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CHECK AND PAYMENT OF STORES BILLS
(b) 'Local purchases' of petty stores, arranged through the Directorate General of Supplies & Disposals, in cases in which the Directorate General of Supplies and Disposals has authorised direct payment to the Suppliers ; (c) Supplies of timber ; (d) Supplies of Coal, Coke and oil fuel; (e) Sewing and tailoring charges; (f) Customs duty on 'imported stores' ; (g) Loading and unloading charges due to contractors; (h) Port dues, wharfage, etc.
2803. Book adjustments.—These are in respect of : (a) railway inter-departmental transactions as in the case of stores returned to the Stores Depots and manufactured stores supplied by railway workshops to Stores Depots— these items have been dealt within Chapter XXVII; (b) payments due to other Government Departments where the Exchange Account facility is available; (c) payments due to other railways.
(i) a check of the Purchase Order (S. 714) on firms as, described in paragraph 2805; (ii) a check of the Receipt Notes (S. 719 or 726) which notify the actual receipt of the stores ordered for, as described in paragraph 2807; and (iii) the maintenance of Purchase Account Registers (S. 2809) to enable a record being kept of the liabilities incurred on account of stores purchased from each supplier that have not been discharged by payments, pending the detailed check of bill as described in paragraphs 2818 to 2821. 2805. Check of Purchase Orders.—As stated in paragraph S. 715, a copy of the Purchase Order will be received by the Accounts Officer, Stores, direct from the Controller of Stores On receipt of this, he should see : (i) that there is continuity in the number of Purchase Orders (missing numbers should be reported to the Controller of Stores for necessary action); (ii) that items of stores, Purchase Orders of which are beyond the powers of purchase by the Controller of Stores have been sanctioned by the competent authority ; (iii) that the Purchase Orders do not infringe the Purchase Policy Rules in Chapter III; (iv) that the Purchase Orders do not contain any items of stores which should be purchased through the Directorate General of Supplies and Disposal; and other nominated agencies except in emergencies; (v) that there is no great variation in the rate adopted from time to time for the purchase of the same kind of material; (vi) that the rates and other particulars are in accordance with the agreement with the contractor in case where a contract for the supply of material is in force; (vii) that there are no erasures, overwritten figures or unattested correction in the Purchase Orders; and (viii) that the Purchase Orders have been signed by a Gazette Officer of the Stores Department, authorised to do so. 2806. Uncomplied with Purchase Orders.—The Purchase Orders should then be kept arranged serially group by group or in any other order as may be decided upon by the FA & CAO. 2807. Check of Receipt Notes Part III of S. 719 or 726.—The next document to reach the Accounts Officer is usually the Receipt Notes (S. 719 or 726) Part III, in cases where payments are not to be made on proof of dispatch (S. 2815). (i) The number and date of Receipt Note should be entered on the connected Purchase order. The Receipt order No. and date for stocked items should also be indicated on the Purchase Order, for facilitating review of Suspense Register at later date. (ii) The rates and quantities on the Receipts Note should be compared with the rates and quantities shown on the Purchase Order and the Receipt Note should be enfaced 'Checked with Purchase Order' over the initials of the clerk responsible for the check. In case of part supplies, a note of the quantities supplied should be made on the Purchase Orders. (iii) The 'value' should be calculated and entered into the 'amounts' column of the Receipt Note. In calculating the value of each item of stores, the total value should be rounded off to the nearest praise. (iv) It should be seen that there are no overwritten figures, esasures or unattested correction on the Receipt Note, and that the number of the Receipt Notes are in consecutive order. 2808. Periodical Summary of Credits to Purchase Account.'