Railway Purchase Procedures
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Questions and Answers

What is the significance of the 'Delivery Date' in the form?

  • It shows the date the payment will be processed.
  • It specifies when the products must be delivered. (correct)
  • It indicates the date when the items were ordered.
  • It marks the deadline for cancelling the order.

Which of the following is NOT listed under 'Other Terms and Conditions'?

  • Bill Passing Officer.
  • Delivery must be completed by.
  • Booking Station.
  • Rate per NL. (correct)

What does 'Item PL No.' refer to in the document?

  • The estimated delivery schedule.
  • The unique identification for the item. (correct)
  • The total number of items ordered.
  • The price limit for procurement.

Who is acknowledged for receiving the delivered items?

<p>The indentor. (A)</p> Signup and view all the answers

What does 'F.Ex.' in the form likely represent?

<p>Foreign Exchange. (A)</p> Signup and view all the answers

Which of the following details is typically included in the delivery document?

<p>The total value of the goods. (C)</p> Signup and view all the answers

What is indicated by the 'Quantity in NL' section?

<p>The quantity of items in the specific unit. (D)</p> Signup and view all the answers

What should be done if the prices of experimental stores are significantly higher than those of the existing articles?

<p>Notify the indentor and request justification for the purchase. (A)</p> Signup and view all the answers

What should be stamped on documents that cover the material for trial?

<p>The letter 'X'. (B)</p> Signup and view all the answers

Who must certify the ingredients of an experimental article when analytical tests are needed?

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

What must be recorded on the numerical ledger card for experimental stores?

<p>Special instructions and that it is for trial. (D)</p> Signup and view all the answers

What action should be taken when experimental stores are received?

<p>Store them separately from similar items. (B)</p> Signup and view all the answers

What should be included in the special covering letter forwarded with purchase orders for trial material?

<p>All important particulars of the stores and intended experiments. (A)</p> Signup and view all the answers

What is the purpose of the slip on the issue note regarding trial material?

<p>To denote that results should be communicated to the Controller of Stores. (D)</p> Signup and view all the answers

What should the consignee do if the materials are directly dispatched to him?

<p>Follow similar procedures as outlined for depot officers. (D)</p> Signup and view all the answers

What does the phrase 'This material is for trial and report' signify when pasted on an issue note?

<p>The item requires specific oversight and reporting. (D)</p> Signup and view all the answers

What information is NOT required to be recorded in Form No. S. 747?

<p>Date material is dispatched (D)</p> Signup and view all the answers

Which code represents a rejection due to non-compliance with specifications?

<p>Defective cannot be accepted. (D)</p> Signup and view all the answers

Who is responsible for maintaining the record of trials according to the provided guidelines?

<p>Controller of Stores (B)</p> Signup and view all the answers

What should be inserted in the rate column of Form S. 714?

<p>Book Rate (B)</p> Signup and view all the answers

What type of charges can be recovered for rejected stores?

<p>Freight charges on rejected stores. (A)</p> Signup and view all the answers

How are serious cases of rejection handled in the Rejection Register?

<p>They are entered into the Rejection Register. (B)</p> Signup and view all the answers

What is the purpose of follow-up reminders by the Controller of Stores?

<p>To track final results of the trials (D)</p> Signup and view all the answers

What is included in the Rejection Memo (S.764)?

<p>Details of the rejected material. (C)</p> Signup and view all the answers

What must be absolutely ensured before adopting any experimental stores?

<p>Their conclusive superiority over standard ones (B)</p> Signup and view all the answers

Who is responsible for scrutinizing the Rejection Memo upon its receipt?

<p>A gazetted officer. (B)</p> Signup and view all the answers

What is indicated when modifications are made to order details subsequently?

<p>All concerned parties must be informed (B)</p> Signup and view all the answers

Which is NOT included in the responsibilities of the Controller of Stores?

<p>Directing shipments to various depots (A)</p> Signup and view all the answers

What is a key aspect to be reviewed in trials according to the Controller of Stores?

<p>The life and maintenance charges of the materials (D)</p> Signup and view all the answers

What is the significance of preparing orders on ordinary purchase order form (S.714)?

<p>To ensure proper accountal of material receipt (A)</p> Signup and view all the answers

What action should the Officers conducting experiments take regarding the Controller of Stores?

<p>Furnish relevant particulars for proper record keeping (A)</p> Signup and view all the answers

What happens if rejected materials are not collected by suppliers within fourteen days?

