Handling Bills Examination
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Questions and Answers

What must be verified about the person to whom the handling bills are addressed?

  • They must have a specific clearance from the Railway Ministry.
  • They must be authorized for loading and unloading work. (correct)
  • They must be a government official.
  • They must be the owner of the goods.

What is required to be included with the handling bills upon submission?

  • An authorized agreement and security deposit. (correct)
  • A payment receipt.
  • A letter of compliance.
  • An invoice for the goods handled.

Which of the following should NOT be present in the handling bills?

  • The month the bills pertain to.
  • An explanation letter. (correct)
  • The name of the station.
  • Signature of concerned parties.

Which document is essential when checking the handling bills for goods outwards?

<p>Local/Through paid statement. (D)</p> Signup and view all the answers

What signifies that handling bills are time-barred?

<p>They are submitted after the deadline. (C)</p> Signup and view all the answers

What type of handling bills requires verification against machine prepared abstracts?

<p>Goods Inwards. (C)</p> Signup and view all the answers

Which of the following is NOT a role of the Accounts Office regarding handling bills?

<p>Approving security deposits. (D)</p> Signup and view all the answers

What does 'Local/Through Outwards Paid Parcels Cash Book' refer to in the context of handling bills?

<p>A record of payments received for sent parcels. (B)</p> Signup and view all the answers

What indicates that an agreement related to handling bills has been accepted?

<p>An authorized stamp. (B)</p> Signup and view all the answers

How should discrepancies in weight columns be addressed according to handling bill verification?

<p>Through checks made by the Accounts Office. (D)</p> Signup and view all the answers

What should be primarily checked in handling bills to ensure no repeated claims?

<p>Previous work that has been claimed and paid (D)</p> Signup and view all the answers

Which item must be included in the statement of goods not lifted by contractors?

<p>Weight of goods handled by mills under special arrangements (D)</p> Signup and view all the answers

What is NOT one of the specified weights to deduct from a bill?

<p>Weight of goods claimed by contractors (C)</p> Signup and view all the answers

How should records regarding weight discrepancies be handled according to the procedure?

<p>Through the use of overcharge sheets for adjustments (A)</p> Signup and view all the answers

What kinds of goods are considered in the checking process of weighed items?

<p>Parcels that were paid for but not picked up (A)</p> Signup and view all the answers

What must be verified when checking ‘To-Pay’ parcels?

<p>The summaries presented by destination stations (C)</p> Signup and view all the answers

Which aspect of loading should be monitored according to the guidelines?

<p>The involvement of private firms in handling (C)</p> Signup and view all the answers

What does the weight of goods that have been twice accounted for indicate?

<p>They need to be included in the deduction calculation (A)</p> Signup and view all the answers

How should weight records be documented to ensure accuracy in billing?

<p>Via verified statements from all handling parties (D)</p> Signup and view all the answers

Which document ought to detail the particulars of Inwards Paid Parcels?

<p>Guards foils of Paid Parcels Way-Bills (A)</p> Signup and view all the answers

What should be kept in the Accounts Office for reference regarding the handling of goods?

<p>A record of rates sanctioned by competent authority (C)</p> Signup and view all the answers

What is a key element that TIA should check in the handling bills of important stations?

<p>The weights of all consignments that have not been handled (B)</p> Signup and view all the answers

What must be confirmed about bills received for transshipment of goods?

<p>They are countersigned by the Divisional Officer In charge of the Commercial Department (A)</p> Signup and view all the answers

What should be done if a bill contains disallowed amounts?

<p>Reduce the disallowed amount from the bill or raise a necessary debit for recovery (A)</p> Signup and view all the answers

What type of special rate agreements must be verified in handling bills?

<p>Special rates for handling heavy packages and minerals (A)</p> Signup and view all the answers

What is a requirement when scrutinizing bills for the transfer of goods?

<p>They should not exceed the sanctioned rates in force (D)</p> Signup and view all the answers

What action should follow the checking of non-lifted goods' statement?

