Indian Railway Codes and Manuals-Accounts code- Vol-II-Chapter-27 (XXVII)
CHAPTER XXVII
CHECK OF STATION BALANCE
SHEET
2701 Station Balance Sheet -The Station Balance
Sheet, which are prepared separately for Coaching and Goods transactions in the
form prescribed for the purpose by each railway Administration, are the
‘personal accounts’ of the Station Master. On the debit side of the account are
shown the items of earnings, for the accounting of which he is responsible,
classified under the various categories of traffic. On the credit side are
shown the amounts remitted by the Station master to the Cashier, whether in “Cash”
or “Vouchers”, acknowledged by the latter and other special items by which the
station master clears his liability. The balance represents the unrealized
earnings at the close of the month, for the collection of which the Station
Master is responsible, and this forms the first liability in the Balance Sheet
of the following month.
2702 The check of the Station Balance Sheet in the
Accounts Office mainly consists in bringing the figures of the various traffic
earnings into accord with the corresponding figures in the connected Returns in
which the transactions have been initially brought to account and which are
checked independently in the manner indicated in the previous chapters. Traffic
receipts which are accounted for directly in the Station Balance Sheets without
having been included in subsidiary Returns such as miscellaneous receipts, are
checked with the original Cash Transmit Notes of Miscellaneous Receipts
(COM/C.11 Revised) received daily in the Accounts Office in support of the
debit entries. The main headings of the Balance Sheets and the Account
documents and Returns with which these are checked are given in the charts
below.
CHART SHOWING HOW STATION BALANCE SHEETS ARE CHECKED
WITH ACCOUNTS
DOCUMENTS AND RETURNS
(A)
Coaching Balance Sheet
(B) DEBITS
|
Items in Balance Sheet |
|
Returns or Accounts document with which checked |
1 |
Opening Balance |
1 |
Closing balance of the Balance Sheet for the previous month |
2 |
UTS- Monthly details of transactions in UTS Summary Statement (M-9) |
2 |
Monthly details of transactions in UTS Summary Statement (M-9)
including JTBS YTSK |
3 |
Local Blank Paper Tickets Special Tickets -Platform Tickets UTS
-Excess in Booking |
3 |
Return of Local Blank Paper Tickets (Appendix VII/C-CM). -As per M-9
(to check PRS BPT statement) |
4 |
Local Excess Fares |
4 |
Local Excess Fare Return (COM/R.19 Revised) |
5 |
Local luggage |
5 |
Return of local luggage (COM/L.26 Revised). - Statement generated from
PMS |
6 |
Local animals and birds etc |
6 |
Return of Local animals and birds etc. (COM./L.24 Revised) - Statement
generated from PMS |
7 |
Local Government passengers baggage etc |
7 |
Return of Local Government passengers baggage etc. (COM/P.21 Revised)
- Statement generated from PMS |
8 |
Local parcels outwards ‘paid’ |
8 |
Local outwards Paid parcels Cash Book (COM/C-4A). - Statement
generated from PMS |
09 |
Local motor-cards carriages and boats etc.outwards ‘Paid’ |
09 |
Local outwards motor-cars carriages and boats etc. Summaries. -
Statement generated from PMS |
10 |
Local motor-cards carriages and boats etc. outwards ‘To Pay’ |
10 |
Local motor-cards carriages and boats
etc. summaries |
11 |
Through passengers Ordinary – Printed tickets |
11 |
Machine tabulation of total fares for Through traffic |
12 |
Through Blank Paper tickets Special Tickets |
12 |
Return of Through Blank Paper tickets Special Tickets(Appendix
VII/C-CM). Statement generated from UTS |
13 |
Through Excess fares |
13 |
Through excess Fare Return (COM/R.19 Revised). |
14 |
Through luggage |
14 |
Return of Through animals and birds etc. (COM/L-29 Revised). -
Statement generated from PMS |
15 |
Through animals and birds etc. |
15 |
Return of Through animals and birds etc.(COM/L.27 and 28 Revised). -
Statement generated from PMS |
16 |
Through Government passengers baggage etc. |
16 |
Return of Through Government passenger baggage etc. (COM/P.22Revised).
- Statement generated from PMS |
17 |
Through parcels outwards ‘Paid’ |
17 |
Through outwards Paid parcels Cash Book (COM/C.4B). - Statement
generated from PMS |
18 |
Through motor cars carriages and boats etc Outward ‘To-Pay” |
18 |
Through parcels inwards “To-Pay” Summaries (COM/P.8 and 9 Revised). |
19 |
Through motor-cars carriages and boats etcOtward “To-Pay” |
19 |
Through outwards motor-cars carriages and boats etc. Summaries. |
20 |
Through motor-cars carriages and boats etc inward ’To-pay’ |
20 |
Through inwards motor-cars carriages and boats etc. Summaries. |
21 |
Left luggage demurrage and wharfage |
21 |
Left Luggage demurrage and wharfage return (COM/D.16 Revised)
Statement generated from PMS |
22 |
Sundries |
22 |
Returns of Sundry earnings with MR number Statement generated from UTS
|
23 |
Terminal Tax |
23 |
Statement of Terminal Tax (COM/T.5 Revised). |
24 |
Error sheets and Cash office Disallowances |
24 |
Statement of Error Sheets accounted for/as total of Error Sheets as
shown at the back of Balance Sheet. In online Balance Sheet Error Sheets are
accounted for automatically on the debit side |
25 |
MCT |
25 |
Cash Transmit Notes of Miscellaneous Receipts (COM/C.11 Revised).
