Railway Materials and Stores Management Chapter 34
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Questions and Answers

What should the Accounts Officers do with Transfer Certificates initially?

  • Debit the Transfer head by the full amount immediately.
  • Ignore the certificates until all invoices are received.
  • Transfer the amounts to Miscellaneous Advances right away.
  • Provisional debit to a relevant final head until acceptance. (correct)

How should the acceptance by departments be managed?

  • It should be recorded in an acceptance register. (correct)
  • It is not needed if the bills are accepted quickly.
  • It can be entered into any available spreadsheet.
  • Departments are not required to provide any acceptance.

What is done if the received allocation differs from the original allocation?

  • The incorrect allocation should be reported to higher management.
  • The transfer should be adjusted to the correct head. (correct)
  • It should remain unmodified until the end of the year.
  • None of the allocations should be changed.

What must happen to amounts that remain unadjusted at the close of the year in the 'Transfer' head?

<p>They are transferred to 'Miscellaneous Advances'. (B)</p> Signup and view all the answers

What does the Traffic Accounts Branch need to do in case of through traffic?

<p>Intimate the creditable amount to the receiving Railway's General Accounts Branch. (D)</p> Signup and view all the answers

What happens if there is no station open for goods traffic beyond the unloading station?

<p>Booking is done for the nearest station open for goods booking. (A)</p> Signup and view all the answers

What percentage concession is levied on train load charges for departmental wagons?

<p>30% (C)</p> Signup and view all the answers

How is a rattled RMC rake charged if it consists of multiple commodities with different rates?

<p>Charged per wagon based on the type of commodity loaded. (A)</p> Signup and view all the answers

What is required if a Railway Receipt (RR) is issued after the movement of Railway Material?

<p>RR must be issued within 15 days. (C)</p> Signup and view all the answers

What is the charge for wagon load of RMC materials in departmental wagons?

<p>No charge/surcharge is applied. (B)</p> Signup and view all the answers

What should happen if credit notes are not available by the end of the second month following an RR issuance?

<p>No booking is allowed from the station. (A)</p> Signup and view all the answers

What type of charges shall be levied based on the carrying capacity of departmental wagons?

<p>Charges as painted on the wagons. (A)</p> Signup and view all the answers

What should be done if a consignment is diverted to a place farther than the farthest booking station?

<p>Issue super-cessional RRs and pay freight by credit note. (A)</p> Signup and view all the answers

What type of wagons do not incur siding charges when booking RMC materials?

<p>General service wagons and departmental wagons. (D)</p> Signup and view all the answers

What is required for a Credit Note to be deemed valid?

<p>It should bear the stamp of the issuing office. (D)</p> Signup and view all the answers

What should be done if a Credit Note is found to be issued for unintended purposes?

<p>The items may be noted in a separate register. (C)</p> Signup and view all the answers

What must be checked on the Abstracts of Railway Materials and Stores?

<p>Each entry should have supporting transaction records. (C)</p> Signup and view all the answers

What should happen if a transaction documented in Railway Material Consignment Notes is missing from forwarded abstracts?

<p>It should be posted in the forwarded abstracts from existing particulars. (B)</p> Signup and view all the answers

How are charges for Railway Materials typically accounted for?

<p>They are collected through credit notes during booking or delivery. (B)</p> Signup and view all the answers

What is required if a loading station is not accessible for goods traffic?

<p>Booking must be done from the nearest accessible station. (C)</p> Signup and view all the answers

Who should be notified of any instances of wrong use of Credit Notes?

<p>The Divisional Officer and the controlling officer of the issuing official. (B)</p> Signup and view all the answers

What is the purpose of the Carriage Bill for Railway Materials and Stores?

<p>To record freight charges for railway materials (C)</p> Signup and view all the answers

Which section is responsible for preparing the journal slip upon receipt of the carriage bills?

<p>Traffic Accounts or General Accounts Section (C)</p> Signup and view all the answers

How should adjustments of Carriage Bills for general service wagon be reflected?

