Indian Railway Codes and Manuals-Stores code- Vol-I-Chapter-7 (VII)
PURCHASE PROCEDURE : DIRECT
PURCHASES BY THE ADMINISTRATION
701. Agency
for Supply.—The Agency of the Stores Department will be used in ordering
the supply of all Stores required for the use of the railway, whether for stock
purposes or for immediate consumption on works. The Controller of Stores will
be the only officer through whom purchases may be made and he will have
complete authority to insist upon executive officers drawing stores from
stocks, until they are used up before indenting for new
stores. He will scrutinize every indent and decline to
purchase, where he considers that the existing stock is sufficient and suitable
and his orders shall be final unless he is overruled by the General Manager.
The General Manager may,
however, delegate the powers of the local purchase to the Divisional Railway
Manager subject to the provisions as laid down in Para 711-A-S.
702. Exceptions.—As an exception to the above rule, the following articles
which are supplied in large quantities may, subject to approval by competent
authorities, be ordered by the Departmental Officer concerned.
The General Manager of a
Railway may sanction additions to the above list to suit local requirements of
his administration.
703. Agency for
Purchases.—Purchases of Materials for Railway are arranged either :—
(i) By
the Railway Board or directly by the Railway Administration, or
(ii) Through
the agency of other Government Departments, viz.:—
(a) The
Directorate General of Supplies and Disposals —in cases of articles mentioned
in Para 801-S and referred to in Appendix VI to this Code, amended from time to
time.
(b) The
Controller of Stationery and Printing—for Stationery and Printing Stores.
(c) Government
Medical Stores Depots—for Medical Stores.
Note.—(a) Railway
administration are empowered to make direct purchases of medical stores as
indicated below :— (i) Stores not stocked by the Government Medical
Depots—full powers of direct purchase.
(ii) Stores stocked by
the Government Medical Stores Depots—Items of stores, indented on the Medical
Stores Depots in the prescribed manner, which they are not able to supply
within a month and for which non-availability certificates have been issued by
the supplying depot may be purchased directly from the open market.
(iii) In emergencies,
whether stores are or not stocked by the Medical Stores Depot—Chief Medical
Officers of Railway Administrations are authorised to make direct purchase of
medical stores upto Rs. 500/- in each case subject to the restriction that this
power is not re-delegated to any lower authority.
(b) The
power under item (i) and (ii) above may be exercised by the Chief Medical
Officer or the Controller of Stores accordingly as the procurement of Medical
Stores is entrusted to the former or the latter by the Railway
Administration.
704. Purchases by the
Railway Board.—The Railway Board have
reserved to themselves the right to call for tenders and let Contracts for the
Supply of the following articles :—
(i) Locomotives, carriages, under
frames, wagons
and certain nominated spares/
components therefore.
(ii) Wheels, tyres
and Axles, (iii) Coal, including steam coal, small and soft coke.
The Railway Board also
enter into long term Contracts, from time to time for the Supply of the
following Articles to Railways:—
(i) Rails, fish-plates
and points & crossings.
(ii) Sleepers all
kinds—cast iron, pressed steel, prestressed cement concrete and wooden—
including pig iron for conversion into sleepers and steel turn out
sleepers.
(iii) Specified track
laying/renewal machines and Track Maintenance Machines, (iv) Specified items of
stores/equipment for Railway Electrification and Signalling.
705. Purchases arranged by the Administration.—The
administration may purchase all articles other than those the purchase of which
is arranged by the Railway Board or is obligatory through the Directorate
General of supplies and Disposals and/or other Government Departments as
prescribed by Rules issued by the Railway Board from time to time.
706. Direct Purchase of Directorate
General of Supplies and Disposal items.—
Except in respect of
items of stores for which the Directorate General of Supplies & Disposals
has entered in to Rate or Running contracts, the Controllers of Stores may not
use the agency of the Directorate General of Supplies & Disposals for any
purchase up to Rs. 1 lakh and under in each case. In emergencies where
non-acquisition of the article concerned is likely to hold up work, purchases
limited to the quantity required to tide over the emergencies may be made, the
controllers of Stores exercising these powers upto the limit of Rs. 2
crores for each item. In respect of purchases exceeding Rs. 2
crores but not exceeding Rs. 50 Crore, sanction of
the General Manager should be obtained. The Controller of Stores will also
decide when for what quantity and in what manner such emergency purchases shall
be made.
Note. -1. The limit of Rs. 1 lakh mentioned above for
direct purchase applies to each case or to each tender containing similar or
inter-connected articles purchased at any one time and individual demands
should not be intentionally split up to come within the limit mentioned above viz.
Rs. 1 lakh.
2.
All purchases made by the indentors direct, in terms of the above, the value of
which exceeds Rs.2,000/- should be notified in the Indian Trade journal with
full particulars, name of the stores, date of purchase, quantity, price paid,
name of suppliers and whether the stores
is imported or indigenous and in the latter case whether cottage and small
scale industry product This may be done in the form used by the Directorate
General of Supplies & Disposals. Further, total value of all direct
purchases upto Rs. 2,000/- which are not published in the Indian Trade Journal,
should be reported to the Directorate General of Supplies and Disposals
quarterly in regard to purchases made during the preceding quarter beginning
with quarter ending 30th September, 1958. The total value should exclude purchases of special items like foodgrains,
coal etc. which am not normally purchased through the Central
Purchase Organisation.
(Authority Board's
letter No. 2008/RS(G)/779/9 dated O6 -02-2009)…acs no. 28 page no. 97
707. In respect of items of stores which are normally
purchased through the Directorate General of Supplies and Disposals and which
are covered by Rate or Running Contracts of that Department, the Controller of
Stores may, at his discretion, make direct purchases upto limit of Rs.
1 Lakh in each case and not exceeding Rs. 5 Lakh in
the aggregate in each case in any one year if the stores are urgently required
or can be more conveniently obtained locally or from a nearer
station. In emergencies, the same powers as shown in para 706-S may be
exercised.
(Authority Board's
letter No. 2008/RS(G)/779/9 dated 06-02-2009).acs no. 29 page no. 97
708. Modes of Direct
Purchases.—The Controller of Stores
will arrange purchases on behalf of the Administration either through :—
(a) Advertised
(Open) Tender (special or annual) ;
(b) Limited
Tender; or
(c) Single
Tender.
As may be suitable for
the particular purchase, in accordance with the instructions contained in
Chapters III and IV on 'Purchase Policy Rules' and 'Contracts'.
709. Bulletin and Daily Tenders.—He may also obtain supplies of stores costing
less than Rs. 10 Lakh (other than those obtained on annual
tender or through the Directorate General of Supplies and Disposals or
proprietary articles or stores of special character such as loco and carriage
and wagon duplicates), through the medium of Weekly Bulletin or daily tender
which are a modified form of the "Limited Tender". These tenders need
be sent only to those firms, which are on the approved list for such tenders.
In case of daily tenders separate calls for different classes of stores should
be issued when necessary. Firms may be allowed ten to fifteen days from the
date of issue of the call for tenders in which to submit quotations and
provided rates are reasonable, those quoting early delivery may be given
preference.