—Where the stores accounting of a railway has been decentralised it is necessary to provide for the individual Stores Accounts Offices to be advised of the day-to-day credits to the Purchase Account maintained at the Headquarters Office in respect of materials pertaining to depots served by such offices. In such cases, therefore, after the above checks have been applied, the Receipt Notes received each day from the stores depots or any authorised inspecting and receiving agency should be sorted by the depots to which the stores are consigned, and listed separately for each depot in the form similar to the Periodical Summary of Issues (S. 2702) showing the number and the date of the Receipt Note and the value. These summaries will be called "Periodical Summaries of Credits to Purchase Accounts (S. 2808)" and sent periodical to the local Stores Account Office concerned alongwith Part IV of the Receipt Notes included therein. The total of these summaries for a month should agree with the total credits for the same month in the Purchase Account Register for stores for stock. 2809. Maintenance of Purchase Account Register.—Generally 'Purchases' are made first and 'Payments' follow. In order to record each transaction as it takes place, Purchase Account Register should be maintained head of account wise by the Stores Accounts Office in the from shown below : Form No. S. 2809 ..............Railway
PURCHASE ACCOUNT
Note.— For hundred per cent supplies, Purchase Account Registers may, if considered, convenient, be maintained
depotwise in the serial order of the Receipt Note without allotting a separate page for each supplier. All the particulars prescribed in form S. 2809 should be posted in this form for each entry. If the items are not likely to get cleared within the same year, the register may be designed to accommodate 2 years transaction to save tune in carrying over of Balances. 2811. Deleted. 2812. Deleted. 2813. Abstract of Purchase Account Registers.—At the end of each month an abstract should be made in the following form by bringing together the transactions-debits, credits and balances of each contractor. ABSTRACT OF PURCHASE REGISTER FOR THE .........................................................................YEAR
2815. Debit Balances in Purchase Account Register.—It occasionally happens that bills for stores supplied are received, supported by the railway receipt, in advance of intimation of the actual arrival of the stores and that payment has to be made before the stores have been acknowledged as received in the stores Department. Such cases of payment prior to the actual debit to stores should be permitted only in the case of well known firms of commercial standing; but when they do occur the payment made is usually 100/98/95/90 per cent of the value of stores dispatched and should be debited to 'purchases account' even though there is no credit and a debit balance will consequently ensue. When such bills are passed, the postings shall be made in a separate Purchase Account Register reserved for the purpose and immediate steps should be taken to clear the debits in the Purchase Account, by debits to 'Stores' on acknowledgements of the Stores by Depot Officers. In the purchases Account Registers the amount will be posted separately as a debit balance against the account of the supplier concerned. 2816. Review of Purchase Account Registers.—It is imperative that the postings of credits in the Purchase Account Registers should be correctly made and that they should be up to date, as arrears or incorrect postings will cause delay in passing bills for payment. The register should be inspected once a week by the Section Officer and once a month by the Stores Accounts Officer. 2817. Bills of Supplies—Bills for the supply of stores should be prepared by the suppliers in Form S. 2817 and sent direct to the Accounts Officer, Stores, of the railway for payment. Form S. 2817 BILLS FOR STORES SUPPLIED Name and Address of the firm
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Bill No............................. .........................................Date..............
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............................ ............. Purchase order
................................................... ......No ..............................Dated ...................................................................
1. C.S.T./Sales tax Amount
Executive Officer Certificate regarding Rates
Rates and quantities verified with reference to Purchase order Certificate regarding credits
Certificate regarding Debits Certified that debits have been posted in the Purchase Accounts Register vide Register No............................................................... Folio No........................................................................in the Accounts for.....................................................................................
