Goods Traffic Accounting Records and Returns
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Questions and Answers

What should be prepared in duplicate after tallying machine prepared abstracts?

  • A summary of freight charges
  • Monthly account statements
  • A summary of all railways except the home railway (correct)
  • The delivery book

What forms are used for preparing separate returns for demurrage and wharfage?

  • Form Com.D-14 Rev and Com.W-6 Rev (correct)
  • Form Com.D-13 Rev and Com.W-5 Rev
  • Form Com.D-15 Rev and Com.W-7 Rev
  • Form Com.D-12 Rev and Com.W-4 Rev

When should the returns for demurrage and wharfage be prepared?

  • Once a month
  • Immediately after each charge is made (correct)
  • At the end of the financial year
  • During the annual audit

What should the Station Master verify upon receiving a remission order for charges forgone?

<p>The authenticity and details of the order (C)</p> Signup and view all the answers

Which copy of the machine prepared abstracts is submitted to the Traffic Accounts Office?

<p>One of the two identical copies prepared (D)</p> Signup and view all the answers

What is the primary purpose of the goods outward book?

<p>To record all invoices issued from a station (B)</p> Signup and view all the answers

Under what circumstances can maintenance of the goods outward book be dispensed with?

<p>Under orders of the Chief Commercial Superintendent (B)</p> Signup and view all the answers

Which of the following is NOT a category that requires a separate goods delivery book?

<p>Money coal from non-Government sources (B)</p> Signup and view all the answers

How should the weight and freight figures be recorded in the goods outward book?

<p>In the order of their printed machine numbers (B)</p> Signup and view all the answers

What should be done with the totals under the head 'paid' in the goods outward book?

<p>They should be reconciled daily with corresponding figures (D)</p> Signup and view all the answers

What flexibility is given for recording invoices at stations with low traffic volume?

<p>Only a single delivery book may be used for different categories (B)</p> Signup and view all the answers

If a station receives heavy traffic from a particular source, what is the recommended approach?

<p>To maintain separate delivery books or earmark pages (B)</p> Signup and view all the answers

What is the purpose of maintaining separate delivery books or pages in the same book?

<p>To manage traffic from each zonal and non-Government railway effectively. (D)</p> Signup and view all the answers

How should pages in delivery books be organized for heavy traffic stations?

<p>Two sets of delivery books should alternate recording monthly transactions. (B)</p> Signup and view all the answers

When should inward invoices be recorded in the delivery book?

<p>Immediately upon receipt, regardless of goods receipt status. (B)</p> Signup and view all the answers

What should be done if an invoice is missing the numerical code of a station?

<p>Look up the code from the provided printed list and enter it. (A)</p> Signup and view all the answers

What is the guiding factor for determining the entry month in the delivery book?

<p>The date of issue of the invoice. (A)</p> Signup and view all the answers

What should occur at the close of each period regarding the goods delivery book?

<p>Daily totals should be summarized for the monthly balance sheet. (B)</p> Signup and view all the answers

Why is it important to enter appropriate columns in the delivery book?

<p>To facilitate the comparison of entries with machine prepared abstracts. (C)</p> Signup and view all the answers

What is the purpose of reconciling periodical summaries with relevant returns?

<p>To identify discrepancies and ensure accuracy. (C)</p> Signup and view all the answers

What happens if the delivery book pages are not machine numbered?

<p>They should be manually numbered before use. (A)</p> Signup and view all the answers

What form should be used to post abstracts for money coal traffic forwarded to or via non-Government railways?

<p>Form Com./C-20 (C)</p> Signup and view all the answers

How should the abstracts of through goods be organized before submission?

<p>By each terminal railway and each route (B)</p> Signup and view all the answers

What should the staff first check when tracing an entry in the delivery book?

<p>The numerical code of the station (D)</p> Signup and view all the answers

What is the deadline for closing received abstracts for traffic from non-Government railways?

<p>On the 7th of the following month (A)</p> Signup and view all the answers

What does an asterisk signify in the machine prepared abstracts?

<p>Senders weight accepted (D)</p> Signup and view all the answers

What should be noted for any discrepancies found during the comparison of entries?

<p>Remarks should be given against any faulty entries (D)</p> Signup and view all the answers

What should be ensured when filling in the abstracts for forwarded traffic?

<p>All particulars required by the form are filled carefully (B)</p> Signup and view all the answers

Which statement about invoices received after the month’s close is correct?

<p>They should be carried forward to the following month (B)</p> Signup and view all the answers

What action should be taken when an invoice is found in both the delivery book and machine prepared abstracts?

