Indian Railway Codes and Manuals-Stores code- Vol-II-Chapter-13 (XIII)

 

CHAPTER XIII

STORES DEPOTS-ISSUE OF STORES

1301. Requisition for Stores.—All issues should be made on written requisition submitted on the prescribed form by the indenting parties, or where any issues are made on the orders of the Depot Officer or the Controller of Stores, such orders should be given in writing.

1302. The rule in paragraphs 1313 to 1317 prescribe, for general use on railways, a combined form of requisition and issue note. Where, for any special reasons, such forms are not found suitable, separate forms for requisition as shown below may be used. 

1303. The above form should be prepared in duplicate, one copy being retained as office copy and other forwarded through the district or divisional officer to the stores depot. A stores depot is generally divided into self-contained and distinct wards and such divisions should be intimated to divisional and branch officers, who should prepare requisitions separately for each ward. Unless otherwise stated in any part of this code, requisitions should be made out on the basis of "one item, one form".

1304. Nomenclature, Price List Number and Unit.—In preparing requistions, the nomenclature price list number and unit of the published price list of the railway should be rigidly adhered to, and indenting officers should be careful to fill up correctly the entries in the column "chargeable to", as this information forms the basis of the allocation of the value of the stores supplied. It is not always practicable in the case of items of stores, the units of which have to be expressed in terms of weight measures, for the indenting officer to state his requirements by weight. Requisitions stating numbers required should, therefore, be complied with, but the issue note should record the issue by weight with a note to the following effect. 
"Equivalent of X (number) indented for"  

Indenting officers should not indent for costly articles by numbers when the prescribed unit is by weight.


1305. Unless otherwise stated in any portion of this Code, all requisitions should be signed by a gazetted officer of the department requisitioning the stores and this signature shall be taken to mean in addition to the approval to the issue of the stores, that funds to cover the probable cost of the stoics are available.

1306. Stores should not be requisitioned for unless funds are available to meet the cost. The only permissible exceptions to this rule arc when stores are required for—

(a) works urgently necessary to safeguard life or property, or to repair damage to the line caused by flood, accident or other unforeseen contingency in order to restore or to maintain, through communication; or

(b) work to meet the immediate needs of traffic which arc considered by the General Manager or other officers to whom such powers arc delegated by him, so urgent that they must be started before the earliest date by which detailed estimates could be prepared and sanction for funds obtained.

1307. Requisition Register. Each depot should maintain a separate Requisition Register for each division or district from where requisitions are received, and stores depots adjacent to workshops should in addition keep a separate register for each important shop or group of small shops of the local workshops. These registers should be maintained in the depot office in a sub-section. The date under which the requisition is posted should always be the original
date of the requisition. The register (Form S. 1307) should show the following particulars :__

(1) Receipt serial number.

(2) Date of requisition.

(3) Requisition number.

(4) Indentor

(5) Price List number.

(6) Description of material.

(7) Quantity

(S) Movement of requisition with dates.

(9) Action taken (issue note reference or details of other action).

(10) Filed on.

The requisition, on receipt from the indentor, should be registered in the Requisition Register and then forwarded to the ward concerned within twenty four hours of its receipt in the depot office. When the requisition is fully complied with, the reference to the issue note should be quoted thereon, and sent to the Requisition Register Clerks for posting column 10 of tie requisition register (S. 1307) prior to being filed as record.

Ward Procedure

1308. Issue of Stores—The wards should be careful to issue stores expeditiously and exactly as requisitioned for, both as regards specification and quantity. In cases, however, when an- article has to be "cut" and the piece left over would not be fit for further issue, the whole piece may be issued though there would thus be small excesses over the quantity requisitioned pro- vided the requisition is for ordinary maintenance and regular repair work and the excess material is likely to be utilised by the department concerned and it has no objection to its issue. The previous consent of the department need not however, be specifically obtained in each case, provided that a general understanding has been arrived at between the department and the stores depot.

1309. Part Supply or No stack.—In cases, where either only part supply is possible on account of insufficient stock or no stock is available the ward keeper should, endeavour to meet the demands of indenting officers from other suitable items in stock. In such cases the indenting officer should be asked to state whether articles of a similar kind will not meet his requirements.

1310. Enquiry Note.—This enquiry should be made on the Enquiry Note shown below :

ENQUIRY NOTE

The Enquiry Note should be prepared in triplicate, and disposed of as under:—

One copy will be the office copy. Two copies should be sent to the indentor who should return one copy with his reply with the least possible delay. When he considers, for any reason that the approval of his district or divisional officer is called for, it may be sent through that officer, who should forward the same promptly after counter signature to the depot to enable it to arrange compliance of the requisition. If the district or divisional officer has any objection
to the substitute offered, the reasons should be endorsed on the note before transmission to the depot. Enquiry Notes may also be used to obtain full particulars in order to arrange for a correct supply.

1311. Exception.—The above procedure does not apply to items against which it has been decided at the time of estimating the annual requirements for purchase, to force certain other non-stock items (paragraph 627). In such cases, the ward may issue the non-stock item without any reference to the indentor.

1312. Issue of second-hand Stores.—Unless it is specified in the requisition that second- hand materials are not required, second-hand materials may be worked off against requisition for new stores without reference to the indentor.

