Railway Stores Depots: Issue of Stores

Second-hand materials can be used to fulfill requisitions for new materials, unless explicitly excluded. No further approval is needed from the indentor.

A combined form to replace separate requisition and issue notes for better organization.

A unique number assigned to a request for materials.

The person or department requesting the materials.

A document confirming the materials have been issued.

The amount of materials requested.

The number identifying the price list used for material pricing.

A monthly report submitted by each ward, detailing the starting and ending numbers of receipts and issues for each class, certifying all vouchers were submitted on time, and that no outstanding vouchers exist for the month.

Unsatisfied requisitions in stores depots due to lack of stock.

Formal request for specific items.

A printed slip indicating that a depot doesn't have the requested item in stock.

Document that combines a requisition and issue note, potentially in multiple parts or copies, containing info for different departments, which may include copies for record keeping.

Department responsible for processing store transactions.

Unique identifier for a specific item or category of items in a store.

A record for pending or unsatisfied store requisitions for a particular price list category.

Current inventory levels in a departmental store.

A division or section within a store. It is responsible for specific store functions (e.g, receiving, storing, providing materials)

When a firm returns materials to the depot after processing, a receipt note is prepared acknowledging the return, and the cost of the originally issued materials is entered on the receipt note copy.

Stores and materials are tested before purchase. Testing during stock is typically done for materials intended for a different purpose than originally intended, or if prolonged storage may have degraded material quality, or when materials are returned to stock without previously determined quality.

Requisitions for material testing must be signed by divisional railway managers or higher authorities.

An account used to track transactions involving the payment of work performed by external firms or firms receiving issued materials needing further processing.

Documents that acknowledge return of processed materials to the depot with details of the previous issue notes.

Finished materials supplied directly to a department bypassing 'Miscellaneous Advances Account'.

Quantities of material sent for chemical and physical tests should follow established specifications and procedures.

The value of stores sent for testing, excluding those not returned, is initially debited to the 'Miscellaneous Advances Account'.

The process of checking the actual amount of stores on hand against recorded balances.

An official other than the Ward-keeper-in-charge of those stores should verify balances.

The depot officer can delay verification if it requires moving a lot of stock, and can be done more easily later when stocks are low.

The Depot Officer can skip verification in certain cases.

Verification can be waived if the Accounts Department has already verified the item within the last three months.

Verification can be waived if the Accounts Department is currently verifying that type of store and will likely verify the specific item within two months.

Verification can be waived if the item has large quantities and verification would involve significant effort and expense.

A form used for verification of physical balances.

A document outlining the status of requisition requests for materials.

The Pending Requisition Statement separates items that are usable right away (working) from those that need to be manufactured.

A document required for any material leaving the stores premises. It records details of the material, recipient, and purpose of removal.

The department responsible for packaging, labeling, and sending out materials from the depot.

The person overseeing the stores depot operations. They ensure efficient storage and timely despatch of materials.

Unannounced inspections of parcels and materials to ensure accurate packing and accompanying documentation.

Delivering materials directly to the requesting department within the same facility if no special handling is needed.

A logbook kept by each depot to track all material requests received from various divisions or districts.

When a depot can only fulfill part of a requisition due to insufficient stock.

A document required for the release of any materials from the depot premises.

Issues of stores temporarily given to other railways or departments. A witness and a gazetted officer sign the note.

When borrowed stores are returned, a minus issue note records the return and adjusts the accounts.

Testing materials for quality before use, especially important for materials stored for long periods.

A five-copy document used to record the issuance of stores from a depot. It includes details like the recipient, items issued, quantities, and rates.

The first foil of the Issue Note Form is the office copy, kept in the depot for record-keeping.

The second and third foils are sent to the Ledger Section along with a forwarding memo (S. 1256).

The fourth and fifth foils are sent with the stores to the indentor.

This form documents the transfer of stores from one depot to another.

The form details the stores being transferred, the receiving depot, the requisition or letter number, and the date of transfer.

The forwarding memo (S. 1256) accompanies the second and third foils of the Issue Note Form when sent to the Ledger Section.

The indentor receives the stores, retains the fourth foil of the Issue Note Form, and returns the fifth foil duly signed as acknowledgement.

The fourth foil retained by the indentor is disposed of according to the guidelines outlined in paragraph 1317.

The standard form used for preparing issue notes for materials sent to outside firms for processing.

The department responsible for pricing and posting issue notes in the priced ledgers for materials sent to outside firms.

The process of measuring the weight of materials before they are issued from the stores depot.

A representative from the Accounts Department who is present during the weighment or counting of materials issued to outside firms.

A ledger used to track the quantity of materials issued from and returned to the stores depot.

The remaining quantity of materials in the depot after an issue has been made.

The process of manufacturing or making something from raw materials.

The process of restoring or repairing something to its original state or a usable condition.

Costs associated with testing materials before purchase or for quality control purposes.

Materials returned to the depot after testing or processing by a firm, with their original cost being credited back to "Miscellaneous Advances Account."

Materials used up or damaged during tests, which are charged directly to the appropriate account.

The value of damaged stores that can be reused as scrap is deducted from the expense of testing.

Test charges are borne by the railway for stock materials that are suitable after testing, but by the firm if unsuitable. For trial samples, the railway bears the cost regardless of suitability. Firms bear the cost for samples they send for testing.