<p>In the general merchandise earnings account (B)</p> Signup and view all the answers

What is the role of e-Recon in relation to Carriage Bills?

<p>To adjust Carriage Bills directly with the division (D)</p> Signup and view all the answers

Which heads are credited when preparing a journal slip for freight charges?

<p>Revenue Abstract-K and Branch Division (D)</p> Signup and view all the answers

What should the Traffic Accounts or General Accounts Section do after preparing the journal slip?

<p>Prepare transfer certificates and send them to Accounts Office (C)</p> Signup and view all the answers

In which manner can Carriage Bills be generated?

<p>Using a computerized system or manually (B)</p> Signup and view all the answers

What are the provisions for transferring funds from freight charges?

<p>Through the head Transfer Divisional (D)</p> Signup and view all the answers

What must accompany the transfer certificates sent to the Accounts Office?

<p>Carriage bills for acceptance (C)</p> Signup and view all the answers

What happens if the Carriage Bills relate to Foreign Railway?

<p>They must be adjusted through Central Books (D)</p> Signup and view all the answers

How are freight charges apportioned for through Railway Materials and stores traffic?

<p>Based on the Freight mentioned in RR/e-TRR (B)</p> Signup and view all the answers

What should be done in the case of non-accountal of traffic in the abstracts?

<p>The matter should be pursued with the stations involved (D)</p> Signup and view all the answers

Which documents are compared for local Traffic to ensure complete accounting?

<p>Abstracts and Summaries of received Railway Materials and Stores (C)</p> Signup and view all the answers

In which format should Carriage Bills be prepared?

<p>Form A (D)</p> Signup and view all the answers

How should the total freight mentioned in RR/e-TRR be apportioned?

<p>According to the kilometrage proportion of the carried route (C)</p> Signup and view all the answers

What action is required for items less accounted for in forwarded abstracts?

<p>Accountal should be arranged in subsequent accounts (A)</p> Signup and view all the answers

What are Carriage Bills reconciled with?

<p>Checked inward summaries of Railway Materials and Stores (A)</p> Signup and view all the answers

What is the responsibility regarding the comparison of abstracts for through traffic?

<p>They are compared with Railway Materials Division sheets/Inward Abstracts (A)</p> Signup and view all the answers

What is the purpose of preparing carriage bills separately for departments?

<p>To facilitate thorough financial tracking for each department (B)</p> Signup and view all the answers

What should be done if invoices are received in a different month from dispatch?

<p>Consider them in the subsequent month’s accounts (D)</p> Signup and view all the answers

What should be credited under Abstract Y-Goods earnings when handling carriage bills for general service wagons?

<p>Earnings under Minor head 200, General Merchandise (C)</p> Signup and view all the answers

Which step follows the preparation of a journal slip by the Traffic Accounts or General Accounts Section upon receipt of the carriage bills?

<p>Preparing transfer certificates for the concerned divisions (B)</p> Signup and view all the answers

What is the role of e-Recon in relation to managing carriage bills?

<p>To generate journal voucher slips digitally (A)</p> Signup and view all the answers

In the case of Foreign Railway, how must the carriage bills be adjusted?

<p>Through Central Books instead of division accounts (B)</p> Signup and view all the answers

What needs to accompany the transfer certificates sent to the Accounts Office for acceptance?

<p>Carriage bills for validation (B)</p> Signup and view all the answers

What must be carefully examined when checking the Accounts copy of a Departmental Credit Note?

<p>The official designation of the consignor and consignee and the nature of materials (B)</p> Signup and view all the answers

In the context of railway materials and stores, what is required to be sent alongside two copies of the Credit Notes to the Traffic Accounts?

<p>The accounts foil of invoices treated as vouchers (D)</p> Signup and view all the answers

What type of invoices should be bundled separately by each station as per the Accounts foil submission guidelines?

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

Which document is crucial for ensuring proper accounting of Railway Materials and Stores for carriage by goods trains?

<p>Machine Prepared abstract of Railway Materials (B)</p> Signup and view all the answers

How should Accounts Foils of all non e-TRR invoices be submitted according to the guidelines?