Statement generated from UTS |
26 |
Penalty for littering |
26 |
Returns of littering charges |
27 |
GST- UTS/PRS |
27 |
As per M-9/PRS returns. |
28 |
Refund of tickets issued against
i) Credit Card ii) POS iii) UPI iv) RTC |
28 |
Statement generated from PRS/UTS Returns. In online BS refund of
tickets is shown on credit side |
29 |
Security Deposits WRF deposit & other deposits |
29 |
Statement generated from UTS |
30 |
Account to adjust |
30 |
Figure to be worked out by CBS section when total of individual debit
is less or more than the total shown in the Balance Sheet or total of the
individual credit is more than the total credit shown in the Balance Sheet. |
31 |
PRS |
31 |
Statement generated from PRS |
32 |
Under charges on parcels luggage etc |
32 |
Statement of undercharges detected by station on parcel and luggage
etc. Statement generated from UTS |
33 |
Lease charges on parcel traffic |
33 |
Returns of lease charged collected. Statement generated from UTS |
2703
Stations are required to send, monthly, to the Accounts Office, their Coaching
and Goods Balance Sheets even though there has been no transaction during the
month. If either of these Balance Sheets is not received from any station in
time, an Approximate Balance Sheet should be prepared in the Accounts Office in
the manner indicated in paragraph 2750.
2704
The Coaching and Goods Balance Sheets should, on receipt ,be examined to see
that they are signed by the Station Master or Goods Supervisor and that all the
enclosures necessary for their check have been correctly received.
2705
Opening Balance The station opening balance should be compared with the station
closing balance shown in the Balance Sheet for the previous month. If there is
any difference, it should be noted in the "List of Errors" (Columns
13 to 15 of the Balance Sheet) for investigation. A reference should be made to
the station which will probably result in a corrected copy of either the
previous or the current months Balance Sheet being received. The figures in
respect of which any alteration is made in the corrected copy should be
rechecked with the connected Returns. If the alteration involves corrections in
the figures of Returns already received, the corrected copy of the Returns should
be called for and checked before any adjustment is made. In absence of
satisfactory reply from station, necessary debit should be raised for reduction
in Opening balance or ‘account to adjust” head credit should be operated for
any Over casting of Opening balance.
2706
The checked closing balance for the previous month which consists of the
station closing balance and the outstanding added by the Accounts Office up to
the previous month should be brought forward and posted in the Balance Sheet on
the debit side in the column provided for the purpose under the heading To be
filled in by Accounts Office.
2707
Check of Local/Through Traffic Returns with Balance Sheet. — The original
station figures of fares and freight of the various Local/Through Traffic Returns
should be compared with the corresponding figures in the Balance Sheet. If the
amount of the Return is more than that accounted for in the Balance Sheet, the
difference should be noted in the debit column of the “List of Errors” (Column
14) and debited to the station. If however, the amount in the Return is less
than that of the Balance Sheet, it would imply that a part of the Return is
missing. Such differences should be entered in the Register of Missing Returns
maintained for the purpose and the part returns called for from the station for
being subjected to necessary checks. In the case of PRS and UTS transactions,
the Balance sheet amount should be compared with the amount shown in relevant
statements and clarification called for, from the station for any excess
accountal in the Balance sheet. . In absence of satisfactory reply from
station, necessary debit should be raised. In the case of Local/Through
Outwards Goods/Money Coal ‘Paid’ traffic, the total ‘Paid’ amount shown for the
Forwarding Station in the Paid Statement downloaded from system /FOIS should be
utilized to check the correctness of debit taken in the Balance Sheet under the
head ‘Goods/Money Coal Outwards Paid’. In case of difference between the two
figures, necessary clarification to be called from station both in regard to
‘Less in Paid Statement’ and ‘Excess in Paid statement’ and suitable action
taken to ensure that the Paid amount has been correctly accounted for by the
station in the Balance Sheet.
2708
If a complete Return is not received from the station and the amount accounted
for in the Balance Sheet is not susceptible of check, the amount should be
similarly entered in the Register of Missing Returns to enable a watch being
kept over the check of the Return, when received, with the Balance Sheet.
2709
The checked amount of the fares, and freight of the several local/Through
Traffic Returns checked to the extent possible should be entered in the Balance
Sheet on the debit side in the columns provided for the purpose under the
heading “To be filled in by Accounts Office”. The difference between the
figures shown in the Balance Sheet and the figures of the checked relevant returns
should be posted in the Debit or Credit Columns of the “List of Errors”.