(Authority Board's
letter No. 2008/RS(G)/779/9 dated 06-02-2009)acs no. 30 page no. 97
710. Deleted
711. Local Purchases of Materials of Small Value.—The Controller of Stores may also make local
purchases of items of small value, both stock and non-stock, upto Rs. 1
Lakh in each case, subject to the condition that in the case of stock
items, the purchases are made only where: -
(i) The normal annual
recoupment quantity does not exceed Rs. 1 Lakh in value; or
(ii) The stock of the item is precariously low
and the item is urgently required;
and
that the quantity is not deliberately reduced with a view to bringing the purchase within the scope of this provision. He
will make no purchase without satisfying himself that the price paid is
reasonable. For items costing upto Rs. 10,000/-, he may
obtain single quotations, but for items costing over Rs. 10,000/-he
should obtain quotations from more than one firm and maintain a proper record
of such quotations. The current rates quoted should invariably be compared with
the last purchase rates and any large differences checked up before making
local purchases.
The powers referred to
above or other power of local purchases of stores delegated to the Controller of Stores may be redelegated to the Depot
Officers, in consultation with the Financial Adviser & Chief
Accounts Officer to the extent considered necessary in each case.
Such purchases may be
paid for in cash from imprest cash.
Note. -1. No non-stock article for which a standard
patterns exists, should be purchased, if it could be manufactured by the
Railway.
(Authority Board's letter
No. 2008/RS(G)/779/9 dated 06 -02-2009)acs no.31 page no.98
711-A. Local Purchase of Stores by DRM's, CE's(C),
CSTEs(C), CEEs(C) of Railways, R.E., M.T.P. (R)s and other Officers not
attached to the Stores Department.—The DRMs, CEs(C), CSTEs (C), CEEs (C) of Railways RE and MTP(R)s
may, however, subject to the provision of para 701-S make local purchase of
items of stores other than those covered by rate/running contracts entered into
by the DGS & D and Stationery Stores, upto the limit mentioned below
:—
(i) Purchase of
non-stock items. - Upto Rs. 10,000/- per
item but not exceeding Rs. 1 Lakh in the aggregate per month.
(Authority Board's
letter No. 2008/RS(G)/779/9 dated 0 6-02-2009)…acs no. 32 pageno. 98
(ii) Purchase of Stock
items.—In the case of emergency upto Rs. 5,000/- per item but net exceeding Rs.
50,000/- in aggregate per month in consultation with the conamed Accounts
Officer.
The above powers may be
redelegated by the Divisional Railway Managers to Officers under them to the
extent considered necessary subject to the overall limit of powers prescribed
for the Divisional Railway Managers.
Note.—Provision
regarding prior consultation with Associate Finance may be waived in cases of
purchases by the Assistant Engineers in emergencies where they are head-quartered
at stations at which the advice of associate finance is not available.
In regard to the local
purchases of rate/running contract items of stores, powers to the extent
considered essential may be delegated to the Divisional Railway Managers within
the overall annual aggregate limit for each item for the entire Railway.
(iii) The following officers may make local
purchase of stores (other than DGS & D's rate/running contract items and
stationery stores) to the extent and in the manner indicated against each
:—
(a) CMEs, Dy.
CMEs,Dy.CEs, Dy. CEs(C), Dy. CSTEs, Dy. CSTEs (C), Dy. CEEs and Dy. CEEs
(C) holding independent charge of workshops.
(Authority: Railway
Board’s letter No. 79/FS(I)/PW/7/4 dated 25.3.92) ---acs no.1 -( page no.99)
(i) Purchase of
non-stock items.—Upto Rs. 2500/- per item but not exceeding Rs. 25,000/- in
aggregate per month in consultation with the concerned Accounts Officer.
The above powers may be
redelegated by these officers to Works Managers under them to the extent considered
necessary.
(b) Works
Managers holding independent charge of workshops :
(i) Purchase of
non-stock items.—Upto Rs. 1,000/- per item but not exceeding Rs.
10,000/-" per month in aggregate .
Purchase
of stock items.—In emergency, upto Rs. 100/- although the figure of Rs. 100/-is
as per ACS I95-S it appears there is typographical error, and it should be Rs.
1,000/- per item but not exceeding Rs. 10,000/ in aggregate per month in
consultation with the concerned Accounts Officer.
(c) XEN,
DSTE, DEE, DME etc. who do not work directly under the control of the
Divisional Railway Managers:—
(i) Purchase of
non-stock items.—Up to Rs. 1,000/- per item but not exceeding Rs. 10,000/-per
month in the aggregate.
(ii) Purchase of stock
items.—In case of emergency up to Rs. 1,000/-per item but not exceeding Rs.
10,000/- per month in the aggregate, in consultation with the concerned
Accounts Officers.
The above officers may
redelegate these powers to the Assistant Officers under them, if any, to the
extent considered necessary in consultation with the concerned Accounts
Officers.
Note.—1. For items
costing more than Rs. 500/- quotations from more than one firm shall be
obtained.
2. No
non-stock article for which a standard pattern exists, should be purchased, if
it could be manufactured by the Railway.
3. Local
purchases should invariably be done through Super Bazzars to the extent stocks
available there. In such cases a single quotation up to Rs.
2,000/- per item can be accepted.
711B. Opening of Current Accounts against Cash
Imprest by Stores Officers.—Stores Officer's at Major Stores Depots holding
cash imprest for emergent purchases may open and operate "Current
Accounts" with the Departmental Bankers or with other Nationalised Banks
at places where Departmental Bankers do not have their paying branches, to
deposit the unspent balances of cash including recoupments and to make
disbursements therefrom for local purchases through cheques, subject to the
following conditions :—
(a) Current
Accounts should be opened only in cases where the imprest amount is more than
Rs. 10,000/- each.
(b) Current
Accounts should be opened against the official designation of the imprest
holders and not in their personal names.
(c) The
amounts of imprest should be reviewed half-yearly so that these are kept at the
minimum in all cases. Atleast one recoupment of
expenditure in a month should be made compulsory and with this end in view, the
amount of imprest should be fixed on the basis of 50 per cent of the average
monthly expenditure on emergent purchases in each case.
(d) Recoupments
should be made through Crossed cheques issued by the F. A. & C. A.O. in
favour of the imprest holder by his official designation only and not in favour
of his personal name. Such cheques shall be deposited in the current
accounts.
(e) It
should be ensured that the imprest amount is utilised only for making payments
for emergent purchases permissible under extant rules and not for making normal
purchases which should be made through submission of Bills in the usual
manner.
(f) AH
deposits into and withdrawals from the Current Accounts should pass through a
subsidiary book and Imprest Accounts should be rendered with reference to the
transaction recorded in that book.
712. Accountal of Local Purchases.—Purchase lists
(S. 712) in quadruplicate should be prepared in the form shown below by the
Depot Officer for Stores locally purchased. After acceptance of material, one
copy should be retained as office copy, one sent to the Accounts Officer,
Stores, alongwith cash vouchers for recoupment of imprest, one to the
Controller of Stores and the last (after posting in the numerical ledgers) to
the Stores Accounts Officer for posting the priced ledgers. Care should be
taken to see that only one class of stores is included in each list. The
Controller of Stores should check the lists received by him to see that only
the class of items mentioned in paragraph 711 are purchased locally; he should
also examine from the frequency and quantities of purchases of any item whether
it is not advantageous to enter into annual contracts for such items.
