Goods Traffic Accounts Overview
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Questions and Answers

What is the primary document used for goods traffic at a railway station?

  • Goods Cash Book
  • Wagon Registration Form
  • Invoice (Railway receipt) (correct)
  • Consignment Note

    • How many foils are typically included in an invoice for local goods traffic?

  • Six
  • Five
  • Four (correct)
  • Three

    • What is the purpose of the second copy of the invoice in goods traffic?

  • It is given to the train guard along with the consignment.
  • It is retained at the originating station for record keeping.
  • It is handed over to the consignor, who forwards it to the consignee for delivery. (correct)
  • It is sent to the Accounts office for accounting purposes.

    • In the context of goods traffic, what does 'To-pay' traffic refer to?

    <p>Traffic where the freight charges are to be paid by the consignee at the destination station.</p> Signup and view all the answers

    Which of the following entries are not found in the Goods Cash Book?

    <p>Consignee details</p> Signup and view all the answers

    What is the purpose of maintaining separate cash books for local and foreign goods traffic?

    <p>All of the above.</p> Signup and view all the answers

    What additional copy of the invoice is handed over to the guard in case of foreign traffic?

    <p>Transit Invoice</p> Signup and view all the answers

    When a consignee requests a re-booking of their consignment, where is the amount due recorded on the balance sheet?

    <p>Under the head 'Paid-On-To-Pay charges'</p> Signup and view all the answers

    If a consignee's request for waiving wharfage/demurrage is approved, what document authorizes the credit entry in the balance sheet?

    <p>A remission order</p> Signup and view all the answers

    What happens to a consignment if the consignee doesn't pick it up after the specified time and notification?

    <p>It is transferred to the lost property office after authorization.</p> Signup and view all the answers

    When are debit entries taken in the balance sheet for government publications like timetables supplied to stations?

    <p>When they are ordered by the station from the supply officer.</p> Signup and view all the answers

    When overcharges are detected on 'inward to-pay freight' at the destination station, how are they handled?

    <p>The correct freight is recovered and the excess is treated as refunded.</p> Signup and view all the answers

    How many copies of the invoice list are initially prepared for each bundle of outward traffic?

    <p>Three</p> Signup and view all the answers

    What is the primary purpose of the Goods Delivery Book?

    <p>To maintain records of received invoices and freight details</p> Signup and view all the answers

    What is the process for invoices before being entered into the Goods Delivery Book?

    <p>They undergo a 100% check for under/overcharges</p> Signup and view all the answers

    What is the 'Machine Prepared Abstract' (MPA)?

    <p>A record of total inward traffic for a destination, generated from invoices</p> Signup and view all the answers

    Why is the Goods Delivery Book used as the base for comparison with the MPA?

    <p>It ensures that all invoices issued for a station have been accounted for</p> Signup and view all the answers

    What are 'Forced Entries' in the context of the MPA and Goods Delivery Book?

    <p>Entries originally from the MPA, added to the Delivery Book</p> Signup and view all the answers

    After the comparison between the MPA and the Goods Delivery Book, the MPA becomes known as a:

    <p>Converted Abstract</p> Signup and view all the answers

    What additional documents are sent to the accounts office with the balance sheet?

    <p>Four annexures detailing earnings, inked entries and discrepancies</p> Signup and view all the answers

    Which of the following is NOT a mentioned specific annexure sent with the balance sheet?

    <p>A daily sales and revenue forecast summary</p> Signup and view all the answers

    How are discrepancies in credit advice notes typically resolved by the accounts office?

    <p>By accepting station's clarification or justification, or by transferring to 'admitted debit' upon objection.</p> Signup and view all the answers

    What happens to undelivered inward to-pay freight consignments at the end of the month?

    <p>They are delivered the following month upon remittance of cash.</p> Signup and view all the answers

    Under what circumstances is an inward to-pay freight consignment handed over to the lost property office?

