Railway Stores Depots: Issue of Stores

Podcast

Play an AI-generated podcast conversation about this lesson

Questions and Answers

What should be entered in the remarks column when material is dispatched by store van?

The number of the van (correct)

The destination address

The type of material

The delivery date

Who is responsible for making surprise checks on parcels ready for dispatch?

The sample clerk

The storekeeper

The Despatch Section

The Depot Officer (correct)

Which statement correctly describes the role of the Despatch Section?

They issue Gate Passes for material leaving the premises.

They prepare Credit Notes and arrange material despatch. (correct)

They manage all local deliveries of stores directly.

They inspect the Register of Despatches monthly.

What is required for any material to leave the gates?

A Gate Pass or Authority for Removal Signup and view all the answers

When should the Register of Despatches be inspected by the Depot Officer?

Once a month Signup and view all the answers

What happens if second-hand materials are not specified in the requisition?

Second-hand materials may be issued without reference to the indentor. Signup and view all the answers

What is the purpose of the combined Requisition and Issue Note?

To streamline the processes of demands and supplies. Signup and view all the answers

In the combined Requisition and Issue Note Form, which detail is NOT required?

Closing balance after posting. Signup and view all the answers

What does the term 'Work Order' refer to in the Requisition and Issue Note?

A formal instruction related to a specific task. Signup and view all the answers

Which of the following does NOT belong on the Requisition and Issue Note Form?

Total sales for the month. Signup and view all the answers

What should be included in the 'Quantity Demanded' section?

The amount of materials requested. Signup and view all the answers

Which material is mentioned in the example of the Requisition and Issue Note?

Steel tool cast. Signup and view all the answers

What is required to be submitted at the end of each month for vouchers?

A manuscript statement showing commencing and closing numbers of returns Signup and view all the answers

When must the Certificate related to monthly vouchers reach the Ledger Section?

On the second of the month following Signup and view all the answers

What should a ward do if it cannot supply a requisition in full?

Attach a slip stating 'NO STOCK' or 'Part Supply Made' Signup and view all the answers

What happens to 'No stock' requisitions once they are processed?

They are entered in a 'Pending Demand Sheet' Signup and view all the answers

How many copies of the Certificate should be prepared and submitted?

Four copies Signup and view all the answers

What is indicated by the term 'Pending Demands' in depots?

Supplies that have been exhausted but are still requested Signup and view all the answers

What should be done with partly supplied requisitions?

They should be sent with the relevant issue note foils Signup and view all the answers

What does the printed slip attached to requisitions signify when stock is not available?

The inability to fulfill the request Signup and view all the answers

Which statement about the Ledger Section is true?

It maintains the Pending Demand Sheet Signup and view all the answers

What should a ward do if it offers an acceptable substitute for a requisition?

Include the substitutes on the requisition acknowledgment Signup and view all the answers

What account should the issue notes be debited to when materials are issued?

Miscellaneous Advances Signup and view all the answers

What should be prepared by the depot to acknowledge receipt of returned materials?

Receipt Notes Signup and view all the answers

When materials are sent for testing, who should sign the requisitions?

Divl. Rly. Managers or higher authorities Signup and view all the answers

What account is credited when payments are adjusted by the Accounts Officer (Stores)?

Cash Signup and view all the answers

What records the cost of materials originally issued when materials are returned?

Acknowledge Receipt Note Signup and view all the answers

How should the debit to 'Miscellaneous Advances Account' be cleared when finished material is supplied direct to a department?

By a debit to the department concerned Signup and view all the answers

What is the primary reason for testing materials before their intended use?

To check for deterioration in quality Signup and view all the answers

What should the value of stores sent for testing be initially debited to?

Miscellaneous Advances Account Signup and view all the answers

Who may have materials tested on their own authority according to the given procedures?

Controller of Stores Signup and view all the answers

Who is responsible for verifying physical balances?

An official other than the Ward-keeper-in-charge Signup and view all the answers

Under what circumstance can the Depot Officer waive the verification of an item?

If the items have been verified by the Accounts Department in the last three months Signup and view all the answers

What might cause the Depot Officer to postpone verification?

Heavy stock that requires large shifts for verification Signup and view all the answers

Which of the following is NOT a reason for waiving verification?

The item has a low balance and is not in regular use Signup and view all the answers

How often must items be verified by the Accounts Department to avoid waiver?

Within the last three months Signup and view all the answers

What form is associated with the verification of physical balances?

Form No.1338 Signup and view all the answers

What does the term 'heavy balances' refer to in the context of verification?

Large quantities of stock that complicate verification Signup and view all the answers

What is the minimum time frame within which the Accounts Department can verify an item for it to be waived?

