Indian Railway Codes and Manuals-Stores code- Vol-II-Chapter-15 (XV)

 

CHAPTER XV

ISSUE TO AND RECEIPTS FROM WORKSHOPS
ISSUE TO WORKSHOPS

1501. Workshops Stores Depots.—A railway workshop ordinarily has a stores depot attached to it under control of an official of the Stores Department to meet the requirement and the workshop in connection with custody, receipt and issue of stores and disposal of all surplus and scrap.

1502. All stores whether within individual shops themselves or outside, other than those actually being used in repair or manufacture works, should be in the custody of the Stores Department and form part of its stock.

1503. Workshop officials are prohibited from holding stock of stores of any kind.

1504. Sub-wards or Shops Stores.—Each Workshop stores depot is divided into wards in each of which is stocked one or more groups of stores. When the wards are not located conveniently within the workshop to serve the requirements of the various shops into which the latter is divided and it is found necessary to maintain stocks of stores within certain shops, such shop stores should be under the control of a sub-ward keeper and the materials in his custody should form part and parcel of the main wards. These sub-wards should be recouped daily in accordance with the issues of materials, the purpose of the sub-wards being to serve the requirements of the shops "over the counter and prevent the latter from running a duplicate stores organisation. No separate sets of numerical ledgers should be maintained for the sub-wards, such working imprest as may have to be maintained with them being shown in the usual numerical ledgers of the depot as having been earmeked for the use of the respective shops.

1505. The sub-wards should carry stocks only of such items as are constantly required by shops which they serve, for their day to day requirements.

1506. Deleted.

1507. Deleted.

1508. Forecast Schedules of Stores Required for periodic overhaul of rolling stock—Forecast schedules of all stores, tools, assemblies and fittings and component parts required by the workshop for periodical overhauls of rolling stock should be prepared as early as possible in advance of the actual day on which they would be required and these schedules should be furnished to the subward-keeper to enable that latter to keep such materials ready for early issue. These schedules should be submitted over the signature of the Works Manager or a gazetted officer working under him. Such forecasts should not be issued piecemeal, one consolidated forecast should be made out for the rolling stock expected to be overhauled in the month.

1509. Advance Lists of other Materials.—Chargeman or other responsible subordinates of the respective shops should prepare manuscript advance lists, incarbon duplicate, of materials likely to be required by them during the next few days. These lists should be scrutinized and countersigned by the foreman concerned and copies thereof furnished to the sub-ward-keeper whose duty it will be to see that the materials are kept ready for delivery.

1510. Issue Tickets.—All materials required by the shops shall be drawn, only as and when required, the requisitions being made in carbon duplicate on "issue tickets" in the form shown below :— 

1511, 1512, 1513. —Issue tickets may be signed by a gazetted officer or a nominated senior subordinate specially empowered by Chief Mechanical Engineer to do so. However, issue tickets for items and quantities included in forecast schedule of stores (S-1508) may be signed by chargeman because the schedules are already submitted under the signature of a gazetted officer.

1514. The stores drawn against standing work orders should not be used later on for different works. Materials for more than one work order should not be drawn on one issue ticket.

1515. Bound books of printed Issue Tickets Forms (preferably in two colours, white and pink) which should be machine numbered, should be supplied to foremen who should issue them to chargemen and keep an account in a manuscript Register of Issue Ticket Books. The Foremen will be held responsible for the safe custody and accountal of these books. The issue tickets on pink paper should be used to obtain stores, the cost of which has already been charged to work, such as materials directly purchased for workshops—(See paragraphs 1552 to 1566).

1516. The chargeman is responsible for the reference to the correct work order being entered on the issue tickets and the sub-ward-keeper for the correct price list number and description.

1517. Deleted.

1518. The sub-ward-keeper should obtain the signature of the employee receiving the stores on both the foils of the issue ticket in respect of the stores supplied to the latter. The duplicate foil should be returned along with the material to the receiving chargeman.

