RECORDS REVIEW:
Records’ keeping is a huge part of advancement for E-5 and above, so getting a general
understanding of it is crucial to your success on exams. For exam purposes, you’ll need to
recognize the form name and noun names of forms, their purposes, how they interact with other
forms and have a basic understanding of FSM. As you get into higher pay-grades, you will need a
more advanced knowledge that usually will come from either being the records keeper or going to
the school for the NEC by then. If you find yourself in the unique position of not having that
knowledge, then sit down next to your record’s keeper and get it. There is only so much you can
get by sitting down and reading the 486 or the FSM Manual. Spend an hour a day shadowing your
record’s keeper so you actually understand these concepts and have a general working knowledge
of FSM so that you are confident in that knowledge on exam day.
We’ll start by going through the paperwork side, the forms. In this section there is a
complete list of the forms you should be concerned with next to their noun names, so that can be
used as a study tool. If you wish to reference a form during its explanation, just flip back to it’s
example at the back of this section and take a minute to look it over.
- NAVSUP FORM 1090: Food Preparation Worksheet:
This is one of the first forms you will be exposed to as a junior CS. It’s something the GWC will
carry around with him or her and is basically a log for and a written order from the LCS
regarding the daily routine for the galley. It has the day’s menu including recipes and recipe
card numbers, instructions regarding those recipes (should not be things like “follow the recipe”
or “do not overcook”), a portions to prepare column and an actual prepared column where the
GWC records the number of portions actually made at the end of a meal. There is a leftover
column, to record the number of portions leftover at the end of a meal which is used to
compute the acceptability percentage, which goes in the next column. There are two columns
used to record the disposition of leftovers, both prepared and unprepared. This is a useful tool
to track leftovers like cereal that cannot be returned to the inventory but is still useable for the
following day. You record “saved for (date).” Then there is a record for the next day to include
that in their actual prepared for cereal. At the top of the form there are 4 signature blocks. One
is for the FSO to sign, which is optional. Then there is block for the LCS (required), the GWC
for the day (on-coming – required), and the GWC off-going (optional, if it is not a blind turnover).
If the 1090 does not bear the LCS’s signature, then you should not begin work. The LCS needs
to sign it to make it an order, to review it for errors, add or change any menu items as required,
etc. Usually, though not in all operations, on the back of the 1090 you will find temperature logs
for heat stress and for refrigerated spaces. You usually will find a meat block, a modified 1046
(meals sold for credit), etc. It varies by command, but it’s usually used as a tool to centralize all
these logs.
- NAVSUP FORM 1282: Food Item Request/Issue Document:
The 1282 is a ledger used by the Bulk Storeroom Custodians (JOD) to record what food is
issued to the mess, returned, and what the final quantity consumed is for the record’s keeper
to charge off from the inventory. It is also, and first, used by the GWC to requisition the food
required to fill the orders on the 1090. The GWC goes through the recipes on the 1090 and
converts them based on his portions to prepare. Then, based on those quantities, orders the
food on the 1282. FSM automatically generates numbers based on the Actual Prepared on the
1090 which frequently vary, depending on your portion sizes and quantities used as your
pounds per 100, etc. On this form there are several signature blocks. First, there are 2 at the
top of each page. One is for the “Requisitioned By”, usually the GWC. The second is the
“Approved By”, usually the LPO or LCS. The approval process generally involves someone
reviewing the ordered quantities and ensuring everything is ordered, giving the green light to
the JODs to commence breakouts. On the bottom of each section of the 1282 are 4 signature
blocks. The first is “Issued By”, which is always the JODs, relinquishing custody of the stores to
the GWC. The second is “Received By” and the third is “Returned By” which is signed by the
GWC. These are simply saying that the GWC took custody of what the 1282 says was issued
and that he returned what is recorded in the returned column. The last is the second “Received
By” block again signed by the JOD certifying that he actually received what was recorded in
the returned column and that the final quantities are correct for the Records Keeper to post.