PURCHASE PROCEDURE
713. Essential Points.—The procedure adopted
for the ordering, inspection and receipt of stores should provide inter alia
for :—
(i) The Accounts Officer,
Stores being furnished directly by the officer placing a Purchase Order with a
signed copy of the Purchase Order sent to the supplier.
(ii) The Officer of the Stores
Department receiving the stores supplied, furnishing to the Accounts Officer
direct a Receipt Note, i.e. a duly receipted copy of the suppliers invoice
after it has been posted in the numerical ledgers.
Note.—Where inspection of
supplies of stores is not carried out in the depots in which the stores are
stocked, and/or where the accounting work is decentralized, as extra copy of
the Receipt Note is called for in order to enable the Inspecting Officer
accounting the stores to notify simultaneously the Depots concerned and the
Accounts Office.
714. Purchase Orders.—Purchase Orders,
i.e., orders on the firms for supply of stored, may be placed either by
the Controller of Stores or by the Depot Officer of the Main Depot, a form
similar to the one shown below being used for the purpose.
715. In the case of direct purchases by the Railway
Administration, six copies of the purchase order should be prepared for
distribution to all concerned including those mentioned below. One copy will be
retained as office copy and will form the basis of the correspondence file of
the Controller of Stores.
One copy will be sent to the
firm.
One copy alongwith Drgs.,
relevent specifications etc. should be sent to the Inspecting Officer to whom
the supply is consigned to pass material on receipt.
One copy each will be sent to
the depots receiving the supply and where the goods are to be finally
stored.
One copy will be sent to the
Accounts Officer, Stores, for passing the supplier's bills.
One copy to Electronic Data
Processing Centre.
Where stores are to be
inspected at suppliers premises prior to despatch, a copy of the purchase order
shall also be sew to the nominated Inspection Agency.
Where the Purchase Order is
placed by the Depot, the Depot Officer should retain the copy intended for his
record, send one copy to the Controller of Stores and distribute remaining
copies in the manner indicated above.
716. In the case of supplies through
the Directorate General of Supplies and Disposals, additional number of copies
of the Purchase Order-should be prepared for sending one copy to the Pay and
Accounts Officers, Directorate General of Supplies and Disposals Department and
two copies to the Directorate General of Supplies and Disposals, Inspection
Circle.
717. If inspection of the materials is
arranged at the point of manufacture abroad, a copy of the purchase order,
together with copies of relevant specifications and drawings shall also be sent
to the Inspection Agency nominated for this purpose.
718. The Supply Form.—The details of
the procedure employed for accounting for purchases of stores differ to some
extent, according as :—
(a) the
inspection of stores is carried out in the depot in which the stores are
intended to be stocked, or
(b) is
centralized and is carried out in a spot other than the depot in which the
stores are to be stocked.
718-A. Supplier's
Challan.—Supplying firms will submit in duplicate a challan along with the
materials supplied by them. A copy of the challan should also be forwarded to
the Purchase Officer.
After receipt of the materials,
one copy of the challan duly acknowledged for quantity only (and not quality)
will be returned to the supplier with a remark that a proper receipt will be
granted in due course for such quantities as may be found
acceptable.
719. Combined Receipt and Issue
Note.—On correct receipt of material, the receiving officer will prepare the
receipt and issue note in the Form 719-S. On the Railways
where inspection of stores is not centralised, the form shall be prepared in
six parts which shall be distributed in the manner indicated in Para 723.
On the Railways where
inspection of stores is centralised, the form shall be prepared in seven parts
which shall be distributed in the manner indicated in Para 729.
RECEIPT AND ISSUE NOTE
The proposed letter press on
reverse of Form 719-S is slightly different from the provisions contained in
Paras 727 arid 728. The changes made are indicated below :—
(1) The letter press
on reverse of Parts I, IV, V and VI slightly modified to incorporate RR No.
instead of Credit Note No.
(2) Letter press on
reverse of Part III modified to :—
(i) delete the portion relating
to delayed supplies as the Receipt Notes arc issued only after delivery period
is extended and letter of Extension invariably indicates the penalty, if any,
to be levied.
(ii) Contents of Para 728 have
been merged.
720. Deleted.
721. Part Supplies.—Particulars of part
supplies, if accepted, should be clearly noted in the Purchase Order Form (S.
714) so that a check can be exercised against excess or short
supplies.
722. Deleted.
723. On Railways where inspection of
stores is not centralized, the five parts of Form 719-S will be distributed by
the Inspection and Receipt Section as follows :—
Part I will be retained in the
Receipt and Inspection Section as Office copy.
Part II will be sent to the
suppliers as an acknowledgement for the correct receipt of material and for
submission to the Account Office with the bill for the value of the material
supplied. The Accounts office will not settle a bill unless supported by this
form.
Part III will be sent direct to
the Accounts Office where it will be used for posting the priced ledgers and
the Purchase registers and finally for comparing it with Part II (received in
support of the Supplier's bill) to guard against possible unauthorised
corrections of rates or quantities in Part II.
Part IV (together with Part V)
will be handed over to the Ward stocking the material, after obtaining
acknowledgement for the material on Part I. The depot, after posting numerical
ledger, will send it to the Accounts Office. In the Accounts Office, it will be
compared with the corresponding Part III and endorsed with a remark to that
effect. This check ensures that the quantities as extracted into stores Priced
Ledgers are the same as those received in the stocking Depots and accounted for
by them in their numerical ledgers.
Part V will be the office
record of the stocking ward.
Part VI will be sent to the
Purchase Officer concerned in the Controller of Stores Office.
Note.— Wherever the Stores
Accounts Office has been decentralised and a local unit of the office has been
attached to Stores Depots the above procedure should be slightly modified as
follows. Instead of Part IV being sent direct to the depot stocking the
material, it should be sent to the Central Stores Accounts Office (at the
headquarters of the railway) along with Part HI. The Central Stores Accounts
Office should sent it to the Local Stores Accounts Office concerned, in support
of the "Daily Summary of Credits to Purchases Account (S. 2808)". The
depot should post its numerical ledgers from Part V (instead of form Part IV,
and pass it on to the Local Accounts Office, instead of retaining it. The Local
Stores Accounts Office should use Part V for posting priced ledgers, compare it
with Part IV received from the Central Stores Accounts Office, endorse both
parts with the remark that they have been compared and return Part V finally to
the Depot Office for record.
Remarks.—Minimum five parts of
the receipt and issue note (Form 719-S) are required as explained above and
only three copies as mentioned in Paras 719 and 723 will not suffice since as
per the scheme contained in Para 723 neither the receipt and inspection section
nor the stocking ward will have a copy, which is necessary for their record.
Further it is not necessary to sent a copy of Receipt Note to Controller of
Stores as the supply position will be available on the computer after the
voucher is posted.