<p>The Railway will dispose of the materials. (B)</p> Signup and view all the answers

Which document is related to the advance payment mentioned?

<p>Advance Payment Vide AB No. (C)</p> Signup and view all the answers

What is required within 21 days for rejected materials from firms outside?

<p>Materials must be collected by suppliers. (B)</p> Signup and view all the answers

What is the consequence of materials occupying less than 2 cfts after rejection?

<p>Ground rent is charged. (B)</p> Signup and view all the answers

What is the consequence if rejected materials from local firms are not collected in fourteen days?

<p>The Railway will cease responsibility for them. (D)</p> Signup and view all the answers

What must the suppliers arrange after being informed of rejection?

<p>Collection of rejected materials. (A)</p> Signup and view all the answers

What does the rejection memo state about the handling of rejected items?

<p>They will be disposed of after a certain period. (B)</p> Signup and view all the answers

What is the type of allocation mentioned in the rejection document?

<p>Type of recovery allocation. (D)</p> Signup and view all the answers

What should be done if materials are short received?

<p>Make a request for additional supply. (D)</p> Signup and view all the answers

How are rejected materials from firms outside transported if not collected?

<p>By goods train freight to pay. (B)</p> Signup and view all the answers

What is the maximum amount that can be spent on local purchases of items of small value without any special considerations?

<p>Rs. 1 Lakh (C)</p> Signup and view all the answers

Which condition does NOT apply when making local purchases of stock items?

<p>The stock item is in high demand. (B)</p> Signup and view all the answers

What is required regarding quotations for items costing over Rs. 10,000?

<p>Quotations must be obtained from more than one firm. (A)</p> Signup and view all the answers

What criteria should a gazetted officer use to differentiate cases in the Register of Defaulting Firms?

<p>Seriousness of the case (B)</p> Signup and view all the answers

What must be compared before making local purchases?

<p>Current rates with last purchase rates (D)</p> Signup and view all the answers

What action can be taken if many failures are recorded against a contractor in a short period?

<p>Removal from the supplier list or suspension (C)</p> Signup and view all the answers

In which situation is the Controller of Stores NOT permitted to make a local purchase?

<p>When the item is a standard pattern that can be manufactured by the Railway. (D)</p> Signup and view all the answers

What is the purpose of the Defaulter's Register (S.771)?

<p>To maintain a record of firms that have failed to comply with contracts (C)</p> Signup and view all the answers

What is the time frame allowed for firms to submit quotations in response to daily tenders?

<p>10 to 15 days (B)</p> Signup and view all the answers

What should be communicated to all officers responsible for purchases following the Controller of Stores' decisions?

<p>Any decisions regarding supplier removal or suspension (C)</p> Signup and view all the answers

Which of the following is NOT a valid criterion for the urgency of local purchases of stock items?

<p>The item must be on the approved list. (C)</p> Signup and view all the answers

What does the Register of Defaulting Firms aim to categorize?

<p>Firms based on their reliability in fulfilling contracts (A)</p> Signup and view all the answers

What is the minimum imprest amount required to open a Current Account?

<p>Rs. 10,000/- (A)</p> Signup and view all the answers

Who should the Crossed cheques for recoupments be issued in favor of?

<p>The official designation of the imprest holder (C)</p> Signup and view all the answers

How frequently should the amounts of the imprest be reviewed?

<p>Half-yearly (C)</p> Signup and view all the answers

For what purpose should the imprest amount primarily be utilized?

<p>Payments for emergent purchases (D)</p> Signup and view all the answers

What is required for a Current Account's deposits and withdrawals?

<p>A subsidiary book (A)</p> Signup and view all the answers

What should be done with the purchase lists for locally purchased stores?

<p>Four copies are to be prepared in quadruplicate (C)</p> Signup and view all the answers

Who is responsible for sending one copy of the purchase list to the Accounts Officer?

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

What should be ensured regarding the class of stores included in each purchase list prepared?

<p>Only one class of stores should be included (D)</p> Signup and view all the answers

What must occur at least once a month concerning the imprest amount?

<p>Recoupment of expenditure (B)</p> Signup and view all the answers

What should be done when the prices of experimental stores are significantly higher than existing articles?

<p>Notify the indentor to justify the purchase and trial. (C)</p> Signup and view all the answers

Which document must be stamped with the letter 'X' to indicate the nature of trial stores?

<p>Requisition (A), Challan (B), Purchase Order (C), Receipt Note (D)</p> Signup and view all the answers

What role does the metallurgist play in the evaluation of experimental stores?