For FA&CAO/STORES
2819. Check of Suppliers bills.—(i} On receipt of the bill it should be stamped with the date Stamp of the Office and examined to see :— (b) that is marked 'original' and is free from erasures and unattested corrections and bears the signature and address of the vendor. (ii) The bill should then be registered and numbered in a Register of Bills and passed on immediately to the rate verification clerk, who should verify the correctness of the rates and quantities charged in the bill with those given in the copy of the Purchase Order received direct from the Controller of Stores. The certificate of the correctness of rate and quantities should be signed by the Section Officer, in charge of the section who should also see that the particulars of bills are noted on the Purchase Order to keep a watch over the quantities supplied against an order from time to time. When the order is completed and payment made in full, the purchase order should be stamped 'COMPLETED'. (iii) The bill should then be passed on to the clerk responsible for checking the totals and calculations, who should also see :— (a) that the rates, quantities and nomenclature in the bill agree with those given in the Receipt Note Part II; the latter being compared with Part III of the Receipt Note (S. 719 or S. 726). received direct in the Accounts Office (see paragraphs 723 and 729); (b) that the rates are given both in words and figures; (c) that the Receipt Note Part II is signed by the Officer authorised to do so and his signature agrees with the specimen signature kept in the Accounts Office; (d) that the purchase is made by the authority competent to do so and in accordance with the rules in force; (e) that any extra charges claimed by the contractor such as freight and insurance, etc. are accepted by the Stores Department and are in accordance with the terms of the agreement; and (f) that all recoveries due from the contractor are made. (jv) The Purchase Account Register Clerks should than verify the amount lying at the credit of the contractor in his ledger. The amount for which the credit is verified should be written on the bill by the purchase ledger clerk under his initials. He should quote the accounts bill number and the amount passed in his Purchase Register against the entry of credit received through Receipt Order, Part III and also post the value of the bill as debit in the Purchase Account Register. It should be ensured that the allocations given in the bill by the Bill passing section agree with the allocation of the Purchase Account in which the credit is outstanding. Once this is done, the Register No..............................................Folio No....................................... of the Purchase Account Register should be noted as aproof of posting the item. Except in the case of bills referred to in paragraph 2815, no bill should be passed unless credit exists in the Purchase Account Register. (The Controller of Stores should furnish to the Account Office a list of the Suppliers entiled to the concession referred to in paragraph 2815).
(v) In case no credit has been received through Receipt Order, Part III, the bills should be kept pending till the receipt of such credit and inquiries made of the depot regarding the delay in the submission of the Receipt Note. 2821. Defacement of Part II of the Receipt Note.—After each bill has been audited the head of the sub-section will see that the acknowledgement of receipt of the stores, i.e. Part II of the Receipt Note is punched and enfaced with the following stamp: Stores supplied under this receipt have been passed for payment under bill No ................................................................................. dated...................................in the Accounts for...........................................for Rs............................................... The number and date will be the number and date assigned to the bill in the 'Register of bill received'. The stamp should be affixed at the part where the acknowledgement of the receipt of the stores by the Department is given. 2822. Audit Enfacement.—The audit enfacement of the bills should then be filled up after which the bills should be submitted to the Section Officer. The Section Officer will be responsible for examining each bill to see that there is evidence that all prescribed checks have been applied and that the audit enfacements are correct. In addition thereto, he should himself check completely at least three bills each day. A note book (S. 2822-Manuscript) should be maintained by the Section Officer in which particulars of bills checked by him and the results of the check should be recorded for the inspection of Stores Accounts Officer. The bills should then be sent up for the Stores Accounts Officer approval and signature, or approved by the Section Officer himself as the case may be, depending upon the financial limits prescribed (by the Board) from time to time. 2823. Risk Purchases.—Certain contracts for the supply of stores provide for the purchase of stores at the risk and cost of a contractor in the event of his failure to comply with the terms of the contract during the stipulated period. When under such a provision in a contract, an article is purchased at a higher rate than the one shown in the contract, the Receipt Note Part III should be valued at the contract rate and the Purchase Register posted accordingly. On receipt of a bill, the amount at the contract rate should be debited to "purchase" and the balance to miscellaneous advances (Revenue), as recoverable from the contractor who failed to supply the article at the rate contracted for. The latter head should be cleared as soon as the recovery is effected. In exceptional cases, when recovery from the defaulting contractor has been effected before payment at the higher rate has been made, the recovery should be credited to deposits and the amount paid in excess of the original contract rate debited to it. Note.—In the case of production units where suspense had "Misc. Advance (Revenue)" is not operated, the suspense head "Misc. Advance (Capital)" may be operated for the purpose. 2824. Abstract of Bills.—As they are completed, the bills should be included in an Abstract of audited Bills and sent (duly signed by the Stores Accounts Officer) with cherubs for the total amount of the Abstract to the Cashier for payment. Before the bills are sent to the cashier reference to the number of the Abstract in which they have been included should be entered in the 'Register of Bills Received'. 2825. Prompt Payment of Bills.—No bill should ordinarily take more than four days to be disposed of in the Accounts Office unless there are defects in it which render in admissible in audit or call for further reference. 2826. Paid bills.-—The bills should be returned by the Cashier after payment for record in the Accounts Office. The date of the receipt of the paid bills should be entered in the Register of Bills and the signature of the record clerk obtained against each entry in the register. The paid bills should then be post-audited on the lines laid down in the Indian Railway Account Code.