724. Deleted.
725. Deleted.
726. Deleted.
727. Deleted.
728. Deleted.
729. Distribution.—On Railway's where
receipt and inspection of stores is centralised, the receipt and issue note
(Form719-S) will be prepared in seven parts. The procedure
prescribed in Para 723-S will apply mutatis mutandis to distribution of the
first six parts. Part VI will be sent to the stocking depot along with Parts IV
&V and will be returned by the Stocking Depot after checking the correct
receipt of material to the Officer-in-charge of the Inspection & Receipt Depot,
in acknowledgement of the stores received.
Remarks.—Same as Para 723-S.
Further routing of Part III through Controller of Stores is not considered
necessary as the question of penalty for delayed supplies must be decided in
terms of extension of delivery period granted by the Purchase Officer, without
which delayed supplies are not to be accepted.
730. Orders for Direct Despatch.—All
non-stock items in general, and the following items in particular should
generally be ordered for direct despatch to indenting officers :—
(1) Spare
parts of the following non-stock items when obtained from the agents for the
plant or passed by the Directorate-General of Supplies and
Disposals.
Oil Engines.
Air-Compressors
Pneumatic plant.
Experimental steam and oil
coaches.
Electrical plant.
Flood lights.
Engineering plant.
Scientific
instruments.
(2) Stock
items obtained on urgent requisitions for special work.
(3) Wagon-load lots
of metals with a test certificate.
Wagon load oils and paints
passed by Directorate-General of Supplies and Disposals.
Wagon load, Mangalore
Tiles.
Wagon load, C.I. pipes passed
by Directorate-General of Supplies and Disposals.
Wagon load, Pig
Iron.
Wagon load, Tar, Ashphlat, Road
surfacing material.
731. Purchase of non-stock
items.—Supply of any-Non-stock item that is required by an indentor should be
arranged for in the following manner.
732. Submission of
Requisitions.—Requisitions should be submitted to the depots assigned for that
purpose by the Controller of Stores. The requisition should be made
out in duplicate in Form S. 1302, only one item being entered on each
Form.
733. Scrutiny of Requisitions in
Depot.—On receipt of a requisition for a non-stock item in a depot, it should be
registered and forwarded to the ward-keeper, incharge of the ward stocking the
class of stores mentioned in the requisition to ascertain if there is, any
similar suitable stock item to offer as a substitute. Should there be any item
considered suitable to offer, a reference should be made to the indentor.
Subsequently, if it be found necessary to make a special purchase, the
requisition should be endorsed to this effect and forwarded to the Controller
of Stores, the date of despatch of the requisition being duly entered in the
depot's Requisition Register (Form S. 1307). All such requisitions should be
forwarded to the Controller of Stores within a reasonable period of receipt,
unless delayed owing the reference having to be made to the Indentor.
734. Registration of
Requisitions.—Requisitions, which are received from Store depots, or direct
from indentors, should be registered in the Controller of Stores Office in a
Requisition Register (Form S. 1307) by their original dates and not by the dates
of receipt in the Controller of Stores' Office.
735. Directorate-General of Supplies
and Disposals Items.—Requisitions of all items that have to be purchased by the
Directorate-General of Supplies and Disposals should be separated and necessary
Indents prepared in duplicate, one copy being retained as office record, and
the other copy forwarded to the Directorate General of Supplies and
Disposals.
736. Items Purchased by the
Railway.—The same procedure of calling for tenders, etc. as for stock items should
be followed.
737. " Forcing" of Stock
Items.—The Controller of Stores should refer back to the Indentor if it is
considered that a stock item may be used in lieu of a special item. If there
are repeated demands for a particular non-stock item, the Controller of Stores
should consider whether the item shall become a stock item and if it is found
necessary, it should be entered in the price List for the Group.
738. Placing of Purchase
Orders.—Generally, firms should be instructed to deliver materials to the
assigned depots as far as possible. But heavy plant and machinery should in all
cases be delivered direct to
indentors.
Purchase Order Forms (S.714),
printed on coloured paper should be used for non-stock items. Copies of the
purchase order should be endorsed to all concerned, including the following
:—
One copy to the firm, one copy
to the Accounts Officer, one copy to the indentor, one copy to the nominated
Inspecting Agency if inspection is to be carried out at firms premises prior to
despatch and one copy for office record. When deliveries are to be made to an
Inspection Depot, one additional copy of the Purchase Order should be prepared
for the use of that Depot The number and date of the Purchase Order and name of
the Firms should be entered on the Requisition Register (S. 1307) prior to the
despatch of the Purchase Order.
739. Procedure for payment of
supplier's bills in respect of direct delivery orders.—
(a) In cases where the payment
is made by the Indentor's Accounts Officer.—The supplying firms will submit one
copy of the bill marked 'Original' and the railway receipt for the consignment
directly to the consignee. Another copy of the bill marked "Duplicate, not
for payment" shall be submitted to the Controlling Officer of the
consignee.
The Controlling Officer will
maintain a consignee wise register of such bills and watch the return of the
original copy of the bill from the consignee.
The consignee after verifying
the stores received by him with the relevant Acceptance of Tender/Supply
Order/Purchases Order of which a copy would have been furnished to him will
endorse a certificate for the quality and quantity received by him and forward
the original bill to the Controlling Officer mentioning therein that the receipt
has been entered in his numerical ledger and the entry initialed. Any
discrepancy in quality or quantity of the stores received by him or the
quantity rejected by him, shall be advised to the firm direct, endorsing a copy
of his advice to the Controlling Officer and the Purchase Officer.
The Controlling Officer on
receipt of the original copy of the bill, will countersign and forward the same
to the Accounts Officer for payment. Any entry to this effect should be made in
the register mentioned above.
The firm's bills should be paid
promptly and as far as possible within two months from the date of despatch of
the stores and in case the consignment is lost in transit, the consignee should
inform the consignor that a claim within the prescribed period should be
preferred.
In case of unusual delay, the
suppliers should be advised to bring the matter to the notice of the Divisional
Superintendent or the Administrative Officer of the Department concerned, for
which purpose the authority to be addressed should be clearly indicated in the
Acceptance of Tender/Supply Order/ Purchase Order.
(b) In
cases where the. payment is made by the Stores Accounts Officer.—The procedure
prescribed above should be applied, mutatis mutandis, except that the Controlling
Officer will forward the original copy of the bill, duly accepted, to the
Stores Accounts Officer instead of to the Indenter's Accounts
Officer.
(c) Where
90 per cent payments are made to firms against proof of despatch after
inspection, the original Railway Receipt should be sent to the Accounts Officer
responsible for payment along with 90 per cent bill advising the particulars of
despatch to the consignees. The Accounts Officer after passing
the 90 per cent bill should pass on the original Railway Receipt to the
Consignee for taking delivery of the consignments. It should,
however, be ensured that there is no delay in the Accounts Office in
transmitting the original R/R to the consignee. The; procedure
for the payment of the 10 per cent bill will be as described above.
Note.—In the case of direct
delivery stores chargeable to Works, Receipt Notes should be prepared by the
Consignee in triplicate in form S. 739. One copy of the Receipt Note should be
sent to the concerned Accounts Officer and anotherto the Executive Officer
maintaining the Works Registers in terms of paragraph 1440 (A)-E and 1440 (B)
E.