<p>Certifies whether the experimental article's ingredients justify its price. (A)</p> Signup and view all the answers

What should be filed in the Stores Depots with the order details after receipt of experimental stores?

<p>Special covering letter with important particulars (B)</p> Signup and view all the answers

How should experimental stores be managed after receipt in the depot?

<p>Kept separate from other similar items. (B)</p> Signup and view all the answers

What is indicated by a slip pasted on the issue note regarding material for trial?

<p>This material is for trial and report; results should be intimated to the Controller of Stores. (C)</p> Signup and view all the answers

Which individuals must initial the covering letter regarding experimental stores?

<p>All involved officers including Assistant Officer and Ledger-keeper. (C)</p> Signup and view all the answers

When are analytical tests required for experimental stores?

<p>When the price is appreciably higher than that of stocked articles. (B)</p> Signup and view all the answers

What happens if the letter indicating the contents of experimental stores is omitted during filing?

<p>It should not be used as an excuse for neglecting oversight. (D)</p> Signup and view all the answers

What document should be sent to the firm if they fail to deliver the stores on the promised date?

<p>Form (S.770) (D)</p> Signup and view all the answers

If a firm provides a second explanation for late delivery, what must be done with the new completion date?

<p>Enter it in the register of purchase orders (S.767) (C)</p> Signup and view all the answers

What action may the Railway Administration take if the delivery date stipulations are not complied with?

<p>Levy a penalty for the default (D)</p> Signup and view all the answers

What indicates the completion of the delivery promise in case of default?

<p>Form S.770 should be responded to (D)</p> Signup and view all the answers

What should the Depot Officer do if delivery is still not made after the second extended date?

<p>Notify the Controller of Stores using Form (S.769) (A)</p> Signup and view all the answers

What additional information is the firm required to provide in Form (S.770)?

<p>Full particulars of the circumstances causing the default (A)</p> Signup and view all the answers

What is the purpose of the FINAL REMINDER to defaulting firms as per the provided procedures?

<p>To prompt the firm to investigate the delivery issue (A)</p> Signup and view all the answers

What document is used to communicate a second reminder to firms who have defaulted on delivery?

<p>Form (S.770) (C)</p> Signup and view all the answers

What must be specified by the firm when returning Form (S.770)?

<p>The reason for failing to fulfill the delivery date (B)</p> Signup and view all the answers

What action should the Depot Officer take if the articles have not been received as promised?

<p>Send Form (S.770) for an explanation (B)</p> Signup and view all the answers

Flashcards

Delivery Date

The date by which a delivery must be completed.

Booking Station

The station where the booking for the item was made.

Bill Passing Officer

The officer responsible for approving the bill related to the item.

Indentor Demand No.

Unique identification number for the demand issued.

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Item PL No.

Unique identification number for each item.

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Quantity in NL Unit

The amount of the item required, expressed in a specific unit.

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Rate per NL Unit

Amount charged for one unit of the item.

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Experimental Store Prices

Prices of trial materials should be compared to existing items. If significantly higher, the indentor must justify the difference.

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Analytical Tests & Price

If tests are needed for an experimental item, the metallurgist needs to verify if the increased cost is justified by special ingredients or qualities.

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Special Trial Item Marking

Documents relating to trial materials should be marked with 'X' to signify their nature.

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Responsibility for Trial Receipt

The consignee and receiving depot are responsible for verifying that the trial materials' receipt and performance match rules.

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Trial Purchase Order Copies

Copies of purchase orders for experimental stores must be sent, along with details of the trial, to the responsible parties.

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Trial Store Ledger Card Entry

Trial material ledger cards must clearly note the trial purpose and special instructions (if any).

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Separate Storage for Trial Items

Trial materials need to be stored separately from regular items.

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Issue Note for Trial Material

A slip noting trial status must be placed on the issue note for the trial item:

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Trial Results Reporting

Results must be notified to the Controller of Stores through appropriate channels.

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Rejection Memo (S.764)

A document that details rejected materials and the reasons for their rejection, submitted to Controller of Stores. It is used to track the quality of materials and identify unreliable suppliers.

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Controller of Stores

The department responsible for receiving, inspecting, and storing materials in a railway organization

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Rejection Register (S.765)

A register maintained by the Controller of Stores that tracks firms found to be unreliable in supplying specific commodities.

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Scrutinize

To carefully examine and analyze the Rejection Memo (S.764) to identify serious cases of rejection.

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Serious Cases

Rejection cases that require special attention due to their severity and potential impact on the railway operations

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Rejection Memo

A document issued by a company to a supplier informing them that a batch of items has been rejected.

