Chapter XVIII
IMPREST STORES
(Other than engineering Stores)
1801. Definition of Imprest Stores.—Materials whether stock items or non-stock items,
held in stock at Running Sheds, Train Examining Stations etc., not for specific works but as a
standing advance for the put pose of meeting day to day requirements in connection with the
repair and maintenance and operation of rolling stock shall, including consumable stores such
as cotton waste, jute, oil, grease, etc., be treated as imprest stores, so long as they are under the
control of the authority in charge of the executive unit, and have not been issued to works. The
material required to upkeep of rolling-stock, by divisional electricians and that required for
house lighting purposes at various stations by electric chargeman should also be treated as
imprest stores.
Note.—Firewood used for lighting purposes is not an item of imprest.
1802. Object of Imprest System.—The main object of the Imprest System is to control the
expenditure on materials used each month in the running repairs of rolling-stock, etc. But
this involves inter alia, effective financial and departmental control on the stocks of materials
held at out-stations and their issue and recoupment.
1803. Two Systems of Imprests.—These imprest stores may either be "charged-off stores"
in which case their cost would have already been finally debited to Revenue working Expenses
or stores forming part of the stores balances of the Railway, the cost of which be at the debit
of capital suspense. The railways on which the cost of all or most of the imprest stores held at
running sheds etc., has been charged off to revenue, should follow the rules in paragraphs 1805
to 1885. Where the cost of such imprest stores stands charged to capital, the rules in paragraph,
1805 to 1858 apply only to the extent they are not inconsistent with the rules in paragraphs
1859 to 1877.
1804. A railway may follow only on of the two systems of accounting for imprest stores
at "out-stations". if both systems exist on a railway, the system in which the cost of imprest
is "charged off" should be adopted in preference to the alternative
system.
Accountal of "Charged-off" imprest of
Stores.
1805. Schedule of Imprest Stores.—Schedule of items of such materials showing the quantities of each item which should be held as an imprest should be prepared separately for each
imprest holder. This schedule (S. 1805) shall show the following details :—
Form No. S. 1805
1. Group of Stores.
2. Price List or Part List Number.
3. Brief description of Stores
4. Sanctioned Imprest
5. Rate
6. Value
7. Revision of quantity from time to time with reference to authority and annual revaluation.
1806. Copies of the schedule and any subsequent modifications of it should be supplied to
the Divisional Superintendent or the immediate superior of the imprest holders, the Stores
Department and Accounts Officer, Stores, who should each keep the same up to date.
1807. Basis for fixing Quantities.—The Quantity of each item of Impicst Stores which
each imprest holder may hold at a time should be generally based on two months average con-
sumption and should be approve;! by 1 lie General Manager of the railway, or any lower authority
whom he may authorise.
1808. Requirements of Interchange Stations.—Where interchange stations are required
to supply, spares for the repair of home line rolling stock damaged on foreign lines, an allowance
for such spares should be included in the imprest stock and they should not be arranged for
by special demands on the stores depot. Where the depot cannot supply the demands of all
outstations in full, preference should be given to interchange stations.
1809. All materials in hand in excess of such fixed imprest on the date of the application of
these rules should be returned to the Stores Department through Advice Notes of Returned
Stores (S. 1539) and the cost thereof credited to Working Expenses.
1810. Monetary Limits.—The imprest stores fixed for each subordinate should be priced
at Price List rates and the cost worked out by the Accounts Officer, stores and the total value
thus ascertained at the fixed approximate limit, in terms of money, of the cost of imprest stores
that may be held by each imprest holder. These monetary limits for each imprest holder as
revised from time to time should be formally approved by the General manager, once every year.
1811. Control of Imprest.—It should be the duty of the Divisional Officer in charge of the
imprest holders to see that the imprests are revised from time to time so as to ensure that they
are the lowest possible both as regards quantity and value, consistent with actual working
requirements. The imprest holder should be responsible to ask for a reduction or deletion of
any item of imprest on the basis of the consumption in his shed or station.
