CHAPTER XXXII

STOCK VERIFICATION OF STORES DEPOTS BY THE ACCOUNTS DEPARTMENT

3201. Object of the Stock Verification.—The object of verification by the Accounts Department of Stores in the custody of the Depot and other Departmental Officers and Subordinate is to ensure that the materials accord with the description and specification shown in the balances appearing in the books and that excess or deficiencies, if any, noticed on such verification are properly investigated and accounted for, vide question (b) Annexure-A to S, 3001.

3202. Frequency of Verification.—The Stores, whether in a Stores Depot or with a department should be verified by Stock Verifiers of the Accounts Department. The programme of inspection should be so arranged that all materials are verified as shown below :—

3203. The Chief Accounts Officer may, however, extend the period between verifications or curtail the items to be verified where he and the General Manager agree that:
(i) the reduction in check will not impair efficiency;
(ii) the reduced check will provide sufficient safeguards against loss; and
(iii) a too rigid application of the rule in paragraph 3202 is not condusive to economy

3204. Supervision and Control.—The verification should be carried out by Stock Verifiers under the general supervision of the Stores Accounts Officer and under the direction of the authorised Inspector of Stores Accounts, assisted where it is feasible and expedient, by the Inspectors of Stores Accounts; vide paragraph 3209.

3205. Duties of the Senior Inspector of Stores Accounts.—The authorised Inspector of Stores Accounts is generally responsible to the Stores Accounts Officer for the proper conduct of all business relating to the verification of stores. He should prepare in duplicate provisional programme of work for each financial year before the commencement of the year and submit it to the Chief Accounts Officer for approval. The Chief Accounts Officer will retain one copy and return the other copy duly approved to the Stores Account office where it should be filed cardfull for purposes of comparison with the progress made during the year. The authorised Inspector should distribute the work among the Stock Verifier working under him in such a way as to complete the verification of stores and tools and plant in due time, as specified in paragraph 3202. He should make surprise visits to see that the staff are actually employed on the duties on which they have been deputed. He should also himself test check the work done wherever he considers it necessary and furnish a report of the results to the Stores Accounts Officer. To ensure the element of surprise which is the essential factor contributing towards the success of such visits, previous intimation of the visit should be given only to the Stores Accounts Officer. Detailed information of his movements should, however, be given in the weekly journal of the authorised, Inspector. He should submit daily or and weekly reports to the Accounts Officer of the progress made by each Stock Verifier. The Stores Accounts Officer should periodcally check the work of the Inspector of Stores Accounts and Stock Verifiers.

3206. Verification Registers.—The authorised Inspector of Stores Accounts should maintain manuscript registers in Form S. 3206 separately for each category of verification to record the following information separately for 'depot verification' and for 'line verification.' 

(i) Serial Number. 
(ii) Name of depot and group or Division or subordinate.
(hi) Actual number of working days taken in previous verification.
(iv) Name of Stock Verifier on two previous verifications.
(v) Date when verification is due in the year as per programme (paragraph 3205).
(v/) Date when started.
(vii) Date of completion.
(viii) Time taken (actual working days).
(ix) Name of Stock Verifier.
(x) Date due for next verification.
(xi) Initials of authorised Inspector of Stores Accounts.

3207. This register should be maintained separately for each financial year. Columns (i) to (iv) will be copied from the previous register, column (v) being filled in from the programme vide paragraph 3205. Column (vi) is filled up when the verification is started, i.e. from the first weekly progress report and columns (vii) to (ix) from the completion reports. Column (x) will be filled in by the authorised Inspector on the basis of frequency of verification, vide paragraph 3202. This register is the record to ensure that all verifications are carried out as and when they fall due. Before any completion (S. 3261) is filled, it should be posted in the verification register and a remark in the 'verification register' posted should be endorsed on the completion reports. The authorised Inspector should initial each entry in column (xii) of the register. After he has done this, the completion report should be submitted to the Stores Accounts Officer.

3208. The authorised Inspector will maintain the Register of Stock Sheet (S. 3261), the Register of Field Books (S. 3213) and be incharge of the blank and completed field books.

3209. Duties of Stock Verifiers.—Their duties are :—

(i) The Routine Verification of Stock comprising :

(a) Stores in the custody of the Stores Department.

(b) Imprest or Surplus Suspense Material in custody of subordinates on the line.

(c) Materials-at-site of works.

