Receipts from purchase and indefinite delivery-type contracts are handled in much the same manner as receipts from Navy activities. When an order is placed, one copy of the Order for Supplies or Services/Request for Quotation, DD Form 1155, will be given to the storeroom storekeeper for the incoming material file. Upon receipt of the material, the inspector will remove all copies (minimum of three) from the outstanding purchase order file, inspect the material, circle the quantity received, and then sign and date block 26 of the DD Form 1155. The copies are distributed as follows:

a. Copy signed by the inspector and one additional copy are placed under lock and key by the FSO until receipt of the dealer's bill.

b. One copy is delivered to the records storekeeper for posting to the NAVSUP Forms 335 and 367 and placed in the appropriate receipt file.

c. All remaining copies are returned to the outstanding purchase order file pending receipt of the dealer's bill.

d. The storeroom storekeeper should remove the copy of the applicable DD Form 1155 from the incoming material file, circle the quantity accepted, sign it (accepting responsibility), and deliver it to the FSO who will place it in his or her accountability file.

An exception to these procedures occurs when orders are placed for delivery over an extended period. In this case, after the storeroom storekeeper has signed each delivery ticket, assuming responsibility for the food items, the ticket is filed in the accountability file and the amount of the delivery noted on the DD Form 1155 at the end of the month. When final delivery has been made, the distribution of the DD Form 1155 will follow procedures as shown in items a through d.

FOOD STORAGE

All areas in which food items are stored must be kept clean and clear of unnecessary traffic and unpleasant odors. Care should be taken to keep food items away from areas where asphalt, fuel, creosote, or lubricating oils are present. Smoking in food storage spaces is prohibited to avoid fire and prevent certain food items from absorbing the odor or smoke. Items in damaged containers or bags will be issued immediate if they are fit for human consumption; otherwise, they will be surveyed. Inspect the food items regularly for signs of damage, spoilage, and insect or rodent infestation. More specific storage principles and procedures are discussed later in this chapter.

PRINCIPLES OF STORAGE

Certain basic storage principles and procedures must be observed regardless of the type of items. Organized storage spaces help facilitate storing, issuing, counting, cleaning, and safety. This organization will result in a quicker determination of items that are low and thereby avoid unplanned replenishment. Applying these principles will save you headaches and future problems.

Safety

Materials must be stored properly to prevent injury to the ship and the crew and to prevent damage to the material itself. Items that are stored overhead and on top of bins must be secured with particular care because the lashing or other means of securing maybe subjected to heavy strain while the ship is underway.

Accessibility

Supplies must be arranged in storage to facilitate breakouts. Items that are issued most frequently should be located nearest to the breakout area. Whenever possible, avoid storing an item on top of or behind a totally different kind of material. Failure to observe this rule causes slow breakouts and slow and inaccurate inventories. Items must be stored so that, under ordinary conditions, the oldest stock will be the first issued; this process is the first in/first out (FI/FO) rule.

Orderliness

Case goods should be stored neatly in the storage area so that they can be counted by sight without being moved.

Safety, accessibility, and orderliness are closely interrelated and must be considered together. For instance, if for the sake of accessibility, you leave cases of canned goods stacked in the passageway, or if you do not secure them properly, you will violate rules of safety and orderliness. If such a practice were carried to an extreme, you would eventually have such confusion that accessibility would suffer also.