<p>Return it with the Inspection Report to the Accounts Officer (A)</p> Signup and view all the answers

Which bill should be scrutinized to ensure fair evidence of work done?

<p>Bills for transshipment involving change of gauge (C)</p> Signup and view all the answers

Which action must be taken if special higher rates are found allowed where not permitted?

<p>Disallow the excess charges (B)</p> Signup and view all the answers

Who carries out the Test Check of handling bills at important stations?

<p>The TIA (C)</p> Signup and view all the answers

Which weight item is NOT deducted from the total bill when calculating the net weight payable?

<p>Weight of goods issued under special arrangements (D)</p> Signup and view all the answers

What is the purpose of the 'Statement of goods not lifted by contractors' in handling bill verification?

<p>To ensure no amount is claimed twice (B)</p> Signup and view all the answers

Which of the following items requires extra verification when checking handling bills?

<p>Invoices for twice issued goods (B)</p> Signup and view all the answers

In the context of handling bills, the weight of which goods would typically NOT be included in the net weight payable?

<p>Goods sent through local transshipment (D)</p> Signup and view all the answers

Which of the following does NOT apply to weights deducted from handling bills?

<p>Weight of goods under special loading contracts (A)</p> Signup and view all the answers

What should not be included in the overall verification process of handling bills?

<p>Weights recorded by contractors for other jobs (C)</p> Signup and view all the answers

Which one of the following aspects is essential during the verification of handling bills?

<p>Reviewing the accuracy of invoices against the statement (A)</p> Signup and view all the answers

Which scenario would likely prompt a need for a refund overcharge sheet?

<p>Errors detected in the stated weight of goods (C)</p> Signup and view all the answers

What procedural action should follow the assessment of goods not lifted by contractors?

<p>Immediate billing adjustments (B)</p> Signup and view all the answers

Which of the following statements is true regarding the examination of handling bills upon receipt?

<p>The name of the station must be mentioned in the bills. (D)</p> Signup and view all the answers

What is necessary for an agreement related to handling bills to be considered valid?

<p>Deposit of security with the railway must be confirmed. (A)</p> Signup and view all the answers

During the check of handling bills, which document is essential to validate the verification of 'To-Pay' parcels?

<p>General Summaries of Local/Through Outwards 'To-Pay' parcels. (B)</p> Signup and view all the answers

What should be done if handling bills do not include accompanying statements?

<p>They must be rejected until complete. (D)</p> Signup and view all the answers

Which of the following items is NOT part of the necessary checks during handling bills examination?

<p>Confirmation about the contractor's previous performance. (D)</p> Signup and view all the answers

What refers to discrepancies that must be resolved based on weight handling procedures?

<p>Issues found in the abstracts returned from the destination station. (A)</p> Signup and view all the answers

Which check involves the examination of Local/Through machine-prepared Abstracts?

<p>Handling bills for goods inwards. (D)</p> Signup and view all the answers

What consequence occurs if a handling bill contains amounts that are disallowed?

<p>The bill needs to be rectified before submission. (C)</p> Signup and view all the answers

What key aspect should be taken into account when handling 'Local/Through Paid' parcels?

<p>Verification against the Outwards Paid Parcels Cash Book. (A)</p> Signup and view all the answers

Which statement is true regarding the bills received in the Accounts Office for transshipment of goods?

<p>They require countersigning by the Divisional Officer Incharge of the Commercial Department. (C)</p> Signup and view all the answers

What should be done if an amount is disallowed during the checking of handling bills?

<p>The Accounts Office should raise a necessary debit for recovery. (A)</p> Signup and view all the answers

What must be confirmed regarding the rates in handling bills for heavy packages?

<p>The details of the weight charged should be clearly stated in the bill. (B)</p> Signup and view all the answers

What should the TIA check to supplement the Accounts Office's check?