2710
Cash Transmit Notes of Miscellaneous Receipts. — All miscellaneous cash
receipts including remittances by Departmental Officers should be received by
Stations 1). In case of issue of MR from UTS/PMS through issue of Money Receipt
(MR) from UTS/PMS and amount to be accounted for under UTS, PMS subhead Cash
Transmit Notes of Miscellaneous Receipts (MCT ) (COM/C. 11 Revised). 2.
Otherwise, through Cash Transmit Notes of Miscellaneous Receipts (COM/C. 11
Revised) in which full particulars of the receipts are given to admit of their
being checked and credited to the proper heads of account. The Cash Transmit
Notes of Miscellaneous Receipts will be received daily from the stations 65
along with the Cash Remittance Note (COM/C. 9 Revised) for the day on which the
Miscellaneous cash has been collected at the station and when there is no such
Cash, the word 'Nil' should be indicated in the space provided for thepurpose
in the Cash Remittance Note. In the case of remittances by Departmental
Officers, the foils of the Miscellaneous Receipts Transmit Notes will also
accompany the Cash Remittance Note. In the computerized environment, the
break-up of details of remittance are extracted through UTS data. Further, the
details are sent by stations on monthly basis through Sundry returns along with
original documents. Cash received under MCT head to be transferred to Division
and not to be included in earning.
2711
The amount of each Cash Transmit Note of Miscellaneous Receipts should be
compared with the corresponding amount as accounted for in the monthly
statement submitted in this respect along with the Balance Sheet, difference,
if any, being dealt with in the manner indicated in paragraph 2707. The total
amount in this statement should then be checked with the debit on this account
in the Balance Sheet.
2712
The Amount of each Cash Transmit Note of Miscellaneous Receipts should be
credited to the proper head of account in accordance with the particulars given
therein. Items creditable to expenditure heads should be adjusted through a
Journal Entry of Transfers between Traffic and General Books, Form A.
2712.These forms should be prepared in carbon duplicate. One copy supported by
the Cash Transmit Notes of Miscellaneous Receipts and the Miscellaneous Cash
Transmit Note, if any, should be sent to the Booking Section of the Accounts
Office for adjustment, the other being retained for record. Full Particulars of
the receipts should be given in the Journal Entries to admit of their being
credited to the appropriate expenditure head.
2713
In order to obviate the necessity of preparing the Journal Entries mentioned in
the previous paragraph, the Accounts Officer may, at his discretion, employ a
system under which the adjustment of receipts creditable to expenditure heads
is effected through the Cash Book instead of through "Transfers". For
this purpose, Cash Transmit Notes of Miscellaneous Receipts received from
stations along with the Cash Remittance Notes should be examined daily. Those
creditable to expenditure heads should be listed and their total shown
separately in the Traffic Cash Check Sheets (A. 1943) to admit of their being
posted in the General Cash Book to the credit of the appropriate expenditure
head instead of Traffic Account.
2714
Check of Special Debits.-Special debits in Station Balance Sheets are generally
in respect of (i)Error Sheets(A.2802),(ii) Disallowances by the
Cashier,(iii)Collection on behalf of the station sand (iv)other miscellaneous
items ,if, any.
2715
The special debits on account of Error Sheets and disallowances should be
linked with the List of Errors and the Register of Error Sheets issued
(A-2808). It should be seen that in respect of such Error Sheets, as have not
been adjusted or admitted, adequate reasons have been given in the List of
Outstanding.
2716
The collections on behalf of other stations should be checked with the credits
taken by those stations.
2717
Credits on account of "Cash". Stations remit their daily collections
either to the Railway Cash Office, through E-Payment, RTGS/ NEFT modes or
Government Treasury or Bank. In either case, a Cash Remittance Note (COM./C. 9
Revised), in two foils or system generated e-CR is submitted by stations daily
to the Cash Office.
2718
The procedure followed in the Cash Office for dealing with station remittances
is given in Chapter XIX. As stated therein, the correct amount with which each
station is credited, is entered in both the second and third foils of the Cash
Remittance Note/ system generated e-CR and the third foil or acknowledged
amount, signed by the Cashier and Cash Witness, is returned by the Cash Office
to the station. It is on the authority of this acknowledgement that the
stations take credit in their Balance Sheets, disallowances, if any, being
either made good by them or shown as outstandings.
2719
The "second" foils of the Cash Remittance Notes will be sent daily by
the Cash Office to the Traffic Accounts Office along with the manual or system
generated Traffic Cash Check Sheet. The latter will show the total amount of
Cash acknowledged to have been received from each station and the grand total
of Cash received from all stations and remitted by the Cashier into the
Treasury/Bank.