Issue Notes

1313. The combined Requisition and Issue Notes.—Wherever possible, die requisition and the issue note should be combined into the form of "Requisition and Issue Note" shown below:— 

Form No. S. 1313

REQUISITION AND ISSUE NOTE FORM

The "Requisition and Issue Note" should be prepared in six foils by the indentor who should not enter any particulars in the lower portion of the form which is reserved for the stores ward making the issue, The block copy should be retained by the indentor as his office copy, the other five copies being forwarded to the Stores Depot concerned. These should be received in the Ledger Section and after registration passed on to the ward. If the requisition can be
fully complied with at once, the ward-keeper should collect the material and 'lay it out' for later removal by the Despatch Section. He should then fill in the lower part of the forms by carbon process, the quantity issued being shown in words as well as in figures.

1314. Issue notes form the basis of all charges and it is necessary that they should be neatly and correctly written out and all details filled in without omission. Particular care should be taken to see that the carbon copies are clear and legible. Wherever the nomenclature has not been correctly given by the indentor (in accordance with the price list) or where a substitute has been issued, the nomenclature and price list number, where necessary, should be written correctly in the issue note portion of the form. The nomenclature, as shown by the indentor, should on no account be overwritten or scored out, so as to make it illegible. If a substitute has been issued, a remark to that effect should be made on the issue note. The copy of the Enquiry Note (s. 1310) returned by the indentor with his consent should be filled with the depot's office copy of the issue note.

1315. Numbering of Issue Notes.—On handing over the material to the representative of the Despatch Section, the ward-keeper should endorse all copies of the form with the remark "material removed" and obtain the signature of the material collector. The issue note should not be numbered till the material has been removed. The lower portion of the form is the issue note and this should have a distinct number different from the requisition number given by the indentor at the left hand top corner of the form. This number should be a separate serial and may commence from unity, each month or half yearly or annualy, as may be considered suitable by the Controller of Stores. The ward index letter should be shown as a prefix to the number. A separate serial should be used for Depot Transfer issue notes. The Stores Accounts Officer should be advised of the serial numbers adopted for use and no change should be made in any period of which the serial has been designed to run.

1316. Distribution of the Five foils of the Requisition and Issue Note. —As stated in paragraph 1313 the indentor retains the first foil as his office copy. The other five foils are sent by him to the depot office which passes it on to the ward as laid down in paragraph 1314. After filling in the issue note portion by carbon process on all the five foils the ward keeper should distribute them as laid down below.—

(a) The Second and Third foils—These should be handed over to the Despatch Section along with the material. The Despatch Section will pass them on to the stores van clerk, if the material is being sent by the stores van, or send them to the indentor by post along with the Railway Receipt for despatch of the material. The indentor should retain the second foil and return the third foild through the stores van clerk or by the post as an acknowledgement for the material. This foil should be pasted to the depot's office copy of the issue note (the sixth foil). Any delay in returning
this acknowledgement foil of the issue note should be promptly taken up by the Requisition Register Sub-section where the office copy foil (the sixth foil) should be inspected periodically in order to take up such omissions. The indentor should note on his office copy (the first foil) particulars of the Issue Note No., date quantity actually issued by the depot, & c, and latter forward the second foil to the District or Divisional Officer for check with the fifth foil which will accompany the summary of issues (S, 2702) sent by the Stores Accounts Office of the District, or. Divisional
Officer.

(b) The fourth, fifth and sixth foils—These should be forwarded by the ward-keeper to the Ledger Section along with the forwarding memo of issue notes (S. 1256).; The sixth foil should be despatched by the Ledger Section and handed over to the Requisition Register (S. 1307) clerks for posting the column "action taken" in the Requisition Register and for filling as record later on, The other two foils, (that is, the fourth and fifth) will be sent to the Stores Accounts Office (after the numerical ledgers have been posted) where one copy (the fourth foil) will be used for posting
the priced ledgers and later retained as record and the other (the fifth) will be used for preparing a summary of issues (S. 2702) along with which it will be sent to the departmental officer for posting thereform the debits in his Revenue Abstract or other book of accounts. This copy will be retained by the departmental officer.

1317. It is the duty of the departmental officers to compare the particulars of stores as accepted by the indentor on the second foil of the issue notes with those shown in the fifth foil of the issue notes accompanying the summary of issues from the Stores Accounts Office. Any discrepancies in quantities or particulars of the materials should be taken up with the Depot Officer concerned.

1318. Issues to Workshops.—The Procedure for issues to adjoining work shops has been laid down in Chapter XV. In the case of issues to an "out-station" workshop, i.e. not adjacent to the depot, the normal procedure (in paragraphs 1313 to 1317) or requisitioning for and issue of stores will apply.

1319. Separate Issue Note Forms.—In circumstances where it is found impracticable to use the combined "Requisition and Issue Note" (S. 1313) the indentor will make his requistion for stores in Form S. 1302 and the issue note will be prepared in the following form in five copies.

Form No. S. 1319

ISSUE NOTE FORM

The foils will be disposed of as under :—

The first foil is the office copy. The second and third foils are seat to the Ledger Section with the forwarding memo. (S. 1256) of issue notes. The fourth and fifth foils are sect with materials to the indentor who should retain the fourth foil and return the fifth foil duly signed in acknowledgement of the material to the stores depot. The fourth foil retained by the indentor should be disposed of as laid down in paragraph 1317, mutatis mutandis, (Sale issues should also be made on this form. The ward should show thereon the rate of sale with a additional charges, & c).

1320. Depot Transfers —The form shown below should be used in connection with the transfer of stores from one depot to another.