1812. The imprests of imprest holders of one division could be increased or decreased
under the orders of the Divisional Officer responsible by a corresponding decrease or increase
in the sanctioned imprests of other imprest holders in the same division wherever a change is
made in the transportation arrangements involving the transfer of work from one imprest holder
to another.
1813. Provision for Special Demands.—In case of special demands arising for such work
as reconditioning certain classes of rolling stock, which is not expected to be completed within
two months, the Divisional Officer may authrorize a temporary increase in the imprest stock.
A copy of this authority, showing the amount of the increase, the reason for it and the probable
duration, should be sent to the Accounts Officer, Stores, and to the Controller of Stores.
1814. Deleted.
1815. Excess Stores.-—The sanctioned allotments present the fixed quantities which should
be stocked by the imprest holder. Should any excess arise, it would either be used under the
instructions of the controlling authority to recoup other imprests on the Division, or be returned
to Stores Depots promptly and the cost thereof credited to Revenue in the usual way. Such
recoupment of imprest should be shown as minus issues with relevant allocation by the receiving
imprest holder.
1816. Numerical Ledgers.—Each imprest holder should maintain a numerical ledger
showing all receipts, issues and balances of imprest material.
1817. These ledgers should preferably be in loose-leaf Form (S. 18!7), one sheet being
used for each item. The heading of the sheet should show the designation and station of the
imprest holder, class of stores, price list number, correct nomenclature and unit of
accounting,
authorized stock with rate per unit, and a reference to the authority under which the stock
has been authorized or subsequently revised.
The ledgers should be closed monthly on a date fixed by each imprest-holder, this date
being shown in the Imprest Schedule.
Form No. S. 1817
LEDGER CARD
Class of Stores................................................ .Sanctioned
imprest...................................................................................................
P.L. No............................................Part or Drg. No.
..... Imprest Schedule Serial
No........................................................................
Nomenclature ..................................Unit
.......................................................................Rate
...........................................................
Date of Posting |
Issue
Ticket of other reference |
Receipt |
Issues |
Total Issued |
Balance |
|
|
|
Allocation |
Allocation |
Allocation |
|
|
1 |
2 |
3 |
4 |
5 |
6 |
7 |
8 |
. |
. |
. |
. |
. |
. |
. |
. |
Note.—Columns 4-, 5 and 6 may
be omitted if the abstracts and summaries of issues are made daily in forms S 1821 and S.823
respectively
Repairable Material
Quantity
|
Sent
to |
Date |
Received on |
9 |
10 |
11 |
12 |
. |
. |
. |
. |
1818. As each sheet for an item of imprest is completed, the imprest holder should count
the balance of the item in stock and record the actual balance as the last entry on the card, e.g.,
"balance by actual count 42". In case of heavy balances, such count may be made whenever
the stock is conveniently low. Discrepancies, if any, should be adjusted in the ledger by a plus
or minus entry and also accounted for through the combined Issue and Recoupment Schedule
(S. 1830). The explanation of the discrepancy should be furnished in a letter to his departmental
head, who will pass it on to his Accounts Officer with his remarks.
1819. Issue of Material.—All issues should be made on Issue Tickets which should be
signed by a person duly authorized to approve of the drawing of the material. The issue Tickets
will be prepared in a form such as that shown below :—
Form No. S. 1819
TICKET FOR IMPREST STORES
Serial No.
MACHINE NUMBER
Rubber Stamp of Imprest Holder
Stores Clerk ,
Issue
the following stores .- |
Class and P.L.
No. (To be filled in by the Stores Clerk) |
Description of Stores |
Allocation |
Engine Carriage Wagon No. |
Signature and dale of receiving chargemen
1820. A separate Issue Ticket should be made out for each item of stores and should show
the head of account to which the cost of material is debitable. The correct part or price list
numbers should be entered by the Imprest Ledger Clerk.
1821. Daily Agstract of Issues.—At the end of each day the issue Tickets should be arranged
by classes, price list numbers, and heads of allocation. A daily abstract in a form ruled as shown
below should then he prepared separately for each class of materials showing the total quatntity
of each item issued for the day and the quantities debitable to each head of account.
Form No. S. 1821
DAILY ABSTRACT OF ISSUES-CHARGED OH STORES
Date...............................