<p>It must ensure that consignment weights not handled are deducted as distinct items. (A)</p> Signup and view all the answers

Which condition must be met for bills related to transferring goods from sick to fit wagons?

<p>There should be evidence of the work claimed being performed. (D)</p> Signup and view all the answers

What is assessed about the handling of goods at stations by contractors?

<p>The rates sanctioned must be documented for reference. (B)</p> Signup and view all the answers

How should records of weight discrepancies be managed according to established procedures?

<p>Physical records need to be verified regularly, retaining historical data. (B)</p> Signup and view all the answers

What role does the Commercial department play if a bill contains errors?

<p>They must adjust the bill by reducing the disallowed amount. (C)</p> Signup and view all the answers

In the scrutiny of bills, what indicates a potential issue with claims?

<p>Claims exceeding the standard thresholds set for the station. (B)</p> Signup and view all the answers

What monitoring should be undertaken related to 'non-lifted goods'?

<p>Their statement should be returned with the Inspection Report for further action. (B)</p> Signup and view all the answers

What must be recorded in the Accounts Office for handling goods?

<p>Rates sanctioned by the competent authority (D)</p> Signup and view all the answers

What should be included in the bills for transshipment of goods?

<p>Evidence of work being done (A)</p> Signup and view all the answers

What is the purpose of the Test Check conducted by TIA?

<p>To review handling bills for accuracy (A)</p> Signup and view all the answers

Which action is required if special higher rates have been incorrectly applied?

<p>Disallow the overcharge amount (A)</p> Signup and view all the answers

What should be checked in the handling bills regarding non-lifted goods?

<p>Deduction of weights for unhandled items (B)</p> Signup and view all the answers

Which factor is essential for checking the legitimacy of a handling bill?

<p>The officer's rank who countersigned it (A)</p> Signup and view all the answers

What should be included in the statement of goods not lifted by contractors?

<p>Full particulars of overcharge sheets (C)</p> Signup and view all the answers

What is a required feature for bills submitted for handling heavy packages?

<p>Clear indication of weight charged (D)</p> Signup and view all the answers

Which type of parcels requires checked summaries to ensure accurate billing?

<p>Local/Through Inward Parcels (C)</p> Signup and view all the answers

What should be done if a bill contains work already covered under a lump sum payment?

<p>Reject the claim for payment (C)</p> Signup and view all the answers

What is one of the categories that must be deducted from the bill to calculate the net weight payable?

<p>Handled by owner (A)</p> Signup and view all the answers

What is one of the aspects that should be checked in handling bills?

<p>Compliance with contracted rates (C)</p> Signup and view all the answers

Which item is checked to ensure that claims have not been improperly duplicated in the handling bills?

<p>Statement of goods not lifted by contractors (C)</p> Signup and view all the answers

What should be examined closely to verify weight discrepancies in handling bills?

<p>Weight of Road Van Traffic (D)</p> Signup and view all the answers

Which aspect is essential for ensuring accurate assessments in handling bills?

<p>Adjustments based on weight errors (D)</p> Signup and view all the answers

What must be distinctly identified and reviewed in each billing submission?

<p>Items in the Statement of goods not lifted (B)</p> Signup and view all the answers

Which type of goods would indicate the need for issuing refund overcharge sheets?

<p>Weight overcharged due to miscalculations (C)</p> Signup and view all the answers

What specific information is critical in the handling of 'To-Pay' parcels?

<p>Verification of submitted claims (C)</p> Signup and view all the answers

What is a key factor when reviewing items handled by contractors?

<p>Weight exemptions on invoices (C)</p> Signup and view all the answers

Which weight category must be accounted for before finalizing the bill amount?

<p>Handled goods by mills (D)</p> Signup and view all the answers

What is the primary purpose of checking handling bills upon receipt?

<p>To verify the authority of the parties involved (A)</p> Signup and view all the answers

Which element is crucial for an agreement related to handling bills to be valid?