1321. It should be prepared in four foils. The first foil is the office copy. The second and third foils should be sent to the receiving depot with the material and the fourth foil to the Ledger Section with the forwarding memo of vouchers (S. 1256). In the receiving depot, the material will be checked and taken into stock and the second foil retained as office record; the third foil should then be sent by the ward to the Ledger Section along with the forwarding memo
of receipt vouchers (Fom S.1256).

1322. Issue of consumable Stores.—Each department should prepare a list of items of stores which are considered as consumable stores for different categories of subordinates and departmental officers should fix a monthly scale of consumption for each item of stores for each subordinate working under them. The lists of items and the scale fixed for each subordinate should be intimated to the respective stores depots from which the subordinate are authorised
to draw such stores. The fixing of a monthly scale, however, is no authority for the routine monthly issue (without specific requisition) of the quantities shown therein, irrespective of any balances, the subordinate may possess.

1323. Requisition and Issue Note for Consumable Stores.—The subordinate should submit monthly a requisition in the form shown below (signed by1 himself) on a specified date for the items of consumable stores sanctioned to him. It will be prepared in six copies and disposed of on the same lines as Form S. 1313. It should show the balances in hand of each item, and the quantities demanded shall not exceed the sanctioned limit, less the balances exhibited in the requisition. The depot should see that a subordinate does not requisition for consumable stores more than once in a month. Items of stores, the sanctioned quantities of which appear from the average consumption of three or more months to be excessive should be reported to departmental officer concerned.

1324. Authority to sign Issue Notes.—All issue notes, except those debited to suspense, may be signed by the Depot Stores Keeper (wherever he is the store holder) provided the issues have been made on proper requisitions placed on the Stores Department. All other issue notes including the "write back" issue notes should be signed by gazetted officer of the Stores Department.

Special Procedure in certain kinds of Issues

1325. Stores Issued on Loan.—Issue of stores on loan to other railways,7should be witnessed by an accounts representative and the relevant issue notes countersigned by him in token of his having done so. They should then be signec by a gazetted of of officer the Stores Department. Ordinary issue note Form (S. 1319) should be used and allocated to "Miscellaneous Advances Account". No debit will be raised against the borrowing railway. The loan should be entered up in a manuscript register (S. 1325) by the ward keeper/ASKP concerned to enable him to watch the return of the loaned stores. The borrowing railway should be asked, at the time the stores are loaned, to return them by a stipulated date and this date should be entered on the issue note and in the remarks columns of the numerical ledgers/bin cards. The Account Office should take up any case of delay in the return of the loaned articles. The issue note should be priced like other returns; when the article is received back, a minus issue note should be prepared to write back the original debit to "Miscellaneous Advances", and priced at the same rates as the original transaction.

Requisition and Issue Note for Consumable stores

1326. Stores issued for purposes of Fabrication, Re-conditioning or Repair.—The following procedure should be observed in dealing with the issues of materials (including cloth to be made up into uniforms) from stores depots to outside firms or other railways for new manufacture or reconditioning purposes or other minor repairs or re-adjustments and their receipt back into stores depots from the firms, after the necessary work. The weighment or count and loading of all issues of such matters should be made in the presence of an accounts representative who should sign all copies of the issue note. The depot issuing the materials should prepare issue notes in Forms S. 1319 and submit them as usual in duplicate to the Stores Accounts Office where they will be priced and posted in the priced ledgers in the usual manner. The amount of the issue notes should, however, be debited to "Miscellaneous Advances", mentioning the name of the firm to distinguish the transactions, and credited to "Stores".

1327. When the material are returned, to the depot by the firm, after the necessary work had been done the depot will acknowledge receipt by preparing the usual Receipt Notes (S. 719 or S. 7261 in which the particulars of the issue notes previously issued in connection with the transactions will be entered. The Stores Accounts Office will enter on the copy of the Receipt Note received from the depot, the cost of the materials originally issued. The charges payable
to the firm for the work done, as shown in the receipt note by the depot, together with cost of materials issued to the firm will then be debited to "Stores" by credit to "Miscellaneous Advances Account" mentioning the name of the firm.


1328. In cases where the finished material is supplied direct to a department, the debit to "Miscellaneous Advances Account" should be cleared by debit to the department concerned. When the firms bills are received far payment by the Accounts Officer (Stores), supported by the receipt notes granted by the depot, the payments will be adjusted by debit to "'Miscellaneous Advances Account" and credit to "Cash". This will clear the transactions under the head
"Miscellaneous Advances Account".

1329. (a) Issue of Stores as Samples for Test.--As stores and materials are subjected before purchase to certain tests and to inspection, cases of tests of materials in stock should ordinarily arise only when any material is proposed to be used for a purpose for which it was not intended at the time of its purchase, or when the material is of such a nature that its prolonged stocking is likely to have deteriorated its original qualities or-when the item is "returned store" and its qualities have not been previously ascertained. Requisitions for materials for test should be signed by Divl. Rly. Managers or higher authorities. The Controller of Stores, however, may have materials tested on his own authority.

(b) Quantities of material to be sent for Chemical and Physical Test.—The quantities to be sent for test should ordinarily be in accordance with specification/procedure for test. 

1330. (a) The value of the stores sent for test, other than those which will not be returned should be debited in the first instance to "Miscellaneous Advances Account". Materials which can be returned intact should be returned to stores after test, and the original issue written back by minus debit to "Miscellaneous Advances Accounts". If such stores are not returned within and a reasonable time, the debit to "Miscellaneous Advances Account" should be written back and final debit raised against the department which drew the stores. The cost of stores consumed or damaged in testing will be debited directly to G. 3102. If any damages stores are returned in the form of scrap, their scrap value should be taken in reduction of the debit to G. 3102.

