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Stock Record Replenishment Review
Figure  5-16.NAVSUP  Form  306

Photography (Advanced) - Advanced manual for photography and other graphic techniques
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All items that can seriously impair operations if they run out REQUISITION  LOGBOOK The  Requisition  Logbook  accomplishes  two purposes:  First,  it  serves  as  a  ready  reference  for material on order; and second, it serves as a record of material received. This book should have columns for the  requisition  number,  stock  number,  nomenclature, quantity ordered, unit price, total cost, date ordered, date received, local supply department requisition number, and amount received. These columns can be varied to meet local needs. FILES Piles must be maintained to hold documents that relate to prospective material receipts and which, upon receipt of the material, are used to ease the receiving process. Piles are also required to hold the documents after they are processed to provide records of receipt. Material Outstanding File The material outstanding file contains a copy of each procurement document for material and services not yet received. The file also includes, as attachments to   individual   procurement   requests,   related documentation, such as follow-ups, supply status, and shipping  status. Material Completed File The material completed file contains a copy of each procurement  document  that  has  been  removed  from  the material outstanding file once the material is received or canceled. It also contains a copy of each applicable receipt document. NOTE: Because of the volume of business and numerous customers at any supply department, matters requiring  follow-up  on  outstanding  requisitions  are handled more efficiently when you know the supply requisition  number. INVENTORY The term inventory, as used by Photographer’s Mates,  applies  to  the  actual  number  of  items  physically within the imaging-facility spaces and under the control of the imaging-facility manager or officer. Inventory aboard ship is necessary to ensure that ships have a well-rounded stock of materials on board to sustain operations for a maximum period of time. To do  this,  you  must  maintain  effective  inventory procedures for all items in stock. Physical  inventories  must  be  performed  to  verify the accuracy of stock records and to adjust the stock records  when  discrepancies  are  found.  Briefly,  periodic inventories are taken for the following reasons: To determine quantities of stock on hand for comparison with stock record card balances To  determine  the  difference  between  actual physical count and stock record card balances To verify the causes of these differences To   provide   data   to   help   prevent   future discrepancies The most important aspect of physical inventory is to ensure that material presumed to be in stock is actually present and available for issue when needed. The false security created by an erroneous balance on the stock record card is serious. A zero balance, for instance, may be  rectified  by  timely  procurement  action;  however,  when the zero balance is not known and there is a demand for the material, a serious problem exists. NOTE:  When  taking  inventory  in  a  storeroom,  you must use the correct NSN or the count will be posted to the wrong card. To help prevent errors in inventory and issues, you should mark all stock in the storerooms with an NSN. This may be done by placing a stock tag on the bin or drawer front when only one type of material is stowed therein, by fastening a stock tag to the item, or by writing the NSN on the item. It takes a little time to  mark  stock  properly  when  it  is  inventoried  or received, but it can save you a lot of time later on. Imaging Equipment and Material You might think of your responsibilities as a supply petty officer as being a circle formed by a chain with each link representing a specific job. Each link is dependent   on   others.   When   the   procurement documents  are  prepared  properly,  the  receiving procedure is relatively simple. As the "storekeeper" for an imaging facility, you are responsible for the receipt, identification, inspection, and distribution of incoming supplies  and  equipment.  Two  terms  you  should 5-23







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