1519. Deleted.

1520. Deleted.

1521. If the articles are not in stock at the time that a requisition is made through an issue ticket or an item is indented for that is not stocked in the sub-ward, the sub-ward-keeper should obtain the same from the parent ward or other source the same day, the issue ticket being left with the parent ward in token of the issue of the material therefrom.

1522. All issue tickets, not complied with on the same day, should be cancelled. The cancelled original foils should be returned to the chargeman concerned who should make fresh requisition the next day, bring all such delays to the notice of the foreman concerned; the duplicate foil of the cancelled issue ticket retained by the sub-ward-keeper will enable him to keep a note of the supplies that would be required to meet the requirements of the shop next day.

1523. Workshop Issue Notes.—Early every morning, each shop office should arrange the chargeman's copies of the issue tickets of the previous day (which give particulars of the materials received that day) in the order of 'class and price list numbers. The issue tickets bearing the same price list number should than be re-arranged, work order by work order, and a pencil abstract made on the back of the last issue ticket for the day of each item of stores issued, of the total quantity of that item for each work order. Combined 'Requisition and Issue Notes, in the form shown below, should then be prepared in carbon quintuplicate, all items of one group supplied during the day being entered in one workshop Issue Note. 

All the foils of the issue note should be signed by the Foreman and the Sub-Ward-Keeper.

1524. These workshops Issue Notes should be checked by the sub-ward-keeper with his copies of the issue tickets. In the case of issue tickets left with the parent ward, vide paragraph 1521, a remark should be made to this effect on the Issue Note. The sub-ward-keeper should retain three copies and return the fourth and fifth copies to the indenting foreman.

1525. Separate Workshop issue note should (preferably) be prepared in respect of materials obtained from the parent ward as distinct from the sub-wards. The sub-ward-keeper (or ward-keeper in the case of an issue from the parent ward) will retain one foil of the workshop issue note as his record and send two copies along with necessary forwarding memo (S-1256) to the Ledger Section of the depot for the posting of the numerical ledgers. They should later on be passed on to the Stores Accounts Officer who after pricing the issue note and posting his priced ledgers will send one foil, with a Daily Summary of Issues (S-2702) to the Workshop Accounts Officer.

1526. The sub-ward-keeper should hand over his record copies of the Workshop-issue notes to the main ward-keeper in order to recoup himself. The items for which Issue Tickets had been left with the parent ward will not be recouped. 

1527. The foreman will daily submit one copy of the issue notes received by him to the Works Manager or a Senior Subordinate specially empowered by the Chief Mechanical Engineer, who should scrutinise the issue notes, as they indicate the nature and the scale of the daily consumption of materials, sign them in token of having accepted them and forward them to the Workshop Accounts Officer, daily. The other copy will be retained by the foreman as his record. The shop foreman will be responsible for seeing that the workshop issue notes for the day are obtained from the Stores Department and submitted to the Works Manager before noon of the day following.

1528. Bound books of printed forms of workshop Issue Note Form (S-1523) which should be machine-numbered should be issued to workshop foreman who will be responsible for their safe custody and accountal, in the same manner as for the Issue Ticket books (Form S-1510), a manuscript register being maintained for the purpose.

1529. Issues to workshops from Out-station Depots.—In cases where the workshops have to requisition for stores from out-station, the procedure laid down in paragraph 1318 should be followed.

Stores Manufactured for Stock

1530. No articles may be manufactured in workshops for stock, purposes, without a requisition on Form (S-1437) for such article (s) being placed by the Stores Department.

1531. All articles so manufactured in workshops should be issued to the stores depot, as expeditiously as possible, after inspection, on the authority of the foreman, conveyed on a form "material supplied to stores by workshops (S-1531). It should be prepared in quintuplicate and four copies should be sent by the originator duly accompanied by the material as a rule, the fifth being retained as his record, such material' should not be used up in the shops, by setting them of against requisitions of shops pending in depots.