2720
It should be seen that a Cash Remittance Note has been received from each
station, Out/City Booking Agency. Under e-CR Note Goods and Coaching CR to be
prepared separately under all cases. In cases in which Goods Offices at certain
stations are authorized to remit their collections separately, it should be
seen that a separate Cash Remittance Note is received from each such office
also. If the Cash Remittance Note of any station, Out/City Booking Agency or
office is missing, the fact should be recorded in a manuscript register and
advised to the Cash Office to enable it to send the original, if left behind,
or to call for copy from the station concerned. The receipt of such missing
Cash Remittance Notes should be watched.
2721
The 'cash' as acknowledged by the Cashier in the Cash Remittance Notes should
be posted daily in a Cash Register in
FormA-2721,the"Coaching''and"Goods"cash of each station being
posted separately. For the sake of convenience, the Register may be kept in
parts (one part for each week or such period as prescribed by each railway).
The object of this Register is to provide figures, in totals, for the ready
check of Balance Sheets.
2722
The entries in the Cash Register for each days should be totaled and the total
verified with the Traffic Cash Check Sheets. For this purpose, it will be found
convenient to maintain the Cash Registers by sections off line corresponding to
the sections in which the Traffic Cash Check Sheets are prepared.
2723
The postings of cash receipts in the Cash Register made from day to days should
first be 67 summarized to arrive at the weekly/periodically and monthly totals.
2724
The cash acknowledged by the Cashier after the third of the month following
that to which it relates should be posted on separate sheets and totaled
separately to provide figures for 'Cash in Transit' for reconciliation of
balances in the Traffic Books with those in the General Books. These figures
should be included in the 'Cash' for the month to which it relates and not in
which it is received in the Cash Office.
2725
The credit taken by stations under the head 'Cash' in the Balance Sheet should
be checked with the monthly totals as shown in the Cash Register/ Traffic Cash
Check sheet. If the figures agree, no further comparison need be made, it being
assumed that the total cash for which credit has been taken by the stations has
been received and remitted into the Treasury/Bank. If, however, the figures do
not agree, a detailed comparison of the daily entries should be made till the
difference is located, when the Cash Remittance Note of the date should be
referred to. Excess credits taken by the stations in the Balance Sheet under
the head 'Cash' should be acted in the 'List of Errors' as debits against the
stations.
2726
Excess acknowledgements of 'cash' by the Cashier should be credited to Sundry
Other Earnings on the debit side of the Balance Sheet. They will be refunded
later, if claimed, provided the title of the claimant to the excess 'cash' is
established.
2727
Credits on account of 'Vouchers". The Vouchers (Credit Notes, Warrants,
Pay Orders, Telegraph Messages to which postage stamps have been affixed,
Messenger Hire Receipts, etc.) will be received daily along with the Cash
Remittance Note (COM./C. 9 Revised) and should, on receipt, be examined to see
that they are in order and that the aggregate of all the 'Vouchers' (Coaching
or Goods, as .the case may be) agrees with the corresponding amount shown in
the 'Vouchers' column of the Cash Remittance Note. The vouchers should be
sorted to separate each kind of vouchers, the Credit Notes and Warrants being
further sorted into 'Local' and 'Through', and separately for each department.
The vouchers should then be posted in a manuscript Voucher Register (A-2728).
The object of this Register is to consolidate the amounts of each kind of
vouchers for the check of Balance Sheets and also to facilitate the tally of
Carriage Bills rendered in their connection to the departments concerned. The
form of the register is left to the discretion of the Accounts Officer.
2728
The total amount for which credit is taken in the Balance Sheet under the head
'Vouchers' (including Pay Orders) should be verified with the total in the
Voucher Register, differences, if any, being traced with the help of the Cash
Remittance Notes and the vouchers concerned. Excess credits for 'Vouchers'
should be dealt with in the same way as those for 'Cash' (Paragraph2725).Any
excess voucher acknowledged by the Cashier, if not taken to account by the
station concerned, should be placed to the debit as well as the credit of the
station in the 'List of Errors' and a reference made to the station which will
probably bring it to account in a subsequent month. The Balance Sheet checker
should then see that both the debit and credit entries are cleared, the former
against the amount billed for and the latter against the amount for which
credit is taken.
2729
The credit for Warrants, and Credit Notes should be afforded in the Station
Balance Sheets on the basis of their station figures, differences, if any,
between the station and checked (billed for) figures being adjusted in the
Traffic Book in the manner indicated in(paragraph3213).
2730
Station Pay Orders.-The appropriation of traffic receipts for departmental
expenditure is 68 governed by the rules laid down in Paragraph 1904&1905.
All Pay Orders received from stations should be checked with reference to these
rules. It should also be seen that:
1)
The Pay Order is signed by an officer authorized to sign it;
2)
Where the sanction of the competent authority is necessary, the fact of the
sanction having been obtained is recorded.
3)
it is cashed within the available dates and at the station to which it is
addressed.
