATCHED EXPEND FC RE OIF 69.66CR RCRN0IF 406.14 NO1 OTHER DIF 274.12 ROI ON S VALUE 1.166.11 2.625.57 154.00 591.40 2.216.97 2.419.67 ONRECORDS IS 27 1 26 6 RO!

OAVOINPM A .111,/ 111 REQUISITION/MAN LOG SMONSM04101

W,. iSTIOTECCOSIC AlC(Allf OUFINfliCi 01 Oatpi. %visit CES:NVILViPOT ACCIUS Cm pal, .072F,. . AAAAA LE 11150Nts r=t."r ClICIPT er " rr " At *nays' :k:IRA(r CM'S( " SlimLIST N7t1 COD406 s7 alq It assi o 1 1

10.116 Figure 7-7.Posting the Summary Filled Order/Expenditure/Difference Listing totals to the OPTAR log.

135 141 STOREKEEPER 1 & C

APT SIN 37$9.03.04 04141t F111.20 040tiutsIN0I1u03 EIS1IN4 FOR OCCENAER1970 VT 71EL 2020 04 3701? oN 405904 PROCESSED (GATE) P0E/SON 00CLACNI 40 IC 00C It 43 PRI LILL/ St, AO 1,11 COG SIOCE horItt 4111 FA S S C *iv MIC011 9493047 VIC JO $44 10 155 AC1 I 0 40 AC 15C 411s NT IF F C C LOT OAT( 48114101 805304 01040411 44 27)4 00220 IN MO 3434401 07/0 1 100.00CA CORRECTION PAW 01947021 rl UI 17:433 01I5 IN MO 08/0 I 103304 01640021 RE 204 CO2 20 2073.00C1 cottccita IN MO3439681 07/0 1 100.00 103.00CA WHAMS 606104 01994024 AC Fl) SOS 087099702 20 MO 1 20.14 NO LAP OMER 20.64 DIFFERENCE IOSSO4 01990030 IA 204 I 002 20 IN2090 $436406 07/0 4 130.00 aO5SO1 01010030 4A ZJI 006400320 IN3090 a 11/0 4 1.234.00 506.00 01,11424C2 001604 52010032 AC tOA 0 00218 St SSIS 8422347 SON11/0 08/0 30 11.70 AO CANC 11.7001101FIEKNCI 3 106404 02030054 AI 204 COI If 90840S 2237623 08/0 24 805504 020$00S4 42 ZJI 00638031S 264.00 10040S A 12/0 10 110.00 14 154.00 PART 040 ISM 405304 01060056 NC ZOE 003 At 08/0 2 64.00 105504 02090056 IC III 8051210034971 81 12/0 I 63.64 FOE 17/0 1 0.00 PART 040 [SIAS 9.64 00111414Ct 006504 02070033 IC 20A 003 10712S 6247960 20/0 2 112.70 40.404 02070018 IC ZJI 00438 1270 907125 12/0 1 167.70 FOC 11/0 1 0.08 PAM 040 ESIAS 55.00 011FERCNCE 403504 02160172 IC 20A 004 18 92 5706 5269335 08/0 100 10.00 NOMA 02160072 gc gAl S9I 27003277 IA 5306 22499930000010A 11/0 100 10.00

R0SSO4 03150140 gc 204 014 14 11/0 1 003344 03150140 lc 211 046370330 23.20 92953S 12/0 12 49.60 23.60CItourma 806504 03150141 AC ZJI 04937 0330 92 9535 12/0 1 10.80 NO OW 040311 10.00 011FERCNCE

IMF14420040243 FILLED 040483 PART ORO [STAB OIFFIRENCI 144104(0 EXPEND 1NNATCNE0 607180 FC It DIF 84.6634 IC 44 OIF 409.64 0114E4 DIF 274.12

441.02 1.168.91 2.625.57 154.00 SSI.40 3.216.07 2.419.87 04 RECORDS 16 27 3 26 6

10.117 Figure 7.8.- Detailed Filled Order/Expenditure/Difference Listing. from the USS JOSEPH K. TAUSSIG to the USS equitable distribution, to ship's departments, of HARTLEY, bothassignedtoCOMCRU- OPTAR funds granted a ship. Although these DESLANT. The transfer of chargeable items reports are not required, they are established at between ships of the same TYCOM has no actual the discretion of the type commanderor com- effect on the TYCOM's operating budget since manding officer. Because there is no require- the credit was made against funds in thesame ment for the departmental budget, the internal operating budget as the charge. distribution of funds may var.. from shipto ship. A ship operating under the departmental DEPARTMENTAL /SHIP'S BUDGET budget concept usually allots each departmenta percentage of the funds authorized for each The establishment of departmental and/or material category (consumables, repair parts, ship's budget provides a method for the most and controlled equipage), to cover the costs of

136 142 Chapter 7AFLOAT FUNDING AND ACCOUNTING

SUMMARY OF MATERIAL RECEIPTS/EXPENDITURES EROS 7323-II HAVCOMI 701/0 17014. S-S71 TO:NAVY REGIONAL FINANCE CENTER, NORFOLK, VA -...-=.. MARCH 1973 BS INDEPENDENCE (CVA-62)

0 .mm. ....s"A" SUMMARY

ST:4.717"A 2 ics"" 0w occowt) atumws 21121StatArilteritht (SWes ormong mils'WAKE UM CAIDONI tiove...... 0 . v.v.RECORD SAIANCt

(A) (11 ICI an (E) AMOUNT

1731804.602C 57018 V52191 AC 107.10

1731804.602C 57018 V54040 AC 15.45

1731804.602D 57015 V05844 AR 338.00

46055

CREDIT

1731804.602E 57012B V03362 AC 122.55

1731804.602E 57012B V03362 AR 338.00

460.55

APPROVED: 41:!i7S111171:47S' 31 MARCH 1973

GRAND TOTAL

AM,

123.37 Figure 7.9. Summary of material receipts/expenditures for "A" summary.

137 143 STOREKEEPER 1 & C

SUMMARY Of MATERIAL RKEIPTS/EXPENDITURES otos 7323-s NAVCOMPf 10ILA1 176 66. S-671 TO: NAVY REGIONAL FINANCE CENTER NORFOLK VA NaM NONTIVOUAINI CHOW MARCH 1973 USS JOSEPH K. TAUSSIG (DE-1030) HRH sMINIUSNIP 11,4)114.-,,... UWIAMIT

TKOUrt* 0 =els, atom -.-.3 IINANO 1-3c.:AftiTOAillOTTZTIL_ ISNAN sen.r)

...STOICS SA4ANCt SHUT CAPTION, (S4.**Art...a) 0 ((CORDlama SHUT

10.1 1II1 (C) ID) (C)

CHARGE

1731804.602C 57018 V54029 AC 10.71

1731804.602C 57018 V54029 AC 6.37

17.08

CREDIT

1731804.602C 57018 V54030 AC 17.08

17.08

....

4 APPROVED: T. C. SUTHELAND TJU, SC, USNK 31 MARCH 1973

GRANO TOTAL

123.37 Figure 7-10.Summary of material receipts/expenditures for "B" summary.

138 "144 Chapter 7AFLOAT FUNDING AND ACCOUNTING items required but not on board (DTO) and on Because the reports are not required by all some ships, stock issues. Separate funds for commands the actual format will vary from stock replenishmentaremaintainedby the command to command. At the minimum, each supply officer for all material categories. report should include: The ship's budget method simply shows the The monetarybalance availableatthe status and distribution of OPTAR funds assigned beginning of the reporting period. the ship by material category and the balance of funds available in each category. Any funding increases or decreasesau- thorized by the commanding officer during the reporting period. DEPARTMENTAL/SHIPS The amount of funds used during the BUDGET REPORTS accounting period. Perhaps the most productive method of re- The remaining monetary balance at the end portingtheutilizationof ships fundsisa of the accounting period. combination of the two types of reports. Figure The establishment of the departmental/ship's 7-11isa sample Departmental!Ship's Budget budgetoftenhelps make department heads Report. The departmental section advises indi- aware of funding problems, by making them vidual departments on the status of their as- responsible for effective management of their signed consumable funds while the ship's bud- budgets. In addition, they will assist the com- get section shows the commanding officer how manding officer in making future departmental effectively or ineffectivelyhisfundsare budget allocations based on prior departmental being used expenditure figures.

139 145 STOREKEEPER 1 & C

7303

10 October 1972

MEMORANDUM

From: Supply Officer To: Commanding Officer

Subj: Internal Budget Report for the period 1 Oct to 10 Oct 1972

Section 1, Departmental Budget (Consumables)

Bel BY Incr/Decr Budg. Amt. Stock DTO Used this BAL Dept. Prey Report this Period Available Issues Reqns. Period C.F.

WEPS $300.00 $1,000,00 $1,300.00 $150.00$61.26 $211.26 $1,088.74

ENG 100.00 800.00 900.00 175.00 21.21 196.21 703.79

OPS 25.00 675.00 700.00 120.00 73.10 193.10 506.90

SUP 10.00 340.00 350.00 72.00 10.00 82.00 268.00

TOTAL $435.00** $2,815.00 $3,250.00 $517.00$165.57* $682.57 $2,567.43**

Section 2, Ship's Budget

Budget Bal. BF Incr/Decr OPTAR Amt. Reqn. Obl. Item Prev. Report this Period Available this Period Bal CF

Repair Parts $ 750.00 $11,000.00 $11,750.00 $1,349.57 $10,400.43

Consumables 535.00** 2,815.00 3,350.00 613.47* 2,736.53**

Controlled Equipdge 125.00 375.00 500.00 112.00 388.00

Contingency 1,500.00 1,500.00 ------1,500.00

TOTAL $1,410.00 $15,690.00 $17,100.00 $2,075.04 $15,024.96

*Total DTO requisition obligations of $165.57 is included in total of $613.47 in ship's budget for both DTO and stock replenishment requisitions for consumables (i.e. DTO $165.57, stock replenishment $447.90). **Not normally the same, as stock issues and DTO requisitions are included in Section 1, whereas Section 2 includes both DTO and stock replenishment requisitions and excludes issues from stock.

Copy to: WEPS OPS SUP X0 FILE

10.118 Figure 7-11.-Depertmentel/Ship's Budget Report.

140 146 CHAPTER 8 AFLOAT REPORTS

In the preceding chapter we discussed the way maintained by you, as a Storekeeper, for your the fleet receives its funds, and what the fleet ship or unit. The Requisition/OPTAR Log re- accounting activities provide you to help main- flects all transactions affecting your ship's OP- tain your records. TAR funds and is the primary accounting record In this chapter we will discuss the reports you for all financial reports. submit to the fleet accounting activity to report The columns on the log as well as procedures the obligation of those funds made available to for making the transaction entries are explained your ship or unit. in Storekeeper 3&2, NAVEDTRA 10269-G. Most of the procedures for preparing these The auditing of the Requisition/OPTAR Log reports are discussed in Storekeeper 3&2, NAV- is principally a matter of totaling the columns of EDTRA 10269-G. With that in mind, this section the log. The log is totaled and balanced on the will deal with your responsibility as a supervisor 10th, 20th and last day of each month in or prospective supervisor inthe review and conjunction with the submission of the Docu- auditing of these reports prior to submission. ment Transmittal Report. Financial Management of Resources (Oper- When computing the balance of the log the ating Forces), NAVSO P-3013 and NAVSUP following formula should apply: P-485 are the major references used in this chapter. The Afloat OPTAR Records Keepers "The. cumulative total of the OPTAR In- Guide, NAVSO P-3073, and for NSF class 207 crease/Decrease column, less the net cumula- ships, the Financial Handbook for Mechanized tive total of the Estimated Cost Chargeable Tenders. Repair Ships, and Combat Stores Ships, columns, plus or minus the net cumulative NAVSO P-3526, are also valuable sources of total of the Difference columns should equal information in the preparation or reports and the balance column total". returns. Figure 8-1 illustrates a typical Requisition/ OPTAR Log. Following the formula above you AUDITING REPORTS should find the balance of .the example to be correct. A definition of auditing is an examination of reports and the supporting evidence. In auditing $25,000.00 OPTAR Grant (Increase/Decrease shipboard reports, this is exactly what you must column) do. Each report submitted is backed up by supporting documents or other reports.It is -8,661.43 Cumulative total of Estimated Cost your job to ensure that both the reports and Chargeable columns their supporting documents are correct. -135.70 Cumulative total of Difference columns REQUISITION/ OPTAR LOG $16,202.87 Balance of log

The Requisition/OPTAR Log (NAVCOMPT As the Document Transmittal Report and the 2155) is the most important source document Budget/OPTAR Report are discussed later, the

141 147 STOREKEEPER 1 & C

mo,:coort room 2155 (Itte. 2-71) (7000) REQUIS VN ompa.704.6002

m 5 K $UPP OTY DATE INCREASE DATE uM, STOCK WOOER DESCRiPlION PRI ADDRESS ON MAIL OR . OR DEPT ORDER RECD DECREASE

.7.2 oi 74.toe/4(7,10_11.11.1.471r4Toi-,%1.S aseoc.oe z!...3,4

_ __e.4zd.__96-73.,5e: /11/.7.eili e_e_e_21.de ODjL/I Az 4417_12;5'We-g 71-,d_leL..ZiLae it4/d ,41..L.,w.PRI9 l' 4 /C. i'filel'.-- SERWMR_T-9dli i3// awl. .a (7e G /9 lAn:-L3:7(72_7_t_zii 141.6_yad'oa/ /JJ:9

,737!e6,:.1! /1-19/1,-iyi- 97)S"_S7g.4.4Y1.0i:.t;h.g.1.2..3 _ /__,g/1 C, 4 )1 Yitisdlis-eT3- esW Atvr /,- i ..Q...g.A

!l .)7 A 96- eilli-5919r 11//. _dalei.V...... _ 05*.itio.daL.,LfA.i;a73 .),77C 41P) a 6_ivila9icl DI ffEgtAdE1.1?-"r- ,b7b /91)0._7, ic= Y 73 a .2 7/( 6_,2 j,4yex -fig 77eiia___.Lf/2/1:6 Ja_4/'.6'//t..,4-"Y ,.^ ,si/1/16.s-_?1_,e_-_:?..ws thi1f,A_L__L24:..../..0/" x77.;::t e,:,:.2r7,7_5 33.1-7_2_7/dYal.....61CILIrA,4-_.1 :,_.61/./.._.agg.

.,..2 m'e)3...; -A26 -/".;,11_49,iTTO.A'13.412/ig___ZS.,_

,-..I2z2,_. fcm (-, anXe, ,7,2.7dee- .2 7 9,1*,-1(7- .)99 7 /99fifg6:474:1Xel_.4/11,'AIY4 El

(e-,;.?g /A 59S_e_-/,;?e-//s9 _E i.e.z:ie.# .63sAl../az.ETA

e 649. 94._'; _,.(-9_,?r _le.ce,, .F._i46. 1eAs 1._1 Y e3e9Dr34%,--9..2?-991d/1/96- /aCoS//./A9 3/ Id fe'515_"-eP3- 95i .2..12-1:41 / /l' u1 /ia i. 3.,)96-7,35e-7.27/-7/v3c11 1' ae,6- iii----9---gt e 4 .%3 q it i/se -dst-i I fed/9e_zz,./' 1.7.e.M.ifi1/ Die_

0(39_ ll it/ 31e! - ..9 , 9 71357_7.0.B. A____ )01on-my4,E4 ,,%176____ f4 a _ed45 ZI/42SiP7- g046-,474P7ni4'/Pb 'MIa.Palate

142 148 Chapter 8AFLOAT REPORTS

ITION/OTARtOG FISCAL Yf Aft 7.3 wiry r;=:.704f.X'7,9ps.r_z- , ESTIMATED COST CmARGEABLE OITTEAENCE g BALANCE REmARAS /9A-. ./M7 il; 0 711E /9E /9/e or,s/e

#3'9 Lis4-/a-/.1 97393' Ail dielP 0..e.a._____Z4,_139e_.aC

1di ___1,4113AP C hp 9 6.-; ,-', 23-4,9e 92 .., 77.,5cc feAo ./e ArSS' 02.1 /41 is-s-.7 Lie; ./., 4$2,42.

O411 Is lJP ArS/P /43 ") I 7 evg _Afr /6,ra/7.7eta,Y.,022._ _i_e2...12e_ _ZG 9R3

7....f.,0__ ___Z6,9-5-4,ifs & lea ifa /4/-5{ /mw -z..120 /44/W.?.7,9 V i t /Os.; i a/94,z' -2 fie _ _a, "a06?1_1/_.4,riv ------t9a ...... z.G,s5-5:47__ ___

;Rs .01 I

a7 t' 5:1 If 31/e3

/a /429143. ______Lifffet,IF)1_ /e.5-40 _...__24. °W.;Li Lo se _ .______,a, .71,;2_, __ 5- y 9/5 4' 319 ,93c7eJ"E,',.. ,P 5 ke /5 //e -IC4'J /1,.24,40 e

123.65 Figure 8-1.Requisition/OPTAR Log.

143 149 STOREKEEPER 1 & C

Requisition/OPTAR Log (figure 8 -I)will be S8,661.43Cumulative total, Estimated Cost used to verify the amounts being reported and Chargeable columns as oftrans- thesteps you should takeinauditing the mittal 009/3 reports. -8,100.70Cumulative total, Estimated Cost DOCUMENT TRANSMITTAL Chargeable columns as oftrans- REPORT mittal 008/3

The Document Transmittal Report (NAV- S560.72Difference inlog/total net value COMPT 2156) is submitted to NRFC Norfolk or of transmittal San Diego on the 10th, 20th, and last day of each month except for NSF class 207 ships When there is a difference between the "total which submit the report on the last day of each net money value" figure and the total obtained month only. in balancing the log, recheck the entries made in The information required for the submission the log against the documents in holding files 1 of the report is obtained from holding file 1 and 2, ensuring that: (obligations), holding file 2 (cancellations) and holding file 3 (annotated financial listings for All adding machine tapes are correct return to NRFC. It is not necessary to submit a Document Transmittal Report for a period when APA obligation documents are properly no transactions have occurred. However, an logged (no money value in the estimated cost annotated listing in holding file 3 is considered a chargeable columns) transaction and must be returned even though no obligations or cancellations occurred during Summary differencelistfigures are not the period. considered as obligations reported to NRFC

While auditing, check the following: APA obligation documents are not included in holding files I or 2 The same calendar day is not shown on two consecutive reports. APA to NSA and NSA to AP/k. migrations have been correctly logged and documented Count the number of documents to be sure that the transmittal accurately reflects Nu. actual Fipre 8-2 illustrates a Document Transmittal number sent. Report ready for submission.

Be sure an adding machine tape for each ACCESS caption is attached to the transmittal and verify the tape. The Afloat Consumption, Cost and Eff.,'..c- tivenessSurveillance System (ACCESS) isa Audit the remarks block to be certain that systems chat uses automatic data processing listings being returned to NRFC are listed on the equipment to collect and summarize basic con- report. sumption data generated in the normal course of supply operations afloat. The data is collected The amount entered on the "total net money from copies or summaries of issue documents value" line of the Document Transmittal Report used in shipboard supply systems. ACCESS also must equal the difference between the current collects obligation and deficiency data from and last reporting periods totals of the "Esti- fiscaloperations and from outputs of oilier mated Cost Chargeable" columns of the Requisi- existing Navy programs. ACCESS provides fleet tion/OPTAR Log. commanders, type commanders, and ships, with information about supply readiness shipboard For example: inventories, material consumption, material de-

144 50 Chapter 8AFLOAT REPORTS

t OPTAR DOCUMENT TRANSMITTAL REPORT NAVCOMPT FOAM 2156 (3-65) NAVCOMPT 7303-I* 0104.704.9000 vhst 10(Nlit,cArICN CODE V54030 FROM: TO: COMMANDING OFFICER COMMANDING OFFICER K. TAUSSIG DE-1030 U.S.S. J. NAVY REGIONAL FII:1NCE CENTER FPO, NEW YORK, NEW YORK 09501 129 P.O.W.. COG( 40F10(A) 0 SANOaGO.0O2( A TRANSMITTAL WABER B. JULIAN DATE (F,00 (To) 009/3 2264 I 2276

CAPTION NUMBER OF DOCUMENTS MONEY VALUE

I. CBLIOATICN ICHARGEABLE1 00CLACNTS (FILE 1) 19 $580.31

2. CONC,RmE0 CANCELLATIONS (FILE 21 2 19.58

TOTAL NET VALUE OF (I MINUS 2) 560.73

3. RETURNED INRFC ACTION ONLYI DOCUMENTS (FILE 3) 1 REMARKS: RETURNED DOCUMENTS: 1. Summary Filled Order/Expenditure/Difference List (8/72)

otrarinc ( ) °.f[

LT. M. f. L , , C, USN 30 Sept 73

123.63 Figure 8-2.Document Transmittal Report.

ficiencies, comparative supply performance, and The material issue date (block H) the obligation and use of funds. Reportsare tailored to the needs of managementat each Has the SIM/non-SIM block (block L) been level of command, focusing attentionon ele- annotated ments of greatest importance and helping to identify problem areas. Complete Job Control Numbers arere- quired for all repair parts (blocks 10, 11, Shipboard Consumption 12) Documentation Your fund code must agree with thecog The key to ACCESS is the NAVSUP Form symbol (APA/NSA) 1250 consumption document. Obviously, itis important that the data elements be ACCU- SOURCE CODES.The assignmentof the RATE and LEGIBLE. Figure8-3 shows a source code (block 1 of the 1250) requires some NAVSUP Form 1250 with the mandatorydata amplification. elements indicated. A description of each ofthe required entries is provided in NAVSUP P-485, Code AThis source code is usedany time an chapter 6 and was discussed in Storekeeper 3&2, issue of material is made which ison the NAVEDTRA 10269-G. When checkingyour docu- ship's allowance (ISL or SNSL) and the ments for transmittal, don't forget: material is issued from storeroom stock.

145 151 STOREKEEPER I & C

RL REEMST WE0 0(E NO C LOCATION I' ICON OTT G ACQUISITION NO i G 0ISSUE TON.0. MCI0 Mt00TILL illet 4, 9, "CA; too J IJRGY N " L TA INVINTORT PROD 0SNIPKILL NO * . * *tv.v . .1. .. 4 .4 I 0 3 7 e SOCEEEII 'COG STOCK NUMBER ii REFERENCE SYMBOL OR NOUN UN QUANTITY UNIT PRICE sc a flIN '; a I NEM . vikwevrimmummIlmmtimmiloMiN 44'%. 1 i i).%4690 t SV 7.. iVeV.V. V VS 4,0.404 olukA4Mit7t, I kil C.10,&94. i 1 [ JOB CONTROL. NO S I Ii EIC APL/AEL FUND ExE PRICE 111M=e+Ar IP titlittive..'min.47417772 I4=r7s # * MI111111111111 ee. er4 k Li... ./.4 TUNA IN VOSTCO 7 ACTINAS r. .1. EOuiPmENT COSAL.SUPPORTED TESIII ; ? siss.a. ... :. CCUIWPDIODATA on a .... ',..C.* 01$ .1.1 to...4w. f; i AAPPROV(0 NT Y ACCCIVLO OT

MDCS DATA ELEMENT

1111111 ACCESS DATA ELEMENT fA rVf46,44.t. MDCS AND ACCESS DATA ELEMENT

17.84 Figure 8-3.NAVSUP Form 1250 Consu nption Document.

Code CThis code is used any time an issue load list and not a 51M item) is requested of SIM material is made when the material and the material has to be requisitioned or is not reflected in the allowance list or load purchased. list. Code HThis code is used when stock repair Code DThis codeis used when material parts are in the custody of a SOAP team which is on the ship's allowance listis during a supply overhaul, and stock records requested and the material is not in stock. arenotreadilyavailabletodetermine whether repair parts required are carried, Code EThis codeisapplicableto load NIS or SIM. This code is used only when carrying ships only andisused when repair parts are not obtained from own materialnormallycarried becauseitis ship's stock or when you consume material listed in the load list is not in stock when requisitioned with Ships Force Material requested. (SFM) fends. Code FThis code is used when SIM material Code JThis code is used to consume NC not listed on the ship's allowance listis repair parts that are listed in APLs but are requested and the material is not in stock. not included as allowed items in the In- terim Stock List or Stock Number Se- Code G --This code is used when not carried quence List. This code does not apply to material (not on ship's allowance list or SIM-DTO material.

146 Chapter 8AFLOAT REPORTS

Code XThis code is used to reportcon- #1Regular Overhaul/Conversion sumption of price differences reported on #2Tender Period, Restrictedor Technical the NAV_COMPT 2157, Budget/OPTAR Availability Report,for equipage,repair parts and #3-1nport, Upkeep other. This source code is used by ships #4Underway ONLY when specifically directed to doso #5Special Operations (used only whendi- by the type commander. rected by your TYCOM)

The source codes defined aboveare used when Auditing Consumption some direct action was taken on the part of the supply department. That is, a partwas issued to The consumption 1250s forwardedto AC- or ordered for another department bythe CESS should agree with retained shipboard supply department. When a work centercon- records. The following proceduresare recom- sumes (uses) material thatis obtained from mended to ensure this happens: other than normal supply sources it must prepare a NAVSUP 1250 for the material to report Complete separate money value tapes of is use (consumption). Source codes for material the green and the white copies of the 1250s for used butnot obtained from normal supply each transmittal period, sources are listed below: Compare the totals to ensure theyare in Code 1This code is used when a part or balance prior to submittinggreen copies. material was cannibalized from another equipment. To keep from losing your consumption dol- lars the following audit practices are suggested: Code 2This code is used when the partor material was drawn from salvage or by stripping a ship. When issuing material from stock, check the current price to ensure agreement with the Code 3This code is used when the parts or stock record card. material were manufactured by a tender or another activity. Prepare a 1250 for each loss by inventory. Code 5This code applies to parts or material Prepare a 1250 for each item obtained that was furnished by a ship being tendered from salvage, surplus, and deactivated ships_ or another activity. Estimate prices if they are not in the NMDL. Code 9This code is used each time excess Promptly return all 1250's that have been material is returned to supply by the work sent back for correction. center. Control 1250s between the supply office DOCUMENT SUBMISSION.The green cop- and the MDCS officer to prevent the 1250 from ies of the NAVSUP 1250 are forwarded to your going astray. These 1250s should be returned to type commander on aletter of transmittal. the supply office within 24 hours. Figure 84 illustrates a sample letter of transmittal. ACCESS Report #9

Operations/Status Codes.Referring to figure ACCESS Report #9 will show 84, you will find that space is provided for you: reporting the daily operational status for your How funds are being used ship during the period being reported. These codes are: Your inventory control effectiveness

147 153 STOREKEEPER 1 & C

USS JOSEPH K. TAUSSIG DE1030 FLEET POST OFFICE NEW YORK, NEW YORK 09501 1 OCtober 1973

From: Commanding Officer, USS JOSEPH K. TAUSSIG DE1030, Fleet Post Office, New York, New York09501

To: Commander, Cruiser-Destroyer Force, U.S. Atlantic Fleet, Naval Base, Neyport, R.I. 02840

Subj: NAVSUP Forms 1250; forwarding of

Ref: (a) OPNAVINST 43P2, Maintenance and Material Management (3M) Manual (b) OPNAVINST 41P2, Afloat Consumption, Cost and Effectiveness Surveillance System (ACCESS) Manual

Encl: (1) 286 NAVSUP Forms 1250 for the period 009/3

1. In accordance with references (a) and (b), enclosure (1) is forwarded.

2. The following data pertains:

a. Ship's Hull Type and Hull Number is: DE 1030

b. Operations Status Codes for each day of Period are:

DAY LI 1EN Ill 1E11 6Ell EN WI10ILF1 Wail III II gi MUM MI c. Inclusive dates,of period #009/3 are: 21 Sepi chru 30 Sept.

d. Ship's Unit Identification Code is: V54030

3. Returned 3 corrected documents for period #006/3.

14,010.4ow M. P. LaNON By direction

10.119 Figure 8-4.Sample letter for Transmittal of Consumption Documents.

148 154 Chapter 8AFLOAT REPORTS

The dollar value and material status of SIM report shows that portion of all demands for items stocked items which the ship was able to satisfy at the time of the demand. The data shown on The dollar value of shortages in repair parts the effectiveness report is taken from the green copies of the 1250 and reflects effectiveness for ACCESS Report #9, figure 8-5 consists of five the period of the current month plus the three sections: previous months.

Consumption Report #1 BOR ANALYSIS #3.The chief input to the BOR Analysis #3 is the monthly Budget/OP- Effectiveness Report #2 TAR report. This section is important for two reasons: BOR Analysis #3 It compares rates of obligation and con- Quarterly SIM Supply Status #5 sumption.