The last blocks on the page, after the final quantity column are the unit price which fluctuates
with each receipt from a vendor, the value of the final quantity which is simply the unit price
multiplied by the number of units used (final quantity). Finally there is a “Quantity on-hand”
column. This is used for what is called a “breakout inventory”, done while the JODs are doing
breakouts. While doing them, the JOD counts an item prior to issuing it or after issuing it
recording the quantity on the shelf during breakouts. It is generally easier and avoids mistakes
if you count what you’re ABOUT to issue, prior to pulling it off the shelf. This is because the
Records Keeper, while posting that day to FSM, will see a quantity on hand that is the quantity
prior to the issue of what is on that day. So the quantity you count prior to actually removing a
line item from the shelf should match the quantity the Record’s Keeper sees. You will also here
about a rough and smooth 1282. The rough is the working document that the JODs and GWC
pen and ink numbers on to while the stores are actually being issues and returned. After the
Record’s Keeper posts the numbers, charging quantities off the inventory, they save it and
print it. This final copy is called the smooth, and is simply a record of what was issued for that
day. Each 1282 is broken down by galley area as well, such as galley (fore) and (aft), veg.
prep, bakeshop, chill, frozen, etc.
- NAVSUP FORM 335: Subsistence Ledger
The subsistence ledger is a record for QUANTITY ONLY for every single line item carried on
your inventory. So every single item has its own, individual 335. They are all electronic now,
generated by FSM and maintained by the Records Keeper. A hardcopy example is in the
reference area of this section. It records every receipt (receipt, transfer-in, gain from inventory
adjustment) or expenditure (breakouts, LWOS, Survey, loss from inventory adjustment) for that
item based only on the quantity, not the monetary value. The 335 also maintains other
information, such as hi/low limits which are the guidelines for the quantities to maintain on
hand. Also the unit of issue and food item code which helps to ensure the correct item is
issued in the correct quantity.
- NAVSUP FORM 338: General Mess Control Record
The way I think about the 338, is it is basically the check book balance for the mess. All
financials of any kind for a month are compiled on this form to help you control them and
recognize problems, trends, etc. The first section is “Meals Fed” which is broken down into
columns for meals sold for cash (COMRATS) and meals fed on Rations-in-Kind (RIK). These
function on the 20/40/40% on the food allowance, meaning 20% of you total monetary
allowance for each meal is used from breakfast, and 40% for lunch and dinner. These
headcounts are broken down by meal, then added up to daily totals for cash sales and RIK,
then added up to a daily and cumulative total ration credit for the day. Your monetary
allowance is the Basic Daily Food Allowances plus any Supplemental or Special Food
allowances. Supplemental allowances are used when the BDFA alone cannot support the
general mess. This applies to messes with 1-99 or 100-149 meals are fed daily; only one can
be used per day. Special allowances are for special or unusual circumstances, such as:
- Submarines
- Thanksgiving and Christmas
- First 30 days of operation for a newly established general mess
Cost Based Prime Vender Allowance (CBVA) depend on the prime vendor utilized and can be
found in the quarterly NAVSUPNOTE 7330 (Fixed Price List). This allowance must be
manually activated daily. If for some reason (overseas) you cannot utilize SPV, then a nonPrime Vendor allowance will be used (found in 7330). You cannot use both the Supplemental
allowance and the Special submarine allowance at the same time.
- NAVSUP FORM 367: General Mess Control Record
The 367 is strictly the financials of the mess that are based on the receipt of food from any
source (receipt, transfer-in, gain from inventory) or expenditures for any reason (breakouts,
LWOS, Survey, transfer-out). It displays the date, the source of the receipt (left side) or
expenditure (right side), document number and the monetary value of said receipt or
expenditure. This is another form that is now electronic and is maintained automatically in FSM.
An example is available of the paper form in your reference area of this section.
- NAVSUP FORM 470: Cash Receipt Book
The Cash Receipt Book is a record of all transactions involving general mess funds. This is
used most commonly for deposits of funds from galley cash sale of meals. The Cash Collection
agent (CCA) fills out the date, amount of cash deposit in words and numbers. Then the CCA
signs the first column, certifying that the cash received from the galley cash sales matches the
number amount filled out. Then, after turning the cash over to the Disbursing Officer, the
DISBO signs the second signature block certifying that the amount in the book matches what
the DISBO has just received and takes custody of the money. The total amount deposited
during a period must match the certification section of the 1359.