(d) 'Charged-off ' material in workshops, Sheds and other charged off material elsewhere generally as far as they are susceptible of check.

(e) Fuel with the loco Department.

(f) Timber in the Carriage and wagon Shops.

(g) Engineering Reserve Plant. 

(h) Type in the Printing Press.

(i) Tools and Plant in the custody of subordinates and offices of all departments of the Railway.

(j) Consumable Stores.

(k) Material under acceptance in Stores Depot.

(l) Verification of in-process inventory in all workshops including Production Units.

(m) Verification of Machinery and Plant.

(ii) Surprise Verification of Stocks.

(iii) Inspection of the Receipts and inspection Section of the depots, vide Paragraph 1225

(iv) The witnessing of Auction Sales.   

(v) The witnessing of deliveries of stores sold.

The Chief Accounts Officer may, however, it is found feasible and expedient, arrange for two or more Stock Verifiers to work under the supervision of an Inspector of Stores Accounts in which case, the respective duties of the Inspectors of Stores Accounts and the Stock Verifiers should be clearly laid down. The Inspector of Stores Accounts may in such cases be entrusted with part of the duties allotted to the authorised Inspector.

3210. Authority Cards.—Authority cards being the following inscription should be issued to the verification staff in order to enable them to establish their identity with the Depot or Departmental Officers and Subordinates :

"This is to certify that Mr. X is an Inspector of Stores Accounts or Stock Verifier of the___
............Railway and is authorised to have access to all Books and Records relating to
stores at Stores Depots or with Departments."

                                                                                                 PHOTOGRAPH
                                                                                                Signature of Party   

                                                                                        STORES ACCOUNTS OFFICERS

3211. Deleted.

3212. A manuscript (S. 3212) should be maintained to record the implements and tools and plant issued to Stock Verifiers. In this register all articles issued to a Stock Verifier will be noted against his name.
These will be compared with the annual tools and plant returns submitted by Stock Verifiers every year and all discrepancies looked into.

3213. Field Books.—Field Books for depot verification, for engineering and other verifications and blank registers for witnessing deliveries of materials sold by auction or tender or for other similar purposes, should be issued to Stock Verifiers as and when required by them. All field books issued for a category of verification should be allotted before issue of a progressive serial number and commencing from unity each financial year.

3214. Register of Field Books.—A manuscript register form (S. 3214) should be maintained by the authorised Inspector to record the issue of the field books. The register should show the following particulars.

  (i) Serial Number

  (ii) Number of pages in the field book

  (iii) Date of issue

  (iv) Name of Stock Verifier, 

  (v) Name of Depot or Department verified  

  (vi) Acknowledgement of Stock 

  (vii) Date of receipt back in office.

3215. Completed Field Books.—After the completion of the field books or the verification for which they are issued, all field book should be returned to the office for record, the date of their return being recorded in the register in the column provided for the purpose as soon as they are received back. At the close of the financial year this register should be overhauled to see that no field books are lying with Stock Verifiers which should have been returned to the office. Calls for outstanding field books should be issued, the authorized Inspector being responsible to see that this is regularly done.

3216. Immediate Investigation of Large Discrepancies.—Any large discrepancies found as a result of stock verification between the ledger or the records and the actual count balance should be investigated without delay and a detailed report submitted thereon to the Accounts Officer. For this purpose, difference over 2 per cent in quantity over the total transaction since the date of last verification of items or Rs. 5,000-in value whichever is higher should be generally investigated by the Verifier and effort made to find out the cause thereof. This should not be construed to mean that explanations for variations below these limits will be accepted as a matter of course. Unless in any case, the Administrator or , Accounts! Officer consider it necessary to call for additional information, stock holders shouldsfurnish full and detailed explanation in respect of differences over 2 per cent in quantity over the total transactions on each account since the last date of verification of these items or Rs. 5,000-in value whichever is more.

3217. Erroneous Classification, Unauthorised Stock and Surplus Stores.—Any wrong classification of the Group of Stores, or unauthorised stocks of stores held by any Officer or subordinate, or any items of stores which is surplus to requirements or for which there has been no demand for over a year (provided that such items have not already been reported as such by Depot or District Officer) should be noted and included in narrative report of verification to be submitted by the Verifier.

3218. Arrangements for Custody and Production of Stores.—The Verifiers should particularly examine and report if proper arrangements exist for the safe custody and proper storage of material against unnecessary deterioration from the weather or loss from any other cause. With this object, they should examine the existing arrangements to see.