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Rejection Code

A unique code assigned to each specific reason for rejecting a batch of items.

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Allocation Value

The financial value assigned to each unit of the rejected items.

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Reasons of Rejection (Detailed)

A precise and detailed explanation given for rejecting a shipment.

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Type of Recovery

The procedure for reclaiming the financial value of rejected items.

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Advance Payment

A payment made to the supplier before receiving the goods.

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Quantity Passed

Amount of the order that was accepted and deemed satisfactory.

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Quantity Short Received

Quantity of items missing from the order.

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Replacement Required/Not Required

An indication whether the rejected items need to be replaced by the supplier.

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Railway Stores Depot

A storage facility for goods transported by rail.

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Record of Trials

A document maintained by the Controller of Stores, which records details of trials conducted on new materials to evaluate their suitability for use.

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Trial Duration

The time period for which a trial of new material is conducted to assess its performance.

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Final Orders on Trials

The decision made after a material trial, determining whether the new material will be adopted, rejected, or require further testing.

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Depot Transfer Issue Notes

Documents used to track the movement of materials between depots, especially when the material passes through multiple depots before reaching the final destination.

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Orders on Other Railways/Production Units

Formal requests for supplies or parts placed on other railway units or manufacturing plants.

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Purchase Order Form (S.714)

A standard form used to place orders for supplies or parts, including orders placed on other railway units.

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Book Rate

The standard rate applied to goods ordered from other railway units or production units, as opposed to specifying a specific price.

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E.D.P. (Electronic Data Processing)

A system used for processing and managing data related to railway stores, including order processing, invoicing, and inventory management.

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Controller of Stores Responsibilities

A railway official responsible for overseeing the storage, management, and distribution of railway materials, including conducting trials on new materials.

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Why are Purchase Order Forms used for orders within the Railways?

Using purchase order forms for orders within the Indian Railways system ensures accurate record-keeping, proper accounting, and timely delivery of materials.

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Bulletin Tender

A method of procuring supplies costing less than Rs. 10 Lakh using a modified form of limited tender. Only firms on the approved list can participate.

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Daily Tender

A fast-paced procurement method for immediate needs, where separate calls for different types of supplies are issued and firms have 10-15 days to quote.

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Local Purchases

The Controller of Stores can make direct purchases of small-value items locally, subject to specific conditions and price reasonableness.

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Local Purchase Limit

The Controller of Stores can make local purchases up to Rs. 1 Lakh for each item, with limitations based on annual recoupment and urgency.

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Single Quotation

For local purchases under Rs. 10,000, only one quotation is required. For purchases over Rs. 10,000, multiple quotes are needed.

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Delegation of Local Purchase Powers

The Controller of Stores can delegate local purchase powers to Depot Officers in consultation with the Financial Adviser & Chief Accounts Officer.

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No Non-stock Purchase if Manufaturable

The Railway shouldn't purchase non-stock items if they can be manufactured in-house, regardless of the cost.

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Current Accounts

Bank accounts opened by Stores Officers holding cash imprest for emergent purchases, used to deposit unspent balances and make local purchase disbursements.

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Imprest Amount

The amount of cash entrusted to a Stores Officer for immediate purchases, typically reviewed every six months.

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Recoupment

The process of replenishing the imprest amount by depositing the unspent balance and the expense receipts.

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Emergent Purchases

Purchases needed immediately for urgent situations, made using the imprest amount.

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Purchase List (S.712)

A document prepared by the Depot Officer for locally purchased stores, detailing the items and quantities purchased.

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Stores Accounts Officer

The officer responsible for maintaining the records of stores and handling the financial aspects related to purchases.

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Crossed Cheque

A cheque with two parallel lines drawn across its face, requiring it to be deposited into a bank account.

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Subsidiary Book

A separate ledger maintained for recording all deposits into and withdrawals from the Current Account.

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Priced Ledgers

Ledgers where the cost of the stores is recorded, alongside the quantity and other details.

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Price Factor

When an experimental item is priced higher than existing alternatives, the indentor must justify the higher cost.

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Analytical Test Justification

If an experimental material requires testing, the metallurgist checks if the higher cost is justified by unique ingredients or qualities.

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Trial Item Marking

Documents related to trial materials should be marked with 'X' to clearly indicate their purpose.

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Trial Item Receipt Responsibility

The consignee and receiving depot are responsible for ensuring that trial items are received and their performance adheres to established rules.