                                                                                                                                  
                                               MATERIAL SUPPLIED TO STORES BY WORKSHOPS

Whenever the stores supplied on the form have been manufactured on the piece-work system the above cages will be filled in by the foreman of the shop concerned.

1532. The depot should acknowledge the receipt of the material on all the four copies and retain the first foil as office record, sending the second and third foils through its Ledger Section to the Stores Accounts Officer and the fourth foil to the Workshop Accounts Officer through the Progress Office. The Stores Accounts Office should post its priced ledgers and submit the second foil to the Workshop Accounts Officer in support of the Advice of Credit (S-2705) to the shops, retaining the third foil as record. When Stores are sent to an out-station depot, the procedure laid
down in paragraph 1439 should be followed.

1533. Pricing.—The column for rates should be filled in by the shop at the price list rates for new stores. The debits raised by the workshops at the time of issue will represent, the approximate and, not the final cost of the stores as far as the individual items of stores are concerned. The difference-between the amounts so debited^on the "Materials Supplied to Stores" Form (S. 1531) and the actual out-turn cost will be subsequently worked out by the Workshop Accounts Officer in periodical statement and adjusted as prescribed for in paragraphs 1534-A and 1534-B.

1534-A. Adjustment of the difference between Actual and approximate cost of Workshop Manufactures—Where suitable arrangements exist for the actual out-turn cost of individual items of stores being ascertained, the differences between the estimated and actual rates, which would lie at the debit or credit of the work orders for the manufacture of each item should be cleared by a debit or minus debit as the case may be to the final head of Accounts, Abstraes
B. 2127, C. 2128, C. 2138 or C. 2327 according as the item is a locomotive or a carriage or a wagon component or is one which has been manufactured in a locomotive or a Carriage or a wagon Workshop. Such adjustments should be made as soon as the work order for the manufacture of the item is closed.

1534-B. Where arrangements do not exist for the actual out-turn cost of individual items of stores being ascertained, the difference between the actual out-turn cost and the approximate costs already debited to "Stores" is an aggregate of the individual difference collected in lump, under a control work order for manufacturing for stock locomotive or carriage or wagon parts. In such cases, the work order for manufacture should be closed at least half-yearly and the accumulated difference lying under the work order should be cleared by debit or minus debit to the
final heads of accounts. Abstracts B. 2129 or C. 2128 or C. 2138 or C. 2327 according as the items manufactured are locomotive or carriage or wagon components.

1535. Revision of Price List rates for items manufactured in Railway workshops The work Manager should review the price list rates of items manufactured in his shop, regularly in rotation from month to month in such a manner that each item comes under the review once every 12 month for revision of the rate wherever considered called for in view of the last cost of manufacture. The revised price list rates and the date from which the revised rates should take effect should be intimated to the Depot Officer in charge of the Depot and Stores Accounts Officers through the Workshop Accounts Officer.

1536. Issue Rates for Workshop Manufactured Items. The Issue for workshop manufactured items should be fixed according to the price list rate in force for each year as decided vide para 1535.

1537. Re-valuation of Balances in Priced Ledgers for Workshop Manufactured Items.—

On the price list rates being revised by the Works Manager and intimated through the Workshop Accounts Officer to the Stores accounts Office, the balance of stores in stock under such priced ledgers on the date of the coming into force of the revised Price list rates should be revalued at such rates which will prevail as the issue rates for the item till the price list rate is revised again. The differences arising out of such-revaluation should be debited or credited to Stock Adjustment account, Part II, being collected under a separate heading titled "adjustments on account of revision of rate for workshop manufactured item." The total amounts thus accumulating under this head each half-year should be cleared finally by debit or minus debit to the heads of Accounts abstracts B. 2129 or C. 2128 or C. 2138 or C. 2327 in consultation with the Mechanical Department. The general rule in paragraph 210 against writing up of the value of stores in the priced ledgers does not apply to items of store manufactured in workshops as the adjustments between actual and approximate costs of workshop manufactured items and on account of revaluation of stocks of such items in priced ledgers both go to the same heads of revenue account.