Head of Allocation |
B II |
B III |
C II |
C III |
|
Class and P. L. No. |
Issue Ticket No. |
Quantity |
Quantity |
Quantity |
Quantity |
Total quantity for the day for each item |
. |
. |
. |
. |
. |
. |
1822. Posting of Ledgers,—The ledgers (S. 1817) should be posted daily from the abstract
of each tickets for each day.
1823. Monthly Summary of Issues.—A monthly summary in a form designed as shown
below should be posted daily from the daily abstracts (S. 1821) and totalled at the end of the
month.
Form No. S. 1823
MONTHLY SUMMARY OF ISSUES. "CHARGED OFF" STORES
Class
P.L. No.
P.L. No. |
Date |
Allocation |
Allocation |
Allocation |
Allocation |
Allocation |
Allocation |
Quantity |
Quantity |
Quantity |
Quantity |
Quantity |
Quantity |
Total quantity for each head of account
under each P. L. No. |
. |
. |
. |
. |
. |
. |
Total Issue |
. |
. |
. |
. |
. |
. |
Note.—The need for the daily abstracts and monthly summaries provided for in paragraphs 1821-23 docs not
arise in case the Issue Tickets (S.18J9) themselves are valued.
1824. Returned Stores.—Supplies of Serviceable stores should generally be obtained from
the stores depots. But such serviceable material as may be received from line or reclaimed from
scrap and is not used up immediatley on work, should be taken on to the imprest Ledgers (S.1817) besides which there should be no other account. If the balance is thereby increased to a
figure in excess of the fixed imprest, all such excess should be retuned
to the depot on Advice
Notes on Returned Stores (S. 1539).
1825. Whenever such stores are taken into imprest stock, the transactions should be shown
as minus issues and accounted for accordingly.
1826. Scrap material received back from the line should not be taken on to the Imprest
Ledgers (S. 1817), but should be returned to the stores deposts under Advice Notes (S. 1539).
These advice Notes should be given a separate serial number for each shed or station and be
marked "Imprest".
1827. The quantities demanded in recoupment of imprest should be the total
issues minus
such receipts, i.e., the quantity required to bring up the stock to the sanctioned level.
1828. Transfers.—No transfer to stores between imprest holders should be made except
in emergencies. In such exceptional cases, the stores required may be obtained from a neighbouring
imprest holder, who will however account for them as an issue made by himself to work
and will give a suitable remark on all connected documents to show where the
material has
actually gone.
1829. Closing of Ledgers and Recoupment of Imprests.—The Divisional Officers should
fix the dates of accounting period for each imprest holder and intimate the same to the Accounts
Officer, Stores.
1830. Each Imprest holder should close his ledgers monthly on the dates fixed for him and
check them with the Issue and Recoupment Schedule which should be prepared in the form
shown below from the Monthly Summary of Issues (S. 1823).
Form No. S. 1830
COMBINED ISSUE AND RECOUPMENT SCHEDULE
I'or period
from...............................................................to.....................................................of (Designation of Imprest
holders)
Station........................
Class......................
Serial No. of imprest
schedule |
P. L. No. |
Brief
description of stores |
Sanctioned
imprest |
Closing
balance |
Qty.
demanded for Recoupment |
Qty.
issued by Depot |
Rate |
Unit |
Value
of Qty. issued |
1 |
2 |
3 |
4 |
5 |
6 |
7 |
8 |
9 |
10 |
. |
. |
. |
. |
. |
. |
. |
. |
. |
. |
Stores depot
balance after Posting |
Date
of posting and initials of poster |
Heads
of account quantity and value
|
|
(a)
Stock
|
(b)
Period |
B
II |
B
III |
Qty. |
Value |
Qty. |
Value |
11 |
12 |
|
13 |
|
|
. |
. |
. |
. |
. |
. |
. |
1831. The issue and recoupment schedule should be prepared in four copies all of which
should be sent to the Stores Depot, which the Controller of Stores may assign as the supply
depot for each imprest holder.
1832. Items of stores relating to different classes of stores should be prepared on separate
sheets.
