Stock Sheets / Stock Verification
Sheets
·
Source: Stores Code Chapter 12
·
Whether book balances of Stores agree
with physical balances? This is the item
to be replied while submitting Annual Statement of Stores transactions of Zonal
Railway to Railway Board duly signed by PFA and PCMM.
·
Object: To achieve the above object, an
independent stock verification is to be done by Accounts Stock Verifiers
(ASVs).
·
To brought out the discrepancies between Ground balances and
Ledger balances of the stores
·
Prepared by SV - Stock Verifier
·
prepared in triplicate from the Field Book of SV in Form
No. S 1260
·
A Stock Verification Report has to be prepared at the time of
posting the Priced Ledger showing the book balance, the ground balance as per
the Stock Sheet and the excess / shortage, if any.
·
Numbering of Stock sheets serially for each unified group of
stores
Instructions:
1.
Stock sheets / Stock
Verification Reports for different categories and qualities of stores should be
clearly so marked.
2.
Entries should be made on one
side only.
3.
Space of 1 or 2 lines - Between two entries
4.
Ensure that all the entries in
the Field book are carried to Stock sheets or not, by giving cross
reference to the field book number and
its page & item number.
5.
The columns of PL Balances, Rate
& Value - filled up by Accounts
Office at the time of posting of Priced Ledgers (PL)
6.
For items that have not
verified - Remarks such as 'Average
weighment', ' Measurement' , ' book balance accepted' should be given in the
remarks column.
7.
Signed by the Stock Verifier (SV)
and Subordinate incharge of the Stores verified such as DMS - Depot Material
Superintedent.
8.
Adjustment / Supplementary
Stock Sheets - Quantities that found subsequent to their verification.
9.
All stock sheets should be
entered in manuscript register in Form S 3261
10. Finalized - within 6 months.
11. In case, the responsible staff for shortage is to retire, this
matter should be finalized before his/her retirement.
12. The Stock sheets and the
explanations there on should be scrutinized by the Sr.ISA (Sr Inspector of
Stores Accounts) to see that every discrepancy has been explained or not. Further explanations should be called for in
regard to remarks that are unsatisfactory. "Accounts Note" will be
issued in such cases.
13. The explanations should be represent facts, clear, intelligible
and definite.
14. In case of analogous/similar items (where sizes only differ) -
adjustments i.e., excess in one category adjusted into shortage of another
category may be passed up to 2 % of the transaction since the date of last
verification.
15. Cost of the missing articles is invariably recovered from the
responsible staff and the same should be noted in manuscript register of
recoveries in Form No. S. 3263
Items
|
Shrinkage
admissible Percentage
|
1. Chalk, White
2. Pumice 3. Asbestos packing |
Not more than 2.5%
moisture
|
4. Coir, loose.
5. Coir, yarn 6. Cotton , raw 7. Cotton , spun 8. Cotton, waste 9. Gum country 10. Jute, country 11. Jute, gasketing 12. Log line 13. Ropes 14. String, scotly 15. Wool, Worsted |
Not more than 5%
|
16. Band, Catgut
17. Brooms, Goa 18. Cane, split 19. Hides and leather goods 20. Moonj, Raw 21. Moonj, Raw 22. Soap |
Not more than 10%
|
·
Additional items (for above shrinkage percentages) may be added with the approval of the General manager.
Additional items (for above shrinkage percentages) may be added with the approval of the General manager.
Accounts Note:
·
Incorporated - All
discrepant items for which satisfactory explanations have not been offered by
the executive
·
Form S 3266
·
Care should be taken to
group all items of similar nature where identical information is required
·
The salient features of
each case of discrepancy should be pointed out in the form of Accounts Notes
·
Submitted to Stores
Accounts Officer for final disposal.
·
Monitoring and control
of Issue Notes - A manuscript register of Accounts Notes in Form No. S. 3267 -
maintained with separate part for the various divisions/depts/depots.
·
The date of final
disposal should be noted in the above register.
·
Register of Important
Irregularities detected by Stock Verification staff to incorporate the result
of the internal check. Maintained in the Accounts Section. - To facilitate the
preparation of the memorandum of results of internal check required to be
submitted to the Railway Board.
·
Half - yearly Report
to GM - on General review of Stock Verification work
·
Depot Stock Sheets -
Prepared by Stores Depots. The object
and disposal is as same as of Stock Sheets prepared by Accounts Dept.
****