Stores Management and Disposal

80 Questions

What should be inspected frequently to minimize avoidable delays?

The Register of Returned Stores

What is the purpose of Chapter 6: Signalling Stores and Accountal?

To describe store receipt and issue processes

What document is used to requisition and issue stores?

The Accounts (EDP) Requisition and Issue Note

What is the timeframe for acknowledging stores and affording credit?

One month

What is the purpose of the Depot and Accounts Officers?

To take up cases of omission with the stores depots

What is the purpose of the Register of Returned Stores?

To maintain a record of returned stores

What information is typically included in the Store Requisition and Issue Note?

All of the above

What is the purpose of Annexure: 6-A7?

To provide an example of an Accounts (EDP) Requisition and Issue Note

What is the primary consideration while determining the credit value for returned stores that are not likely to be required again?

The figure likely to be realised for it as an obsolete material or as scrap

What is the specific form to be used for preparing requisitions for non-stock items?

Form No. S. 1302

What is the purpose of entering the head chargeable on all requisitions?

To track the cost of the material to the relevant account

What is the significance of marking or coding requisitions for materials for different sanctioned works and revenue maintenance?

To distinguish between different types of works

What is the purpose of specifying the number of estimate and the reference of the sanctioning authority in requisitions?

To provide a clear audit trail

What is the criterion for providing credit value for materials likely to be used again?

The proportionate to its further life

What is the guideline for determining the normal life of some signalling equipment?

Indian Railway Financial Code

What is the purpose of crossing blank space, if any, below the last item in a requisition?

To prevent unauthorized additions

What is the purpose of the PCMM in case of multiple Stores Depots on a Railway?

To decide the Stores Depot for a particular class of Stores

How many foils of the Advice Note should be prepared by the Officer Returning Stores?

Six

What is the purpose of the Departmental Register of Advice Notes for Returned Stores?

To verify the correctness of Advice Notes

Who should receive the 5th foil of the Advice Note?

The Accounts Officer, Stores

What should be examined carefully in the division or district office?

The Advice Notes

What is the purpose of the Form No. S.1539?

To prepare the Advice Notes

What should be sent to the Stores Depot along with the Railway Receipt?

The 2nd, 3rd, and 4th foils of the Advice Note

What is the purpose of retaining the 1st foil of the Advice Note by the subordinate returning the Stores?

To retain it as an office copy

Who is responsible for verifying the correctness of the Daily Material Transaction Register and the Ledgers?

SSE (Signal)/incharge

What is the purpose of recording the date of entry in the Daily Material Transaction Register in the line note books?

To maintain a record of the material transaction

What should be stated while sending spare and second hand materials to Stores Depot?

Approximate weight and full details of missing parts

How often should the SSE (Signal)/incharge or SSE (Signal)/(Stores) verify the entries in the Daily Material Transaction Register?

Weekly

What should be collected from Sections regularly and sent to Stores Depot?

Cast iron, steel, brass, zinc, copper, and lead scrap

What should be accounted for along with the materials contained in them?

Empties such as tins, drums, kegs, and barrels

What is the purpose of recording the entries in the line note books?

To maintain a record of the material transaction

Where can the instructions regarding returned stores be found?

Chapter XVI of the Indian Railway Code for Stores Department

What is the primary purpose of storing materials in a neat and sorted manner?

To prevent damage and rusting of materials

Who is responsible for the custody of Clutch Resetting Handles/Crank Handles/Electric key Transmitter keys, master keys, and spare keys?

The JE/SSE

What is the recommended storage practice for bags of cement?

Storing them in rotation, with the first bag being the first to be issued

Why should inflammable materials be stored separately and away from cotton waste, stationery, and furniture?

To prevent fire hazards

What is the recommended practice for loading point rodding?

Loading them in open wagons

What is the primary purpose of keeping fire extinguishers and fire buckets handy in godowns storing inflammable materials?

To facilitate fire protection and safety

Why should cables be stored properly without damage to the cable drum?

To prevent damage to the cable drum

What should be done to materials that are liable to get rusted?

They should be kept free from rust by oiling/greasing whenever required

Where should the Excess Materials Returns be checked?