1833. The first six columns should be Filled in by the imprest holder
and the quantity show
under column 6 should be no more or less than the quantity issued by him
to work unless certain receipts from other sources than the depot had
been received during the recoupment period
or there has been less recoupment on the last occasion
1834. The imprest holder shall ordinarily recoup the full quantity necessary to bring up
his balance to the fixed imprest. The stores Department will carry out a (percentage) check to
ensure that the above rule is not infringed and bring to the notice of the Transportation
Department any irregularities that may be detected.
1835. Allocation.—The imprest holder should split the quantity under column 6 by heads
of account debitable and show the same in column 13. The values debitable to each head of
account would then be split up accordingly by the Accounts Officer, Stores and shown along
side the quantities.
1836. If the depot had "less-recouped" any item, the debit should be made by
the Accounts
Officer in the order of the heads of allocation shown, in column 13, the quantity "less-recouped
being worked off against the last head of account. In the recoupment schedule for the following
month, the imprest holder should take care to show the quantity "less recouped" in the
previous month against the corrected head of allocation. The columns for the allocation and values
are shown on the sample form but should not be printed, being left to the imprest holder of
columinize in manuscript as and when required.
1837. Column 7 will be filled in by the Ward of the Depot making the recoupment and
columns 11 and 12(a) will be entered by the Depot Ledger Section. The figures of rate, unit
and value by each detailed head of account and for the total will be filled in by the Accounts
Department.
1838. Authority to Sign Indents.—Indents for recoupment may be made directly by the
imprest holders under their signatures and the counter signature of District or Divisional Officer
for such indents is not necessary.
1839. New for Old.—In respect of repairable materials, the general principle should be
followed that old items of stores should be returned in exchange for each new item demanded.
A list of items which should be invariably returned in this way should be issued by Railway
Admistration. An illustrated list is punted as Appendix VIII to this Code. Reference to the
Advice Note (S. 1539) under which such stores have been returned should be quoted on the
Recoupment Schedule (S. 1830) against the relevant items. If an item on such a list has been lost
or cannot be returned for some reason, a statement should be sent detailing the shortages and
giving brief explanation why the item could not be produced in cexhange
1840. Depot Procedure.—On receipt of the recoupment schedules (S. 1830) in the depot,
they should be checked to see that in all cases of failure to submit an old item in exchange for a
new one an explanation has been given. The statement should then be sent by the Depot Officer
to the Divisional Officer concerned for any action he may consider necessary.
1841. Recoupment of Imprests.—The Depot Officer should enter in the copies of the
Recoupment Schedule (S. 1830) the quantities of materials actually issued against the quantity demanded.
If the former is different from the latter, the balance of the indent is automatically cancelled.
The imprest holder may recoup the balance through the next schedule or through a special
recoupment schedule as and when necessary.
1842. Review of Scales of Imprests.—Suitable arrangements should exist for the periodical
examination, at intervals of not less than six months, of the scales of Imprests with reference
to the actual issued for the purpose of seeing of the Imprest can be reduced.
1843. Despatch of Imprest Stores.—The depot will despatch the materials by the usual
railway services or stores vans and the supply will be treated as having been issued to imprest
holders as soon as stores are made over to the Traffic staff" or the subordinate in charge of the
stores van.
1844. Disposal of the foils of the Recoupment Schedule S. 1830.—Two copies of the issue
and recoupment schedule as completed by the Stores Depot should be sent along with the material
Acknowledgements for the material supply should be obtained on both the copies
from the imprest holder. One copy will be held by the depot as receipt, while the other copy
will be submitted by the imprest holder to his District or Divisional office for check with the
copy received from the Stores Accounts Office.
1845. The remaining two copies of the schedule be sent to the Stores Office after the depot,
numerical ledgers have been posted from one of the copies.
1846. Accounts Office Procedure.—The Stores Accounts Office should insert the rates on
the schedules, and after valuing the actual quantities issue by the depot separately for each
head of account, should post the relevant priced ledgers, and forward one copy to the Divisional
or District Officer concerned in support of the Daily Summary of Issues (S. 2702). The other
copy will be retained for record in the Stores Accounts Office.