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Trial Issue Note

A slip indicating the trial status must be attached to the issue note for the trial item.

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Defaulting Firms

Companies that have failed to fulfill their contracts with the railway. This information is recorded in a special register.

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Register of Defaulting Firms (S.771)

An alphabetical list of companies that have failed to meet contract terms, outlining the specific items and reasons for failure. The Controller of Stores uses this to track unreliable suppliers.

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Removing Suppliers from the List

The Controller of Stores decides whether to permanently remove a company from the approved supplier list or temporarily suspend them based on the frequency and severity of their failures to supply.

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Form (S.770)

A reminder sent to firms who have failed to deliver stores on the promised date, requesting an explanation and a revised delivery date.

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Depot Officer Responsibilities

Responsible for ensuring the delivery of stores, accepting explanations for delays, and escalating cases of repeated non-compliance to the Controller of Stores.

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Penalty for Non-Compliance

The Railway Administration reserves the right to impose financial penalties on firms that fail to meet the delivery deadlines.

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Form (S.769-B)

This form is filled out and sent to the Controller of Stores when a supplier defaults on delivery despite receiving a second extended delivery date.

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Register of Purchase Orders (S.767)

A record used to track all purchase orders, including any changes or extensions to delivery dates.

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Controller of Stores Role

The Controller is responsible for handling cases of suppliers failing to deliver, potentially imposing penalties on delinquent firms.

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Second Extended Delivery Date

A revised delivery date granted to a firm if the Depot Officer accepts their explanation for the initial delay.

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Purchase Order No.

A unique number assigned to each purchase order, used for tracking and referencing the order.

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Delivery Due Date

The date on which the supplier is obligated to deliver the ordered items, as stated in the purchase order.

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Study Notes

Purchase Procedure: Direct Purchases by the Administration

  • Agency for Supply: The Stores Department handles all railway store orders, whether for stock or immediate use. The Controller of Stores has sole purchasing authority. Existing stocks must be used up before ordering new supplies.
  • Exceptions: Certain high-volume items (like rails, sleepers) can be ordered by departmental officers with approval from relevant authorities.
  • Agency for Purchases: Purchases can be handled by the Railway Board, directly by the railway administration, or through other government departments (e.g., Directorate General of Supplies and Disposals, Controller of Stationery and Printing, Government Medical Stores Depots).
  • Railway Board Purchases: The Railway Board handles tendering and contracting for specific high-value items (e.g., locomotives, carriages, wagons).
  • Direct Purchases by Administration: Purchases are possible for non-Railway Board items or those not handled by other government departments.

Purchase Methods

  • Advertised Tenders: Public announcements to solicit bids for purchasing supplies
  • Limited Tenders: Tenders limited to specific firms, based on approval;
  • Single Tenders: Direct purchasing from a single vendor for particular circumstances.

Local Purchases

  • Small-Value Purchases: Local purchases up to a certain amount are permissible. Stock items are covered if the annual recoupment is under a certain figure, while shortages trigger immediate purchasing.
  • Authority and Oversight: Procedures for approval and validation. Consideration of costs, purchase methods, and price comparisons.

Purchase Procedures Details

  • Essential Points: Purchasing process steps including record-keeping, accounting, and receipt/dispatch. Ensuring that goods are correctly received and invoiced properly.
  • Purchase Orders: Procedures for generating and using Purchase Orders, ensuring proper record-keeping on suppliers and the stores.
  • Local Purchases: A specific section for arranging local purchases, specifying conditions for stock items

Direct Purchase of Directorate General of Supplies and Disposals items

  • Direct Purchase Limits: Limits for direct purchases are defined (e.g., up to ₹1 lakh per item, and aggregated).
  • Emergency Procedures: Explicit procedures for managing emergencies where direct purchases are required. Quantity and other limitations given

Other Important Points

  • Purchase of stores for experimental purposes: Specific guidelines and requirements. Purchase orders must have distinguishing markings and should be handled separately from regular stock items.
  • Inspection and Receipt: Procedures for handling the inspection and receipt of items purchased, including checking quantities, and other related specifics.
  • Payment Procedures: Methods for making payments on items purchased (specifically regarding steel materials), including considerations for actual weight versus standard weight and tolerances.

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Indian Railways Purchase Procedure PDF

Description

This quiz covers the procedures for direct purchases in the railway administration, including the roles of the Stores Department and the Railway Board. Learn about exceptions for high-volume items and the purchasing authority involved. Test your knowledge on the purchasing process within railway operations.

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