4)
it bears the dated acknowledgement to the payee, and in the case of payment
made to a person other than the payee, the latter' s authority for payment to
his agent is endorsed or attached to it;
5)
receipt stamps, where necessary, are affixed;
6)
the head of account chargeable is given; and
7)
full particulars of the transaction giving rise to the issue of the Pay Order
are recorded.
2731
In the case of Pay Orders involving refunds of fares or freight, it should be
seen that an over charge sheet (COM./O. 7 Revised) duly certified by the
Accounts Officer, where necessary (Paragraph 2403), is forth coming. This rule
does not apply to pay orders issued by the Claims Officer on the authority of
Lists of overcharges of Rs. 2000/-and above supplied by the Accounts
Office(Paragraph 2401). In the latter case, it will be sufficient to link the
pay orders with the lists (Local or Through, as the case may be), suitable
remarks being given on the list to guard against refund being granted more than
once.
2732
The amount of each Pay Order should be debited to the head of account
chargeable.Those chargeable to expenditure heads should be adjusted through the
Journal Entry of Transfers between Traffic and General Books(A-2712).
2733
When, due to insufficiency of funds or otherwise, a Pay Order chargeable to
goods earnings is cashed from 'coaching' receipts or vice versa ,the amount
thereof should be transferred from the 'coaching' to the 'goods' Balance Sheet
or vice versa to admit of its being debited to the proper head of earnings.
Such transfers should be carried out by operating upon the head 'cash'.
Alternatively such transfers may be carried out through a transfer Register in
which will be recorded all such items, and their monthly total will be adjusted
through Traffic Book.
2734
All Officers authorized to issue Pay Orders will send monthly to the Accounts
Office, lists of Pay Orders issued by them. These lists should be used to
verify the genuineness of the Pay Orders cashed from station earnings. In the
case of Pay Orders issued by the Accounts Office itself, the counterfoils will
serve the purpose.
2735
Special Credits.- The special credits taken by stations in the Balance Sheets
fall under 69 two main categories, viz.,
(i)those
advised by the Accounts Office and
(ii)those
taken independently by stations. The former should be checked with the
authority quoted in each case. The latter should be admitted or objected to
according to the circumstances in each case. If disallowed, they should be
entered in the debit column of the 'List of Errors to form part of the
outstanding against stations and should be carried forward from month to month
till the credit is admitted. The following paragraphs describe some of the more
important items of special credits.
2736
Credits on Account of Certified Overcharge Sheets.-Errors in Way-Bills and
Invoices, other than those representing under or overcharges in freight, are
mainly rectified through Overcharge Sheets relating to station outstanding
(COM./O. 7 Revised) which are certified either by the responsible Traffic Officer
or by the station against whom the debit does not lie. Over charge Sheets
pertaining to local/through traffic are checked in the manner indicated in
paragraphs2407to2409.The credits should be allowed to the station on the basis
of checked figures, by debiting the amount to the head of account chargeable as
shown in the 'enfacement' on the Overcharge Sheet. Those chargeable to
expenditure heads should be adjusted through the Journal Entry of Transfers
between Traffic and, General Books(A-2712).
2737
Credits authorized by the Accounts Office- These should be checked with the
original or system generated, as the case may be, Credit Advice Notes (A-2811)
received/issued in support of the credit entries.
2738
Credits on account of short collections recovered at other stations.- When
short collections are noticed, the Station Masters of booking stations advise
the destination or other stations to recover the amount from the party
concerned. If the recovery is effected, the station making the recovery accounts
for the amount as a special debit in the Balance Sheet (Paragraph 2714), the
booking station being informed to enable the necessary credit being taken.
These credits should, if the recovery is effected at a home railway station, be
linked with the special debit in the Balance Sheet of that station where a
suitable remark should be given and credit allowed. If the collecting station
happens to be a station on another railway, a debit for the amount due should
be raised against that railway.
2739
Credits on account of refunds allowed at the time of delivery of goods or
parcels are entered in the List of Refunds(COM/R.12Revised).The credit should
be allowed only for the amount found correct, the balance, if any, being
debited to the station concerned.
2740
Credits for freight on consignments transferred to the Lost Property
Office.-Credits relating to parcels traffic should be verified with the
Statement (Appendix XXII/A-CM)received monthly from the Lost Property Office.
Credits relating to Goods traffic should be verified with the Machine Statement
of Invoices bearing Code No. 6 and List of 'Paid-on' charges compiled in the
Accounts Office. Suitable remarks should be given against the entries in the
relevant Statements/Lists.
2741
Credits for Invoices/Way Bills twice accounted for -: Credits for Local/Through
Parcels Way-Bills twice accounted for should be verified with the Outwards Paid
Parcels Cash Book in the case of 'Paid' traffic in which the Way-Bills are said
to have been twice accounted for, appropriate remarks being recorded in the
relevant Returns. 70 For Goods Traffic In the case of Local/Through invoices,
credits for 'Paid' invoices should be verified with the Paid Statement
available in FOIS Section and those for 'To- Pay' invoices with the Machine
prepared Abstracts returned by the destination station, appropriate remarks
being given against the relevant entry in the Paid Statement/Machine prepared
Abstracts.