Quarterly Inventory/Deficiency Report #6 Itchecks the accuracy of consumption reported via the green copy of the 1250, with The numbering of the sections of ACCESS 9 that reported via the white copy. is derived from the number of the basic ACCESS report, preparedfor the fleet or type com- The important elements are shown in figure mander from which the data for your ship/unit 8-8. The "Obligations FY to Date" are recorded has been extracted. For example, the section from4the BOR. The "Obligation Rate" is the labeled "Consumption Report #1" has been percentage of total obligations FYTD when lifted from theoverall ACCESS Report #1 compared to the total OPTAR granted. "Con- which contains force-wide consumption data. sumption FY to Date" is also recorded from the BOR. The three captions of the "Obligation CONSUMPTION REPORT #1.Consumption Consumption" section show the algebraic result Report #1 records the total dollar value of NSA when BOR consumption is subtracted from material consumed during the fiscal year to date. BOR.. obligation. A minus figure means that This information is taken from the green copies consumption is exceeding obligations for that of your 1250s. Referring to figure 8-6 you will category. A plus figure indicates the reverse. find that the report above shows the dollar value, by fund code, of the 1250 green copies QSSS. (REPORT #5).Since input is made to submitted to ACCESS, and the type of material ACCESS from the Quarterly Supply Status consumed (SIM, non -SIM, NC). The column Report (QSSR), the information shown will "Ratio 1250/BOR" shows the comparison of change four times a year. Normally, the revised data reported to ACCESS on the green copies of information appears on the ACCESS #9 report the 1250 and that reported in Part I of the BOR produced for the month in which the Force from retained white copies of the 1250. The QSSR is submitted (Force QSSR submitted on ratio 1250/BOR should not vary by more than 31 Dec appears in December ACCESS Report 10% from 100% in either dirertion. If it does,you #9). should thoroughly review your consumption proce- Figure 8-9 shows the most important sections dures. fhe section "group average" allows you of the Quarterly SIM Supply Status Summary. to compare your consumption to that of the The sections of this summary are, for the most average ship/unit in your group. part, self explanatory. The sections on deficiencies may require some clarification. An item is considered "deficient" when the on hand stock EFFECTIVENESS REPORT #2.Figure 8-7 quantities reach a level below the safety level shows a section of the effectiveness report of but greater than the average monthly usage. An primary concern to the afloat manager. This item is "critically deficient" when the on hand

149 155 USS PENSACOLA % LSO-38 20013 JAN 1973 REPORT 9 GROUP 261 PART I (CONSUMPTION REPORT) SAME PERIOD LINE ITEMS RATIO L50-38SHIP/GRP E SIM NON-SIM CURRENT FISCAL YEAR 3671 N/C CHARGEABLE (NSA) SC H USAGE ONLY TO DATEADJ 0 TOTAL 3671 TOTAL APA3549 1101NSA PRIOR FT APA2510 CURRENT FYTO 24 PRIOR FYTO 15 PDS 1350/BOR 101 % 99 S TCR 10152 5977*1175 2392820386 3542 4229329673 8949 0 0 0 391923351076373 5845654887 701603995029109 5281950309 345619361496 24 331921921112 21 107 % 99 5 AVERAGEGROUP TCRE 10987 84672520 16411412984 3430 500753192413207 4944 3884 0 0 0 0 813604382132595 044 4072838444 2284 354224271091 391623711153 22 21 101102 5 99 5 TOTAL CURRENTSTOCK MONTH PCT PCT GRIT PART II (EFFECTIVENESSNCRIT REPORT) TOTAL STOCK PRIOR 4 MOS AVERAGE PCT PCT GRIT NORIT EFFECTIVENESS LSO-38SHIP/MATL CAT R SIMNON-SIM ISSUES I%84 ISSUES 1467 SIM NIS 07 %5 N/C N/C ISSUES 199 30 ISSUES 135 30 SIM NIS29 5 N/C N/C GROSS NET 9891 5 CR TOTALSIMNON-SIM 136 706698 101 653681 6417 5 5986 5% 12 %18 5 45 5 254161229 93 149165 8861 5918 5% 317 %56 S 3817 5% 11 5 1 5 576? 5 97999493 5S PROJ CRTO OBLIGATIONS FYTO PART III (BUDGET OPTAR ANALYSIS) E CONSUMPTION FYTO OBL/CONS DIFF PRIOR FYEND OF NIS/NC FILE CURRENTMONTH MONTH RATIO ADJ OWLSO-38SHIP 112571OPTAR 112571OPTAR 586 E 42129 R 42724 C TOTAL86439 PART IV (QUARTERLY SIM SUPPLY STATUS SUMMARY)OBL RATE 77 5 3600 33661 R 39407 C TOTAL76668 9771 685 455 JAN 86 5 SHIP/GRP AUTH L/I 0/H 'NCR1T DEF OMIT DEF ZERO 8AL 4 0/H S I M $'0/N AUTH QTR Goss $ AVC S 0/0 $ 0/0 OPT ENS.MOS AUTHIL/1 SIM DTO$ ISSUES $ 0/0 LSO-38 CR QTR 2 8276 91 965 5 12 % *1 5 50 5 4 %9 5 37146271 40032531 29651932 1166 891 13211048 65 1 519 131 AVERAGEGROUP C R 136 56 9888 5 13II 5 63 5S PART V (QUARTERLY INVENTORY/DEFICIENCY REPORT OF12 REPAIR5 PARTS)7 5 49731918 49412078 38691094 1539 947 1252 534 35 1 242 22 SHIP/CRP PRICED L/I CHARGEABLE AUTHNON-PR ALLOWANCESL/I ' $ VALUE L/I NON-CHARGEABLE $ VALUE NON-SIML/I INVENTORYNON-SIM$ VALUE L/ISIM $ VALUE SIM PRICED L/I RANGE AND DEPTH OEFICIENCIES $ VALUE PRICED L/I RANGE ONLY $ VALUE GRP180 -38AV6 1430316077 104 22 229088328205 '206142 109616 68471 Figure 8-5.ACCESS Report #9. 1425316001 3236002240811 4969 37141918 0 2 139 0 00 0 0 10.120 Chapter 8AFLOAT REPORTS

* *** * * * ** **** * ** * * * * * * * * * * * ** * * * * * * * * * * * *** * CONSUMPTION REPORT (#1)

** * CURRENT FISCAL TEAR* * * * ** * CHARGEABLE (NSA) * * * a * RATIO TIP/HULL SIN NONSIN 1/8 TOTAL PDS 1250/BOR

DE1030 E 857 857 100% a 6257 1 521 5 20453 41925 104% 11672 5020 27279 43971 82% T 17929 20235 48589 86753 18 91%

GROUP MUM 6664 6664 103% 10748 11384 164.48 38580 102% C 14706 1001 24667 40374 T 89% 25454 12385 47779 85618 18 95% *** * * * ****** * ** * * * * * * ** * * *** * * * * * * * * * * * *** *

16.121 Figure 8-6.Sample Consumption Report #1 from ACCESS Report #9.

* * * * * * * * * * * * * * * * * * ** * * * * * * * * * * * * * * * * **** * * *

EFFECTIVENESS REPORT(#2)

TOTAL STOCK PCT PCT CRI NCR EFFECTIVENESS ISSUES ISSUES SIM NIS NC NC GROSS NIT

aNON-SDI 228 83 17% 34% 8% 51% 83% RSIN 125 124 60% 9% 91% CNON-8D4 167 55 1% 31% 2% 65% 99% CSIN 195 191 78% 6% 94% *******************************************

10.122 Figure 8-7.Sample Effectiveness Report #2 from ACCESS Report #9. stock quantityisequal to or less than the However, practicaldaily use by management average monthly usage, but greater than zero. afloatis minimal. The report is provided for information purposes only. The primary inputs REPORT 6.The intent of the Quarterly are the SOAP letter and the Quarterly DIAL Inventory Deficiency Report #6 is to provide a deficiency information. Selected portions of this profile of the allowed repair part inventory. report are shown on figure 8-10.

151 157 STOREKEEPER 1 & C

* * * * *** * * * * * * * * * * * * * * * * * * * ** * * * * * * * * * * * * * * * * *

BUDGET OPTAR ANALYSIS

OBLIGATIONS FY TO DATE OBL CONSUMPTION TY TO DATE OBLIG - 03NSUM It R C TOTAL RATE I R C TOTAL R C TOTAL 2709 49747 44298 96754 50% 857 40417 5362594899 +9330 -9327 +1855

* * ** * * * * * * * * * * * * * * * * * * * * * ** * * * * * * * * * * * * * * * * *

10.123 .Figure 8-8.Sample Budget OPTAR Analysis #3 fromACCESS Report #9.

* * * * * * * * * * * * * * * * * * * * * * * * ** * * * * * * * * * * * * * * * * * *

QUARTERLY SIM SIMPLY STATUS SUMMARY * * * * * * * *snit IN STOCK * * * * * * * *

AUTH CR ZERO $ ON $ AUTH $ ON TYP/HULL III 0/H DV DEP I3AL HAND 0/a ORDER

DE 1030 R 252 91% 9% 2% 9% 13368 12237 5226 C 286 96% 11% 2% 4% 12594 13172 1984

GROUP AVERAGE R 313 96% 5% 3% 4% 7824 8643 1041 C 313 98% 6% 3% 2% 11384 10235 756 * * * * * * * * * * * * * * * * * * * * * * * * ** * * * * * * * * * * * * * * * * * *

,- 10.124 Figure 8.9. Sample Quarterly SIM Supply Status Summary #5 from ACCESS Report #9. * * * * * * * * * * * * * * * * * * * * * * * * ** * * * * * * * * * * * * * * * * * * * * * * *, ** * * *

QUARTERLY INVENTORY/DEFICIENCY REPORT

* * DEFICIENCY ALLOWANCE VALUES * INVENTORY * RANGE & DEPTH RANGE ONLY TYP/ L/I DOLLAR * L/I $ VALUE L/I $ VALUE * L/I DOLLAR L/I VALUE HULL PRICED VALUE * NON-SIM NON-SIM SIM SIM * PRICED VALUE RANGE RANGE

DE 1030 14644 213327 14392 184693 229 13368 142 10040 131 8446

AVG 15991 240186 15662 230139 300 7824 16 1182 10 809 * * * * * * * * * * * * * * * * * * * * * * * * ** * * * * * * * * * * * * * * * * * * * * * * * ** * * * 10.125 Figure 8.10. Sample Quarterly Inventory/Deficiency Report #6 from ACCESS Report #9. 13152 Chapter 8AFLOAT REPORTS

BUDGET/OPTAR REPORT tained, the preparation of this section of the report is simply a matter of transferring the The Budget/OPTAR Report, NAVCOMPT balance figures in your log to the Budget/OP- 2157, (figure 8-11), serves a dual purpose. Part I TAR Report. reports ACCESS data to the type commander. Care should be taken to avoid transposing Parts II and III report OPTAR data to the fleet figures in the balances when preparing ',.his part accounting office and to the type commander. of the Budget/OPTAR Report. The principal sources of data required in the preparation of the Budget/OPTAR Report are: Part III, Transmittal The balancedRequisition/OPTAR Log Letter Recap

Retainedchargeableconsumptiondata PartIII of the report is used by the fleet (white copies of the 1250) accounting office to substantiate the Document Transmittal Reports it has received from your Retained copies of the Document Trans- ship. mittal Report For example, the fleet accounting office finds a large discrepancy in the chargeable obligations TheControlledEquipageDeficiency/ reported in PartII of this report and those Excess Report reported on Document Transmittal Reports re- ceivt:d. By referring to Part III of the Budget/ Part I, Deficiency OPTAR Report, they may find that a document by and Consumption Data transmittalsent the ship has not been received. The information required for PartI of the Using figure 8-11, you will seethat the Budget/OPTAR Report covers two areas. JOSEPH K. TAUSSIG reports that TLs 007, The first, Chargeable Material Deficient, is 008, and 009 were submitted to thefleet used to report the dollar value of controlled accounting office during September for fiscal equipage deficiencies taken from your Con- year 1973. In matching this against the actual trolled Equipage Deficiency/Excess Report (see TLs receiyed, the fleet accounting office finds chapter IV). that TL f 008/3hasnot arrived. Using the The second part, Cumulative Chargeable Ma- information in PartIII, the fleet accounting terial Consumed, reports the total CUMULA- office has the net value of the missing TL TIVE consumption, by expense element, for the availablefor accounting purposes. The ship current fiscal year to date. The dollar value of would then be requested to resubmit a duplicate material reported consumed is taken from the of the missing report. retained white copies of the NAVSUP Form To determine whether your total obligations 1250 consumption document. Recall from the reported on the TLs for the month agree with "ACCESS" presentationin this chapter that your Requisition/OPTAR Log, subtract the total there should be no difference between consump- of column 22 of the previous Budget/OPTAR tionreported on your ACCESS transmittal Report from the total of column 22 of the letter, and the value reported on the Budget/OP- current month's report. The difference should TAR Report. equal the total of column 30 of the current report. Items 31through 33 of Part HI are self Part II explanatory. By referring to these items, the OPTAR Data fleet accounting office can determine whether your OPTAR grant has been increased since The data for Part 11 of the Budget/OPTAR your last report, and whether differences re- Report is taken from the Requisition/ OPTAR ported in Part II reflect the last difference listing Log. Assuming that your log is properly main- sent to your ship for processing.

153 159 STOREKEEPER 1 & C

REDGET/OPTAR REPORT NAVCOSIPT 7303-13 NOTE: Information requested on this report FOOm 2157 applies to BOTH SNIP FORCES and to 1 MOhlw thDING 5./.7 olua.Toh.Ohal AVIATION FORCES. EXCEPT where indicated. SEPT 1972 IM II V5,46(3101. I IC.. opt 11. co ....worVwo..tao U SS JOSEPH K. TAUSSIc DE-1030 57018 602C 4 2 2SCAl Vt. FLEET POST OFFICE - r%:vi wt., r NEW YORK, NEV YORK09501 tr-raWATharZr.,(1-ct.t I'M *rt. 1973 711.7 10 11(1511 *5505( NAVY RECLXNAL FINANCE CENTER 025.21504(If pplite61.) COO( CODE 40E10(2) NORFOLK, VA 23015 1 Oe reby Ctrtofy that 40445452424 evIdt5Ce 55.TTAtfs, 011515 (416 /Dates ,1 454TIAble AS of t2t Oat. Of this 24404 40542154 oalopatiohs 44114 ntarrea uhaer the loos .4ehtTote. h the ahoot shoat'. as 40.4. the 1010L of 'Cumtilly( 40033 ADJ.Ohl- LCDR. C. F. KEANE, U°N 1 OCT 72 OATIONS' .h part I,. TOTAL ofOatshuaber2N PART I DEFICIENCY ARO CONSIRIRTION OM (CURRENT YEAR ONLY) ONLY SHIP FORCES PILL IN ROCKS 13 TNR1J to Iu, 40,41441,14P Of PAIR- (DNvuvAPLCS. AND AP I 1,N 1.(APA(4 PAkIS s0010(8 TOTAL AE AR _OTHER !IC I.A-t ATLI, T2A,T v l At OS t,

T.T. A'.f TALIA'.t5 TTA"T A; ch. `.4 268.81 6.823.10 2.643.92 9.7.35.83

PART OMR EWA 04 v.tv Wt. 1 1_115 O. 19 iS1sA 24 oto, T.It I I 40 2AT,R1 1'124 25 At,a,A21o% 0,0 151 .54615 mot As I is 4 I I' Sc) .0%,4 v ('CLI (AY tO2I. A gAICRAIV 5310

AE 519.15 0.00 519.15

151.18 AR 5,339.43 : 5.490.61

OTHER 2,802.85 ! -15.48 2.787.37

Wit 8,661.43 I 135.70 8,797.13

PARTI11. laimSmo.TAL LEITER (Ill RECAP -40112EN KINN ONLY)

,,. TOTit.

007/3 i 008/3 , 009/3

.:-.

648.78 1,284.15 I 560.73 2,493.66

41.'1 'A. A t vi A. I $25.000.00

.5; T A 2 T,11.4`. fIf fp. 1 26 SEPT 72

121,5414, *1 s A T 4,4' 2.44, I 26 SEPT 72

123.70 Figure 8-11.Budget/OPTAR Report.

154 169 Chapter 8AFLOAT REPORTS

Balancing the should be noted that submission of a message Budget/OPTAR.Report report does not relieve your command of the responsibility of submitting a formal Budget /OP- The Budget/OPTAR Report is balanced by TAR report. subtracting the "TOTAL" amount of block 24 from the "OPTAR Grant FYTD" amount in NSA RETURNS AFLOAT block 31 of the report. The result obtained should equal the Balance column total of the Navy Stock Account (NSA) returns afloat are Requisition/OPTAR Log. rendered by ships carrying NSA load list material. Load list material as used in this presenta- Prior Fiscal Year tion means, "material carried primarily for issue Budget/OPTAR.Reports to other ships or to support the ship's onboard industrial repair facility." Exceptfor special circumstances ,:itedin Certain ships are authorized to carry NSA Financial Management of Resources (Operating load list material. These ships are designated as Forces), NAVSO P-3013, the Budget/OPTAR fleet issue ships, tenders, or repair ships. The Report is submitted each month' for the 12 type of ship involved determines the class the month period of the current fiscal year and for material is carried in and the type of returns or six months thereafter. For example, for fiscal reports required. 1973 OPTARS, the report is submitted monthly from July 1972 through December 1973. The December report is marked "FINAL". Follow NAVY STOCK ACCOUNT ing submission of the December 1973 report, CLASS 224 the only time a report is required is to report submission of confirmed supply system cancella- AF's, AO's, AOR's, AE's and AOE's are tions. designatedasfleetissue ships authorized to The preparation of the Budget/OPTAR report carry NSA load list material, special accounting for prior fiscal yearsisthe same as for the class224.Figure8-13 shows thetype of current fiscal year, except for Part I (Deficiency material normally carried by these ships.It and Consumption Data) which is reported for should be noted that fleet and force comman- the current fiscal year only. ders may augment or modify the loads carried by fleet issue ships to provide for local opera- Message Reports tional requirements.

When itis anticipated that air mail will not Navy Stock Account deliver the Budget/OPTAR Report to the fleet Class 224, Accounting accounting office by the close of business of the fifth day of the month, a message reportis The supporting Naval Supply Center, Norfolk submitted. The message report includes current or Oakland, maintains separate Financial Inven- and prio.year OPTAR reports, medical and tory Ledgers (NavCompt Form 2153) on NSA dental open operating budget data, and any special accounting class 224 material by cog- other data required by higher authority. Eat.11 nizance symbol for each fleet issue ship sup- OPTAR, open operating budget, and other ported. Fleet issue ships are not required to specific categories of information are reported in render financial returns. However, these ships separate paragraphs of the message. stillmust render areceipt and expenditure The tnessar report is prepared on the first reportto the supporting NSC and a supply working day tollowLig the end of the month. effectiveness report to various offices and com- The type commander and fleet commander (if mands. medical/dental data is reported) are INFO ad- dees on the message report. Figure 8-12 is a RECEIPT AND EXPENDITURE REPORT. samplemessage Budget/OPTARReport.It After posting to the ship's stock records, in-

155 161 STOREKEEPER 1 & C

UNCLASSIFIED

R R

USS JOS K. TAUSSIG

NAVREGFINCIE NORFOLK

INFO: CINCLANTFLT COMCRUDESIANT MOLLSarro/Arr330

BUDGET OPTAR REPORT

le SEPTMER/154030/6020.570111/FX 73/BLOCK 22 ECHO: FIVE ONE NINE PT ONE FIVE ROMEO: FIVE THOU THREE THREE NINE PT FOUR THREE OTHERS TWO THOU EIGHT ZERO TWO PT EIGHT FIVE BLOCK 22 TOTAL: EIGHT THOU SIX SIX ONE PT FOUR THREE

2. SEPTElea/V541$30/6020-5701E/FT-72/BLOCK 22 ECHO. TWO THOU ZERO ZERO ONE PT FOUR THREE ROMEOs FOUR NINE THOU NINE EIGHT NINE PT ONE NINE OTHERS TWO SIX THOU Six TWO Uns FT SEVan TWO IMOCE 22 TOTALSSEVEN EIGHT THOU SIX ONE TWO PT THREE POUR

3. ICAL-DENTAL/754030/602A400611Wn 73 :OPT=TOTAL: SIX EIGHT FIVE PT FOUR NINE

4. TIMM INTOs EQUIPAGE DRIs TWO THOU FIVE EIGHT FIVE PT ZENO ZERO CONSUMPTIONs ECHO: TWO SIX EIGHT PT EIGHT ONE HMOs SIX THOU EIGHT TWO THREE PT ONE ZERO OTHERS TWO THOU SIX PURIM= PT NINE TWO DIFFERENCES. ECHO: ZERO PT ZERO ZERO ROMEO' ONE FIVE ONE PT ONE EIGHT OTHER: MINUS ONE FIVE PT FOUR EIGHT BLOCK 23 TOTAL: ONE THREE FIVE PT SEVEN ZERO OPTAR GRANT ITTDs TWO FIVE THOU ZERO ZERO ZERO PT ZERO ZERO

SXC SISTI.,

LCDR G. F. KEANE, COMMANDING OFFICER

UNCLASSIFIED

10.126 Figure 8- 12. Message Budget/OPTAR Report. Chapter 8AFLOAT REPORTS

SHIP TYPE MATERIAL NORMALLY CARRIED

AFS-- COMBAT STORES SHIPS Equipage, repair parts, consumables, clothing, ship's store material and subsistence items.

AF - STORES SHIP Subsistence items and fast- moving bulk items in common use by fleet units.

AE - AMMUNITION SHIP Expendable ordnance material.

AOE - FAST COMBAT SUPPORT Bulk petroleum products, SHIP expendable ordnance material bottled gases, subsistence items, and fast-moving common use items.

AOR/AO - REPLENISHMENT Bulk petroleum products, OILER/OILER bottled gases, and fast moving common use items.

10.127 Figure 8-13.Fleet issue ships and material carried by them. voices or EAM cards covering issues and expend- informationis helpful to higher echelons of itures made by fleet issue ships are forwarded supply management, as well as the ship's supply weekly by letter of transmittal to the supporting department, in analyzing and improving supply naval supply center for posting to NavCompt support effectiveness. Form 2153 and for charging the appropriate allotments financing the ships to which issues were made. Summarization of invoices, when NAVY STOCK ACCOUNT appropriate,is performed by the supporting CLASS 207 center. Figure 8-14 illustrates a Receipt and Expenditure Report. Navy Stock Account Class 207 ships are tenders, repair ships, and combat stores ships SUPPLY EFFECTIVENESS REPORT.The whose primary mission has to do with industrial Ship's Supply effectiveness Report (Mobile Lo- support of combat and other auxiliary vessels, gistic Support Force) (NAVSUP Form 1038) is a and supply support of fleet units. performancereportbased on demands and Accounting Class 207 is the division of the supply availability during the reporting period. Navy Stock Fund used to finance the inventories The NAVSUP Form 1038 is prepared by fleet of Navy Stock Account material carried by class issue ships, repair ships and tenders and sub- 207 ships in support of their mission. mitted in accordance with current type com- One point before moving on with this discus- mander directives, normally, on a monthly basis. sion.the illustrations used in this section on The Supply Effectiveness Report is designed class 207 acce'.... are the manual type ledgers to provide information reflecting the ship's in order to give you a clear example of entries. current effectiveness in furnishing supply sup- Class 207 ships all operate under automated port to afloat units within the reporting ship's supply procedures and these ledgers are actually designated supply support responsibilities. This in the form of computer printouts. The informa-

157 163 STOREKEEPER 1 & C

21 November 1972

From: Commanding Officer, USS PISCES (AKS-7) To: Commanding Officer, Naval Supply Center, Oakland, Calif.

Subj: Receipt and expenditure documents covering special accountingclass 224 material; forwarding of

Ref: (a) NAVSUP P485. par 4450 and 4451

End:(1)Receipt documents on material received since last letter (2)Expenditure documents on material issued since last letter

1, In accordance with reference (a) enclosures are forwarded herewith.

2. The number of receipt and expenditure documents by cognizance symbol covered by this report are as follows:

COGNIZANCE NO. EXPENDITURE NO. RECEIPT OTHER SYMBOL DOCUMENTS DOCUMENTS

90 10 1 9G 150 15 2 strays IH 110 5

9L 10 1 9M 200 50 5 surveys

IN 0 9N 5 1Q 10 9U 10

1W 5 1

9W 40 10 IA 40 11 9Z 35 5 9A 6 2

9C 2 1 9Y 3 0 6 0 ihtfrut41 C. W. THOMAS

By direction

10.128 Figure 8.14.NSA Class 224, Receipt and Expenditure Lport.

158 164 Chapter 8AFLOAT REPORTS tion on the printout used aboard ships is arrived tures, difference, and balance of supplies and at in the same manner as the manual form. equipage (S&E) funds. Figure 8-15 is an example The supply department on a class 207 ship of the master OPTAR ledger. Notice that the has a kind of split personality. It performs as a $10.00 for supplies is deducted from the OP- small NSC on one hand and on the other like a TAR balance just as it will be from the Financial customer, or "end-user" ship. The supply officer Inventory Control Ledger balance in figure 8-16. has two "pots" of money to use in meeting the When NSA material passes into the hands of an ship's material needs. His storeroom stock is "end-user" his end use S&E funds (OPTAR) paid for by the Navy Stock Fund, not his type must pay the NSF for that material. commander's operating budget (OPTAR). His type commander's OPTAR is used to obtain Financial Inventory material and supplies for his ship's own use from Control Ledger various sources, including the storeroom stock paid for by the Navy Stock Fund. TheFinancialInventoryControlLedger The supply officer on a 207 ship must keep (FICL) is a financial record which accumulates financial records on his type commander's OP- financial data on the NSA inventory. "End use" TAR in the same manner as any other ship. In ships (DD, SS etc.) keep only stock records on addition, he must also keep financial records on inventory and would have to extend them to his Navy Stock Fund inventory so he can determinethevalue of their inventory. In account for it to NAVSUP and the fleet ac- automated NSF class 207 ship's the FICL is counting office. Two documents are used to maintained on a magnetic computer tape called recordtransactionspertaining to these two the Financial Master File. "pots". A separate Financial Inventory Control Led- ger page would be kept for each cognizance Master OPTAR Ledger mbol and a master page would be kept to show the total inventory value. Referring to The Master OPTAR Ledger is used to record figure 8-16 you will see a two digit alpha-nu- the amount authorized, obligations, expendi- meric column code near the top of each page of

OBLIGATIONS EXPENDITURES AUTH. DIFF. BALANCE 0 E R 0

1500 1490

10.87 Figure 8.15.Master OPTAR Ledger.

159 105 STOREKEEPER 1 & C

9G FINANCIAL INVENTORY CONTROL LEDGER 9G OPEN CLOSE INV RECEIPTS ADJUSTMENTS ISSUESTRANSFER ADJUSTMENTS INV TOTAL TOTAL. HI Al A3 A5 F2 B2 B4 04 E4 .11 P2 K3 K5 M4 M6 N4 RI

7500 !000 1000 7490

"FIR CODES"

10.86 Figure 8-16.Financial Inventory Control Ledger (FICL).

the FICL. These Financial Inventory Report TYPE (FIR) Codes are assigned to these columns to OF facilitate recapping different categories of re- RECEIPT RE- ceipts and charges. DOCUMENTRI FROM FIR CODE CEIPT

RECEIPT DOCUMENTS.Although different DD1155 N/A Al Receipt forms of receipt documents are used, they all from accomplish the same basic purpose. That is. they purchase tell what material and what quantity was re- DD1348-1 NOI A3 DOD or ceived, where the material came from, and how DSA re- much is being charged. ceipt When NSA material is received, the receipt DD1348-1 GSO A5 GSA re- document is used to record the money value of ceipt the material to the receipt side of the FICL on DD1348-1 NDZ F2 0S0 re- the page for that cognizance symbol, and also on ceipt the mask r page. In practice, receipts are batch posted iv the computer. Receipts arebatched into different types The appropriate FIR code is assigned based on based on the receipt document. If the receipt RI FROM and type of receipt document. In documentisa1348 -Iwe look atthe "RI practice,the FIR codeisassigned by the FROM", for example: computer.

160 166 Chapter 8AFLOAT REPORTS

POSTING RECEIPTS.Receipts are posted ISSUE TRANSACTION.Issues on class 207 to the FICL under the applicable FIR code. ships are different from transfers in that an issue Figure 8-17 illustrates this and shows the effect to an end user results in material being extracted of the transaction on the FICL. The mechanics or lost to the NSA and not just transferred of how the posting gets done (by hand, account- around within NSA. Material issued from the ing machine or computer) varies and is not NSA.is normally consumed or put in stock in an important here. What is important is the effect "end-use" ship. The end user's OPTAR funds are on the FICL. charged for the value of the material he receives

FROM PURCHASE FROM DOD /DSA FROM GSA FROM 050 $7000 51000 S10.000 H 1155 _r 9G 1H 1348-1 1348.1

9Q 9G 1348.1 S500

9G FINANCIAL INVENTORY CONTROL LEDGER 9G CLOS E 11:54! RECEIPTS I ADJUSTMENTS ISSUES TRANSFER ADJUSTMENTS INV TOTAL TOTAL HI ' Al A317-0- F2182B4 04 E4 JI P2 K3 KS M4 M6 N4 RI

i00010.0 26.000 26.00026,000

90 FINANCIAL INVENTORY CONTROL LEDGER 9Q OPEN I CLOSE INV RECEIPTS ADJUSTMENTS ISSUES TRIER ADJUSTMENTS TOTAL INV TOTAL HI AI A3 AS IF2 B2 84 I 04 E4 I I P2 K3 KS M4 M6 N4 RI SOO 500 8500 8500 8500 1 1H FINANCIAL INVENTORY CONTROL LE GER 1H OPEN CLOSE INV RECEIPTS I ADJUSTMENTS ISSUESTRANSFER ADJUSTMENTS TOTAL INV TOTAL HI Al A3 iASIF21 82 B4 04 E4 I I P2 K3 ICSI MI M6 N4 RI 25.000 7000 ; 32.000 32.00032,000 1 i

MASTER FINANCIAL INVENTORY CONTROL LEDGER MASTER

OPEN CLOSE INV RECEIPTS ADJUSTMENTS ISSUESTRANSFER ADJUSTMENTS TOTAL INV TOTAL HI Al A3 AS F2 B2 B4 DI E4 P2 K3 KS hi4 M6 N4 RI

43!0001000 10.000 500 7000 66,500 66,50066.500

10.86 Figure 8-17.Posting NSA receipts.

161 167 STOREKEEPER 1 & C

from the NSA and in this way, the NSF is ship cite NSA fund codes. In spite of that, we reimbursed. When NSA material is issued, the record an obligation against the end user's requisition is used to record the money value of OPTAR funds. Before you try to understand the issue to the expenditure side of the FM!, on why, let's see how the FICL is affecteu, the page for that cognizance symbol and also on the master page. The most common type of When the requisition is sent ashore, the issue is the issue "to use". Figure 8-18 is an FICL is not immediately affected. example of issues being posted to the FICL. By studying figure 8-18 you can see the effect Receipt of the material starts the process of an issue from stock on the FICL. But what that is illustrated in figure 8-19. happens when material is NIS or NC and a requisition from the end user department has to In your study of figure 8-19 notice that the go ashore? receiptoffsetsthe expenditure so that the You might think that the requisition would ekidginventory is unchanged. This is common- bear the end use fund code because the material ly called a "wash-through" entry because the will not be taken physically into class 207 stock mater.ai was neverphysicallyreceived into .but turned over to the end user immediately stock. upon receipt. This is not the way it works. DTO On the other hand, notice that the "Issues" requisitions for NSA material from a class 207 columnis now $250 more than before the r-- S9000

MASTER FINANCIAL INVENTORY CONTROL LEDGER MASTER v. OPEN I N V RECEIPTS ADJUSTMENTS ISSUES TRANSFER ADJUSTMENTS TOTAL TOTAL A3 AS F2 8284 D4 E4 P2 K3 K5 M4 M6

59,000 59.000

Individual cog pages are not illustrated

I 10.86 Figure 8-18.NSA Stock Issue Transaction.

