Stores Depots Management Overview

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Questions and Answers

What information is NOT required to be recorded in the weighment register (Form S-1215)?

Date put into stock

Description of material

Name of the Yard Foreman (correct)

Gross weight of wagon

Which document should be filed in the Receipt Section for materials received through stores vans?

Transport bill

Delivery invoice

Delivery sheet (correct)

Material acknowledgment note

What should the Yard Foreman do if materials are received without the accompanying documents?

Enter the materials in a special register

Report the case to the regional office

Enter relevant details in the Wagon Register and report to the Receipt Section (correct)

Send the materials back immediately

What is required in the initial recording of materials in the weighment register?

Railway receipt number and date Signup and view all the answers

Which of the following details is necessary to calculate the tare weight of a wagon?

Gross weight of the wagon Signup and view all the answers

How long should one wait for documents to arrive after reporting missing documents before contacting the party concerned?

3 days Signup and view all the answers

What indicates a difference between the gross weight and tare of the wagon?

Initials of the tally clerk Signup and view all the answers

What should be done promptly after an accident occurs?

Report the accident to the authorities Signup and view all the answers

What is the procedure for receiving materials in wards?

Materials must be matched with vouchers for quantity and specification Signup and view all the answers

Which class of steel shows no colour marking upon receipt in railway stores?

Class II Steel Signup and view all the answers

What color is used to mark mild steel (untested) according to the specifications?

Blue Signup and view all the answers

Which marking color corresponds to Class III Steel as per the mentioned specifications?

Gray Signup and view all the answers

What should be done when the sample stores have been fully supplied?

The samples should be returned to the firms or credited to the Stock Adjustment Account. Signup and view all the answers

How should materials obtained on loan from other railways be recorded upon receipt?

As Suspense Receipts on purchase returns. Signup and view all the answers

What should the depot receiving borrowed materials do for record-keeping?

Use a manuscript register to track the materials received. Signup and view all the answers

What happens when materials are returned after loaning from another railway?

Ordinary issue notes should be prepared and allocated to debit of 'Deposits Miscellaneous Account'. Signup and view all the answers

What should be marked on the forms when loan stores are received?

Suspense Receipt Signup and view all the answers

What should the Receipt Section do with rejected stores after entering their details in the manuscript register?

Prepare a write back issue note and put the stores into stock. Signup and view all the answers

What should be included in the issue note during the return of loaned materials?

A reference to the Original Note. Signup and view all the answers

What is the preferred method of acquiring materials from other railways instead of loaning?

Inter railway sale. Signup and view all the answers

What should be done if there are materials that do not conform to the requisition?

The van clerk should return the material with issue notes. Signup and view all the answers

What is the responsibility of the Depot Storekeeper Grade III before closing the wards?

To check locker security and ensure no one is left inside Signup and view all the answers

Where should the keys of the wards be stored after closing?

In a despatch box sent to the Time-Office Signup and view all the answers

What should be done with the master key for all wards?

It should be kept in a glass covered case for emergency use Signup and view all the answers

Who is responsible for maintaining the Key Register?

The Depot Storekeeper Grade III Signup and view all the answers

What role does the Time-keeper play during the closing of the wards?

He collects all keys and locks them in the safe Signup and view all the answers

What happens to the duplicate keys of the locks of the wards?

They are stored in a despatch box locked in the Depot Officer's safe Signup and view all the answers

What should the clerk designated by the Depot Storekeeper do regarding keys?

Open and close the wards during the period assigned Signup and view all the answers

What is the purpose of the glass covered case for keys?

To secure important keys for emergency situations Signup and view all the answers

What action should a naik or chowkidar perform after the wards are closed?

Inspect all locks and windows for security Signup and view all the answers

How long should the clerk be assigned to manage the keys?

One week to ensure accountability Signup and view all the answers

What is the primary responsibility of the Depot Store-keeper and his staff?

To ensure the protection of stores and scrap materials Signup and view all the answers

Which type of material requires special attention due to its susceptibility to pilferage?

Household items Signup and view all the answers

What is the recommended source for recruiting chowkidari staff?

Retired army and police personnel Signup and view all the answers

How should the hours of duty be organized for depot staff?

They must comply with the Hours of Employment Act and Rules Signup and view all the answers

What is the primary function of the Railway Protection Force (R.P.F) in the depot?

To maintain watch and patrolling at the depot Signup and view all the answers

What procedural element should be prepared for each depot regarding duty hours?