<p>Place a tick mark against the entry in both documents (A)</p> Signup and view all the answers

If an undercharge is discovered due to error in description and weight, what should be done?

<p>Attach a description of the undercharge to the machine prepared abstracts (B)</p> Signup and view all the answers

What must be done with abstracts at the end of each month?

<p>They must be summarized and sent to the Traffic Accounts Office (B)</p> Signup and view all the answers

What does Para 2017 emphasize regarding the abstracts?

<p>The totals for each pair of stations should be included in the summary (C)</p> Signup and view all the answers

How frequently will the same invoice appear in the machine prepared abstracts when multiple commodities are booked?

<p>As many times as the number of commodities booked (A)</p> Signup and view all the answers

What should accompany the machine prepared abstracts when an undercharge is noted?

<p>A copy of the original invoice with full details (A)</p> Signup and view all the answers

What are the abstracts related to traffic received from or via non-Government railways required to be posted in?

<p>Form Com./G-3 Rev. (C)</p> Signup and view all the answers

How are errors in invoice amounts to be dealt with according to the guidelines?

<p>Follow directives given in paras 1817 and 1818 (A)</p> Signup and view all the answers

What is the proper column used for noting undercharges and overcharges in the abstracts?

<p>Relevant entry column (C)</p> Signup and view all the answers

What should stations compare when checking entries between the delivery book and machine prepared abstracts?

<p>Weight found on weighment and any undercharges (B)</p> Signup and view all the answers

When should the abstracts for forwarded traffic be prepared?

<p>Daily for each transaction (D)</p> Signup and view all the answers

What should staff do with invoices that are correct in weighment during comparison?

<p>Give no remarks against these entries (A)</p> Signup and view all the answers

What should be done if a difference is discovered while preparing test balances?

<p>Trace out the difference and correct it immediately. (C)</p> Signup and view all the answers

Which of the following items is NOT included as debits in the test balance sheet?

<p>Special credits received (D)</p> Signup and view all the answers

What should be done regarding the outstanding amounts for the test balances?

<p>Provide only the page numbers and amounts outstanding. (A)</p> Signup and view all the answers

How should the cash credits be represented in the test balance sheet?

<p>Only new items of special credits should be detailed. (B)</p> Signup and view all the answers

What is a crucial practice for Station Masters and Goods Clerks when dealing with differences in test balances?

<p>To avoid overlooking any differences to prevent complications. (A)</p> Signup and view all the answers

What is the function of maintaining two sets of delivery books at stations with heavy traffic?

<p>To record transactions without interference in the current working. (A)</p> Signup and view all the answers

Which factor is crucial in determining the month for recording an invoice in the delivery book?

<p>The date of issue of the invoice. (C)</p> Signup and view all the answers

What should be done if an invoice lacks the numerical code of the station?

<p>The destination station should find the code using a printed list. (A)</p> Signup and view all the answers

At the end of each period, what summary must be prepared from the goods delivery book?

<p>A monthly general summary of periodical totals. (B)</p> Signup and view all the answers

What is the consequence of not numbering the pages of delivery books before use?

<p>It may result in delays during the end-of-period summary. (A)</p> Signup and view all the answers

What requirement is there for inward invoices received at a station?

<p>They should be recorded immediately upon receipt. (D)</p> Signup and view all the answers

How should entries in the delivery book be filled?

<p>Each entry must be carefully filled in appropriate columns as required. (D)</p> Signup and view all the answers

What action should a Station Master take if machine prepared abstracts are not received by the 22nd of the following month?

<p>Close the goods delivery books and compile the balance sheet based on the existing data. (D)</p> Signup and view all the answers

In comparing the entries between the goods delivery book and machine prepared abstracts, what is the primary basis for the comparison according to the guidelines?

<p>The entries in the goods delivery book should be traced into the machine prepared abstracts. (A)</p> Signup and view all the answers

What detail is crucial for the station staff to ensure is correctly recorded in the goods delivery books for proper comparison?

<p>The numerical code of the originating station. (C)</p> Signup and view all the answers

What should additionally be done if discrepancies are found during the matching of machine prepared abstracts and goods delivery books?

<p>Adjust the balance sheet to address the discrepancies. (D)</p> Signup and view all the answers

What is the last date by which the Station Master should call for the machine prepared abstracts, if not received?

<p>By the 16th of the following month. (D)</p> Signup and view all the answers

When the machine prepared abstracts are received, what must the station staff do first?

<p>Compare them with the corresponding goods delivery books. (C)</p> Signup and view all the answers

Why is it important for the station staff to verify the numerical code in the machine prepared abstracts?