(a) that the godown floors are 'pucca or cemented' and in case of subordinates on line where such godowns have not been provided, that no stores are stocked on the ground and that unserviceable sleepers and rails have been used as under packing in case of heavy materials which cannot be stocked in racks or bins.

(b) that racks or other suitable arrangements are provided for storing hand tools and petty and consumable stores.

(c) that items of common domestic use are always kept under lock and key, soap, matches towels, dusters, etc. are instances of this nature.

(d) that in case of material stacked outside the godowns such as sleepers, rails, crossings etc., enclosures have been provided or chowkidars appointed to watch the same.

(e) that proper arrangements exist for locking the godowns and keeping the keys in safe custody.

(f) that proper arrangements exist for locking the godowns and that adequate arrangements exist for fire protections, i.e. fire extinguishers are kept handy and easily accessible spots and that fire buckets area always full of water and/or sand where inflammable articles are stocked. Adequate fire engines are available at call for attending emergencies.

(g) that inflammable stores are never stocked near combustible items, i.e., waste cotton sleepers or other wooden fittings are not stocked near petrol or oil.

(h) that statutory regulations for strong explosives and such dangerous substances are observed; and

(i) that in order to avoid deterioration of stock, issues are not made from fresh receipt as a matter of course but that articles first received are issued first and to ensure this, fresh receipts are not dumped on existing stocks but are so arranged that their turn for issue will come only when the existing stock are exhausted.

3219. Survey of Depots and Yards for unaccounted for Stores.—In order to ensure that any stocks not on the books are not overlooked, a survey of large depots and yards should be made to see that all materials lying about stacked or unstacked is properly accounted for in the books. If there is any material in stock for which no ledgers exist, it should be examined how the material in question came into stock and steps taken to promptly account for such material in the books of the depots or departments.

3220. Examination of arrangements for Recoupment and Issue.—The procedure in force in the Stores Depot and Departments regarding the receipt, issue and accountal of stores should be examined with a view to as certain if the orders in force from time to time with regard to these matters are strictly observed.

3221. The Controller of Stores, as a custodian and distributing agent of stores, supplies stores to the entire Railway Administration in accordance with its needs. The Stock Verifiers while overhauling the account of subordinates and of other officers on the line should, therefore, see that stores are not obtained through any other agency except in the case of articles mentioned in paragraph 3222 or in cases of emergent demands, where the articles can be manufactured in local workshops expeditiously and without additional cost (e.g. squares wooden, boards, inch; or wooden patterns for adding sleepers on renewals). It should be seen that articles locally manufactured are invariably taken on the subordinate accounts.

3222. In the case of the following articles, which are supplied in large quantities under contracts approved by competent authority, orders for supply will be placed directly by the departmental officer concerned;

 
3223. Articles of Furniture with certain subordinates.—Articles of furniture, which are generally few, in the custody of the following subordinates whose duty required them to be constantly or frequently on the move, need not be checked by the Stock Verifiers by actual count, as an attempt to verify those articles would cost the Railway more than what the articles are worth. Yearly balance returns of the tools and plant in their custody will be obtained from them by the controlling officers concerned and this should be inspected and accepted as correct by the Stock Verifiers. :

                                                                   List of Subordinates

1. Boiler Inspector
2. Weighing machine Inspector
3. Loco Inspector
4. Carriage Inspector
5. Railway police Inspector or Sub-Inspector
6. Fuel Inspector
7. Claims Inspector
8. Rates Inspector
9.TrafficInspector                                                                                                                              10. Guards
11. Travelling special ticket examiners or lady special ticket examiner
12. Statonery and Forms Inspector
13. Inspector of Station Accounts
14. Pay Clerks and their Inspector
15. Sub-Assistant surgeons on travelling duty
16. Water Inspector
17. Platform Inspector
18. Refreshment Room Inspector
19. Block Inspector
20. Publicity Inspector
21. Engine Drivers *
22. Any other subordinate so declared by the FA & CAO

3224. Deleted

3225. Dead Stock, Tools and Plant of low value.—When verifying articles other than ordinary stores, viz., articles of dead stock, tools, plant and machinery, stock verifiers may use their discretion to omit from certification, articles of low value such as notice boards, name board ticketnippers, carriage keys, station seals, etc. and concentrate their attention on the check of more important items. Stock Verifiers should show in such cases at the end of their stock sheet the articles that have been omitted from verification.