(b) Allocation of test charges.—Test charges will be debited as under.—

(i) Test charges on stores obtained for stock purposes—If the material obtained for stock purposes is tested and found suitable the test charges should be borne by the railway. If found unsuitable they should be debited to the firm.

(ii) Test charges on stores obtained for trial purposes.—In the case of samples called for test by the railway, the test charges should be borne by the railway, irrespective of whether the stores are found suitable or not. If, on the other band, samples are sent by firms or test any request from the railway, the test charges should be debited to the firms, irrespective of whether they are found suitable or not.

Disposal of Vouchers by Wards

1331. Submission of voucher to Ledger Section.—The vouchers for the day accompanied, by the forwarding memo (S. 1256) should be sent to the Ledger Section not later than one hour before the closing time of the office. The wards should, therefore, close all receipt and issues of material in suitable time to enable them to send the vouchers punctually to the office. 

1332. Cancelled Issue Notes. -If an issue note is cancelled for any reason, it should not be destroyed, but after necessary endorsement of tie remark "cancelled" on the several foils and against the entry of particulars of the issue note in the memo S. 1256 the issue notes should be Sent to the Ledger Section where they should be separated from the rest and filed separately group by group. The Accounts Office should arrange for the inspection of such foils by a clerk daily. Where the Accounts Office is not located in the same station and premises, the cancelled issue notes should be sent by the Depot Officer along with other vouchers to the Accounts Office, where, after due check, they should be filed in chronological order.

1333. deleted. 

1334. deleted. 

1335. Monthly Certificate of Vouchers.—At the end of the Month, each ward should furnish a manuscript statement (S. 1335) showing the commencing number (R. O. Number in case of receipts) and the closing number of the returns for each class, receipts and issues separately and submit the same to the Ledger Section with a certificate endorsed thereon that all the vouchers mentioned therein have been correctly submitted on the proper dates to the Ledger Section and that no vouchers relating to the dates of the month under reference are detained in the ward. The Certificate should reach the Ledger Section on the second of the month following the one to which it relates. It should be prepared in four copies, one being retained as office and the other three being sent to the Ledger Section which should return one copy (after due check of the statement) as an acceptance of the correctness of the certificate. The other two foils will be dealt with as laid down in paragraph 1413.

Pending Demands

1336. Pending Demands in Depots.—Pending demands are requisitions for supplies which have been received by a depot from indentors on the line, but which the depot has failed to satisfy due to the depot stocks of the stores asked for having been exhausted. When a ward is not able to supply a requisition either in part or in full and can offer no acceptable substitutes, the following procedure may be adopted. The ward should attach to the requisition a printed slip carrying the legend 'NO STOCK' or 'Part Supply Made'. In the case of the combined "Requisition and Issue Note" (S. 1313). this slip should be attached to the sixth foil which will finally be the record copy of the depot. The requisition should then be sent to the Ledger Section. Partly supplied requisitions should be sent along with the relevant issue note foils, and 'No stock' requisitions should be sent by peon book. On receipt in the Ledger Section they should be entered in a 'Pending Demand Sheet' maintained in the following form separately for each price list number.

PENDING DEMAND SHEET

It should then be seen that proper action has been taken for re-coupment of stock.

1337. The Pending Demand Sheets and the requisition forms should be retained in the Ledger Section until a fresh supply of material is received. In cases of part supply on combined "Requisition and Issue Note" Forms (S. 1313), the Ledger Poster should prepare a new set of forms to cover the balance of material not supplied. When the stock of any item is entirely exhausted, the ledger poster should attach a red slip to the ledger card to indicate this fact (paragraph 1415). When fresh material is received and this is being posted, the ledger poster should remove the red slip. Whenever he does this, he should see whether there is a pending Demanding Sheet (S. 1336) for the item, in which case, the usual procedure of transmission of the requisition to the ward should be followed. 

1338. Fortnightly statement of Pending Requisitions.—The Depot Officer should send to the Controller of Stores once a fortnight (a copy being forwarded to the Chief Mechanical Engineer and the heads of the loco and carriage and wagon workshops) a statement of pending requisitions in the following form. This statement should also show the outstanding of the current fortnight as well as the previous fortnight and the increase or decrease in the current period under each column. This statement will furnish the Controller of Stores with such information about the working of the Stores depot, as would enable him to take prompt steps to remedy defects in recoupment of stores.

Form S. 1338 is on page 27

1339. Department Stock Verification.—As an important "back check" on the correct receipt and issue of stores by the Wards, it is necessary to have a departmental check to see whether the upto date balance of an item in the ledger agrees with the actual physical stock balance. Such departmental verification to be arranged by the depot officer will be in addition to the Stock Verification arranged by the Accounts Department.

The departmental verification need only cover selected items such as items of large annual consumption having regular and frequent issues, items of heavy intrasic value like non-ferrous items, tool steel, etc., and items of a pilferable nature. A list of such selective items may be drawn up and approved by the Controller of Stores. The verification of physical balances should be done by an official other than the Ward-keeper-in-charge of the item of Stores. The depot officer may postpone the verification if the balances in stock are so heavy that a verification would involve large shifting of stock and the verification could be carried out conveniently at a later date when stocks are at a low level.

The Depot Officer may waive verification in the following circumstances.—

(a) Where the item has been verified by the Accounts Department within the last three months.

