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What should Purchase Account Registers include for suppliers with contracts exceeding one year?
What should Purchase Account Registers include for suppliers with contracts exceeding one year?
How should Purchase Accounts Registers be organized for frequent suppliers with annual contracts?
How should Purchase Accounts Registers be organized for frequent suppliers with annual contracts?
What is the purpose of adequate spacing between multiple A.Ts or orders on the same page?
What is the purpose of adequate spacing between multiple A.Ts or orders on the same page?
What is specified regarding the record-keeping of Purchase Accounts Registers?
What is specified regarding the record-keeping of Purchase Accounts Registers?
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For which type of suppliers is a smaller size of register most appropriate?
For which type of suppliers is a smaller size of register most appropriate?
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What is the significance of 'Due to Vendors' mentioned in the details?
What is the significance of 'Due to Vendors' mentioned in the details?
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Which detail is NOT required to be recorded in the Purchase Account Registers?
Which detail is NOT required to be recorded in the Purchase Account Registers?
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What should be done after applying the prescribed checks in the process?
What should be done after applying the prescribed checks in the process?
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Which option describes how columns in the Purchase Account Registers should be structured?
Which option describes how columns in the Purchase Account Registers should be structured?
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Which of the following is a required component in the Purchase Account Registers?
Which of the following is a required component in the Purchase Account Registers?
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What must support the bills submitted by suppliers?
What must support the bills submitted by suppliers?
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What action should be taken if a bill is not supported by a Receipt Note?
What action should be taken if a bill is not supported by a Receipt Note?
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Which of the following is a requirement for a bill to be deemed valid?
Which of the following is a requirement for a bill to be deemed valid?
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What must the rate verification clerk compare on receiving a bill?
What must the rate verification clerk compare on receiving a bill?
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What should the Section Officer do once the bill rates and quantities are verified?
What should the Section Officer do once the bill rates and quantities are verified?
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Which of the following is NOT a method to discharge liabilities incurred in connection with receipts of stores?
Which of the following is NOT a method to discharge liabilities incurred in connection with receipts of stores?
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What is required for direct payments related to local purchases of petty stores?
What is required for direct payments related to local purchases of petty stores?
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Which of the following items is NOT mentioned as being eligible for direct payment?
Which of the following items is NOT mentioned as being eligible for direct payment?
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Book adjustments for payments are applicable to which of the following?
Book adjustments for payments are applicable to which of the following?
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What documentation is necessary for the internal check of bills for stores supplied?
What documentation is necessary for the internal check of bills for stores supplied?
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Which of the following is a payment due to other railways considered eligible for book adjustments?
Which of the following is a payment due to other railways considered eligible for book adjustments?
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In the context of payments, what do loading and unloading charges refer to?
In the context of payments, what do loading and unloading charges refer to?
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What should the Accounts Officer verify regarding the continuity of Purchase Orders?
What should the Accounts Officer verify regarding the continuity of Purchase Orders?
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Which authority must sanction Purchase Orders that exceed the powers of the Controller of Stores?
Which authority must sanction Purchase Orders that exceed the powers of the Controller of Stores?
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What is one reason a Purchase Order may be deemed invalid?
What is one reason a Purchase Order may be deemed invalid?
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What must the Accounts Officer check regarding erasures in Purchase Orders?
What must the Accounts Officer check regarding erasures in Purchase Orders?
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How should the Accounts Officer handle the Purchase Orders once checked?
How should the Accounts Officer handle the Purchase Orders once checked?
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What must be ensured about the rates in Purchase Orders?
What must be ensured about the rates in Purchase Orders?
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What is required regarding the Purchase Orders and the Directorate General of Supplies and Disposal?
What is required regarding the Purchase Orders and the Directorate General of Supplies and Disposal?
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What must the Accounts Officer do with the Receipt Notes?
What must the Accounts Officer do with the Receipt Notes?
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Which of the following is NOT a check that the Accounts Officer must perform on Purchase Orders?
Which of the following is NOT a check that the Accounts Officer must perform on Purchase Orders?
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What should be done if a debit balance arises in the Purchase Account Register from causes other than the stated exceptions?
What should be done if a debit balance arises in the Purchase Account Register from causes other than the stated exceptions?
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What percentage of the value of stores dispatched is usually paid when making pre-acknowledgment payments to suppliers?
What percentage of the value of stores dispatched is usually paid when making pre-acknowledgment payments to suppliers?
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In what manner should the postings of credits in the Purchase Account Registers be maintained?
In what manner should the postings of credits in the Purchase Account Registers be maintained?
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How often should the Purchase Account Registers be inspected by the Section Officer?
How often should the Purchase Account Registers be inspected by the Section Officer?
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What must be done when bills are paid for stores supplied before their acknowledgment?
What must be done when bills are paid for stores supplied before their acknowledgment?
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What form should suppliers use to prepare bills for the supply of stores?
What form should suppliers use to prepare bills for the supply of stores?