3226. Small Tools and Hand Tools with certain staff.—The verification of small tools and hand tools in minor workshops, running sheds, pump houses and with permanent way Inspectors, inspectors of works, signal and interlocking inspectors, sanitary inspector and other inspectors need not be carried out by the Stock Verifiers. The Stock Verifier should at the time of verification of other types of stocks with such staff investigate the system in force for the supply and custody of these tools and see that reasonable care is being exercised in making issues and ensuring that workmen to whom they are issued return them to stores custody when no longer required.

3227. Petty Consumable Stores.—Petty stores and consumable stores except kerosene oil as stated in prescribed schedules in the custody of subordinates of the Traffic Department need not be verified by Stock Verifiers, as these stores are supplied in accordance with fixed scales and in every small quantities.

3228. Dunnage.—Charged off sleepers, cast iron pots, rails etc. used in stores depots or with subordinates line to stock material on need not be verified by Stock Verifiers as it is not always practicable to remove these from under the material stacked thereon and as their detailed verification is too costly in time and money to be commensurate with the value of the material. It should, however, been seen that only material otherwise unserviceable is used for such purposes.

3229. Though it is not ordinarily the duty of a Stock Verifier to verify the articles mentioned in paragraphs 3223 to 3227, he should use his discretion to take up full and complete verification if he suspects an irregularity in any case.

3230. Selection of items for verification.—On being posted to a Depot, the Stock Verifier should consult the programme of work as to the duties he is required to perform in the Depot. After having given one day's prior notice, in writing, to the Ward Keeper of the group that is to be taken up for verification, he should select the items of the group, he desires to verify each day.

3231. Entering the Field Book.- The stock verifier should then enter in his field book the name of the depot, its section, date of commencement of the verification, group, Nomenclature and P.L. Numbers of the items he proposes to verify on the following day. Book balance should on no account be entered in the field book until after the stocks have been actually verified.

3232. After the necessary particulars have been entered on the field book and he has satisfied himself that the stores are properly cared for and grouped, the Stock Verifier will begin to verify each particular item of stock in detail. He should never accept book balances as correct, but should verify all stores in stock unless special orders to the contrary have been taken from the Stores Accounts Officer.

3233. Descriptional Nomenclature, etc. of Articles.—It must be seen that the articles verified agree with the description under which they stand on the ledgers and that the nomenclature, classification of the group and units for stock are in accordance with the published Price List. If any doubt as to the correctness of the classification of group specially in the case of loco or carriage and wagon fittings, the specification or drawing of the same should be obtained for comparison. If any doubt still exists in the mind of the verifier regarding identification or unified group of an articles of stock (such as engine fittings, tools, plant or machinery or component parts thereof) the assistance of the Mechanical Department Officials may be sought.

3234. General Instructions regarding Depot Verification :

(i) Presence of Depot Stores Keeper essential.—Stores should be certified in the presence of the Depot Store Keeper or some one deputed on his behalf.

(ii) Correction of scales, etc.—Scales should be carefully adjusted at least once during each day before wieghtment of any article.

(iii) Personal Count and by Stock Verifier.—The Stock Verifier should personally count weigh or measure all items of stores he proposes to verify with the assistance of stores coolies, where necessary. All details of verification i.e., count, weight or measurement " should be recorded in the field book and it should be seen that no stock of the items under verification is lying in any other part of the godown or obscure corner. The Stock Verifier will not only be responsible for certifying what is shown to him but will also be responsible for seeing that nothing is left unverified.

(iv) Material under issue or receipt.—The Stock Verification being the first voucher to be posted for that date, the ground balance after verification should be shown as at commencement of the day. Therefore, Stock Verifiers should examine material i under issue and receipt. If such vouchers happen to be there, the ground
balance should be struck as at the beginning of the day, taking into account the vouchers under issue or receipt. If any articles are found lying without any covering voucher, they should be invariably brought into books, except under exceptional circumstances, which should be recorded in the field book.

3235. Weighments and Measurements.—The instructions in paragraphs 3236 to 3246 should be kept in view when weighing or measuring stock.

3236. Units of Weight.—The Unit for verification should be the same as that of unit of accountal and the quantity shown in stock sheets should be rounded off to the nearest number of decimals as that of Priced Ledger.

