forms over to the cashier as evidence of the expenditure
along with any change from the money advanced to you.
LOGISTICS SUPPORT AND THE PC
Much of what already has been discussed about the
supply system can now be kept on computer files to
eliminate paper filing. However, an even more useful
application of the computer in the office of the chaplain
is in the area of inventory control.
Inventory Control
Inventory documentation is important to everyone
involved in the RMF. One person or a committee of
persons, however, must be responsible for actual
inventory documentation. This means that you must see
that everything kept on hand is properly stored,
recorded, and distributed as needed
At regular intervals, you must make a physical
check of every item in the RMF and the CRP’s
storerooms and lockers. Always check the condition of
supplies and materials as well as the quantities on hand.
Your supply office can assist you with proper inventory
control records.
An inventory requires planning. Set a definite
period of time once a year, twice a year, or quarterly, if
necessary. Set a definite date and plan an inventory
party. Do whatever is needed to complete an inventory
in the shortest period of time possible.
It is to everyone’s advantage to make a thorough
inventory. Initially, you may find things you never knew
existed. It is mandatory to hold a complete special
inventory upon turnover of the person responsible for
the inventory.
The inventory also covers operating space items
such as items in the custody and under the management
of the department head. The supply system defines
certain operating space items that require inventory
control as “controlled equipage.” Repair parts is a
separate category of inventory control. The largest area
of inventory control will be consumables. Remember,
your physical inventory is a prerequisite to efficient
inventory control. The primary objective of a physical
inventory is make sure the inventory balances as
reflected in stock or custody records agree with the
actual physical quantities on hand.
Your supply office can introduce you to several
t y p e s o f
inventory
methods
s u c h as
bulkhead-to-bulkhead, specific commodity, special
material, spot, velocity, and random sampling
techniques. They will explain how each type works and
which one is best for your situation,
Preparation for Inventory
Before inventory, inspect the spaces and rearrange
the stock. Make sure you take the following steps:
1. Repackage loose articles in standard lots where
possible.
2. Label or otherwise clearly identify all stock.
3. Store cartons and other containers with labels
and identifying information facing out where possible.
4. Check containers with broken seals to make sure
a full count of material is present and each container is
prominently marked to show the actual count and the
date of the count.
At least a week before the inventory, place notices
in the bulletin and plan of the day (POD) that you will
hold the inventory. This lets everyone in the command
know that services may be reduced because of the
inventory.
Inventory Procedures
Because of the importance of a complete and
accurate inventory, you must use the following
guidelines:
Work quietly and without haste.
Write legibly.
Make sure the count is correct.
Make sure the correct unit of issue is used in
taking the count.
Record inventory in a timely manner into a PC
format.
Inventory Management
Naturally, the policies for storing supplies will differ
from activity to activity. Generally, you should store
paper stock and equipment in a storeroom and in lockers
while you retain frequently used articles and equipment
on site. Store stock and equipment items properly.
When on board a ship or in any situation where you are
able to get assigned storage space, use it for storing your
supplies. If such space is not available, store the
supplies on shelves or in cabinets. It is best to group the
same kind of supplies or equipment in one spot. Keep
the most frequently used items in the most accessible
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