162 165, Chapter 8AFLOAT REPORTS

$250 2Locate the obligation NO2 250 INTERNAL OPTAR 3Insure tne price is OBLIGATION correct 1348 -I

1-Post the receipt 4-Post the expenditure ti EDGER MASTER CLOSE RECEIP ADJUSTMENTS ADJUSTMENTS IN V TOTAL H1

59,000 50,000 59,000 250 50.250 50,000 50,250

Individual cog pages are not illustrated

10.86 Figure 8-19.NSA NIS/NC Receipt Transaction. transaction. The value of the DTO receipt is money are, because even with the best load list, posted to the "Issues" column for the following the ship will never be 100 percent effective reason: (meet every requirement for material from stock on hand). To make up for inadequacies in load While NSA class 207 inventories are funded lists and COSAL's (which cause NCs) and in the by an open budget there is a very real limit to supply system's support (which cause NISs) the the amount of NSF money that is available. This value of receipts of NIS/NC material on DTO money has to be allocated efficiently by Navy requisitionsis "washed through" the FICL by managers to the stock points and the ships. simultaneous receipt and expenditure. Thus, for There is never enough money, and if too much is determining the amount of issues it appears as in one place it means too little is somewhere though the material had been issued from stock. else. This is the reason that DTO requisitions for NSA In determining how much NSF money can be material bear NSF fund codes even though allocatedtoships,the managers base their OPTAR funds are obligated in anticipation of decision largely on the ships' issues, i.e., "sales", the eventual receipt and charge to OPTAR because issues are an indication of the degree of funds. business or support the ships provide. If only issues from stock were recorded as TRANSFERS TO OTHER SUPPLY OF- issues, the managers would not get a true picture FICERS.When "ready for issue" (RFI) NSA of how large the ship's requirements for NSF material is transferred to another supply officer

163 169 STOREKEEPER 1 & C who is accountable for an inventory in the Navy For example, when materialis missing from Stock Account, the transaction is a "transfer to storerooms or issued withloss of the issue other supply officer (OSO)" instead of an issue. document, the resultis loss by inventory. In The value of the material in NSA is unchanged order to make the FICL agree with the actual since material is not lust tc the account but only stock status, adjusting entries are made. Separate changes physical location within the NSA. columns are provided for different types of OSO transfers occur when another NSF class adjustments. Figure 8-21 is an example of NSA 207 or 224 ship needs the material, and more adjustment codes and how they affect the FICL. commonly, when RFI material becomes excess through changes in load lists and is turned in to a nearby stock point. Turn-in of "not ready for OPTAR Report issue" (NRFI) material is not posted to the OSO transfer column of the F1CL since the FICL The foregoing discussion deals with require- represents only RFI material inventories. Figure ments for recording the effect of transactions on 8-20 is an example of posting OSO transfers to certain records. One of the main purposes of this the FICL. accounting, other than for local inventory and fiscal management, is to provide data for reports NSA ADJUSTMENTS.In order to account to the type commander and the NRFC. for an inventory worth SI-3 million, and to cope OPTAR funds include funds for repair of with the management changes that take place, other vessels, (ROV) on tenders and repair ships, several types of adjusting entries are required. and for own ship's use (OSU). In addition, ROV

S290

1348-1

FINANCIAL INVENTORY CONTROL LEDGER OPEN CLOSE INV RECEIPTS ADJUSTMENTS ISSUES TRANSFER ADJUSTMENTS TOTAL INVTOTAL H1 Al A3 AS F2 B2 94 D4 E4 J1 P2 K3 KS M4 M6 N4 R1

75.000 ;5,000 200 74.80075.000

Individual ccg pages are not Illustrated

10.86 Figure 8-20.NSA transfers to other supply officers.

164 Chapter 8AFLOAT REPORTS

.:::::.:1::;;N:::Kti:Ns,....N::;;*.::::::;::xsv;%,;K;:i*.::::::::::se.:;e:::::;;*:otoi::::::9::::.4A>t;:::i.tM: :::::k1:;ge::::15:.:30A4:::;x::is:::1:Zre::::::'..:::: ...:. ...1; ..-., MASTER FINANCIAL INVENTORY CONTROL LEDGER MASTER ....;,. LOSE ::::: RECEIPTS ADJUSTMENTS ISSUESTRANSFER ADJUSTMENTS CIN V .... 3k °,N V" EN TOTAL TOTAL.... igiall1= AS F2 III 64 D4 E4 J1 P2 1211111211!11121121 ,... 7500 7 500 7400 7500 7400 200 7600 7600 7600 300 300 8000 7600 400 7500 8000 8100 7500 600 7400 8100 7400 800 (CR) 8200 7300 8200

Individual cog pages are not illustrated

Loss by inventory 5100 FIR code M4 Gain by inventory 5200 FIR code 04 Cog transfer S300 FIR codes B2, K3(i.e., 1H to 9C cog) Capitalization S400 FIR code B4 (i.e., 2A to IA cog) Decapitalization 5500 FIR code KS (ie., IN to 2t cog) Price changes (gains) S600 FIR code E4 Price changes (decreases)S700 FIR code N4 MIS 5800 FIR code 11 (credit) Survey of stock S900 FIR code M6

10.86 Figure 8-21.NSA Adjustments Transactions.

is divided into ROV direct and ROV indirect or Unfilled orders with NSF class 207 fund overhead. codes are NOT transmitted to NRFC. Monthly, cla:07 ships submit the Budget/ OPTAR Report 01AVCOMPT Form 2157) to Issues from stock and NSA DTO receipts the NRFC and the type commander. Generally, represent expenditures. Issues are posted under this reportis no different from the report FIR code J1. WO receipts are posted under the rendered by non-stock funded ships. However. appropriate receipt FIR code AND underFIR in performing OPTAR accounting aboard class code J1. Both result in changes to OPTAR 207 ships, the following points must be kept in funds. mind: OPTARobligations become expenditures Unfilled orders or obligations are repre- upon receipt of the material and should not sented by DTO requisitions with special ac- exist simultaneously for the same requisition counting class 207 fund codes and are posted to unless a partial issue is involved. In other words, OPTAR records, but not the FICL, because they the obligations are discontinued when material is have no effect on inventory or issues until the received and the transaction becomes an expend- material is received. iture.

165 171 STOREKEEPER I & C

Because NSA is a material account, services and is beyond thescope of this manual, the such as rental or laundry servicecannot be following is presentedto give you an idea of "washed through." These obligations andex- what is required. penditures are included in gross adjusted obliga- Monthly, a special accountingclass 207 ship tions in the NAVCOMPT Form 2157 and in the submits a Financial Inventory OPTAR, but, because the supporting requisition Report (FIR) to the NRFC, Norfolkor San Diego. Basically, it is bears an "end use" fund code, billing by the a report to the NRFC of the opening issuingactivityisdirect inventory, to end use (type receipts, expenditures, and theclosing inven- commander's funds) and the tender's class 207 tory. The figures for receipts and account is by-passed. Unfilled orders for these expenditures are substantiated by vouchers, magnetictape, transactions are transmitted monthly to NRFC. EAM cards, and machinelistings. The basic FIR document isa computer listing, which is a machine generated NSA Stores Returns recap by cognizance symbol of the opening inventory,receipts, expenditures, and closing inventory. While the actual preparation of NSA Figure 8-22 class 207 is an example of a FIR reportwith supporting stores returns is accomplished by the computer, documents.

166 f, 1.7 Ai Chapter 8AFLOAT REPORTS

SUPPORTING DOCUMENTS (mochanivrd) OCTOBER 196196 .FIR

TOTAL - ALL COGS FROM PREVIOUS CLOSING INVENTORY 1

H1 OPEN INV RECEIPTS EXPENDS CLOSE INV

H1 $1,576,359 Al 4134 A3 12687 A5 7599 F2 15884 B2 789 B4 1445 D4 343 E4 158 DD1149 11 189.39 B2, B4, D4, E4, P2 700 K3, K5, M4, M6, K3 234 ' N4 K5 1039 I M4 148 I M6 275 N4 1387 RI $1,596,675

OSO TRANSFER 207A

ROV A SUMMARY

ROV B SUMMARY

{NSAEXPENDITURES LIST

10.88 Figure 8-22.FIR Report.

167 173 CHAPTER 9

STOWAGE AFLOAT AND ASHORE

In order for your stores to be useful to your DEADWEIGHT CARGOA term used to ship i, is essential for them to be stowed in such describe cargo which measures less than 40 cubic away, that both protects thestores from feet per ton. deterioration and at the same time protects the STOWAGE FACTORA term applied to car- ship from any dangers presented by having the go indicating the number of cubic feet of space stores on board. In this chapter we will discuss occupied by one long ton of a commodity some of the procedures to be followed when packed for shipment. It is arrived at by dividing storing and handling stores both aboard ship and the volume of cubic feet by the weight of cargo in warehouses. Safety procedures for materials handling were discussed inStorekeeper 3&2and in long tons (2240 lbs), i.e. SF =V. should be reviewed in conjunction with this W chapter. Knowing the stowage factor of a commodity and the available cubic feet of stowage, the total weight to fill this volume can be determined. As DEFINITIONS an example, a light tank of 12.73 tons weight that occupies a volume of 942 cubic feet would Some terms used in stowage should be de- have a stowage factor of: fined before we go any further. WAREHOUSING isthe scientific and eco- 942 nomical receipt,, storage, and issue of materials SF: 73.9 or 74. for safek,eping and rapid availability. This term 12. 73 refers to the detailed application of the principles of space layout and location of materials, or In pract'ce, EXTENSIVE TABULATIONSare assignment of a particular item to a specific available indicating the stowage factor for al- storage area at a terminal supply point. most any conceivable commodity or a repre- STORAGE, in its customary meaning, implies sentative group. the care and protection of material lying idle in a warehouse. Navy terminology applies "storage" to material moving through any one of a STOWAGE AFLOAT number of vital stages in its journey from the factorytotheshippingterminal. Generally Stowage of material afloat requires a knowl- speaking, storageis the assembly of material edge of the factors to be considered in deter- from various sources to be held and protected mining the stowage location best suited to the until needed. stores, the precautions to be taken toensure the STOWAGE, in Navy usage, referstothe safety of both the stores and the ship, and method of storing or loading the different types accessibility of the stores. of cargoes into the hold of a ship. MEASUREMENT TONUsually 40 cubic SHELF LIFE feet. This is also called a ship ton. MEASUREMENT CARGOA term used to Shelf life codes are assigned to all items in the describe cargo which measures more than 40 supply system with an FSN. Thepurpose of cubic feet per ton. shelf lifecodesisto provide a system for

168 194 Chapter 9STOWAGE AFLOAT AND ASHORE identifying those items in the supply system that will deteriorate if not used by a specific date. The loss of these items because of expiration of TYPE I SHELF LIFE ITEM DATE (MANUFACTURE /CURE/ASSEMBLY) shelf life results in large financial losses through- EXPIRATION DATE out the supply system. Effective control of shelf life material primarily depends on the efforts of OR the storeroom Storekeeper. Each shelf life item is identified by FSN in TYPE It SHELF LIFE ITEM ListofItemsRequiringSpecialHandling DATE (MANUFACTURE /CURE/ASSEMBLY) (LIRSH) NAVSUP P-4105 and a shelf life .code INSPECTION/TEST DATE and shelf life action code assigned. Additionally, EXTENDED EXPIRATION TEST DATE shelf life codes are shown in the NMDL with the lifecodeisasingle item FSN. The shelf 10.129 character alpha or numeric code that indicates Figure 9-1.Method used to identify shelf the item's storage time period. The shelf life life items. action code is a two digit alpha/alpha or alpha/ numeric code that specifies the action to be taken when the item reaches the end of its storage life. quired by the inventory manager is contained in Shelf life items fall into two categories. NAVSUP P-485 para 4711.3B. Type I items have a nonextendable shelf life. Excess shelf life items and shelf life items When theshelf 'ifeisreached,these items which your ship cannot use or restore prior to usually must be destroyed. The exception is for the expiration of shelf life are turned in. When material that can safely be used for a secondary turning shelf life items in, the newest stock purpose that does not require the item to be in a rather than the oldest is always turned in first ready for issue condition, unless some extenuating circumstance, such as a deployment schedule, make it impracticable. To Type II items are those with an extendable illustrate, assume you have an item with an on- shelf life. When shelf lifefor these items is board quantity of 10. Of these 10 items 6 have a reached, the item is restored (when within the shelf life expiration date of 30 Sep 74, 3 have an ship's capability) in accordance with the shelf expiration date of 31 Oct 74 and 1 has an life action code and the inventory manager's expiration date of 15 Nov 74. Your ship is in instructions. If a type II item cannot be restored overhaul and you do not expect to use more by your ship, it is turned in to the nearest shore than 3 of these items before their respective activity. expiration dates. You would turn in all the items To help in controlling shelf life items, each with expiration dates of 31 Oct and 15 Nov plus NAVSUP 1114 and NAVSUP 1075 (if main- 3 of the items with an expiration date of 30 Sep. tained) is annotated with the shelf life code of Type I shelf life items are not turned in to theitemandtheshelflifeactioncode. supply activities in the United States, including Additionally, shelf life items received from a Hawaii, if the extended cost is $50 or less or the shore supply activity or direct from the contrac- remaining storage life is 3 months or less. Type I tor are identified as shelf lifeitems on the material is not turned in overseas or in Alaska if package as shown in figure 9-1_ theextendedcostis$100 or less or the Items in stock that do not have a date from remaining storage life is 6 months or less. which shelf life can be determined (with an All shelf life items should be stored in spaces extended cost of S50 or more're reported by that cause the least deterioration of the material. speedletter to the cognizant itntory manager When inspected at receipt, you should ensure via your type commander, 1k a request for that the item is packaged and preserved ade- disposition instructions. Exact .ormation re- quately to protect it.

169 175 STOREKEEPER I & C

Shelf life items must beinspected in the storeroom Fountain supplies are generally susceptible often as necessary for condition to and expiration dates. the same can deterioration described for subsistence items. Subsistence Items and Ship's Store Stock Film and photographic paper are stov..d in Subsistence items and ship's store stock have cool, dry areas. Additionally, film items normal the same shelf life problems as do general stores, ly have a processing expiration date. only more pronounced. Overall, food items and ship's store stock deteriorate faster than general HAZARDOUS ITEMS stores. Many of the same precautions that are taken to protect general stores apply to subsist- Certain items have inherent properties which ence and ship's store stock. make them hazardous to personnel, the ship, or Shelf lifefor food items can be found in both, Most of these materials can be stowed NAVSUP P-486. safely if the proper care is taken. The two most important factors to be con- TheConsolidatedHazardousItemList sidered in storing food items arc temperature (CHIL), NAVSUP P-4500, is the principal iden- and humidity. Obviously, frozen items should tifying source for Navy units, of items with not be left in areas that will allow thawing. All hazardous characteristics, Excluded from the frozen subsistence items are to be stored at CHIL are items covered by other specific in- temperatures not to exceed 0°F. For chilled structionsorregulations. Examples of such items the storage temperature is generally be- items are: tween 32°-35°F. Semiperishable items (items that do not re- Ammunition,explosives,andwarfare quire refrigeration) should normally be stored in chemicals cool, dry spaces. High temperatures and humidity encourage bacteria aid mold grou th, and Bulk fuels and oils insect infestation. Unpleasant odors and swelling Drugs and chemicals used or dispensed by of cans are two signs of deterioration of stock. medical department pharmacies Shelf life for subsistence starts with the date of packing and not the date of receipt. Reagents and chemicals used by clinical Ship's store items do not enjoy the shelf life and chemical laboratctries. management tool. One reason for this is that while many ships will have the same type of Briefly stated, the CHIL provides the haz- item, the brand itself may be different and have ardous description for designated items plus a different properties which could have an effect definition of the types of hazards. Additionally, on the shelf life of the item. the CHIL shows stowage classification codes for As with subsistence, high temperature and both shipboard storage (a two digit code) and humidity are factors which accelerate deteriora- shore storage (a single digit code). The CHIL is tion of ship'sstore stock. Some items that composed of three sections: require particular attention when storing them are: FIIN sequence Candies and chocolate items are very per- Nomenclature sequence ishable/rapid deteriorators in high temperatures and should not .be stored in temperatures ex- In ship storage sequence by FUN number. ceeding 60°F with a humidity not to exceed 75 degrees. Hazardous items are identified by Military Cookies and crackers should be stored in Standard Symbols (MIL-STD). These symbols areas of low humidity to prevent them from are designed for stowage and material handling becoming stale and musty, operations only. The three types of labels used Batteries deteriorate rapidlyif stored in are Hazardous Radioactive Materials (figure 9-2), high humidity areas. Store in a cool dry spot. Hazardous Magnetic Material (figure 9-3), and 170 176 Chapter 9STOWAGE AFLOAT AND ASHORE

RADIOACTIVE MATERIAL

CONTROLLED DISPOSAL IVQUIRED RADIOACTIVE MATERIAL Radloisotope(s) CONTROLLED DISPOSAL REQUIRED CONTROLLED AY LICENSE Quantity

(Microcurtes. Millicuries. or Curies) Radioisotope(s)

Date determined Quantity

(Month. Year) (Microcurtes, Millicurles. or Curies) Date determined If found, return to nearest Miliving activity. (Month. Year)

If found, return to nearest Military activity. TYPE I MARKING TYPE II MARKING STANDARD LABEL

CAUTION: RADIOACTIVE MATERIALS RADIOISOTOPE (S) ACTIVITY IN MICROCURIES DATE DESIGNATED OR MEASURED

ALTERNATE LABEL 40.67(123G) Figure 9-2.Hazardous radioactive material labels.

Industrial Chemicals/Materials, MIL-STD 1341 flammability, and reactivity. The lower fourth (figure 9-4). The MIL-STD 1341 symbol (figure part shows the specific hazard of the item, when 9-4) is a four part label. It tells on a scale of 0-4 the specific hazard is not described by any or all thetype of hazard with respectto health, of the other three parts.

171 177 STOREKEEPER 1 & C

to protect the cylinder valves from accumulation of ice and snow and the cylinders themselves from the direct rays of the sun. The protective cap for the cylinder valve must be in place when MAGNETIC EQUIPMENT the cylinders are not in use.

--CAUTION-- Flammable Liquids

Liquids with a flashpoint of 200°F or less are considered flammable. These liquids currently Y! ! ! "!' include but are not limited to: Y.! 015 Gasoline and other petroleum products Solvents

Chemicals -CAUTION- . Stencil paints, marking and printers inks NOT Thinners, primers, varnishes, lacquers, liquid cements, alcohol, acetone, ether, and V A M , TAT.Tv AIE.(1.417 naphtha. MAGNETIC EQUIPMENT Whenever possible,flammable liquids are L)0 N0T "CRT OR PARK stowed in a storeroom below the full load

WITT-41N EIEI Y ET OE REINKE v AIRCPAT' RIALTO, HAZARD FIRE HAZARD O R A 0 4Doolly FI614 Points V.V H IC K4AYBE AFFECTED 3 Emma. ilewarbe lea 4 setwnr 2 Nstolow 3* Siw 1 Slieloly 2 ileum 2OPP kommalw 1 Above 301FF 50 0 Noll awe etn 0 1111 mot bum 40.67(123G1 Figure 0-3.Hazardous magnetic materials label.

Acid

Liquid acid is stored jn a box, chest, or locker linedin lead or other suitable acid resistant material. The storeroom must be located below the full load waterline with the lower bulkhead REACTIVITY SPECIFIC and deck having a watertight lead lining. HAZARD 4. May &seem 3slowiA .114 hoot ilmoy Oiihat OXY 40Aelo MN ACID 2.1ftleM Personnel handling acids must wear protective Alk*I1 ALK elwooleei Comlve COR Asap clothing (rubber aprons, gloves etc). RN.NO WATER -W 1. Uastoble 16.4.44 0. Stale Gases 40.67(1233) Compressed gases are stowed on the weather Figure 9-4.Industrial chemicals/material label deck in a vertical position. Care must be taken MIL-STD 1341.

172 198 Chapter 9STOWAGE AFLOAT AND ASHORE

waterline of the ship. This storeroom should be AIR CIRCULATION near either end of the ship but not next to a magazine. If flammable liquids must be stowed The temperature in a storeroom containing on weather decks because of size (drums for fresh or frozen provisions should be the same in example) they should be stowed vertically in all parts of the storeroom. If, for example, the racks withthe bung end up. As with gas temperature in the back of V'e storeroom were cylinders, flammable material should be pro- higher than in the front it would be possible for tected from the direct rays of the sun, covered spoilage to result. with tarpaulins, and so forth., The use of a fan or duct system is helpful in maintaining good circulation to all parts of the Calcium Hypochlorite storeroom.Also,wheneverpossible,stores should be stowed in such a way as to allow for Calcium hypochlorite itself is noncumbusti- adequate air circulation throughout the store- ble. Rather it is a reactory item; that is, it will room. cause extreme heat, ignite, or give off a toxious Generally, when the temperature in a store- gas if it comes in contact with various other room is at the recommended level throughout materials such as paint, acids, fabrics, et cetera. the storeroom, the air circulation may be con- Because of this property, calcium hypochlorite sidered adequate. is stowed in lockers or bins labeled "Hazardous Material, Calcium Hypochlorite". Never stow Thawing and Holding Times calcium hypochlorite in bins where the temperature exceeds 100°F, within 5 feet of any heat Frozen stores - being moved on deck' for source or surface that may exceed 140°F under transfer to another ship should not be removed normal operating conditions,or nextto a from the freezer any earlier than necessary to magazine. Additionally, the area must not be allow for smooth transfer. Generally, frozen used for stowage of any other organic material. stores should not be removed from the frozen foods storeroom more than one hour before transfer. Radioactive Items INVENTORY OF TAX Several instruments and components, plus FREE TOBACCO PRODUCTS various electron tubes, coittain radioactive particles.Generally thereislittle danger from Each time your ship enters or departs the instruments with radioactive properties unless three mile limits of the United States, all tax the sealed source is broken. Radioactive tubes free tobacco products.must be inventoried. stowed in their original cartons, or relatively The in ventoryis normally taken by the small quantities of unpackaged radioactive tubes accountable officer or his designated officer may also present a radiation hazard. Areas used assistant and recorded on the Tax-Free Cigarette to stow items with radioactive properties should Inventory, NAVSUP Form 1234. Neither the be marked with a radiation hazard label (figure custodian of the space being inventoried nor the 9-2), and the storeroom monitored when initial office records Storekeeper is to be part of the or replenishment stocks are stored. ir.entory team. However, the custodian of the Care must be taken when handling damaged space is always present to verify the count of the or broken items to prevent radioactive gases or items. particles from entering your body through cuts Unreconciled differences discovered asa re- on theskin or by ingestion and breathing. sult of the inventory are reported in writing to Wearing of rubber glovesisusually recom the commanding officer. A copy of the letter mended when handling damaged items. Addi- report and the inventory form showing the tionally, your medical department should be discrepancy are then made available toany consulted whenever contact is made with dam- inspecting officer and to the Internal Revenue aged radioactive items. Service officers.

173 1.79 STOREKEEPER & C

STOCK ROTATION Content of Plan

Most stock, whether general stores, subsist- The final cargo stowage plan must include the ence, or ship store stock is received with a date following information: on the container. This date may be the date of manufacture in the case of general stores or the Quantity by type, tonnage (LIT and M/T), expiration date of the material, in the. case of location, and port of discharge of cargo both on semi-perishable or perishable items. and below deck. Unit. of cargo stowed in the When stores of any type are received, they lower holds are shown in profile (side view) should be stored to allow for stock rotation and while deck and `tween deck cargo is shown in turnover on a first-in, first-oirt basis. That is, the perspective (top view). To indicate location of stock with the earliest date of manufacture or cargo for each port of discharge, various color expiration should be issued first. schemes may be used in preparation of the cargo Stores that are received without a date of stowage plan. If the use of a color scheme is not manufacture or expiration should be marked practicable, the location of cargo for each port with the date the material is received and issued of discharge may be indicated through cross in normal rotation with the rest of your stores. checking, shading, or other suitable methods. When all cargo is for one destination, no color, checking, or shading is required. CARGO STOWAGE PLAN Recapitulation of total tonnage for each The c; go stowage plan is a completed dia- port of discharge according-to hatch stowage. gram of a vessel's cargo space showing the location (both on and below deck) of all cargo Miscellaneous entries (top part of stowage loaded.In addition, the cargo stowage plan plan), such as summarization of heavy lifts, indicates such items as summary of cargo to be locationsandcapacityofbooms,vessel discharged for each port, summary and location characteristics,.et cetera. of heavy lifts, capacity and location of ship's booms, remarks on special items of cargo such as location and quantity of mail, cargo of unusual WAREHOUSING value, et cetera. Figure 9-5, is an example of a standard cargo stowage plan. For this discussion of warehousing, we will talk only about those things that the Stc.re- Preparation of Plan keeper normally has some control over, that is the actual arrangement of the stores. Factors in The preparation of cargo stowage plans is the warehousing such as design, size, and interior responsibility of Navy loading activities. How- characteristics of the warehouse arc usually ever, the plans must be checked and approved permanent and cannot be changed without by the commanding officer of the ship. Cargo extensive alteration. stowage plans are not required when cargo is loaded and discharged at commercial terminals and transported under MSTS shipping contracts, berth term tariff, or berth term reduced rates. PLANNING THE When vessels are scheduled to load at more STORAGE LAYOUT than one military terminal prior to arrival at the portof destination for which the cargois Storage space is the basicresource of any loaded, each loading activity must forward a supply department. Itis "mportant, therefore, copy of the cargo stowage plan to the succeed- that the utilization of this storage space should ing activity scheduled to load cargo. The final be as efficient as possible. This can be obtained loading activity will then prepare the consoli- only by planning of storage space. Some of these dated loading plan. plans are explained below.

174 180 COMM. WWIl sradiveWAAL mot, ASA'S' 04r Or/C 30F4N l CfA Gras true ..7MFRZ111,a72Fir21,47.Earalay1211r,.Iola teo As tr iA*4 2613 (lootCse MrsPr g3r071111 JOIs K ICAM .-OWACNI RAN i 5F fus, si 9. es pRues

Similarity Storage eliminated, and pilferable items, which must be stored in buildings or areas where security for The basic principle of similarity storage is the items can be maintained. that, as far as possible, like items should be stored together. For example, all items in group Work Areas and class 7510 would be stored in the same area or to take it a step further, all items in group 75. The storage layout of a warehouse should This method of storage has some obvious draw- contain provisions for an office and work area. backs. It does not recognize that some items This space should be kept to a minimum and not movefasterthanothersandshouldbe exceed an area larger than that required to convenient to the breakout area, and it also handle an average work load. The office and makes little allowance for the size difference in work area should be located as close as possible items within a group. Similarity storage is more to the main access door of the warehouse. often used by supply centers and depots where the number of warehouses would allow this type AISLES of storage to be used on a practical basis. One of the most important features of good Storage by Size warehousing is aisle arrangement. Five types of aisles are used in Navy warehouses: main aisles, The principle of storage by size is that the cross aisles,personnel aisles,fire aisles, and storage or warehouse layout is determined by service aisles. the size and bulk of the material beinz Acared. In addition to size and bulk, some factors Lo be Main Aisles considered are the anticipated stock level for an item, the frequency or receipt and issue, and The main aisles serve as the life line or arteries difficulty in moving the item. Storing items by of a warehouse. Main aisles generally run the size does not always permit your fast moving length of the building and should be kept clear items to be closest to the issue point. at all times. They are located so that they give direct access to shipping and receiving platforms, doorways between sections, and in multistory Popularity Storage buildings give access to elevators and conveyors. The width of main aisles is determined by the Inpopularity storage, the items with the equipment used. The number of main aisles in a highestturnover ratearestored, asfar as section or on a floor of a multistory building practicable, nearest the receipt and breakot depends on the number of communicating doors point. Figure 9-6illustratesthis method of and elevators required to move material in and storage.Popularity storageisgenerally con- out of the area. The number of main aisles is sidered the best method of storage since it also determined somewhat 131 the size of the lots allows quick access to fast moving stores. Expe- and the number of different commodities. In a rience and conditions show that a combination section where one item fills the entire area, the of the various methods of storage will better suit section could be stacked to its capacity, leaving your needs. only enough space to "get at" it and permit access for fire prevention or firefighting pur- Storage Determined By poses. Material Characteristics

The material characteristics of some items Cross Aisles make itnecessary to erovide special storage areasfor them. Two examples of this are Cress aisles are passageways at right angles to hazardous materials, which must be stored in an main aisles. At least two cross aisles are needed area where the material hazard is controlled or in the standard warehouse section. Where possi-

176 182 Chapter 9STOWAGE AFLOAT AND ASHORE

11171,0 OSITI L11.1.4 1.44.441.4. Waw AAAA. SOSO CULL! ....AY *LA.A.4. W./ W.. MAW. MAP.

.Y11 t.1140. WA. 46.064.. WAJJ1 WJA 44,444J V.4 WA ..110.,.. rerere reIVIV rereet MITT TTrrr rrreltdrd 771711 fITTO 1 es. erry-rr rrrrrr rrrrrY .nereer nnevrr VITTITTT TTTYVT, TIT TT

-¢13 C=1 ID= CCOZCO CLOIGC1 SLUM 32111,1 =I= 33:1192 rxrco2 07.3= COS W ALLY, W.LLIJ 01.4446, Kr 3.371 1ai11 O.LIAJJ. 11/4.111WJN LW.

MN*, MOWN AWW .WYW WdrYldYIN CO= cc= =on ccencrr =en G =a SIMEIS C177 11. .(TT TITTI" TTTTIT No*Sr.T.44, 01.44164

?AM IMM =Cr. darn W.VVVY 1.11*ITY YVVIVVI Adv., rAre TT/TTT TITTT ,Awdrd AAA,. d wodeeddn OTT*.

OFFICE

- AWN. AMAW OH*

10.40 Figure 94 Popularity system of storage.

ble, cross aisles should be laid out so that they cases they can be eliminated by a simple change will lead directlyto opposing doors of the in the location of firefighting apparatus. Fire warehouse. Most storage operations are carried aisles must be adjacent to windows thatcan be on in the cross aisles. used by firemen to gain entrance.