3237. Weighment Vs Count.—A Stock Verifier should not waste time in counting large quantities of small articles when a fair result can be obtained in a shorter time by weight or measurement. In such cases 5 per cent or 100 of the articles, whichever is less, should be counted and weighed, and the weight of the whole stock then taken and reduced to count by weight of the sample count. When weighment is made, the maximum quantities which a scale can weight should be weighed each time.

3238. Measurement Vs Weighment.—Measurement or average weighment to arrive at the total approximate weight of stocks of an article should be resorted to only if there are heavy balances in hand. To arrive at average weighment, at least 2 per cent in the case of steel and 10 per cent in the case of other material of stores, should be weighed, such stock should then be measured by length, area or cubic contents. The measurements of the entire stock should then be taken and then reduced to weight by the data furnished by the sample quantity measured and weighed. If the weight thus arrived at is approximately the same as the depot book balance, the latter should be accepted as correct, if however, a heavy difference is disclosed thereby, all figures for measurements and weighments should be carefully rechecked and an additional 2 per cent or 10 per cent (as the case may be) weighed and measured. Appendix XI to this Code gives tables of weights and measurements for certain common items of stores.

3239. The method adopted in ascertaining the average and actual weighments or measurements taken in each case should be carefully recorded in the field book.

3240. Valuable Articles.—In the case of valuable articles, such as tin ingots etc, the whole stock should always be weighed, regardless of what the balance may be.

3241. Verification of Heavy Articles.—The weight of heavy stores, such as large steel plates, channels, rolled steel beams, etc. which cannot be easily handled or weighed, should be arrived at by very carefully taking the measurements of such articles, calculating the cross-section and then using appropriate formulae or conversion rate which should be prescribed for the purpose by each Railway Administration. Where no such formula have been prescribed, the conversion factors given in Appendix-Ill may be used.

3242. Verification of fluids.—The stock of different kinds of fluids are maintained either : 

(i) Litres or
(ii) Kilograms. The-containers of such fluids are generally :

(a) Portable cylinderical drums;
(b) Tins;
(c) Stationary cylnders, and
(d) Vats Which admit of proper measurements to find their cubical contents :

(a) The following formulae should be used to ascertain the cubical contens of the containers.

(i) Formula for Cylinders : Area of the base x length or height of the cylinders. The base being always circular, the formula of II R2 is always to be applied to work the area of the base. II =22/7, R=Radius

(ii) Formula for tins, vats, etc. which are generally rectangular in shape : Cubical contents=Length X Breadth X Height.

(b) Verification of fluids accounted for in litres.—In case of verification of fluids which are stocked in units of litres, the cubical contents, i.e. the part upto which the container is filled with the fluid should be calculated in cubic decimetres to find out the contents in litres, taking one cubic decimetre equal to one litre.

Note :—Unopned receptacles with original sealings etc. intact may be taken as containing the quality of the filuid stated   on the receptacles.

(c) Verification of fluids accounted for in kilograms.—In the case of verification of fluids which are stocked in units of kilograms, the following procedure should be followed. The cubical contents of the containers should be calculated (in cubic decimetres) and reduced in the first instance to the weight of distilled water at the rate of one kilogram per cubic decimetre and then resultant weight should be multipled by the specific gravity of the fluid in order to arrive at its weight.

Note :—Unnopened receptacles with original sealing, etc. intact may be taken as containing the quantity of the fluid stated on the receptacles.

(d) Goods supplied by well known firms of commercial standing may be accepted as per quantity marked thereon, in cases where it may not be either advisable or convenient to open the packages or cases to make a cent per cent check.

3243. Verification of Belting in Machine rolled coils leaving no space in between the laps.— The diameter of the hole in the middle (in centimetres) plus the outside diameter (in centimetres) multiplied by the number of laps in the coil and the resultant multiplied by 0.01571 will give the length of the belting in metres.

3244. Unpacked Goods.—In case of imported articles and indigenously manufactured goods packed by the well known firms of commercial standing may be accepted as per weight or number marked thereon or the advice of despatch, in case, where they are intact and it may not be advisable or convenient to open the packages to make a cent per cent check.

3245. Items of Stores issued in weight against Requisitions in Numbers.—In the case of articles which are indented for in numbers but, the precribed unit for which being weights or vice versa issues are made by weight, Stock Verifiers should, with a view to preventing or detecting fraudulent practices of over charges in weight, test check, at the time of verification of such items, the weights shown on issue notes as equivalent to the number issued. A report of the results of this test check should be entered in the field book and submitted to the Stores Accounts Officer.

