Returned Stores Procedure Overview

A standardized process for returning previously issued railway stores no longer needed on a work, to stores depots.

Designated locations for collecting returned railway stores, frequently found at a railway.

Formal documents specifying returned stores details, created in six copies using carbon paper.

Determining the appropriate value of returned stores for credit, which hinges on potential reuse.

Strict adherence to the schedule of rates for various scrap types when returning to stores depots.

Railway official responsible for designating stores depots and advising departments on returning stores.

Evaluating returned, especially specialized, materials presents difficulties for railways because returners may overestimate the value of retrieved assets for their credit.

A six-part document used to record returned stores, providing details about the materials and their value. The 6th copy is sent to the depot, confirming the return.

A log maintained by the division/district office that records all returned stores. It tracks the date of return, quantity, and acknowledgement by the depot.

A designated location where returned stores are received, inspected, and processed for future use or disposal.

Confirmation from the stores depot acknowledging receipt of the returned stores, usually within one month of the Advice Note.

Returned stores documents with missing information about the material's name, value, or other important details.

Value assigned to returned stores based on their condition and potential for reuse. This credit may be used for future purchases.

The process of organizing and archiving the Advice Notes after the returned stores are acknowledged by the depot.

May be responsible for managing the Returned Stores Register and ensuring timely acknowledgment of returned materials by the depot.

The systematic process for handling returned stores, involving receipt, inspection, accounting, and potential redistribution or disposal.

Returned stores are credited at half the new store price unless a different valuation method is authorized.

If the returning officer disagrees with the Depot Officer's valuation, the dispute is escalated to the General Manager for final decision.

Each railway sets an annual rate for returned rails. Rails released from existing lines are priced at 65% of the new rail's market price.

The valuation formula for serviceable plant and machinery considers age, estimated life, scrap value, and repair costs.

Each class of plant & machinery has a pre-determined scrap value.

When machinery is condemned, the book value and cutting charges are allocated to a work order. Scrap and serviceable parts are credited.

The returning officer must provide details on the source, maker, purchase year, original cost, usage period, condition, return reason, and future disposal plans in the advice note.

The returning officer is responsible for providing the Depot Officer with information about the returned plant and machinery for accurate valuation.

Serviceable parts from condemned machinery are credited to the work order, and any outstanding balance is adjusted against the returning department.

The returning officer must propose a disposal plan for returned machinery if it is not going to be redrawn in the near future.

A log used by railway depot staff to track received Advice Notes, which detail returned stores. It includes information like the date, serial number, and details of the returned stores.

Each Advice Note is assigned a unique serial number in red ink or with a numbering machine. This number is entered in the register and on the Advice Note itself.

Returning staff check the quantities of stores mentioned on the Advice Note against the actual stores received. Any discrepancies are noted and investigated.

The depot staff responsible for handling returned stores check the classification, price list, and other information on the Advice Note, updating it and informing the relevant office of any discrepancies.

Returned stores classified as 'Dead Surplus' are those no longer usable or valuable for the railway. They are valued only at their scrap value.

A designated railway official examines the returned stores and determines their value for potential reuse or scrap. This valuation is crucial for crediting the returning department.

When the quantity stated on an Advice Note doesn't match the actual amount of stores received at the depot, it is considered a discrepancy.

The depot officer communicates any quantity discrepancies to the returning officer without delay, providing reasons for the differences.

After the depot's verification, a copy of the Advice Note (the 6th foil) is returned to the relevant divisional or district office.

The received stores are eventually recorded in a numerical ledger, which tracks all stores held by the depot.

Repairing items not regularly kept in stock requires a requisition before proceeding.

If stores aren't received within 14 days after the Advice Note, the Depot Officer should follow up with the traffic department.

If returned stores arrive before the Advice Note, report it to the sender, noting details and creating a record.

If the Advice Note arrives more than a week after reporting received stores, report to a higher authority.

Stores arriving without Advice Notes after 14 days are considered excess and accounted for.

The copy of the Advice Note sent to the divisional or district office after the depot verifies the returned stores. This helps track the return process.

A log kept by the divisional or district office that records all returned stores. It tracks the date of return, quantity, and acknowledgment by the depot.

The Stores Accounts Officer is responsible for receiving the Advice Notes, maintaining a register to track their receipt and ensure timely accountal of returned stores by the Depot Officer.

The 3rd and 4th foils of the Advice Note are paired with the 5th foil, which is received directly from the returning officer. The date of their receipt is then entered in the register.

The 3rd and 4th foils of the Advice Note are priced at the valuation fixed by the depot officer. The 4th foil is used for posting the priced ledgers and kept as a record for the Stores Accounts Office.

Boiler tubes that have been inspected and determined to be in good working condition after being rumbled.

The process of inspecting and cleaning boiler tubes to determine their serviceability.

Boiler tubes that have been rumbled and deemed serviceable, valued at half the price of new tubes.

An account used to track the difference in value between unrumbled tubes and their second-hand value after rumbling.

Items that can be made serviceable again through reconditioning or repairs.

Stores depots give credit for repairable items at a fraction of their new value: 1/3rd for ferrous and 1/2 for non-ferrous.

Repairable items should have their own ledger cards to track their value and repairs.

When it's advantageous, fix repairable items instead of ordering new ones.

The value of a repaired item is based on its original repairable value plus the cost of repairs.

The difference between repair costs and the new value minus the repairable value is tracked in this account.