Personnel Aisles Service Aisles Personnel aisles are those used as pedestrian Service aisles are normally used for only routes only. Personnel aisles should be held to a special commodities of material. They provide minimum. Too many deprive you of valuable access to the interiors of stacks for protective storage space and at the same time encourage processing, inventory, and inspection. pilferage since they are usually secluded. DIRECTION OF STORAGE Fire Aisles I Use of the fork truck and pallet system makes Fire aisles are necessary in every depot or direction of storage a significant factor inspace storage activity, but should be kept to a mini- utilization. Selection of the proper direction of mum in number and width, since they waste storage can be invaluable in providing a variety valuable storage space. It is seldom necessary to of bay sizes without increasing the number of have fire aisles wider than 24 inches. In many working aisles. At the same time, such planning 177 183 STOREKEEPER I & C tends to spread the volume of traffic equally reducing the depth of each. The area has been over all working aisles, relieving congestion. This bisected by an imaginary line perpendicular to concept is illustrated by the diagrams in figure the line of storage, and in each row different 9-7 which develops layout in respect to direction items are placed in opposite directions from this of storage for a bay 80' square, a typical bay for line. This practice is known as "back-to-back" large-lot storage in a standard warehouse. Using storage, and is standard for all storage using the 48" x 48" pallets, about 17 pallets can be stored forktruck and pallet system. This method in each direction. allows faces for 34 items instead of 17 and each row is only 40 feet deep, the equivalent of I Single Item Stored carload. Although this layout is an improvement Aisle to Aisle over that shown in diagram A, it still makes no provision for less-than-carload quantities. The simplest but most inflexible disposition of storage space is storage of a single item aisle Side-to-Back Storage to aisle shown by diagram A of figure 9-7. With 4 pallet loads stacked in each space, there are Another method of storage which provides laces for17 different items, with each row further flexibility is obtained by placing short containing 68 pallets, which is the equivalent of rows of pallets along the sides of a large bay, as about 2 carloads of materials. This layout makes shown in diagram C. Stringers for these pallets no provisionfor storage of small lot items, are perpendicular to the predominant direction which practically every warehouse has. of storage. This is called "side-to-back" storage. An imaginary line is drawn, and small lots are Back-to-Back Storage placed from this line out to the aisles. Simply by using all aisles as faces of stacks, space has been Diagram B of figure 9-7 shows one step provided for small' lots without increasing the toward increasing the number of rows aad numberofaislesandwithoutsacrificing accessibility:

Offcenter Dividing Line

Diagram D shows how further variety in row sizes can be provided. The back-to-back line is , set offcenter, providing one very large bay and one of intermediate depth. Such a layout is desirable only when there is assurance thatd substantial numl.er of items will be held in quantities of two :arloads or more. The depth of PART A PART B side-to-back bays varies from one to four pallets to provide a variety of short rows. Pallet racks placed side-to-back in bays permit fuller space utilization. t These diagrams do not present a standard layout for any one class of materials, but are intended to point out what can be done with a fixed space and aisle arrangement to provide the maximum flexibility for storage operations.

PART C PART D - HONEYCOMBING -1: 10.44 Honeycombing referstothe practices of FigureFigure 9-7.Principles of working aisle arrangements. storing and withdrawing suppliesin such a 178 181 Chapter 9STOWAGE AFLOAT AND ASHORE manner that resulting empty space is not usable housing a rapidandsimpleoperation for thestorage of additional supply items. which can reclaim a great deal of valuable space Usuallyitresultsfrom incorrect storage or through consolidation of the material in several removal of material (see fig. 9-8). While honey- partially depleted rows into one location, or combing is not completely avoidable, it can be removal of such small quantities to small lot kept to a minimum by adhering to the following areas. In this manner unusable space and honey- rules. combing are reduced.

Store in short rows. By storing in several Store each pallet as compactly as possible. rows rather than one long row, whole rows are Honeycombing includes void spaces within the cleared and made available for storage of other arrangement of materials on pallets, which re- materials as stocks are depleted. sults in space loss. Space loss between stacks may be due to excessive overhang, resulting Store from the back. Fill one row com- from poor palletization of the stock item. pletely, storing from the back of the storage area to the aisle, before proceeding to adjacent rows. Empty one row completely before proceed- This seemingly obvious adviceis often disre- ing to adjacent rows. This is the proper method garded in order to "dress" aisles, leaving unused of withdrawing stock.Iteliminates honey- space hidden along the wall or between pallets. combing. Avoid the situation shown in figure When the pallet stack does not exactly equal the 9-8. row depth, unused space should be left on the aisles. MISCELLANEOUS Store to maximum height. Honeycombing COMMODITIES can be vertical as well as lateral. To avoid loss of cube, material is stored to a maximum practical Numerous articles are shipped in bales and heightconsideringthe floor capacity of the consequently should be storedinthe same storage area and the strength of the materials to manner. Some are baled even and solid; others resist crushing. are irregular and slack. The size of the bale varies with the commodity. Be careful not to break the Organize a regular rewarehousing program. strapping. One broken strap ohtightly com - The use of the pallet system makes reware- pressed bales will put extra strain on the other straps and may cause the bale to break open. Firm bales can be palletized and piled as safely as cases. Slack bales which cannot be palletized E m should be tiered and tied in with dunnage. (The EN use of dunnage was discussed inStorekeeper 3(t2.) qa REuOviNG PARTS I 0F sEv.,Rows Various commodities such as flour and sugar are shipped in burlap bags or waterproof pal 'r containers. Nails, bolts, or sharp edges should be eliminated in areas where bagged goods are to be stored. If these hazards cannot be removed, the bags should be protected with dunnage. If a bag 01 is broken, it should be plugged with a piece of paper and sewn. Bags containing perishables or "subject to taint" commodities should be stored on clean, 10.45 dry dunnage or pallets. Use separating paper Figure 9-8.iioneyombing due to improper removal with such commodities. Keep them away from of stock. odorous commoditiestarred rope, for example.

179 ok.16.,185 STOREKEEPER 1 & C

Barrels and drums may contain liquids such as extra care must be taken to protect it from gasoline, oil, or sirup, or solids such as asphalt, moisture. Some is coated with an asphalt prepa- hardware, and resin. Rough handling or drop- ration which becomes soft when exposed to ping may break in heads or staves. Striking with heat, so it must be kept clear of other commodi- a hard object such as the bill of a hand truck, or ties. Most pipe is too long to store on pallets. It bumping with a fork lift truck or tractor can can usually be transported by fork trucks or puncture drums. A designated space, usually a rolling. Long pipe is tiered in the same manner special building, should be set aside for drums as piling. that contain flammable material. Barrels and drums may be palletized, but weight should. be evenly distributed. A 4- by UNDERWAY REPLENISHMENT 6-foot Ward takes six drums. If tiered end up (without the use of pallets), each tier should be Underwayreplenishmentistheartand separated by strips of dunnage. science of supplying ships at sea with fuel and Corrosive, poisonous,/ and flammable liquids stores. This maneuver, one of the major achieve- are packed in glass carboys or cans. A separate ments of Navy supply and logistics, involves building or warehouse is usually set aside for this techniques developed within comparatively re- type of cargo, because it requires special care in cent times and which are still undergoing refine- handling. The possibilities of damage or disaster ment. The merits of underway replenishment are arise when this type of material becomes mixed such that its use has become commonplace, and with other types. itis now difficultfor supply personnelto Lumber is shipped and stored in all sizes and conceive of conditions in which it was necessary lengths. It is classed as dry or wet. Dry lumber for a ship to return to port to take on needed must be kept dry, but wet lumber may be stored fuel and supplies. in the open. Hand hooks should not be used on Th: primary value of underway replenishment the ends. When slinging, edges must not be is realized during wartime, since it enables a gouged with slings, as this may ruin the pieces combat ship to remain at sea for an indefinite for the use for which they were intended. period of time. It also has peace-time advantages, Manpower will be conserved if lumber stacks are as do most maneuvers developed to enhance first built to be handled by a lift or straddle combat efficiency. It provides valuable training truck. If thisis not practical when stacking, of personnel in the complex procedures of build the stack so that it can be taken down by a supplying several vessels simultaneously while fork truck. Some lumber, because of its small they are proceeding at reasonable speed. Thus, size,needs considerable stripping.Laths are in general, underway replenishment serves a dual good for this purpose. When the stack is built up purposeprovides ships with materials needed in to a fork truck load, place blocking so that it any event, and trains the crews of discharging acts as stripping, and another load can be built and receiving ships in the procedures essential in on top. wartime in which fuels and stores are transferred Because piling is round, it is easily handled by at sea. rolling with a peavey or canthook. As the butts Senior Storekeepers play important parts in of piles are larger in diameter than the tops, they underway replenishment. They work closely should be staggered when tiered. This maintains with other senior petty officers and most of the the same height at each end of the tier. Secure Is/ officers of the supply department in planning chock the bottom tier to prevent rolling; strip the replenishment procedures and in supervising with 4" by 4" lumber. Nail chocks to this the work in progress. It is principally with regard stripping, the front chock being nailed in place to planning that the background and knowledge after the completion of the tier. Succeeding tiers of the SKI and SKC are essential; and in this are built in a like manner. respect, the function of the senior petty officer Some pipe is made of cast iron, which may differs from that of the lower rated enlisted men break easily if struck a sharp blow. Other pipe involved, since the latter seldom participate in must be protected from rust, which means that planning and rarely have an opportunity to take

180

' 186 Chapter 9STOWAGE AFLOAT AND ASHORE a broad and comprehensive view of the opera- come alongside a stores ship while steaming, tion as a whole. effect a faster hookup, and transfer supplies This chapter focuses your attention on the from the delivering ship to the receiving ship at a essential elements in planning and executing rate of only 90 seconds per load per rig. replenishment on boardatypical ship (an The technique of vertical replenishment is the al:craft carrier) when receiving supplies at sea. latest innovation to improve material transfer at No effort is made here to provide a complete sea. During underway replenishment, the heli- outline or to listall the numerous steps in copter gives a vertical replenishment capability detailed form, since the procedures of receiving to supply ships which are themselves undergoing stores underway are not standardized to the radical changes. point that an acceptable blueprint can be furnished from outside. Rather, in the following The new supply ships, such as the U.S.S. pages, emphasis is placed on the factors which Mars, and some of the older ships are being must be considered in formulating local plans outfitted with helicopter platforms. Operating for efficient functioning under local conditions. from this platform, helicopters pick up supplies These factors include the coordination of vari- anddeliverthemtonearbyships.The ous departments, the stations to be manned, the installation a a landing platform on existing amount of stores anticipated, the personnel, and supply ships, however, is costly and often is equipment needed, and the special procedures complicated by structures such as guns and and safety precautions normally employee dur- other obstructions. A new development which ing replenishment operations. has been installed on some of the older ships is When all necessary factors have been consid- "HEAP" (Helicopter Extended Area Platform). ered and all essential planning has been executed Basically, HEAP is a 4-ton portable structure skillfully,theunderway replenishmentop- extending about 26 feet over the starboard side eration is a splendid and impressi' e spectacle of the supply ship.Riding on top of this featuring teamwork, speed, and precision. On platform is a 7-foot square dolly, operated by a the other hand, when the operation goes wrong self-contained winch, which moves supplies from because of inadequate planning or from other an inboard position near the cargo hatch to the causes, the situation can become a nightmare of end of the platform. There itis picked up by confusion ina matter of minutes, and the helicopter and deposited on the deck of a resulting knots of disorder may require many nearby ship. When not in use, the structure is hours of hard work to untangle. stowed upright against the kingpost, leaving the deck clear for working. Present conventional underway replenishment In a discussion of underway replenishment, methods for small ships, when compared to two methods of transfer need to be considered vertical replenishment, are slow, tedious, and highline and vertical. From the standpoint of the hazardous. For example, a destroyer in a task receiving ship, each method presents similar force screen must leave its station for replenish- receiving procedures. ment and travel at reduced speed alongside the suprily ship. This leaves a gap in the protective The highline method of stores transfers is the sciZen, increases the chance of ship collision, conventional method which was developed and and compromises the operational effectiveness perfected in relatively recent times. In a typical of thetaskforce. A few loads of supplies case, a large vessel such as a carrier is replenished from one side of the discharging ship; while delivered by helicopter eliminate these hazards. from the other side, several smaller craft such as Evaluations ofverticalreplenishment have destroyers are simultaneously refueled and re- definitely established the feasibility of the idea stocked in one-two-three order. The most recent and the vast potential.Itis anticipated that addition to the conventional underway replen- many developments will take place in future ishment system is the Fast Automatic Shuttle years to perfect further this method of under- Transfer (FAST). This system enables a ship to way replenishment.

181 187 STOREKEEPER 1 & C

TYPES OF STORES ANTICIPATED to handle mechanically. Sorting and checking must be done under your supervision with junior The number of stations which must be manned SK's and strikers assisting and directing the and used depends toa considerable degree actual movement into storerooms. upon the amount and kind of stores anticipated. A few days before replenishment, the transfer- DRY PROVISIONS ring ships notify the recipients as to the nature and amount of stores to be transferred. The Dry provisions represent a large portion of figures given are in most cases loose approx- any replenishment, since ships' personnel com- imations and can be used as rough estimates for plements consume food by the ton. This group planning purposes. A safe rule of thumb is to of material is the easiest to handle and sort. plan for a one-third excess over the tonnage Most of the items are shipped in sturdy fiber- expected, and planners should assume that at board cartons and the material moves on con- least some of every category of material is to be veyors easily; it stacks neatly on pallets, and the received. A replenishment plan must be suffi- individual boxes are light enough to be handled ciently flexible to insure that its usefulness is by one man. Checking and sorting are done in all snot destroyed by sudden, unexpected changes in cases by senior '2ommissarymen, with such quantities and types of stores received. Men assistants as are necessary. Particular care must must be on hand to handle all types of material be exercised in handling items in bags such as at once. flour and sugar. Especially important is a knowledge of the quantity and type of dangerous and semisafe material to be received. Adequate flammable FRESH PROVISIONS storage space must exist to accommodate all of such material to be received. Special procedures Fresh provisions are somewhat difficult to should be set up so that this material can be handle and to move to the reefers. This is taken directly from the receiving station to the particularly true on those ships having reefers paint and flammable liquid storeroom and not located in what appear to be the most inaccessi- allowed to accumulate on deck. An inspection ble spots possible. The process of striking fresh should be made of the paint and flammable provisions below can become bogged down in liquid storerooms, to insure that they are in these ships and must be monitored carefully. readiness to receive the material without any If potatoes are to be stowed on sponsons, great amount of time consumed in rearrange- they should be sent there directly. Manual ment of stock. handling of potatoesisthe usual rule, and Each type of stores is handled in a slightly should be taken into account when the working different manner, and is sent to different storage party is assignedmen handling heavy bags of locations. Plans for the replenishment must take potatoes need to be relieved sooner than others the pec,Aliarcharacteristics of alltypes into in the working party. consideration. Some of the most important Medical department personnel should be on aspects of handling each category are discussed hand to inspect fresh provisions for quality and in the following paragraphs. recommend survey when appropriate. Commis- sarymen should be stationed, in such places as GENERAL STORES necessary to detect spoiled produce before too much labor is wasted in moving it below. General stores received during replenishment Considerable waste may be encountered if the normally included the so-called BIG TWENTY working partyis not adequately supervised, (Atlantic Fleet) or PACFLAP (Pacific Fleet) through the breaking open of crates to get fruit items. There are enormous amounts of bulky to eat on the spot. However, the damage can be materials such as rags, toilet paper, brooms, reduced to acceptable limits by opening a few swabs, and paint, all of which are difficult to crates for consumption by the working party. handle. Many of the items are almost impossible Thereafter, attempts of individuals to open

182 188 Chapter 9STOWAGE AFLOAT AND ASHORE other crates should be dealt with sternly. Partial- full view of a responsible petty officer at all ly open crates not only waste the food which is times. spine'', but contribute the more serious danger of men slipping on the juicy pulp on the deck. Sand or other material should be on hand to sprinkle over wet decks to prevent slipping. DEPARTMENTAL RESPONSIBILITIES FROZEN PROVISIONS Replenishment at sea comes very close to living up to the hackneyed phrase "an all-hands The most important requirement when mov- evolution." With the possible exception of a ing frozen provisions is speed. i'articularly in hot major ammunition movement, it involves more climates where steel decks become very hot, men directly andphysically than any other frozen foods may be reaching the safe limits of operation. Material is removed from holds in the out-of-refrigeration time when they are received delivering ship, loaded into cargo nets, and sat and should be moved into the refrigerators with across to the receiving ship at rates of well over a a minimum of wasted motion. Monetary loss on hundred tons per hour. It must be removed from spoiled frozen foods is high, due to the greater the landing area as fast as it arrives, and struck processing cost. Checking and sorting should be below at approximately the same rate. With all accomplished by Commissarymen. of this activity concentrated into a short time, Working party units assigned to handle frozen the efforts of all these men must be coordinated foodstuff should be advised in advance to wear carefully to avoid chaos. gloves, if they are to handle the boxes manually. Overall control and coordination are vested in The gloves should of course be reasonably clean, the executive officer. He usually holds a meeting and it should be possible to have canvas work of department heads, at which time the responsi . gloves issued for this purpose from supply. bilities of each are outlined. The detailed planning and the day-to-day coordination with other ACCOUNTABLE STORES departments are then normally turned over to the supplyofficer. Thereafter, the executive Receipt of fairly large amounts of ship's store officer is kept informed of progress in planning stock is routine on a replenishment. Clothing and takes an active part only if difficulties arise items are normally received in small lots. The which cannot be handled at the lower level. bulk of the shipment consists of sea stores During the replenishment the executive officer cigarettes. The Ship Service division should be remains on the bridge, and the supply officer is represented by responsible men at each loading in charge of the movement of stores once they stationtotake charge of such accountable are received. material as soon as is received. Accountable While several departments other than supply itemsare sometimes found mixedit with are actually concerned with replenishment, only general stores or commisary items, in spite of weapons and ainidepartments visibly take part. the care exercised by shipping and handling These departments are discussed separately. Op- activities. erations is responsible for mail being transferred, Virtually all items in this category are highly and for transfer of personnel when required. pilferable, and every man in the supply depart- Engineering personnel man elevator pumprooms, ment should assistin preventing theft. While grant permission to open hatches as required, relatively few men attempt to steal, there are transfer movies, and insure that sound- powered always a few v, lo try to steal a case of candy. If telephones are available and working. The Air- the shipment is large, responsible petty officers craft Intermediate Maintenance Department is from other supply divisions may be utilized as responsible for maintaining forklifts and other escortsfor working party men carrying the materials handling equipment. Although they material into storerooms, or for watching con- have additional duties when transfer of fuel or veyor tracks or chutes. Every foot of the entire gasoline is involved, these operations are not a route followed by accountable stores must be in direct concern of the SK.

183 189 STOREKEEPER 1 & C

WEAPONS Figure 9-9 shows the location of replenishment stations on a typical large carrier. Receiv- The weapons department normally has a ing stations one and two are on elevators one representative attend at least one of the later and three respectively, the elevators being at planning conferences discussing replenishment. hanger deck level. The third receiving station This department isresponsible for physically normallyusedduring vertical replenishment loading the material on board the receiving ship operations, is on or in the vicinity of the number (except during vertical replenishment), for en- two elevator. forcing all safety precautions at replenishment Sorting stations are close to the receiving stations, and for insuring that all nets, slings, stations where net loads may be towed by pallets, and other handling material belonging to tractor or delivered on roller conveyors. At this the delivering ship are returned. If weapons point, stores are sorted and palletized on the department elevators are used in striking stores basis of strike area (station). Figure 9-9 shows below, weapons department personnel operate major strike areas where mechanical equipment them. The weapons department representative is is available; however, strike areas are located primarily concerned with the number of tons to anywhere in close proximity of the ultimate be received and the rate at which the material stowage area of significant amounts of materials. comes aboard.

Receiving Stations AIR The first group includesallthe receiving Theairdepartment representative tothe stations, the sites where the material first lands planning conference is mainly interested in the when itis received on board. Most receiving amount of clear deck space required; and the stations are located on the hanger deck. Ship elevators which must be manned or stowed. designs vary, even within a class, with conse- During vertical replenishment operations,air quent variations in number and locations of department personnel also provide direction to receiving stations. - the helicopter in spotting each net load. Elevators one and three remain lowered to hanger deck level; helicopter receipts are received on elevator two at flight deck level. The REPLENISHMENT PROCEDURES use of elevators as receiving stations is advanta- geous in that adequate space is available for Replenishment procedures encompass several handling stores. areas that require a senior storekeeper's knowledge andattention. These areas of required Material is under the control of the weapons knowledge include the different stations used department(air departmentin the case of during replenishment, the personnel required, vertical replenishment) until the nets are de- the, equipment to beused and the actual tached from the transfer rig at the receiving procedures employed for the receiving, strike- station. At that moment the stores become the down, and transfer of accountability. problem of the supply department. They must be removed from the receiving station as quickly as possible. The time interval available is the REPLENISHMENT STATIONS time requir '1for the hook to travel to the transferring ship, pick up a loaded net, and A replenishment station is any location where returna matter of moments. Material received some significant actiori is taken on the stores by helicopter must be moved into position on being received. The station can be divided into theelevator expeditiously and the elevator threegeneral groups receiving, sorting, and promptly lowered to the hanger deck, cleared of striking. Stations w:+hin a group cover the same stores, and promptly raised to the flight deck for function regardless of location. the next load.

184 190 Chapter 9STOWAGE AFLOAT AND ASHORE

Sorting Stations On theseships,provisions may be shunted directly below to the mess deck before sorting. The second group is composed of the sorting If the storerooms are located in other parts of or segregation stations, where the material is the ship, sorting must be done on the hanger separated by type and storage destination. These deck. Material received by helicopter on the stations may be located at any point, depending flight deck isusually shunted promptly to a upon local conditions. Sorting necessarily re- hanger deck sorting station. quires a fair amount of space, especially since there may be temporary delays while unit loads Strike Stations of one item are assembled. The main considera- . tion in assigning locations for sorting stations The strike stations, the third group, are the must be that no time or effort is wasted. access hatches when. the material is moved Some ships are designed so that commissary below decks. Included in this group are the storerooms are accessible from the mess deck. ammunition elevators, hatches where pallets are

POTATO STOWAGE rg,ON01 I I I LADDER I STORES a SOME I EI.EVATION I 1--- TRAY LIFT PASSAGE FOR MOVING STORES FORE AND AFT A/C ENGINE CONVEYORS AREA HATCH

LADDER

ELEVATOR NO.4 {ELEVATOR NO.3 ELEVATOR NO.1 NO.2 No. I RECEIVING RECEIVING STATION STATION ( A )

NO.3 RECEIVING STATION

INO.2 ELEVATOR .0...... ". WI...... 0 'so...... a, ...... "'......

flO. 4 NO.3 NO. I \ LEVATOR ELEVATOR ELEVATOR (B)

10.152 Figure 9.9.Carrier deck plans (A) Hanger deck; (B) flight deck.

185 19'- STOREKEEPER 1 & C

lowered by electric hoists, and hatches where Thereisatendencyfor departments to material is passed down by hand by sliding on furnish the petty officers who can best be spared board, or (town metal chutes or belts. from their primary duties. This usually means This groupiscriticallyimportant. Access that a large majority of them are new third class hatches must, of course, remain open until the petty officers. Many of these men are excellent stores are struck below. A ship isin danger petty officers, but in the group there may be whenever she is unable to seal off all compart- many who lack supervisory experience. The ments within a very few minutesimpossible to supply officer should be tactfully reminded do during a replenishment. Prolonging the strik- earlyinthe planning stages to bring up the ing phase, therefore, exposes the entire ship and subject with the other heads of department, and crew to danger for an unnecessarily long time. to insist that only qualified petty officers be Thisis unacceptable to any responsible com- furnished. Itis to the advantage of the other mand. departments to expedite the replenishment; and the better qualified the men they send, the better the chances for an early completion. PERSONNEL REQUIREMENTS Some ships specify in their replenishment plan that team petty officers be second class petty The number of men required for a replenish- officers or above. ment depends primarily upon three variables the number of stations to be used, the kind and amount of stores to be received, and the Working Party equipment availablewhich serves to reduce manual labor. The number of men required is fairly simple Itisprobablethat the ship has alocal to compute. Each station which is to be used instruction which lists the number of men and shou:d be considered separately, taking intc the type of equipment required at each station. account the amount of stores to be handled at The instruction should be studied carefully. If it the station and the equipment which is to be appears to be inadequate or incorrect, the used there. Heavy and awkward materials which planning group should not hesitate to recom- must be handled at high speed (such n.potatoes) mend changes based on careful analysis of each require that men be relieved frequently. Relief provision in the instruction. should also be provided 'for any team or teams A replenishment plan, published prior to the who are to be on station for an unusually long operation, should assign units to stations, with *.stime. Tired men are apt to have accidents and deck and frame numbers listed where the men materially slow the operation. Relief should be are to assemble. by rotation of units with, in the most cases, the relieved unit standing by to take over at the end of the rest period. Considerable team competi- Petty Officers tion can sometimes be generated which speeds movement e' tile material and reduces the effect Petty officers from the department furnishing of fatigue. men for the working party are the backbone of If material is to be removed from receiving any good replenishment. Orders should be issued stations-. by towing the loaded cargo nets to the through themor their men. Petty officers are sorting stations, one team should be assigned io required at a ratio of one for each ten men in each receiving station to pick up items which the working party. These ten men should be spill out of the nets. This occurs frequintly under his control as a team at all times and he enough so that provisions should be made in should be responsibleforseeing that they advance to take care of it. These teams may be remain on station until dismissed. Ideally, he secured as soon as the last load of material is should be personally acquainted with each man aboard, or may be shifted to another location as so that he does not have to keep track of oror a relief party. The team petty officer should two strangers in a large group. know in advance what is required.

186

1 9eta " Chapter 9STOWAGE AFLOAT AND ASHORE

Meeting of Unit Leaders way. Each of these men have stronger-than-average wills and sturdy qualities of leadership. Too The day before the replenishment, the supply many strong personalities operating in a given officer should call a meeting of all unit petty area. with each trying to do things his own way, officers. The objective of the replenishment result in conflicting orders. Itis far better to should be explained to them, with emphasis on break the functions down and give each surr- the part they play in achieving those ends. visor clear responsibilities within a definite area. Each unit leader should then receive a briefing Holders of adjacent territory then tend to keep on what his team does,thematerials they him within bounds. handle, and approximately how long they are to A special chain of command should be estab- be on station. This briefing should stress the lished for replenishments. At the top isthe importance of beingsafety conscious. Unit supply officer, who doubtless observes the oper- leadersshould be made aware of expected ation from various spots on the hanger deck. He receipts of dangerous or semisafe material. how may need runners to keep him informed. such material is to be handled, and what part The next level is the junior officers of the their unit might play. department, each with responsibility in a par, If his men are expected to provide relief for ticular area. If there are not enough areas to use another unit, the unit leader should meet the the available junior officers. some of them may other team leader and there should be a clear be designated by the supply officer as observers understanding of the length of work period. who are assigned to look for ways to improve Relieving should then be left up to the unit future replenishment and be on the alert to spot leaders with supply personnel free to deal with any unsafe practices or potentially dangerous other problems. situations. if any unsafe conditions are observed, Any peculiarities of the equipment involved they should be called to the attention of the should be explained to the unit leaders who are responsible supervisor at once, and brought up to use it. They should know where and when to later atthe critique (discussed later in this pick up and return all equipment used by them. chapter). Rotation is usually practiced so that Briefing may be done by senior petty officers they may take part in the next replenishment. If in supply or by junior officers in the depart- there are not enough junior officers to fill the ment. The only important factor is that each required posts, the most senior petty officers are unit leader should be thoroughly informed of assigned to fill in as necessary. what is to take place. The third level consists of senior petty officers who are assignedto specific functions Assignment of Supply within the areas supervised by the junior offi- Personnel cers. The functions assigned to each should be clearly definedin advance. Each should be As stated before, a substantial number of the responsible only to the officer in charge of that officers and petty officers in the supply depart- area. ment must be used during a replenishment. Other levels may be establishedif local Some supervise, some check and sort the various conditions warrant. Care should be exercised kinds of material received, and some are avail- that each man in each level answers only to the able to accept accountable stores. man directly above him, and each should know who his immediate senior is. SUPERVISORS.In planning the assignments of supervisors for the replenishment, particular CHECKERS.Checkers are assigned to check attention should be given to the possibility of and sort only. These tasks occupy so much of causing confusion through oversupervision. Ev- their time that they are unable to supervise any ery competent officer and petty officer leaves otheractivityeffectively.Theyconfine his own personal mark upon whatever he does. themselves to directing separation of different This is done quite unconsciously in most cases, items, leaving the movement and storage of the and consists of doing things in his particular items to the men assigned supervisory -duties.