2827. Watch over supplies against contracts.—The particulars of supplies received in the depots should be posted in the Contract Register (S. 503) from the Receipt Notes (Part III). At the end of each month, balances should be struck so that the position of each contract may be ascertained. (a) The FA & CAO of the Zonal Railway or the Production Unit indicated in the contract as the paying authority should Open Letter of Credit (L.C.) with State Bank of India or any of the Nationalised Banks. (b) On the strength of the telex advice containing Contract No. & date, description of item (s), rate, quantity dispatched value paid received from the banker abroad, the bank in India may be authorised to debit the Railways' account with the Reserve Bank of India without a reference at that stage to the Railway. (c) On receipt of the copy of the telex advice or receipt of a copy of the advice from the Bank in India, whichever is earlier, the Accounts Officer who is authorised to make payments under the contract should examine the primafacie correctness of the debit and this should be specifically accepted under his signatures. If this primafacie examination reveals any incorrectness, the matter should be immediately taken up with the bank in India for resolving the issue. (d) On receipt of the actual shipping documents, if as a result of an internal check there are defects rendering the payments made unacceptable, the bank in India should on receipt of an intimation from the Railway be required to credit the account of the Railway with the Reserve Bank of India with the actual amount originally debited. This will ensure that the difference between buying and selling rates of foreign exchange is not operated to Railway's disadvantage. (e) The exchange rate applicable on the date the foreign supplier negotiated the documents with their bankers should be taken as the applicable exchange rate for working out the liability of the Railway Administration. (f) Banks may charge interest for the period between the date of negotiating the documents and the actual payment by the Railway Administration to ensure that there is no avoidable delay in the bank presenting the documents to the Railway Administration, a pre-determined time limit for the above period may be agreed upon with the banks. No interest charges should be paid by the Railway Administration to the banks for delays beyond this limit. Free time, if any, allowed by the banks for such commercial transactions should be fully availed of an all efforts made to complete the transaction within that period in order to avoid/minimise payment of interest. (g) In addition, banks will claim commission charges for opening L.C. commitment charges, cable charges, etc. which should be checked. (h) In case where foreign exchange payment is covered under foreign loads/credit grants, the procedure prescribed in the foreign exchange release/licensing condition should be followed. (i) Shipping documents usually prescribed are : (i) Foreign Supplier's invoice (ii) Bill of lading (iii) Packing list (iv) Certificate of country of origin (v) Marine insurance policy (vi) Any other documents as prescribed in the respective contract.
(Authority : Railway Board's letter No. 78/RS/G/779/38, dt (14-9-78 and) No. 83/F(S) I/PW.5/ 1 dt. 24-3-83).
