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
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