1847. In the Divisional or District Office, the amount debited by the Stores Department
will be allocated to the correct heads of account of summarizing the debit to the different heads.
1848. Special Recoupment.—As far as possible, recoupment of imprest should be made
at monthly intervals through the issue and recoupment schedules; but in the event of the whole
imprest stock of any item being exhausted, a special recoupment demand may be made if this
is considered absolutely necessary.
1849. Ordinary Requisitions.—Except as provided in paragraph 1851, ordinary
requisitions in Form (1313) should be not submitted for items appearing in the imprest schedule and
if so submitted, should not be complied with by the Stores depot.
1850. Requisitions for non-Imprest Items and Specific Works.—All stores other than
those specified in the imprest schedules which may be required for the purpose of meeting urgent
requirements will be obtained on ordinary requisitions (S. 1313) countersigned by the controlling
officer as and when required, and the cost of these will be charged to the final heads of revenue
account. The controlling officer will be held responsible for scrutiny that the articles indented
for are really required and that none of the articles available in the imprest could have been
used instead.
1851. If stores on the imprest schedules are required for specific works, they should be
obtained on ordinary requisitions (S. 1313). Such stores should be issued immediately to the
specific work for which they have been obtained and should not be brought on to the quantity
accounts (numerical ledgers S. 1817) maintained by imprest holders for the accountal of imprest
stores. If any scuh stores are found later on to be not required, the procedure indicated in paragraph 1815 above should be followed.
1852. Annual Revaluation and Accountal.—The imprests should be valued at price list
rates by the Stores Accounts Officer on the 31st of march year (the extent to which the increases
or decreases in the value of the imprests as compared with the sanctioned amounts of the
previous year, is due to a variation in the quantities or prices of materials should be explained by
him), for purposes of incorporation in an annexure to the Annual Statement of Stores
Transactions (S. 3001). The Stores Accounts Officer should intimate every departmental head at the
same time of the revised money value of the imprest with each of the imprest holders under his
control.
1853. Wherever there has been an increase in the value, the amount of the increase with
brief remarks as to the cause, should be given to enable the departmental Officer to examine the
imprest sanctions before obtaining the General Manager's formal sanction, vide para 1810.
1854. A schedule should be attached to the Annual Statement of Stores Transactions (S.
3001) showing the value of these imprests with each imprest holder in each Division.
1855. Verification and Inspection.—Departmental verification of imprest stocks should
be carried out annually and a certificate thereto appended to the Annual Statement of Stores
Transactions (Form S. 3001).
1856. The stocks should also be verified by the Amounts Stock verifiers, at least once in two
years alongwith the departmental verification. they Should then draw up a report for each
imprest holder, which would detail any discrepant vi irregularity found; the imprest holder
should furnish on the stock verification sheet itself full explanations for all such irregularities.
On the occassion of such verifications, opportunity should be taken by the Stock Verifiers to
examine whether the schedules are based on actual consumption. Copies of reports of such
investigation should be sent to the General Manager and the Divisional Officer concerned.
Any revision of imprests necessary on a consideration of these reports should be made by the
General Manager or the Divisional Officer.
1857. Inspections.—Officer and senior subordinates of the Mechanical Engineering
Department should see, during their visits to sheds and stations, that the orders regarding the maintenance of imprests
are being faithfully followed and that the ledgers, abstracts and
summaries
are being maintained up-to-date in accordance with the rules and that there are no stores kept
on hand other than those in the sanctioned imprest.
1858. The offices of imprest holders should be regularly inspected by Accounts Staff not
less frequently than once in three years.
Accountal of Imprests at Debit of Capital Suspense
1859. The control and accountal of imprests, the cost of which has not been "charged off"
but lies at the debit of capital suspense, should be regulated by the same rules as for "charged off"
imprests, except to the extent they are inconsistent with or modified by the rules in the following
paragraphs.
1860. Accounts Register of Capital Imprests.—The Stores Accounts Officer should maintain
a manuscript Register of Imprests (Form S. 1860) showing a total value of each imprest as
varied from time to time by the increase or the reduction of the imprests. The Register should be
maintained in the form shown below. The Subsidiary Register for Capital Heads of Suspense
Accounts (Form S. 2937) should be posted each month from these registers for purposes of
reconciliation with General Books.
