Stock Verification Procedures

Stock Verifiers check the amount of stores and coal held by Loco Foremen in Running Sheds and Train Examiners.

Stock Verifiers exclusively verify coal stock. Measurements are compared with Loco Foreman records. Disagreements necessitate joint measurement and recording.

Accurate stack measurements require taking breadth and height readings at 3-meter intervals and calculating average dimensions. This enables calculating the stack's volume.

Conversion ratios are used to determine coal weights based on different coal grades (e.g., Selected A, Grade I).

Daily records of coal received are compared to calculated quantities. Discrepancies should be reported to the Accounts Officer.

Records maintained by Loco Foremen regarding coal, should match the Stock Verifiers measurements.

Staff responsible for verifying the stock of stores and coal in custody of Loco Foremen and Train Examiners of running sheds or train examining stations.

A type of store used in emergencies.

Extra stores.

A form to record and document verified store details.

Sub-division of store account for materials at each work site.

Process of checking physical stock against records.

Initial quantity of stores on hand.

Total amount of stores received.

Total amount of stores issued.

Difference between expected and actual store amounts.

Difference between the book balance and the actual physical count of stock.

Formal document detailing the results of a stock verification process including signatures of stores holders and others.

Official responsible for managing the records of stores accounts and discrepancies.

Stores managed by the Engineering Department, with "charged off" and "non-charged off" stock types.

Stock that has been designated as used by engineering department and not to be counted in general stock count.

The Stock Verifier uses these to document and report the verification process in triplicate for different store groups.

Involves inspecting, measuring, and recording logs in a register. This ensures accurate tracking of timber stock and allows for verification every two years by the Accounts Department.

Logs are measured by length and girth. Length is measured from the furthest cut at the but end to the nearest cut at the top end. Girth is measured at the mid-length of the log, excluding bark, knots, or abnormalities.

The formula V-L(G/4)2.L is used to calculate the volume of round timber logs where 'V' is the volume, 'L' is the length, and 'G' is the girth.

When measuring girth, if the measurement includes bark, a deduction of 22 mm. per 30 cm. of girth must be made.

Logs are serially numbered to track their movement and ensure accurate counting during stock verification.

'Charged off' stores refer to materials that were removed from the storehouse but weren't actually used on the work orders. Their account doesn't need to be traced back to the start of the month; only check the balance on the verification date.

When verifying workshop stores, always check if proper records are kept for 'charged off' stores that were not used on the work orders.

Ensure any surplus materials are not kept in the workshop for too long after the related works are finished.

Verify that materials obtained for capital projects are accounted for properly, regardless of whether they were obtained directly or through stores.

Make sure workshops don't order more materials than needed. If they do, ensure surplus materials are promptly returned to the stores.

Valuable materials and equipment should be stored securely in locked sheds to prevent theft, and materials kept outdoors must be protected from weather and fire.

Proper inventories of machinery, tools, and equipment should be maintained. For small tools, a regular inventory might not be needed, but the system for their distribution and care should be checked during verification.

The stock sheet is handled according to the procedures outlined in paragraph 3312 of the manual.

Certificates signed by both the subordinate in charge and the Verifier, confirming that all stores/tools were examined during verification.

One type verifies stores with records (like a running inventory), while the other involves taking stock of items without maintained records. This distinction is based on the need for formal record-keeping.

The Stock Verifier reports the missing records via telegram, postponing the stock verification until the records are completed.

The duty falls to the Executive and the Accounts Officers who oversee those records.

Items removed from a warehouse but not used on official work orders. Their account doesn't require backtracking to the month's start.

Verification of workshop stores focuses on proper record-keeping, surplus material management, accountable capital project materials, preventing over-ordering, securing valuables, and maintaining inventories.

Stock Verifiers check the complete stock of coal, specifically focusing on types like Steam Coal, Bengal and Bihar Coal, Pench and Talcher Coal, Assam Coal, and Singarene Coal.

Fuel Conversion Rates are ratios used to calculate the weight of different coal grades, like Selected A or Grade I, based on their density and quality.

To ensure precise measurement, stacks are measured at intervals of 3 meters, recording the breadth and height. These values are averaged to determine the stack's volume.

Daily abstract notes record the amount of coal received. This information is compared to calculations based on Fuel Conversion Rates, and any discrepancies warrant reporting.

Stock Verifiers are responsible for checking the coal stock held by Loco Foremen in Running Sheds and comparing it to official records.

When measurements disagree with Loco Foremen's records, joint measurements are made, and both the Stock Verifier and Loco Foremen document the findings.

If discrepancies exist between the received coal and calculations based on daily abstract notes, the matter is reported to the Accounts Officer for further investigation.

Verifying coal stocks ensures accurate inventory, prevents wastage, and maintains transparency in coal usage and accounting.

Stock Verifiers use stock sheets to document the verification process in triplicate for different store groups, ensuring a comprehensive record of the verification process.

They check both the physical stock and the recorded amount of stores held by Loco Foremen, Head Train Examiners, and other custodians.

If the difference between the recorded and actual stock is 2% or less, the Stock Verifier doesn't change the record, but only adds a note to the report.

When the difference between the recorded and actual stock is more than 2%, the book balance needs to be adjusted to match the actual measurement.

The Stock Verifier creates a report in triplicate, with the original going to the Stores Accounts Officer, and the copies going to the subordinate and the Divisional Officer.

These stores are similar to those in a depot, but they are divided into 'charged off' and 'non-charged off' categories.

It holds the balance of materials that were removed from the storehouse but weren't actually used for official work orders. This balance doesn't need to be traced back to the start of the month; only check the balance on the verification date.

The key areas of focus are checking accurate records, preventing material waste, ensuring accountancy for project materials, limiting over-ordering, securing valuable materials, and maintaining equipment inventories.

There are two types: verification with complete records (like a running inventory) and verification without records where the stock is counted directly.

The Stock Verifier reports the missing records through a telegram, postponing the verification until the records are complete.

The Executive and the Accounts Officer take responsibility for taking stock when records are not available or kept.

Checking the physical amount of stores against the records, to make sure they match.

These stores are materials removed from the warehouse but not used on work orders. This special category's account doesn't require tracking back to the month's beginning, only focusing on the verification date's balance.