1538. Workshop requirements of Manufactured Parts.- All requirements of Workshops for Manufactured Parts should be indented for in the usual manner through requisitions on the sub-ward-keeper or ward-keepers.

MATERIALS RETURNED BY WORKSHOP

1539. Stores Returned by Workshops.—Returned Stores may consist of.—

(1) Surplus Stores being balance of new materials that have not been used on a work

(2) Stores released from works;

(3) Tools and plant no longer required; and 

(4) Scrap. 

All such material should be handed over promptly, on the authority of an Returned Stores (S-1579) to the sub-ward-keeper of the shop, whose duty it shall be to see that the materials are valued by the Stores Department, despatched to the account therein. There is no objection to the sub-ward-keeper avoiding a physical transfer of
such of the material as it is possible for him to set off against the issues of the day.  He is prohibited from accumulating any stores or scrap that are not required in the shop to which his sub-stores is attached. The Advice Note of Returned Stores should be prepared in five foils, a form such as the one indicated below being used.

                                                            

1540. Separate Advice Note should be prepared for each group and for new, second-hand, scrap and condemmed materials and should show the nomenclature and other particulars of the stores, the head or heads of account to be credited as well as the rates and value of the stores. Separate serial numbers should be given for Advice Notes originating from each shop.

1541. The foreman returning to stores should retain one copy as his block foil and send the remaining four foils alongwith the materials to sub-ward-keeper.

1542. The materials should be checked with the Advice Notes and arranged for inspection and valuation by the Depot Officer or a gazetted officer on his behalf. Immediately after the stores are valued, the sub-ward-keeper should complete the four foils in this respect, take the stores into stock (either his own or that of the parent ward) and initial the advice Notes and send them to the depot office through the parent ward where they should be assigned R. O. numbers as usual.

1543. The four foil, after signature by the Depot Officer or a gazetted officer on his behalf, should be disposed of, as follows :—

The first foil retained as record, 
The second foil sent to the returning officer,
The third and fourth foils sent to the Stores Accounts Office after the numerical ledgers have been posted.

1544. The Stores Accounts Office after posting the priced ledger should prepare a summary of credits to the shops, for stores returned to the depot each day.

1545. The third foil of the Advice Note alongwith a summary of credits (S. 2705) will be sent by the Stores Accounts Officer to the Workshop Accounts Officer to post the Registers of work orders or Allocation Registers for revenue abstracts. The fourth foils of Advice Notes (S-1539) will be filed in the store Accounts Office.

1546. Scrutiny of Advice Notes.—The second foils of the Advice Note should be submitted to the Workshop Accounts Office through the Works Manager, who will scrutinise them before counter-signature to see that the credits are afforded at reasonable rates by the Stores Department. This scrutiny may be carried out by a selected subordinate specially empowered to do so by the Chief Mechanical Engineer.

1547. The Workshop Accounts Office should arrange the second foils of the Advice Notes (S-1539) by shops and the order of the numbers and dates given by the shops and should pair such foils with the third foils received from the stores accounts Office along with the Advices of credits (S-2705) Any cases of delay in affording credits or discrepancies in quantities etc., should be taken up each fortnight for the Advice Notes of the previous fortnight with the Depot Officer.

1548. Advice Notes for Stores returned to out-station depots.—In such cases, the procedure laid down in Chapter XVI will be followed both by the Workshops and the Workshop and Stores Accounts Offices,

                                         PROCEDURE IN WORKSHOP ACCOUNTS OFFICE

1549. Workshop Issue Notes (S- 1523) prepared by the shops would be received daily in the workshops Accounts Office after scrutiny by the Works Manager or other Officer of the Mechanical Department, ans laid down in paragraph 1527.