PURCHASE OF STORES FOR
EXPERIMENTAL PURPOSES
740. Requisitions.—Requisitions in Form S. 1302
for stores for experimental or trial purposes should be countersigned by the
principal officer of the department or branch concerned in token of his
sanction; otherwise, the requisitions should be returned to the indenting
officer for completion in the above respect.
Note.—Where the value of
stores requisitioned for experimental or trial purposes is less than Rs.
1,000/-. Requisitions may be countersigned by the Addl. Heads of the
departments.
741. Distinguishing letter for Price List
Numbers.—A large letter "X" in red ink, indicating that the stores
are for experiment, should be suffixed to the price list number in column 1 of
the requisition form. If no price list
number exists, this letter "X" should still appear and a price list number
should be allotted by the Stores Department.
742. Scrutiny of Requisitions.—Before any
purchase is arranged for, the Controller of Stores should ascertain whether the
particular material asked for is not already available in stores depots and has
not already been tried out and pronounced to be unsuitable.
743. Price Factor.—When the prices of
experimental stores are appreciably more than that of the articles they are to
supersede, the fact should be brought to the notice of the indentor, who should
be asked to state the grounds on which the purchase and trial are
justified. Similarly, when analytical
tests of such stores are necessary, the price, compared with the price of
articles already stocked should be intimated to the metallurgist, who should
certify whether the experimental article contains ingredients or qualities,
which justify the higher price.
744. Challans, Receipt
Notes, & c, to be stamped 'A'.—Requisitions, Purchase Orders, Challans,
Receipts Notes or other documents covering the material for trial should be
prominently stamped with the letter "X" to indicate the nature of the
stores. Any omission to do so should not be put forward by the consignee,
nominated for carrying out the experiment/trial or by the depot which will
receive the stores, as an excuse for not maintaining a sharp watch over the
receipt of the article and its performance during the trial to ensure that
these rules are carefully observed.
745. Ledger Cards of
Stores obtained for Trial.—Copies of the Purchase Orders for experimental
stores should be forwarded to the consignee or the Depot Officer concerned with
a special covering letter which should show all important particulars of the
stores and the experiment it is intended for. In the Stores Depots the letter
should be filed only under the initials of the Depot Officer after it has been
initialled in token of knowledge of its contents by the Assistant Officer,
Depot Store-keeper, Sub-Store-keeper, Ward-keeper and Ledger-keeper concerned
and certified that the special instructions endorsed on the order, if any, and
a remark that "This material is for trial and report" have been
recorded on the numerical ledger card in red ink. Similar action will be taken
by the consignee in cases where material is directly despatched to him.
746. Stocking Arrangements.—On receipt of the
experimental stores, the depot should keep them entirely separate from other
similar items. When issues are made a slip bearing the following remarks should
be pasted on the issue note :—
"This material is
for trial and report. Please intimate result to the Controller of Stores
through the proper channel".
The endorsement should
also be made on the Depot Transfer issue notes if the material is to pass to
the indentor through more than one depot.
747. Record of Trials.—The Controller of Stores
is responsible for maintaining a record of trials of such stores in manuscript
Form No. S. 747 which should show the following information :—
(a) Description of material;
(b) Name of suppliers ;
(c) Special instructions regarding nature of
trial and its duration ;
(d) Delivery period;
(e) Date material is received by Stores
Department; (0 Dates on which position
is to be reviewed ;
(g) Final orders passed
on the trial.
The Officers conducting
the experiments should furnish the Controller of Stores with relevant
particulars to enable him to post columns (c), (f) and (g) of the record. The
Controller of Stores should follow up all trials with reminders, until the
final result of the trial is received and noted in the record of trials. He
should see that the final reports on all experimental stores are conclusive and
should also watch that no such stores are adopted in super session of the
standard one in use until the department making the trial definitely proves
their superiority, after taking into consideration the prime cost, life and
maintenance charges.
748. Orders on other
Zonal Railways/Production Units.—Orders on other Zonal Railways/Production
Units should be prepared on ordinary purchase order form (S.714) and
distributed as under:—
One copy for the office
record.
One copy to the railway
from whom the stores are ordered.
One copy each to the
depots concerned.
One copy each to the
Inspecting officers concerned.
One copy to the Accounts
Officer Stores.
One copy to the
electronic data processing unit.
Note.—1. No rate shall be specified in these orders
and the words "Book Rate" shall be inserted in the rate column of
Form S. 714. 2. Any modification in
quantity, delivery, time, &c, made subsequently should be intimated to all
concerned.
Remarks.—To facilitate
correct recording of dues and proper accountal of material on receipt it is
necessary that these orders are prepared in purchase order forms and routed
through E.D.P. centre, instead of preparing these on requisition form (S.
1302). Number of copies required will depend on number of consignees etc.
749. On receipt of
issue notes in triplicate for supplies from other Zonal Railways Production
Units, Receipt Notes (Form S. 719.) should be prepared and distributed as usual
except that Part II should be retained in the Controller of Stores' Office to
enable the Transfer Certificate to be verified on receipt from the supplying
railway. Two copies of the issue note, duly acknowledged, should then be
returned to the supplying Railway. One will be retained as acknowledgement copy
by that railway and the other submitted along with the Transfer Certificate for
the cost of the stores.
Remarks.—Paragraph
slightly modified to delete reference to "foreign" railways and
instead other Zonal Railways/Production Units has been inserted.
750. Deleted.
751. Deleted.
752. Deleted.
753. Deleted.
754. Deleted.
755. Deleted.
756. Deleted.
INSPECTION AND RECEIPT OF STORES PURCHASED BY THE
CONTROLLER OF STORES
757. Inspection.—All stores purchased direct by the Controller
of Stores should ordinarily be inspected by an Inspecting Officer of the
railway. When, however, the Controller of Stores places an order for stores
with instructions to despatch the materials directly to an Indentor, the
Indentor is responsible for the inspection and for arranging for suitable tests
to be carried out where he considers these necessary.
758-A. Inspectorate of the Directorate General of Supplies and
Disposals.—The Controller of Stores should also freely avail of the facilities
provided by the Director General of Supplies and Disposals for inspecting and
testing of materials, whenever this is required. In such cases, a request
should be addressed to the Addl. Director General (Inspection), Directorate
General of Supplies and Disposals who will arrange for the inspection. Form No.
W.S.B. 65 (S) of that Department should be used for the purpose. A particularly
useful facility is the Metallurgical Inspectorate of the Directorate General of
Supplies and Disposals which is concerned with the products of Messrs Tata Iron
& Steel Co., but it is also entrusted with the inspection of the subsidiary
companies such as Indian Wire Products, Indian Cable Co., The Agricultural
Implement Co. etc. The laboratory is equipped for all classes of metallurgical
testing. The Directorate General of Supplies and Disposals levy departmental
charges for inspection and testing in accordance with paragraph
2837-S.
758-B. Controller of Stores can
also avail of the facilities provided by Rail India Technical & Economic
Services for inspection and testing of materials, whenever
required.