<p>Submitted daily through couriers to the Traffic Accounts office (B)</p> Signup and view all the answers

What is the significance of the two copies of the Credit Notes when booking Railway Material consignments?

<p>They treat the transactions as vouchers for financial records (D)</p> Signup and view all the answers

Why is it important to ensure consignments are correctly treated as railway materials?

<p>To comply with departmental regulations and reporting (B)</p> Signup and view all the answers

How is the total freight mentioned in RR/e-TRR apportioned among railways for through traffic?

<p>In kilometrage proportion of the carried route (B)</p> Signup and view all the answers

What must be compared in local traffic to ensure all transactions have been accounted for?

<p>Abstracts and Summaries of Railway Materials (D)</p> Signup and view all the answers

What document should be prepared showing particulars of invoices and railway freight?

<p>Carriage Bills in Form A. 3408 (C)</p> Signup and view all the answers

What should be done if items are less accounted for in the forwarded abstracts?

<p>Contact the defaulting stations regarding the discrepancies (B)</p> Signup and view all the answers

In how many copies may carriage bills be prepared?

<p>In triplicate or quadruplicate as required (C)</p> Signup and view all the answers

Which actions should be taken regarding non-accountal of traffic in the abstracts?

<p>Pursue the issue with the concerned stations (A)</p> Signup and view all the answers

What does the comparison of forwarded and received Railway Materials ensure?

<p>That all transactions booked have been accounted for (B)</p> Signup and view all the answers

Which of the following is considered when preparing carriage bills?

<p>Inward summaries of Railway Materials and Stores (A)</p> Signup and view all the answers

What is the primary purpose of preparing carriage bills separately for each railway department?

<p>To ensure accurate tracking of departmental funds (A)</p> Signup and view all the answers

What information must be included in carriage bills as per standard procedures?

<p>Particulars of invoices, weights, and amounts (B)</p> Signup and view all the answers

What happens if the Railway Receipt (RR) is issued more than 15 days after the movement of Railway Material?

<p>The station should be advised not to book further materials without issue of RRs. (A)</p> Signup and view all the answers

Which of the following is true regarding charges for wagon loads during the busy season?

<p>No extra charges are applied for RMC materials booked in departmental wagons. (D)</p> Signup and view all the answers

How should charges be applied when a rake contains multiple commodities with different charge rates?

<p>Charges should be on a per wagon basis for the type of commodity loaded. (A)</p> Signup and view all the answers

What should be done if credit notes are not provided within the defined time frame after a consignment diversion?

<p>The branch officer must be notified to ensure compliance. (B)</p> Signup and view all the answers

What is the consequence of issuing the RR after moving the railway material, especially if it's beyond the 15-day limit?

<p>The station must halt further bookings until RRs are issued. (A)</p> Signup and view all the answers

Which charging policy applies to general service wagons?

<p>They are charged at the standard notified PCC. (A)</p> Signup and view all the answers

What is necessary for a Credit Note to be considered valid?

<p>It must be signed by an authorized official and bear the office stamp. (A)</p> Signup and view all the answers

What should be reflected if the RR is not issued within the time limit concerning future bookings?

<p>The station must ensure proper issuance of RRs before future bookings. (A)</p> Signup and view all the answers

In what situation should no siding charges be levied on loaded wagons?

<p>For Railway Material and Stores booked in departmental wagons. (A)</p> Signup and view all the answers

Which action should be taken if a Credit Note is discovered to have been issued for unintended purposes?

<p>Notify the station to regularize the transaction and obtain payment. (C)</p> Signup and view all the answers

What is the consequence of not securing credit notes by the end of the second month?

<p>The station should refrain from booking further consignments and notify authorities. (B)</p> Signup and view all the answers

What is the primary purpose of the super-cessional Railway Receipts issued?

<p>To serve as a temporary freight payment receipt on demand. (B)</p> Signup and view all the answers

What should happen if transactions documented in Railway Material Consignment Notes are found to be missing from forwarded abstracts?