- NAVSUP FORM 1046: Meals Sold for Credit
The 1046 is a form that tracks the sale of meals for credit. This is usually only used for Officer’s
on board ships where the CS’s on watch track each officer that consumes a meal and records
it on the 1046. Then the Record’s Keeper inputs this into FSM and at the end of the month
generates mess bills for each officer. Those officers have until the 15 th day of the month after
the recorded period to pay the wardroom officer/mess treasurer for those meals. Most afloat
commands maintain a modified 1046 on the back of the daily 1090 that is simply a daily sheet
instead of the monthly format you find on an actually 1046 (see reference area). The 1046 lists
each officer’s name, then contains rows for breakfast, lunch, and dinner as well as columns for
each day of the month in that accounting period. Then, total sales for each meal are computed
based on the meal rates and finally a total value is computed for that officer, which is the
amount, reflected on that officer’s mess bill for that month.
- NAVSUP FROM 1105: Meal Pass
A meal pass as is reflected in the 486 will almost never be used anymore, as they have been
replaced by the Common Access Card (CAC) I.D. card in almost all messes requiring passes.
However, for the sake of advancement we will review them. They simply have a Pass #,
signature of holder, expiration date, and signature of issuing officer. Personnel Support is
usually charged with maintaining these passes because they maintain member’s statuses (RIK,
COMRATS, etc.). The colors are white, blue, pink, green, salmon (peach) and yellow and are
used to denote different entitlements.
- NAVSUP FORM 1291: Meal Signature Record
The 1291 is a record of patrons that subsist via Rations-in-Kind (RIK). It’s the paper version of
the I.D. card systems that track headcounts electronically. The 1291 bears the signature, meal
pass (1105) number, and command. As a page is either filled or closed out by the
MDMMA/Cashier, the headcounts are totaled for each page and generally written and circled
in the corner of the page. Those numbers are totaled at the end of the meal and transferred to
the 1292 which we will discuss later. These forms are almost exclusively used now as a backup to electronic systems. At the top of the page, the mess line is designated as well as what
category of personnel each sheet is for, such as Active Navy, Reservists, Midshipmen, etc.
- NAVSUP FORM 1292: Recapitulation of Meal Record
The 1292 is basically a summary of the meal head counts and money received for the meal by
the MDMMA/Cashier. The form bears the date, and records all RIK numbers for Navy, Marine
Corps, Army, Coast Guard, Civilians (on orders) and Air Force as well as foreign and other.
These numbers are totaled, and then the Cashier adds in the cash sales which are then totaled
to determine the ration credit for each meal. The MDMMA/Cashier then sign the form certifying
all numbers is accurate. The MDMMA signs the first signature line, Cashier signs the second,
then after the CCA reviews the form for accuracy, the CCA signs the third.
- NAVSUP FORM 1334: Expenditure Log
This form is used to survey food when it is lost in shipment, damaged, spoiled, etc. It is used
when loss of an item for this reason does not exceed $50/line item. A CS – division is expected
to LWOS $50 monthly for training purposes. Food items that are lost as a result of physical
deterioration, veterinary sampling, damage in handling, fire, water, or similar circumstances,
and the value of the loss is less than $500 ($1,000 for AS/CV/CVN/LCC/LHA/LHD/LPD/LSD)
per line item. When the total loss of several items expended for the same reason exceeds
$500 ($1000 for AS/CV/CVN/LCC/LHA/LHD/LPD/LSD), a DD Form 200 will be completed as
required. The form lists the activity, UIC, accounting period, then lists the items expended by
date, stock number, item name, unit of issue, quantity, last receipt price, total monetary value,
and reason for loss. They then must be certified by the FSO. This is a form that is maintained
electronically on FSM.
- NAVSUP FORM 1359: General Mess Summary Document
The 1359 is exactly what it sounds like, the summary of all of the goings on of the mess
regarded finances and the inventory for an entire accounting period (month). It is used to
submit financial returns at the end of accounting periods (monthly, end of fiscal year) and for
deposits with the DISBO. The Executive Officer must certify the 1359 monthly and for fiscal
year closeout. It contains all kinds of information, such as: over/under issue, level of
procurement, rations allowed, breakdown of who was fed, flow of money, summary of receipts
and expenditures for the period, last full physical inventory, allowances claimed, etc. It is
submitted to NAVSUP 51 by the 5th day following the end of a reporting period. For exam
purposes, it’s important to recognize accounting codes and designators (first classes!):
R-Pacific Operating units
V-Atlantic Fleet Operating units
N-CONUS/OCONUS Ashore units
73110 - subsistence provisions CONUS
73160 - subsistence provisions OCONUS
73170 - subsistence provisions AFLOAT
73150 - operational rations (MREs, etc.)