187 193 STOREKEEPER I & C

The fact that a man assigned to check or sort taken quickly. A replenishment can suddenly is senior to the man assigned to supervise gen- develop. much the same symptoms and can eral movement of material does not s tve to ne- require corrective action just as quickly. It is gate the authority of the supervisor whose posi- likely that every unit taking part has a fulltime tion is military rather than professional. job already and cannot be spared. The solution Each station where material is checked and/or is to have one or two units, preferably made up sorted should be manned by qualified men to of men within the department, who are assigned handle each type of material reasonably ex- to stand by for emergency use wherever needed. pected to be encountered there. If provisions are Quick use of such a squad can sometimes save a segregated on the mess decks, there is obviously replenishment from becoming hopelessly fouled. no point in having AK's or SH's standing by to Men in charge of the units should be able to accept material which is never delivered. inspire their subordinates to maximum effect if To cite an example, refer to figure 9-9, which necessary to break the jam. shows the location of all stations ona typical largecarrier. During a replenishment, supply Muster the Working Party department personnel may be assigned as follows: Otherwise sensible petty officers have been JUNIOR OFFICERS may be assignedon the observed trying to muster 500 men during the basis of one to each of the three hanger bays and last 30 minutes before stores start arriving on a one to the flight deck, if that station is to be major replenishment. It cannot be done and to used: Usually an officer is also assigned to each attempt it is folly. of the forward and after mess decks if provisions Unit leaders should muster all working party are to be strum below from these points. personnel and escort them to stations assigned. PETTY OFFICER SUPERVISORS should be The unit leaders should then report to the petty assigned smaller areas. For instance,one man officer supervisor on the station that his men are should have charge of movement of material present. from receiving station one and two to the At this time the unit leader should stress the sorting area. Another similar assignment should importance of safety, inform the men of any be made for the flight deck receiving station, if expected receipt of dangerous materials, and used, and a third man should be assigned to instruct them on how these materials should be movement of material from the sorting station handled. to strike stations. Each strike station should At a predetermined time, usually 30 minutes have a supervisor. before commencement of the replenishment, the Checkers should be assigned to each sorting supervisors should report the master to the station to direct segregation of material. They officer in charge in each area. If any units have must be thoroughly familiar with the material not reported, there is still time for thc officer in and storage locations. Movement of material out charge to contact the applicable divisions and of the sorting station should be the province of get the units on station. Muster lists stowing the supervisor. only the unit lead?.rs and divisions furnishing the Movement of material from the flight deck men should be available to petty officers super- should be the responsibility of the supervisors vising stations. assigned to the flight deck. When material has been loaded onto elevator two and lowered to EQUIPMENT hanger deck level, it then becomes the responsibility of the hanger-bay-one supervisor to insure Efficient use of materials handling equipment movement to the applicable strike stations. eases the movement of cargo in holds and on Assignment of Standby Units decks during replenishment operations. On combatants, the kinds of equipment available and Men moving logs down a river know that the space available at replenishment stations some small obstacle can build up an over- vary from ship to ship. Transporters, fork lift whelming log jam if corrective action is not trucks, pallet type hand lift trucks (pallet jacks),

188

1 414 Chapter 9STOWAGE AFLOAT AND ASHORE hand trucks, dollies, skate wheel and roller the horizontal movement of cargo on deck and conveyors and other devices are provided toaid have capabilities of negotiating ramps to accom- the cargo movement to minimize the time and plishtransit of cargo between decks. Trans- effort required to complete the replenishment porters may be either gasoline or diesel powered operation. Ships cannot properly perform their units. Transporters may also be provided with primary mission while supplies cluttertheir thecapabilityof liftingloadsin order to decks, bays and passageways. The replenishment accomplish on-loading from a variety of levels. operation itself will be delayed unless receiving areas are kept clear. Thereplenishment plans for Fork Lift Trucks each ship must be designed to make optimum use of the ship's equipment.As a matter of A fork lift track is a vehicle designed to pick necessity much of the ship's material handling up, carry and stack palletized loads.Standard must still be performed by manpower, but may fork lift trucks are available with lifting capaci- employ any of the following units of equipment ties of from 2,000 to 15,000 pounds and lifting to supplement this effort. heights from 50 to 210 inches. However, units carried aboard :tip are usually in the capacity Pallets range of 2,000 to 6,000 pounds. Fork lifts are available in gasoline, diesel or electric powered The normal procedure is for supplies to be models and may be equipped with solid or unitized on pallets when delivered aboard com- pneumatic tires. Electric models with solid tires Their use batantships.Mechanized movement aboard are more commonly used aboard ships. larger ships will generally be accomplished in full eliminates the danger from carbon monoxide unit loads. During strikedown empty pallets not contamination in confined spaces. Fork lifts are used for storage should be neatly stacked out of employed for the horizontal movement of pal- the way of the material flow in preparation for letized loads on deck and may also be used to their return to the auxiliary. The stacking and transport loads between decks where adequate return of the pallets may be an individual station ramps are provided. responsibility or the responsibility of the entire replenishment evolution. When a station is no longer receiving cargo it is clear to return pallets Pallet Jacks to the auxiliary. The station should be used for this purpose atthe discretion of the cargo Pallet jacks are available in two designs: the officer on the combatant and with consent from hand operated, manually propelled model and the auxiliary to return empty pallets. A reason- the electric powered hand operated model. This able amount of care should be exercised in type truck is commonly used where a fork lift handling and returning the pallets to the auxili- truck may not be operated because of space ary since their reuse will result in aconsiderable limitations and where tiering of pallet loads is savings to the Navy. not required. The -electric powered model is capable of negotiating slight inclines under load but generally this type equipment is limited to Transporter horizontal movement. A transporter is a vehicle designed to receive, Tractors carry and off-load a multiple number of pallets per load. Standard transporters are available A tractor may be employed for towing loaded with capabilities of carrying 4 pallets. Trans- trucks or dollies in the horizontal movement of porters areavailable with various types of cargo on deck. A tractor has only pulling conveyor decks capable of loading from afixed capabilities so that loading and unloading of conveyor or from other external sourcesand trucks or dollies must be accomplished by other capable of off loading to an external conveyor means. Tractors may be either gasoline, diesel or or other source. Transporters areemployed for electric powered mid equipped with either solid

189 195 STOREKEEPER 1 & C

or pneumatic tires. Tractors are rated by their conveyor. This type conveyor employs an end- drawbar pull capacity. less chain traversing in a vertical directionover sprockets or wheels at the top and bottom with Trucks and Dollies horizontal bars or trays attached toconvey the cargo. Where such conveyors are employed cargo Four wheel trucks and pallet dolliesmay be is generally deposited on a conveyor ahead of available aboard ship for short haul horizontal the infeed station which loads theconveyor movement of cargo with manualmeans or with automatically atpredetermined intervals and the aid of a tractor. Two wheel hand trucksare correspondingly unloads the cargo automatically also available for manually handling material. atthe various receiving deck levels. At the unload station there may also be Conveyors means where the cargo is fed out on a section ofconveyor A conveyor is a means of transporting from where it is taken for storage. Suchconvey- cargo ors may be employed for movement of pal- from area to another either horizontallyor vertically with the aid of wheels, rollers, chain, letized or packaged cargo. Whereconveyors with belt, or other means supported or connected by pallet size capabilities are available such loads may be handled by fork lift trucks. Where "means of a metal framework. Horizontalmove- ment on deck may be aided by the use of gravity smaller conveyors are available by necessitythe type wheel or roller conveyors which may be pallets must be broken down at theupper deck assembled from a number of uniform length level and the individual_ cartons fedover the conveyor to the storage level. Ladder chutes or straight sections and curves to meeta number of different type situations. Standard sections of feathering tread ladders may be providedas a either wheel or roller conveyors are available in means of movement from one deck level to 5 or 10 foot lengths and curves with 45° to 90° another. Ships that do not have such equipment turns with provisions for connections at the must devise make shift arrangements suchas ends. Both types of conveyor are also available sliding boards for movement of material be- with the top of the rollers or wheels above the tween decks, Such arrangements generallyre- supporting frame (rollers high or wheels high) quireadditional manpower often with slow and with the top of the rollers or wheels below unsatisfactory results. the top of the supporting frame (rollers lowor wheels low).Standard widths .are normally RECEIVING STORES available ranging from 12 inches wide toa [ maximum of 48 inches. When only narrow Careful planning on both the deliveryand widths are availableitis practical to lay two receiving ships is necessary to successfullytrans- parallel lines with sufficient spacing betweento fer provisions and stores. Preparationsshould properly accommodate the width ofa pallet begin well in advance of rendezvouswith all load without danger of tipping. When used in replenishmentstations manned prior tothe this fashion, the "rollers high" typeconveyor is combatants approach alongside thesupply ship. necessary.Itis more practical to make up As the first loads of suppliesare landed the men temporary arrangements of narrow width units at each station must of necessitytune their ' because of the ease in handling lighter weight activity to the pace of the transferto insure that sections. Standard sections are available ineither a continuous smooth flow of supplies is main- aluminum or steel. A variety of arrangements of tained during the replenishmentoperation. A gravity wheel or roller conveyormay be utilized well organized replenishmentoperation will re- at the receiving station to quicklymove cargo sult in a significant reduction inalongside time from this area to avoid congestion. and strikedown time. It is theresponsibility of the station Captain tosee that the landing area is Tray Lift Conveyors clearprior to the receipt of thenext load. StEikedown crews must insurethat the staging Vertical movement between decksmay be area does not become so saturated with material accomplished by means ofa vertical tray lift that the clearing of the landingarea is hampered. 190 Chapter 9STOWAGE AFLOAT AND ASHORE

If conveyors are used enough men should work by air department personnel and safety precau- thestationto insure prompt movement of tions are observed in accordance with current material. regulations. The actual hooking and unhooking of each net load on and off each helicopter delivery is performed by air personnel. Strikedown Supply personnel are responsible for insuring that each net load of stores is moved into The removal of supplies from the primary position on the elevator expeditiously and that receiving area to the strikedown station should the elevator is promptly lowered to the hanger be planned and executed in an efficient manner deck. The elevator is cleared of stores on the to prevent interruptions in the replenishment hanger deck and the empty elevator is then operation. Where overflow in the primary re- promptly raised to the flight deck to receive the ceiving area is imminent an overflow area must next helicopter load. be designated. Operation of the elevator is performed by air All chilled and frozen commodities must be department personnel. Fast timing in shuttling assigned top priority for strikedown to prevent stores to the hanger deck and returning the spoilage. Therefore plans for a by-pass routing elevator to the flight deck is essential to keep up must be included in the replenishment operation with helicopter deliveries without the accumula- to expedite these commodities from the re- tion of a backlog on the flight deck. The landing ceiving station to final storage. area must be kept clear at all times to be ready It is especially important to avoid disrupting for the next load. the flow of dangerous and semisafe material to Empty nets are picked up by the helicopter. the proper storerooms, for as long as these usually in groups of five or more. They should storerooms are unsecured and flammables are on be assembled with all loose ends inside a net and deck and in passageways, the shipisin a ready for pickup as quickly as possible. Loose vulnerable condition. lines can be drawn into the after rotor, damaging Cargo nets must be returned to the trans- the helicopter. Supply department personnel ferring ship on a continuing basis, usually in should send requisitions, messages, or related groups of five or more, for reuse. As each is questions to the supply ship in the first return- emptied, it is returned to the receiving station.lt ing empty net. is best to have a man checking the cargo nets Material which requires a receipt, such as aboard and off again at each receiving station, medicalstores,mail,registeredpublications, since any left aboard are invoiced to the ship movies, etc., are usually received as early as retaining them. A simple system of tallying possible during transfer to allow time for signing should be followed, with five back canceling five recepts and returning them in subsequent nets. over. This leaves only a few marks to be counted Appropriate personnel should be on the flight at any one time if the tally is kept corrected up decktoreceive such material earlyin the to the minute. replenishment.

Via Helicopter Transfer of Accountability

The receiving procedures applicable to re- During replenishment underway, deliveries are ceivingmaterialviahelicopter arein most consideredcompletewhen thestores have instances supplementary to those applicable to cleared the side of the issuing ship. However, if, conventionalhighlinereplenishment,since during underway replenishments, stores are lost underway replenishment is often accomplished into the sea orother shortages exist, the supply both by highline and helicopter simultaneously. officer of the receiving ship takes the following Air department personnel are on hand at the actions: receiving station to provide direction to the helicopterin spotting each net load. Com- 1. He documents the loss or shortage by munications are established with the helicopter preparing a survey. No further accounting is 137191 STOREKEEPER 1 & C required when a charge to the type s.ommander's recognized, that not all of the precautionsor operating budget is not involved or when the regulations discussed in the following paragraphs material is not reported in a stores account. will apply in every case and they should be used 2. In all cases when a survey is prepared, he only as general guidelines. Each ship publishes forwards immediately to the issue shipa copy of its own safety regulations as part of the ship's each approved survey. For losses not requiringa regulations and the supervising SK should be survey, he notifies the issue ship so that correc- familiar with them. tive action may be taken. 3. If the material was to be taken up in NSA UNSAFE CONDITIONS and reported in a stores return byor for the recipient ship, he forwards the original andcopy No stores loading evolution is entirely safe. of the approved survey immediately to the issue Even when loading stores from the pier, safety ship for preparation of a credit transfer (not must be stressed continually. During underway applicable to a carrier). replenishment (especially at night with darkened 4. If the value of the stores is S100or over ship conditions) the hazards involved in loading and a charge to the type commander's operating stores increase greatly. It will be up to desig- budget is involved, he forwards the original and nated supervisors to enforce safety regulations a copy of the approved survey immediately to and to insure that safety precautions are taken the issue ship for preparation of a credit invoice. during underway replenishment even though If the value of the stores charged to the type masters-at-arms will probably be stationed at commander's operating budget is less than S 100, known hazardous areas and several officers may the loss or shortage is absorbed by the receiving ship. be assigned to insure that safety is observed. To enforcetheseregulationsor to insurethat necessary precautions are taken the senior SK SAFETY PRECAUTIONS must be aware of them. SK 3 & 2, NavPers 10269-G, and other chapters of this training Throughout this chapter various safetypre- manual point out safety regulations for handling cautions that should be taken during underway stores, stowage, and operation of material han- replenishment have been emphasized. Thepur- dling equipment. However, some regulations, pose of this section is to reemphasize some of precautions, or unsafe conditions apply only to these precautions and to point out other appli- underway replenishment or are considered to be cable safety precautions, regulations, or unsafe important enough to be mentioned again. conditions that have not been previouslymen- tioned. 1. Personnel working topsidc should wear an Because a ship is extremely vulnerable during orange life vest. This is mandatory for those underwayreplenishment,speedinhandling personnel assigned to receiving stations. During stores may be over emphasized, thereby creating night operations this life vest must be equipped an atmosphere of urgency that could cause some with a flashlight and plastic whistle. safety precautions to be overlooked. It is there- 2. Allpersonnel engaged in the operation fore imperative that safety be stressed even more must wear safety helmets (supply personnel and thanusual andalsodoubly necessarythat checkers wear orange helmets; and officers, designated supervisors be aware of all potential CPO's, and supervisors wear white helmets). hazards. 3. Thosepersonnelengagedinoperating For safety precautions to be effectively taken, material handling equipment, hoists, conveyors, the supervisor must be able to recognize unsafe or other mechanical equipment should be thor- conditions; he must implement a sound safety oughly familiar with the peculiar safety precau- program creating an atmosphere of safety con- tions concerned, It is the supervisor's function sciousness and he must have a workable system to quiz these personnel to check their knowl- for inspecting all hazardous or potentially haz- edge of the applicable regulations. ardous situations, equipment, and areas encoun- 4. The safehandling, expeditious striking teredduring underway replenishment.Itis below, and correct stowage procedures for dan-

192 195 Chapter 9STOWAGE AFLOAT AND ASHORE gerous and semisafe material is extremely impor- days after replenishment and should be attended tant. The mishandling of this material or the by, as many of the men in the department as commingling with other stores could endanger potlibleand eachofficer and petty officer the whole ship. taking part or observing should stand up and 5. Open deck hatches are always a hazard. give his views. Any unsafe practices or poten- Safetylines should be installed immediately tially dangerous situations that were observed uponopening.Duringnightreplenishment should be brought up at this time. Recom- guards should be posted to warn personnel mendations for improvement should bedis- nearing these hatches. cussed on the spot and, if adopted, recorded for 6. Spectators should be kept away from the later use. A special file should be maintained in replenishment operation. This will usually be supplyoffice to insure that valuable lessons accomplished jointly by the replenishment sta- learned the hard way are not lost. tion supervisors, the master-at-arm force, and, if Recommendations for correcting unsafe con- necessary, the supply officer. Also the executive ditions that require action by shore activities officer will probably issue a prior warning to all (inventorymanagers, supplycenters, supply hands to remain clear of replenishment stations depots, etc.) should be sent to the activity and stores handling areas. concerned and to the Naval Supply Systems Command via official channels. Prompt submis- THE SAFETY PROGRAM sion of such reports contributes to Navywide safety programs. The major causes of accidents are carelessness, inexperience, and attitude. The goal of a good INSPECTING THE OPERATION safety program should be the elimination of these causes. Whereas an effective training pro- One means of insuring that all known hazards gramcan overcome the inexperience factor, or potential hazards have been checkedis to carelessness and attitude can only be overcome developachecklistsimilar to the aviator's by constant vigilance,stern enforcement of preflight checklist.Items brought up at the safety regulations, and most importantly the replenishmentcritiqueorthathavebeen supervisor's enthusiasm in selling safety to his brought forth by subordinates or are a result of subordinates. personal observation can easily be added to the In addition, the critique is an important part checklist and included ir. the safety inspection of the safety program. It should be held a few of the next underway replenishment.

193

AS r, .11.o,,j CHAPTER 10 AUTOMATED SUPPLY PROCEDURES

In your training manual for Stor:keeper 3 and Before we discuss automated supply proce- 2, you studied the basics of the use of autottlatic dures, let us briefly review the types of equip- data processing (ADP) aboard Navy ships, with ment that compose the systems installed on emphasis on the Shipboard Uniform Automatic Navy ships. Basically, the installations are of two DataProcessing System (SUADPS) installed types: electric accounting machines (EAM) and aboard carriers, tenders, AFS's and repair ships. automated data processing (ADP) systems. Since that manual was written, the installation and usage of ADP afloat has been rapidly EAM SYSTEM extended. The systems in use currently are of such complexity and variety that it would be An EAM system is composed of a group of impractical to attempt to describe them all. This electric accounting machines which perform a chapter will concentrate on the tenders and group of functions such as sorting, collating, and repair ships.If you understand their systems key punching with each operation controlled by clearly you will be able to relate your knowledge a wired board. The machines read input from to the system installed in the ship to which you punched cards, perform arithmetic computa- are assigned and to the supply procedures for tions much like a desk calculator, and produce which you are responsible. output in the form of listings and/or punched cards. Some ships currently have only EAM, AUTOMATED SUPPLY SYSTEM which produce documents that are used as input to automated supply systems such as those Automated supply means that the posting of aboard tenders and repair ships. stock records, obligation of funds, inventory management, and other supply functions that ADP SYSTEMSUADPS have been accomplished manually are now being done by machines. With the arrival of machines, The ShipboardUniform Automatic Data individual SKs may feel that they are on their Processiq System performs common, routine last leg or take the attitude of "let the machine functions in a uniform manner; using the UNI- do it". Neither attitude is warranted. It is true VAC 1500 computer system. that machines are now doing the bulk of the tedious and time consuming tasks that have long Primary Components been associated with supply management aboard larger ships; however, as an SK 1 er SKC you still The following are the primary components: must supply the various items of information required to make the machines used by an Computer Central Processing Unit (CPU) automated supply department produce the desired results. Basically you must be aware of the Magnetic tape unit concepts used in automated supply, how to identify/code input documentation, and most Input/Output Teletypewriter important "HOW TO ANALYZE AND DIS- TRIBUTE OUTPUT". This may sound like a Card Reader-punch-interpreter (CRPI) monumental task, but as you read this chapter you will see that it is really quite easy. High speed printer

194 200 Chapter 10AUTOMATED SUPPLY PROCEDURES

Peripheral Equipment so that a single update can acceptand validate all input, post to all applicable files, and create In addition to the primary U-1500 computer necessary output. components, other equipments are necessary for system operation. These card processing equip- SYSTEM MAINTENANCE ments are designated as peripheral. Usual components and their functions are: The NavyFleetMaterial SupportOffice (FMSO) is responsible for the maintenance of all Key puncher and verifier (used to punch afloat automated supply systems. Through its and verify data punched in cards) shipboarddivision(Fleet Assistance Groups, Atlantic and Pacific) it promulgates applicable Sorter (used to sort punched cards in any support procedures governing system operation. desired sequence)

Collator (usedto compare two tiles of DOCUMENT IDENTIFIERS cardssimultaneouslyinorder to match or combine the two into one file) bocument identifiers (DI) are three position codes which identify a particular type of trans- Interpreter (used to read the holes punched action, (e.g., a requisition, a receipt, or an issue). in a card and print the data across the card) The computer is programmed to recognize DI's and to process transactions against proper stock SUADPS FUNCTIONS and financial records. The DI is a mandatory entry on all input documents in SUADPS as all TheShipboardUniform Automatic Data processingiscontrolled by theDI, and all Processing System (SUADPS) is a uniform sys- reports and output are obtained through the use tem among thevarious shiptypes inthat of aDI. Maximum interfacewithexisting common routine functions are p,rformed in a MILSTRIP documentidentifiersisprovided uniform manner, and the U-1500 computer since MILSTRIP DI's have the same meaning in system is used by all. However, the absence of or SUADPS. For example, an AcIA document addition to data in system files may vary. This is identifieris recognized by both systems as a primarily because the method of accounting for requisition. funds is different for an end-use ship than for a stock-funded ship. TYPES OF DOCUMENT SUADPS was designedto improve afloat IDENTIFIERS supply management by utilizing automatic data processing equipment. Under the SUADPS con- Four types of document identifiers are used cept, all inventory control and financial records in SUADPS. are stored and managed on magnetic tape or drum. files. To simplify shipboard data process- Type 1 (DOD and SUADPS DI's)An "A" ing, each definable requirement (e.g. issue trans- or "B" in the first position (CC-1) of each DI. action)is programmedinaself-contained They have the same meaning to SUADPS as they module. This programming technique permits do to MILSTRIP. locally generated transactions, as well as exter- nally generated status and change notice actions, Type II (SUADPS Internal DI's)An "X", to be introduced into Lie system at a single "N", tor "U" in the first position. They are pointof entry.Inorderto guard against unique to SUADPS for the purpose of maintain- erroneous postings, a separate module validates ing inventory and finan, ial records. all data at the point of entry, using extensive comparisons and validation tables. After each TypeIII(SUADPSControlDI's)A module completes its function, control is auto- numeric digit in the first position. They are used matically returned to the executive component to obtain reports and other output.

195 201 STOREKEEPER 1 & C

ti TypeIV (Computer generated DI's)A quantity due for each outstanding requisition "Z" in the first position. "Z" DI's are internally against a stock number. generated by the computer in order to accomplish internal processing requirements. "C" SUB-RECORDS (BACKORDER) Contains the document number, fund code, Figure 10-1 is a partial listing of type I and II priority, quantity, and department code (DPC) document identifiers. for each backorder outstanding against the stock number.

SYSTEM FILES "D" SUB-RECORDS (SUBSTITUTE) Contains the Federal Stock Number (FSN) of The three types of files maintained in the any items which can substitute for the basic SUADPS system are tape/drum, manual, and stock number, or the stock number for which output files. the basic record can be substituted.

TAPE/DRUM FILES "F" SUB-RECORDS (RETAIN)Contains a document number, a receipt in processing The major files in SUADPS are maintained on (RIP) quantity or a retain quantity. magnetic tape for all ships. The major files are theMaster RecordFile (MRF), Requisition ESTABLISHING AN MRF RECORD.An Record File (RQN), Number File (NBR), and MRF record may be established through theuse the Financial Master File (FMF). of document identifier (DI) XO9, or by the input of a DTO NC AO-requisition. DI X09/X08 Master Record File may also be used to change certain data elements. Records established as a result of a DTO The MRF contains a record for each line item NC AO-requisition are established as A/T code 8 managed, both carried and not carried. A record (record established for demand recording only). is maintained for not carried items to record demands, frequency, dues, and backorders. Data DELETING AN MRF RECORD.If the in the MRF is kept current by the application of quantity on hand is zero, and there are no due transactions during update processing and by the or backorder quantities outstanding, a complete application of change notice transactions. Ele- MRF record may be deleted by the input of DI ments in the MRF are identified by mnemonics X90. Also, during demand history processing ifa (pronounced nee-mahn-icks). A mnemonic is an record meets the deletion criteria, the record is abbreviation orcodeassigned and used to automatically dropped. identify an element (e.g. DESC=description). MRF INQUIRY.An inquiry (DI X90)may MRF SUB-RECORDS.In addition to the be made on a single stc.ck number on the MRF. basic record, each MRF record may contain up When an inquiry is included in an update,a to five sub-records. These sub-records are an complete listing of the stock record is produced integralpart of thebasic records and are along with other output. The listing includes all identified by an alpha character. information recorded on the item, andis the only listing which provides a complete image "A"SUB-RECORDS (DEMANDHIS- (including sub-records) for the item. TORY)Contains the frequency and demand quantities for each month in which there has MASTER STOCK STATUS LOCATOR LIST- been demand for ship's use. Demand records are ING.In addition to the individual stocknum- kept for a maximum of 24 separate months. ber inquiry, a printout of certain essential data elements from each stock record in the MRF "B" SUB-RECORDS (DUE)Contains the may be obtained by the input of DI fr:O. This document number, fund code, priority, and listing is called the Master Stock Status Locator

196

20.r' 041IDENTIFIERDOCIAGNIT DITYPEIII DESCRIPTIONNish Value Asset Centro. (NIVAC) and Quarterly Cyclic NitCOMMENTIDENTIFIER TYPEIIDI ChangeDESCRIPTION Notice-Stock Number Replacement 042 III UniformAsset(UMMIPS) Report Material Movement and Issue Priority Systems 109106 IIII FieldsEstablishChanging, AddingMP Record or Deletingand/or Establish/Chasse Fields with DI 108Specified 080072 IIIIIr MasterAutoeaticProcessing) Stock Yellow-up Status and Locator Listing (Offline XJ0 (III SpotEstablish Inventory or Change Numbers (Nil) Record 061 III CrossReorder Reference Review Listing 132XII II -Issue to Ship'sMaterial Departments Turn-In and toSupported Supply DepartmentUnits by Ship's Depart- 084OSI082 itIIII OffloadInventory Documents Aids XII II Backorderments and ReleaseSupported Units 09709S III GeneralLocator ListSelector in FlItt (Requisition Sequence Pile) X3S136 II CashisIssues Sales Not Performedfrom 207 to End-Use Ships for Which Accounting 099098 III General Selector (Numbers(Master RecordPile) Pile) 137XIS II aTransfer ClassTransfer 207 of ShipSpecialof Class to AnotherAccounting 207 Material Class Class 207to 207End-Useor ClassMaterial Ashorn From 224 Ship 100 H II Chaos*Daily, Weekly,Notice-Substitute Monthly and Item Yearly deports 150143 II FundSurvey VlocaLlen/Withdraval NCYNCW II MangeChang* Notice-SourceNotice-Unit of of Issue Supply 171172 UII PreReceipt -Poet Receipt NN4NNO II Change Notice-Notice-Cognisance Cognisance SymbolSymbol 176173 II AdjustMoney Value Frternal Only ReceiptsMAR Funds MRSIRA II Chary*ChangeChang* Notice-FederalNotice-Stock Number SupplyItem IdentificationDeletion Class Number 176177 II CreatingMoseyRequisitions Value Addition.' Only (KT3) Obligations Receipt Adjottmentfor Outstanding DTO NILNi?IND II ChangeChang* Notice-New Notice-Stock Ices/Exhaust Number Superseded Old Supply ,XS4 190 II Record.FileScheduled Inquiry Inventory with Capability Process to Delete MEP, INN or NOR'* Figure 10-1.Partial listing of SUADPS document identifiers. 10.130 STOREKEEPER I &C

Listing (MSSLL), and containscurrent data on Part number (exceeding 15 positions) to all stock numbers in the MU. A supplemental local stock number MSSLL (SSSLL) is produced automatically after each update, and contains current dataon all Local stock number to part number (ex- stock numbers affected since the last complete ceeding IS positions) MSSLL was produced. The SSSLL is cumulative, and only the latest listing should be retained. Old part number to new part number Figure 10-2 is an example ofa SSSLL. New part number to old part number

Requisition Record File FSN to description

The Requisition Record File (RQN) isan Description to FSN activehistoryfilecontaining records of all outstanding and completed requisitionsorigi- Part number to description nated by or for the ship. Each requisitionrecord consists of the basic requisition plusa series of Description to part number sub-records which are the card images ofall status, follow-up, and receipt transactionspro- Local stock number to description cessedunder a particular document number. Change notice actions which applyto the MRF Description to local stock number also apply to the RQN. A requisition recordis initially established at the timea requisition Stock number changes are automatically re- document identifier (DI)isprocessed in an update.In corded in the NBR file at the time the change order toprovidefor maximum noticeis control over outstanding requisitions, duplicate processed.Informationcross-referencing part number to local stock numbers, as document numbers can never be recorded in the RQN. well as information cross-referencing frequently used part numbers to federal stock numbersare RQN INQUIRY.An inquiry (DI X90)may put into the NBR file through the use of DI X10. DI X90 may be used to inquire be made on a single document number.When an or delete inquiry is included in an update, the basicrecord records from the NBR file, and DI 2 may be and all of the sub-recordsare printed. DI X90 usedtoprint the NBR filein almost any can also be used to delete a completed requisi- sequence desired. tion from the RQN file.In addition to an inquiry on an individual documentnumber, Financial Master File when DI 085 is input, the RQN filecan be printed out in almost any desiredsequence. The Financial Master File ;FMF) consists ofa series of tables and counters which generally correspond to the financial reports and records Numbers File required of the ship. Financial transactions are automatically posted to the tables duringup- The Numbers File (NBR) isa history file date, and report processing. which contains supplementary MRF data elements andalsoa record of stock number MANUAL FILES changes and cross-reference data. Recordsare contained in the file cross-referencing: Manual files on an automated shipserve three important functions: Old FSN to new FSN 1. They are used to provide control 0 New FSN to old FSN over transactions which have not been completedand

198 204 SUPPLEMENTAL STOCK C' VTUS AND LOCATOR LISTING 8 DEC 197_ CCCT CA STOCK HUMMER DI LOC-P SAC -S UP CCCPteRLS1 DLY ONND RIP DUEST4 Br% COSLLOAD NIGH iaw NWC STLQ PGA PA PQPOSAE. 2HK1 2010-2404410 EA 511519 1,200.00 A 2343 10 8 23 0 1 42 32 3 9N9D 411W28Q3 2 9130-24082045960-24350188345-24148182010 - 2406618 EAGL 520041263111511521222228 1,150.00 31.40 5.00 .25 2343 13 5 500 24 8 36 550 3624 310 3018 /2 288 24 550 55 2 9Z9G9Q 4211H 1 5305-2*512185815-250021828158020 - 24602102454518 EA 504198102137510968507597 M40105 1.65 .04.10.02 234323432143 150100 1 576 ' 15 288 50 1 900100288 1 800240 66 240100576 2 496 96 492112 * 1051 9N9G9C 14 473059105905-27935186230-270-5418 - 2703918 - 2805118 EA 102365108306507590506963 EG1444BCJ444 1.16 .56.05 2343 100324 50 10 2 503072 300 503072 250 402560 650 46 REPORT 02 DATE 2343 PAGE Figure 10.2. Supplemental Stock Status and Locator Listing. 10.131 STOREKEEPER 1 & C

which require monitoring toensure that they are Backorder Release completed properly, . Control File 2. They provide a point of assemblyfor transactions which are to he processed, The backorder release control file contains DI 3. They provide various sections with history X33 backorder release cards .which have been or reference files on completed transactions. automatically prepared by the computer. This file is maintained by stock control toensure that The following files are generally maintainedon the backordered material is actually released. ships operating under SUADPS. The control cards are matched with release cards returned from the storeroom after issuesare made and are then placed in the update fileto Keypunch Assembly File post the backorder release (issue).