Divisional Office

What is the purpose of columns (5a), (5b), and (5c) in the receipt?

To record the quantity of materials issued

What should be done with 'Excess Materials' that cannot be utilized on some other works?

They should be returned to the Stores Depot

Why is it necessary to check the Excess Materials Returns in the Divisional Office?

To ensure the correctness and reasonableness of the balances shown

What is the purpose of column (7c) in the receipt?

To record the explanation for the difference in quantity

What is the purpose of columns (9) and (10) in the receipt?

To record the reference and remarks for the transaction

How should materials obtained specifically for particular works be charged off finally?

In accordance with their allocation

What should be examined carefully in the division or district office?

Excess Materials Returns

What is the purpose of the signature and designation in the receipt?

To authenticate the transaction

What should be put up to the Executive Engineer for his orders?

Excess Materials Returns

What is the purpose of the place and date in the receipt?

To record the location and date of the transaction

What is the purpose of columns (3) and (4) in the receipt?

To record the sanctioned scale of the articles

Where can the Excess Materials be taken if they cannot be utilized on some other works?

Engineering Stores Surplus

What is the purpose of column (6b) in the receipt?

To record the voucher number

Who should verify the correctness and reasonableness of the balances shown in the Excess Materials Returns?

Executive Engineer

What is the purpose of column (11) in the receipt?

To record the reference and remarks for the transaction

What is the purpose of maintaining a daily numerical record of receipts and issues of materials in Form E. 1441?

To maintain a record of materials-at-site account

What is the purpose of the 'Classification I or II' column in the Materials-at-Site Record Ledger Form?

To classify materials based on their type

What is the significance of the 'Description of material' column in the Materials-at-Site Record Ledger Form?

It provides a description of the material

What is the purpose of the 'List No.' column in the Materials-at-Site Record Ledger Form?

To provide a unique identifier for each material

What is the purpose of the 'Unified nomenclature' column in the Materials-at-Site Record Ledger Form?

To provide a standardized name for each material

What is the purpose of the 'Opening Balance' column in the Materials-at-Site Record Ledger Form?

To record the initial quantity of materials

What is the purpose of the 'Closing balance' column in the Materials-at-Site Record Ledger Form?

To record the final quantity of materials

What is the purpose of the 'Sub-head to which accounted' column in the Materials-at-Site Record Ledger Form?

To record the account head for each material

What is the purpose of the Allocation column in the Requisition and Issue Note?

To allocate the materials to a specific department or project

What is the significance of the CD Code in the Requisition and Issue Note?

It is a unique code for the consignee

What is the purpose of the Issue Note No. in the Requisition and Issue Note?

To track the issue of materials to the consignee

What is the significance of the P.L.No. in the Requisition and Issue Note?

It is a code used to track the purchase ledger

What is the purpose of the Unit code in the Requisition and Issue Note?

To indicate the unit of measurement

What is the significance of the Rate Rs. column in the Requisition and Issue Note?

It specifies the rate of the item in rupees

What is the purpose of the Description column in the Requisition and Issue Note?

To provide a brief description of the item

What is the significance of the No. of Packages column in the Requisition and Issue Note?

It specifies the number of packages in which the item is packed

Who is responsible for nominating the depot or depots to which particular classes of Stores may be returned?

PCMM

How many foils of the Advice Note should be retained by the subordinate returning the Stores?

Where should the 5th foil of the Advice Note be sent?

To the Accounts Officer, Stores

What is the purpose of the Departmental Register of Advice Notes for Returned Stores?

To examine and list Advice Notes

What should be sent to the Stores Depot along with the Railway Receipt?

Advice Note and Materials

What should be examined carefully in the division or district office?

Advice Notes

What is the purpose of the Officer Returning Stores preparing Advice Notes in Form (S. 1539)?

To return stores to the Stores Depot

How many foils of the Advice Note should be prepared by the Officer Returning Stores?

Study Notes

Returned Stores

Returned stores should not be held longer than necessary and should be returned to Stores Depot for disposal.
Credit value for returned stores that are not likely to be required again should be kept within the figure likely to be realized for it as an obsolete material or scrap.
For materials likely to be used again, credit value proportional to its further life may be provided in the estimate.