(b) Where the Accounts Verification of the particular class of stores is in progress and, the item is likely to be verified within the next two months.

(c) Where the item has heavy balances the verification of which involves much labour and handling charges.

Form No.1338

Pending Requisition Statement

A list of items the verification of which has been waived under (c) above should be prepared by the depot officer and forwarded to the Stores Accounts Officer through the Controller of Stores.

 

1340. Procedure for verification.—The official deputed to verify the stock of an item should take down the opening balance in the ledger on the morning of the date of verification and proceed to verify the stock in the ward. He should note down the particulars of weightment, & c., in a field book and obtain thereon the signature of the ward-keeper concerned in evidence of the correctness of the actual balances of stock entered therein.

 

1341. Stock Verification Sheets.—If the physical balance or stock agrees with the book balance no stock sheets need be prepared. The official making the verification will merely make an entry in the ledger card/bin card to show that the physical balances agree with the book balances. The entry should be initialled by the official making the entry and the clerk- in-charge of the Ledger Section.

 

1342. If there be an excess of stock or deficiency in stock, the official should prepare a Departmental Stock Verification Sheet in Form S. 1260 and dispose it as laid down in paragraph 1260.

 

1343. The stock sheet should be given a Receipt Order Number in the ward before being passed on to the Ledger Section of the depot. Wherever, possible the explanations for the discrepancies should be given by the ward-keeper before the stock sheet is put up to the officer for signature, the explanation being shown on all the three copies of the stock sheets. The stock sheets should, however, on no account be detained longer than two days after the date of verification.

 

 

 

Despatch Section Procedure

 

 

 

1344. The work of despatching stores is an important function in the matter of the issue of stores and is best centralized in a Despatch Section independent of the wards and of the Ledger Section. This section may be divided into sub-sections, certain groups of stores being allotted to each for despatch. The men in this section should be properly trained in the know- ledge of stores in order to avoid mistakes in despatch. The Supervisor of the Despatch Section should also be in charge of the store delivery vans and the staff required for working them.

 

1345. Register of Despatches.—The Despatch Section should maintain a Register of Despatches in Form S. 1345 to record all the issue notes handed over to the section for despatch of the stores. This register should show the following particulars :

 

1. Date.

 

2. Issue note number and date.

 

3. Consignee.

 

4. Requisition number and date.

 

5. Description of material and price list number.

 

6. Packing particulars.

 

Quantity

 

Packing serial number;

 

Packed in box, package, bag or bundle;

 

Net weight;

 

Gross weight.

 

7. Credit Note No. and date.

 

8. Railway Receipt No. and date.

 

9. Gate Pass or Authority to Remove Wagons, number and date.

 

10. Remarks (wagon number, & C).

 

This register should also serve as the Outward Wagon Register.

 

1346. The supervisor of the Despatch Section should present this register daily to the ward- keeper/A.S.K.P. of each ward. The latter should personally fill in columns 1,2, 3, 4 and 5 with reference to all depot transfer forms and issue notes that are handed over to the Despatch Section. The Despatch Section should fill in the remaining columns of the register, columns 6, 7 and 8 not being filled in when material is despatched by store van, in which case only the number of the van need be entered in the remarks column.

 

1347. Credit Notes, etc.—The Despatch Section will prepare the Credit Notes and make all necessary arrangements for the despatch of the material. The Register of Despatches (S. 1345) should be inspected by the Depot Officer once a month to see that there are no delays between the issue of the material by the ward and the actual despatch from the depot. Local deliveries of stores may be made directly by the ward unless their despatch involves special packing and carting by lorry or other vehicle, in which case such stores may be entrusted to the Despatch Section. Motor lorries, wagons, or stores delivery vans should be loaded in the presence of responsible clerks, who should see that there are vouchers for all material loaded in them.

 

1348. Surprise Checks.—The Depot Officer should make surprise checks on parcels ready for despatch and check material packed with the accompanying vouchers.

 

1349. Gate Passes.—No material may be allowed to go outside the gates unless specified on a Gate Pass or Authority for Removal of Wagons. Gate passes should be prepared in duplicate by the following staff for the material leaving Stores premises.

 

(i) The sample clerk, for vendor's samples.

 

(ii) The Letter Register Section for samples accompanying tenders, purchase orders (S. 714) letters, & c.

 

(iii) The Wards for.

 

(a) Material removed by indentor's representative.

 

(b) Urgent despatch of material by passenger train which is removed by stores coolies.

 

(c) Valuable scrap, surplus material, & c, sold.

 

(d) Material to go to the Scrap Yard, if the Yard is outside the Depot premises.

 

(iv) The Despatch Section, for all material despatched by that section, by coolie, cart or stores, traffic, or other departmental lorry.

 

(v) The Depot store-keeper for.—

 

(a) Material removed by vendors for fabrication alteration.

 

(b) Removal of Engineering Department, material which was originally brought into stores premises in connection with repairs to buildings, roads permanent way, & c.

 

(vi) The Receipt Section for.—

 

(a) Rejected material.

 

(b) Material sent on approval by bearer.

 

(c) Material urgently required by indentor.

 

1350. Each Gate Pass (S. 1350) should show the following particulars.—

 

(1) The number of men, with their ticket numbers.

 

(2) The number of packages.

 

(3) The number and date of voucher on which the material is sent.

 

(4) To whom sent and purpose for which sent.

 

(5) Whether Railway or Private Property.

 

1351. Persons preparing Gate Passes should initial them before submitting them for signature. No employee below the rank of an Assistant Depot Stores-keeper may sign Gate Passes.