Form No. S. 1860
ACCOUNTS REGISTER OF IMPRESTS
Division or District Department
Reference
No. and date |
Designation
& station of imprest holder |
Opening
Balance Rs. P. |
Receipt
Rs. P. |
Issue
Rs. P. |
Closing
Balance Rs. P. |
Remarks |
. |
. |
. |
. |
. |
. |
. |
1861. Transfers of stores between imprest holders should be accounted for therein as Inter
Depot Transfers, and issues on account of such transfers will be posted in red ink as minus
receipts.
1862. Procedure in Running Sheds & c—The imprest holders should prepare daily a Priced
Daily Abstract of Issues, in a form such as that shown below.
Form No. S. 1862
DAILY ABSTRACT OF ISSUES
Date.......................................
Heads
of allocation |
Class and P. L.
No. |
Issue ticket No. |
Quantity |
Value |
Quantity |
Value |
quantity |
Value |
Quantity |
Value |
Rs. P. |
Rs. P. |
Rs. P. |
Rs. P. |
. |
. |
. |
. |
. |
. |
. |
. |
. |
. |
1863. From these Daily Abstracts, should be posted daily two Monthly Summaries, one by
quantities for each item of stores and another by detailed heads of accounts on the lines indicated
in the two forms shown below.
Form No. S. J863-A
MONTHLY QUANTITY SUMMARY
Class...........................................
P. L. No.
|
Date |
Quantity |
Quantity |
Quantity |
Quantity |
Quantity |
. |
. |
. |
. |
. |
. |
Form No. S. 1863-B
MONTHLY ALLOCATION SUMMARY
Date |
Head of account
Rs.
P. |
Head of account
Rs.
P. |
Head of account
Rs.
P. |
. |
. |
. |
. |
1864. Issue and Recoupment Schedules.—The recoupment should be made on a Printed
Imprest Recoupment Schedule in a form, such as that illustrated below in which columns 1 to 4
will be printed showing all the items of the imprest sanctioned for each imprest holder. Columns
5 to 12 except 10 will be posted by the imprest holder. The 'rate' in column 5 should be latest
rate at which recoupment was made.
Form No. S. 1864
ISSUE AND RECOUPMENT SCHEDULE OF.................................................................................................
for the period
from.................................................................to...............................................................................
S.
No. |
Class |
Descripition of
Stores |
Unit |
Rate |
Fixed imprest |
Opening Balance |
Receipt from stores & other sources |
Issue |
Value |
1 |
2 |
3 |
4 |
5 |
6 |
7 |
8 |
9 |
10 |
Closing |
Required |
Supplied
by stores |
Qty. |
Value |
11 |
12 |
13 (a) |
13 (b) |
1865. The total amount allocated during the month of each detailed head of account should
be extracted from the Monthly Allocation Summary (S. 1863-B) and shown on a separate sheet
to be attached to the Recoupment Schedule (S. 1864).
1866. The Recoupment Schedule (S. 1864) should be prepared in quadruplicate and one
copy should be sent to the Accounts Officer, Stores, direct, the other three being sent to the Depot
Officer concerned.
1867. Procedure in the Stores Depots.—The Depot Officer should issue the stores requisitioned for in the Recoupment Scheme and enter the quantity of material actually issued in
column 13a on all the three copies of the schedule.
1868. Material will be treated as issued from the main stocks and brought in to the imprest
reserves from the time of its being made over for despatch. As these imprests reserves from part
of the Capital Suspense Account, such issue will mean merely a transfer from stocks available
for general purposes to stocks reserved for the repair or operation work at special points.
1869. Two copies, of the Recoupment Schedule (S. 1864) should then be sent by the Depot
Officer with the materials to the Indentor who should retain one copy and return the other to the
Depot Officer after acknowledging thereon the material supplied. This copy should be filed in
the depot as record.
1870. The third copy of the Recoupment Schedule (S. 1864) should be issued by the Depot
Officer for posting his Numerical ledgers after which it should be sent to the Stores Accounts
Officer for posting the priced ledgers.