Preparation of Requisitions

Separate requisitions should be prepared for each item of material.
Requisition for stock items should be prepared in Form No. S. 1313, and for non-stock items in Form No. S. 1302.
Nomenclature, price list numbers, and other references should be correctly reproduced.

Issues of Materials

Issues of materials from outside stocks will be recorded by the SSE (Signal) in charge or SSE (Signal)/(Stores) in their line note books first.
These entries will then be transferred to the Daily Material Transaction Register.

Dispatch of Spare, Second Hand and Scrap Materials

Spare and second-hand materials sent to Stores Depot should be carefully loaded to avoid loss or breakage.
Material complete but having pins badly worn out and not sufficiently good to be considered second-hand shall be entered up as serviceable scrap, and their approximate weight shall be stated.
In the case of Signals, height, Type, and condition of post and fittings shall be stated.

Advice Notes

The Officer Returning Stores to Stores Depots should prepare Advice Notes in Form (S. 1539) in six foils by carbon process.
Separate Advice Notes should be prepared for each class and for new, second-hand, and scrap stores.

Disposal of the Foils of Advice Notes

One foil of the Advice Note should be retained by the subordinate returning the Stores to the Stores Depot as his office copy.
Three foils (the 2nd, 3rd, and 4th) should be sent to the depot direct along with the Railway Receipt.
The remaining two copies should be sent to the Accounts Officer, Stores, and the other (the 6th) to the Divisional or District Officer through the immediate superior of the subordinate returning the Stores.

Departmental Register of Advice Notes

The Advice Notes (6th foil) should be carefully examined in the division or district office to see that they have been correctly prepared.
They should then be listed in a Register of Advice Notes for Returned Stores maintained in the form shown below.

General Instructions for Proper Custody and Maintenance of Stores

All materials shall be kept clean and free from dust.
Materials liable to get rusted shall be kept free from rust by oiling/greasing whenever required.
Stores enclosures shall be provided with weatherproof protections where necessary.
Materials shall be kept properly sorted and neatly stacked.
Parts and small items of materials shall be kept in properly labelled bins or on shelves.

Materials-at-Site Account

Daily record of receipts and issues of materials shall be maintained by the Stock holder in Form E. 1441.
The estimated value of works for which accounts are kept by such-heads in the Register of Works will be as provided for in Para 1486.

Materials-at-Site Record Ledger Form

The form is used to maintain a record of receipts and issues of materials.
It includes columns for unified nomenclature, classification, opening balance, receipts, issues, and closing balance.

Check of Excess Materials Returns

Excess Materials Returns should be checked in the Divisional Office for correctness and reasonableness of the balances.
The balances should be checked against the various receipt vouchers and the sanctioned estimates.
The Executive Engineer will give orders for the disposal of the balances.

Accountal in the Register of Works

Materials obtained specifically for particular works should be charged off finally in accordance with their allocation.
The accountal is maintained in the Register of Works.

Advice Notes

The Officer Returning Stores to Stores Depots should prepare Advice Notes in Form (S. 1539) in six foils by carbon process.
Separate Advice Notes should be prepared for each class and for new, second-hand, and scrap stores.
The distribution of the foils of Advice Notes is as follows:
- One foil to be retained by the subordinate returning the Stores to the Stores Depot as his office copy.
- Three foils to be sent to the depot direct along with the Railway Receipt.
- One foil to be sent to the Accounts Officer, Stores.
- One foil to be sent to the Divisional or District Officer through the immediate superior of the subordinate returning the Stores.

Departmental Register of Advice Notes

The Advice Notes (6th foil) should be carefully examined in the division or district office to see that they have been correctly prepared.
The Advice Notes should be listed in a Register of Advice Notes for Returned Stores maintained in the form shown below.
The Register includes columns for designation of the Officer returning the Stores, advice number, materials, date of return, and remarks.

This quiz covers the procedures for handling returned stores, including credits and disposal. It also discusses the valuation of returned materials and their potential reuse.

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