2830. (i) Customs Duty Bills : (a) The rates charged should be checked with the Indian Customs Tariff. (b) The amount on which duty is charged should be checked with the invoices. (c) Customs duty should be included in the cost of stores on which it is levied and the amounts thereof should therefore be extracted in a statement to enable posting to be made in the ledgers. (d) The correctness of the rate of exchange adopted for conversion should be checked. (e) The insurance charges included to arrive at the CIF value should be checked. (F) It should be ensured that the classification of material has been made correctly and discrepancies, if any, pursued. All the Customs Duty Bills should be checked cent per cent in the Accounts Office. A manuscript Register should be maintained in the Accounts Office to record all the Customs Duty Bills checked and admitted. 2830. (ii) Refund of Customs Duty.—All the claims for the refund of Customs Duty arising out of the following be made within proper time and credited to the cost of imported stores (to which it pertained) when refund materialises. (a) Wrong rates adopted (b) Wrong classification of Material (c) Refunds on consignments list or short landed, etc. 2831. Clearing Contractor's Bills.—(i) In the case of imported stores, the quantities should be checked with the account of tonnage and freight. In the case of materials returned by departments, etc. the quantities or weight shown should be checked with the respective vouchers. (ii) The payment to Contractor may be classified into two categories namely :— (a) charges for services rendered by him. (b) charges arising out of the import, such as wharfage, demurrage, shed opening charges, infringement charges, etc. The payments for the services rendered should be checked to ensure that they are in accordance with the conditions of contract agreement. It should be seen that rates of wharfage etc. are as per the current scale of rate published by the Port Trust authorities. (iii) Check of demurrage charges.—Demurrage charges normally become payable due to one of the following reasons :— (a) Non receipt of shipping documents. (b) Short-supply, non-supply or delayed supply of wagons. (c) Customs formalities, etc
(d) Failure to clear in time. In cases whether the charges have to be recovered from the clearing Agents or the suppliers separate registers should be maintained by the Accounts office and the recoveries are watched Where the demurrage charges have been contested or appealed agaist, the recoveries should be pursued. Claims for Short Landing : Claims for the items short landed should be preferred by the Controller of Stores in consultation with the Stores Accounts Officer, in respect of missing (or damaged) consignments. Necessary bills should be prepared by the Stores Accounts Officer on the basis of Advice received from Controller of Stores. A manuscript Register should be maintained by the Accounts Office to which the settlement of these claims. The Register should be reviewed monthly by the Stores Accounts Officer. 2832. Port Trust Bills.—Rates should be checked with reference to the schedules of Rates of the Port Trust concerned.
2833. The debits are raised through :— (i) transfer certificates in the case of other railways. (ii) exchange accounts, if the supplies or service are by government departments, other than railways. 2834. Debits by Foreign Railways.—Foreign Railway Transfer Certificates should be subject to the same checks as for bills, before they are accepted and journalised. 2835. Exchange Accounts.—The bulk of the expenditure debited through exchange account is for the purchases arranged through the Directorate General of supplies and Disposals or for supplies of stationery and printing stores by the Controller of Printing and Stationery India. 2836. Purchase through the Directorate General of Supplies and Disposals.—Purchases other than stationery effected through the Directorate General of Supplies and Disposals are dealt with for accounting purposes in the same manner as those made by the Controller of Stores, with this difference, that the bills are not paid by the Railway but by the pay & Accounts Officer, Directorate General of Supplies and Disposals and debits are raised by the latter against the Accounts Officer of the Meriting Officer concerned through exchange accounts. The duplicate copies of the bills will be received in support of the debit. On receipt of such debits, the bills should be posted in the Purchase Ledgers as debits to the firm. The transactions should then be journalized by crediting 'Reserve Bank Suspense', by Debit to 'purchases'. These debits will be in adjustment of the items previously credited to the Purchases Account by debit to 'Stores' on receipt, of the Receipt Note (Part III) from the Controller of Stores. A separate set of Purchase Register should be maintained for purchases made through the Directorate General of Supplies and Disposals and the outstanding items to this set of registers should be analysed at the end of each month and agreed with the General Books. 