<p>They must be reposted in the forwarded abstracts from the available particulars. (C)</p> Signup and view all the answers

What is required for the charging of Railway Material Consignments when the loading station is not open for goods traffic?

<p>The booking must be processed from the nearest open goods traffic station. (C)</p> Signup and view all the answers

Who should be notified in cases of wrong use of Credit Notes?

<p>The Divisional Officer and the controlling officer of the issuer. (C)</p> Signup and view all the answers

During the check of Railway Receipts, what type of traffic are Railway Materials treated as?

<p>Ordinary public traffic. (A)</p> Signup and view all the answers

What is the purpose of the checks performed on the invoices of Railway Material Consignment traffic?

<p>To confirm adherence to the established charging procedures. (D)</p> Signup and view all the answers

What should be examined in the abstracts forwarded for Railway Materials?

<p>All entries must correspond appropriately to verified consignment notes. (D)</p> Signup and view all the answers

How should transactions be handled when a loading station is not accessible for goods traffic?

<p>Redirect bookings to available stations for goods traffic. (D)</p> Signup and view all the answers

Flashcards

Railway Material Consignment Note

A document used to record the delivery of railway material consignments. It should clearly show details of the material, the recipient, and the issuing office. It also requires official signatures and stamps for verification.

Credit Note misuse

If a Credit Note is found to be used for purposes other than its intended use (for railway material consignments), a separate register should be maintained to record these instances.

Consignments for RVNL/Railway PSUs

When consignments are meant for RVNL/other Railway PSUs, the station needs to ensure the transaction is regularized with an RR reference. They may also need to collect cash or a demand draft from the relevant department.

Reporting Credit Note misuse

Reports of any misuse of Credit Notes should be submitted to both the Divisional Officer and the controlling officer of the official who issued the Credit Note.

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Abstract check

Abstracts of Railway Materials and Stores forwarded (locally or through other stations) should be carefully examined to ensure each entry is supported by a relevant Railway Material Consignment Note.

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Missing transactions in abstracts

Any transaction included in the Railway Material Consignment Notes that is missing from the forwarded abstracts should be added to the 'forward abstracts' using information from the relevant consignment notes.

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Railway Material as ordinary traffic

Railway Material is considered ordinary public traffic and is accounted for as such. Freight and other charges are collected through credit notes at the time of booking or delivery.

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Departmental Wagon Charges

When a consignment is transported in departmental wagons, a special train load charge is applied, reduced by 30%.

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Booking for Closed Stations

If the booking station for goods is closed beyond the actual unloading station, the nearest open station will be used for booking.

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RMC Material Charges

No additional charges like wagon load, busy season charges, or development charges are levied on booking of RMC materials in departmental wagons.

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Mixed Commodity Charges

If a wagon contains multiple commodities, the highest class of the commodity loaded is used to determine the charge.

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Wagon Capacity and Charges

The carrying capacity of departmental wagons, as indicated on the wagon, dictates the charges applied.

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General Service Wagon Charges

General service wagons are charged according to the notified PCC (Per Carrying Capacity) rate.

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Invoice and Credit Note Reference

The Accounts copy of the invoice will include a reference to any relevant credit note.

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Rail Receipt Issuance Time Limit

If a Rail Receipt (RR) is issued after the movement of railway material, it must be issued within 15 days, or further bookings will be prohibited.

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Siding Charges Exemption

No siding charges are applied to railway materials and stores booked in departmental or general service wagons for train load and wagon load.

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Apportionment of Freight Charges

The process of dividing freight charges among different railway companies involved in transporting goods across their networks.

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Comparing Railway Material Abstracts

This involves comparing the records of materials sent by a railway with those received by another railway to ensure all goods are accounted for.

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Kilometrage Proportion

This method involves splitting the total freight cost according to the distance covered by each participating railway on the journey.

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Carriage Bill

The document used to record details of goods sent between railway stations, including invoices and credit notes.

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Credit Notes

Special documents issued to credit the customer for a particular amount against the total transportation cost.

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Abstract Verification

Ensuring that entries in the Railway Material abstracts are supported by corresponding consignment notes, validating the transactions.