The keypunch assembly file consists ofsource Request for Data documents which are to be sent for keypunch- Processing Services File ing.Documents are assembled in document identifier batches beforeforwarding to key- For control purposes, the System coordinator punching. must maintain an outstanding and completed request for data processing services file. The file is used to determine if all requestedoutput is Update File returned from data processing, asa guide for distributing output to the proper section, and to The update file consists of all locally key- determine the contents of backlog. punched cards plus any system generated cards which aretobe processed during the next Suspense Control scheduled update. File

The suspense control file contains retained Stock Control copies of DD 1348 manual requisitions which History File have been prepared off-line and sent to SERV- MART, or sent as bearer pickup (walk-through). The stock control history file contains all The file, if used, is maintained in stock control source documents which have been used as a inorder to monitor the return of receipt basis for key punching cards to update files. documents. After receipt of the material, the Included in this file are all transactions originat- control copies may be destroyed. ing at the shipboard level such as issues. offline requisitions, changes to the MIW, and copies of Receipt Take-Up receipt documents. This fileis maintained by Card File stock control in document identifiersequence within Julian date processed. At the time stock requisitions are prepared by the computer during automatic reorderor when DTO requisitions are included inan update, Data Processing receipt take-up cards are generated. These cards History File should be filed in the receipt take-up file in document number sequence or in document The data processing history file consists of all number sequence separate for DTO and stock. computer-generated or manually keypunched documents which have been used to update files. OUTPUT FILES This file is maintained in data processing, and cards are placed in the file according to the The purpose of output files is to provide the Julian date processed. ship with a complete history of all transactions

200

47,41.fr-Ng!: 140 Chapter 10AUTOMATED SUPPLY PROCEDURES which affect stock or financial records. The Transaction Error following outputs are produced automatically Listing after each update. The transaction error listing contains transactions which could not process because of ER- RORS IN THE INPUT TRANSACTION. Trans- actions appear on the listing in RTC, and FIIN Transaction Ledger within DI sequence as exact card images of the input documents. Each transaction on the listing Transactions ledgers represent a history of all is followed by a message key number (MKNR) TRANSACTIONS PROCESSED SUCCESS- or numbers to identify and explain the error. As FULLY through the computer. The listings a further aid, the erroneous field is underlined provide an audit trail for reconstructing actions with asterisks. Figure 10-4 is an example of a which take place in the event that other files are transaction error listing. destroyed. During update processing each transaction which successfully processes against an TRANSACTION ERROR SUMMARY.The RQN or MRF record or has financial significance Transaction Error (MKNR) Summary Report is will appear on the transaction ledger produced put out each update and shows an accumulated during that update. To identify the applicable total of errors by DI. Its purpose is to inform filesagainst which transactions are processed, management of possible problem areas in the the notation, "MRF", "RQN", or "FIN" ap- preparation and processing of documents on a pears as part of the heading on the ledger. The given update. Figure 10-5 is an example of a transaction ledger contains an entry for each standard transaction error MKNR summary re- stock record affected by the particular update. port. In addition to the standard format, specific The ledger is printed in FIIN sequence within document identifiers can be obtained by the Record Type Code (RTC). The top line of each input of a keypunched card specifying the entry reflects the stock record as it was at the desired document identifiers. beginning of the update. Immediately under the introductory line are listed all of the transactions which were posted to the stock record during the update. Quantities are clearly shown Suspended Transaction adding or subtracting from the applicable stock Listing record fields. The final line of each entry reflects the updated stock record after all transactions In cases where the transaction appears to be have been posted. The top line of each transac- correct, but complete processing is unsuccessful tion ledger entry includes a "Date Last Proc- because of some condition in the MRF record, essed" (DLP) field. The DLP is the date of the the computer suspends the transaction rather most recent previous update which affected the than rejecting it. Until corrective action is taken, stock record, and is used as an audit trail. The the suspended transactions recycle automatically DLP also appears in the MSSLL/SSSLL. In order through a predetermined number of consecutive to trace the shipboard history of an item, locate updates, and are listed in each update on the the DLP of the item in the LATEST MSSLL. suspended transaction listing. On the printout of The transaction ledger printed on that date will the listing the right hand column is labeled listthe most recenttransactions processed "UPDATES UNTIL ERR". Under this label is against the item and will give the previous date printed the two digit numeric sequence indicator last processed, leading to an older transaction of each item listed. This will change each time ledger, and so forth. The end of the audit trail the item is printed on the listing (in regressive (the earliest entry on the item) is recognized by sequence e.g., 15, 14, 13, etc.). If no corrective theabsence of an introductorylinein the actionis taken after a specified number of transaction ledger. See figure 10-3. updates, the suspended transactions are auto-

201 USS CASCADE AD-16 (V04636) MRFO1 TRANSACTION LEDGER FOR PERIOD ENDING 17 NOV 1972 CCM. CAM STOCK NUMBER UI LOC -P LOC-S UP CCCPHERLSI DLP ONHD RIP DUESTK BO COSLLOAD HIGH LO LQTY NMC PA PQ DESC .9Z 3 3110-19800029Z 3 3110-1980002 X31 131101980002 EA 111470 EA00006V0463623157413 .62 FL Y20116 *2322*2313 AH 9Z 2733 1 0000062V 10 3434 25 9 BEARINC.BA 9G9C 6 6750-2006322 AE1NNZ167501006322 CHCN 040128 CN00002 2463620591927 Y 1.901.90 FL FL AKE23222313 9CCK123228Q 10 2 Z V BEARING, BA 84 IN1H 2 4240-2029473 X71 142402029473 EA EA00006V0463622710201 2.20 FL *2322*2319 CZ 1H 6 20116AC 1723 0000220V 23 17 7 FACESHIELD 9Q 2 5110-2042685 X31 151102042685 SESE 153232 150588SE00001V0463623083638 5.77 FLU *2322*2313 AC 9Q 1819 0000577V 20 1717 5 FILE SET,H 9CA4 6830-27082165830-27082k6 X71028168302708216 CF MNDECO CF04950V0465622651997 .02.02 MNDECO KZ *2322*2313 9C 476954274f S 0000002V 3867 2943 ACETYLENE, 21.000**`********'"*******=****b******1.*..,********...*****' REPORT 01 DATE 2322 PACE 12 Figure 10-3.Transaction Ledger. 10.132 1

SOT 023 TRANSACTION ERROR LISTING 17 NOV 1972 AO1NCnT59308858958A01NNZT47305425193 EA00001V0463622907401RY04636AAHEA00010V0463622806490RY05837AAC 9NGK5059C 12 1 1 0000150V0000474V MKNR 151 34 A01NNZ353401002468A01N0ZT58209811598 EA00006V0463623068057REA00001V0463622147614R** MCAY6 4C4K5059LCK505 31 0001400V0037400V MKNR 125151 1934 X08A05 **** 15330248133693301002363**** ***** ** EA**BX00001V0463622016907RY52180AUC // 9QGK5,05 / 3 0000800V MKNRMKNR 6814 58 19 00' REPORT 00 DATE 2322 PACE 29 1914 TRANSSTOCK UINUMBER MUST ISMATCH NOT MRFINExplanation UI of message key numbers shown 685834151125 FCDI ANDUSED BUIC ERRONEOUSLY INCOMPATIBLE RQN REINPUTRIALRDY TO OREXIST CORRECT RI FROMUNDER MEDIA IS SAME WRONG + DOCSTATUS NR Figure 10-4.Transaction Error Listing. 10.133 MICHR XO9 X11 X13 125 226 X31 TRANSACTION ERROR MENR SUMMARY X32REPORT X33 X35 X37 X43 X71 X73 X76 X78 A0- 003002 C/N OTHER 005CO4 3 557 1 007006 .. 74 011010 2 1 2 REPORT 00 DATE 2322 PACE 49 Figure 10-5.Transaction Error (MKNR) Summary Report. 10.134 Chapter 10 AUTOMATED SUPPLY PROCEDURES matically processed according to certain param- CHANGE NOTICE STOREROOM ACTION eters, and deleted from the suspended listing, LISTING.Provides storage personnel with in- appearing on the transaction error listing one formation on action required to process change time only. Transactions on the listing appear in notice actions. The listing is composed of four RTC and FIIN with DI sequence as exact card parts with a separate part for stock number images of the input documents. Each transaction changes, unit of issue changes, security code is followed by a Message Key Number (MKNR) changes, shelf life/shelf life action code changes. to explain the reason for the suspended trans- See figure 10-8. action. In addition, any transaction which is unable to process after three or more updates is CHANGE NOTICE DECISION LISTING. flagged with three asterisks. See figure 10-6. Contains change notice actions which, due to the nature of the change involved, require review Information Transaction or action by stock control. Entries on the listing Listing consist of the document identifier (DI), stock number, and message key number. The information transaction listing informs stock control personnel of transactions which Special Material should be reviewed, because of action which Control Cards may be required in certain situations. It is also used as a management aid in that transactions To ensure the turn-in of repairable items and worthy of the supply officer's attention are transaction item reporting on serial number flagged(e.g.,inventoryadjustment exceeds control items, special control cards are created $500.00; location did not process). In addition, whenever an issue or backorder release is proc- extraordinary conditions in a stock record oc- essed against an MRF record with a material curring during an update are listed, even though control code of "G", "H", "K", "Q" or with a no transaction was processed against the particu- serial number control indicator. Mandatory re- lar item during the update. In either event, the pairable cards are identified by document identi- computer has COMPLETED ALL PROCESSING fier "BC1" and are used to monitor the turn-in THROUGH APPLICABLE FILES. Transactions of mandatory repairable items. Serial number on the listing appear in RTC and FIIN within DI control item cards are identified by document sequence as exact card images of the input identifiers "D6A" or "D7A" and are used to documents, and each entry is followed by an report the receipt and issue of items designated MKNR to explain the signification of the trans- by the inventory manager as requiring transac- action. See figure 10-7. tion item reporting (TIR). Material Obligation Validation Response Cards OTHER OUTPUT When DI "AN1" or "AN2" (Material Obliga- In addition to the preceding output that is tion Validation Request) status cards are input, produced automa.ically after each update, based "API" or "AP2" (Material Obligation Valida- on input other than a report DI, other output tion Response) cards are generated. After appro may be generated. priate research, the cards are transmitted to the; applicable ashore supply activity. Change Notice Listings Backorder Release Cards During any update in which change notice The computer creates release and control actions are processed, a change notice action cards when the on hand balance in a stock listing, and a change notice decision listing are record increases sufficiently to cover an unfilled produced. backorder. Each backorder release (DI X33)

205 211 X31 180105774735 CN00001V0463622943007R SOT 023 SUSPENDED TRANSACTION LISTING AC 9Q 0001514V*** HKNR 17 NOV 1972 24 UPDATES UNTIL ERR 17 X31 153305859501180105774735 SN00005V0463623123604CN00001V0463623073006 AC AC9Q 9Z 0000505V***0001514V*** MKNRMOR 24 21 X31 159616155550159616155550 EA00006V0463622907601 76 AC 9N 0000084V0000084V*** MKNRHKNR 24 2419 X31 141306406836159056178016 EA00018V0463623068902EA00004V0463622907602 Y03636 AC AG9N 9C 0000574V0000080V MKNR 24 2324 X31 179206826710165056644814 8X00024V0463622785801RT000004V046362301C407 AC 299Q 9L 0000762V***0000014V MKNRMR 24 1723 REPORT 00 DATE 232Z PAC= 35 24(5) INSUFFICIENT Explanation of message key number: QTY AVAIL IN MRF II Figure 10-6.Intspendsd Transection Listing. 11.131 AE1596100000006016' PG00025 046362047C401 YDT0C4A29 9LCK51232219 SOT 023 INFORMATION TRANSACTION LISTING Z V 17 NOV 1972 84 AE1S9M165200199208AE1NNZ153950102130 P03000211000009 046362055C3090463612350032 YYDTOC3Al2 91=5123226Q AKZ 9ZGJ 1232260 Z V MKNRNM 84 AE1662159200345995AE1NNZ153050221060 GR00001EA00013 0463612350015 0463612350024 Y Y AKZ 9NCJ9ZW61232219 123228Q V ?MRMKNR 84 AE1NNZ148200361703AE1S9C148200360660 EA00001 04636123500330463621046810 YY02535AAH 9CGK505322BQ Z V MOIRMKNR 84 AEINNZAE1NNZ147300481788 EA00007EA00005 04626123500530463612350043 Y AKZ 9NGJ9CW1123226Q9=4123226Q 123228Q V MKNRMOM 84 REPORT 00 DATE 2322 PACE 37 84(I)DEAD RQN REORDER IF REQUIRED ExplAnatIon of message key number: Figure 10-7.Information Transaction Listing. 10.136 STOREKEEPER 1 & C

i'a8 yp 1

208 214 Figure 10-8.Change Notice Storeroom Action Listing. 10.137 HIT 004 UI TAIL! (UNIT OE ISSUE) ITC BLOCK. Pt= 2 ScAV I' 02 CHARACTERS PER ELE201NT BIAT IA DATE 2227 DECTCCEU OHCSCICA DICTCEIx ....".....% usKDGCDw HTuTGI.Tic ICHC01 Figure 10-9.MVT (Unit of Isr-e and MCC tables). 10.138 STOREKEEPER t & C consists of two cards identified in the upper left which are used in other file maintenance pro- hand corner as MATMOV (Material Movement) grams, particularly the financial programs, and and B/0 REL (Backorder Release). when needed are passed to the proper program as a part of the record in the transaction tape. Pre-Post Issue Storeroom This permits updating and report preparation Information Listing when required without forcing the data to be inputfor each update. Validation tables are On ships equipped with the FASTRAND II either privileged or nonprivileged, and are fur- drum, issues may be preposted to the MRF. ther dividedinthe MVT into three broad Under this procedure, issue documents are key- categories for the purpose of control block punched and input, and if sufficient quantities identification. These categories are symbolized areavailable;DI "X3I", "MATMOV", and as VTC, VTD, and VTE. The VTC tables are "PRE ISSUE" cards are output. In addition to used strictly for validation purposes, the VTD the cards, an "F" sub-record is automatically and VTE are used for descriptive and computer generated internally. This sub-record is deleted output purposes. when the matching Di X31 is input. However, if the DI X31 is not input within 4 days after the Data Elements prepost issue documents are output, the "F" sub-records are deleted, and will appear on the The data elements in the validation tables are storeroom information listing. symbols, abbreviations,or codes identifying particular items of information which appear in Pre-Post Receipt Storeroom/Stock input transactions. For example, a requisition Control Action Listing document contains many data elements, one of which is unit of issue. The validation table for The prepost receipt storeroom/stock control unit of issue consists of the code for all units of: action listingcontains prepost receipt docu- issue which are valid in the naval supply system. ments more than 30 days old. This listing is applicable only tothose ships thatprepost Privileged Validation Tables receipts (DI X72), andis used to maintain control on receipts in process (RIP). The privileged validation tables (VTC) are used on all SUADPS ships. They are established and changed only by the appropriate Fleet SYSTEM TABLES Assistance Group (FAGLANT or FAGPAC). They are composed of data elements such as SUADPS makes extensive use of tables which unit of issue, cognizance symbols, and MIL- are maintained on tape or drum files, and are STRIP status codes, which are common and accessible to the computer during update proc- universal in the naval supply system. Figure 10-9 essing. Some of the tables are used in connection is an example of the U/I (unit of issue), and with validation of input, while others such as the MCC (Material Control Code). descriptive tables are used to add description information to output. Non-Privileged Validation Tables Purpose of Master Validation Tables Non-privilegedtables differ on every ship. Each ship is responsible for establishing and The Master Valid 3tion Tables (MVT) serve a maintainingnon-privilegedtables.Allthree dual purpose in the SUADPS framework. First, categories are included (VTC, VTD, and VTE). they are used by the computer to validate data However, whereas the VTC privileged tables are elements on input documents to prevent er- used to validate universal supply data, the VTC roneous data from entering the system. Second- non-privileged tables are used for local valida- ly, they contain certain elements of information tion:

210 216 Chapter 10AUTOMATED SUPPLY PROCEDURES

Includedin thenon-privileged description Card block (VTD) is a CR! (cognizance symbol to Column Data Elements/Remarks routing identifier) table. The CRI table contains allNavy cognizance symbols along with the 1-3 Block id e n tification"VTC", Routingidentifier of the supplying activity "VTD", or "VTE", as applicable where requisitions areto be submitted if a reorder is required. During an automatic reorder, 4-6 Three position code identifying the computer places the Routing Identifier table to be changed. (e.g., LMC, assigned to the applicable cog in the proper data ARR, etc.) block of the DD.Form I 348M requisition. 9 "A" for adding new data elements Establishing or "R" for removing data from Non-Privileged Tables table.

Non-privilegedvalidationtables are estab- 10-74 As many elements as can be com- lished by the input of a keypunched card pletely written in the field can be containing the following: made on one card; however, a comma must separate individual Card data elements, and if more space Column Data Element/s Remarks isrequired, an additional card must be prepared. 1-3 Blockidentification"VTC", "VTD", or "VTE", as applicable OBTAINING TABLE LISTING.When changes to any of the tables contained in the 4-6 Tableidentifier(e.g.,"UCA", MVT are included in an update the entire MVT "FCZ", etc) isautomaticallyprinted. A listing may be obtained at other times by the input of a 9 "E" for establish keypunched card with three asterisks in card column 1-3. 10-12 Number of positions in the data element. The field must be right- justified and zero-filled. For ex- SYSTEM OPERATION ample,anappropriationdata element with 25 positions would So far we have discussed SUADPS files, appear as "025". tables, and output listings. These elements are the means by which SUADPS performs basic 13-33 Nameofthetabletobe supply functionsmaterial reorder, processing established(e.g.appropriation, issues,financial accounting, and maintaining etc.) files.

DEMAND HISTORY PROCESSING Changing Non-Privileged Tables Demand history processing is the automated review of the demand, frequency, and allowance After a validation table is established, key- information accumulated against records in the punched cards must be input to change data MRF. DI 073 is used to request the review. elements. All changes are considered as either Briefly, DI 073 by considering demands, allow- "A" (add) or "R" (remove). To change non- ance, ordering, and shipping time computes privileged tables, the following elements must be average monthly demands and sets "action included in a keypunched card. points" (Requisitioning objective (R0)high

211 217 STOREKEEPER I & C limit), and reorder point (RP)low limit. DI 073 Reorder Review also changes allowance type (A/T) codes as Listing necessary, and deletes entire MRF records when they no longer meet the requirement for reten- All items which arc in a reorder condition and tion. Although demand history processing ac- meet the reorder criteria indicated in the input complishes a thorough review and update of document (DI 1) are itemized on a reorder each MRF record, it should be remembered that review listing. Figure 10-10 is an example of the the primary purpose for running DI 073 is to listing. Ample information is given for each item prepare the MRF for automatic reorder. in case a decision is required prior to submitting the computer generated requisitionsto the PROCUREMENT supplying activity. An explanation of some of the nonstandard column headings used on the The source, forms used, and other procedural listing 2,, well as general information on the data aspects of procuring material are the same on is as follows: ADP ships as they are on non-automated ships. The actual computation of requirements and ARRCAutomaticReorderRestriction action required to record the transaction is Code. This code is assigned by the ship to performed on an automatic or offline basis. indicate the reason the item is restricted from a regular automatic reorder. Automatic Reorder LMTLimit Flag. The presence of an "L" An automatic reorder occurs when an item of in this column indicates the high limit has been stock meets the criteria established for reorder- manually set for a particular reason and will not ing and a requisition is prepared by the com- be adjusted by demand processing. puter. DI 081is used. Prior to requesting an automaticreorder,theCognizance Symbol ACAdvice Code. The advice code assigned (COG) to Routing Identifier (CRI), and the by the computer. Reorder COG to Fund Code (RFC) validation tables must be updated. An improper entry in Stock/Part NumberItems appearing on these tables will cause an improper entry on the the listing are printed in FIIN sequence by RTC. requisitions. Various options are available for selecting specific types of MRF items for re- ONHDOn Hand. The on hand quantity order, and for computation of the reorder includes both storeroom quantity, and the rotat- quantity. The reorder can be accomplished on a able pool quantity. dummy or a real basis..In either case, a reorder review-listing is generated. When a real reorder is DUEThis quantity represents stock dues requested, the stock requisitions generated for only. Dues against DTO requisitions are not deficientitems arein AOor AY_.series included. format. The AO_scries requisitions are ready for submission to the supplying activity. The BOBackordered. This quantity represents AY_series requires additional action as they the total quantity backordered. represent MRF items in a reorder condition but which contain an automatic reorder restriction code. These codes are normally assigned to items RQMNTRequirement. This quantity rep- ithout valid FSN's (i.e. part numbers or local resents the net (recurring and nonrecurring) stock numbers) and are not identifiable by the requirement which was computed as being re- supply activity. They may also be used for FSN quired for reorder. If substitutes are available, items requiring manual review prior to reorder. the quantity which can be satisfied by substi- After taking necessary action on AY_requisi- tutesisprinted directly below the required tions they are input in order to obtain an A0_ quantity with the notation "requirement satis- series requisition or referred for purchase action. fied by Substitute".

212 218 ML AC K TR STK REORDER REVIEW LEDGER M0 3047 RPRATAZ 2J TC CC C 1 9N 1 5905.0803218STVPT NUMBER RAUl ONHD DUE BO HIGH 32 LOW ROWS 0 2 AMD LOCI DESCRIPTION LC DLP ENV SER DCPCRP 2JSE 1N 31 9G9N 1 1 6145.-9999001472U-0999012L15905-0803218 EAFT 1000 3032 750 22 9 1000 R 30 N R 2.83 RU1001NE1006101187 WIRE 304730393047 30.000.00 150.00 6.90 .46 304700033047000230470001 ...... /...... BC 2J 3 1N 4710-9999003L1 PT 100 75 100 R AD0007TOTALTOTAL APA NSA MUIR-Da:NT REqUill/KINT PIPE 3041 1.000.00 31.157.36 .00 3047000530470004 Figure 10-10.Reorder Review Ledger. 10.139 STOREKEEPER I & C

DMDRecurringorNon-recurringDe- RECEIPT mand. An "R" inthis column indicates the requirement is a recurring demand while an "N" Upon receipt of material, the storage section indicates the requirementisa non-recurring must physically put the material away and demand because of an increase in range or forward receipt documentation to stock control. depth. Stock control then must ensure that receipt take-up cards are properly coded prior to put- AMDAverage Monthly Demand. The aver- ting them in an update. Receipts from the age monthly demand indicates the average quan- Defense Supply Agency (DSA) are identified by tity that has been used monthly in accordance code in lieu of Navy cognizance symbols. The with the number of months factor used in DSA codes are automatically converted by the Demand History Processing (DI 073). computer to Navy cognizance symbols. Also, override codes are assigned to certain receipt EMVExtended Money Value. Extended documents,which enable the computerto money value of quantity required. process transactions which have errored out. SERJulian Date and Serial. The Julian date and serial number are specified in the DI Document Identifiers Used 081 and assigned by the computer. Requisitions are not produced if a dummy reorder is request- Document identifiers used inreceipt proc- ed. If a requisition should be generated but essing are DI X71, X72, and X73. cannot be, because the cognizance. symbol is not included in the CRI or RFC validation tables, DOCUMENT IDENTIFIER X71Used on re- two asterisks are in this column. ceipt documents which must be posted to the MRF. This DI records the receipt of material in Money Value Totais.Separate cumulative the MRF record, completes the outstanding money value totals are shown at the end of the requisitionrecord, and performs allrelated listing for the net requirements of both NSA and financial functions. APA items regardless of whether or not requisitions are produced. DOCUMENT IDENTIFIER X73Used on receipt documents (money' value only) which are Offline Procurement not posted to a MRF record. This DI completes the outstanding requisition record and performs Offline procurement occurs when requisitions all related financial functions. are manually prepared for submission to a supplyactivityor to a commercial source. DOCUMENT IDENTIFIER X72Used for Offline prOcurement may be made for stock or preposting stock receipts. This DI does not DTO. After an offline procurement document complete the outstanding requisition record, has lefttheship,a DI AO_series input performs nofinancialfunction nor doesit document must be prepared in order to update actually post any quantity to the applicable the shipboard records. Strict internal controls MRF record. However, DI X72 does create an must be established to ensure duplicate requisi- "F" sub-record to the applicable MRF record, tion numbers pre not assigned during offline withthe "F" sub-record, showing the U/I, procurement as the computer rejects any at- quantity received, and document number. The tempt to process a requisition when the same "F" sub-record will remain a part of the basic document number has previously been assigned MRF record until the matching DI X71 is input. to a requisition in the file. This rejection occurs The quantity whichisposted to the "F" regardless of whether the requisition is com- sub-record appears in the MSSLL under the pleted or outstanding. column "receipt in process" (RIP).

214 220 Chapter 10AUTOMATED SUPPLY PROCEDURES

EXPENDITURE keypunched (DI X37) in order to record the offload. The expenditure of material is accomplished on approved forms, and in accordance with Mecnanized Offload procedures in NAVSUP P-485. To update stock records and financial files, a DD Form 1348M is Document identifier 083 is used when com- used to record the material expenditure. The puter generated offload documents are desired. type of exnenditures and document identifiers When used, DI 083 screens each MRF record for used for each expenditure are explained Below. excess quantities in accordance with the type of input selected and produces the necessary off- DI X31Used for issues to ships' depart- load documents. The computer automatically ments and supported units for which the tender assigns document serialnumbers of "0001 performs financial accounting. through "0999". If the document serial numbers exceed "0999", the computer increments the DI X32Used to process the turn-in of julian date by one day and restarts the docu- readyfor issuematerial.All material being ment serial number series over again. Before turned in which isin an RFI condition will requestingasecondoffload,all documents resultinacreditto the type commander's prepared during the first offload must be proc- OPTA R. essed. The type of output indicator used determines the type of documents produced in order DI X34Used in the expenditure of special forthe selected items to be processed for accounting class 207 material to end-use ships offloading. Type output indicators are "1", and for whichthe 207 ship does not perform 44,71% accounting. TYPE OUTPUT INDICATOR "1"Causes DI X35Used to record the expenditure of DD Form 1348-1, and DI X37s to be produced. material by cash sale. The X3Nis used as the input DI to update the MRF and financial records, DD Form 1348-1 is DI X37Used to record the expenditure of used as a picking ticket, and as the turn-in special accounting class 207 material to another document to the receiving activity. class 207 ship or class 224 ship, to property disposal or turn-in to store ashore in the 51000 TYPE OUTPUT INDICATOR "2"Causes account. DI X37s, picking tickets, work cards, and a card image listing of the DI X37s to be produced. DI X38Used to record the expenditure of The DI X37 is used as the input DI to update class 207 material to end-use ashore. the MRF/financial records, the picking ticket is attached to the offload material, and the work DI X43Used to record the expenditure of card is used in pulling the material. This card is material surveyed.. subsequently returned to stock control where it is used as a control and verification document for the material offloaded. When the X37 is OFFLOAD PROCESSING input into the computer for updating records, it also generates a DD Form 1348M (DI D6A) On SUADPS equipped ships, material may be document which is forwarded to the activity manually selected for offload or may be selected receiving the material. through the use of the computer. There are two steps in the process of manually selecting items INVENTORY for offload. A DD Form 1348-1must be prepared and sent to storage for pulling the Priorto an inventory, stock and storage material. After storage has completed action on supervisors must coordinate the scheduling of the 1348-1, stock control must have a document inventories so that they can be conducted at a

215 STOREKEEPER 1 & C time when storeroom transactions can be frozen eliminatedmost of theneed for manually (exceptfor emergency issues), and so that preparing financial reports. No financial logs, receipt and issue documents in process can be ledgers or records need be maintained since all completed before the inventory is begun. This is such records are maintained on magnetic tape. important because when an inventory request DI The complete validation of input data during is input, an inventory in process flag is set, and processing ensures that reports produced require no transactions can be processed against an MRF only signing and after supporting cards, tapes, or record when this flag is set. documents are included the reports are ready for submission. The whole process of accounting for Inventory Cards funds and making various management reports on ships carrying material in special accounting Document identifier 084 is used to request class 207 is broken down into three categories: cards toassistincarrying out a storeroom Reports the supply officer must make to ac- inventory. The cards produced are forwarded to count for material held in store (FINANCIAL storage by stock control, and include all items to RETURNS), OPTAR reports, and various effec- be inventoried, based on options selected at the tiveness reports. time the request was input. The cards are in location sequence, and are of two types. TYPES OF REPORTS INV COUNT CARDIndicates thata physical inventory is required for the item and Real, negative, and dummy reports can be the location indicated on the card. After the generated through the SUADPS systems. count has been completed and recorded on the cards, they must be returned to stock control REAL REPORTSA smooth report with for keypunching. When the cards are processed supporting documentation ready for submission. by the computer, the count quantity is compared to the MRF quantity. If no difference NEGATIVE REPORTSGeneratedin exists, the inventory in process flag is cleared, many cases as a positive means of informing and the inventory is considered complete. How- store control personnel that the computer has ever, if a difference exists, inventory recount updated all files and has attempted to produce a cards are produced. report but there are no applicable transactions on file.If there are no requirements that a INV RECOUNT CARDIndicates there is negative report be submitted, they may be a difference between the MRF recordquantity destroyed. and the storeroom quantity, and that a recount of the item is required. After the recount has DUMMY REPORTSThe system provides been recorded on the card it must be input. The for the production of certain dummy reports. computer will accept and record the quantity These reports are in the same format as the real count placed on the recount card as the new reports, but are for internal use only and may balance. Adjustments (gain/loss) are made to the not be submitted as official reports. Dummy MRF, related financial records, and the inven- reports can be requested as often asdesired; tory in process flag is cleared. however, they may not be requested at the same time that any real financial report is requested.