 

1352. Check of Materials with Gate Passes.—All material, except material loaded in lorries passing out of stores premises, should be examined and checked with the Gate Pass by the Gate Keeper, with the Assistance of the Chowkidars. For material loaded in lorries, a percentage only need checked. The Gate-keeper will also be responsible for seeing that all Gate Passes are correctly made out and that for the materials entered thereon, reference to an issue note or indent or some other letter or voucher is quoted. Gate Passes for material loaded in a lorry should show the number of packages in the lorry, and the total number of vouchers.

 

1353. The Gate-keeper should collect all Gate Passes and send them the following day, to the signatories for examination and comparison with the record copy, to see that no alteration subsequent to signing them has been made, and the signatories will then counter- initial the passes, if in order, and return them to the Gate Keeper for record and file.

 

1354. If a Gate Pass has been incorrectly prepared or if the gate staff have any doubt as to its genuineness, the Gate-keeper may call for the vouchers or papers in connection therewith, and, if still he is not satisfied, he should report immediately to the Depot Store-keeper for further investigation.

 

1355. It will not be necessary to prepare Gate Passes for office eases which clerks take home to complete their work. The gate staff should, however, satisfy themselves that only office cases are being passed out.

 

1356. The gate-keeper should occasionally check parcels with vouchers at the gate.

 

1357. All Gate passes should be scored across in order to prevent their misuse, and then filed by the Gate-keeper in separate files for each section issuing them. The Gate Pass number and date should be quoted against the entries for the material in the Register of Despatches (S. 1345) maintained by the Despatch Section so that issue notes may be readily connected with Gate Passes.

 

1358. Authority for Removal of Wagons.—An authority for Removal of Wagons should be prepared in four foils Form (S. 1358) and disposed of as under ;

 

(1) A Record Copy,

 

(2) A Goods Clerk's copy to be handed to the Traffic clerk on the day previous to the despatch of the wagon.

 

(3) A copy intended for the RPF Rakshak on gate duty to be delivered to the RPF Rakshak concerned who will request the RPF Head Rakshak on duty to check the wagons. After checking the wagons going out, the RPF Head Rakshak will initial and return this copy to the RPF Rakshak on gate duty for filling.

 

(4) A Train clerk's copy to be handed to the Shunting Master. The form of Authority for Removal of Wagons will show the numbers of wagons, whether full or empty, and also, whenever possible, a short description of contents. The Gate-keeper will see that all Authority Forms are kept filed carefully according to the serial numbers. The Authority Form number and date should be quoted against the entry of the materials in the Register of Despatches (S. 1345) maintained by the despatch Section so that issue notes may be readily connected with the Authority Forms (S. 1358).

 

1359. No wagons may be removed from the Yard unless the Traffic Department is in possession of the Authority for removal of wagons.

 

1360. Traffic Statement of Wagon.—The traffic Department will submit weekly in duplicate statements of all wagons booked from or placed in the stores yard showing the wagon number, date of removal from or placing in the yard, consignor and consignee, net weight, and brief description of contents. Both copies will be sent to the Depot Store-keeper.

 

1361. On receipt of this statement, the Yard Foreman should compare it with his wagon registers (S. 1215 or S. 1345) and quote the corresponding issue note number and the weight of material shown thereon against the wagons that have gone out of the yard. Similarly, particulars should be shown for wagons received, the information should be tabulated on a slip to be pasted to the Traffic Statement. He should then put it up to the Depot Store-Keeper who should personally check 10 % of the entries with all connected vouchers. If the Yard Foreman notices any discrepancy, he should at once bring it to the notice of the Depot Officer. The statements should then be pasted in a skelton file. The Depot Officer should check these statements once a month.

 

Multiple choice questions:

1. What is required for all issues of stores?

A. Verbal requisition
B. Written requisition on the prescribed form
C. Requisition through email
D. Verbal orders from the Controller of Stores

Answer: B. Written requisition on the prescribed form

2. How should requisitions be prepared if a combined form of requisition and issue note is not suitable?

A. Using separate forms for requisition
B. Using verbal requests
C. Using digital forms only
D. Using a temporary form

Answer: A. Using separate forms for requisition

3. How should requisitions be made out according to the rules?

A. Multiple items on one form
B. One item per form
C. Items grouped by cost
D. Items grouped by supplier

Answer: B. One item per form

4. When preparing requisitions, what should be adhered to for nomenclature, price list number, and unit?

A. Invented names and numbers
B. Published price list of the railway
C. Generic terms only
D. Supplier's terms

Answer: B. Published price list of the railway

5. Who should sign all requisitions for stores?

A. Any available staff member
B. A gazetted officer of the department requisitioning the stores
C. The depot officer
D. The supplier

Answer: B. A gazetted officer of the department requisitioning the stores

6. Under what condition can stores be requisitioned without available funds?

A. For routine maintenance
B. For urgently necessary works to safeguard life or property
C. For regular supply orders
D. For experimental projects

Answer: B. For urgently necessary works to safeguard life or property

7. What register should each depot maintain for received requisitions?

A. Inventory Register
B. Sales Register
C. Requisition Register
D. Delivery Register

Answer: C. Requisition Register

8. What should be done when a requisition is fully complied with?

A. Discard the requisition form
B. File it without any reference
C. Quote the reference to the issue note and send it to the Requisition Register Clerk
D. Return it to the indentor

Answer: C. Quote the reference to the issue note and send it to the Requisition Register Clerk