2742
Credits for Invoices issued in connection with consignments delivered short of
destination.-When consignments are delivered short of destination, the Station
Master of the booking station on being advised of the fact issues a fresh
invoice to the correct destination (Paragraph 1863- CM). The station at which
the outstanding is created clears the same by taking special credit in the
Balance Sheet. Sending certified overcharge sheet (COM/0.7Revised) to the
Accounts Office in support of the special credit. Such overcharge sheets should
be checked in accordance with the procedure prescribed in Paragraphs 2407 to
2409.Further, in the case of consignments booked 'To-Pay' there will be two
accountals at the station delivering the consignment short of destination-one
at the time of delivery and the other on receipt of the fresh invoice. The out standing
thus created at the station will be cleared by taking special credit
whichshouldbeadmittedintheAccountsOfficeafterverificationofthetwo accountals.
In the case of parcels delivered short of destination, no special credit is
taken by the stations as no fresh Way-Bill is required to be issued, the
delivery of the parcel being effected on the Guards WayBills accompanying the
consignments.
2743
Credits for undercharges deducted from Pay Bills.- These credits should be
verified with the copies of Statements of Recoveries(COM/R.11Revised) showing
the amount actually deducted from Pay Bills and credited to Traffic Account.
2744
Credits for charges due on consignments or Fodder.-These credits should be
verified in accordance with the procedure laid down in Paragraph 2313 and
linked with the amounts billed for against the State Government vide Paragraph
2314.
2745
Credit for Refund of journey Ticket- The credits can be of 2 types manual
Refund and system Refund. The totals of Refund statement should tally with
corresponding Credit in the Balance sheet. Credit for Waival of Demurrage
,Wharfage, WRF Remission Order In case of Refund of WRF and Remission order of
waival of Demurrage and Wharfage if these are remitted in CR Note through Cash
office on daily basis showing as voucher then separate Special Credit should
not be taken for those in Balance sheet. Otherwise WRF Money Receipts and
Remission Orders for Demurrage and Wharfage should be recorded in concerned
return and submitted to Traffic Accounts office on Monthly basis in support of
Special Credit taken in Balance sheet. The first methodology to be ideally
followed keeping in view implementation of e-CR and e-Balance sheet.
2746
Closing Balance The station closing balance should be checked with the outstandings
detailed either in Part I on the 71 reverse of the Balance Sheet or in separate
'list of Outstandings' (COM/0.6), attached to the Balance Sheet. Unadjusted
items of Opening Balance along with unadjusted portion of disallowances and
discrepancies noticed during the course of internal check of station Accounts
of Current month shall constitute Station closing Balance. Therefore, the
closing balance amount should reflect sum of
1.
Closing balance shown by the station,
2.
Debits advised but not accounted by stations through Advice of Internal Check
(AIC) minus credit advised through Credit advice.
2747
The figures posted on the debit and credit sides of the Balance Sheet including
opening and closing balances under the heading "To be filled in by “Accounts
Office", should be totaled and the total debits tallied with the total
credits.
2748
Check of Lists of Outstandings (COM/0.6). The following procedure should be
observed for the check of 'Lists of Outstandings'
1)
The 'Lists of Outstandings' should contain details of all outstanding items
except those pertaining to the month to which the Balance Sheets, relate.
2)
The items included in the Lists should be checked in the Accounts Office by
comparison with the previous month's Lists and with the record of current
debits.
3)
The totals of the Lists should be checked and compared with the closing balance
of the Balance Sheets.
4)
The statements showing items outstanding for six months and over should be sent
to the Traffic authorities with a view to arrange for their early clearance.
5)
All out standings should be either under admitted or disputed and miscellaneous
such as saleable publications.
2749
It is necessary, with a view to prevent the accumulation of Outstandings, that
the Lists should be carefully examined in the Accounts Office. Explanation
should be forthcoming in the Lists, of the steps taken to clear old
Outstandings. It should be seen that reference is given to the correspondence
with the Divisional Commercial Manager) in connection therewith and, if it is
considered that additional steps towards, clearance are necessary, the
(Divisional Commercial Manager) and, if necessary, the (Chief Commercial
Manager) should be addressed direct by the Accounts Officer. In connection with
the examination of the items in the outstanding lists, it should be seen that
Error Sheets, advices of short remittances, base coin memoranda, etc., are
invariably taken to account immediately on receipt by the station of the Advice
of Internal Check (A. 2754) irrespective of the fact whether relevant Error
Sheet/C.R. Note has been received at the station or not and that, in the case
of admitted debits which are not promptly made good, the names of the members
of the station staff responsible for their clearance are noted, against the
items, in order that steps may be taken to recover the amount from the Pay -
Bills.