1550. The Accounts Office is responsible for seeing that:—

(i) The shop serial number 9 (i.e. Requisition Numbers) of the issue notes for each shop are continuous and that breaks in such continuity, if any, are satisfactorily explained

(ii) The Issue Notes are received strictly according to schedule, i.e. by the evening of the day following the date of issue; and

(iii) The Issue Note have been correctly prepared according to the instructions issued for this purpose. The Accounts Office should then pair them with the copies received alongwith the Daiy Summaries of Issues (S-2702) and take up any discrepancies with the Stores Department.

1551. The fourth foil of "Material Supplies to Stores" Form (S-1548) will be received in the Workshop Accounts Office from the Stores depot through the reduction Office. This should be filed by the order of numbers and dates for each shop separately. On receipt of the Advice of Credit (S-2705) duly supported by the second foil of the Form (S-1531), these foils should be paired with the corresponding fourth foils, and it should be seen that the quantities and rates agree. The calculation of the values as shown on the second foils should be checked in all cases and any errors taken up with the Stores Accounts Office. Any cases of delay in affording credit should also be taken up with the Stores Accounts Office.

CUSTODY STORES

1552. Explanation of the term "Custody Stores".—These stores chiefly consist of items obtained for the Mechanical Department for the construction of rolling stock/sanctioned under the Capital or Revenue Programme. Directly the stores are received and paid for, the cost is at once debited to the works concerned. Instead of the stores lying in the workshops until they are required, the stores Department should keep them in safe custody, proper numerical records being maintained by the department. 

1553. The Material Schedule.—A Standard Material Schedule is prepared for each type of railway carriage that is constructed. The Schedule (S. 1553) shows the part number description and quantity of every item required per vehicle of the particular design of coach shown on the schedule Three copies of this schedule (blue prints) are forwarded by the Officer incharge of the carriage and wagon shops to the Depot Officer (of the depot attached to the workshops), who should fill in the columns of the schedule headed "Available" and "To be arranged. One copy should then be retained in the Stores depot, the second copy returned to the Workshops Progress Office as a notification of the items that are available in stock and the third forwarded to the Controller of Stores for making arrangements to purchase the items required Tenders for such items will be issued as usual and definite quantities of the items ordered, with deliveries on suitable dates to fit in with the carriage construction programme. In such cases, a copy of the Purchase Order should be sent to the Officer in charge of the workshops to keep him advised of the transaction. 

1554. The Receipt and Storage of Custody Stores.—The purchased stores should be delivered direct to a sub-ward in the shop premises which should stock only these "custody stores.," the stores being kept in a separate enclosure with definite bin or stacking space allotted to each part or price list number. The Invoice and Receipt Notes (S-719) or the Receipt and Issue Note (S 726) printed on paper different in colour to the forms which are used for dealing with stores for stock purposes of" the stores depot, should be prepared in four parts only and distributed as follows. Part I will be the block or record copy, Part II should be forwarded to the firm, Part III to the workshop Accounts Officer of the workshops that requires the stores who should debit the work order for the Works in question with the cost of the stores advised by credit to "Purchases" and Part IV to the Workshop Progress Office as a notification that the stores are available for drawing.

1555. The firm should submit their bills supported by Part II of the Receipt Note direct to the Workshop Accounts Officer for payment. Payments should be made as usual.

1556. Deleted.

1557. Deleted.

1558. Deleted.

1559. Numerical Ledger for "Custody Stores."—After the checking of the consignments the receipts should be posted in the Material Schedule (S-1553) and also on a Stock Card (S 1402A) which should be maintained in the sub-ward for each item appearing on the Material Schedule (S-1553).

