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Questions and Answers
What types of records are included in the initial books related to passenger traffic?
What types of records are included in the initial books related to passenger traffic?
In larger stations, how are receipts for parcels and luggage typically maintained?
In larger stations, how are receipts for parcels and luggage typically maintained?
What is the purpose of the daily train cash book-cum-summary?
What is the purpose of the daily train cash book-cum-summary?
What types of returns are posted separately from the initial station records?
What types of returns are posted separately from the initial station records?
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What should be submitted to the Traffic Accounts Office?
What should be submitted to the Traffic Accounts Office?
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What kind of traffic is included in the returns communicated to the Traffic Accounts Office?
What kind of traffic is included in the returns communicated to the Traffic Accounts Office?
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Which document acts as the link between the initial records and the station balance sheet?
Which document acts as the link between the initial records and the station balance sheet?
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What should Station Masters ensure regarding the test balancing of coaching accounts?
What should Station Masters ensure regarding the test balancing of coaching accounts?
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Which of the following is not one of the heads to be reconciled with the progressive totals during periodical testing?
Which of the following is not one of the heads to be reconciled with the progressive totals during periodical testing?
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When can test balancing of coaching accounts be dispensed with?
When can test balancing of coaching accounts be dispensed with?
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Which document should not be used for reconciling totals when a separate cash book for parcels is kept?
Which document should not be used for reconciling totals when a separate cash book for parcels is kept?
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What main purpose does periodic testing of coaching accounts serve for Station Masters?
What main purpose does periodic testing of coaching accounts serve for Station Masters?
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Which action should be taken for way-bills received between the 1st and 5th of the following month?
Which action should be taken for way-bills received between the 1st and 5th of the following month?
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What should be included with the monthly submission of Paid way-bills?
What should be included with the monthly submission of Paid way-bills?
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How should way-bills and luggage tickets be grouped when sent to the Traffic Accounts Office?
How should way-bills and luggage tickets be grouped when sent to the Traffic Accounts Office?
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What is the procedure for posting returns for motor-cars, carriages, and boats?
What is the procedure for posting returns for motor-cars, carriages, and boats?
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What numerical sequence should be followed for luggage ticket returns?
What numerical sequence should be followed for luggage ticket returns?
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In case a luggage ticket is cancelled, what should be recorded in the return?
In case a luggage ticket is cancelled, what should be recorded in the return?
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Which records must the total amount of outward and inward 'Paid' correspond to?
Which records must the total amount of outward and inward 'Paid' correspond to?
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What is the requirement for each covering memo sent to the Traffic Accounts Office?
What is the requirement for each covering memo sent to the Traffic Accounts Office?
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Which type of returns should use Form Com./L-26 Rev?
Which type of returns should use Form Com./L-26 Rev?
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What should be considered when sending Guard foils of way-bills?
What should be considered when sending Guard foils of way-bills?
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What is required to be submitted for 'Paid' parcels received from Government railways?
What is required to be submitted for 'Paid' parcels received from Government railways?
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Who is responsible for preparing returns for 'Paid' parcels received?
Who is responsible for preparing returns for 'Paid' parcels received?
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How should undercharges collected on 'Paid' parcels be reported?
How should undercharges collected on 'Paid' parcels be reported?
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What should not be included in the returns for undercharges collected on 'Paid' parcels?
What should not be included in the returns for undercharges collected on 'Paid' parcels?
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How should way-bills for 'To-pay' parcels be submitted?
How should way-bills for 'To-pay' parcels be submitted?
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What is the classification for preparing abstracts and summaries for 'Paid' parcels?
What is the classification for preparing abstracts and summaries for 'Paid' parcels?
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What additional information must be reconciled with the balance sheet concerning undercharges?
What additional information must be reconciled with the balance sheet concerning undercharges?
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What should be the order of entries for grouping way-bills in the return of undercharges?
What should be the order of entries for grouping way-bills in the return of undercharges?
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Which statement is correct regarding the submission of returns for 'Paid' parcels received?
Which statement is correct regarding the submission of returns for 'Paid' parcels received?
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What should be included along with way-bills when submitted to the Traffic Accounts Office?
What should be included along with way-bills when submitted to the Traffic Accounts Office?
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What is required for the abstracts of 'To-pay' parcels forwarded from out-agencies?
What is required for the abstracts of 'To-pay' parcels forwarded from out-agencies?
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What does Part I of the summary of 'To-pay' parcels forwarded include?
What does Part I of the summary of 'To-pay' parcels forwarded include?
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When should the abstracts of 'To-pay' parcels received be closed and submitted?
When should the abstracts of 'To-pay' parcels received be closed and submitted?