Roster showing hours of duty Signup and view all the answers

What should the chowkidari staff do during their patrols at night?

Inspect locks and report suspicious occurrences Signup and view all the answers

What should be done with inflammable materials to ensure safety?

They should be kept in locked sheds and bins Signup and view all the answers

What type of personnel may not be needed if R.P.F. staff is provided?

Chowkidari staff Signup and view all the answers

How should the schedules for chowkidari staff patrol rounds be managed?

The Depot Store-keeper should vary them daily Signup and view all the answers

What criteria should be considered when fixing the scale of security deposits for staff responsible for stores?

The maximum money value of stores held by the subordinates Signup and view all the answers

When are excess stocks permitted to be held without immediate action regarding their custody?

If it is estimated that the excess will continue for less than six months Signup and view all the answers

What is the role of the Yard Foreman upon receiving materials at the store depot?

To oversee the weighment of loaded and unloaded transport Signup and view all the answers

What procedure should be followed for items received in the depot?

They should be recorded and stocked in a designated Receipt Shed Signup and view all the answers

What exception exists regarding the unloading of heavy items and large consignments of ferrous scrap?

They can be unloaded on the spot but require acknowledgment from the ward-keeper Signup and view all the answers

Which of the following is a responsibility of the Chief Accounts Officer regarding store custodians?

To define the security deposit scales in consultation with the General Manager Signup and view all the answers

What must accompany all material receipts when being unloaded to ensure proper record-keeping?

Forwarding documents linking the consignment Signup and view all the answers

What should be provided to ensure effective fire safety in stores depots?

Sufficient and easily accessible fire protection apparatus Signup and view all the answers

How should materials be stacked to maximize efficiency in a depot?

In a manner that allows for priority of receipt in the depot Signup and view all the answers

Which practice is crucial for the handling of heavy materials to prevent accidents?

Supervision by a responsible subordinate Signup and view all the answers

What system should be adopted for small item packing in stores?

Packing in bags of uniform quantities based on average issue needs Signup and view all the answers

Which factor is NOT considered a risk when dealing with specific materials in the depot?

Low handling requirements for light materials Signup and view all the answers

What benefit do graduation marks on bins provide to store-keepers?

They indicate approximate stock levels at a glance Signup and view all the answers

What should be a key focus in training among yard and ward staff?

Rendering First Aid in case of accidents Signup and view all the answers

What is the purpose of using a unit piling system in stores?

To allow compact stocking and easy inventory checks Signup and view all the answers

Which of the following is a key consideration when selecting a location for stacks of combustible materials?

Attention to minimizing risk of spontaneous combustion Signup and view all the answers

Which action should be taken if the samples are not returned after being fully supplied?

They must be credited to the Stock Adjustment Account. Signup and view all the answers

How should the depot record the receipt of materials obtained from other railways on loan?

Using a prominent label as 'Suspense Receipt'. Signup and view all the answers

What should be included in the issue note when returning borrowed materials?

Reference to the Original Note. Signup and view all the answers

What register should the depot maintain for rejected stores received from a store van?

Manuscript register (S. 1224). Signup and view all the answers

When materials are borrowed from another railway, how is the loan treated in accounting records?

Credited in the Accounts Office to 'Deposit Miscellaneous Account'. Signup and view all the answers

How should the rate for loaned materials be determined if there was no stock previously?

Using the rate of the last stock in the price ledgers. Signup and view all the answers

What is the preferred method of acquiring materials from other railways instead of obtaining them on loan?

Inter railway sale. Signup and view all the answers

What should the depot do with materials that are not in accordance with the requisition during delivery?

Return them immediately after documentation. Signup and view all the answers

What is the primary action to take when a depot receives unsolicited materials?

Record their details and prepare for write back issue note. Signup and view all the answers

Which class of steel is identified by the absence of any colour marking?

Class II Steel Signup and view all the answers

Which colour is designated for marking Class I Steel as per the specifications?

Yellow Signup and view all the answers

What is the marking colour for Mild Steel (untested) according to the standards outlined?

Blue Signup and view all the answers

Which of the following steel classes is marked with Gray according to the specified standards?

Class III Steel Signup and view all the answers

Which procedure is required for the receipt of materials in wards?

Checking for quantity and specification against vouchers Signup and view all the answers

What is the responsibility of the ward concerned when shortages are noted during depot transfers?

