Repeat Orders

Repeat Orders

·         When materials are required during a contract period in excess of the quantities contracted for,

·         And such excess is not sufficiently large to justify the invitation of fresh tenders,

·         Then, increasing the quantities suitably under the existing contract is called Repeat Order.

·         However, before placing repeat order, negotiations should be conducted with the supplier for securing the favourable terms.

·         No such Repeat orders to be placed on previously accepted rates obtained on limited or single tenders.  That means, Repeat orders to be placed only in case of open tenders.

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Duties of I.S.A - Inspector of Stores Accounts

Duties of  I.S.A - Inspector of Stores Accounts

1.      To supervise the work of ASV’s working under his control.

2.      To distribute the work evenly among the ASV’s under his control in such a way, to complete the stock verification of stores , T & P in due time.

3.      To make surprise visits to ensure that the ASV’s are actually employed on the duties on which they have been deputed.

4.      To test check the works done by ASV’s wherever considered necessary and furnish Test check report to the Stores Accounts Officer.

5.      To submit Weekly Periodical report to the Stores Accounts Officer of progress made by each ASV.

6.      To attend Auctions where necessary.

7.      Disposal of stock sheets at the earliest and report on the action taken to Stores Accounts Officer.

8.      To overhaul the depot numerical ledgers and accounts of the after completion of Stock verification to see that:

A.      They are maintained in proper order.

B.      They are no unattested corrections or over-written figures in the ledgers and accounts.

C.      Find out any non moving stocks (if any) and bring to the notice of Executives for their disposal.

D.     Investigate the reasons for huge differences between the ground balance and ledger balance of stock items found out during actual stock verification.

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Engineering Plant Reserve

Engineering Plant Reserve

ü  Created for items of Plant which rendered surplus on completion of special works/schemes.

ü  On completion of special works or construction, all useful plants for which there is no demand on the OPEN LINE should be returned to this Reserve by Engineering dept to the nearest Stores depot accompanied by advice note.

ü  So that the items of plant in that reserve will be required for future special works.

ü  Created on each Railway with the previous sanction of the Railway Board.

ü  Maximum financial limit of such reserve is fixed by the Railway Board only.

ü  Engineering Dept. responsible for deciding what materials are to be maintained in that reserve.  Also responsible for arranging inspection of items plant on return from any work, such plant should be attended to and kept in readiness, for issue again, if need be.

ü  Stores Dept. responsible for  maintain the records i.e., receipts, issues and balances of the items in that reserve.

ü  Separate Priced Ledgers are maintained for such Plan represented by the No. painted on the items.

ü  Hired such plants to other Govt. Depts, Private parties:

ü  Resorted to that option, when it is used in the interest of public service.

ü  Hire charges and 12.5 % supervision of all handling , packing, loading and unloading etc also be levied on the parties.

ü  COS is responsible for recovery of such charges.

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Risk Purchase

Risk Purchase

·         is fresh purchase made by the Railways ordered at the risk and cost of the defaulting firm , by cancelling the original purchase order under the conditions of the Contract.

·         It happens, when a firm has failed to make supply against P.O/agreement wholly or in part within the Delivery period including extension granted if any.,   or

·         When supply made has been rejected and the firm has failed to replace the same in spite of additional time having been given.

·         Under the above circumstances, the contractor/supplier shall be liable for any loss which the railway may sustain provided:

·         Such a risk purchase is covered by the Agreement.,

·         Risk purchase is made within 6 months from the date of failure or cancellation of the contract owing to repudiation of the contract before the expiry of delivery period incl: extension period if any.

·         Important points to be observed, while making risk purchase are:

·         Risk purchase should be ordered in the same manner as for the original purchase. That is description, inspection method,  system of tender should be similar to the original purchase.

·         No offer with any unusual condition at variance with the original purchase should be accepted.

·         The defaulting firm should also be invited to tender against the Risk tender even though not obligatory.

·         If acceptable, the defaulting firm’s offer, ensure that the same may be accepted only after paying the security deposit, irrespective of the fact, that the said firm is exempted from depositing security money otherwise.

·         The original contractor becomes liable for to the difference between the higher price incurred and the contracted price.

·         For this purpose, MAR account to be operated for watching the realization of the above said difference amount.

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SMS - Stores Monthly Summary

S M S - Stores Monthly Summary

·         SMS is the summary of all store transactions about Stores issued from Stores Depots to the Consumers /consignees (various executives) during the month.

·         Contains particulars like Depot, Ward, Voucher No., Date of issue, P L (Price List) No, consignee code, Quantity drawn, Rate and Total value debited.

·         Also gives Allocation code and totals for Department and Division.

OBJECTIVE:   

·         To Bring into account, all the Stores Transactions (issues and receipts) about the Zone ( say S C Rly) for stock items, which are booked to Capital P (20-7100) – Stores Suspense Under Demand No.16.

·         Through SMS JV, the above transactions clubbed into FMIS, so the JV is incorporated in the Account Current wherever required.

·         Once the final processing is complete at EDP/SC, the reports generated and sent to WAO’s Offices are as follows.

1.      Transaction Ledger

2.      Stores Monthly Summary

3.      S A A/c (Stock Adjustment )

4.      SINT  A/c ( Stores in Transit)

5.      Sales A/c

6.      Class Ledger

7.      OB (quarterly)

8.      Multi depot print out ( for COS office use)

9.      Exception Report 1 – below the danger level ( for COS office use)

10.  Exception Report 2 – above danger level ( for COS office use)

11.  Exception Report 3 – Out of stock (for COS office use)

·         After the generation of the above reports, SMS JV is generated.

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