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In summarizing 'To-pay' parcels received, how should totals be arranged?
In summarizing 'To-pay' parcels received, how should totals be arranged?
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What must be checked before submitting the general summary of 'To-pay' parcels forwarded?
What must be checked before submitting the general summary of 'To-pay' parcels forwarded?
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What is the form used for the summary of 'To-pay' parcels forwarded?
What is the form used for the summary of 'To-pay' parcels forwarded?
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What should be included in the abstracts of 'To-pay' parcels received from local traffic?
What should be included in the abstracts of 'To-pay' parcels received from local traffic?
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What happens to way-bills arriving after the 5th of the succeeding month?
What happens to way-bills arriving after the 5th of the succeeding month?
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What does the term 'To-pay' refer to in the context of parcels?
What does the term 'To-pay' refer to in the context of parcels?
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What is maintained at larger stations to keep receipts for parcels and luggage separate from passenger receipts?
What is maintained at larger stations to keep receipts for parcels and luggage separate from passenger receipts?
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Which of the following types of returns is posted separately from the initial station records?
Which of the following types of returns is posted separately from the initial station records?
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What document serves as the link between initial documents, returns, and the station balance sheet?
What document serves as the link between initial documents, returns, and the station balance sheet?
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What must be included with the complete set of returns when submitted to the Traffic Accounts Office?
What must be included with the complete set of returns when submitted to the Traffic Accounts Office?
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What action should be taken if way-bills are received after the specified submission date?
What action should be taken if way-bills are received after the specified submission date?
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What is the first step in handling returns for parcels categorized as 'To-Pay'?
What is the first step in handling returns for parcels categorized as 'To-Pay'?
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Which form is specifically used for the summary of 'To-Pay' parcels forwarded?
Which form is specifically used for the summary of 'To-Pay' parcels forwarded?
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Which of the following is included in the debit entries of a station coaching balance sheet?
Which of the following is included in the debit entries of a station coaching balance sheet?
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What should be done with outstanding test balances for all periods except the last month?
What should be done with outstanding test balances for all periods except the last month?
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What document serves as a summary of station debits and credits for a specified period?
What document serves as a summary of station debits and credits for a specified period?
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Which of the following accurately describes the procedure for recording discrepancies advised by the Traffic Accounts Offices?
Which of the following accurately describes the procedure for recording discrepancies advised by the Traffic Accounts Offices?
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Which entry is NOT a component of the debit entries in the coaching balance sheet?
Which entry is NOT a component of the debit entries in the coaching balance sheet?
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What is the primary function of the periodical testing of coaching accounts?
What is the primary function of the periodical testing of coaching accounts?
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Which category is NOT included among the heads for reconciling progressive totals?
Which category is NOT included among the heads for reconciling progressive totals?
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At small stations, under what condition can test balancing of coaching accounts be omitted?
At small stations, under what condition can test balancing of coaching accounts be omitted?
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How should the progressive totals for local and government passengers and baggage be verified?
How should the progressive totals for local and government passengers and baggage be verified?
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Which document is essential for reconciling totals when a separate cash book for parcels is maintained?
Which document is essential for reconciling totals when a separate cash book for parcels is maintained?
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What is the role of the Station Master regarding test balancing of coaching accounts?
What is the role of the Station Master regarding test balancing of coaching accounts?
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What is the relationship between the daily trains cash book and the monthly balance sheet?
What is the relationship between the daily trains cash book and the monthly balance sheet?
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Which is true regarding the figures of earnings from passengers during reconciliation?
Which is true regarding the figures of earnings from passengers during reconciliation?
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What task should be performed at the close of each period regarding cash book totals?
What task should be performed at the close of each period regarding cash book totals?
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What should be included when submitting a summary of cancelled luggage tickets?
What should be included when submitting a summary of cancelled luggage tickets?
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How should the returns of luggage traffic be organized before submission?
How should the returns of luggage traffic be organized before submission?
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What does the term 'Nil' return signify in luggage ticket processing?
What does the term 'Nil' return signify in luggage ticket processing?
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What is the purpose of reconciling the grand total in the summary before submission?
What is the purpose of reconciling the grand total in the summary before submission?
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Which form is used for summarizing the return of through luggage traffic?
Which form is used for summarizing the return of through luggage traffic?
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What information must be included in the general summary regarding luggage tickets?
What information must be included in the general summary regarding luggage tickets?
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What should be done if luggage tickets are not issued during the month?
What should be done if luggage tickets are not issued during the month?
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What is one key component to be reconciled with the returns of luggage traffic?
What is one key component to be reconciled with the returns of luggage traffic?