2837. Percentage Charges.—The Directorate General of Supplies and Disposals levies departmental charges for the following services rendered at rates laid down from time to time (i) Stores purchased through the agency of the Directorate General of Supplies and Disposals :— (a) Purchase. (b) Inspection. including all sampling and testing before the contract is concluded and also where necessary, sampling and testing during the currency of the contract. (ii) Stores purchased direct by Controller of Stores.—The charges for analysis and test of chemicals and other stores and for inspection and testing of purchases not made through the Directorate General of Supplies and Disposals carried out at the Government Test House, the Metallurgical Inspectorate or any other organisation under the Inspection Branch of the Directorate General of Supplies and Disposals and for advisory and miscellaneous work will be in accordance with the 'Schedule of charges for testing and inspection work done by the Disectorate General of Supplies and Disposals for the Army Department, Commercial Department and undertaking of the Central Government, all departments under the Provincial Governments, State and Company managed Railways, Indian States and Quasi-Public bodies,' (Copies of the schedule are obtainable from the Manager of Publications, Central Publication Branch, Delhi). The Officer-in-charge of the inspection or testing organisation will, as soon as the work is completed prepare a voucher showing the value of work done and forward it in triplicate to the railway concered, which will countersign and return two copies to such officers and retain one copy for record. At the end of the month, the officer-in-charge of the inspection or testing agency will send the accepted vouchers to the Pay & Accounts Officer Directorate General of Supplies and Disposals for adjustment. The charges referred to in (i) and (ii) above should be verified and adjusted in accordance with paragraph 2164. 2838. Supplies of Stationery, etc. by the Controller of Printing & Stationery.—The debits for such supplies will be raised through the Exchange Accounts and should be dealt with on the same lines as the debits for purchases through the Directorate General of Supplies and Disposals. 2839. Printing and binding work done by the Controller of Printing & Stationery.— Debits for any such work will be raised on the basis of statements prepared for 4,6, 8,9,10 and 12 months i.e. in the exchange accounts for July, September, November, December, January, March and March final, so that the control over expenditure and the framing of revised and budget statements, etc. will not be affected in any way. They should be dealt with on the lines, mutatis mutandis, as the debits for supply of stationery, etc. 2840. Deleted. 2841. In accounting for the purchases of stores, from abroad the books of account in India have to show the progress of the transaction, i.e. (a) payment for the purchases. (b) the actual receipt of the stores by the indenter in India. 2842. The normal procedure for the accountal of these phases of the transaction is as follows :— (a) The payments debited to the suspense head of account 'Purchases Imported Cap. P. 7110' by credit to the head of account "Transfer Railway-Secretary, Railway Board, Accounts" in the case of book adjustment or "Reserve Bank Suspense" where direct cash payments are made including Letter of Credit. (b) On the the actual receipt of the stores by the indentor in India the suspense head of account 'Purchases Imported' Cap. P. 7110 is credited by debit to the suspense head of account 'Capital 7100 Stores' or other final heads of account under Capital or Revenue depending on whether the materials are taken into stock in stores depots or are sent on directly for use on works. 2843. Deleted. 2844. Deleted. 2847. Deleted. 2848. Deleted. 2849. Deleted. 2850. Deleted. 2851. Deleted. 2852. Deleted. 2853. Deleted. 2854. Deleted. 2855. Deleted. 2856. Deleted. 2857. Deleted. 2858. Deleted. 2859. Deleted. 2860. Deleted. 2861. Deleted. CONTROL OVER EXPENDITURE AGAINST PURCHASE GRANT 2862. Expenditure Register.—A manuscript register (S. 2862) should be maintained for the purpose of watching expenditure on stores purchased in India as against the allotment. The allotments should be noted from the distribution of the sanctioned amount under the various heads appearing in the Funds Register (S. 506). The expenditure should be noted as regards cash payment through Abstracts of Audited Bills and as regards expenditure for a month should be verified with the debits to 'Purchases' in the General Books. ACCOUNTAL OF EARNEST MONEY AND SECURITY DEPOSITS FOR TENDER AND CONTRACTS
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