    <p>If the consignee does not claim it within the stipulated time after being served a notice.</p> Signup and view all the answers

    How is credit taken in the balance sheet when a consignee requests rebooking to a new destination station?

    <p>Under the head 'paid-on-to-pay'.</p> Signup and view all the answers

    How is an overcharge on an inward to-pay freight consignment handled after it is identified during invoice checks?

    <p>The correct freight is recovered, and the overcharge is treated as a refund.</p> Signup and view all the answers

    In which of these cases is a certified overcharge sheet not issued by the forwarding station?

    <p>When the consignment is delivered at a station other than the destination.</p> Signup and view all the answers

    How is credit taken in the balance sheet in the case of double accounting of an invoice?

    <p>Based on the double accountal statement prepared by the station.</p> Signup and view all the answers

    When is wharfage/demurrage due on undelivered consignments entered in the delivery book?

    <p>At the end of the month.</p> Signup and view all the answers

    What happens to the outstanding wharfage/demurrage on undelivered consignments?

    <p>It is cleared the following month by recovery at the time of delivery.</p> Signup and view all the answers

    Under what category is credit taken in the balance sheet when wharfage/demurrage is recovered at time of delivery?

    <p>Under the head ‘cash’.</p> Signup and view all the answers

    What is the primary characteristic of station outstanding?

    <p>It is the difference between the debit and credit side of the balance sheet before balancing.</p> Signup and view all the answers

    Why does Imprest/Floating Cash typically remain as a station outstanding?

    <p>Because it's used for daily operational expenses and a fixed amount is always needed.</p> Signup and view all the answers

    How is a cashier's debit typically cleared?

    <p>By remitting the exact owed amount in cash within three days.</p> Signup and view all the answers

    What happens when a station employee disputes a debit raised by the accounts office?

    <p>It becomes known as a 'Not Admitted Debit' and is subject to ongoing correspondence.</p> Signup and view all the answers

    If an employee responsible for an admitted debit is transferred, how can that debit be cleared for the original station?

    <p>By transferring the debit to the new station under Part–II of the balance sheet.</p> Signup and view all the answers

    Where is the credit taken in the balance sheet when an admitted debit is recovered from an employee through their salary?

    <p>Part-II of the balance sheet as special credit under deduction list.</p> Signup and view all the answers

    How does the station take credit in the balance sheet for cash remitted to the chief cashier?

    <p>Based on the acknowledgement copy of the Cash Remittance Note.</p> Signup and view all the answers

    What is unique about Imprest cash in terms of clearance at the end of the month?

    <p>It cannot be cleared and continues to remain outstanding.</p> Signup and view all the answers

    What does 'Admitted Debit' imply regarding a debit raised by the accounts office?

    <p>It means the station acknowledges and has accepted the debit.</p> Signup and view all the answers

    How quickly does the text stipulate that a Cashier's debit must be cleared following the identification of the discrepancy?

    <p>Within 3 working days upon recognition.</p> Signup and view all the answers

    If a refund application for overcharged inward freight is submitted to the Claims Office, to which office is the application subsequently forwarded?

    <p>The Traffic Accounts Office</p> Signup and view all the answers

    Which section of the Station Balance Sheet indicates the station's uncleared financial obligations at the end of the month?

    <p>Closing balance on the Credit side</p> Signup and view all the answers

    What does "Special Credit" refer to within the context of the station's credit side of the Goods Balance Sheet?

    <p>Credit taken on the basis of Credit Advice notes, Remission orders etc.</p> Signup and view all the answers

    What is the deadline for a station to submit the Goods Balance Sheet to the Traffic Accounts Office?

    <p>On or before the 5th day of the following month</p> Signup and view all the answers

    In the context of refund processing, what does 'Voluntary Refunds' refer to?

    <p>Refunds resulting from overcharges detected during initial checks by the Accounts Office</p> Signup and view all the answers

    What type of entries are made in the Goods Delivery Book based on the Machine Prepared Abstract (MPA)?