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What format is used for the daily posting of through luggage traffic?
What format is used for the daily posting of through luggage traffic?
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What is the purpose of the grand total entered into the balance sheet at the end of the month?
What is the purpose of the grand total entered into the balance sheet at the end of the month?
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Which individual’s responsibility is it to trace and rectify differences found in the daily summaries?
Which individual’s responsibility is it to trace and rectify differences found in the daily summaries?
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What procedure should be followed when there is an excess in booking?
What procedure should be followed when there is an excess in booking?
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How should sundries in cash transactions be verified?
How should sundries in cash transactions be verified?
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What role does the test balance sheet play in cash management?
What role does the test balance sheet play in cash management?
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What should be done with any items that are outstanding on the test balance sheet?
What should be done with any items that are outstanding on the test balance sheet?
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Which of the following is NOT a recommended approach for verifying accounts and cash office debits?
Which of the following is NOT a recommended approach for verifying accounts and cash office debits?
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What procedural step must be taken if the periodical totals do not match?
What procedural step must be taken if the periodical totals do not match?
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In testing the inward ‘To pay’ parcels, what is essential to include in the test balance sheet?
In testing the inward ‘To pay’ parcels, what is essential to include in the test balance sheet?
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What consequences can arise from Station Masters ignoring differences in the daily summaries?
What consequences can arise from Station Masters ignoring differences in the daily summaries?
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Study Notes
Initial Coaching Books and Returns
- Initial station records for passenger traffic are detailed in Chapter VII.
- Daily train cash book-cum-summary, outward "Paid" parcels cash book, and parcels delivery book are used for initial records of parcel, luggage, animal, and bird traffic.
- At larger stations, a separate cash book is maintained for parcels, luggage, etc., with individual posting of each way-bill and luggage ticket.
- Initial returns (parcels "To-Pay," luggage, animals, birds, motor-cars, carriages, boats, etc.) are posted from initial station records.
- Returns, supported by initial documents, are submitted to the Traffic Accounts Office.
- Inward way-bills ('Paid' and 'To-Pay') are checked and posted in the parcels delivery book, with separate books/pages for local and through traffic/government/non-government railways.
- Undercharges/overcharges are recorded in the appropriate columns.
- Abstracts of "To-pay" parcels (local and through) are posted daily.
Summary of "To-pay" Parcels
- Local "To-pay" parcels forwarded are posted in Form Com./P-IO Rev., alphabetized/prescribed order, to summarize total traffic booked to stations on the home line.
- "Paid" column totals in summary are tallied with the cash book.
- Summaries are forwarded with abstracts, ordered as entries in the summary.
Abstracts of "To-pay" Parcels (Through)
- Posted daily in the same form as local traffic.
- Traffic from out-agencies, city agencies, and stations on worked lines are prepared in duplicate.
Summary of "To-pay" Parcels (Through)
- Prepared in Form Com./P-IO Rev. (two parts)
- Part I shows traffic to each railway (station-by-station) via each route.
- Part II shows total traffic to all railways via all routes.
- Summaries are submitted to the Traffic Accounts Office along with connected abstracts, ordered by entries.
- Paid column totals are tallied with the cash book before submission.
Abstracts of "To-pay" Parcels Received (Local)
- Posted daily in Form Com/P-I & 2 Rev. from way-bills/copies.
- Percentage charges on inward invoices are also included.
- Abstracts remain open until the 5th of the following month.
- Way-bills received after the 5th are included in the next month's summary.
Summary of "To-pay" Parcels Received (Local)
- Posted in Form Com./P.8 & 9 Rev. in alphabetical/prescribed order.
- Totals are tallied with the parcels delivery book before submission.
- Summary is forwarded with relevant abstracts ordered by entries.
Abstracts of "To-pay" Parcels Received (Through)
- Posted daily in Form Com./P-I & 2 Rev. from guard foils/copies.
- Procedure for grouping of entries by stations/routes is similar for forwarded parcels.
- Abstracts remain open until the 5th of the following month.
- Traffic from non-government railways is prepared in duplicate.
Summary of "To-pay" Parcels Received (Through)
- Prepared in Form Com./P-8 & 9 Rev. in two parts, similar to summaries of local traffic.
Returns of "Paid" Parcels Received from Non-Government Railways
- Abstracts and summaries are prepared in the same manner as for "To-pay" parcels.
- Prepared and submitted in duplicate.
- Total tallied with the relevant figures in the parcels delivery book.
- Returns are submitted along with relevant guard foils.
Returns of "Paid" Parcels Received from Government Railways
- Out-agencies, city agencies and worked-line stations submit abstracts/summaries to the respective Traffic Accounts Office, separately for local and through traffic.