1871. Procedure in the Accounts Office.—On receipt of the first copy of the schedule as
prescribed in paragraph 1866 in the Stores Accounts Office, the totals of the value of stores issues
as per column 9 to works should be calculated at the rates shown in column 5 and inserted in
column 10, and the total struck for the schedule. This should be checked with the total amount
shown in the allocation slip accompanying the schedule (vide paragraph 1865). The amount
should then be entered in the Registers of Imprests (S. I860). The register should be closed at the
end of each month and debit summaries prepared in quadruplicate for each division, district
or department. The rates shown in column 5 of the schedule should be test checked to the extent
of 20 per cent to ensure that latest rates have been adopted in pricing the issues to works. The
opening and closing balances should also be test checked.
1872. One of the copies of the summary should be retained as office record and two copies
of the summaries should be forwarded to the head of division or department duly supported by the
Recoupment Schedule (S. 1864) and the allocation slips (paragraph 1865) on the authority of
which the debit is raised. The Divisional or District Officer should retain one copy of the
summary and Recoupment Schedule (S. 1864) for his record and forward the other copy of the
Summary (after recording thereon acceptance of the debit) to his Accounts Officer for accountal.
The fourth copy should be sent as a supporting voucher along with a debit Transfer Certificate
to the Accounts Officer concerned. On receipt of the Transfer Certificate, duly accepted, the
Stores Accounts Office should debit the amount thereof to "Transfers Divisions or Departments"
by credit per contra to Capital Imprest Suspense Account.
1873. Recoupments—The Recoupment Schedules (S. 1864) on receipt from the Depot
(vide paragraph 1870) should be posted direct into the priced ledgers and the total value of the
recoupments posted in the registers of Imprests (S. 1861). At the end of the mo nth, the issues from
stores depots to the imprests should be adjusted through a Journal entry crediting the head
"Transfers Stores" and debiting "Capital Imprest Suspense Account".
1874. Increase or Decrease in Imprest.—On receipt of an intimation from the District or
Divisional Officer regarding an increase or decrease in the imprest stock with certain imprest
holder (vide paragraph 1814) the increase or decrease should be noted in the respective Imprest
Schedule (S. 1805) and discrepancies discovered in the Recoupment Schedules (S. 1864) later on,
should be pointed out to the imprest holder.
1875. Stock Verification.—Stock sheets showing the results of verification should be sent
to the Accounts Officer, Stores who will deal with them on the lines of the procedure mutatis
mutandis for stock sheets relating to stores depots.
1876. Annual Revaluation.—At the close of every financial year, the value of the closing
balances shown in the Issue and Recoupment Schedule (S. 1864) for the month of March should
be
calculated at the latest Price List rates. The total value of stock with each imprest holder should
then be entered in the Register of Imprests (S. 1805) opened separately for the new year. The total
value for each kind of imprest should then be compared with the figures shown in the Registers
of Imprests (S. 1860) for the last year and the difference adjusted by debit or credit to the Stock
Adjustment account after full reasons have been recorded for the discrepancies after careful
scrutiny.
1877. Engineering Imprest Stores and Surplus Stores.—The detailed rules for the
maintenance and accountal of Imprest and Surplus Stores with Engineering Subordinates have
been
laid down in Chapter XVII of the State Railway Code for the Engineering Department. Such
stores will be borne at debit of Capital Suspense 'Stores' under the following heads of accounts.
Engineering Stores.........................................Imprests...........................Permanent-way
Engineering Stores..........................................Imprests...........................Other than Permanent-way
Engineering
Stores...........................................Surplus............................Permanent-way
Engineering
Stores...........................................Surplus...........................Other than Permanent-way
The initial documents and accounts vouchers affecting these heads of accounts will be dealt
with by the Accounts Officer of the Engineering Subordinates. Each month, these Accounts
Officers will send necessary Transfer Certificates for the amounts of debits and credits to the
several heads of accounts to the Stores Accounts Officer who will take them into account and
post the Subsidiary Registers (Form S. 2937) for the heads of accounts for purposes of the monthly
reconciliation with the General Books.
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