Three months Signup and view all the answers

If an item’s verification is likely to happen within two months, what is the action that can be taken?

Waive the verification process Signup and view all the answers

What handling issues might affect the verification process?

High labor and handling charges for heavy item verifications Signup and view all the answers

What should be done if materials obtained for stock purposes are found unsuitable after testing?

The original issue should be reversed and recorded against the department. Signup and view all the answers

In the case of scrap returned from damaged stores, what should be done with its value?

The scrap value should reduce the debit to G. 3102. Signup and view all the answers

When should vouchers be submitted to the Ledger Section?

At least one hour before the closing time of the office. Signup and view all the answers

What action should be taken with cancelled issue notes?

They should be endorsed and filed with other records. Signup and view all the answers

What is the primary requirement for materials sent for trial testing by the railway?

The test charges must be billed to the railway regardless of the outcomes. Signup and view all the answers

What specific date should be recorded in the Requisition Register when making an entry?

Original date of requisition Signup and view all the answers

In what situation can a ward issue an excess quantity over the requisitioned amount?

For ordinary maintenance and regular repair work Signup and view all the answers

What action should be taken if only part of a requisition can be supplied due to insufficient stock?

Offer items of a similar kind as substitutes Signup and view all the answers

When a requisition is fully complied with, which details must be quoted on the requisition?

Issue note reference Signup and view all the answers

What must be maintained in a sub-section for each significant workshop at the depot?

A separate Requisition Register Signup and view all the answers

How long should the requisition be registered in the Requisition Register after receipt before forwarding?

Within twenty four hours Signup and view all the answers

Which of the following details is NOT included in the Requisition Register (Form S. 1307)?

Reason for requisition Signup and view all the answers

What should be done with the fifth foil of the issue note after the indentor retains the fourth foil?

It should be signed and returned to the stores depot. Signup and view all the answers

In the depot transfer form, what must be specified in compliance with the requisition or letter?

The requisition or letter number and date. Signup and view all the answers

Which of the following accurately describes the first foil of the issue note?

It is the office copy retained permanently. Signup and view all the answers

What additional information should be included in sales issues on the issue note form?

The rate of sale and additional charges. Signup and view all the answers

What is the purpose of sending the second and third foils of the issue note to the Ledger Section?

To maintain a record of all issues. Signup and view all the answers

Which form is used to document the transfer of stores from one depot to another?

Form S. 1320 Signup and view all the answers

What should the indentor do with the fourth foil of the issue note after receipt of materials?

Dispose of it as instructed in paragraph 1317. Signup and view all the answers

What must be included in the remarks section of the issue note?

Detailed description of the materials. Signup and view all the answers

Which statement correctly describes the overall function of the Depot Transfer Form?

It provides a record of material transfers between depots. Signup and view all the answers

Which individual is responsible for signing the issue notes for stores that are debited to suspense?

Depot Stores Keeper Signup and view all the answers

What should be done if materials are loaned to other railways?

The relevant issue notes must be countersigned by an accounts representative. Signup and view all the answers

What type of account should be used for loaned stores issued to other railways?

Miscellaneous Advances Account Signup and view all the answers

What must happen to the loaned articles upon their return?

A minus issue note must be prepared to write back the original debit. Signup and view all the answers

What must the borrowing railway do when receiving loaned materials?

Return them by a stipulated date as agreed upon. Signup and view all the answers

Which of the following is NOT required on the Requisition and Issue Note?

Signature of the Depot Officer Signup and view all the answers

How should the loaned stores be recorded by the ward keeper?

In a manuscript register Signup and view all the answers

What does pricing of the issue note entail when materials are loaned?

Maintaining the original pricing as per previous transactions Signup and view all the answers

Which section checks the timeliness of returned loaned materials?

Account Office Signup and view all the answers

What is the role of the accounts representative during the weighment or count of materials?

They ensure the accuracy of the issued amount and sign the issue note. Signup and view all the answers

What specific note must be prepared when the loaned articles are returned?

A minus issue note Signup and view all the answers

Which form needs to be prepared by the depot when issuing materials for reconditioning?

Form S. 1319 Signup and view all the answers

What is the procedure regarding the receipt of materials back into stores after work is done?

They must be weighed and counted by an designated firm. Signup and view all the answers

Which of the following is a critical requirement before materials can be issued?

Approval from the Depot Officer. Signup and view all the answers

What must happen to the priced ledgers after materials are issued from a depot?

They must be updated with the prices immediately. Signup and view all the answers

What is indicated by the term 'Chargeable Quantity' in the context of material issuance?