- Prepared on the same forms as for 'To-pay' parcels (paras 1308 to 1311).
Return of Undercharges Collected on "Paid" Parcels Received (Local and Through)
- Monthly return in Appendix XI11/B, separately for local and through traffic.
- Entries from each station are grouped together.
- Undercharges on non-government railways are not included; they're posted in the return for 'Paid' parcels received from non-government railways.
- Totals tallied with the balance sheet.
Submission of Way-bills, Luggage Tickets, etc.
- Way-bills ('To-pay'), local and through, are submitted periodically to the Traffic Accounts Office along with a covering memo showing the total number of way-bills.
- Paid way-bills are submitted monthly to the Traffic Accounts Office with a covering memo.
- Luggage tickets/way-bills for animals and birds are submitted in similar fashion.
- All are grouped by stations (local/through)
Returns for Carriages, Motor-cars, Boats, etc.
- Abstracts and summaries are posted from waybills used for booking; these are done for local/through traffic.
- Totals (outward "Paid" and inward "Paid") are tallied with corresponding figures in the cash book and parcels delivery book.
Returns of Luggage and Specie Forwarded (Local)
- Posted daily in Form Com./L-26 Rev. from "Record" foils of luggage tickets in numerical order.
- If a luggage ticket is canceled, only the machine number and "canceled" is entered.
- "Guard" and "owner" foils of canceled tickets are submitted along with the return.
Summary of Luggage and Specie Traffic Forwarded (Through)
- Summarized on Form Com./L-32 Rev., in two parts.
- Grand total on general summary is reconciled with the cashbook for parcels/luggage.
- Particulars of issued luggage tickets (book number, commencing/closing numbers, issued/canceled) are entered.
- 'Nil' summary submitted if no luggage tickets are issued in the month.
Returns of Animals and Birds, etc. (Local/Through)
- Prepared and submitted as local/through luggage.
Summary of Animals and Birds, etc. (Through)
- Prepared and submitted in Form Com./L-30 & 31 Rev., similar to summary for luggage and specie traffic.
Demurrage and Wharfage Return
- Accrued charges on vehicles/parcels (wharfage/demurrage) are recorded.
- Charges are levied until release/delivery of items.
- Special credit for foregone charges is recorded.
- Charges accrued on items transferred to lost property are recorded.
Books and Returns for Telegraph Traffic
- Telegraph earnings and return procedures are detailed in the Posts and Telegraph Manual, Posts and Telegraphs Guide, and I.R.C.A. Telegraph Manual.
Periodical Testing of Coaching Accounts
- Coaching transactions are tested at the end of each period following an established procedure.
Rectification of Differences in Summary
- If a difference arises between the summarized daily cash book and returns, the difference must be found and corrected immediately.
Outstanding in Connection with Test Balances
- Outstanding figures (except the last month's balance) need not show all details, and only the foils of the delivery book and outstanding amounts per page are sufficient Details on test balances must be entered in the appropriate place.
Coaching Station Balance Sheet
- A summary of station debit and credit accounts for a period.
- Deviations and errors with documentation required.
Debit Entries of a Station Coaching Balance Sheet
- Debit balance from previous months.
- Earnings from various heads (detailed per return/statement).
- Undercharges from the Traffic Accounts Office.
- Discrepancies/transactions un-recorded in returns.
- Excess booking.
- Other miscellaneous transactions.
Credit Entries of a Station Coaching Balance Sheet
- Total cash and vouchers from cashier.
- Special credits allowed.
- Balances carried forward.
Closing Balance of Station Coaching Balance Sheet
- Imprest cash for change to passengers.
- Admitted/objected debits.
- Freight, way-bills (old/current).
- Miscellaneous items.
- Cashier's memo.
- Demurrage/wharfage awaiting clearance.
Classification of Outstandings
- 'A' class outstandings include items from previous sections ii, iii, and vi.
- 'B' class outstandings include items from iv and vii of the preceding paragraph.
Submission of Coaching Returns and Documents
- Returns and documents are submitted to the Traffic Accounts Office on specified dates.
- Submission procedure through couriers and transmit memos with receipt slips.
Calendar of Returns
- Calendar of return submission dates are maintained at each station.
- Calendars are inspected regularly to ensure timely submission of returns.
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Description
Explore the essential components of initial records and returns in railway passenger traffic as outlined in Chapter VII. This quiz covers daily cash books, cash book summaries, posting of way-bills, and the management of various types of traffic including parcels and luggage. Test your understanding of the processes involved in maintaining accurate station records.