    <p>Forced Entries</p> Signup and view all the answers

    Which of the following is the correct sequence of preparing invoices for railway goods traffic?

    <p>Invoice list preparation, bundling, check at station, entry to delivery book</p> Signup and view all the answers

    What is the purpose of comparing the Machine Prepared Abstract (MPA) with the Goods Delivery Book?

    <p>To ensure all booked inward traffic is accounted for in both records.</p> Signup and view all the answers

    What is the key distinction in the handling of invoices between local and foreign goods traffic?

    <p>Foreign traffic includes an additional 'Transit Invoice' copy that is given to the guard, not present in local traffic.</p> Signup and view all the answers

    When a goods consignment is classified as 'outward paid traffic', what does this indicate about the payment status?

    <p>The freight is paid in advance by the consignor at the originating station.</p> Signup and view all the answers

    What does 'Converted Abstract' refer to in the context of the Machine Prepared Abstract (MPA)?

    <p>The abstract after missing entries comparisons with Goods Delivery Book.</p> Signup and view all the answers

    What is the significance of the Goods Cash Book at a railway station concerning invoice management?

    <p>It records invoices for paid goods traffic sequentially and all other goods earnings, providing a daily cash position.</p> Signup and view all the answers

    Which information is NOT recorded in a 'Goods Delivery Book'?

    <p>Number of employees handling the delivery</p> Signup and view all the answers

    If discrepancies are detected upon checking invoices in the accounts office, what is the immediate action taken?

    <p>The accounts office informs the stations of the discrepancies they found.</p> Signup and view all the answers

    What is the procedure for handling a cancelled invoice within the Goods Cash Book?

    <p>Cancelled invoices are entered clearly with a specific marking to show their cancellation.</p> Signup and view all the answers

    What are the ‘Inked entries’?

    <p>Entries made in MPA on the basis of goods delivery book</p> Signup and view all the answers

    What is the chronological order for dispatching invoices at each stage of the goods traffic process?

    <p>Station Record, Railway receipt, Accounts Office copy, Destination station copy</p> Signup and view all the answers

    What is the immediate action, based on the text, that a railway station employee does at the end of each day, related to the Goods Cash Book?

    <p>Reconcile total cash available at the station against the cash book's totals, then dispose of the cash.</p> Signup and view all the answers

    What does Annexure 'A' represent when sent with the balance sheet to the accounts office?

    <p>Total earnings from inward paid &amp; to pay, zone wise</p> Signup and view all the answers

    Which type of traffic has separate 'Goods Delivery Book' maintained?

    <p>Local and Foreign Traffic</p> Signup and view all the answers

    In the context of goods traffic, where is the second copy of the invoice ultimately delivered?

    <p>It is given to the consignor who then sends it to the consignee, to use for delivery.</p> Signup and view all the answers

    When a consignee requests re-booking, and the associated amount due is included in the new invoice, under what specific category is the corresponding credit taken in the balance sheet?

    <p>Paid-On-To-Pay charges</p> Signup and view all the answers

    If a consignee's request to waive wharfage or demurrage is approved, what is the precise term for the document that authorizes the corresponding credit entry in the balance sheet?

    <p>Remission Order</p> Signup and view all the answers

    When a consignment is moved to the lost property office due to the consignee’s failure to take delivery, what is the specific balance sheet category under which the credit is recorded?

    <p>Transfer to lost property office</p> Signup and view all the answers

    When government publications are sold at a station, under what balance sheet heading is the corresponding credit recorded?

    <p>Cash</p> Signup and view all the answers

    When outdated government publications are returned to the Supply Officer, where is the credit specifically recorded in the balance sheet?

    <p>Part II - Return to Supply Officer</p> Signup and view all the answers

    How are overcharges on 'inward to-pay freight' managed at the destination station at the time of delivery?

    <p>The correct freight is charged, and the overcharge is recorded as an immediate refund.</p> Signup and view all the answers

    Where is the record of undercharges made according to the text, when found at the delivery station?

