Finance

New Frequency and Threshold for Retail Floor Stock Count at SIA Offices

Effective July 1, 2007, the Postmaster/Field Guide is revised with a new policy for the frequency and threshold for retail floor stock count at Segmented Inventory Accountability (SIA) Post Offices™ and postal retail units. At SIA offices with Point-of-Service (POS) ONE equipment, the Retail Floor Stock count must be con­ducted by the postmaster, manager or supervisor and a witness no less than once during each fiscal year quarter.

Postmaster/Field Guide

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Procedures

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Employee Overages and Shortages—Count Results

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[Revise the Accountability Count Chart (page 102) to read as follows:]

 

Accountability Count Chart

Accountability Credit

Tolerance

Frequency

Overages

Shortages

Unit Reserve Stock

Bargaining Employee

F-1, 429.16

4-Months1.

AIC 057

AIC 767

Non-Bargaining Employee

F-1, 429.16

12-Months*.

AIC 057

AIC 767

PMR

F-1, 429.16

12-Months*.

AIC 057

AIC 767

Unit Cash Reserve

Bargaining Employee

$0.00

1-Month*.

AIC 068

AIC 764

Non-Bargaining Employee

$0.00

1-Month*.

AIC 068

AIC 764

PMR

$0.00

1-Month*.

AIC 068

AIC 764

SIA Cash Credit

Bargaining Employee

$5.00

1-Month*.

AIC 068

AIC 764

Non-Bargaining Employee

$5.00

1-Month*.

AIC 068

AIC 764

Cash & Stamp Stock Credit

Bargaining Employee

F-1, 429.16

4-Months*.

AIC 057

AIC 767

Non-Bargaining Employee

F-1, 429.16

12-Months*.

AIC 057

AIC 767

PMR

F-1, 429.16

12-Months*.

AIC 057

AIC 767

SIA Retail Floor Stock

Difference is = or < .1% of sales

$0.00

Once a FY Quarter

AIC 239

AIC 639

Difference > .1% of sales

$0.00

Once a FY Quarter, must also count Unit Reserve

AIC 239

AIC 639

SSPC/Vending Credits

Bargaining Employee

$0.00

4-Months*.

AIC 175

AIC 612

Non-Bargaining Employee

$0.00

4-Months*.

AIC 175

AIC 612

PMR

$0.00

4-Months*.

AIC 175

AIC 612


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[Insert new procedure (alphabetically):]

SIA Retail Floor Stock Count Frequency and Threshold

The postmaster/manager or supervisor has the respon­sibility for the required count of the retail floor stock and the maintenance of established inventory levels. There is no tolerance applied for retail floor stock counts.

Note: The retail floor stock count must be performed using the POS ONE “Count Inventory and Cash” workflow, which ensures that the count values and final results are posted in the system.

Count Frequency

A retail floor stock count must be conducted no less than once during each fiscal year (FY) quarter. FY quarterly periods are as follows:

 

This Fiscal Year Quarter…

Includes the following months…

I

October–December

II

January–March

III

April–June

IV

July–September

The goal in operating a Retail Floor Stock is to maintain a threshold of within .1 percent variance (over or short) of total sales since last count. Total sales are computed by calculating the total amount reported on the unit's PS Form 1412, Daily Financial Report, in AIC 852, minus AIC 086, 094 and AIC 096, since the last count.

 

Threshold

Type of Action

Accounting Process

If the result of the Retail Floor Stock count is equal to or less than .1%
(1/10%) inventory variance of total sales since last count...

Then no other count is required.

Enter the count into the POS ONE count inventory workflow.

If the result of the Retail Floor Stock count exceeds the inventory variance of .1% of total sales since last count…

Then count both the Unit Reserve Stamp Stock and the Unit Cash reserve in conjunction with the Retail Floor Stock.

Enter the count into the POS ONE count inventory workflow.

The postmaster, unit manager, or supervisor is respon­sible for compliance with the minimum requirements defined in this section. The district Finance manager (DFM), the district Retail manager, and other concerned opera­tional department managers may establish additional requirements to satisfy the district business needs.

Count Procedures

The retail floor stock inventory is counted separately by two employees. One of the participants must be the post­master/manager or supervisor responsible for the unit. Do not conduct floor stock counts during business hours. To conduct a retail floor stock count, do the following:

Signatures of employees that performed the count are required on the bottom of page 4 on PS Form 3294-P.

Note: Do not include packaging or retail products in this count.

Documenting Count Results

To document retail floor stock count results, do the following:

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We will incorporate the revision into the next online edition of the Postmaster Field Guide on the Postal Service Intranet.

(The direct Web site address is http://acs/pubs/pmfg.php.)