<p>Security must be deposited with the railway (C)</p> Signup and view all the answers

Which of the following is essential to check for the handling bills of 'To-Pay' parcels?

<p>General summaries of Local/Through Outwards 'Topay' parcels (A)</p> Signup and view all the answers

What must be ensured regarding the weights when reviewing handling bills?

<p>Weight discrepancies must be recorded and analyzed (C)</p> Signup and view all the answers

Which verification check is associated with Local/Through machine-prepared Abstracts?

<p>Goods inwards for parcels paid (B)</p> Signup and view all the answers

When should a handling bill be considered time-barred?

<p>When it exceeds a specific submission timeframe (A)</p> Signup and view all the answers

What should be reviewed to ensure the validity of bills related to goods outwards?

<p>Local/Through paid statements (B)</p> Signup and view all the answers

What action should be taken if discrepancies in weight columns are found during checks?

<p>Check with the Accounts Office for clarification (C)</p> Signup and view all the answers

Which aspect indicates that handling bills should not include items that were not processed?

<p>The bill must exclude non-lifted goods (C)</p> Signup and view all the answers

Which statement is true regarding the signing of handling bills?

<p>All concerned parties must sign the bills (C)</p> Signup and view all the answers

Flashcards

Handling Agencies

Different organizations responsible for handling goods at railway stations.

Handling Bill

A document used to track the handling of goods at a railway station.

Check of Handling Bills: Authorization

The handling bill should be checked to ensure the person responsible for handling the goods is authorized.

Check of Handling Bills: Agreement

A legally binding agreement should be in place for handling goods at a railway station.

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Check of Handling Bills: Signatures

The handling bill should include signatures of all parties involved to confirm their participation.

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Check of Handling Bills: Station and Month

The handling bill should clearly show the name of the railway station and the month for which it is valid.

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Check of Handling Bills: Statement

Any accompanying statement related to the handling bill should be received.

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Check of Handling Bills: Time Bar

The handling bill must be reviewed within a specific time frame to ensure it is not outdated.

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Check of Handling Bills: Goods Outwards

The handling bill should be compared with other relevant documents such as the Goods Outwards statement.

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Check of Handling Bills: Goods Inwards

The handling bill should be verified against the Goods Inwards statement, which includes the weight of the goods.

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Inwards Paid Parcels

Railway documents for 'Paid Parcels' are submitted to the destination station, with details about the inwards paid parcels.

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Inwards 'To-Pay' Parcels

These documents include details about 'To-Pay' parcels and are checked and summarized by the receiving station.

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Luggage Inwards

These are usually forwarded to the receiving station along with the Owner's or Guard's foil of luggage tickets.

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Handling Bill Checking: Statement of Goods

Ensuring no work already claimed and paid for is repeated, a key part of the checking process is verifying that the 'Statement of goods not lifted by contractors' is accurate.

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Handling Bill Checking: Handled by Owner

The weight of goods handled directly by the owners of the goods is included in the 'Handled by owner' column and deducted from the overall handling bill.

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Handling Bill Checking: Mill/Private Firms Handling

The weight of goods handled by mills or private companies handling their own loading is also deducted, ensuring they are not double-charged.

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Handling Bill Checking: Road Van Traffic

The weight of goods handled by Railway Porters or Hamals, referred to as 'smalls' in this context, is deducted from the handling bill.

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Handling Bill Checking: Duplicate Invoices

Duplicate or adjusted invoices/parcels way-bills are removed, preventing overcharging and ensuring accurate accounting for the weight of goods.

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Handling Bill: Agency Weight Records

A document that records the weight handled by agencies other than the main railway agency at a station, along with the weight of goods handled departmentally with the help of cranes.

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Handling Bill: Sanctioned Rates

A record of rates sanctioned by the competent authority or provided in the agreement for handling goods at different stations by contractors, including Labour Co-operatives or Station Masters.

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Handling Bill: Rate Verification

The process of verifying that the handling bills have been prepared at the sanctioned rates for the station, and the amount claimed is accurate.

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Handling Bill: Special Rates

A higher rate that may be agreed upon for handling heavy packages and minerals, which should be recorded in detail in the bill.

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Handling Bill: TIA Test Check

A test check conducted by the Traffic Inspection Authority (TIA) on the handling bills of important stations, selected by rotation.

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Handling Bill: Non-Lifted Goods Deduction

The deduction from the handling bill of the weight of consignments that were not actually handled, along with details on overcharge sheets, refund lists, or special credits in the Balance Sheet.

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Handling Bill: Non-Lifted Goods Statement Return

The process of returning the statement of non-lifted goods, after checking, to the Accounts Officer for necessary action.

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Handling Bill: Trans-Shipment Bills

Bills received for the trans-shipment of goods at junctions, involving changes in gauge, transferring goods from damaged to undamaged wagons, or adjusting uneven loads.

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Handling Bill: Divisional Officer Countersignature

The requirement for trans-shipment bills to be countersigned by the Divisional Officer Incharge of the Commercial Department.

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Handling Bill: Verification of Special Rates

A check on trans-shipment bills to ensure that special higher rates are not allowed for services where the rates have not exceeded the sanctioned rates.

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Time-barred Handling Bills

The handling bill should be reviewed within a specific time frame to ensure it's not outdated.

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Checking Handling Bills with Goods Outwards

The handling bill should be compared with the Goods Outwards statement, which details goods leaving the station.

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Checking Handling Bills with Goods Inwards

The handling bill should be verified against the Goods Inwards statement, and the weight of the goods should be checked.

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Authorization in Handling Bills

The handling bill should be checked to ensure the person working on the goods is legally allowed to do so.

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Signatures in Handling Bills

The handling bill should include signatures from everyone involved to verify they participated in the process.

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Agreement in Handling Bills

A legally binding agreement should be in place outlining how goods will be handled at the station.

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Station and Month in Handling Bills

The handling bill should clearly show the station it applies to and the month it covers.

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Statements in Handling Bills

Any documents accompanying the handling bill should be received and checked.

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Handling Bill Checking: Duplicate Work

A key aspect of checking handling bills is ensuring no work already claimed and paid for has been claimed again.

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Handling Bill Checking: Unlifted Goods Statement

The 'Statement of goods not lifted by contractors' appended to the handling bill must be meticulously checked.

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Agency Weight Record

When more than one agency handles goods at a station, this record captures the weight they handled.

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Sanctioned Rates Record

This record outlines the rates approved by authorities for handling goods at various stations.

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Rate Verification

When checking a handling bill, you must make sure the rates used are the ones that have been officially approved for that station.

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Special Handling Rates

Sometimes there are special higher rates for handling heavy goods or minerals. These should be clearly stated in the bill.

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TIA Test Check

The Traffic Inspection Authority (TIA) randomly checks handling bills from important stations.

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Non-Lifted Goods Deduction

If goods weren't actually handled, the weight should be deducted from the bill, and reasons for the deduction should be given.

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Non-Lifted Goods Statement Return

The checked statement of non-lifted goods is sent back to the Accounts Officer for any necessary action.

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Trans-Shipment Bills

These bills are for trans-shipment of goods at junctions, like changing train gauges, transferring goods between wagons, and fixing uneven loads.

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Divisional Officer Countersignature

A Divisional Officer in the Commercial Department needs to sign off on trans-shipment bills.

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Verification of Special Rates

When checking trans-shipment bills, make sure special higher rates for services aren't being used when the sanctioned rates would have been enough.

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Authorization Check

The handling bill should be checked to ensure that the person responsible for handling the goods is authorized to do so.

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Agreement Check

The handling bill should be checked for the existence of and compliance with a legally binding agreement outlining the handling of goods at the station, ensuring that both the railway and the contractor are bound by the terms.

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Signatures Check

The handling bill should include signatures from all parties involved to verify their participation and acceptance of the handling process.