Accept the quantities stated and take shortages up with the Traffic Department. Signup and view all the answers

When materials received differ from the description in the issue note, what should be done?

The materials should be reported and accounted for according to the correct description. Signup and view all the answers

Which of the following accurately describes the role of a Depot Store-Keeper?

To ensure safe custody of materials and supervise ward operations. Signup and view all the answers

What should be done when materials are returned to the sending depot?

Fresh depot transfer documents must be prepared for the return. Signup and view all the answers

Which document should be maintained to account for the shortages in stock?

Manuscript Register (S. 1231). Signup and view all the answers

What should be the focus of work in the wards regarding store materials?

Physical receipt, storage, and issue of materials. Signup and view all the answers

Who is responsible for carrying out work concerning items or groups of stores in a ward?

Lower grade Depot Store-Keepers under supervision. Signup and view all the answers

How should wards be designated for ease of reference?

By alphabetical letters. Signup and view all the answers

What is the primary reason for the separation of duties within a ward?

To ensure maximum efficiency and safety of material handling. Signup and view all the answers

Which is a key instruction for Depot Storekeepers regarding logistics in the wards?

They must focus solely on numerical receipt and issue. Signup and view all the answers

Study Notes

Stores Depots - Receipt and Custody of Stores

Depot Officer: Responsible for the efficient management of depot stocks, prompt service, safe keeping, accurate stock tallies, and submission of documents to Accounts Officer.
Depot Organization: Organized into wards for storing materials and sections for specific tasks like receipt, storage, despatch, and surplus/scrap disposal.
Receipt Section: Independent section handling all documents & verifying incoming material; a Yard Foreman/Supervisor handles actual receipt.
Despatch Section: Handles outgoing depot materials, controlling trains and vans.
Ledger Section: Centralized unit maintaining up-to-date stock cards for all materials & accounting/recoupment.
Surplus/Scrap Section: Manages the receipt, classification, storage, and sale of surplus and scrap materials following procedures in Chapter XXII.
Assistant Depot Officer: Duties determined by Controller or Depot Officer. In the latter's absence, the Assistant takes over all responsibilities.
Depot Store Keeper: Responsible for tasks related to correspondence, stock verification reports, and handling materials based on their section. Addresses missing documents, verifies stock, and ensures safe storage.
Corrective Actions: Attend to complaints about materials, shortages, and delays; ensures accounts stock verifier has access and assistance. Checks stock figures against yearly contracts. Conducts surprise checks on packages and the condition of materials.
Wagon Register: Maintain records of incoming and outgoing wagons along with their contents; check and report discrepancies.
Receipt Section Procedures: Yard Foreman manages receiving materials in various ways (wagons, trucks, carts, etc.), weighs the items, and records details in a register. All materials are stored separately from existing stocks unless authorized exceptions apply.
Receipt Documents and Records: Stores enter depots from various sources: indigenous purchases, imports, workshops, returned materials from other departments, departmental transfers, sales, loans from other railways, and sample stores.
Receipt Register: Maintains a record of documents accompanying received materials; detailed information is recorded.
Samples: Samples accompanying material orders are considered and stored until full supplies follow, then returned if the established practice is to return them; otherwise, included in stock records. Stores on loan from other railways follow specific procedures.
Miscellaneous Receipts: Records for various other types of received materials, like those with incomplete documentation or those returned due to discrepancies in accordance with specifications.
Stock Verification and Reports: Conducted monthly, inspecting records of received materials, weights, and correct materials. Disputes are reported, and proper documentation is established.
Warehouses and Protection: Material protection methods (e.g., bins, locks), security measures, and personnel responsible, fire safety precautions, and trained personnel are detailed.
Duties of Staff: Detailed descriptions of the responsibilities and duties of depot storekeepers, assistants, and other staff, including hours of duty, materials and equipment management, inventory maintenance.
Handling of Stores: Clear, well-defined procedures for receiving, handling, and storage of all different materials, whether in wards, sheds, or other locations, are laid out.

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This quiz covers the key responsibilities and sections of a store depot. It includes topics such as the roles of the Depot Officer, the Receipt and Despatch Sections, and the management of surplus and scrap materials. Test your knowledge on effective depot management and organization.

Stores Depots Management Overview

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Podcast

Questions and Answers

What information is NOT required to be recorded in the weighment register (Form S-1215)?

Which document should be filed in the Receipt Section for materials received through stores vans?