2750
Approximate Balance Sheet. When a Balance Sheet is not received from a station
before the close of accounts for a month, an Approximate Balance Sheet should
be prepared in the Accounts Office. The opening balance should be the closing
balance of the Balance Sheet for the previous month. The figures of returns and
other documents received in the Accounts Office should be posted on the debit
side. The figures for 'Cash' and 'Vouchers' should be taken from the Cash and
Voucher Registers maintained manually or in system (A. 2722and 2728) and posted
on the credit side. The totals of the debit and credit sides should then be cast
and balanced any difference between the two being posted in the 'List of
Errors' in the debit and credit column, as the case may be. On receipt of the
original Balance 72 Sheet from the station, the entries therein should be
compared with those in the Approximate Balance Sheet, the difference, if any,
being adjusted in.
2751
Advice of Internal Check.- After the check of a Station Balance Sheet is
completed an Advice of Internal Check should be prepared in Form A. 2751,
separately for coaching and goods traffic, and sent to the station concerned.
The Advice compares the closing balance, as shown by the stations, with that
arrived at by the Accounts Office as a result of the check of the various
account documents and Returns. The difference between the two balances should
be supported by details working up to it.
2752
All debits raised by the Accounts Office or disallowance by the Cashier, as
also other discrepancies noticed as also other discrepancies noticed in the
accounts of the station, should be recorded in the Advice insufficient detail
to enable the station to take action for the clearance. Items for the clearance
of which the Accounts Officeis responsible should be grouped and shown as
“Accounts to Adjust”.
2753
Balance Sheets of Out/City Booking Agencies and Lost Property Office.- The
procedure for the check of Balance Sheets of Out/City Booking Agencies and Lost
Property Office is similar to that laid down in the previous paragraphs for the
stations, except that admitted debits not paid in by the Out/City Booking
Agents with in a reasonable time should be recovered from their dues. It should
also be seen that the outstandings in the Balance Sheet at any one timed not
exceed the security deposited by the Out/City Booking Agent for the purpose. If
they do, the excess of the out standings over the security deposit should be
recovered from the dues of the Out/City Booking Agent. If the increase in
outstanding is of a permanent nature, the steps for the enhancement of the
security should be taken.
2754
Change of Balance Sheet Checkers.-The clerks who check the Coaching and Goods
Station Balance Sheets should be changed periodically. This applies
particularly to those checking the Balance Sheets of Headquarters stations and
of other stations having suburban connections with the Headquarters.
Multiple choice questions:
Question 1:
What does the balance in the Station Balance Sheet at the close of the month
represent?
A) The station's total earnings
B) The station master's personal profit
C) Unrealized earnings for which the Station Master is responsible
D) The total cash remitted to the Cashier
Answer:
C) Unrealized earnings for which the Station Master is responsible
Question 2:
What is the primary responsibility of the Accounts Office when checking the
Station Balance Sheet?
A) Ensuring the station has sufficient funds
B) Bringing the figures of various traffic earnings into accord with
corresponding figures in connected Returns
C) Reviewing the station master's performance
D) Calculating the station's monthly expenses
Answer:
B) Bringing the figures of various traffic earnings into accord with
corresponding figures in connected Returns
Question 3:
What action should be taken if the opening balance in the Station Balance Sheet
does not match the closing balance of the previous month?
A) Ignore the discrepancy
B) Adjust the current month's earnings
C) Raise a necessary debit for reduction or operate “account to adjust” head
credit
D) Submit a new Balance Sheet immediately
Answer:
C) Raise a necessary debit for reduction or operate “account to adjust” head
credit
Question 4:
What should be done if a complete Return is not received from the station?
A) Prepare a provisional Balance Sheet
B) Note the amount in the Register of Missing Returns
C) Ignore the Return and proceed with other checks
D) Deduct the amount from the station’s earnings
Answer:
B) Note the amount in the Register of Missing Returns
Question 5:
What is the purpose of the Cash Register in Form A-2721?
A) To calculate the station’s daily expenses
B) To provide figures for checking Balance Sheets
C) To track the number of tickets sold daily
D) To keep a record of employee salaries
Answer:
B) To provide figures for checking Balance Sheets
Question 6:
If the figures in the Cash Register and the Traffic Cash Check Sheets agree,
what is assumed?
A) The station has excess cash
B) The station’s earnings are incorrect
C) The total cash has been received and remitted into the Treasury/Bank
D) The station needs to submit a revised Balance Sheet
Answer:
C) The total cash has been received and remitted into the Treasury/Bank
Question 7:
How should excess credits taken by the station under the head 'Cash' be
addressed?
A) Refunded immediately
B) Credited to the next month's earnings
C) Acted upon in the 'List of Errors' as debits against the station
D) Ignored if they are minimal
Answer:
C) Acted upon in the 'List of Errors' as debits against the station
Question 8:
What should be done if a Cash Remittance Note from a station is missing?
A) Assume it was lost and ignore it
B) Record the fact in a manuscript register and advise the Cash Office
C) Issue a warning to the station
D) Request the station to resubmit all documents
Answer:
B) Record the fact in a manuscript register and advise the Cash Office
Question 9:
What is the purpose of sorting the vouchers received daily with the Cash
Remittance Note?