759. Government Test House of the
Directorate General of Supplies and Disposals at Calcutta.—All classes of
chemical tests on coal, oil, paints, acids, etc., all classes of tensile,
being, fatigue impact, etc., tests on materials such as draw hooks, screw
couplings, pipes and metals from which these are made, all classes of tests on
textiles, woven fabrics, thread and yarn, as also tests on cement, etc., are
made in the Government Test House at Alipore, Calcutta. The Controller of
Stores may also avail of facilities of this and other Govt. Test Houses whenever
required at the charges mentioned in paragraph 2837-S.
760. Materials purchased Abroad.—The
inspection of all materials purchased abroad (except articles of proprietary
brands or of small value) offered for forward delivery should be arranged through
Railway Adviser London wherever his offices exist or facilities for inspection
are offered by him. In the absence of the facility of Railway Advisor,
inspection of such materials may be entrusted to Rail India Technical Economic
Services. C.O.S. could also use the services of the Inspecting Agencies like
Llyods, JIC etc., if considered necessary.
761. Procedure of Inspection.—Stores
should be checked with the standard specification or drawing on which the order
is based. In the rare cases, where orders have been made to a sample a standard
sealed sample shall be held by the Inspecting Officer, and stores accepted only
if they are up to the standard sample.
762. Rejected Stores.—Rejected stores
should be removed to a place set apart for the purpose to avoid any possibility
of their getting mixed up with other stores. In a stores Depot, the Inspecting
Officer should see that this is done in his presence.
The supplier should be warned
that such stores will lie at his risk and that he should arrange for their
removal within 21 days from the date of issue of rejection memo. If the stores
are not removed withing this period the Administration shall have the right to
dispose of such stores as thought fit, at the contractor's risk and on his account
and recover ground rent/demurrage charges.
In cases where full or part
payment for the Stores has already been made to the supplier, the rejected
stores should not be delivered to them unless :—
(i) The rejected supply is
replaced by an equivalent quantity of acceptable quality ; or (ii) The supplier
refunds the amount already received, which fact should be verified by
the
Accounts Officer concerned, or
(Hi) The purchaser authorises the removal after taking adequate steps to
safeguard the interests
of the Government. Note.—(1)
For contracts finalised by the Directorate General, Supplies & Disposals,
this period should
be taken as "fourteen days
from the date of receipt of rejection memo". (2) For stores
where pre-inspection has been done at the supplier's premises/works before
despatch and which are rejected by the Consignee, it has to be ensured that a
joint inspection has been carried out by the consignee with the representative
of the inspecting agency, before rejected materials are returned to the
supplier.
763. When stores that have been
despatched by rail are rejected the following procedure should be
adopted:—
(i) The supplier may take the
rejected goods either at the station where they are rejected or at
the station from which they were sent.
(ii) The supplier shall pay the
carriage charges on rejected consignments at Public Tariff Rates from
station of despatch to the station where they are rejected. If he elects to
take back the goods at the station from which they were
despatched, the goods will be booked to him freight-to-pay at Public
Tariff Rates.
764. Rejection Memo.—In cases where
material is rejected, a rejection form (S-764) should be made out in triplicate
by the receiving staff, an entry also being made on the back of the Purchase
order (S.714) the rejection forms should be submitted with the challan or
Invoice forms (S. 725 or S. 719) to the Officer-in-charge for
signature. One copy should then be forwarded to the
Controller of Stores, and one retained as an office record.
765. Rejection Register.—On receipt in the Controller of Store's office, of the Rejection Memo (S.764) containing the details of the rejected material, a gazetted officer should scrutinize the form and differentiate between the really serious cases and those of less importance, the former being entered in the Rejection Register (S.765) while the latter should be filed. This is an alphabetical register of commodities showing the names of firms who have been found to be unreliable in the supply of that particular commodity. The following form should be used for this register. If some firm's name has been recorded in this register in comparatively quick succession, the matter should be taken up with the firm.
766. Check of Large Consignments of
Materials purchased from Firms.—The purchasing railway administration should
check with the invoices the contents of wagons of material purchased from firms
on the arrival of the wagons at their destination. If the invoices are not
available on the arrival of the wagons, the contents of the wagons should be
recorded in the Wagon Register (Form S.1215) and compared with the invoices
when received. This procedure is to safeguard the railway from any claims for
shortages that may be made subsequently by the railway being repudiated by the
suppliers.
767. Register of Purchase Order.—A
Register of Purchase Orders should be maintained by the Receiving and
Inspecting Officer in the following form (S. 767)
(a) Date of
Receipt
(b) Serial Number of
Purchase Order
(c) Group of
Stores
(d) Last date of
supply
(e) Receipt Note
Number and Date
(f) Initials
of Clerk concerned and the Gazetted Officer.
The Register should be
periodically examined and delays in supplies taken up with the contracting
firms.
768. Check
of Supplies with Purchase Orders.—When materials are received from suppliers in
compliance with the Purchase Order, the quantity should be fully checked by the
Receiving Officer with the Purchase Order (S.714) and if accepted after
inspection and comparison with the approved sample, specification or design,
the receipt should be granted.
769. A
Reminder System for Overdue Deliveries.—When a firm has not completed
deliveries according to the dates stated in the Purchase Orders, the procedure
laid down in this and the succeeding two paragraphs may be followed with
advantage. One copy of the reminder (S.769) should be sent to the firm. A firm
should give an explanation of the delay on this form, and also give a definite
date on which the ordered material will be delivered, and return the form to
the Depot Officer. A limit of a certain number of working days according to the
distance of the firm's headquarters from the depot should be given to the firms
for returning Form (S.769). When the firms return Form (S.769) giving reasons
for the delay and date by which delivery will be made, the new date, if
acceptable, should be entered in the Register of Purchase Orders (S. 767) which
should again be referred to when the due date matures. In cases when the firms
have not returned the Form (S.769) in due time with explanations regarding the
completion of purchase orders, Form (S. 769 A) should be sent to them. In the
event of Form (S. 769A) not bringing a reply, Form (S. 769B) should be filled
in and sent to the Controller of Stores, who should take the necessary action
to deal with the firm concerned as laid down in paragraphs 771 and 772.
770. In cases where the firms have failed to deliver the
stores on the date quoted by them on Form (S.769), Form (S.770) should be sent
to the firm for further explanations and return to the Depot Officer. The
second extended delivery date should be entered in the register of purchase
orders (S.767) if the Depot Officer accepts this second explanation and the new
promised date for completion. If delivery is still not made, Form (S.769-B)
should be filled in and forwarded to the Controller of Stores to deal with the
transgressors.
771. Register of Defaulting Firms.—On
receipt in the Controller of Stores Office of Form (S.769-B) containing the
details of a firm's failure to supply in terms of the contract, a gazetted
officer should scrutinize the form and differentiate between the really serious
cases and those of less importance, the former being entered in the Defaulter's
Register (S.771) while the latter should be filed. This is an alphabetical
register of firms who have failed from time to time in various contracts, the
entries showing the various items regarding which failure has taken place. The
form shown below should be used for the register. Should many failure be
recorded in the register of defaulting firms (S.771) within a comparatively
short period under any one contractor's name, the Controller of Stores should
decide whether the firm should be removed permanently from the list of supplier
to the railway as being a wholly unreliable supplier, or only suspended., and
if so, for what period. The orders passed should be communicated to all
officers responsible for purchases who should see that their decisions are
strictly adhered to.