FINANCIAL AND MANAGEMENT REPORTS REQUESTING REPORTS

Accounting for funds and associated manage- The various financial reports are generated by ment reports on ships carrying materialin the computer through the input of document special accounting class 207 is done through identifier100. Document identifiers 061 and SUADPS. SUADPS has eliminated the require- 062 are input to obtain the two management ment for manual record keeping and has also reports 207 ships are required to render. Chapter 10AUTOMATED SUPPLY PROCEDURES

DI 190 DATA ELEMENTS Report Number Title Frequency When reports which are produced by DI 100 are required, a keypunched card with the following elements must be input: 03 NSA Financial Report M&Y 03 APA Financial Report M&Y Card ci4 NSA Receipt Report M&Y Column Data Element Description 05 Transfer ReportOSO M&Y under $100.00 1-3 Always 100 05 Transfer ReportOSO M&Y over $100.00 9-12 Control date (cut-off). This date 06 2074 Monthly Report M&Y isthereport cut-off date.All for Charges transactionsprocessedonany 06 2074 Monthly Report M&Y date upto and including the for Credits control date are included on the 06 NSA Expenditures ReportM&Y reports produced. This date con- Listing for Charges and sists of the calendar year (last Credits digit) and Julian date for cut-off 07 ROV "A" Summary M&Y of the report; e.g., for 7/31/73 08 ROV "B" Summary enter "3212". 10 Supply Effectiveness M&Y Report S&E Obligation (End M&Y 18 Dummy Report Indicator. Enter 20 "D" if dummy reports are re- Use Listing) quired. Leave blank when real 21 C.O. Dept. and Div D,W,M&Y reports are required. Budget Report 22 Listing of End Use D, W,M&Y 19 Daily (D), Weekly (W), Monthly Differences Between (M) or Yearly (Y) Report indi- Obligated and Expended cator. When used, the "D" pro- Amt. duces daily reports, the "W" pro- 24 Message Report of D,W,M&Y duces weekly reports along with Credits (AS(FBM) daily reports, the "M" produces 41 Budget OPTAR Reports M&Y monthly reports along with week- (NAVCOMPT Form 2157) ly reports, and the "Y" produces Supported Units yearly reports along with monthly 42 Budget OPTAR Report M&Y reports. (NAVCOMPT Form 2157) Reimbursement OPTARs 20-21 Month of report (equals 01 for 43 Budget OPTAR Report M&Y January through 12 for Decem- (NAVCOMPT Form 2157) ber). Medical and DentalOwn Ship, and Supported Units 46 Squadron Refit Rov D,W,M&Y and Refit S&E Report 47 Budget OPTAR Report M&Y DI WO REPORT NUMBERS (NAVCOMPT Form 2157) Own Ship The various reports generated by DI 100 are 48 NSA Financial Summary M&Y outlined below. 57 FMSO Demand Report M&Y

217 223 STOREKEEPER 1 & C

207 FINANCIAL REPORTS summary of all transactions by FIR code and dollar value is shown at the end of the listing. A Vessels carrying materials in speciai account- card image (NAVSUP Form 1162) detail card on ing class 207 are required to render Financial tape is produced to substantiate each line entry Inventory reports monthly or upon the relief of on the listing. The listing and supporting tape the supply officer. These reports are required to are submitted as part of the NSA FIR returns to document transactions that have occurred dur- substantiate the receipt FIR codes as shown on ing the accounting period, and to substantiate the FIR report. the supply officer's accountability for material held in store. The reports are rendered to reach REPORT 06.The monthly 2074 report for the applicable NAVREGFINCEN by the tenth charges (Report 06) is a summary listing of all of the month following the reporting period, "issues" made during the reporting period by and are composed of listings, and card images on the tender or repair ship. Summary dollar values tape which substantiate the reports involved, are shown by chargeable appropriation, BCN, chargeable activity, and applicable fund code. A NSA FIR Report summary card (NAVCOMPT Form 632) is produced to substantiate each line entry on the The NSA. Financial Inventory Report (FIR) listings. A new page is started each time the BCN (Report 03) is the balance sheet for the financial and/or appropriation changes. The total dollar inventory reports. It deletes the requirements value of the monthly 2074 report for charges for the manual preparation of the NAVCOMPT should agree with the J1 (issue with reimburse- Form 2099 balance sheet. Transactions on the ment-to-use) FIR Code shown on the NSA FIR are listed by FIR Code within cognizance Financial Inventory Report. See figure 10-14. symbol with the applicable value. Also, a summary by FIR code and Value is shown at the bottom of thelisting.Figure10-11isan 2074 REPORT FOR CREDIT.Formatting, example of the entries for cognizance symbol sequencing, andsubstantiation of the 2074 1A. Figure I0 -12 shows the ending totals for all credit report is the same as the Monthly Report NSA cognizance symbols. for Charges. Entries on the Credit 2074 Report summarize TURN-INS received from "end-use" APA FIR Reports ships or own ship's departments that are to be credited to the applicable TYCOM. The value of The APA FIR report is generated monthly in the Monthly 2074 Report for Credits should the same format as the NSA Financial report; agree with the J2 Credit FIR Code total shown however, this report is not submitted to the on the NSA Financial Inventory Report. applicable NAVREGFINCEN. The reportis maintained on file as part of the ship's financial NSA EXPENDITURES LISTING.The records in order to meet the current require- monthly NSA expenditures reportlistingis ments of annually adjusting the APA Inventory prepared as a detailed listing of the transactions Values, and submitting an annual report appearing on the 2074 report. A card image (INIAVSUP Form 1162) detail card on tape is REPORT 04.The NSA monthly receipt re- produced as supporting documentation. Detailed port (Report 04) is a detailed listing of material line entries are accumulated by appropriation receipts from OSO, commercial purchases, or within BCN, within chargeable activity and other DOD, and non-DOD activities.Figure within fund code. Own ship's use (OSU), and 10-13 is an example of report 04. Each transac- supported unit issues are not detailed on the tion on the listing indicates the applicable 207 listing but are accumulated within the applicable fund code; cognizance symbol, stock number, fund code chargeable. Expenditure document account from and to, document number, receiv- numbers are internally generated and assigned to ing and issuing activities, management/transac- the line entry. The grand total printed on the tion code, FIR code, quantity and amount. A last page of the expenditure listing must agree

218 COG NSA FINANCIAL INVENTORY REPORT FIR OPENINGUSS SIMON LAKE,AS 33 FOR MONIII ENDING V04697 1 MAR CLOSING1973 SYMIA CODE HI INVENTORY 705.24 RFCEIPTS EXPENDITURES INVENTORY ADJUSTMENTS(GAIN)FINANCIAL STANDARD PRICE E2F4 325.00 4.20 JIM4 576.51 6.00 RIP5 3.00 448.93 LREPORT NUMBER + DATE .411 REPORT 03IA DATE 3047TOTALS PACE 705.24 329.20 585.51 448.93 Figure 10-11.NSA Financial Inventory Report (by cognizance symbol). STOREKEEPER I & C

NSA FINANCIAL INVENTORY REPORT FOR MONTH ENDING 1 MAR 1973

USS SIMON LAKE, AS 33 V04697

COG FIR OPENING CLOSING CYM CODE INVENTORY RECEIPTS EXPENDITURES INVENTORY TOTALS BY FIR CODE HI 92,348.90 Al 5,105.68 A3 48.64CR A5 36,969.00 B2 10,469.83CR B4 91.78 D2 345.80 D4 13,951.47 E2 188.19 F4 158,965.90 F5 7,322.50 J1 210,920.12 Receipt financial adjustment J2 8,649.18CR FIR codes: J3 40.62 732 10 ,469. 83CR J4 299.50CR B4 91.78 D2 345.80 K3 10,469.83CR D4 13,361,47 K5 409.75 E2 188.19 3,507,41 LI 809.58CR Total Report 04 208 324 44 MA 345.80 Total receipts211,891.85 M4 220.84CR M6 3,275.53 M9 584.20CR EQUALS FIR CODE HI-OPENING INVENTORY N22 3,818.11 FOR ALL NSA COGS NEXT MONTH P 3,276.09 ,1 667.77

RIP5 A2,459.41!9

GRAND TOTALS 32,348.30 211,831.85 201,720.66 42,459.49

I CERTIFY THAT THE AMOUNTS REPORTED ON THIS FORM ARE BASED ON PRESCRIBED ACCOUNTING RECORDS MAINTAINED UNDER MY DIRECTION, S.H. NORRELL, CDR, USN

BY DIRECTION

REPORT 03 DATE 3047 PAGE 28

10.141 Figure 10-12.NSA Financial Inventory Report (totals for all FIR codes).

220 27,6 MDNTHLY RECEIPT REPORT FOR PERIOD ENDING USS SITUN LAKE, AS 33 ISSUING V04697 FIR 1 MAR 1975 FC COC STOCK NUMBER DOGE/COT NUMER ACTIVITY CODE QTY 15 AMOUNT 600.00 9Q1R1N9A 5',555A8C15JMOORE10475101.0010117510-222-3352 V04697004697V04597 2319 22012173217021692168 NRZNRZEPAGAO 1F F4AlAS 201716 9 275.00650.00625.00CR10.00 9C9M JMDORE3JMDORE17510-222-33557510-222-33547510-222-3353 V04697Vo4697V04697 2319 23222319 2203 200920082202 NRZNRIEPA F4A3Al 24152221 9,000.00 30.0020.0015.00CR 9C1% JMOORE2JM30RE7JMOORE7JMOORE5 V04697 2322 2011210820112010 04629 EPA 1F AlF4 16142420 700.40 24.0021.00 1.20 1NIN JMOORE6JMOORE4JMDDRE8 V04697 2322 211121102109 04629 NRZEPA 1F AlF4 32361214 60,000.0070,000.00 648.00 3.20 9C9G 260 V04697 23:32323 201420132012 NRZ F5 214 1,200.00 150.00 10.00 2.50 9L9G9C JMOORE19260260 V04697V04697 23:3 23252323 2113 36012113 NRZ F4F5 432 12.00 9.006.001.00 V05107 2322 3509 EPA Al 24 2.40 KZFZ 9CININ JMOORE14JMDORE145510-099-9036JMDORE14 V05718V05108V05107 30022322 01303509 04629 NRZ IF AlF4 3648 4 :20.00 2.882.40 .12 CARD COUNT y 149 FIR CODE TOTAL AlF4 :.08,324.44158,965.90 5,105.68MOUNT TOTAL F5A3AS 208,324.4436,969.00 7,332.50 48.64CR REPORT 04 DATE 3047 Figure 10-13.NSA monthlyFACE receipt report (Report 04). 4 10.142 ApPRoP'm CTRLBUREAU NO WHITHLY 2074 REPORT FOR CHARGES POR PERIOD USSENDING SIMON LAKE.AS 33ACTIVITYCHWILE CODEFUND AUTH ACCIGACTIVITY V04697 1 MAR 1973 ANIUmT 21804601A 00060N SUBHEAD SUBTOTAL V04697 UICBCH TOTAL TOTAL 28 N60951 10.77CR 218046018 57016W SUBHEAD SUBTOTAL V04697 UIC ECMTOTAL TOTAL YA 860951 22.2021.20 7..64.460182.7,1146018218046018 57016 V04697 YOYEYC 860951 9.206.05 18.42 .72 21C046018218046018 5701657016 SUBHEAD SUBTOTAL V04697 UIC TOTAL YRYII 860951N60951 9.513.67 109.60178.88 218046018 57016 SUBHEAD SUBTOTAL V05720V05720 UIC TOTAL YRYC N60951860951 9.248.45 .79 218046018 57016 SUBHEAD v07149 UIC SUBTOTALSUBTOTAL YC 860951 3.2SCR3.25CR3.25CR 218046018 57016 SUBHEAD SUBTOTAL V12597 UIC TOTAL YR N60951 18.00 218046018 57016 SUBHEAD SUBTOTAL V12600 BCNUIC TOTAL YR 860951 9.526.26 11.40CR GRAND TOTAL t A,920,12 REPORT 06 DATE 3047 Figure 10-14.Monthly 2074 report for charges. PACE 11 10.143 Chapter 10AUTOMATED SUPPLY PROCEDURES with the total of the Monthly 2074 Rerort for NSA receipt report. The value of this listing Charges/Credits. See figure 10-15. when combined with the value of the Monthly Transfer ReportOSO over S100.00 substanti- ROV "A" SUMMAR1ES.ROV "A" Sum- ate FIR codes P4 and P5 on the NSA FIR marks are prepared to transfer the material costs Report. of ROV to a ship which is assigned to a different fleet (service code differs) and/or different Five OVER S 100.00. This report includes all NSA Year Defense Program (FYDP). A card image Cogs (seefigure10-17). Substantiation and (NAVSUP Form 1162) detail card and a card formatting isthe same as the OSO Transfer image (NAVCOMPT Form 632) summary on ReportUnder S100.00. tape are produced to substantiate each line entry on the listing. Validation of the totals may be accomplished by adding the NSA total shown on NSA ROV "B" summary to the total of the NSA ROV "A" summaries which should then BUDGET AND equal theG andH fund code totals shown OPTAR REPORTS under the tender or repair ship's UK' on the 2074 report. The ROV "A" summary credit is The reports produced on a daily, weekly or prepared to indicate the appropriation, and BCN monthly basis provide current information as to of the issuing activity in order that a credit may thefinancialstatusof: SE (own ship and be generated. Formatting and substantiation is supported units), ROV (Primary Program includ- the same as the "A" summary report. Figure ing ROVI and TAV), ROV (Secondary Pro- 10-16 is an example of report 07. The charges gram), Medical/Dental (own ship and supported and credits are shown. In addition to the "A" units), and any reimbursable OPTAR funds held summaries discussed, ROV "A" summaries end- by the ship. The message report of credits apply use (charges/credits) are produced. They are in to AS(FBM) tenders only, and are automatically the same format and serve the same purpose as included in the reports when applicable. the ROV "A" summaries, the only difference being that the ROV "A" summary end-use list Budget Reports contains only end-use cognizance symbol 99 charges/credits. Budget reports generated are for the current fiscal year only, and provide levels of totals for ROV "B" SUMMARIES.Statistical charges three levels: (1) commanding officer's, (2) de- and credits by recipient activity of Repair Other partmental, and (3) divisional. Copies of the Vessels (ROV) issues are reported on the ROV reports are distributed to the appropriate levelin "13" summaries. Formatting and substantiation accordance with local policy. are the same as the "A" summaries. CO's BUDGET REPORT.The commanding OSO Transfers officer's budget report (Report 21) is a summary of the Departmental budget reports for the Transfers to Other Supply Officers (OSO) are particular type of funds. Also, it reports the documented on report 05. Such transfers are financialcondition of each department/sup- listedas OSO transfer under S100 andOSO ported unit as follows: transfer over S100. A separate entry reporting the condition of UNDER S100.00.The Monthly Transfer Re- each ship's department S and E, Reimbursable portOSO Under S100 lists NSA (less COGS OPTAR. ROV, and Medical/Dental funds. IQ, 9U and 9M) material transfers that are made to other 207 vessels, or to activities that are A separate entry reporting the condition of rendering NSA stores returns. Formatting and each supported UIC's S and E, and Medical/ substantiation of the listing are the same as the Dental funds.

223

0"). Air:4;U BUREAU MONTHLY LISTING OF NSA EXPENDITURES NOR USSPERIOD SIMON ENDING LAIJEAS 33DOC. NO./ FUND V04697 ISSUING I MAR 1973 31804601AAPPROP'N CTRL NO00050M V04697CHG, ACT. 3060 9001 IICODE AUM ACTGACTIVITY ACTIVITY AMOUNT 31804601A 00060M SUBHEAD SUBTOTAL V04697 3060 9002 UIC TOTAL ' 28 060951 V04697 16.70CR24.60 7.90 31804601A 00060M SUBHEAD SUBTOTAL V12597 3060 9003 BCHUIC TOTAL 28 060951 V04697 17.40 9.50 318046018 57016 SUBHEAD SUBTOTAL V04483 2313 0246 UIC TOTAL YC 060951 V04697 19.80CR 318047018 57020 R04697 3060 9045 AH 060957 V04697 3.40. SUBHEAD SUBTOTAL GRAND TOTAL ECMUIC TOTAL FT TOTAL 201,470.68 3.40 REPORT 06 DATE 3047 PACE 12 210,920.12 '-11111116 Figure 10-15.Monthly NSA expenditure report. 10.144 Chapter 10AUTOMATED SUPPLY PROCEDURES

I-0

NI tql NI NI NI NI N. 0 IINI N P.. N 4.° N A N N n N n n 1 1

8Ig A O

NI NI gt, .0 .0

1 egl I. 0NAN 0 O 47. 6 0 0 g < O. 0, ,- .0 P.. .* g 0 0 Id gg E 4 g

1 0 0 I.. .0 .0 . E 4 0 NI NI g 0 0 0 0 0 P.. Ps g WA i N IN 1 1 '...'s."". / 1 0 Pi 2° 2 2 p. tv zu gx F. P. 51t D I 5 E g 2 SO 8 Pi Pi

225 rc SYK 000 m7NT12Y TRANSFER REPoRT - 000 $100.00 OSSAND SIN)NOVER -LAXE,AS FOR mum 33 ENDING RECEIVING ISSUING PUT FIR V04697 I KU 1913 CZ26 189U 0077-1100-5918sit=8405-270-7018 Mau v04677V04483DoanatoToineaR 20421024 00013302 N001277100127ACTIVITY 804697V04671ACTIVITY RC Can 74PS QTY 1048 120.00444.96AnouNT CARDFIR ODOR 000E 2 TOTAL 120.00AND1141544.86 IM IN 5915-311-3318 804697 2007 0014 800171 PS 804697 R 74 TOTAL 2 472.0=564.96444.91, IN 5915-311-37185915-311-3218 804687V04687 30072154 0014'950 1100171800171 CARD OMIT 804697 3R PA74 TOTAL 1 2 708472.0000*234.00 . P1R CODE 74 TOTAL 708.00CA708.00CRN9DUNT coca /227 IN9U 5915-311-33188405-270-90188345- 241 -4818 804697804642 21543020 1.0023335 N00612500612 804697v04687 R 74PS 37 1 236.00342.99 P..CZ INEZ14 8090 4810-20-930484055810.251 -770-9018 -8118 V04697V04687804687 3034342430392009 0004000200180017 800612N00612 V04697804697 RIt 74Pi 100 10 2 100.0008104.000R827.00500.00 .2 9NCZ2 tUIN 59154940-270-07188405-270-9018 -375 -8918 VS2192804697V04697 215430443039 121300030018 N006121(00612800612 CARD COUNT 904697804697 R LI74 TOTAL 100 10 2 1,746.99 810.000R172.000R927.00 PIR CODE 14LI 2,214.00 810.00CRANotINT NZ IQ 8010-919 -9021 804447 2300 0006 104629 PS 804687 R 74 TOTAL 1 1,746.99 342.99 7.00 FIRCARD CODE 0591? 74 1 TOTAL MOUNT 7.007.00 REPORT OS CATE 3047 PACE 1 Figure 10.17. Monthly Transfer ReportOSO 6100.00 and over. 10.146 Chapter 10AUTOMATED SUPPLY PROCEDURES

Figure 10-18 is an example of report 21. The cumulative expenditures, and total obligations/ opening and closing financial balance is shown expenditures by refit numbers, hull number, and for each of the captions. UIC. DEPARTMENT REPORTS.With the excep- Budget/OPTAR Report tion of APA transactions which are not included in the departmental budget reports, each depart- A Budget/OPTARReport (NAVCOMPT mental report is a summary of the applicable Form 2157) isgenerated monthly for each division's budget reports which are under the OPTAR held by the ship, and for each sup- management control of a particular department. ported unit. For the tender S & E, ROV tender, Separate entries are provided for each type of and supported units S & E, the reports are OPTAR/fund. The entry for S and E funds is generated for the current and first prior fiscal shown in figure 10-19. year unless the appropriation has lapsed or a "final" report has been submitted. For the DIVISIONAL REPORTS.Divisional budget tender,and supported units Medical/Dental reports contain an itemized listing of the docu- funds the reports are generated for the current ments (allocations, adjustments, obligations, ex- fiscal year only (see figure 10-22). penditures, etc.) which affect a particular type of funds. APA and non-stores account transac- End Use Obligation tions are listed ; however, these transactions are Listing not included in any totals. A separate divisional budget report is produced for each two-digit The end use obligation listing, with support- series number code used by the ship except ing cards, consists of all end use chargeable those used for stock replenishment. Also, a orders generated for the reporting month and budget report is produced for each supported any confirmed cancellation of such orders re- UIC, with separate reports generated for S and ceived from a supply activity. The transactions E, and Medical/Dental funds. Figure 10-20 is an are identified on the listing, and in the cardsby example of a weekly division budget report. a "Z" as thefirstposition of the DI for Your attention is called to the fact that the chargeable orders, and an "X" as thefirst report shown is a weekly report, because when a position of the DI for a confirmed cancellation monthly report is produced, a cumulative listing of a chargeable order. of all transactions which have occurred during the month are listed on the report under the caption: CUMULATIVE MONTHLY TRANS- MISCELLANEOUS ACTIONS. MANAGEMENT REPORTS

Squadron Refit ROV and If you are stationed aboard an automated ship Refit S&E OPTAR Report there are other miscellaneous Management reports, such as the FMSO/NRSO Demand Re- The Squadron Refit ROV and Refit S & E port, the Supply Effectiveness Report, and the OPTAR report is designed to show the tender Uniform Military Movement and Issue Priority and squadron how ROV and S & E funds are Systems (UMMIPS) performance report. The first being spent by refit. By definition "refit" is the two are generated by DI 100 and the UMMIPS period a vessel spends alongside or is available to by DI062. If you have need to prepare these a tender/repair ship so that necessaryrepair reports, consult Shipboard Uniform Automated work may be accomplished. The refit report, Data Processing System-207 (SUADPS-207) figure10-21, shows outstanding obligations, Support Procedures, section 7300.

227 2;33 USS CASCADE AD-16 V04636 DEPT/UNIT COMMANDING OFFICER'S BUDGET REPORT FOR PERIOD ENDING 19 NOV 1972 ALLOCATION OBLIGATIONS YEAR TO DATE EXP GROSS ADJ ObL AVAILABLE DAL ADMIN OP. CL.OP.BAL. BAL. 6,000.00 .00.00 1,064.27 .00 2,601.84 .00 .00 .00 CHAPLAIN S+E CL.OP. CL.BAL. BAL. 4,220.006,000.00 654.17994.77756.00 1,963.301,782.302,827.51 2,617.473,822.282,538.303,666.11 1,602.631,681.702,177.722,333.89 DENTALCO FUND S+E OP.CL. BAL. 2,050.00 700.00 252.74354.00328.00 1,085.03 269.20 1,439.031,413.03 610.97636.97 ENGINEERS S+E CL.OP. BAL. 26,500.00 700.00 7,716.316,739.86 252.74 19,862.7717,412.98 269.20 27,579.0824,152.84 521.94521.94 1,079.08CR2,347.16 178.06 TENDER S+E TOTAL DECK S+E OP. CL.BAL. BAL. 89,470.009,500.00 28,834.40 895.20775.12 53,106.747,353.706,650.46 81,941.148,248.907,625.08 7,526.861,251.101,874.42 TENDER ROB TOTAL (P) OP. CL.BAL. BAL. 89,470.00 24,275.75 59,099.91 83,375.06 6,094.34 TENDER TOTAL OWN PROG CL.OP. BAL. 370.870.00281.400.00 86,398.2985,219.8457,563.89 114,748.6268,287.3361,641.88 201,146.91153,507.17119,205.77 169,723.09127,892.83162,194.23 REPORT 21 DATE 2324 PAGE 109,495.59 147 127,387.24 236,882,83 133,987.17 Figure 10-18.Commanding Officer's Budget Report. 10.147 USS CASCADE AD-16 V04636 DIV.FY 1973 CODE 4 NAME DECK ALLOCATION DEPARTMENT BUDGET REPORT FOR PERIOD ENDING 19 NOV OBLIGATIONS YEAR TO DATE EXP 1972 GROSS ADJ OBL TYPE OPTAR LVAILABLE BAL S+E 29 GUNNRY OP.CL. BAL. 9,500.00 .00 675.12100.00 1,090.655,759.81 1,765.775,859.81 1,7653,640.193,640.19 77c DEPARTMENT30 1ST LT TOTAL CL.OP. BAL. 9,500.00 .00 895.20775.12795.20 6,850.461,593.797,353.70 7,625.382,389.098,248.90 1,251.101,874.422,389.09CR REPORT 21 DATE 2324 PAGE Figure 10-19.Department Budget Report. 24 10.148 USS CASCADE AD-16 V04636 1972 TYPE OPTAR S+E ALLOCATION DIVISION BUDGET REPORT FOR PERIOD ENDING 19 NOV DIVISION NAME OBLIGATIONS 30 1ST LT YEAR TO DATE EXP GROSS ADS OBL AVAILABLE BAL CL.op. BAL. UI FC CG PRI .00.00 BUIC REF 795.20675.12 QTY UNIT PRICE 1,593.891,090.65 TOTAL PRICE 2,389.091,765.77 ADJUSTMENT 2,389.09CR1,765.77CR A01X71D/I V0461622702008V0463622763002DOMMENT NO. 4240052377651202238921STOCK/PART NO. PDEA AC 119Q 05 99 10 64 1.03 .50.42 3.004.204.12 .00 X31131 V0463623133001V0463623123002V0463623113010V0463623113005V0463622903007 8540262717801060638631534519616988030550801753302915684 BX EACNAC AC9Q 9Q9Z 9999 25 3 51 5.006.80 .13.12 25.0020.40 3.25 .12 REPORT 21 DATE 2324 PAGE Figure 10.20. Division Budget Report. 23 10.149 REF/HULL/UIC OBLIGATIONS SQUADRONUSS SIMON REFIT LAKE,AS ROV AND 33 REFIT S+E OPTAR REPORT FOR PROGRAM 1 ARD 2 FUNDS EXPENDITURES NOV V04697 FOR PERIOD ENDING FY 1973 28 JAN 1973S+E ABAA 591 05054 25 04875 42.72 .00 750.00 .00 TOTAL OBL/EXP 750.00 42.72 OBLIGATIONS .00 EXPENDITURES .00 TOTAL OBL/EXP .00 31BB 6246431710 6220507605714 6:774 33 .4697 18,872.326,700.00 165.10 24.32 121.20 3.40 .00 18,872.326,700.00 286.30 27.72 183,478.80 46.12 .00 183.52 .00.45.00 183,479.25 229.64 .00 40383634 602623760598 05110050751260005106 45,772.00 1,242.00 10.00 .00 3.40 .00 45,772.00 1,242.00 10.00 3.40 39,330.001,282.00 48.80 .00 245.45 .00 39,330.001,282.00 245.45 .00 6664 6256014641 149 7800507705109 0714912597 5,351.64 262.80 .00 .00.00 5,351.64 262.80 .00.00 142.30 24.0069.00 726.00 24.00 .00 868.30 24.0093.0048.80 94907069 618655609 051250571805117 7,237.60 74.00 .00 3,750.00 .00 3,750.007,237.60 74.00 .00 19,172.203,313.00 640.74 8.50 .00 452.84 69.00 2.88 .00 19,172.203,765.84' 643.62 77.50 .00 TOTAL9895 657 05720 7 05007 85,754.50 .00 4,628.00 .00 90,382.50 .00 247,585.46 19.0011.00 1,793.49 21.6067.75 249,378.95 40.6078.75 REPORT 46 Figure 10-21.-SquadronDATE Refit 3039 ROV and Refit S&E OPTAR Report. PAGE 2 10.150 NAVCOMPTICCHANIZED 2157 BUOCEI/OPTAR SIMULATED REPCRT COMMANDING OFFICER, USS SINN LAKE, AS 33 V04697 EL 6011 OB 57016 NONTH ENDING; OH V05007 1 MAR 1973 FY 1973 TO:FROM: COMMANDING OFFICER, U.S. NAVY REGIONAL FINANCE CENTER, NORFOLK, VA. PART 1 CONSUMPTION + DEFICIENCY PART II OPTAR DATA CUMULATIVE CODEFUND CUMULATIVE CHARGEABLEMATERIAL CONSUMED CHARGEABLEDEFICIENTMATERIAL OBLIGATIONSCHARCEABLEFY TO DATE DIFFERENCESCUMULATIVE .00 GROSS ADJUSTED OBLIGATIONS 6.60 YEYDYCIli CONTROLLEDCONSUMABLES EQUIPAGE 8.407.206.607.80 19.00 8.407.807.206.60 87.70 ..00 .00 19.0096.10 7.807.20 PARTTOTALYR REPAIR III TRANSMITTAL PARTS RECAP .29.00 1.00CR 49.00 87.70 136.70 OTHERTL NUMBER DATA: Anon /3 .00 LASTFEEDOPTAR DIFFERENCEVALUE GRANT OF FEED: TL'S LISTING TRANS: PROC:RECD: 1365 17,000.00 .00 THISUNDERI HEREBY REPORT. THE CERTIFY FUNDS IDENTIFIED,THAT DOCIBOINT/RY IN THE EVIDENCE AMOUNT SHOWIS AVAILABLE AS THE 'TOTAL' AS OF THE OF DATE 'CUMULATIVE OF THIS REPORTBYS.H.NORRELL COVERINGDIRECTION OBLIGATIONSCDR, USN LEGALLY INCURRED GROSS ADJUSTED OBLIGATIONS' IN PART II OF Figure 10-22.Budget/OPTAR Report. 10.151 CHAPTER 11 IT COULD HAPPEN TO YOU

Up to now we have discussed procedures for PRESENTATION SILVER "routine" supply operations. In this chapterwe will discuss some supply problems whichyou As described in NAVSUP P485, chapter 6, should know about but whichare far from routine. gifts from civilians generally consist of silver presented to United States ships in the form of trays, bowls, tea service, and so forth. These gifts have been presented bymany sources such RECEIPTS as states, cities and organizations as wellas individuals. Since these gifts havea high value, Receipts come from many places, direct from both intrinsic worth and historic, special receipt the supply center, the manufacturer, and other and control procedures have been adopted. supply officers. All receipts from thesesources Immediately upon receipt of anew gift of are familiar to you. Now let's talk about some presentationsilver your commanding officer other types of receipts. must provide Naval Supply Systems Command (Deputy Commander, Supply Operations) witha complete inventory report which includes the name .of the donor, the date of the presentation, a complete description of the silver including engraving, and the quantity of each item. Addi- RECEIPTS FROM OTHER tionally,atleastthreephotographs of the GOVERNMENT DEPARTMENTS presentation are taken. One is forwardedto NAVSUP with the initial inventory report. Two Receipts from other government departments or more photographs of the presentation then (Air Force, Army, etc,)are inspected for both are retained by the ship and become part of the quantity and quality. As soon as the materialis custody records for the silver. received at your ship or unit, the inspectionfor Presentation silver received from another ship qualityisperformedbythereceiving that has been inactivated or otherwise disposed storekeeper or, if the material is ofa highly of is usually accompanied byan itemized DD technical nature, the department head ofthe 1149 or 1348-1 with an itemized inventory receiving department will providea technically attached, plus a photograph of the items. A qualified person to perform the quality inspec- copy of the receipt, with inventory attached, is tion. forwarded to NAVSUP (DeputyCommander, In most cases, receipts from othergovernment Supply Operations).Itisnot necessary to departments are made on a reimbursement basis. forward a photograph of the slivei to NAVSUP That is, Navy department fundsare transferred when it is received from another ship. to the credit of the department from which the Presentation silver is taken upon the custody material is received. Exceptions to thispractice records of your ship in thesame manner as are noted in NA VSUP P485, Chapter 4. controlled equipage. However, presentationsil- The document substantiating the receiptis ver is not classified as controlled equipage and is priced, extended, and totaled. The document not reported as such on equipage reports made also must show the authority for the transfer. to your type commander.