<p>The numerical code must match records for proper reconciliation. (D)</p> Signup and view all the answers

What happens to the goods delivery books after the abstracts are closed for the month without receipt?

<p>They will be closed and filled out based on estimates. (D)</p> Signup and view all the answers

How should the station staff organize the entries from invoices when recording them in the machine prepared abstracts?

<p>In the order of their issue from each station. (A)</p> Signup and view all the answers

What should be the primary action taken for the summary of all railways after totals are cast?

<p>Prepare in duplicate and reconcile with relevant figures. (C)</p> Signup and view all the answers

What method should stations use to prepare demurrage and wharfage returns?

<p>By carbon process immediately after charging. (C)</p> Signup and view all the answers

How should the Station Master handle a received remission order?

<p>Examine its genuineness and check all required particulars. (A)</p> Signup and view all the answers

Where should the pencil and carbon copies of demurrage and wharfage returns be submitted?

<p>Traffic Accounts Office and retained as station records. (B)</p> Signup and view all the answers

What is required to be included in the returns for demurrage and wharfage?

<p>All charges, including those foregone under delegated authority. (A)</p> Signup and view all the answers

What happens if the Station Master finds the remission order invalid?

<p>Report it to the General Manager immediately. (B)</p> Signup and view all the answers

What must stations ensure when filling in abstracts for forwarded traffic?

<p>All entries are clear, correct, and in the proper format. (B)</p> Signup and view all the answers

What must be done with the summary of all railways' figures relating to 'Freight To-pay' and 'Undercharges'?

<p>Reconciled with the delivery book and adjusted in the station balance sheet. (A)</p> Signup and view all the answers

When must duplicates of demurrage and wharfage returns be prepared?

<p>Immediately after each charge has been made. (D)</p> Signup and view all the answers

What ensures that both copies of machine-prepared abstracts are valid?

<p>The seal of the issuing office and complete particulars. (D)</p> Signup and view all the answers

What should be done when an invoice is found with an undercharge due to an error in description and weight?

<p>Attach the original invoice of the copy indicating full particulars of undercharge to the abstract. (D)</p> Signup and view all the answers

Which of the following actions is required when an invoice is located in both the delivery book and the machine prepared abstract?

<p>Place a tick mark against the entry in both the delivery book and the abstract. (C)</p> Signup and view all the answers

In the context of machine prepared abstracts, what does the acceptance of a weight marked by 'senders weight accepted' indicate?

<p>The weight is accepted without adjustment and noted with an asterisk. (C)</p> Signup and view all the answers

When tallying entries from the delivery book and machine prepared abstracts, which detail is NOT required to be compared?

<p>The name of the sender. (D)</p> Signup and view all the answers

What should be noted for any discrepancies found between the delivery book and the machine prepared abstracts?

<p>Provide remarks against all items, regardless of weight accuracy. (C)</p> Signup and view all the answers

How frequently will the same invoice appear in the machine prepared abstracts if a consignment consists of multiple commodities?

<p>Once for each commodity booked. (C)</p> Signup and view all the answers

What is the proper course of action regarding undercharges and overcharges discovered during invoice checks?

<p>Note them in both copies of the abstract against the relevant invoice entry. (D)</p> Signup and view all the answers

Which feature in the machine prepared abstracts indicates an accepted weight as per sender's declaration?

<p>An asterisk next to the weight entry. (D)</p> Signup and view all the answers

What must be done at the end of each month concerning the machine prepared abstracts?

<p>All discrepancies need to be cleared before submission. (B)</p> Signup and view all the answers

What should the station staff first verify when tracing an entry in the delivery book?

<p>The numerical code of the station for that entry. (B)</p> Signup and view all the answers

Flashcards

Goods outward book

A record of all invoices issued from a station. It tracks details like weight, freight, and printed invoice numbers.

Goods delivery book

A book to record goods received at a station. Categorizes traffic (local, through Government/non-Government).

Goods cash book

A book to record cash transactions related to goods. Used to reconcile payments.

Local traffic

Goods transported within the same governmental area.

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Through traffic (Government railways)

Goods transported through government-owned railway lines.

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Through traffic (Non-Government railways)

Goods transported through non-government railway lines.

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Daily reconciliation

Checking and matching figures from different books (e.g., goods books and cash books) daily for accuracy.

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Delivery Book Purpose

A book to record all goods received at a station, including details about the sender and the goods themselves.

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Delivery Book Organization

Delivery books can be organized separately for different types of traffic, such as traffic from different railways, to categorize goods more efficiently.

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Delivery Book Numbering

Pages of delivery books should be numbered consecutively, either manually or by machine, to ensure proper record-keeping.

