Effective January 1, 2009, Handbook F-101, Field Accounting Procedures, is revised with a new policy for retail floor stock limits at point-of-service (POS) units under segmented inventory accountability (SIA). The formula for calculating retail floor stock limits is based on two periods or time frames each fiscal year (FY).
- Postal FY Quarter 1: The total retail floor stock limit for an SIA office during Postal FY Quarter 1 is the total amount of retail floor stock postage sales from Postal Quarter 1 for the same period last year (SPLY) divided by 6. (This will allow the postal retail unit (PRU) to maintain a retail floor stock level at approximately 2 weeks of the average sales during this quarter.) This period reflects increased holiday sales.
- Postal FY Quarters 2, 3, and 4: The total retail floor stock limit for an SIA office during Postal FY Quarters 2, 3, and 4 is the total amount of retail floor stock postage sales from Postal Quarters 2, 3, and 4 from SPLY divided by 18. (This will allow the postal retail unit (PRU) to maintain a retail floor stock level at approximately 2 weeks of the average sales during these quarters.)
For the purpose of establishing the retail floor stock limit, the calculation to determine SPLY stamp sales is to take the total amount reported in AIC 852, Total Sales, on the unit’s PS Form 1412, Daily Financial Report, and subtract AICs 011, 012, 086, 094, and 096.
With the implementation of this new policy, postmasters, managers, or supervisors will only have to calculate the maximum allowed retail floor stock limit twice a year — Quarter 1 and Quarters 2–4. Do not, at any time, exceed the maximum limit of your retail floor stock based on the calculations as stated herein.
Authorized retail floor stock levels must be enforced in order to control or reduce the following:
Note: Newly established PRUs under SIA can request the district Finance manager (DFM) to establish the retail floor stock limit when there are no SPLY sales to use for calculating the retail floor stock limit as described earlier. The DFM will provide the unit with a written authorization with the amount established, effective date, and expiration date.
Handbook F-101, Field Accounting Procedures (FAP)
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14 Segmented Inventory Accountability
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14-2 Retail Floor Stock
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14-2.3 Retail Floor Stock Limits
[Revise 14-2.3 to read as follows:]
Retail floor stock is the sum of display stock plus loose stock at a POS unit.
Retail floor stock limits are based on the following two periods:
- For Postal FY Quarter 1 (October 1–December 31), the retail floor stock limit is the retail floor stock total postage sales from the same period last year (SPLY), same quarter, divided by 6. (This will calculate to approximately 2 weeks sales.) For example, if your retail floor stock total postage sales for Quarter 1 of the previous year totals $18,000, your retail floor stock limit for each day in Quarter 1 of the current year must not exceed $3,000 (18,000/6 = 3,000).
- For Postal FY Quarters 2, 3, and 4 (January 1–September 30), the retail floor stock limit is the total retail floor stock postage sales from Quarters 2, 3, and 4 of the same period last year (SPLY) divided by eighteen. (This will calculate to approximately 2 weeks sales.) For example, if your retail floor stock total postage sales from Quarters 2, 3, and 4 of the previous year totals $72,000, your retail floor stock limit for each day in Quarters 2, 3, and 4 of the current year must not exceed $4,000 (72,000/18 = 4,000).
Note: Newly established PRUs under SIA can request the district Finance manager (DFM) to establish the retail floor stock limit when there are no SPLY sales to use for calculating the retail floor stock limit as described earlier. The DFM will provide the unit with a written authorization with the amount established, effective date, and expiration date.
For the purpose of establishing the retail floor stock limit, the calculation to determine SPLY stamp sales is to take the total amount reported in AIC 852, Total Sales, on the unit’s PS Form 1412 and subtract AICs 011, 012, 086, 094, and 096.
Do not, at any time, exceed the maximum limit of your retail floor stock based on the calculations as stated above.
Broken stock (e.g., partial sheets and loose stamps) must be kept to a minimum to simplify the retail floor stock count.
Authorized retail floor stock levels must be enforced in order to control or reduce the following:
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We will incorporate these revisions into the next updated version of Handbook F-101, Field Accounting Procedures, available on the Accounting website:
The direct website address is http://blue.usps.gov/accounting/_pdf/HandbookF-101.pdf.
— Accounting Policy,
Controller, 12-18-08
