Podcast
Questions and Answers
What information must be indicated for items cleared by an overcharge sheet?
What information must be indicated for items cleared by an overcharge sheet?
Who is responsible for monitoring the outstandings at a station?
Who is responsible for monitoring the outstandings at a station?
What should be done immediately upon receiving an error sheet?
What should be done immediately upon receiving an error sheet?
What action should be taken for admitted debits when noticed?
What action should be taken for admitted debits when noticed?
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What should the Station Master do upon receiving the advice of internal check?
What should the Station Master do upon receiving the advice of internal check?
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What should happen if objected debits are later found to be correct?
What should happen if objected debits are later found to be correct?
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Who is responsible for any incurred debits by the Traffic Accounts Office?
Who is responsible for any incurred debits by the Traffic Accounts Office?
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What document is prepared after the station balance sheet check is completed?
What document is prepared after the station balance sheet check is completed?
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What should be done with error sheets received at the station?
What should be done with error sheets received at the station?
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In case of disputed debits, whom may the Station Master consult?
In case of disputed debits, whom may the Station Master consult?
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What format should the advice of internal check follow?
What format should the advice of internal check follow?
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What action should be taken for missing error sheets?
What action should be taken for missing error sheets?
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What must the employee indicate in writing when admitting a debit?
What must the employee indicate in writing when admitting a debit?
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What is required when an employee objects to a debit?
What is required when an employee objects to a debit?
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Who is responsible for ensuring that only correct debits are admitted against staff no longer at the station?
Who is responsible for ensuring that only correct debits are admitted against staff no longer at the station?
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What information must be included on the error sheet for the responsible person?
What information must be included on the error sheet for the responsible person?
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What is the time limit for stations to raise objections regarding debits?
What is the time limit for stations to raise objections regarding debits?
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What action is taken when a debit is objected to?
What action is taken when a debit is objected to?
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What must happen to one foil of the error sheet according to procedure?
What must happen to one foil of the error sheet according to procedure?
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What condition is required if the responsible staff member is still working at the station?
What condition is required if the responsible staff member is still working at the station?
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Which of the following is true regarding the acceptance of a debit?
Which of the following is true regarding the acceptance of a debit?
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Under what condition will freight outstandings occur if connected parcels goods remain undelivered?
Under what condition will freight outstandings occur if connected parcels goods remain undelivered?
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What must happen for freight outstandings to be cleared when goods are auctioned?
What must happen for freight outstandings to be cleared when goods are auctioned?
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When will freight outstandings be cleared for consignments not received at the destination station?
When will freight outstandings be cleared for consignments not received at the destination station?
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What is a reason that freight outstandings might not be cleared immediately?
What is a reason that freight outstandings might not be cleared immediately?
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Which scenario describes a situation that would require an overcharge sheet for clearing outstanding freight?
Which scenario describes a situation that would require an overcharge sheet for clearing outstanding freight?
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How could special credit impact the clearance of freight outstandings?
How could special credit impact the clearance of freight outstandings?
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What occurs after freight charges are cleared through certified overcharge sheets?
What occurs after freight charges are cleared through certified overcharge sheets?
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What can be done if parcels goods are lost during transit?
What can be done if parcels goods are lost during transit?
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What determines whether freight outstandings are cleared when consignments are delivered?
What determines whether freight outstandings are cleared when consignments are delivered?
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What might happen to freight outstandings in the event of clerical errors during invoicing?
What might happen to freight outstandings in the event of clerical errors during invoicing?
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What must the Station Master ensure regarding admitted debits before relieving staff on transfer?
What must the Station Master ensure regarding admitted debits before relieving staff on transfer?
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What should be obtained from staff concerning debits not made good in cash exceeding Rs. 5?
What should be obtained from staff concerning debits not made good in cash exceeding Rs. 5?
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What is the role of the Station Master for admitted debits due against staff transferred to other stations?
What is the role of the Station Master for admitted debits due against staff transferred to other stations?
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How should the Debit Advice be prepared by the Station Master?
How should the Debit Advice be prepared by the Station Master?
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What must the employee do regarding the Debit Advice?
What must the employee do regarding the Debit Advice?
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What is to be included in the error sheet when recording an admitted debit?
What is to be included in the error sheet when recording an admitted debit?
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What should happen to one foil of the error sheet after recording the details of an admitted debit?
What should happen to one foil of the error sheet after recording the details of an admitted debit?
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What is required from relieving staff concerning admitted debits?
What is required from relieving staff concerning admitted debits?
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Why is it important for acknowledging admitted debits to be obtained?
Why is it important for acknowledging admitted debits to be obtained?
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What happens if an admitted debit is not settled before an employee transfers?
What happens if an admitted debit is not settled before an employee transfers?
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What should be done if shortages or disallowances are not resolved by the end of the month?