9. What action should be taken if an article has to be cut and the piece left over is not fit for further issue?

A. Discard the leftover piece
B. Issue the whole piece if it's for ordinary maintenance and regular repair work
C. Store the leftover piece for future use
D. Return the leftover piece to the supplier

Answer: B. Issue the whole piece if it's for ordinary maintenance and regular repair work

10. What should be done if only part supply or no stock is available?

A. Ignore the requisition
B. Ask the indenting officer if similar items in stock will meet their requirements
C. Wait until the stock is replenished
D. Cancel the requisition

Answer: B. Ask the indenting officer if similar items in stock will meet their requirements

11. How should second-hand materials be issued?

A. Only when new materials are not available
B. Without reference to the indentor unless specified otherwise
C. Only upon specific request from the indentor
D. Along with new materials always

Answer: B. Without reference to the indentor unless specified otherwise

12. How should issue notes be prepared and filled?

A. Casually, without attention to detail
B. Neatly, correctly, and with all details filled in without omission
C. Using abbreviations and shorthand
D. By entering only essential details

Answer: B. Neatly, correctly, and with all details filled in without omission

13. What should be done with issue notes on handing over material to the Despatch Section?

A. Discard the issue notes
B. Endorse all copies with "material removed" and obtain the material collector's signature
C. Keep the issue notes in the ward
D. Forward the issue notes to the supplier

Answer: B. Endorse all copies with "material removed" and obtain the material collector's signature

14. How should the five foils of the Requisition and Issue Note be distributed after the issue note portion is filled?

A. Sent to the indentor only
B. Distributed as specified, with certain foils going to different sections
C. Kept in the ward for future reference
D. Sent to the supplier for verification

Answer: B. Distributed as specified, with certain foils going to different sections

15. What is the purpose of the Enquiry Note?

A. To cancel the requisition
B. To obtain approval for non-standard items
C. To obtain full particulars for arranging correct supply or substituting items
D. To request payment in advance

Answer: C. To obtain full particulars for arranging correct supply or substituting items

16. What should be done if the nomenclature given by the indentor is incorrect?

A. Issue the material without correction
B. Correct the nomenclature in the issue note portion without overwriting the indentor's entry
C. Reject the requisition
D. Return the requisition to the indentor

Answer: B. Correct the nomenclature in the issue note portion without overwriting the indentor's entry

17. When should an issue note be numbered?

A. Immediately upon receipt of the requisition
B. After the material has been removed
C. Before any material is removed
D. When the requisition is first filed

Answer: B. After the material has been removed

18. How should consumable stores be issued?

A. Automatically each month
B. Based on a monthly requisition submitted by the subordinate
C. Without any specific requisition
D. Based on estimated future needs

Answer: B. Based on a monthly requisition submitted by the subordinate

19. Who can sign issue notes for stores debited to suspense?

A. Any staff member
B. The Depot Stores Keeper or a gazetted officer of the Stores Department
C. The supplier
D. The indentor

Answer: B. The Depot Stores Keeper or a gazetted officer of the Stores Department

20. What is the procedure for depot transfers of stores?

A. Transfer without documentation
B. Use the specific form designed for depot transfers, prepared in four foils
C. Verbal communication between depots
D. Email confirmation

Answer: B. Use the specific form designed for depot transfers, prepared in four foils

21. What should be done when stores are issued on loan to another railway?

a) The issue should be signed by the borrowing railway's officer.
b) An accounts representative should witness the issue and countersign the issue notes.
c) The issue notes should be destroyed after use.
d) No record of the transaction is necessary.

Answer: b) An accounts representative should witness the issue and countersign the issue notes.

22. What form should be used for issuing stores on loan?

a) Form S. 719
b) Form S. 726
c) Form S. 1319
d) Form S. 1335

Answer: c) Form S. 1319

23. Where should the loaned stores be entered to watch their return?

a) In the numerical ledgers/bin cards
b) In a manuscript register (S. 1325)
c) In the department's personal records
d) In the cash book

Answer: b) In a manuscript register (S. 1325)

24. What should be done if the borrowing railway delays the return of the loaned articles?

a) Ignore the delay
b) Charge a penalty fee
c) The Accounts Office should take up the case
d) Destroy the original issue note

Answer: c) The Accounts Office should take up the case

25. How should stores issued for purposes of fabrication, re-conditioning, or repair be weighed or counted?

a) Without any special procedure
b) In the presence of an accounts representative
c) Only by the depot manager
d) By the borrowing firm's representative

Answer: b) In the presence of an accounts representative

26. What should be debited when stores are issued to a firm for fabrication or repair purposes?

a) Cash
b) Stores
c) Miscellaneous Advances Account
d) Accounts Office

Answer: c) Miscellaneous Advances Account

27. What happens when materials issued to a firm are returned after necessary work?

a) The materials are sold
b) A new issue note is created
c) Receipt notes are prepared to acknowledge the return
d) The original issue note is discarded

Answer: c) Receipt notes are prepared to acknowledge the return

28. When finished material is supplied directly to a department, how is the debit to "Miscellaneous Advances Account" cleared?

a) By creating a new account
b) By debit to the department concerned
c) By returning the materials to the firm
d) By destroying the original issue note

Answer: b) By debit to the department concerned

29. What should be done if stores issued for testing purposes are not returned within a reasonable time?

a) The original issue is written back
b) The stores are debited to "Miscellaneous Advances Account"
c) Final debit is raised against the department which drew the stores
d) No action is required