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Which officer is responsible for the monthly review of Purchase Account Registers?
Which officer is responsible for the monthly review of Purchase Account Registers?
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Why is it important to avoid debit balances in the Purchase Account Register?
Why is it important to avoid debit balances in the Purchase Account Register?
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What is the consequence of incorrect postings or arrears in the Purchase Account Registers?
What is the consequence of incorrect postings or arrears in the Purchase Account Registers?
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What is the primary purpose of recording separate debit balances against the supplier in the registers?
What is the primary purpose of recording separate debit balances against the supplier in the registers?
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What should be done when a debit balance occurs in the Purchase Account Register under normal circumstances?
What should be done when a debit balance occurs in the Purchase Account Register under normal circumstances?
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What percentage of the value of stores dispatched is typically paid in advance when dealing with well-known firms?
What percentage of the value of stores dispatched is typically paid in advance when dealing with well-known firms?
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How frequently should the Section Officer inspect the Purchase Account Registers?
How frequently should the Section Officer inspect the Purchase Account Registers?
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What action is required once bills for the supply of stores are processed before the actual acknowledgment?
What action is required once bills for the supply of stores are processed before the actual acknowledgment?
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What happens if there are arrears or incorrect postings in the Purchase Account Registers?
What happens if there are arrears or incorrect postings in the Purchase Account Registers?
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Which of the following liabilities can be discharged by direct payment?
Which of the following liabilities can be discharged by direct payment?
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What must the Accounts Officer verify as part of the internal check for stored goods?
What must the Accounts Officer verify as part of the internal check for stored goods?
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Which type of payment arrangement is specifically mentioned for local purchases of petty stores?
Which type of payment arrangement is specifically mentioned for local purchases of petty stores?
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For what kind of transactions are book adjustments used?
For what kind of transactions are book adjustments used?
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Which of the following elements is NOT a requirement for preparing bills submitted by suppliers?
Which of the following elements is NOT a requirement for preparing bills submitted by suppliers?
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What criteria must be met for the internal check of bills related to direct purchases?
What criteria must be met for the internal check of bills related to direct purchases?
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What is a recognized method for discharging liabilities incurred with store receipts?
What is a recognized method for discharging liabilities incurred with store receipts?
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What is the required action for part supplies on a Purchase Order?
What is the required action for part supplies on a Purchase Order?
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How should the total value of items on the Receipt Note be rounded off?
How should the total value of items on the Receipt Note be rounded off?
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What must be verified regarding the figures on the Receipt Note?
What must be verified regarding the figures on the Receipt Note?
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What is the purpose of the Periodical Summaries of Credits to Purchase Accounts?
What is the purpose of the Periodical Summaries of Credits to Purchase Accounts?
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What feature is essential for Purchase Account Registers that manage long-term supplier contracts?
What feature is essential for Purchase Account Registers that manage long-term supplier contracts?
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Which component is necessary to match with the Periodical Summary of Credits?
Which component is necessary to match with the Periodical Summary of Credits?
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Who initiates the maintenance of the Purchase Account Register?
Who initiates the maintenance of the Purchase Account Register?
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What is the primary purpose of chronological numbering in Purchase Account Registers?
What is the primary purpose of chronological numbering in Purchase Account Registers?
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When is a larger size of Purchase Account Register indicated?
When is a larger size of Purchase Account Register indicated?
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What should clerks ensure when filling out the Receipt Note?
What should clerks ensure when filling out the Receipt Note?
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What is the sequence of transactions in maintaining the Purchase Account?
What is the sequence of transactions in maintaining the Purchase Account?
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What aspect must be ensured regarding entries between multiple A.T or orders?
What aspect must be ensured regarding entries between multiple A.T or orders?
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What detail should be monitored for Receipt Notes from authorized agencies?
What detail should be monitored for Receipt Notes from authorized agencies?
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What is a recommended action regarding the organization of Purchase Account Registers for frequent suppliers?
What is a recommended action regarding the organization of Purchase Account Registers for frequent suppliers?
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What is indicated regarding the documentation of payments due to vendors?
What is indicated regarding the documentation of payments due to vendors?
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Which of the following statements is correct regarding corrections on the Receipt Note?
Which of the following statements is correct regarding corrections on the Receipt Note?
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Why should Purchase Account Registers have sufficient columns?
Why should Purchase Account Registers have sufficient columns?
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What is one critical requirement for documenting Purchase Account Registers?
What is one critical requirement for documenting Purchase Account Registers?
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What is emphasized for suppliers with regular dealings with the Stores Department?
What is emphasized for suppliers with regular dealings with the Stores Department?
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What should be ensured regarding the Purchase Orders if there are missing numbers in the sequence?
What should be ensured regarding the Purchase Orders if there are missing numbers in the sequence?
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Which of the following must be checked to ensure compliance with Purchase Policy Rules?
Which of the following must be checked to ensure compliance with Purchase Policy Rules?
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What condition must not be present in Purchase Orders according to the checks?
