Workshop Stores Management Overview
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Questions and Answers

Who is authorized to sign issue tickets for items included in the forecast schedule of stores?

  • The foreman
  • The sub-ward-keeper
  • The employee receiving the stores
  • The chargeman (correct)

What should not be done with materials drawn against standing work orders?

  • Use them for different works later (correct)
  • Record them in the manuscript register
  • Obtain the correct work order on the issue ticket
  • Draw them on one issue ticket for multiple works (correct)

What color should the issue ticket forms ideally be printed in?

  • Blue and white
  • Red and yellow
  • White and pink (correct)
  • Yellow and green

Who is held responsible for the safe custody and accounting of issue ticket books?

<p>The foreman (A)</p> Signup and view all the answers

What should be done if articles are not in stock when a requisition is made?

<p>Obtain them from the parent ward or other sources (B)</p> Signup and view all the answers

What action should be taken for issue tickets that are not complied with on the same day?

<p>Cancel them and return foils to the chargeman (A)</p> Signup and view all the answers

What should the sub-ward-keeper do with the duplicate foil of the cancelled issue ticket?

<p>Retain it to note supplies for the next day (C)</p> Signup and view all the answers

What must be filled in by the foreman when stores are manufactured on the piece-work system?

<p>The ticket number and name (A)</p> Signup and view all the answers

Which foil does the depot retain as an office record after acknowledging receipt of the material?

<p>First foil (D)</p> Signup and view all the answers

How should the pricing column for rates be filled according to the guidelines?

<p>At the price list rates for new stores (A)</p> Signup and view all the answers

What is the purpose of the second foil sent to the Workshop Accounts Officer?

<p>To support the Advice of Credit (S-2705) (B)</p> Signup and view all the answers

What do debits raised by the workshops at the time of issue represent?

<p>Approximate estimates or costs (A)</p> Signup and view all the answers

When should the adjustment of differences between actual and approximate cost occur?

<p>When closing the work order for the item (A)</p> