CHAPTER XXX


THE ANNUAL STATEMENT OF STORES TRANSACTIONS


3001. A statement of the actual balances of stores in hand at the end of each financial year should be prepared by each Railway administration in Form S. 3001 and should reach the Railway Board along with its accompaniments by the 1st November of the year following.
                                                                                                                                Form No. S. 3001

STATEMENT OF STORES TRANSACTION FOR THE YEAR ENDED 

31st MARCH, 19.... 

. Particulars Ordinary Stores Surplus Stores
. . . Receipts during year . . . Balance on 31st March Balance on 31st March 19....
1 2 3a 3b 3c 3d 3e 3f 3g 3h 3i 4a 4b 4c 4d 4e 4f
. Total ------ -------- -------------------------------------------------------------------------------------
.. . . . . . . . . . . . . . . .

                                                                                                                             Form No. 3001—contd.

                                                               STATEMENT OF STORES TRANSACTIONS

Emergency Stores Stores d obtained for Special Works Total All Store
Balance on 31st March 19 (Opening)  Balance on 31st March 19 (closing) Balance on 31st March 19 Receipts during the year Issues during the year  Balance on 31st March 19 Balance on 31st March 19 (opening) Balance on 31st March 19 (closing)
5a 5b 6a 6b 6c 6d 7a 7b
. .   . . . . .
. . . . . . . .

50% of issues                  Balance on 31st March 19......From Purchases           From materials returned from works

Total                                      Issues during the year Balance on 31st March 19...                                                      Variations from previous balance                                Variations from normal maximum
    3(g) minus 3(b)                                                            3(g) minus 3(a)


Movable surplus        Dead surplus               Total                Movable surplus     Dead surplus     Total                                                                                                                                                                              Add Amount under adjustment—
(a) Stock Adjustment Account.
(b) Stores-in-transit.
(c) Engineering Plant Reserve
(d) Imprest—Other than Engineering.                                                                                    Engineering—Permanent-way.                                                                                                   Engineering—Others.
(e) Surplus—Engineering—Permanent-way.                                                                            Engineering—Others

Balances as per General


3002. The statement (S. 3001) should show the money value of the stores in hand in thousands of rupees under each major group of stores, and the figures should be sub-divided and arranged as to distinguish the ordinary stores, from other categories of stores viz.


(a) Stores obtained for special works, i.e. specially, obtained for important works of additions or renewals.

(b) Emergency stores which comprise items which do not ordinarily wear out or require renewal bu of which it is essential to maintain stock to meet emergency demand due to breakage or unanticipated deterioration and which are not readily available in India.

(c) Surplus stores the figures for which should be sub-divided into two classes viz.

(i) Movable or live surplus i.e. items of stores which have not been issued for a period of 24 months but which, it is anticipated, may be utilised in the near future; and

(ii) Dead surplus which comprise items of stores, which have not been issued for the past 24 months and which, it is considered are not likely to be utilised on any railway within the next two years.


                                                                                                                                           Annexure 'A'

Questions                                                                        Replies
(a) Does the balances shown agree with the General                                                                                Books of the Railway and with the details of the                                                                                      priced ledgers, or what are the items of differences and                                                                              how are they explained ?

(b) Have the quantities in the priced ledgers have been                                                                          proved or corrected by stock taking during the year, or,                                                                                 if this has not been completely done, what has been the                                                                         extent of comparison made of stock taking and of correction                                                                          of books as a result thereof ?

(c) Has due allowance been made for depreciation, obsolete                                                                   pattern, etc. or if not, why has this not been done ?

(d) Are all the rates at which stores issued are priced being                                                                    revised regularly to accord with market rates as laid down in                                                                paragraph 210-S ?

                                                                                                                                            Annexure 'B'


                                 REVIEW OF BALANCES OF THE MATERIAL-AT-SITE ACCOUNTS                                        

                                                       FOR THE YEAR ENDING 31ST MARCH................

Division Completed works Works in progress Works not yet started Works not to be done Total
No. of works Amount No. of works Amount No. of works Amount No. of works Amount No. of works Amount
. . . . . . . . . . .

                                                                                                                                         Annexure 'C'


STATEMENT OF BALANCES OF "CHARGED OFF" IMPRESTS ON 

1ST MARCH........................


                                                            Categories of Imprest Holders

Division Running Sheds Train Examining Stations Electricians . .
Total money limit by General Manager (Para - 1810) Balance on 31st March 19......... Total money limit by General Manager (Para - 1810) Balance on 31st March 19......... Total money limit by General Manager (Para - 1810) Balance on 31st March 19......... And so on Total balance on 31st March
. . . . . . . . .
Total . . . . . . . .



3003. It should be seen that when the anticipations of movable surplus stores being used do not materialise, the relevant items are transferred to Dead Surplus. Before classifying any stores as dead surplus, it should be asscertained as far as feasible that the material is not likely to be in demand by other Railways. The value of dead surplus stock should be suitably written down if necessary to scrap values, after survey by Survey Committee.

3004. 50 per cent of issues (Column 3a of Form S. 3001) : The comparison of actual balances of 'Ordinary Stores with 50 per cent of issues' is with a view to assess the endeavours of the Railway Administrations to reduce and restrict the actual balance to the limit.

3005. Returned Stores (Column 3b of Form S. 3001) : The materials returned from works lead to the accumulation, ultimately, of surplus and unserviceable stores on railways. The receipts under 'Ordinary Stores' should show separately :—

(a) receipt by purchases; and

(b) receipts of materials returned from works, to enable an idea to be obtained on the proportion of materials returned from works to new stores purchased in the markets or manufactured in railway workshops.

3006. Balance of Materials-at-Site : A review of the balances of the material-at-site account for the year should be prepared in the form shown as Annexure B to Form s. 3001 and attached to the statement. This analysis stores balances under this head by each Division and by the following sub-heads :

1. Completed works.
2. Works in progress.
3. Works not yet started.
4. Works not to be done.


3007. Balances of Charged-off Imprests : A statement of balances of Charged-off imprests comparing the balance at the end of the year with each category of imprest holder in each division with the total of the money limits fixed by the General Manager (vide paragraph 1810) should be submitted as Annexure C to Form S. 3001 on all railways where such system is in force.

3008. Certificate of Balances by Chief Accounts Officer : A certificate of the balances should be furnished by the Chief Accounts Officer over his signature in the form of answers to the questionnaire which is an annexure to the Annual Statement (S. 3001).

3009. Note Accompanying the Statement : The statement should be accompanied by a note which should show :—

(a) the balance of stores for the last ten years, in order to show the fluctuations ;
(b) the increase or decrease under each individual head of stores in paragraph 201 in the year under review and the reasons for the same; and
(c) the details of the verifications of stores carried out during the year.

3010. Preparation of the Statement :—The statement should be prepared by the Controller of Stores, the assistance of the Accounts Officer being taken for the preparation of the Financial Statements. The Chief Accounts Officer is personally responsible for the accuracy of the certificate mentioned in paragraph 3008. The Controller of Stores should also prepare the note to accompany the statement, (vide paragraph 3009). The draft statement should be submitted to the General Manager who is responsible for reviewing it carefully before submitting it finally to the Railway Board over his own signature.