772.
Risk Purchase and the Method of dealing with Defaulting Firms.—As explained in
paragraph 769, a report in form (S. 769-B) will be made by the Depot Officer to
the Controller of Stores when a firm has failed to supply the stores wholly or
in part, in spite of additional time having been granted for the purpose. It
was also explained in paragraph 764 that form (S.764) has to be forwarded to
the Controller of Stores when any stores have been rejected. At this stage the
Controller of Stores under the general conditions of contract has authority to
purchase any quantity of the stores elsewhere at the risk and cost of the
defaulting firm should at higher rates have to be paid for the transaction.
Should it not be possible to obtain the stores in this manner, the defaulting
firm may be debited with a sum of money amounting two per cent per month on the
value of the contract as compensation to the railway. These provisions are
legitimate under Indian Railways Standard Conditions of Contract, the
defaulting firm being held liable in cases of any extra cost being
incurred.
METHOD OF GRANTING RECEIPT AND MAKING PAYMENT
FOR
STEEL MATERIALS
773.
Payments for materials are as a rule made for the actual quantity received. But
in the case of all steel raw materials in the rolled or semi-finished condition
the following procedure should be observed in the method of granting receipt
and making payments.
774.
Standard Weight.—The weights of such materials computed from their cubic
measurements in accordance with the prescribed formula are termed
"Standard Weights". As the actual weights in the case of these
articles are not likely to conform to the standard weights, limits of
"tolerances" over or below which the actual weights may not vary from
the standard weights are generally laid down in the specification (I.S.S.,
I.R.S., B.S.S., DIN etc.) governing the supply.
775. Materials
with No Tolerances.—In the case of all materials on which there are no
tolerances, payment by actual weight should be prescribed in the Purchase
Orders.
776. Deleted.
777. All
other materials for which tolerances or standard weight are prescribed in the
specification, should be paid for as follows :—
(a) If the material complies with the required tolerances,
payment should be made on the actual weight.
(b) Where the material does not comply with the specified
tolerances, it should be rejected. If for special reasons it is decided to
accept it, material above the standard weight plus tolerance should be paid for
at standard weight plus tolerance less freight on excess weight and material
below the standard weight and tolerance should be paid for at actual weight.
The decision to accept the departures from the specification requirements should
be based on concurrence having been obtained in writing, from the indenting
department or railway concerned.
778. Deleted.
779. In
all cases of payment on actual weight, the bundling or crating material, if
any, should be excluded.
780. In
cases of items paid at standard weight plus tolerance (Para 777 (b) refers),
the difference between the actual weight and the weight paid for should be
brought on to the numerical and priced ledgers by Departmental Stock
Verification Sheets (S. 1260) so that the quantities appearing in the
ledgers agree with the ground balance.
Multiple Choice Questions:
Question 1:
Who has the complete authority to insist upon executive officers drawing stores
from stocks before indenting for new stores?
- A) Divisional Railway Manager
- B) Controller of Stores
- C) General Manager
- D) Chief Medical Officer
Answer: B) Controller of Stores
Question 2:
What can the General Manager do concerning the powers of local purchase?
- A) Delegate powers to the Controller of Stores
- B) Insist on purchasing from the open market
- C) Delegate powers to the Divisional Railway Manager
- D) Cancel the purchase orders
Answer: C) Delegate powers to the Divisional Railway Manager
Question 3:
Which of the following departments arranges the purchase of Stationery and
Printing Stores?
- A) Directorate General of Supplies and Disposals
- B) Controller of Stationery and Printing
- C) Government Medical Stores Depots
- D) Railway Board
Answer: B) Controller of Stationery and Printing
Question 4:
Under what condition can the Chief Medical Officers make direct purchases of
medical stores?
- A) Only with approval from the General Manager
- B) Up to Rs. 500/- in each case during emergencies
- C) When the store is not stocked by the Government
Medical Depots
- D) After receiving a non-availability certificate
Answer: B) Up to Rs. 500/- in each case during emergencies
Question 5:
Which items does the Railway Board reserve the right to call for tenders and
let contracts for the supply?
- A) Office Supplies
- B) Locomotives, carriages, underframes, wagons
- C) Medical Stores
- D) General Stationery
Answer: B) Locomotives, carriages, underframes, wagons
Question 6:
In case of emergencies, up to what limit can the Controller of Stores make
purchases?
- A) Rs. 1 lakh
- B) Rs. 2 crores
- C) Rs. 5 crores
- D) Rs. 50 crores
Answer: B) Rs. 2 crores
Question 7:
What is the mode of purchase for items costing less than Rs. 10 lakh?
- A) Advertised Tender
- B) Weekly Bulletin or daily tender
- C) Limited Tender
- D) Single Tender
Answer: B) Weekly Bulletin or daily tender
Question 8:
What is the maximum value of local purchases of items of small value that the
Controller of Stores can make?
- A) Rs. 1 lakh
- B) Rs. 10,000
- C) Rs. 50,000
- D) Rs. 2,000
Answer: A) Rs. 1 lakh
Question 9:
What should be done with purchases exceeding Rs. 2,000 made by indentors?
- A) They should be approved by the General Manager
- B) They should be published in the Indian Trade Journal
- C) They should be reported to the Divisional Railway
Manager
- D) They should be returned to the supplier
Answer: B) They should be published in the Indian Trade Journal
Question 10:
How many copies of the purchase order should be prepared when direct purchases
are made by the Railway Administration?
- A) Three
- B) Four
- C) Five
- D) Six
Answer: D) Six
11. What change was made to the
letter press on reverse of Part III?
A) Incorporated RR No. instead of
Credit Note No.
B) Deleted portion relating to delayed supplies
C) Merged contents of Para 727
D) Added a section for penalty calculations
Answer: B) Deleted portion relating
to delayed supplies
12. Why is it necessary to have more
than three copies of the receipt and issue note (Form 719-S)?
A) To ensure suppliers have multiple
copies
B) To provide a copy to the Controller of Stores
C) To ensure the receipt and inspection section and the stocking ward have a
copy for their records
D) To comply with international standards
Answer: C) To ensure the receipt and
inspection section and the stocking ward have a copy for their records
13. On railways where inspection of
stores is not centralized, what is the purpose of Part III of Form 719-S?
A) Retained in the Receipt and
Inspection Section as an Office copy
B) Sent to the suppliers as an acknowledgment
C) Sent to the Accounts Office for posting the priced ledgers and purchase
registers
D) Handed over to the Ward stocking the material
Answer: C) Sent to the Accounts
Office for posting the priced ledgers and purchase registers
14. What should be done with Part IV
in centralized receipt and inspection of stores?
A) Retained as an office copy
B) Sent to the suppliers
C) Sent to the stocking depot
D) Sent to the Purchase Officer concerned
Answer: C) Sent to the stocking
depot
15. For which of the following items
should orders be generally placed for direct dispatch to indenting officers?