It refers to the quantity that can be billed to a specific account. Signup and view all the answers

What act is necessary for the materials sent for testing before they enter service?

They should have a requisition approved by the Depot Officer. Signup and view all the answers

In the procedure of material issuance, what happens to the issue notes after pricing by the Stores Accounts Office?

They are posted in the priced ledgers. Signup and view all the answers

Which aspect is NOT included in the responsibility of the Depot Officer regarding material issues?

Preparing the financial audits for the materials. Signup and view all the answers

Study Notes

Chapter XIII: Stores Depots - Issue of Stores

Requisition for Stores: Issues must be made on written requisitions by the indenting parties. Depot Officers or Store Controllers' orders must also be in writing.
Combined Requisition and Issue Note: A combined form is preferred for general railway use. Separate forms may be used for special reasons.
Requisition Form (Form No. S. 1302): Prepared in duplicate; one copy for the office, the other forwarded to the stores depot. Divisions within stores depots should be noted on requisitions.
Nomenclature, Price List Number and Unit: Requisitions must follow the railway's price list nomenclature, price list number, and unit. Indenting officers must accurately complete the "chargeable to" column, as this data is used to allocate store value. Requisitions for number of units should still record weight measurements where applicable. Costly articles should be requisitioned by weight, not quantity.
Funds Availability: Stores should only be requisitioned if funds are available. Exceptions are for urgently needed work to save life or property or repair damages to infrastructure.
Requisition Register (Form S. 1307): Stores depots should have requisition registers for each division. Registers for workshops are also required. The date of the requisition is paramount to record keeping. Includes receipt number, date of requisition, requisition number, indentor, price list number, material description, quantity, movement of requisition, actions taken (note issue reference, etc) and filing date.
Ward Procedure: Stores should be issued as requested, including specifying the unit for each item. Partial supplies are acceptable in some cases for regular repairs, if sufficient stock is unavailable, the indenting officer should be given alternatives.
Enquiry Note (Form No. S. 1310): Used for further, specific information, prior to a requisition. Prepared in triplicate; one copy remains in the office, and the other two are sent to the indenting officer, allowing for reply and prompt action in response to the requisition.
Requisition and Issue Note Form (Form No. S. 1313): A combined form for both requisition and issuance. Prepared in six copies for appropriate distribution. The indentor keeps one copy, remaining copies are distributed; one copy goes to the stores depot.
Issue Notes: Crucial for all charges. Accurate and complete information is critical. Carbon copies must be legible. Nomenclatures must adhere to the price lists.
Issue Notes Numbering: Numbered separately from requisition numbers. Separate serials are used for each depot transfer.
Issue Note Distribution: Explains the distribution of multiple forms to various departments, ensuring copies reach relevant parties and provide important information on delivery quantities, and related details.
Issue of Second-Hand Stores: Second-hand stores can be issued unless specifically excluded in the requisition.
Issue of Consumable Stores: Requisitions for consumable stores, signed by the subordinate and showing existing balances compared to authorized limits, are required monthly.
Depot Transfer Form (Form No. S. 1320): Used for transferring stores between depots. Prepared in four copies: office copy, receiving depot copy, Ledger Section copy, with the transfer memo. Used for moving goods between different railway locations. Includes necessary information (like class, nomenclature, quantity, weight, rate, value, and remarks).
Special Procedures: Procedures vary depending on the type of store issue (loans, fabrication, repairs, etc.). The accounting office needs to be notified for most transactions, and must be supplied with copies of relevant papers at the appropriate time.
Pending Demands: Stores depots must record pending demands for supplies. When a ward cannot meet a requisition due to insufficient stock, the requisition is noted to the Ledger Section and a red slip should be placed on the ledger card to indicate zero stock.
Pending Demand Sheet (Form No. S. 1336): Used to record pending demands for supplies and track stock replenishment.
Stock Verification: Depot officers are responsible for maintaining an accurate physical inventory to match the balances.
Despatch Section Procedure: Establishes a separate despatch section responsible for processing issue notes, and includes procedures, forms (1345) and responsibilities for various individuals.
Gate Passes: Essential for removing material from the stores premises, listing the person taking materials, the reason, details of material, destination, and verification by responsible personnel.
Special Procedure for Certain Issues: Explains procedures for issuing stores on loan, stores for fabrication/repairs, consumable stores and more.

Studying That Suits You

Use AI to generate personalized quizzes and flashcards to suit your learning preferences.

Description

This quiz covers the procedures and regulations for the requisition and issuance of stores in railway depots, including necessary documentation and compliance with price list nomenclature. Learn about the requisition forms, their preparation, and how to ensure accurate allocation of store value.