3246. Incomplete Count of weighment.—It is not possible to finish the count or weighment of an item during May, the stock of such counted or weighed portion of the material should be kept quite apart from the undealt with balance in the godown.

3247. Rearrangement of Stock.—All material taken out of racks, etc. by the Stock Verifier should be put back into the rack and properly arranged, and he is responsible to see that this is done.

3248. Permanent Way Stores.—The main items of stocks in permanent way depots are the rail of different types. The  distinguishing features of various types are reproduced in Appendix XII to this Code. Other items of stocks are rail fastenings, sleepers and sleeper fittings, crossings and points with their fittings. The materials commonly used with sleepers, the different kinds of crossings and descriptions of crossings and switches are to be found in Appendix XII. In   permanent way depot and other verifications, Stock verifier will come across small fastenings a-cotters, etc. which are stocked either in bins or gunny bags and to facilitate check, the contents of each bin or bag will be painted on it. For all practical purposes, it is enough if the Stock Verifier test checks a percentage (at least 5 %) of such full bins or bags and if found correct, he may accept the figures in others as correct; otherwise the entire stock will have to be checked in detail. He should, however, make sure that all the bags, bins, etc. really contain the correct material.

3249. Acceptance by Ward-keeper of Results of Verification.—The stock found by count or measurement or weighment should then be noted in the field book. Initials of the representative of the Stores Department in whose presence the stock is verified should be obtained in the field book against the item in question as a token of his acceptance, on behalf of Stores Department, or the correctness of the entries made therein. He should also furnish a certificate to the effect that all stocks of the particular item have been accounted and shown to the Stock Verifier.

3250. (a) Certificate by Ward Keeper.—After the verification of each group of stroes has been completed, the Stock Verifier should obtain a certificate from the Ward Keeper concerned and the subordinate incharge of the Depot that all stores pertaining to that group have been truly and correctly presented for verification and duly verified. This certificate should be submitted to the authorised Inspector for record with the completion report.

(b) Section Officer's Certificates.—The Ward Keeper's certificate should be countersigned by the Section Officer of Stores Accounts Office to the effect that the stores as per all priced ledger cards of that group maintained in the Account Office have been verified. Omissions of any items should be explained by the Stock Verifier concerned. This certificate should then be submitted to the authorised Inspector alongwith the completion Report. For the purposes of this certification of the Completion Report, the Section Officer should prepare a list of all items not verified for that group, if any, from the priced ledgers.

3251. Completion Report of Verification.—At the conclusion of the verification of a group of stores, the stock Verifier should submit a completion Report (S. 3251) in manuscript showing the following details :
                                                                                                                                             Form No. S. 3251
               Current                                                  Last*
                year                                                     year 

(1) Depot
(2) Class
(3) Prevailing unit 
(4) Date verification commenced
(5) Date verification completed 
(6) Total number of working days
(7) No. of days as estimated in programme
(8) No. of days taken last year*
(9) Brief remarks in explanation of any excess of Col. 6 over 7 and or 8*.                                                               (10) Total number of items
(11) No. of items with no discrepancies 
(12) No. of items with excesses. 
(13) No. of items with shortages 
(14) General remarks as to efficiency of store keeping

*Note: To be filled in by authorised Inspector:—wherever particular features of a verification indicate a more detailed report, a narrative report of any special features should be submitted alongwith the Completion Report. The Completion Report should be completed and scrutinised by the authorised Inspector and submitted to the Stores Accounts Officer.

3252. Posting of verification results in Ledgers.—After the actual stock figures of an item of stores have been ascertained and accepted by the Ward Keeper, the physical stock verified by the Stock Verifier should be shown in his field book, as well as in the stock sheet prepared by him. The differences, if any, between the physical stock and the priced ledger will be brought to account by Stores Accounts Officer at the time of posting the priced ledger. He should prepare stock sheet as follows :—

(a) If there is no difference, the remark 'Stock verified correct' will be printed on the stock sheet prepared.

(b) If the difference be an excess, i.e. the actual stock figures are greater than book balance, the difference will be struck and posted as receipt in the ledgers duly giving the date of posting. The difference arrived at should be shown, together with the physical balance and the actual book balance in the stock verification sheets.