- DD FORM 200: Financial Liability/Investigation of Property Loss
The DD 200 is basically the opposite of the 1334 discussed earlier. It is used when fraud,
neglect or theft is evident, or if the monetary values exceed the high limits of the 1334. This
results in an investigation by the Commanding Officer and NAVSUP 51. Circumstances
requiring a 200 include material short or lost in shipment with a value of $50 or more per line
item, lack of personal responsibility is evident. This includes willful misconduct, deliberate
unauthorized use and, deliberate noncompliance with appropriate procedures that protect U.S.
Government Property. Also, if evidence or suspicion of fraud or theft is present or if it is
requested by the accountable officer, the Commanding Officer or the Commanding Officer’s
designee. If the loss exceeds $500 ($1,000 for AS/CV/CVN/LCC/LHA/LHD/LPD/LSD) or
greater due to physical deterioration, veterinary sampling, damage in handling, replenishment
evolution, periodic shelf-life review, flood, fire, etc then a 200 must be used and an
investigation started.
- DD FORM 1131: Cash Collection Voucher
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- DD FORM 1155: Order for Supplies or Services
This is a form used to requisition certain supplies on the open market for either a definite
(regularly scheduled) or indefinite (only when needed) delivery is required. This form is only
used to requisition food from a commercial source OTHER THAN SPV. Very similar
information to the 1149 including applicable accounting information. Two copies are sent to the
vendor, 1 copy to DFAS, and all other copies to outstanding purchase order file.
- DD FORM 1149: Requisition and Invoice/Shipping Document
This form is essentially the opposite of the 1155, in that it is the form required to obtain pretty
much any other food items required, whether from SPV or another government source; with or
without charge. It contains the from (requisitioning command) and to (vendor) as well as a ship
to address/location. Also included are the necessary accounting codes depending on who is
requisitioning as well as the required signatures (received by, issued by, approved by are
written in for w/o charge transfers). One copy is sent to issuing activity, one to incoming
material file, one to outstanding purchase order file.
- DD FORM 1544: Cash Meal Payment Book
The 1544 is basically a 1291 for cash sales of meals. It is a book used to record rank, name,
and the rate and surcharge (if applicable) charged for the meal. This tracks what money should
have come in and why to justify the drop that is made at the end of the meal. Usually only used
as a back up to automated computer based systems on shore.
- DD FORM 1608: Unsatisfactory Material Report (UMR)
A UMR (1608) is a form used to report a non-hazardous, unsatisfactory food item delivered
from naval or other government sources. An example would be a box of boneless, skinless
chicken breasts shipped as 8 piece bone-in chicken pieces or expired salad dressing. Original
plus one copy to NAVSUP 51, one copy to UMR file, one copy to TYCOM, one copy to the
supplying activity that shipped the item, and one copy to the supporting Army Vets.
- STANDARD FORM 364: Report of Discrepancy (ROD)
A SF 364 is prepared in much the same situation as a 1608, but in the case of the food being
received from any commercial sources, including SPV. The original plus one copy are sent to
NAVSUP 51, one copy to the ROD file, one copy to TYCOM, one copy to the supply activity
that shipped the item, and one copy to the supporting Army Vets.
The next thing to review is FSM itself. I highly recommend sitting down with your records
keeper and putting in some time behind the computer, because without it you will find it much more
difficult to properly answer FSM related questions. There is no substitute for experience. However,
a general overview of the layout will get you started in the right direction.
After logging in with your username (usually your initials) and password, the first screen
you will see is the system directory. There are 9 modules in FSM:
SYSTEM DIRECTORY MODULES
1. FILE MANAGEMENT MODULE
2. INVENTORY MODULE
3. MENU PRODUCTION MODULE
4. ACCOUNTING MODULE
5. SECURITY MODULE
6. AUTOMATED DATA TRANSFER MODULE
9. UTILITY MODULE
Each module has a specific set of sub-modules containing everything you need to maintain records.
