Write all entries legibly in ink/enter as required
detachment commanding officers and officers in
charge are not designated as contracting or ordering
in a computer-based program.
officers and are not authorized to purchase these items.
Enter all cancellations and adjustments reducing
Any requirement for nonstandard material must be
an obligation in red ink.
submitted to the supporting supply activity.
Number each page sequentially.
When an open purchase is necessary, you are
required to find the availability of the item and the
Enter the fiscal year on each page.
estimated cost of that item through commercial
vendors. Extreme care must be taken to ensure that you
When you close out the log each month and at the
will not make a commitment of government funds
end of the fiscal year, ensure that the proper entries
without approval from the supporting supply activity.
have been made, the columns are totaled, and the
A commitment of funds without prior approval can
transmittal number is posted at the end of the period
result in your personal acceptance of the financial
covered.
obligation.
Requisition Files
SERVMART Purchases
Requisition files are established according to the
A SERVMART is a self-service store that is
t y p e s o f a c c o u n t i n g f u n d s i nvo l ve d . M O M AU
operated by an ashore supply activity to provide a
a c t i v i t i e s m a i n t a i n f i l e s f o r O P TA R , m i n e
ready supply of relatively low-cost items that are
maintenance, and APA. Each requisition file is
frequently required by area commands. The
maintained on a fiscal year basis by document number
self-service feature and the simplified requisitioning
sequence (Julian date and serial number).
procedure allow supply activities a substantial cost
savings, while permitting their customers to obtain
Outstanding Requisitions
material quickly and without having to prepare and
submit a separate requisition for each item ordered.
The outstanding requisitions file is actually three
files broken down by the types of funds you use
SERVMARTs issue a shopping guide that lists
(OPTAR, mine maintenance, APA). The purpose of
cognizance symbols, NSNs, names, units of issue, unit
this file is to have receipt documents immediately
prices, and storage locations of the items stocked. The
available for processing when the material is received.
guide is a quick reference to eliminate the need for
In addition, the file provides a central location for use
l o o k i n g u p e a c h i n d iv i d u a l i t e m i n s e p a r a t e
as a reference for follow-up action. It also acts as a
publications.
depository for all receipt documents from the time the
request is initiated until the proof of receipt is obtained.
Requisition Logs
The file may also be used for all other actions that have
been taken on a particular document.
The requisition log is the principal financial
control device for a command and is maintained by
The term outstanding denotes material that has
fiscal year. It is divided into three sections: OPTAR,
been requisitioned, but has not yet been received or
mine maintenance, and APA, with tabs clearly
canceled by the activity. When a procurement
indicating each section.
document is submitted, a copy of the document is
placed in the outstanding files.
Each unit and detachment must establish a
requisition log in which all requisitioning documents
Completed Requisitions
are recorded. Most of the columns in the log are
self-explanatory, but you should observe the following
When requisitioned material is received or
general rules:
canceled, all related documents are placed in a material
Make corrections with a single line drawn
completion file. Like the outstanding files, three
similar types of completion files must be kept
through the entry and initial the error.
(OPTAR, mine maintenance, APA). A requisition that
Close out the OPTAR and mine maintenance
has been only partially filled is retained in the
logs on the 8th, 18th, and 28th of each month (26th
outstanding file until action is either completed or
for February) and the last day of the fiscal year.
canceled.
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