(c) The same procedure will be adopted while recording shortages, except that figures will be taken as minus receipt and shown as 'Shortage in Stock' in the printed stock sheets.

3253. Opening of New Stock Cards.—If it is considered necessary to open a new ledger for an item for which none exists, the Stock Verifier should immediately inform in writing the subordinate incharge of the Stores Ledger Section of the fact, who should carefully verify that no ledger is already in use for the item and send an advice for opening a new ledger.

3254. Reclassification.—If materials that are being verified are borne on the ledgers as new or second hand but are found to be actually otherwise, the entire quantity should be shown on the stock sheets, as described in the ledgers with suitable remarks as to the condition of the stores In no case should the Stock Verifier either himself transfer or ask the Depot staff to transfer any material to scrap; the Stores Accounts Officer will do the needful.

3255. Deleted.

3256. Stock Verification Sheets.—The stock Verifier should prepare in triplicate (by carbon process) Stock sheets in Form (S. 1260) for all items of stores, the verification of which has been completed that day. The stock sheets should be prepared from the date in the field book. The stock sheet so prepared will contain only the ground balance. A Stock Verification Report has to be prepared at the time of posting the priced ledger, in form S. 1260, showing the book balance, the ground balance as per the stock sheet and the excess shortage, if any.

3257. Numbering of Stock Sheets.—Stock sheets for Stores Depot Verification should be serially numbered for each unified group of stores and in the case of other verifications for each account, separate series being also used for new, second-hand and surplus stores. (If two or more stock Verifiers are employed in verifying the same unified group of stors at the same time, each of them should have his own series of numbers).

    The numbering scheme will consist of a composite barrel consisting of two positions of Depots, two positions of Ward, two positions of Group and five positions of Serial Number.

3258. Instruction for preparation of Stock sheets and Stock Verification Report.—The following general instructions regarding preparation of stock sheets and stock verification reports should be carefully observed :

(i) Stock sheets/Stock Verification Reports for different categories and qualities of stores should be clearly so marked.

(ii) Entries should be made on one side only.

(iii) A space of one or two lines should be left between two entries on a stock sheet/Stock Verification Report.

(iv) Entries should be made in Stock Sheets/Stock Verification Reports for every articles found in stock.

(v) The Stock Sheets should be so prepared that all quantities shown in the field book are clearly traceable into the stock sheets. This will be done by giving cross reference in every case to the field book number, and its page and item numbers.

(vi) The columns for 'Priced Ledger Balances' and 'rate' and 'Value' will be filled up at the time of posting of Priced Ledgers by the Accounts Office.

(yii) Brief remarks, such as 'Average weighment', Mesurement, 'book balance accepted should be given in the 'remarks' column of the Stock Sheets against all items that have not been verified in detail.

(viii) Each stock sheet should be signed by the Stock Verifier and by the subordinate incharge of the stores verified.

3259. Adjustment or Supplementary Stock Sheets.—Stock Verifiers may in some cases come across a stock of items on a date subsequent to their verification- of that particular item. Quantities thus found should be entered on a separate page of the field book. References in the two pages of the field book dealing with the items should be recorded. In such cases, the item should be verified afresh.

3260. Deleted.

3261. Register of Stock Sheets.—As a check on the disposal of stock sheets, the authorised Inspector should maintain a manuscript register in Form S. 3261 containing the following columns :
                                                                                                                                           Form No. S. 3261

1. Register Serial number.
2. No. and date of stock sheet.
3. Group of Stores.
4. Name of Verifier.
5 .Date of submission of original copy to the Computer Centre.
6. Date of submission of duplicate and triplicate copies to the Depot Officer.
7. Date of submission of duplicate and triplicate copies of stock sheet (printed by computer Center) to the Depot Officer.
8. Date of return of duplicate copy by the Depot Officer.
9. Date of final disposal.
10. Remarks.

The stock sheets should invariably be finalised within a period of 6 month's.  In this regard it should also be ensured that where any employee, responsible for shortage is to retire, this matter should be finalised before his retirement so that suitable punitive action, if any, may be ensured.

(Authority:- Railway Board's letter No.  96/AC-II/46/1 dated  15.1.98) --acs no.2

3262. Scrutiny of explanations of discrepancies.—The Stock sheets on return to the Stores Accounts Office, after explanation by the Depot Offices, should be carefully scrutinished by the authorised Inspector to see that every discrepancy has been explained Further explanation should be called for in regard to remarks that arc unsatisfactory. Accounts Note will be issued in such cases.