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Accounting for Missing Transactions

When discrepancies are identified between the abstracts and consignment notes, these missing entries need to be added to the appropriate records.

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Capital vs. Revenue Accounts

Separating carriage bills based on whether the materials are used for construction (Capital Account) or day-to-day operations (Revenue Account).

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CRIS (Computerized Reservation and Information System)

The system that handles transactions and financial data for Indian Railways.

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Transfer Head Accounting

When a department accepts a transfer of funds, the Accounts Officer should provisionally debit the transfer head and credit the relevant final head. If the allocation changes upon acceptance, the transfer should be adjusted accordingly. Any remaining unallocated funds at year-end should be transferred to "Miscellaneous Advances."

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Through Traffic Transfer

For through traffic between railways, the receiving railway's Traffic Accounts Branch informs its General Accounts Branch of the amount owed to the other railway. The General Accounts Branch then credits the "Transfer Railways" head and advises the other railway of the transfer credit. This head is cleared upon receipt of an advice of transfer debit from the other railway.

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Unallocated Funds

If it's impossible to allocate charges provisionally to a final head, the amount should be kept as "outstanding" under the "Transfer Divisional" head until an allocation is determined.

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Adjustment of carriage bills

The process of adjusting the costs related to transporting railway materials and stores. This involves crediting earnings and debiting specific departments.

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Cost allocation for carriage in general service wagons

The department responsible for the cost of transporting materials and stores in general service wagons is the spending department.

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Earnings credit for general service wagon freight

The amount spent on freight charges for transporting railway materials and stores in general service wagons is credited to the earnings of the spending department.

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Who adjusts carriage bills?

The Traffic or General Accounts Section handles the adjustment of carriage bills by preparing journal slips.

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Crediting freight charges in carriage bill adjustment

When adjusting carriage bills, the journal slip credits the amount of freight charges to 'Goods earnings' or 'Revenue Abstract-K' depending on the type of freight.

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Transfer certificates in carriage bill adjustment

Journal slips are generated and transfer certificates are sent to the Accounts Office of the spending department for acceptance.

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e-Recon system in carriage bill adjustment

The e-Recon system is a computerized system that helps to automate the process of generating journal slips and transfer certificates for carriage bill adjustments.

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Debit entries in carriage bill adjustment

The process of adjusting carriage bills involves debiting different branches or divisions through the 'Transfer Divisional' head.

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Computerization in carriage bill adjustment

Computerized systems, like e-Recon, help automate the process of generating journal slips and forwarding transfer certificates to the spending department.

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Abstract of Railway Materials and Stores

A document used to summarize the details of railway materials and stores sent from one location to another. It should include details like the material type, quantity, and destination.

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Booking at nearest open station

If the actual unloading point for goods is not open for traffic, booking is done at the nearest open station beyond the unloading station.

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Invoice credit note reference

The Accounts copy of the invoice will include a reference to any relevant credit note.

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Diversion/rebooking of departmental material

If departmental material needs to be diverted or rebooked, a Super-cessional RR is issued after payment of freight by credit note within seven days.

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Apportioning freight charges in through traffic

Involving multiple railways, freight charges are split proportionally based on the distance each railway covers.

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Comparing Railway Materials and Stores records

When a consignment is sent from one railway to another, both railways compare their records to ensure all goods are accounted for.

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What is a Carriage Bill?

A bill prepared for carriage of railway materials and stores, showing details like invoices, stations, weight, freight charges, etc., separate for Capital and Revenue accounts.

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What is CRIS?

The system used by Indian Railways to manage transactions and financial data.

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Cost allocation for general service wagon carriage

The process of allocating the cost of carrying materials and stores in general service wagons to the department responsible for these expenses.

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Crediting freight revenue in carriage bill adjustment

When adjusting carriage bills, the earned freight revenue is credited to the 'Goods earnings' or 'Revenue Abstract-K' account, depending on the type of freight.

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What is the e-Recon system?

This computerized system automates the process of generating journal slips and transfer certificates for carriage bill adjustments.

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Who adjusts the carriage bills?