232

8 Chapter 11IT COULD HAPPEN TO YOU

Presentationsilverisinventoriedat least requesting activity has presented an official semi-annuallyinMarch and September and order or requisition signed by the proper author- additionally: ity and citing the appropriation of the department which will bear the cost, and the fiscal upon relief of the custodian officefrom which reimbursementisto be obtained. upon change of command (if desired by The Coast Guard may be issued the material relieving commanding officer) they request on a reimbursable basis, except for cognizance symbols F and S material. Requisi- upon inactivation of the ship tions for cognizance symbols F and S material must be forwarded to the Naval Ship Systems at any,ther time the commanding officer Command. considers an inventory necessary. Whenever practicable, handle the transaction as acash sale.If this cannot be done, the Reports of the semi-annual inventory are transfer invoice, with the exception of invoices made to NAVSUP (Deputy CommanderSupply covering sales of medical and dental material, is Operations and Fleet SuppGr ) by letter, identi- listedseparatelyon a letter of transmittal, fied by NAVSUP report symbol 40001-1, in showing the invoice number and the amount and accordance with NA VSUP P-485, Chapter 6. is forwarded tothe Navy Regional Finance Center, (NRFC), Washington, D.C. The original and three copies of each transfer invoice, with EXPENDITURES the original and one copy receipted, are forwarded the same day the transaction occurs. From time to time you may be required to Figure 11-2 gives an example of a transfer to make expenditures of material under unusual another Government department, when cash is circumstances. not collected locally.

TRANSFERS TO MARINE CORPS TRANSFER TO MERCHANT SHIPS Transfers of material to Marine Corps organizations ashore, other than those rendering Transfers to merchant ships are made only stores returns, are covered by a priced 1348-1. when the merchant is in distress and then only Credit is made to the applicable appropriation, with the approval of your commanding officer, subhead, OB, and functional account which The expenditure invoice for .the transfer must would be charged with the value of such contain a description of the circumstances that material on issue. The invoice shows that an required the transfer and be signed by the appropriation adjustment is required and gives commanding officer on the face of the invoice. the applicable accounting data. This type of Additionally, the expenditure invoice must show transfer is included in the transf,..rring ship's "A" the name and address of the firm owning and summary (see fig. 11:1). operating the ship and the accounting data required for credit purposes. TRANSFERS TO OTHER Receipt for the goods is obtained in duplicate GOVERNMENT DEPARTMENTS from the master or purser of the ship receiving the material. Whenever possible transfers to Transfers of material may be made to the merchant ships should be made for cash, and the Army, Air Force, to ships controlled by and cash handled inaccordance with procedures operated under the Maritime Administration, outlined in NAVSUP P.485, Chapter 5. If it is and to other Government departments, when not possibletocollectcash, the invoiceis approved by the commanding officer. Before forwarded to NRFC, Washington, D.C. in ac- you make such a transfer, however, be sure the cordance with NAVSUP P485, Chapter 5.

233 O 81213 '4itoto.5 12.1! U71i If10/1212117114 slif11711311314 I 43 4 STOCK OR PART NUMBER 2+± 4 ODANTi1r 39,10j1I DOCUMENT3 .1134 3y11.3! NUMBER 3%3 C41 E. UPI' NUN FUN DISTRI PROF St E=HO 0 RI RN UNIT PNIC( 77 Set z2 1-14 IAN S F1 I N I AIM L :lamr... 66666 0 II t FD 1117.7TEAL 4 "01155 ,-* , 3= = I Kt .*. DAMOIL raglan OCILLANSTCTi U= I 8010 2857016 , PL 0010 M62613 3222 t 4572 =C=1= a x a RATION' 9Q it I 13.71 I-O0 SHIPPV54030 EO FROM USS JOS.K.TAUSSIG SNIPM62613 TO MARK FOR PROJECT ROLLATOTAL PRA *T UCC AWAREHOUSE LOCATION DE-1030 CARGOvert Or PACEUNIT UNIT WEIGHT MCAS, CHERRY CUREPOINT,NCUNIT U F C N M F C FREIGHT RATE DX,0 ::: QUANTITY 1.37.a Ter r 4cCC SUBSTITUTEF DATA 111(11 oN101 am G ttttt H FREIGHT CLASSIFICATION NOMENCLATUREI J K L A1 N 0 P 0 R S C T UITEM NOMENCLATURE EXPENDITURE INVOICE NO. 0wH S Wlo SELECTED BY AND DATE x TYPE OF CONTA INER'S*ENAMEL, BLACK TOTAL WEIGHT E1 ilo RECEIVED SY AND DATE N. V54030-3222-6728 INSPECTED SY AND DATE O0171, EPH E PACKED1 BY AND DATE 2NO. OF CONTAINERS 3TOTAL CUBE - CUCI s WAREHOUSED7 SY AND DATE S WAREHOUSE LOCATION ICID sit REMARKS. CHARGE:4 1731106.2720 AAA 62613, ;C 2D OB 62613, FC JR ,s,savE t s 16 's.AA CREDIT: 1731804.602C, OB 57018, FC CC AC DD EE ST 11FIRST DESTINATION ADDRESS AAA; tip 51 lzDATE SHIPPED APPROVED FOR TRANSFER: O0C 13. TRANSPORTATION CHARGEABLE TO 14. I/LADING. AVM. OR RECEIVER S SIGNATURE 1AND DATE/ FF 18. RECEIVER'S DOCUMENT NUMBER M.E.LOGDY atiti&SC,USN O 5 Figure 11-1.DD 1348-1 for transfer to Marine Corps. 43.24-1 WIN COMTAl1I&M T ....IP. 1 ggggg 98010 11 12 13 14 13 16171819 70 21 22 23 24 23 26 27 211 19 30 31 12 33 34 333637 38 34 40 41 42 43 44 43 46 47 48 49 30 s. now REQUISITION AND INVOICE/SHIPPING DOCUMENT T. man . 10 AUG 1973 MO. lAt 1111440 II, lSVISITOS 4414 s. /gemS. 441041TV $$$$ 04 404414 01590-1131 t. H4 01590V54030 USNSUSS JOSEPHBLUE JACKET K. TAUSSIQ (T-AF DE-103051) 4. AVINOITT.. .. on PVPOSINAVSUP P-485, Par. 5102 II, S. sow To A WC COI Z. OATS 'MI/US S. V54030/3222/6729 TOTC41 NvSI 411 SATS NAVYWASHINGTON, REGIONAL FINANCED.C. CENTER (PROPERTY ACCTG DEPT) 20371 .1. I. 001 OP SN1 NO VVVVVV 0111.4441011 on Poll ggggggg Cc NO. 14. Slit OF tc1.44 INUNSIO 4. AMOPNATION All 0/11111A4 OSLO- M CONF. NO. LOT NCCEOACIIVITTAUTANSOZATIOM MANS rePS 440PlaTT ACCI'O 4CTIVITT 0004. T. COST CODS .MOUNT .1.1 173(4912.3302 mow- Tock mis649. omarmoN. 000 AND moos '62301 t 440/04 4369cas 0 00179 .4ut2FIV 01590 S ACI104 APIA 141414TMCON003222672900 14.4C4NOS.CON. 111? 14.0 TOW. COST r43011. REIMBURSEMENT9G 6850-255-0429 TO BECOMPOUND, OBTAINED BOILER FROM COMSTSLANTARFA 01 Cle MUNN. DR (4/ :am 04 (0 04 01 0TOTAL 00 PRICE $5.60 M $22.40 22.40, N APPROVEDAPPN&1731804.602CCREDIT: SUBH FOR TRANSFER: 60951AAA OB57018 0032226729ACCOST CODE plqelti51111rR M. P. IIEb 10 N, LT, SC, USN S. ON11WIPLINTATION VIA OATS Re TO SCSCINOTION M. 11.J.C14.1.... TO TAI 01. um1101101 ST O soliga;17%111 OtINT MC ....r CtItINDS0u..MCAT AS 11011111 ""SATS 101111 5gft al M ST t D - MCP?ICIIITCO S NOTED SAIL ST 24.11actmies 04C4c NO. DD .ti,ACIICII :2:11 1149 (*.FT) IT 1IPLA0111 tempi Ol -T NAT TOTAL N ..MICA NAT SC Loom --a. 4 73 7. POSICNIN 01020111001 $4 Figu-a 11-2.Transfer to other government department without cash receipt. 43.3 STOREKEEPER I & C

Figure 11-3 illustrates a DD 1149 for transfer MATERIAL REMOVED of an item to a merchant in distress. INCIDENT TO INACTIVATION

During inactivation of ships transferred to the reserve fleets, all perishable, hazardous, excess, TRANSFERS TO and surveyed material is transferred from the FRIENDLY FORCES ships to designated shore activities ona priced DD Form 1348-1.Credits for material removed NA VSUP P485, Chapter 5 specifies the type during inactivation are, for the most part, made of material and the conditions under which to the appropriation, Operation and Mainte- United States naval ships and activities may nance, Navy, or the Navy Industrial Fund, as furnish supplies and services to friendly foreign appropriate. The invoices are posted to stock naval vessels and military vessels. records, and if maintained, inventory control Transfers of supplies are generally madeon ledgers. DD 1149. Whenever possible, cash reimburse- Prior to such transfers, the approval of both ment for the supplies should be effected locally. \the ship's commanding officer and thetype When local collection of cash is not feasible, the commander to whom the ship is being assigned invoiceisforwarded to NRFC, Washington, must he obtained on the original of each invoice D.C. for collection. (the type commander may delegate in writing his authority to grant approval to thetype supply officer). Before such transfersare approved, the following facts must be verified: Accessorial Charges The authority for transfer is correct. Issues to foreign vessels or aircraft are subject to accessorialcharges for transportation and Accounting data are in order. handling, and administrative costs. The method for determining accessorial charges for different The material is being transferred to the classes of material is found in NAVSUP P-3013, proper activity ashore. Chapter 6. Accessorial charges are shown separately on The shore activity has been advised, and the invoice but are not included in the invoice delivery has been scheduled. total. Figure 11-4 shows a transfer of material toa Copies of approved surveys are attached, foreign ship. when applicable.

236 242 ..17:47*- -.--;-- REQUISITION AND INVOICE/SHIPPING DOCUMENT. 06 s. ailftirria am *Seetense. sews ocaudesommo I. MIDI V54030 USS JOSEPH K. TAUUSIG DE -1030 . 1. IOU 5IT111141 IMBOINOSO S. Mean I. MI MASTER, STEAMSHIP "GEORGE BARNES" (CASH SALES) IS.5. InIMPSITT1115551511 PO MOONXAVSUP P-485 Par. 5102 II& MS 11011i OATS I. SNIP 10 . WO POO IS.It. APP NMI IPI111515 INPIPOW PM OM PO 14151105011(11 A. APPOPPOIMMO ASV IMMO 01O. C1. IIMIL CIDII. NO. 00.Lr MOTO10,10111W110.. PRIMO 1580, moron, IL we sonata" IIMINDLATOO 00 5851 mititalact sir. COW. OW OMB 1185IN MOW. mat 51110550. oesenurflami, Me come OF U01 W. maden sannesi OS IPM.MOT fa Si TVIT NI *AftonIV N I WHOcos.WI tuts OOP 411 oast PIMP - or N COSI ..2.1. CASH9G 8120-663-30196830-290-4370 SALE TO MERCHANT CYLINDER,GAS, SHIPACETYLENE, INACETYLENE DISTRESS. TECHNICAL GAS STEAMSHIP EACF Y REQUIRES200 5 0- $ 22.60 TO .05REPAER $ 113.00 10.00 UNDERWATER:DAMAGE CAUSED BY COLLISION WITH FLOATING WRECHA . E PROCEED IN . RES, CONDITIONASH CREDIT:SALE APPROVED AT CURRENT ISSUE PRICE. SUPPLY OFFICER DI MAKE spn witIllif , USN COMIIMIDING 1731804.602CAPPW i SUER 60951AAA - 57018ON 0032226730ACCOST CODE . t CERTIFI TVA VE RECEIVED CASH IN SHIP OWNED BY WALKS STEAMSHIP CORP. AMOUNTDISBURSING 01 1 62, CH WILL 1 .1 EAR IN MY IF IL 1116010.1A11011 VIA NATO 2390 FLORIDA AVENOK, NEW YORK, N.Y. AUGUST, P973 " ' 5 5 gse. en are CHANMAIRS lassie 1 6013At TAM" 4" t coin tIOfIftCIP AO 5 . 23 . TO a 55(111111CICl ST OP Sinn AS 555115 OPIP r"" Viro0P"" i7SSI 5T @MUS% OPCl .0.9 OD 1 ta :NU 1149 (*.Pi OPROCIIO (5M00 OP 1 055 Olt VOUCH MAT OP IANIO TOTAL :: = WO0102.011.1an l 5 Figure 11-3.Transfer to merchant in distress with cash received. 43.3 ETV *Arm./ lisrJ an01111M filiSi luau u6faso; of Japutsi,-3,-L L aIn6!d 10011,0/010 Grin 30 00 1000 00 301 140 0031303 533,1010 4) 6171 I st:t: as 01 0,no C0.1./311..01 66LZ* 77N Is ..1101106 41004lsON ..., R 1V101 0 031310 v 06.EZ5 1.10111101 100 1:111::Nr13UM vvvvvI. 01311 41100 01 It,O0t 00111111310 -.ED 0 AO 0111011 111 Vanit 110 ONIOHVNIWO i 0.1.= 1. 'Vat TS609 VZ09"7118TELT "IMP 1100 0.4 0011010411.003 3103010.0 0001 00 1114 f .N. 60 4011VNI two 'd OINOINVV Idl3lla8 OVIEL9ZZZENO 3800 ISOO VYV :I1028.3 SHOVVH0 WIHOSS303V 8TOLS 80 Hans 9 NddV TS609 VVV OZOVVO8TELTHens 9 NddV 6S'ESS. 208VHD (ONVIONVH ONIIONVH 9 NOIIVAVOdSW82 9 NOIIVI8043MV84 88A00 snla IvixaIviial) nalaIvHao 3.018d ao 1V101 3018d 40 %ZWW1 40 ZST 18SS2A 1VAVN N018804 OS 82ASNVEL :S301VH0 1VIVOSS300V :114:1383 OS'T 09*S5ST' VOOT HOV2 ONOOd400 831108 7VIal .asiloa 6Vi09CIL -SSZ-99Z -OS89-0C6L 9696 'T'Z MI) OVZZ5 Y to 5-VOr100 re 100111. 0 10 0110110 IOU, 01 10.1301011110/0001 101110010 40 010000 ONV 111000101010 41111011111 7/301,3 1011301Y 11111V.110 "4 "" 41: It410' 454503 1 Malara 41.84-71 OJ.10 .101100 4...---, 111110 0111110110 0111010111401110 V 01101 0000 003 an*, a . swow 000000 031001104101, .011 W00 VW 01000 11001 40 1110 .01 40 000 0 101101111110 151570 00 Om 1 110114010 AO 111011i11 IM7.N213 TLEOZ a)NVNI4 7VN01088 AAVH 'ONI 4N0I9NIHSVA IcL9/zzzE/OcOtsa2,05 00 101101100131100 VI 0 fisn'Imal 031400 340 S.0* 11 INAA IWO OA 0101 V L S wowed V d WI 411111001111 SAN' '0 (L OS) 1778dV0 MUT/ ONS 'W231140 9NIONVHNO0 oun-aa oissnvi. .x HIISOr ssn OEOVsA 05 V Oi OP M 0 SP 6 es, cs, A sr ot K Kaman's= et a as a 6 wn K a R IC R 0 1 0041111000 11 0111001 H 91 100 004000111 0 q01,I'llf SV WIWIa MO V 1100 011 Itawnpoo opischnHsizotomi CINV Nowsintati .....I INDEX

A B

Access, 144-153 Bibliography for Advancement Study, 4 Accountable stores, 183 Billets, 4 Accounting and funding afloat, 125-140 Blanket purchase agreement, 66 Accounting, OPTAR, 127 Breaking the files, 12 Admininstrative duties, 7-18 Budget and OPTAR reports, 223-227 ADP System-SUADPS, 194 Budget/OPTAR report, 153-155 Advancements, Storekeeper, 1-6 Bureau of Naval Personnel, 69 Afloat, expenditures, 86-92 Afloat funding and accounting, 125-140 Afloat, purchasing, 65 C Afloat reports, 141-167 Cargo stowage plan, 174 Afloat shipment procedures, 106-108 Centrally contrAled expense elements, 127 freight carried by fleet vessels, 108 Commissary store, 32 Navy freight, 108 Controlled equipage, 51-53 shipment by mail, 106 Correspondence, 10 Afloat Supply Department, 36 evaluating letter, 10 Aged unfilled order listing, 129-131 organizing letter, 10 Air cargo and mail manifest, 118 planning the letter, 10 Air circulation, 173 Cosal and overhaul procedures, 41-44 Air responsibilities, 184 Cosal maintenance between overhauls, 43 Air Systems Commaad, Naval, 70 Customer relations, 5 Aisles in warehousing, 176 Allowance list in deficiency, 48-50 D Annual supply inspection, 17 Dealers' bills, processing, 100 Ashore and afloat stowage, 168-193 Defense Supply Agency, 21 Ashore, expenditures, 101-105 defense supply centers, 21 Ashore purchasing, 66-69 General Services Administration, 22 Ashore, receipt, 95-101 Defense supply centers, 21 Ashore supply support activities, 26-34 Defense Transportation System, 108-110 Auditing reports, 141-155 Military Traffic Management and Terminal access, 144-153 Service, 108-110 budget/OPTAR report,153-155 Demand history processing, 211 document transmittal report, 144 Departmental responsibilities, 183 requisition/OPTAR log, 141-144 air, 184 Automated supply procedures, 194-231 weapons, 184 Automated Supply System, 194 Departmental/ship's budget, 136-140 ADP System-SUADPS, 194 reports, 139 EAM System, 194 Department of Navy publications, 8 SUADPS functions, 195 Detailed filled order/evenditure/difference system maintenance, 195 listing, 134

239

245 STOREKEEPER 1 & C

DI 100 data elements, 217 Fleet supply, 34-36 DI 100 report num,ers, 217 fleet commanders, 34 Distribution, 24 type commanders, 36 Distribution channels afloat, 57 Documentation, MILSTAMP, 113-124 Formal advertising by purchasing, 63-69 Documentation of expenditures ashore, 102 Freight carried by fleet vessels, 108 Document Identifiers, 195 Freight Transportation Organization, Navy, types of, 195 110-112 Document transmittal report, 144 Fresh provisions, 182 Dry provisions, 182 Frozen provisions, 183 Duties, administrative, 7-1& Fuel, 74 Funding, 125-127 definitions, 125-127 E fleet commander, 127 EAM System, 194 type commander, 127 Electronic Systems Command, Naval, 70 Emergency purchases, 65 Equipage, controlled, 51-53 G Erroneous receipts, 83 Evaluating a letter, 10 General inventory procedures, 38-41 Expenditure of system operation, 215 importance of good stowage, 39 Expenditure transfers, 233-238 inventory teams, 40 material removed incident to inactivation, 236 materialidentificationand inspection, 40 to friendly forces, 236 preparing for inventory, 38 to government departments, 233 reconciling differences, 40 to Marine Corps, 233 General Services Administration, 22 to merchant ship.. 233 General Stores, 182 Expenditures afloat, 86-91 special commodities, 89-91 transfers to other ships, 86-88 H turn in to store ashore, 88 Hazardous items in afloat stowage, 170-173 Expenditures ashore, 101-105 Honeycombing in warehousing, 178 documentation, 102 organizational functions, 102-105 potential customers, 101 Expenditures, procurement, and receiptp, 57-105 Identifiers, document, 195 Information sources for Storekeeper F advancement, 2 Facilities Engineering Command, Naval, 70 Inspection, annual supply, 17 Files, 10-12 Instructions, operating, 9 breaking the files, 12 Integrated Supply System, 36 organization of files, 10 Inventory control points, 24 records disposat. 11 Inventory management, 38-56 Files, system, 196-211 controlled equipage, 51-53 Final Multiple, 1 deficiency in allowance list, 48-50 Financial and management reports, 216-231 determining stock levels, 45-47 207 financial reports, 218-223 levels of supply, 44 budget and OPTAR reports, 223-227 maintaining stock levels, 47 DI 100 data elements, 217 mandatory turn-in repairablcs (MTR), 53-56 DI 00 report numbers, 217 supply vs demand, 50 miscellaneous management reports, 227-231 Inventory procedures, general, 38-41 requesting, 216 Inventory of system operation, 215 types of 216 Inventory of tax free tobacco products, 173 Financial reports (207), 218-223 inventory teams, 40 Fleet commanders; 34,127 It Could Happen to You, 232-238

240 246 INDEX

Letters, 10 Naval Air Systems Command, 70 evaluation, 10 Naval Electronic Systems Command, 70 organization, 10 Naval Facilities Engineering Command, 70 planning, 10 Local publications, 8 Naval Material Command, 22-26 Ship's Organization and Regulations determination of requirements, 23 Manual, 8 distribution, 24 Supply Department Organization Manual, 8 echelons of supply, 25 Logistics, 19-21 inventory control points, 24 planning, 20 Naval Supply Systems Command, 23 principles of, 20 procurement, 24 Naval Ordnance Systems Command, 69 Naval Research Office, 70 M Naval Sea Systems Command, 70 Naval Supply centers and depots, 26 Management data list, Navy, 58 Naval Supply Systems Command, 23, 71 Management and financial reports, 216-231 Navy department procurement responsibilities, Management, inventory, 38-56 69-71 Mandatory repairable items, turn-in of, 91-94 Bureau of Naval Personnel, 69 Manual files, 198-200 Marine Corps, 71 Manual of Qualifications for Advancement, 2-4 Military Sea Transportation Service, 71 Marine Corps, 71 Naval Air Systems Command, 70 Material Command, Naval, 22-26 Naval Electronic Systems Command, 70 Material identification and inspection, 40 Naval Facilities Engineering Command, 70 Material obligation validation, 60-65 Naval Ordnance Systems Command, 69 Material Transportation Office, Navy, 110 Naval Sea Systems Command, 70 Medical and dental OPTAR reports, 127 Naval Supply Systems Command, 71 Military Sea Transportation Service, 71 Office of Naval Research, 70 Military standard transportation and movement Navy Exchange, 33 procedures, 112 Navy freight, 108 MILSTAMP application, 113 MILSTAMP objectives, 112 Navy Freight Transportation Organization, MILSTAMP purposes, 112 110-112 MILSTAMP routing, 113 Navy Material Transportation Office, 110 Military Traffic Management and Terminal Navy overseas air cargo terminals, 111 Service, 108-110 Navy overseas air muting activities, III MILSTAMP, 112 Navy sea cargo coordinators, III application, 112 Navy management data list, 58 objectives, 112 Navy Material Transportation Office, 110 purposes, 112 Navy overseas air cargo terminals, 111 routing, 113 Navy overseas air routing activities, III MILSTAMP documentation 113-124 Navy sea cargo coordinators, 111 air cargo and mail manifest, 118 Navy stock account class 207,157-166 ocean shipments, 119-121 Navy stock account class 224,155-157 shipment marking, 122-124 Navy Supply System, 19-37 shipment via government vehicle, 121 NORS requisitions, 58 transportation control and movement NRFC transaction listings, 127-134 document (TCMD), 114-118 aged unfilled order listing, 129-131 Miscellaneous commodities in warehousing, 179 detailed filled order/expenditure/difference Miscellaneous management reports, 227-231 listing, 134 MTR item identification, 93 summary filled order/expenditure/difference MTR (mandatory turn-in repairables), 53-56 listing, 131-134 MTR turn-in/shipment, 94 threshold concept, 129

241 247 STOREKEEPER 1 & C

NSA returns afloat, 155-166 Purchases, 99 Navy stock account class 207, 157-166 Purchasing afloat, 65 Navy stock account 224, 155-157 emergency purchases, 65 purchase with bureau, systems command, or office approval, 66 0 routine purchases less than $250, 65 Ocean shipments, 119-121 Purchasing ashore, 66-69 Office of Naval Research, 70 blanket purchase agreement, 66 Offload processing, 215 purchase by formal advertising, 66-69 Open order file, 96 Operating instructions, 9 R OPTAR accounting, 127 Rate Training Manuals, 4 centrally controlled expense elements, 127Receipt documentation, 75-81 medical anddental OPTAR reports, 127 receipt discrepancies, 81 Ordnance Systems Command, Naval, 69 Receipt of system operation, 214 Organization of files, 10 Receipts, 71-86, 232 Organizational functions of expenditures ashore, completion of shipment, 83 102-105 erroneous receipts, 83 Organizing a letter, 10 fuel, 74 Output files, 200-211 general procedures, 71-73 Overhaul procedures and the Cosal, 41-44 material received in unsatisfactory condition, Cosalmaintenance between overhauls, 43 82 supply overhaul, 41-43 posting procedures, 85 validation, 41 receipt discrepancies, 81 Overseas air cargo terminals, Navy, 113. receipt documentation, 75-81 Overseas air routing activities, Navy, 111 .special procedures, 73 -t- Receipts ashore, 95-101 p material from other supply officers, 96-99 open order file, 96 Personnel assignment, 13 processing dealers' bills, 100 Personnel management, 12-17 purchases, 99 personnel assignment, 13 rejections, 100 supervision, 15-17 types of receipt documents, 95 training, 14 Receipts, expenditures, and procedures, 57-105 Personnel requirements for replenishment Receiving stores, 190-192 procedures, 186 Records disposal, 11 Planning a letter, 10 Rejections, 100 Posting procedures, 85 Relations, customer, 5 Procurement, 24, 57-65 Replenishment procedures, 184-193 distribution channels afloat, 57 equipment, 188-190 material obligation validation, 60-65 inspecting the operation, 193 Navy management data list, 58 personnel requirements, 186-188 NOES requisitions, 58-60 receiving stores, 190-192 responsibilities for procurement afloat, 58 replenishment stations, 184-186 sources of supply, 57 safety precautions, 192 Procurement, receipts, and expenditures, 57-105 The Safety Program, 193 Procurement of system operation, 212-214 unsafe conditions, 192 Provisions, 182 Replenishment stations, 184 dry, 182 Replenishment, underway, 180-182 fresh, 182 Reports, afloat, 141-167 frozen, 183 Reports, auditing, 141-155 Publications, 7-9 Requisition/OPTAR log, 141-144 Department of the Navy publications, 8 Responsibilities, departmental, 183 local publications, 8 Responsibilities and rewards, 5 TYCOM publications, 8 Rewards and responsibilities, 5

242

24-8 INDEX

S Supply echelons, 25 Supply fleet, 34-36 Supply levels of inventory management, -44 Safety precautions for replenishment procedures, Supply overhaul, 41 192 Supply procedures, automated, 194-231 Safety Program, The, 193 Supply sources of procurement, 57 Sea cargo coordinators, Navy, 111 Sea Systems, Command, Naval, 70 Supply support activities ashore, 26-34 Sea Transportation Service, military, 71 commissary store, 32 Servmart, 28 Naval supply centers and depots, 26 Shelf life, 168 Navy exchange, 33 Shipment marking, 122-124 Servmart, 28 Shipment procedures afloat, 106 supply departments ashore, 28 Shipment via government vehicle, 121 Supply System, Automated, 194 Shipping, 106-124 Supply System, Integrated, 36 Ship's/departmental budget, 136-140 Supply System, Navy, 19-37 Space utilization, 12 Supply Systems Command, Naval, 71 Special commodities, 89-91 Supply vs demand, 50 Standard transportation and movement Surveys, 94 procedures, military, 112 survey review by bureaus, systems commands, Stock levels of inventory management, 47 and ICP's, 95 Stock rotation, 174 types of, 94 Storage layout in warehousing, 174-176 System files, 196-211 Storekeeper advancements, 1-6 manual files, 198-200 Bibliography for Advancement Study, 4 output files, 200-211 Final Multiple, 1 tape/drum files, 196-198 keeping current on, 2 System operation, 211-216 Manual of Qualifications for Advancement, 2-4 demand history processing, 211 Rate Training Manuals, 4 expenditure, 215 requirements for, 1 inventory, 215 sources of information, 2 offload proeessing, 215 Stores, 162 procurement, 212-214 accountable, 183 receipt, 214 general, 182 Stowage afloat, 168-174 air circulation, 173 Tape/drum files, 196-198 cargo stowage plan, 174 The Safety Program, 193 hazardous items, 170-173 Training, 14 inventory of tax free tobacco products, 173 Transaction listings, NRFC, 127-134 shelf life, 168-170 Transfers of expenditures to, 233-238 stock rotation, 174 friendly forces, 236 Stowage afloat and ashore, 168-193 government departments, 233 definitions, 168 Marine Corps, 233 SUADPS functions, 195 merchant ships, 233 Transportation control and movement document Surnrnaries, 134-136 (TCMD), 114-118 "A" summary, 134 Transportation System, Defense, 108-110 "B" summary, 134 Turn-in of mandatory, repairable items, 91-94 Summary filled order/expenditure/difference marking containers, 93 listing, 131-134 MTR item identification, 93 Supervision, 15-17 MTR turn-in/shipment, 94 Supply Agency, Defense, 21 packaging and marking of MTR items, 91 Supply department afloat, 36 Turn-in repairables, mandatory, 53-56 Supply departments ashore, 28 TYCOM publications, 8

243 249 STOREKEEPER 1 & C

Type commanders, 36, 127 V Types of stores anticipated, 182 accountable stores, 183 dry provisions, 182 Validation, material obligation, 60-65 fresh provisions, 182 frozen provisions, 183 general stores, 182 W Types of surveys, 94 Warehousing, 174-180 aisles, 176 U direction of storage, 177 honeycombing, 178 Underway replenishment, 180-182 miscellaneous commodities, 179 methods, 181 planning the storage layout, 174-176 Utilization of space, 12 Weapons responsibilities, 184

*U.S. GOVERNMENT PRINTING MICE: 1974.640-702/41

244 250