Indian Railway Codes and Manuals-Stores code- Vol-II-Chapter-30 (XXX)
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.
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.
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.
Multiple choice questions:
1.When should the annual statement of stores transactions be prepared and submitted to the Railway Board?
A. By October 1st
B. By November 1st of the following year
C. By December 1st of the current year
D. By January 1st of the following year
Answer: B. By November 1st of the following year
2.What does the statement S. 3001 need to show about the money value of stores?
A. Total expenditure on stores
B. Money value of stores in thousands of rupees, subdivided by categories
C. Percentage of surplus stores
D. Total number of stores in hand
Answer: B. Money value of stores in thousands of rupees, subdivided by categories
3.Which category of stores includes items obtained for special works?
A. Emergency stores
B. Ordinary stores
C. Special works stores
D. Surplus stores
Answer: C. Special works stores
4.How should surplus stores be categorized according to the annual statement?
A. Emergency and Dead
B. Movable and Dead
C. Ordinary and Special
D. Live and Scrap
Answer: B. Movable and Dead
5.What should be done if movable surplus stores are not utilized as anticipated?
A. Transfer them to Dead Surplus
B. Write off their value immediately
C. Classify them as Emergency stores
D. Increase their reported value
Answer: A. Transfer them to Dead Surplus
6.What does the '50 per cent of issues' column in Form S. 3001 compare?
A. Value of surplus stores to new purchases
B. Actual balances of Ordinary Stores to 50 per cent of issues
C. Value of returned stores to new purchases
D. Value of materials-at-site to completed works
Answer: B. Actual balances of Ordinary Stores to 50 per cent of issues
7.What should the receipts under 'Ordinary Stores' in the statement indicate?
A. Total number of stores issued
B. Receipts by purchases and materials returned from works
C. Value of emergency stores
D. Total surplus stores
Answer: B. Receipts by purchases and materials returned from works
8.What form should the review of the balances of materials-at-site be prepared in?
A. Annexure A
B. Annexure B
C. Annexure C
D. Form S. 3001
Answer: B. Annexure B
9.Which categories should the review of materials-at-site balances be divided into?
A. Completed works, Works in progress, Works not yet started, Works
completed
B. Completed works, Works in progress, Works not yet started, Works not to be
done
C. Completed works, Planned works, Works under review, Works to be approved
D. Current works, Past works, Future works, Cancelled works
Answer: B. Completed works, Works in progress, Works not yet started, Works not to be done
10.What should be submitted as Annexure C to Form S. 3001?
A. Balance of materials-at-site
B. Statement of balances of Charged-off Imprests
C. Certificate of Balances by Chief Accounts Officer
D. Note accompanying the statement
Answer: B. Statement of balances of Charged-off Imprests
11.Who is responsible for certifying the balances in the annual statement?
A. Controller of Stores
B. Accounts Officer
C. Chief Accounts Officer
D. General Manager
Answer: C. Chief Accounts Officer
12.What should the note accompanying the statement include?
A. Forecast of future store purchases
B. Balance of stores for the last ten years, changes in each head of stores,
and details of verifications
C. Summary of surplus and dead surplus stores
D. List of all stores issued and returned
Answer: B. Balance of stores for the last ten years, changes in each head of stores, and details of verifications
13.Who is responsible for preparing the annual statement and the accompanying note?
A. Chief Accounts Officer
B. Accounts Officer
C. Controller of Stores
D. General Manager
Answer: C. Controller of Stores
14.What should be done with the draft annual statement before it is submitted to the Railway Board?
A. Review by the Chief Accounts Officer
B. Certification by the General Manager
C. Review by the General Manager
D. Approval by the Railway Board
Answer: C. Review by the General Manager
15.Which document should show the fluctuations in the balance of stores over the last ten years?
A. Annual Statement of Expenditure
B. Note accompanying the Annual Statement
C. Certificate of Balances
D. Balance of Charged-off Imprests
Answer: B. Note accompanying the Annual Statement
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