The Traffic or General Accounts Section prepares journal slips to adjust the cost of transporting materials and stores, crediting earnings and debiting specific departments.

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Study Notes

Chapter XXXIV: Check of Traffic Relating to Railway Materials and Stores

  • Returns checked by Accounts Office. This chapter covers the checking and accounting of local/through traffic related to railway materials and stores carried by goods trains.

  • Departmental Credit Notes (COM/C-39): Documents authorizing the movement of railway materials.

  • Paid statement of Railway Materials and Stores forwarded (Local): (COM/R. 4 Revised): A statement detailing materials sent locally.

  • Paid statement of Railway Materials and Stores forwarded (Through): (COM/R. 5 Revised): A statement detailing materials sent through traffic.

  • Invoices/Accounts Foil of RMC entries: Records of invoices and accounts related to Railway Materials and Consignments (RMC).

  • Machine Prepared abstract of Railway Materials and Stores received (Local) (COM/R. 2 Revised): Summary of locally received materials.

  • Machine Prepared abstract of Railway Materials and Stores received (Through) (COM/R. 3 Revised): Summary of materials received through traffic.

  • Carriage bills/Transfer certificate for railway material and stores: Documents related to carriage and transfer of railway material.

Receipt of Accounts Foil of Departmental Credit Note for Booking of Railway Materials

  • RMC invoices are issued by stations upon collection of credit notes.
  • Two copies of the credit notes are remitted to Traffic Accounts.
  • Accounts foils are submitted daily, or according to the specified timeframe, per station .
  • Foils are categorized: Locally-paid & Through-paid.
  • E-TRR invoices are downloaded from FOIS.
  • The format for accounts foils follows Paragraph 2302 of the Indian Railway Accounts Code -II.

Check of Departmental Credit Notes

  • Examine credit note details (consignor/consignee, nature of materials) to confirm they are railway-related.
  • Ensure consignee and consignor are railway officials.
  • Verify proper entry of all details (allocation, signatures).
  • Incorrect credit notes are recorded in a separate register.
  • Incorrect use of credit notes should be reported to the appropriate divisional and controlling officers.

Check of Abstracts of Railway Materials and Stores Forwarded (Local/Through)

  • Review forwarded abstracts to ensure that each entry corresponds to a Railway Material Consignment Note.
  • All transactions listed on notes must be present in the abstracts.
  • Missing transactions should be added to the forwarded abstracts.
  • Abstracts are cross-referenced with Railway Material Consignment Notes.

Check of Railway Receipts

  • Railway materials are treated as standard public traffic.
  • Freight and charges are collected through credit notes, during the booking/delivery process.
  • Invoice verification process for RMC traffic is similar to the general process.

Charging of Railway Material Consignments

  • Railway materials (including ballast) are charged at a standardized class rate from the loading to unloading station.
  • If a loading station is closed, bookings are made from the nearest open station.
  • An appropriate station for handling goods is chosen to align with the loading/unloading points.
  • A 30% concession applies to the transport of consignments in departmental wagons.
  • No extra charges apply to materials in departmental wagons (wagon load, busy season, development charges).
  • Charges are based on the wagon's carrying capacity, as indicated.
  • Different commodities in a wagon are charged according to highest class.

Wharfage and Demurrage Charges

  • No demurrage levied for departmentally owned wagons.
  • No demurrage on general service wagons, after condemnation, redirected to the engineering department.
  • Wagon types like BOB, BOBY, and BOBYN don't incur demurrage charges, specifically when transporting engineering materials.
  • Private or public traffic charges apply to these remaining wagons.
  • Wharfage charges are not levied on RMC at railway premises used exclusively for RMC.
  • If goods are handled at a goods shed, where items are handled for public traffic, the same wharfage rates apply to RMC.

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Railway Materials & Stores Check of Traffic (PDF)

Description

This chapter delves into the processes involved in checking and accounting for traffic related to railway materials and stores. It discusses various documents such as departmental credit notes and statements for local and through traffic of railway materials, providing insight into the necessary records and abstracts required for effective management.

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