What should be done if shortages or disallowances are not resolved by the end of the month?
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How are mistakes involving financial discrepancies reported by the Traffic Accounts Office?
How are mistakes involving financial discrepancies reported by the Traffic Accounts Office?
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What is the maximum time limit set for raising debits against stations after the month of accountal?
What is the maximum time limit set for raising debits against stations after the month of accountal?
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What must be included in the error sheet prepared by the Traffic Accounts Office?
What must be included in the error sheet prepared by the Traffic Accounts Office?
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What must happen to copies of the error sheet sent to the stations concerned?
What must happen to copies of the error sheet sent to the stations concerned?
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What happens if debits issued by the Traffic Accounts Office remain unpaid at the end of the month?
What happens if debits issued by the Traffic Accounts Office remain unpaid at the end of the month?
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What is the purpose of preparing error sheets in the Traffic Accounts Office?
What is the purpose of preparing error sheets in the Traffic Accounts Office?
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What form should the Station Master use to prepare the statement of recoveries for admitted debits?
What form should the Station Master use to prepare the statement of recoveries for admitted debits?
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How many copies of the recovery statement does the Station Master need to prepare for submission?
How many copies of the recovery statement does the Station Master need to prepare for submission?
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What action should the Station Master take upon receiving the copies of the recovery statement from the Divisional Accounts Office?
What action should the Station Master take upon receiving the copies of the recovery statement from the Divisional Accounts Office?
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Which authority is responsible for sending a copy of the recovery statement to the Traffic Accounts Office?
Which authority is responsible for sending a copy of the recovery statement to the Traffic Accounts Office?
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What should be recorded in the 'recovery register' maintained at the station?
What should be recorded in the 'recovery register' maintained at the station?
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What happens to the recovery statement copies after the Divisional Accounts Office processes them?
What happens to the recovery statement copies after the Divisional Accounts Office processes them?
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Under what circumstance may the Divisional Commercial Superintendent allow installment recoveries from salary bills?
Under what circumstance may the Divisional Commercial Superintendent allow installment recoveries from salary bills?
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What should be included in the special credit taken by the Station Master after receiving copies of the recovery statement?
What should be included in the special credit taken by the Station Master after receiving copies of the recovery statement?
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What must happen to admitted debits outstanding at joint stations?
What must happen to admitted debits outstanding at joint stations?
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What is the procedure for clearing objected debits when the objection is upheld?
What is the procedure for clearing objected debits when the objection is upheld?
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In what scenario can the Inspector of Station Accounts issue a credit advice note directly?
In what scenario can the Inspector of Station Accounts issue a credit advice note directly?
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What should happen if the Traffic Accounts Office fails to account for the transfer memo?
What should happen if the Traffic Accounts Office fails to account for the transfer memo?
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What procedure is followed for the clearance of debits that were initially objected to but later ruled valid?
What procedure is followed for the clearance of debits that were initially objected to but later ruled valid?
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Under which condition will freight outstandings be cleared for parcels goods auctioned at the station?
Under which condition will freight outstandings be cleared for parcels goods auctioned at the station?
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What is the role of the Traffic Accounts Office when an objection to a debit is placed?
What is the role of the Traffic Accounts Office when an objection to a debit is placed?
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What must happen if the connected parcels goods have not yet been received at the station?
What must happen if the connected parcels goods have not yet been received at the station?
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Which situation would NOT require the issuance of an overcharge sheet to clear freight outstandings?
Which situation would NOT require the issuance of an overcharge sheet to clear freight outstandings?
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What is a consequence if a station fails to clear an outstanding debit within the required time?
What is a consequence if a station fails to clear an outstanding debit within the required time?
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What determines the timing of taking special credit for debits that have been objected to?
What determines the timing of taking special credit for debits that have been objected to?
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How can freight outstandings related to consignments not received at the destination station be settled?
How can freight outstandings related to consignments not received at the destination station be settled?
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What criterion must be met for freight outstandings to occur due to undelivered connected parcels goods?
What criterion must be met for freight outstandings to occur due to undelivered connected parcels goods?
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How is clearance of outstanding debits typically conducted by a station?
How is clearance of outstanding debits typically conducted by a station?
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When will clearance of freight outstandings for consignments delivered at a siding be confirmed?
When will clearance of freight outstandings for consignments delivered at a siding be confirmed?
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What documentation is critical for the Traffic Accounts Office to monitor transfers?
What documentation is critical for the Traffic Accounts Office to monitor transfers?
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What will happen to an outstanding amount if an employee at a station leaves without settling it?
What will happen to an outstanding amount if an employee at a station leaves without settling it?
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What is a possible outcome for freight outstandings caused by the withdrawal or diversion of consignments?
What is a possible outcome for freight outstandings caused by the withdrawal or diversion of consignments?