What condition must not be present in Purchase Orders according to the checks?
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In relation to pricing, what must the Accounts Officer verify regarding Purchase Orders?
In relation to pricing, what must the Accounts Officer verify regarding Purchase Orders?
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When reviewing Purchase Orders, what must the Accounts Officer check regarding the items ordered?
When reviewing Purchase Orders, what must the Accounts Officer check regarding the items ordered?
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What should the Receipt Notes associated with Purchase Orders indicate?
What should the Receipt Notes associated with Purchase Orders indicate?
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Which document must not contain any alterations such as erasures or overwriting?
Which document must not contain any alterations such as erasures or overwriting?
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How should Purchase Orders be arranged after being verified by the Accounts Officer?
How should Purchase Orders be arranged after being verified by the Accounts Officer?
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What must the Accounts Officer do if there are erasures found in a Purchase Order?
What must the Accounts Officer do if there are erasures found in a Purchase Order?
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Study Notes
Chapter XXVIII: Check and Payment of Stores Bills
- Discharging Liabilities: Liabilities incurred in connection with store receipts are discharged by direct payment or book adjustments.
- Direct Payments: Payments are made for purchases arranged by the Controller of Stores, local petty store purchases with Directorate General of Supplies & Disposals authorization, timber, coal, coke, oil fuel, sewing/tailoring charges, import customs duties on stores, loading/unloading charges owed to contractors, port dues, and wharfage. These are for bills submitted for payment related to railway contracts.
- Book Adjustments: These adjustments cover railway inter-departmental transactions (stores returned to depots or manufactured stores supplied by railway workshops), payments to other government departments (where exchange account is available), and payments to other railways. These items were addressed in Chapter XXVII.
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Controller of Stores Direct Purchases: The internal check includes:
- Checking the Purchase Order numbers (S. 714)
- Verification of Receipt Notes (S. 719 or 726), confirming store receipt.
- Maintenance of Purchase Account Registers (S. 2809). This tracks purchase liabilities pending full payment verification.
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Purchase Order Checks (S. 715):
- Continuity of Purchase Order Numbers is crucial; missing numbers should be reported to the Controller.
- Necessary authorizations are in place for any store purchase requiring authority beyond the Controller's power.
- No prohibited stores (items under Directorate General of Supplies and Disposals jurisdiction, or substantial rate variations for the same material) are included.
- Rates and details match supplied agreement if applicable
- There are no erasures or unverified corrections within the Purchase Order document.
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Receipt Note Checks (S. 719/726):
- Linking Receipt Note numbers and dates to the associated Purchase Orders.
- Matching quantities and rates in the Receipt Notes to the Purchase Order details.
- Entries checked, annotated, and initialed to confirm verification.
- Recording the quantities for partial deliveries to the Purchase Order.
- Ensuring the Receipt Notes and entries are consistent. No overwritten figures or unverified corrections.
- Note numbers are numbered consecutively.
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Periodical Summary of Credits (S. 2808):
- If store accounting is decentralized, individual stores accounts will report daily credits to the headquarters.
- This reporting is done through summaries of issues, containing Receipt Notes number, date, and total value. This provides the needed summaries to the local Stores Account Offices.
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Purchase Account Register (S. 2809):
- Maintains purchases then payments transaction history.
- Designated forms (S. 2809) are used.
- Separate pages are provided for each firm or contractor when contracts are for more than a year (sufficient columns for details are required to track contracts for 3 years.)
-
Abstract of Purchase Account Registers (S. 2813):
- Summarizes transactions (credits, debits, balances) each month per contractor.
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Debit Balances (S. 2815):
- Allows for permitted crediting of bill payments before goods are on-hand (if from reliable commercial suppliers).
- Specific postings need to be made for these before permitted payment.
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Bills of Supply (S. 2817):
- Suppliers prepare and send bills of supply to the railway Accounts Officer in a specific form.
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Purchase Register Records (S. 2817):
- Detailed records include bill number, purchase order number, items descriptions, amounts, quantities, rates, and inspection details.
- Other Bill Details Records: Detailed records include proofs of dispatch, inspection certificates, etc. (Note: specific forms, numbers, and dates may be required)
- Bills for Customs Duty: Checks include rates accuracy, invoice agreement, levied duty value, and correct exchange rate.
- Clerical checks and documentation: Various procedural and record-keeping checks and requirements are mandated including specific stamps and other documentation.
- Payment Through Book Adjustments: For railway or other government department services, transfers, or exchange accounts.
- Security Deposits: Handling procedures are outlined for security deposits held with the Railway (money or other securities).
-
Expenditure Register (S. 2862):
- Records are kept on stores expenditure vs. allocations provided to monitor spending.
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Description
Explore the intricacies of checking and paying stores bills as outlined in Chapter XXVIII. This quiz covers the processes involved in discharging liabilities, including direct payments and book adjustments for various types of purchases. Test your knowledge on the roles of the Controller of Stores and the financial transactions specific to railway contracts.