1560. Issue of "Custody Stores".—It has been explained in paragraph 1553 that the work shops Progress Office is notified by means of the Material Schedule (S-1553) of the stores available in stock and of the stores to be specially purchased for works. Notice of the arrival of these stores is afforded by means of Part IV of the Receipt Note and the Advices of Despatch. The Workshops Progress Office should enter the particulars of receipt of the stores from the above documents on the Progress Office copy of the Material Schedule (S-1553). As and when required the stores should be drawn on the authority of Pink Issue Tickets (S-1510) prepared as prescribed in paragraphs 1510 and 1511.

1561. Workshop Issue Notes (S-1523) printed also on pink paper, should be prepared in quadruplicate every morning by the foreman of the shop concerned for the Issue Tickets (S-1510) of the previous day, the procedure laid down in paragraphs 1523 and 1524 being followed. One copy of the form should be retained by the Foreman and three copies sent to the sub ward-keeper who should check them with his copies of issue tickets (S-1510) sign all the three
copies in token of the issue of the stores and return two copies to the Foreman of the shop concerned, retaining the third copy from which he should post the issue of the stock card (S-1402A) of "Custody Stores" and on the Stores Depot copy of the Material Schedule (S-1553). The Foreman should pass on the two copies of the Issue Notes (S-1523) to the Progress Office where. one copy will be Retained and the other forwarded to the Workshop Accounts Officer. The Workshop Accounts Officer should check the Issue Note (S-1523) to see that the stores issued to the
Workshops have been duly accounted for (paragraph 1564).

1562. Only the stores and quantities shown on the Material Schedule (S-1553) should be issued by the sub-ward-keeper. If any alterations to the Material Schedule are required, particulars should be given on the alteration sheet (S-1562) which should be prepared in duplicate by the Progress Office one copy being retained for record and the other forwarded to the Depot Officer who should alter his copy of the Material Schedule (S-1553) accordingly.

1563. Advice of Completion of Work.—The Progress Officer should notify the Depot Officer when a work is completed. Before the work is closed, any stores that have been kept in custody and debited to the work order and has not been drawn, should be transferred to the stock of the depot through Advice Notes of Returned Stores (S. 1539) and the work order credited with the value of undrawn stores.

1564. Periodical Check by Workshop Account Officer.—A representative of the Workshop Accounts Officer should make a periodical check of the stock cards (S. 1402A) and of the Material Schedule (S. 1553) in the sub-ward with the Workshop Accounts Office copies of the Workshop Issue Notes (S. 1523), and at the same time the receipt figures should also be checked with the relevant documents in the possession of the Workshops Accounts Officer.

1565. Annual Return of "Custody Stores.".—A return of all "Custody Stores" in stock on 31st March each year          (S. 1565) should be prepared by the Store Department and furnished to the Workshop Accounts Officer by the 20th April each year.

1566. Verification of "Custody Stores.".—These stores should be verified annually by the store verifiers of the Accounts Department.

1567. Workshop Patterns.—All patterns including those for stock items manufactured should be in the custody of an official of the workshop who will maintain a proper account for the same (S. 1567).

The particulars under these headings should be the same as that of the casting for which the pattern is
designed.

lf there are more than one pattern for a casting, each of them should be assigned a bye-number which
should also be indelibly marked on the pattern itself.

This date should invariably be shown on all receipt and issue documents.

The cost of the patterns including those for stock items manufactured should not be debited to Stores Department but should be dealt with in accordance with the foot note under paragraph 1314-W. The patterns should be verified alongwith the other items of the tools and plants of the workshop in the normal course. 