    <p>In the relevant columns of Delivery Book and invoice.</p> Signup and view all the answers

    When undercharges are found on an incoming invoice, where is the debit recorded, alongside any services also debited?

    <p>Along with debits for services such as inward to-pay freight.</p> Signup and view all the answers

    What specific action is taken regarding outstanding costs for unsold government publications?

    <p>They are carried over as outstanding and cleared on actual sale.</p> Signup and view all the answers

    When a refund list is prepared at the end of the month to claim refunds for overcharges, where is the credit taken in the balance sheet?

    <p>Refund List will be prepared at the end of month; credit will be taken in the Balance Sheet.</p> Signup and view all the answers

    When a consignment is delivered at a station other than its original destination, under which category is special credit taken in the balance sheet?

    <p>Certified Overcharge Sheet</p> Signup and view all the answers

    If a consignee does not take delivery of an inward to-pay freight item and it is moved to the Lost Property Office, how is credit taken in the balance sheet?

    <p>Under the head for undelivered items, after proper sanction</p> Signup and view all the answers

    In the case where a consignment is entirely damaged while it is being transported, which entity issues the certified overcharge sheet for credit entry?

    <p>The Chief Commercial Officer (CCO)</p> Signup and view all the answers

    When credit is taken in the balance sheet for Inward To-Pay freight due to a rebooked consignment, how is the initial outstanding recorded?

    <p>It is included in the amount to be recovered at the new destination</p> Signup and view all the answers

    When a 'double accountal' of an invoice has occurred, on which document is the credit taken in the balance sheet based?

    <p>The double accountal statement prepared by the station</p> Signup and view all the answers

    If a consignee is delivered a consignment after paying for wharfage/demurrage, where is the recovered amount initially recorded?

    <p>In the relevant column of the delivery book</p> Signup and view all the answers

    How is the outstanding wharfage/demurrage due on undelivered consignments at the end of the month accounted for in the balance sheet?

    <p>It is debited, before the recovery is made in the following month</p> Signup and view all the answers

    When outstanding wharfage/demurrage from a previous month is recovered at the time of delivery, under what head is credit recorded in the balance sheet?

    <p>Under the 'cash' head</p> Signup and view all the answers

    What is the immediate action taken when an overcharge is detected during the check of an inward to-pay freight invoice?

    <p>The correct freight is recovered, and the overcharge is treated as refunded</p> Signup and view all the answers

    If a station provides justification for an amount they collected, on whose acceptance is the related credit advice note cleared?

    <p>The accounts office</p> Signup and view all the answers

    Study Notes

    Goods Traffic Accounts

    • Goods traffic refers to consignments transported by goods trains at railway stations.
    • Initial documents for goods traffic are invoices (railway receipts).
    • Goods traffic is categorized into inward and outward traffic.

    Inward Traffic

    • Inward traffic is further divided into inward paid traffic and inward to-pay traffic, both categorized as local and foreign.

    Outward Traffic

    • Outward traffic is divided into outward paid traffic and outward to-pay traffic, both categorized as local and foreign

    Invoice Books

    • Separate invoice books are used for each traffic type.
    • Serial numbers are printed on the books using a machine.
    • Local traffic uses four foils, while foreign traffic uses five foils.

    Station Records

    • Local Traffic:
      • Railway receipt
      • Accounts Office copy
      • Destination station copy
    • Foreign Traffic:
      • Railway receipt
      • Accounts Office copy
      • Destination station copy
      • Transit Invoice

    Goods Cash Book

    • Maintained separately for local and foreign goods traffic.
    • Contains serial entries for invoices of paid goods traffic.
    • Includes details like RR and invoice numbers, destination station, goods class, freight paid, and any cancellations.
    • Records other goods earnings (e.g., Wagon Registration Fees).
    • Daily totals are recorded and final cash balance is checked.