A) To separate different types of expenses
B) To consolidate amounts for checking Balance Sheets and tally Carriage Bills
C) To ensure that all vouchers are valid
D) To facilitate station management decisions
Answer:
B) To consolidate amounts for checking Balance Sheets and tally Carriage Bills
Question 10:
How should excess acknowledgements of 'cash' by the Cashier be treated?
A) Refunded immediately to the station
B) Credited to Sundry Other Earnings on the Balance Sheet
C) Used to balance future discrepancies
D) Allocated to the station's future earnings
Answer:
B) Credited to Sundry Other Earnings on the Balance Sheet
11. When there is a difference between the amount credited for
'Vouchers' in the Balance Sheet and the total in the Voucher Register, what
should be done?
a) Ignore the difference and proceed
with the closing balance.
b) Trace the difference with the
help of Cash Remittance Notes and concerned vouchers.
c) Adjust the difference in the
following month's Balance Sheet.
d) Report the difference to the
Divisional Commercial Manager directly.
Answer: b) Trace the difference with the help of Cash Remittance
Notes and concerned vouchers.
12. What action should be taken if an excess voucher
acknowledged by the Cashier is not taken to account by the station concerned?
a) The excess voucher should be
adjusted in the Traffic Book.
b) The excess voucher should be
placed to the debit as well as the credit of the station in the 'List of
Errors.'
c) The excess voucher should be
added to the station's closing balance.
d) The excess voucher should be
ignored if it does not affect the closing balance.
Answer: b) The excess voucher should be placed to the debit as well
as the credit of the station in the 'List of Errors.'
13. In what circumstance should Pay Orders be checked for the
signature of an authorized officer?
a) Only when the Pay Order exceeds a
certain financial threshold.
b) Only when the Pay Order involves
a departmental expenditure.
c) Always, regardless of the Pay
Order amount or purpose.
d) Only when the Pay Order is being
cashed from coaching receipts.
Answer: c) Always, regardless of the Pay Order amount or purpose.
14. What should be done if a Pay Order chargeable to goods
earnings is cashed from coaching receipts?
a) The amount should be transferred
from the coaching to the goods Balance Sheet or vice versa.
b) The Pay Order should be
invalidated and a new one issued.
c) The error should be reported in
the station's monthly return.
d) The amount should be recorded as
an outstanding error.
Answer: a) The amount should be transferred from the coaching to
the goods Balance Sheet or vice versa.
15. How should credits for freight on consignments transferred
to the Lost Property Office be verified?
a) By checking against the Paid
Statement in the FOIS Section.
b) By verifying with the Statement
received monthly from the Lost Property Office.
c) By comparing with the Machine
Statement of Invoices.
d) By reviewing the list of
'Paid-on' charges compiled in the Accounts Office.
Answer: b) By verifying with the Statement received monthly from
the Lost Property Office.
16. How are credits for Invoices/Way Bills that have been
accounted for twice verified?
a) By cross-checking with the
Outwards Paid Parcels Cash Book.
b) By comparing the Paid Statement
with the Machine-prepared Abstracts.
c) By adjusting the discrepancy in
the next month’s Balance Sheet.
d) By reviewing the station's closing
balance.
Answer: a) By cross-checking with the Outwards Paid Parcels Cash
Book.
17. What is required for a Pay Order involving refunds of fares
or freight to be considered valid?
a) It must be supported by an
overcharge sheet certified by the Accounts Officer.
b) It must be signed by the Cashier
and countersigned by the Station Master.
c) It must include a receipt stamp.
d) It must be linked with the List
of Refunds (COM/R.12 Revised).
Answer: a) It must be supported by an overcharge sheet certified by
the Accounts Officer.
18. How should credits for undercharges deducted from Pay Bills
be verified?
a) By ensuring the amount deducted
is recorded in the station's Balance Sheet.
b) By comparing with the Statements
of Recoveries (COM/R.11 Revised).
c) By linking with the relevant
Refund statement.
d) By verifying with the accounts of
the issuing station.
Answer: b) By comparing with the Statements of Recoveries (COM/R.11
Revised).
19. What should be done if a Balance Sheet is not received from
a station before the close of accounts for a month?
a) A report should be sent to the
Divisional Commercial Manager.
b) An Approximate Balance Sheet
should be prepared in the Accounts Office.
c) The station should be penalized
for non-submission.
d) The accounts should be closed
without the Balance Sheet.
Answer: b) An Approximate Balance Sheet should be prepared in the
Accounts Office.
20. How often should clerks who check the Coaching and Goods
Station Balance Sheets be changed?
a) Every year.
b) Every month.
c) Periodically, to ensure accuracy
and avoid familiarity.
d) Only when discrepancies are
found.
Answer: c) Periodically, to ensure accuracy and avoid familiarity.
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