Document No:
Chapter –7 Stores Management
Version No: 1.0-d0
Date Issued: dd/mm/yyyy
Document Title: MANUAL MAINTENANCE FOR DIESEL LOCOMOTIVES
Revised 2013
Printed: 2015/03/08
Page 144 of 303
checked and signed by the consignee is sent to the controlling officer for countersignature
and onward transmission to the supplier under advice to the bill passing Accounts Office.
A few illustrative points in regard to technical and other checks to be exercised by
consignee and controlling officer are explained below for guidance. These are
supplementary to the procedural instructions of the Stores Department referred to above:
7.9.1
Sometimes Purchase Order are placed FOR destination station. Freight then is
required to be borne by the suppliers and the accepted rate is inclusive of this. In
some other cases Purchase Order specify dispatch of the stores FOR dispatching
station, when freight is to be borne by the consignee. Only in the latter case should
the consignee ordinarily give a credit note to cover the freight charges. In the case
of the first type of Purchase Order i.e. FOR destination, if erroneously the stores are
booked by the supplier on 'freight to-pay' basis, the freight, for which a credit note
is given by the consignee, is recoverable from the bill and the controlling officer
should be advised accordingly.
7.9.2
To avoid errors of this type, it is advisable for consignees to maintain separate
registers, preferably in different colors, to register purchase orders of the two types.
It should also be remembered that loss suffered by the railway due to such errors is
recoverable from the supervisor responsible.
7.9.3
Occasionally suppliers allow a small rebate if their bills are passed within a
specified period. This condition is incorporated in the order itself at the time of
analyzing the order or it may be indicated by the Supplier when submitting his bill.
Such bills should be specially watched and passed in time, both by the consignee
and the controlling officer, to take advantage of the rebate admissible. It should,
however, be noted that tests required to prove the quality of the supply should not
be waived merely to pass the bill by the stipulated date.
7.9.4
Occasionally, orders are placed on ‘time preference' basis i.e., a lower quotation is
passed over and higher quotation accepted to take advantage of the early delivery
offered by the latter. In such cases, delivery of supplies after the stipulated date will
automatically involve imposition of certain penalties on the supplier. Acceptance of
delayed supplies against time preference orders should be in accordance with
instructions on the subject, issued by the Stores Department.
7.10
Verification of Stock:
7.10.1
Instructions for verification of stock by stock verifiers of the Accounts Department
are contained in the Stores Code.
7.10.2
Each stockholder should verify his stocks once in 6 months. He may do so by
verifying certain items every month provided the whole stock is verified in the
course of 6 months prior to April and October every year. The date of verification
should be entered in the relevant page of the tally book/tally card along with the
signature and designation of the official. Excesses and shortages discovered during
the verification should be dealt with as laid down in the Stores Code.
7.10.3
Officers should carry out test verification of stock with Stock Holder under them to
cover important items, the charged-off, surplus stocks and items in which
deterioration is liable to occur, such as insulating varnishes, rubber items and
Draft