Answer: c) Final debit is raised against the department which drew the stores

30. Who bears the test charges for stores obtained for stock purposes if they are found suitable?

a) The borrowing firm
b) The testing laboratory
c) The railway
d) The department which requested the test

Answer: c) The railway

31. What should be done with cancelled issue notes?

a) Destroy them immediately
b) File them separately group by group
c) Send them to the borrowing firm
d) Ignore them

Answer: b) File them separately group by group

32. What is the purpose of a monthly certificate of vouchers?

a) To destroy old vouchers
b) To ensure all vouchers have been correctly submitted
c) To request new vouchers
d) To send vouchers to the borrowing railway

Answer: b) To ensure all vouchers have been correctly submitted

33. What should a depot officer do if an item has been verified by the Accounts Department within the last three months?

a) Waive departmental verification
b) Conduct another verification
c) Request a new verification
d) Ignore the item

Answer: a) Waive departmental verification

34. How often should a depot officer send a statement of pending requisitions to the Controller of Stores?

a) Daily
b) Weekly
c) Once a fortnight
d) Once a month

Answer: c) Once a fortnight

35. In which circumstances can a depot officer waive verification of stock balances?

a) When the item is verified by the Accounts Department within the last three months
b) When the item has heavy balances
c) When the item is of low value
d) When the item is rarely used

Answer: a) When the item is verified by the Accounts Department within the last three months

36. Who is responsible for verifying the stock of an item in the ward?

• A. Ward-keeper
• B. Depot Officer
• C. Assigned official other than the Ward-keeper
• D. Stores Accounts Officer

Answer: C. Assigned official other than the Ward-keeper

37. What action should be taken if the physical balance of stock agrees with the book balance during verification?

• A. Prepare a stock verification sheet
• B. Make an entry in the ledger card/bin card
• C. Report to the Depot Officer
• D. Recalculate the stock

Answer: B. Make an entry in the ledger card/bin card

38. What should be done if there is an excess or deficiency in stock during verification?

• A. Ignore the discrepancy
• B. Prepare a Departmental Stock Verification Sheet
• C. Adjust the ledger balance
• D. Report to the Accounts Office

Answer: B. Prepare a Departmental Stock Verification Sheet

39. Who is responsible for the centralized work of despatching stores?

• A. Ward-keeper
• B. Ledger Section
• C. Despatch Section
• D. Stores Accounts Office

Answer: C. Despatch Section

40. What is the primary function of the Despatch Section?

• A. Maintaining stock records
• B. Issuing materials to wards
• C. Despatching stores to consignees
• D. Verifying stock balances

Answer: C. Despatching stores to consignees

41. What information is recorded in the Register of Despatches?

• A. Date of despatch
• B. Issue note number and date
• C. Consignee details
• D. All of the above

Answer: D. All of the above

42. Who should inspect the Register of Despatches monthly?

• A. Depot Officer
• B. Despatch Section Supervisor
• C. Ward-keeper
• D. Accounts Representative

Answer: A. Depot Officer

43. What is the purpose of a Gate Pass?

• A. To allow entry into the depot
• B. To allow material to go outside the gates
• C. To record stock balances
• D. To issue stores to wards

Answer: B. To allow material to go outside the gates

44. Who prepares Gate Passes for materials leaving stores premises?

• A. Ward-keeper
• B. Despatch Section
• C. Depot Store-keeper
• D. All of the above

Answer: D. All of the above

45. What should be done with Gate Passes after they are used?

• A. Destroy them
• B. Score them across to prevent misuse and file them
• C. Send them to the Accounts Office
• D. Return them to the signatories

Answer: B. Score them across to prevent misuse and file them

46. Who is responsible for checking material with Gate Passes at the gate?

• A. Depot Officer
• B. Ward-keeper
• C. Gate-keeper and Chowkidars
• D. Despatch Section Supervisor

Answer: C. Gate-keeper and Chowkidars

47. What is prepared for the removal of wagons from the Yard?

• A. Issue note
• B. Requisition form
• C. Authority for Removal of Wagons
• D. Despatch register

Answer: C. Authority for Removal of Wagons

48. How many foils are prepared for the Authority for Removal of Wagons?

• A. Two
• B. Three
• C. Four
• D. Five

Answer: C. Four

49. What information is included in the Authority for Removal of Wagons?

• A. Number of wagons
• B. Description of contents
• C. Wagon numbers
• D. All of the above

Answer: D. All of the above

50. Who submits weekly statements of all wagons booked from or placed in the stores yard?

• A. Depot Officer
• B. Yard Foreman
• C. Traffic Department
• D. Despatch Section Supervisor

Answer: C. Traffic Department

51. What should the Yard Foreman do with the weekly statements from the Traffic Department?

• A. Ignore them
• B. Compare them with his wagon registers and quote the corresponding issue note number
• C. Send them to the Despatch Section
• D. File them without checking

Answer: B. Compare them with his wagon registers and quote the corresponding issue note number

52. Who checks 10% of the entries in the weekly statements with all connected vouchers?

• A. Yard Foreman
• B. Traffic Department Clerk
• C. Depot Store-Keeper
• D. Accounts Representative

Answer: C. Depot Store-Keeper

53. What should be done if the Yard Foreman notices any discrepancy in the weekly statements?

• A. Ignore it
• B. Bring it to the notice of the Depot Officer
• C. Adjust the entries himself
• D. Report to the Traffic Department

Answer: B. Bring it to the notice of the Depot Officer

 

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