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Alternate Delivery Books

Stations with high traffic volumes can use two delivery books, alternating between months, to simplify comparison with machine-prepared abstracts.

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Invoice Date Importance

The date of the invoice determines the month in which the entry should be made in the delivery book.

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Recording Invoices On Receipt

All incoming invoices should be recorded in the delivery book immediately upon arrival, even if the goods haven't been received yet.

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Filling Delivery Book Columns

Ensure that all the entries in the delivery book are filled correctly and accurately in the designated columns.

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Missing Station Code

If an invoice lacks the numerical code of the sender station, the destination station should find this code using a reference list and add it to the invoice and delivery book.

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Delivery Book Summary and Reconciliation

At the end of each period (daily or monthly), the delivery book entries are summarized and reconciled with relevant returns to ensure accuracy.

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Delivery Book

A book used to record goods received at a station, categorizing traffic as local or through (Government/non-Government).

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Machine-Prepared Abstracts

A document that summarizes the contents of invoices, including sender's weight, undercharges, and weight found on weighment.

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Tallying Invoice Details

Comparing invoice details in the delivery book and abstracts to ensure accuracy.

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Undercharge

An amount of money less than the correct freight charge, usually due to errors in weight or description.

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Overcharge

An amount of money more than the correct freight charge, often due to miscalculations.

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Tick Mark

A mark placed against an invoice entry in both the delivery book and abstract to indicate the entry has been checked.

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Invoice for Multiple Commodities

An invoice that includes multiple types of items, appearing in the machine-prepared abstracts as many times as the number of commodities.

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Railway Receipt Number

A unique identifier assigned to each invoice.

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Attaching Undercharge Invoice

Attaching the original invoice or a copy showing the undercharge details to the machine-prepared abstracts returned to the Tariff Accounts Office.

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Weight Found on Weighment

The weight of the consignment determined through actual weighing at the station.

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Through Goods Traffic

Goods transported through non-Government railways, steamer companies, or other means of transport, traversing beyond one station's jurisdiction.

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Form Com./C-20

A specific form used for abstracting through goods traffic forwarded to or via non-Government railways for items like money and coal.

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Form Com./G-5 Rev.

A form used for abstracting all through goods traffic other than money, coal, etc., forwarded to or via non-Government railways.

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Abstract of Through Goods Traffic

A daily summary of goods transported through non-Government railways, organized by station, terminal railway, and route.

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Form Com./G-3 Rev.

A form used for abstracting through goods traffic received from or via non-Government railways in duplicate.

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Invoice

A detailed document listing the goods, their quantities, prices, and transportation charges.

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Closing Date for Received Abstracts

The 7th of the following month is the deadline for submitting abstracts for through goods traffic received from non-Government railways.

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Supplementary Abstracts

Extra abstracts used when invoices arrive after the regular monthly closing date.

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Original Amounts in Abstracts

The original invoice amounts are recorded in the 'Paid' or 'To-pay' columns of the abstracts, reflecting the financial aspect of the transactions.

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Traffic Accounts Office

The department responsible for handling and analyzing records related to goods transported through various transportation systems.

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Station Balance Sheet

This financial document summarizes all the financial activity at a railway station. It lists the station's assets, liabilities, and revenue for a particular period.

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Reconcile figures

This means comparing and matching figures from different sources to ensure accuracy. In the context of railways, this involves checking if the totals from one document (like the machine-prepared abstract) match the totals from another (like the delivery book).

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Demurrage

A charge imposed on goods held in the station for longer than the allowed time (usually free) before being picked up or transported further.

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Wharfage charges

These are fees charged for using the station's wharf (a dock) to load and unload goods.

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Comparison of Entries

The process of verifying the accuracy of the entries in both the goods delivery book and the machine-prepared abstracts by carefully matching them based on invoice numbers.

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Numerical Station Code

A unique code assigned to each railway station, replacing the station's name, for use in the machine-prepared abstracts and goods delivery books.

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Balance Sheet Adjustment

When differences are found between the machine-prepared abstracts and the goods delivery book entries, any adjustments are recorded on the station's balance sheet under a specific heading to account for the discrepancies.

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Recording Invoices Immediately

All incoming invoices should be recorded in the goods delivery book as soon as they arrive at the station, regardless of whether the goods themselves have arrived yet.

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Delivery Book Column Accuracy

All information in the goods delivery book should be carefully filled in the correct columns, ensuring complete and accurate details are recorded.

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Missing Station Code Action

If an invoice doesn't have the sender station's numerical code, the receiving station must locate the code using a reference list and add it to the invoice as well as the delivery book.