A) Common office supplies
B) Experimental steam and oil coaches
C) Regular stock items
D) Items already available in the depot
Answer: B) Experimental steam and
oil coaches
16. What should be done if there are
repeated demands for a particular non-stock item?
A) Purchase in small quantities only
B) Continue treating it as a non-stock item
C) Consider making it a stock item and enter it in the price list
D) Reject further requisitions for the item
Answer: C) Consider making it a
stock item and enter it in the price list
17. How should firms deliver heavy
plant and machinery?
A) To the assigned depot
B) Directly to indentors
C) To the nearest warehouse
D) To the central stores office
Answer: B) Directly to indentors
18. Who should be informed in case
of unusual delay in payment to suppliers?
A) The Controller of Stores
B) The Consignee
C) The Divisional Superintendent or the Administrative Officer of the
Department concerned
D) The Purchase Officer
Answer: C) The Divisional
Superintendent or the Administrative Officer of the Department concerned
19. What should the Accounts Officer
do with the original Railway Receipt in case of 90 percent payments against
proof of dispatch?
A) Keep it as office record
B) Send it to the Controller of Stores
C) Pass it on to the consignee for taking delivery of the consignments
D) Return it to the supplier
Answer: C) Pass it on to the
consignee for taking delivery of the consignments
20. In the case of direct delivery
stores chargeable to Works, what is the procedure for Receipt Notes?
A) Prepared by the Consignee in
duplicate
B) Sent only to the Executive Officer
C) Prepared by the Consignee in triplicate
D) Not required
Answer: C) Prepared by the Consignee
in triplicate
- Who is responsible for countersigning requisitions for
stores for experimental purposes when the value exceeds Rs. 1,000?
a) Indenting officer
b) Principal officer of the department
c) Addl. Heads of departments
d) Controller of Stores
Answer: b) Principal officer of the department
- What letter should be suffixed to the price list number
in the requisition form for experimental stores?
a) "A" in black ink
b) "X" in blue ink
c) "Y" in green ink
d) "X" in red ink
Answer: d) "X" in red ink
- Before arranging any purchase for experimental
purposes, the Controller of Stores should ascertain if:
a) The indentor has sufficient funds
b) The material is already available in stores depots
c) The material has been used in other departments
d) The material is within budget
Answer: b) The material is already available in stores depots
- If the price of experimental stores is significantly
higher than the existing ones, the indentor must:
a) Accept the higher price without
justification
b) Reject the purchase order
c) Justify the purchase and trial
d) Seek approval from the Controller of Stores
Answer: c) Justify the purchase and trial
- Documents covering materials for trial should be
stamped with:
a) "P"
b) "T"
c) "X"
d) "E"
Answer: c) "X"
- What should be done with the Purchase Orders for
experimental stores in the Stores Depots?
a) Filed without any action
b) Filed with a special covering letter
c) Filed with the initials of the Depot Officer only
d) Filed under the initials of all concerned staff
Answer: d) Filed under the initials of all concerned staff
- On receipt of experimental stores, the depot should:
a) Mix them with other similar items
b) Keep them separate from other items
c) Issue them immediately
d) Return them to the supplier
Answer: b) Keep them separate from other items
- The Controller of Stores is responsible for maintaining
a record of trials in:
a) Form S. 714
b) Form S. 747
c) Form S. 764
d) Form S. 1302
Answer: b) Form S. 747
- Which form should be used for orders on other Zonal
Railways/Production Units?
a) Form S. 714
b) Form S. 1302
c) Form S. 747
d) Form S. 764
Answer: a) Form S. 714
- What should be written in the rate column of Form S.
714 when ordering from other Zonal Railways/Production Units?
a) "Current Rate"
b) "Negotiated Rate"
c) "Book Rate"
d) "Standard Rate"
Answer: c) "Book Rate"
- Who is ordinarily responsible for inspecting stores
purchased directly by the Controller of Stores?
a) Indentor
b) Addl. Heads of departments
c) Inspecting Officer of the railway
d) Accounts Officer Stores
Answer: c) Inspecting Officer of the railway
- Which organization provides metallurgical testing
facilities mentioned in the document?
a) Directorate General of Supplies
and Disposals
b) Rail India Technical & Economic Services
c) Tata Iron & Steel Co.
d) Indian Wire Products
Answer: a) Directorate General of Supplies and Disposals
- In the absence of the Railway Adviser, who may be
entrusted with the inspection of materials purchased abroad?
a) Director General of Supplies and
Disposals
b) Rail India Technical Economic Services
c) Local suppliers
d) Indenting department
Answer: b) Rail India Technical Economic Services
- What should be done with rejected stores to avoid them
getting mixed up with other stores?
a) Stored in the same place
b) Removed to a separate place
c) Issued to other departments
d) Sent back to the supplier immediately
Answer: b) Removed to a separate place
- How long does the supplier have to remove rejected
stores before the railway administration disposes of them?
a) 14 days
b) 21 days
c) 30 days
d) 7 days
Answer: b) 21 days
- What must be done if the rejected supply is to be
replaced or refunded by the supplier?
a) Rejected stores should be
delivered to them immediately
b) The Accounts Officer must verify the refund
c) The Controller of Stores should take no action
d) The rejected stores should be destroyed
Answer: b) The Accounts Officer must verify the refund
- What form should be used when material is rejected?
a) S. 714
b) S. 764
c) S. 747
d) S. 1302
Answer: b) S. 764
- Who should scrutinize the Rejection Memo to
differentiate between serious and less important cases?
a) Depot Officer
b) Indenting Officer
c) Gazetted Officer
d) Accounts Officer
Answer: c) Gazetted Officer
- What should the purchasing railway administration check
with the invoices on arrival of wagons of material?
a) Price of materials
b) Contents of wagons
c) Supplier details
d) Payment status
Answer: b) Contents of wagons
- What should be periodically examined to take up delays
in supplies with contracting firms?
a) Rejection Memo
b) Invoice Register
c) Register of Purchase Orders
d) Stock Ledger
Answer: c) Register of Purchase Orders
- What should be sent to the firm when deliveries are
overdue, requesting an explanation and new delivery date?
a) Form S. 714
b) Form S. 769
c) Form S. 764
d) Form S. 1302
Answer: b) Form S. 769
- When a firm has failed to deliver the stores after
being given additional time, which form is used to report this to the
Controller of Stores?
a) S. 714
b) S. 764
c) S. 769-B
d) S. 1302
Answer: c) S. 769-B
- Who decides whether a defaulting firm should be removed
permanently from the list of suppliers?
a) Indenting Officer
b) Depot Officer
c) Controller of Stores
d) Accounts Officer
Answer: c) Controller of Stores
- What is the purpose of Form S. 765?
a) To maintain the record of
purchase orders
b) To maintain the record of rejection
c) To issue materials
d) To make payments
Answer: b) To maintain the record of rejection
- When stores purchased from firms are delivered, the
quantity should be checked with:
a) Invoice
b) Requisition Form
c) Purchase Order
d) Stock Ledger
Answer: c) Purchase Order
- What happens to the bundling or crating material in
cases of payment on actual weight?
a) Included in the payment
b) Excluded from the payment
c) Weighed separately
d) Returned to the supplier
Answer: b) Excluded from the payment
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