Note:— See the note under Rule 3255 (d)

3263. Important points for scrutiny.—While scrutinising the stock sheets, the authorised Inspector should see :

(i) that explanations recorded against discrepancies represent facts;

(ii) that they are clear, intelligible and definite;

(iii) that independent explanations are furnished against individual discrepancies and that excesses under some items are not adjusted against shortages in dissimilar items. In case of analogous items (where sizes only differ) such adjustments may be passed upto 2% of the transaction since the date of last verification, but any bigger differences must be taken up.

(iv) That in case of items accounted for in numbers large differences do not arise: — that where shortages found as a result of stock verification are attributed to the neglect of the subordinate holding charge of stores, the cost of the missing articles is invariably recovered from the parties at fault. The amount so recovered should be noted in a manuscript register of recoveries (S. 3263) maintained in the following form :

                                                                                                                                            Form No. S. 3263

(a) Date
(b) Name of Division.
(c) Name of person debited.                                                                                                                                           (d) Amount recovered.
(e) Authority.
(f) Initials of stock, verification clerk.
(v) At the close of the financial year, the amounts should be totalled up and incorporated in the statement showing the activities of the Stock Verification Section prepared for the purposes of the annual statement of Stores Transactions (S. 3001); and
(w) that in case of discrepancies arising as a result of improper classification/grouping, the shortages under one item are not set off compensating improper classification/grouping and excess posted under items.

3264. Admissible percentages of shrinkage and dryage.—The following are the percentages of admissible moisture in weight in various commodities :

1. Chalk, White 2. Pumice 3. Asbestos packing	Not more than 2-1/2% moisture
4. Coir, loose. 5. Coir, yarn 6. Cotton , raw 7. Cotton , spun 8. Cotton, waste 9. Gum country 10. Jute, country 11. Jute, gasketing 12. Log line 13. Ropes 14. String, scotly 15. Wool, Worsted	Not more than 5%
16. Band, Catgut 17. Brooms, Goa 18. Cane, split 19. Hides and leather goods 20. Moonj, Raw 21. Moonj, Raw 22. Soap	Not more than 10%

Additional items may be added with the approval of the General manager.

3265. The salient features of each case of discrepancy should be pointed out in the form of notes to the Stores Accounts Officer for orders regarding final disposal.

3266. Accounts. Notes.—All discrepant items for which satisfactory explanations have rot been offered by the executive should be incorporated in an Accounts Note (S. 3266) Care should be taken to group all items of similar nature where identical information is required.

3267. Register of Accounts Notes of Stock Verification Section.—To control the issue of accounts notes and watch their final disposal, a manuscript register of accounts notes (S. 3267) should be maintained with separate part for the various divisions, departments and depots. All accounts notes issued to the various offices and departments should be recorded in this register under the respective heads and progressive serial numbers allotted to them. The date of final disposal of each accounts note should be noted in this register.

3268. Register of Important Irregularities detected by Stock Verification staff.—To facilitate the preparation of the memorandum of results of internal check required to be submitted to the Railway Board, a register of irregularities detected as a result of the internal check will be maintained in the Accounts Section. As soon as the investigation of a case is completed by the Verifiers, who will make the necessary entry in the register of important irregularities, in consultation with the authorised Inspector of Stores Accounts, if necessary. The orders of the Stores Accounts Officer should be obtained before entering any case in the register. 

3269. It is important that the full facts of the case should be accepted by the executive before the irregularity is intimated to the Accounts Sections for noting in the register of irregularities.

3270. Half-yearly Report to Genial Manager—A general review of stock verification work should be submitted to the General Manager when the aggregate effect of the adjustments is reported to him half-yearly far purpose of adjustment of the balance lying in the Stock Adjustment Accounts.

3271. Depot Stock Sheets.—Depot Stock sheets prepared by the Stores Depots to adjust differences found in stock during their periodical departmental checks should be passed on to the Verification Section by the Ledger Section after the posting of the priced ledger, for the scrutiny of the remarks offered by the depots in explanation of the differences. Their scrutiny and further disposal will be on the same lines of Accounts stock Verification Sheets.

3272. The authorised Inspector should review quarterly the departmental verification carried out by the Depot Officer to see that periodical verification as prescribed in paragraph 1339 is properly carried out

3273. Deleted.

3274. Deleted.