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Test Balance Sheet

A financial statement used to verify the accuracy of inward goods data. It compares debits (costs) from sources like delivery books and credits (cash received) from the goods cash book.

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Outstanding Items in Test Balance

These are invoices or goods that haven't been fully processed or accounted for in the test balance sheet. They are tracked by page, and the amounts are noted on the back of the sheet.

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Reconciling To-Pay and Undercharges

The process of matching the total amount due for goods (To-pay) and any undercharges found on invoices with figures from the delivery books and other relevant records.

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Special Credits

Non-standard cash receipts that are included in the test balance sheet. These are usually one-time payments or adjustments.

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Trace Out Differences

The process of identifying the cause of any discrepancies found between the test balance sheet and the actual records, and correcting them.

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Study Notes

Initial Books and Returns in Connection with Goods Traffic (2001)

  • Initial Books: The initial books and registers for goods accounts are maintained at stations. These include goods cash book, goods outward book (local/through), goods received and delivery book (local/through), test balance register, goods balance sheet, loading and unloading tally books, weighment register, wagon transfer register, register of siding charges, register of crane charges, and register of wagon registration fees. Separate books are maintained for railway material and stores traffic.

Initial Returns (2002)

  • Prepared by Stations: Stations prepare and submit returns to the Traffic Accounts Office concerning goods traffic. These include abstracts of goods forwarded to/received from non-government railways, summaries of goods forwarded to/received from non-government railways, demurrage and wharfage returns, statement of siding charges, statement of wagon registration fees, statement of crane charges, goods balance sheet with connected documents, and wagon weighed at weighbridges.

Goods Cash Book (2004)

  • Record of Earnings: This book records the progress of goods earnings from all sources. This includes wharfage, demurrage, siding, crane, wagon registration fees, and other income categorized as "Miscellaneous" in the goods balance sheet.
  • Remittances: The cash or vouchers received are immediately posted in the cash book. Daily totals are expressed in words.
  • Certificate: A certificate, signed by the Goods Clerk and countersigned by a Station official, verifies the remittance to Cashier.

Goods Delivery Books (2009)

  • Form Com G-14 Rev. This form is used separately to record traffic.
    • Categories include: local traffic, through goods via non-government railways, through goods from government railways, weight only (local/through), money coal (local/through), and railway materials and stores (local/through).
  • Multiple Traffic Types: At stations handling smaller traffic volumes, one book can cover different types.
  • Heavy Traffic: For significant traffic, separate delivery books are used for each type or, separate pages are dedicated to each type within a single book.

Abstracts of Through Goods (2013, 2014)

  • Forwarded To/From: The abstracts detailed in Form Com/C-20 and Com/G-5 Rev. are used to record through booking transactions to or from non-government railways. They are prepared daily and grouped by station.
  • Received From/Via: Abstracts of goods received from non-government railways and similar entities are kept in identical form.
  • Invoices: Both paid and "to pay" invoices are detailed, and summaries are sent to the Traffic Accounts Department.

Summary of Goods (2017, 2018)

  • Forwarded/Received: Two summaries are produced in Form Com/G-22 or Com/G-10 Rev.
  • Via Summary: Shows traffic to each railway (per station) via each route.
  • General Summary: Summarizes traffic forwarded/received to all railways.

Machine Prepared Abstracts (2020)

  • Traffic Accounts Offices (TAO): TAO sends machine-prepared abstracts for paid and "to pay" traffic via couriers to each station.
  • Compliance: Abstracts not received by the station by the 16th of the month necessitate a call to the TAO via telegraph.

Goods Balance Sheets (2053)

  • Debit Entries: Debit entries include the debit balance from the previous month, monthly traffic earnings (detailed by category), undercharges, discrepancies (cleared and uncleared), siding charges, indemnity note value, crane charges, wagon registration fees, and excess bookings, etc.
  • Credit Entries: Credit entries primarily reflect cash and voucher totals acknowledged daily by the Cashier. Additional credits might relate to specific cases (like overcharge adjustments, etc.).

Transmit Memos (2059)

  • Goods Traffic Returns: Procedures from Para 1346 concerning returns for goods traffic are applicable.

Calendar of Returns (2062)

  • Para 1347: Detailed guidelines for maintaining a calendar of returns are included in this section.

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Indian Railways Goods Traffic Initial Books & Returns (2001) PDF

Description

This quiz covers the essential books and returns related to goods traffic management in railways. It includes details on both initial books maintained at stations and the returns compiled for the Traffic Accounts Office. Test your knowledge on the various registers and their significance in railway goods accounting.

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