    Invoice Copies Disposal

    • Accounts copies of invoices are sent to the accounts office on designated dates.
    • Separate bundles are prepared for outward paid local/foreign and outward to pay local/foreign traffic
    • Copies are prepared in triplicate. One copy is kept at the station, and two are sent to the accounts office. One copy is returned to acknowledge.

    Goods Delivery Book

    • Entries are made for each received invoice.
    • 100% check is done for undercharges and overcharges.
    • Details are recorded in dedicated columns for local and foreign traffic.
      • RR number
      • Invoice number
      • Forwarding station
      • Commodity class
      • Consignment receipt date and time
      • Consignment description
      • Freight paid

    Machine Prepared Abstract (MPA)

    • All invoices are checked, and discrepancies are noted.
    • An abstract is prepared based on these invoices which is the MPA.
    • The MPA details total inward traffic for each destination station.
    • The MPA is compared with delivery books to confirm all issued invoices have been recorded.
    • "Forced Entries" are made in delivery books based on MPA; "Inked Entries" are made in MPA using delivery books as a base.
    • Converted abstract is the MPA after all comparisons.

    Station Outstanding and Clearances

    • Any differences between debit and credit sides are termed Station Outstanding.
    • Unpaid or uncleared liabilities at month-end are also considered outstanding
    • Unpaid items are cleared in the following month.

    Imprest/Floating Cash

    • Station cash is provided for bills and coins during booking.
    • This amount is outstanding at the end of the month.

    Cashier's Debit

    • Cash collected at the station is remitted daily.
    • Acknowledgement copies are compared to station copies to check discrepancies; differences are recorded as cashier's debit or credit.
    • Cashier's debit must be cleared within 3 days through cash payment.

    Account Office Debit/Error Sheet

    • Debits are raised for financial losses due to errors.
    • These are called "Admitted Debits" if acceptable to the station.
    • Accepted losses are recovered from responsible employees and credited to the accounts.
    • If disputed, the debits are recorded as "Not Admitted Debits".
    • Adjustments are made to the accounts of stations for financial loss due to errors through documents and returns.

    Inward To-Pay Freight

    • Undelivered consignments at month-end are delivered in the following month.
    • If the recipient does not claim the delivery after notification, the freight is recorded.
    • Notice is sent, and if no delivery occurs within time, the goods are transferred to a lost property office.
    • Outstanding freight is recorded as "paid-on-to-pay" when application for re-booking is made.

    Wharfage/Demurrage

    • Wharfage/Demurrage are recovered from recipients at the time of delivery when due.
    • Amounts due are recorded in the Delivery Book.
    • Amounts due on undelivered consignments are totaled at the end of the month and recorded in the balance sheet.

    Cost of Government Publications

    • Government publications (e.g., timetables, bonds) are provided on demand.
    • Cost is recorded as a debit on the Balance Sheet.
    • Sale of publications is credited.
    • Outdated publications return to the supply officer

    Overcharges/Undercharges

    • Invoices are checked for overcharges or undercharges.
    • Recorded in relevant delivery book columns.
    • Appropriate adjustments in accounts are made if overcharges or undercharges are found.

    Overcharges Refunds

    • Overcharge refunds are possible if found before delivery, but not after unless returned to the station within six months.
    • Refund orders are prepared to record the refunds.
    • Cash payments are made to parties via claims and accounts offices.

    Goods Balance Sheet

    • Monthly statement for traffic accounts.
    • Accounts are split into "Debit" and "Credit" sides.
    • Details include opening balance, current and specific debits, and credits (e.g., cash).
    • Closing balance (station outstanding) is calculated at the end of the month.

    Goods Returns

    • Daily, periodical, and monthly returns are categorized (e.g., cash remittance note, invoice list, error sheet list).

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    Description

    This quiz covers the essentials of goods traffic accounts, including types of goods traffic, invoice documentation, and station records for both local and foreign traffic. Test your understanding of inward and outward traffic, and the specific requirements for each category.

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