What should the Yard Foreman do if materials are received without the accompanying documents?

What is required in the initial recording of materials in the weighment register?

Which of the following details is necessary to calculate the tare weight of a wagon?

How long should one wait for documents to arrive after reporting missing documents before contacting the party concerned?

What indicates a difference between the gross weight and tare of the wagon?

What should be done promptly after an accident occurs?

What is the procedure for receiving materials in wards?

Which class of steel shows no colour marking upon receipt in railway stores?

What color is used to mark mild steel (untested) according to the specifications?

Which marking color corresponds to Class III Steel as per the mentioned specifications?

What should be done when the sample stores have been fully supplied?

How should materials obtained on loan from other railways be recorded upon receipt?

What should the depot receiving borrowed materials do for record-keeping?

What happens when materials are returned after loaning from another railway?

What should be marked on the forms when loan stores are received?

What should the Receipt Section do with rejected stores after entering their details in the manuscript register?

What should be included in the issue note during the return of loaned materials?

What is the preferred method of acquiring materials from other railways instead of loaning?

What should be done if there are materials that do not conform to the requisition?

What is the responsibility of the Depot Storekeeper Grade III before closing the wards?

Where should the keys of the wards be stored after closing?

What should be done with the master key for all wards?

Who is responsible for maintaining the Key Register?

What role does the Time-keeper play during the closing of the wards?

What happens to the duplicate keys of the locks of the wards?

What should the clerk designated by the Depot Storekeeper do regarding keys?

What is the purpose of the glass covered case for keys?

What action should a naik or chowkidar perform after the wards are closed?

How long should the clerk be assigned to manage the keys?

What is the primary responsibility of the Depot Store-keeper and his staff?

Which type of material requires special attention due to its susceptibility to pilferage?

What is the recommended source for recruiting chowkidari staff?

How should the hours of duty be organized for depot staff?

What is the primary function of the Railway Protection Force (R.P.F) in the depot?

What procedural element should be prepared for each depot regarding duty hours?

What should the chowkidari staff do during their patrols at night?

What should be done with inflammable materials to ensure safety?

What type of personnel may not be needed if R.P.F. staff is provided?

How should the schedules for chowkidari staff patrol rounds be managed?

What criteria should be considered when fixing the scale of security deposits for staff responsible for stores?

When are excess stocks permitted to be held without immediate action regarding their custody?

What is the role of the Yard Foreman upon receiving materials at the store depot?

What procedure should be followed for items received in the depot?

What exception exists regarding the unloading of heavy items and large consignments of ferrous scrap?

Which of the following is a responsibility of the Chief Accounts Officer regarding store custodians?

What must accompany all material receipts when being unloaded to ensure proper record-keeping?

What should be provided to ensure effective fire safety in stores depots?

How should materials be stacked to maximize efficiency in a depot?

Which practice is crucial for the handling of heavy materials to prevent accidents?

What system should be adopted for small item packing in stores?

Which factor is NOT considered a risk when dealing with specific materials in the depot?

What benefit do graduation marks on bins provide to store-keepers?

What should be a key focus in training among yard and ward staff?

What is the purpose of using a unit piling system in stores?

Which of the following is a key consideration when selecting a location for stacks of combustible materials?

Which action should be taken if the samples are not returned after being fully supplied?

How should the depot record the receipt of materials obtained from other railways on loan?

What should be included in the issue note when returning borrowed materials?

What register should the depot maintain for rejected stores received from a store van?

When materials are borrowed from another railway, how is the loan treated in accounting records?

How should the rate for loaned materials be determined if there was no stock previously?

What is the preferred method of acquiring materials from other railways instead of obtaining them on loan?

What should the depot do with materials that are not in accordance with the requisition during delivery?

What is the primary action to take when a depot receives unsolicited materials?

Which class of steel is identified by the absence of any colour marking?

Which colour is designated for marking Class I Steel as per the specifications?

What is the marking colour for Mild Steel (untested) according to the standards outlined?

Which of the following steel classes is marked with Gray according to the specified standards?

Which procedure is required for the receipt of materials in wards?

What is the responsibility of the ward concerned when shortages are noted during depot transfers?

When materials received differ from the description in the issue note, what should be done?

Which of the following accurately describes the role of a Depot Store-Keeper?

What should be done when materials are returned to the sending depot?

Which document should be maintained to account for the shortages in stock?