The sub modules are:
FILE MANAGEMENT MODULE ACCESS
FOOD ITEMS
SHIP/ACTIVITY CONSTANTS INFORMATION
RATION CREDIT FORMULA
SPECIAL DAILY FOOD ALLOWANCE STATUS
HEADCOUNTS AND CASH SALES
SURCHARGES
SUPPLIERS
UNSATISFACTORY MATERIAL REPORTS
MAINTAIN DOD STUDENT MEAL PERCENTAGE SETTINGS
INVENTORY MODULE ACCESS
REQUISITIONS/PURCHASES
RECEIPTS
EXPENDITURES
NAVSUP FORM 1336
RETURN OF PRIVATE MESS ISSUES
PHYSICAL INVENTORY
NAVSUP FORM 335
BILLING REPORT
CLOSE OUT
MENU PRODUCTION MODULE ACCESS
BREAKOUTS
RECIPES
MENUS
EDIBLE PORTION/AS PURCHASED WEIGHTS
ACCOUNTING MODULE ACCESS
GENERAL MESS CONTROL RECORD (NAVSUP 338)
RECAPITULATION OF MEAL RECORD (NAVSUP 1292)
REQUISITION LOG (NAVSUP 1336)
SPECIAL MEALS REPORT (NAVSUP 1340)
RATION AND SALES REPORT (NAVSUP 1357)
RECORD OF RECEIPTS AND EXPENDITURES (NAVSUP 367)
EXPENDITURE LOG (LOSS WITHOUT SURVEY) (NAVSUP 1334)
GENERAL MESS OPERATING STATEMENT (NAVSUP 1358)
DEPOSITS
SALE OF GENERAL MESS MEALS (NAVSUP FORM 1046)
GENERAL MESS SUMMARY DOCUMENT (NAVSUP FORM 1359)
SECURITY MODULE ACCESS
SYSTEM ACCESS
AUTOMATED DATA TRANSFER MODULE ACCESS
GENERATE AUTOMATED RETURNS DISKETTE
GENERATE SUPPLY ACTIVITY DISKETTE
GENERATE PRIME VENDOR ORDER DISKETTE
GENERATE INSIGHT TRANSACTION FILE
GENERATE INVENTORY EXTRACT LISTING
GENERATE BREAKOUT FILE FOR MOBILE DEVICE
UTILITY MODULE ACCESS
USERS’ REFERENCE GUIDE
BACK-UP/RESTORE PROCEDURES
INTERNATIONAL DATE LINE CROSSING
HARDWARE CONFIGURATION
VALIDATION MAINTENANCE
PROCESS NAVSUP DISKETTE
RECIPE/FOOD ITEM INTEGRITY
PROCESS PRIME VENDOR CATALOG DISKETTE
PRIME VENDOR MAINTENANCE
RATION CREDIT FORMULA MAINTENANCE
MAINTAIN DOD STUDENT MEAL PERCENTAGES
Access to the FSM is restricted to authorized people only for accountability reasons.
Access is described below.
SUPPLY OFFICER/FOOD SERVICE OFFICER
The Food Service Officer (or when the Supply Officer and FSO are the same person) is the ONLY
PERSON that will have unrestricted access to all areas within the FSM System.
LEADING CULINARY SPECIALIST & GENERAL MESS RECORDSKEEPER
The Leading CS and General Mess Records Keeper should have unrestricted access to all
areas within the FSM System with the exception of the System Access function inside of the
Security Module and the Hardware Configuration function inside of the Utility Module.
CASH COLLECTION AGENT & BACK-UP RECORDSKEEPER
The Cash Collection Agent should have access to the Deposits function inside of the
Accounting Module only. The Back-up Records Keeper or the Cash Collection Agent where they
are the same person should have the same access rights as the General Mess Records Keeper
listed above.
NOTE: When the Cash Collection Agent and the Back-up Records Keeper are the same person
Food Service Officers must monitor their records very closely due to the perceived conflict of
interest.
GENERAL MESS WATCH CAPTAINS, JACK OF THE DUST & ALL OTHERS
The Watch Captains, Jack of the Dust and all others should have very restricted access to
the FSM System. To allow them into the Display Module, Print Module and Menu Production
Module only, the FSO must allow them to have a User ID and Password. Once the User ID and
Password are established in the FSM system do not give them any other System Access
Rights.
The FSO will prepare an instruction to food service personnel covering the operation of the
FSM computer and security. Due to unique operating and manning conditions at some
activities, FSO’s should adjust the degree of access, using good judgment, while maintaining
the FSO’s accountability. Under no circumstances will the FSO give anyone access to the
“Security Module” in FSM.
Preparing for emergency FSM access situations, the FSO will record his/her system access
ID and password on paper and place it in a sealed envelope signing his/her name over the seal
of the envelope. This envelope will be kept in the Supply Officer’s safe and will be accessed
only during emergency situations. If the FSO and Supply Officer are one and the same, the
envelope will be secured in the Executive Officer’s safe.