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What action must be taken if freight outstandings relate to parcels goods not received at their destination?
What action must be taken if freight outstandings relate to parcels goods not received at their destination?
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What happens to freight outstandings when consignments are rebooked to another station?
What happens to freight outstandings when consignments are rebooked to another station?
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What must be retained as a station record when clearing freight outstanding via a letter from headquarters?
What must be retained as a station record when clearing freight outstanding via a letter from headquarters?
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Which financial records must be kept regarding outstanding demurrage and wharfage charges?
Which financial records must be kept regarding outstanding demurrage and wharfage charges?
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What happens to outstanding charges if the remission order is awaited from the competent authority?
What happens to outstanding charges if the remission order is awaited from the competent authority?
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When might freight outstandings for unaccounted invoices be cleared?
When might freight outstandings for unaccounted invoices be cleared?
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How should entries be made in the register of outstandings for consignments accounted within the same month?
How should entries be made in the register of outstandings for consignments accounted within the same month?
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Study Notes
Station Outstandings
- Station outstandings represent amounts owed to the station master but not yet settled.
- These outstandings typically arise due to imprest cash, cashier disallowances, admitted and objected debits, freight on consignments (awaiting or ready for delivery), freight on consignments with accounted invoices, freight on sided consignments awaiting payment, diverted or over-carried freight consignments, invoices not appearing in delivery books, demurrage, wharfage, and other miscellaneous items.
Origin of Cash Office Disallowances
- Cashiers acknowledge only the correct amount received upon remitting cash.
- They note any discrepancies like base coins, forged notes, or short remittances.
- The station master recovers the disallowed amount from the responsible staff, reflecting it as a credit.
Origin of Accounts Office Debits
- Internal checks in the Traffic Accounts Office on station returns may reveal mistakes.
- Shortcomings, undercharges, or un-accounted amounts are debited to the responsible station.
- Error sheets detailing these debits are prepared and included in the month's balance sheet.
Time Limit for Raising Debits
- Debits are usually raised against stations within six months of the accounting period.
- Exceptions exist for errors identified by inspectors or audit officials.
Error Sheets
- Error sheets detail debits, prepared in triplicate, and sent to relevant supervisory personnel.
Advice of Internal Checks
- After balance sheet approval, Traffic Accounts Office prepares internal check advice.
- It compares station balance sheet figures and Traffic Accounts Office totals.
- Differences are supported by details, showing discrepancies.
Accountal and Scrutiny of Error Sheets
- Errors or other debit notices are accounted for in the first draft of the balance sheet.
Recovery of Admitted Debits
- Debits up to ₹5 are paid immediately in cash.
- Large debits are addressed through recovery from the staff member's salary.
- Cashier disallowances are resolved through immediate cash payments.
Recovery of Debits from Pay Bills
- If cash repayment isn't possible, a recovery statement outlining the amount due from salaries is prepared (in triplicate).
Admitted Debits Outstanding at Joint Stations
- Debits at stations serving multiple organizations are moved to the books of the responsible railway.
Transfer of Admitted Debits to Other Stations
- Debits are transferred to the office of the employee if their transfer is requested or if the employee had accepted their transfer.
- Transfer memos detail transfers, prepared in triplicate copies to expedite the process.
Clearance of Objected Debits
- Objected debits are resolved when the Traffic Account Office withdraws the incorrect debit, or when the station objections are deemed void.
- Resolved by transferring the debit into the admitted debit category.
Recovery of Debits from Staff Leaving Service
- Outstanding debits relevant to departing staff are documented and submitted to Traffic and Divisional authorities.
- They are documented in triplicate and submitted to Traffic and Divisional authorities
Origin of Freight Outstandings
- Parcel way bills and invoices received at a station are accounted for.
- Outstanding freight occurs if a freight bill exists but freight has not been paid.
Clearance of Freight Outstandings
- Freight outstandings are cleared upon payment or transfer.
- It is cleared when goods/parcel is delivered, the outstanding has been resolved, or in the case that it is sold.
Register of Outstandings
- A register cataloguing outstanding items is prepared, detailing aspects such as admitted debits, freight, goods, and others.
Outstanding List
- A comprehensive list of all outstanding items is compiled at the end of the month.
- It's prepared in triplicate to enable relevant authorities to verify the accuracy.
Measures for Preventing Accumulation of Outstandings
- Personnel closely monitor outstanding and take essential steps for timely clearance.
Expeditious Clearance of Outstandings
- Commercial department is accountable for clearing outstandings like freight, demurrage, and others.
- They take action quickly to ensure items are resolved.
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Description
This quiz covers key concepts related to station outstandings, cash office disallowances, and accounts office debits. Test your knowledge on how these financial aspects affect the operation of a station, including the recovery of discrepancies and the handling of freight consignments.