1568. Deleted.

1569. Deleted.

Multiple choice questions:

Question 1:

What is the primary role of the Stores Department in a railway workshop? a) To oversee the repair of rolling stock
b) To manage the custody, receipt, and issue of stores and disposal of surplus and scrap
c) To supervise workshop officials
d) To maintain workshop machinery

Answer: b) To manage the custody, receipt, and issue of stores and disposal of surplus and scrap

Question 2:

Who is prohibited from holding stock of stores of any kind in a railway workshop? a) Stores Department officials
b) Workshop officials
c) Sub-ward keepers
d) Foremen

Answer: b) Workshop officials

Question 3:

What is the purpose of sub-wards in a workshop? a) To serve as a secondary storage for workshop officials
b) To prevent workshops from running a duplicate stores organization
c) To store materials not frequently used
d) To maintain separate sets of numerical ledgers

Answer: b) To prevent workshops from running a duplicate stores organization

Question 4:

What should sub-wards carry stocks of? a) Items that are used occasionally
b) Items that are constantly required by shops for day-to-day requirements
c) Surplus materials
d) Scrap materials

Answer: b) Items that are constantly required by shops for day-to-day requirements

Question 5:

Who should prepare forecast schedules of all stores, tools, assemblies, and fittings required for the periodic overhaul of rolling stock? a) Sub-ward keepers
b) Workshop officials
c) Works Manager or a gazetted officer working under him
d) Foremen

Answer: c) Works Manager or a gazetted officer working under him

Question 6:

How should materials be requisitioned by the shops? a) Through verbal requests
b) Using "issue tickets" in carbon duplicate
c) Via email requests
d) Through periodic meetings

Answer: b) Using "issue tickets" in carbon duplicate

Question 7:

Who may sign issue tickets for items and quantities included in forecast schedules of stores? a) Any workshop official
b) Chargeman
c) Foremen
d) Any subordinate

Answer: b) Chargeman

Question 8:

What should be done if the articles are not in stock at the time a requisition is made? a) Cancel the requisition immediately
b) Obtain the items from the parent ward or other sources the same day
c) Wait until the items are in stock
d) Ignore the requisition

Answer: b) Obtain the items from the parent ward or other sources the same day

Question 9:

What should be done with issue tickets that are not complied with on the same day? a) Store them for future use
b) Cancel them and return the original foils to the chargeman concerned
c) Archive them
d) Forward them to the Workshop Accounts Officer

Answer: b) Cancel them and return the original foils to the chargeman concerned

Question 10:

Who is responsible for preparing advance lists of materials likely to be required during the next few days? a) Workshop officials
b) Sub-ward keepers
c) Chargeman or other responsible subordinates of the respective shops
d) Foremen

Answer: c) Chargeman or other responsible subordinates of the respective shops

Question 11:

What form must be used to requisition the manufacture of articles for stock purposes in workshops? a) Form S-1530
b) Form S-1437
c) Form S-1579
d) Form S-1531

Answer: b) Form S-1437

Question 12:

How many copies of the "material supplied to stores by workshops" form (S-1531) should be prepared? a) Three
b) Four
c) Five
d) Six

Answer: c) Five

Question 13:

Who acknowledges the receipt of materials supplied to the stores depot from workshops? a) Workshop officials
b) Stores Department
c) Depot Officer
d) Sub-ward-keeper

Answer: c) Depot Officer

Question 14:

What should be done with the difference between the actual out-turn cost and the approximate costs already debited to "Stores"? a) Collected in lump under a control work order
b) Ignored
c) Written off immediately
d) Charged to workshop officials

Answer: a) Collected in lump under a control work order

Question 15:

How often should the price list rates of items manufactured in workshops be reviewed? a) Monthly
b) Quarterly
c) Annually
d) Biannually

Answer: c) Annually

Question 16:

What should be done with the balances of stores in stock under priced ledgers when the price list rates are revised? a) Discarded
b) Revalued at the revised rates
c) Sold off
d) Transferred to another department

Answer: b) Revalued at the revised rates

Question 17:

How should all requirements of workshops for manufactured parts be obtained? a) Through verbal requests
b) By using requisitions on the sub-ward-keeper or ward-keepers
c) By placing direct orders with suppliers
d) Through periodic meetings

Answer: b) By using requisitions on the sub-ward-keeper or ward-keepers

Question 18:

What should be included in the Advice Note of Returned Stores? a) Only the item names
b) Nomenclature, rates, value, and the head or heads of account to be credited
c) Only the quantity of items
d) Only the description of the materials

Answer: b) Nomenclature, rates, value, and the head or heads of account to be credited

Question 19:

Who is responsible for checking and valuing the materials returned by workshops? a) Sub-ward-keeper
b) Foreman
c) Depot Officer or a gazetted officer on his behalf
d) Workshop officials

Answer: c) Depot Officer or a gazetted officer on his behalf

Question 20:

What must be done with the Advice Notes after the stores are valued and taken into stock? a) Retained by the workshop officials
b) Destroyed
c) Sent to the depot office through the parent ward for further processing
d) Filed away for future reference

Answer: c) Sent to the depot office through the parent ward for further processing

Question 21:

Who is responsible for seeing that the shop serial numbers of the issue notes are continuous and that breaks in such continuity are satisfactorily explained? a) Depot Officer
b) Workshop Accounts Office
c) Stores Department
d) Workshop Foreman

Answer: b) Workshop Accounts Office

Question 22:

How should the Material Schedule (S-1553) be prepared for each type of railway carriage that is constructed? a) It should list the total cost of construction.
b) It should show the part number, description, and quantity of every item required per vehicle.
c) It should include only major components.
d) It should be prepared only when the carriage construction is completed.

Answer: b) It should show the part number, description, and quantity of every item required per vehicle.

Question 23:

What is the purpose of the fourth foil of the "Material Supplies to Stores" Form (S-1548)? a) It serves as a block or record copy.
b) It is sent to the firm supplying the materials.
c) It is used to check quantities and rates against the second foil.
d) It is retained by the Foreman for his records.

Answer: c) It is used to check quantities and rates against the second foil.

Question 24:

What should be done with the Receipt and Issue Note (S-726) after the purchased stores are delivered to a sub-ward in the shop premises? a) It should be printed in duplicate.
b) It should be destroyed.
c) It should be prepared in four parts and distributed accordingly.
d) It should be sent to the central office.

Answer: c) It should be prepared in four parts and distributed accordingly.

Question 25:

How should the receipt and storage of custody stores be managed? a) Stores should be delivered directly to the workshop foreman.
b) Stores should be delivered to a sub-ward in the shop premises and kept in a separate enclosure.
c) Stores should be stored randomly throughout the workshop.
d) Stores should be sent to the central depot for storage.

Answer: b) Stores should be delivered to a sub-ward in the shop premises and kept in a separate enclosure.

Question 26:

What should be used to draw stores as and when required in the workshops? a) Verbal requests
b) Pink Issue Tickets (S-1510)
c) Email notifications
d) Regular office memos

Answer: b) Pink Issue Tickets (S-1510)

Question 27:

What is the role of the Workshop Accounts Officer regarding the Issue Notes (S-1523)? a) To prepare them
b) To destroy them
c) To check that the stores issued have been duly accounted for
d) To send them to the central depot

Answer: c) To check that the stores issued have been duly accounted for

Question 28:

What should be done if any alterations to the Material Schedule (S-1553) are required? a) Verbal notifications should be given
b) An alteration sheet (S-1562) should be prepared in duplicate
c) The Material Schedule should be discarded
d) No alterations are allowed

Answer: b) An alteration sheet (S-1562) should be prepared in duplicate

Question 29:

Who should be notified by the Progress Officer when a work is completed? a) Workshop Foreman
b) Depot Officer
c) Stores Department
d) Central Office

Answer: b) Depot Officer

Question 30:

What is required annually by the Store Department by the 20th April each year? a) A return of all "Custody Stores" in stock on 31st March
b) A list of all employees
c) A summary of expenditures
d) A report on workshop performance

Answer: a) A return of all "Custody Stores" in stock on 31st March

 

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