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Station & Month Check

The handling bill should clearly show the name of the railway station and the month for which it is valid, ensuring that the handling pertains to the correct location and time period, preventing confusion and ensuring accurate record-keeping.

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Statement Check

The handling bill should be checked for any accompanying statements related to the handling process, ensuring that all relevant information is included and accounted for, promoting transparency and completeness.

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Time-bar Check

The handling bill must be reviewed within a specific time frame to ensure it is not outdated and that payments can be processed efficiently and correctly, preventing financial complications and maintaining timely transactions.

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Goods Outwards Check

The handling bill should be compared with the Goods Outwards statement, which details goods leaving the station. This ensures that the goods listed in the handling bill actually left the station and that the work claimed was actually performed.

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Adjustments for Self-Handled Goods

The weights of goods handled directly by owners, mills/private companies, or road vans should be deducted from the handling bill to ensure that the contractor is not double-charged for work performed by others.

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Study Notes

Handling Bills Examination

  • Handling agencies are different organizations responsible for handling goods at railway stations, as described in the Indian Railway Commercial Manual, Volume II.
  • Handling bills (Form XXIII/B-CM) are received by the Accounts Office for goods/parcel handling by contractors, labor cooperatives, or station masters.
  • Handling bills must be examined upon receipt for accuracy.
  • Bills must be in favor of authorized personnel for loading/unloading.
  • A valid agreement between the railway and the handling party must exist, and security must be deposited with the railway.
  • The bills must be signed by responsible parties.
  • The station and month(s) involved must be clearly stated.
  • Any accompanying statements should be present.
  • Bills must not be time-barred.
  • Bills must ensure that no work already claimed and paid for has been claimed or paid for again.

Checking Handling Bills

  • Handling bills are checked against supporting documents (e.g., local/through paid statements, abstracts).
  • Goods outward/inward bills (local/through) should be verified with supporting documentation.
  • Parcel outward paid/to-pay (local/through), inward paid (local/through) bills should be checked and verified with supporting documentation.
  • Local and through paid statements should be checked, as well as machine-prepared abstracts (returned by destination stations). The supporting calculations of these abstracts should be checked for accuracy by the Accounts Office.

Additional Bill Checks

  • Important items (not-lifted goods) must be correctly identified and accounted for on the bill.
  • Weight of handled goods should match those in summaries.
  • Weights from mills, private firms, etc. with special arrangements, road van traffic, and railway porters should be included correctly.
  • Weights of goods with duplicate invoices/way bills require careful verification.
  • Weights of goods not reaching destination, those withdrawn at forwarding stations, or having refund overcharges should be included.
  • The correct weight of goods handled by multiple agencies, and those handled by departmental crane operations should be accounted for.

Rates and Records

  • A record of rates authorized by the competent authority or agreed upon for handling goods must be maintained.
  • Bills should reflect the valid rates for the specific station.
  • If special rates apply for heavy packages/minerals, this must be reflected on the bill.
  • Rates should adhere to those sanctioned for the specific station.

Additional Handling Bills

  • Transit bills (change in gauge, transfer, uneven loads) need thorough scrutiny.
  • Divisional Officer Incharge of the Commercial Department must countersign these bills.
  • Higher rates should not be allowed unless valid.
  • Payment claims should be clearly related to work that isn't covered by lump sum or other payments.
  • There should be evidence that the billed work is legitimately completed.
  • Note: Certain railway zones have divisional accounts offices handling bill checks in addition to the Accounts office checks.
  • Bills involving goods transfer between stations or different wagon types (e.g., sick to fit wagons, broken seals) need special scrutiny.

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Indian Railway Handling Bills PDF

Description

This quiz covers the examination process of handling bills as stipulated in the Indian Railway Commercial Manual, Volume II. It focuses on ensuring accuracy, validity of agreements, and the necessary documentation required for processing. Test your knowledge on the key aspects of handling bills and compliance requirements.

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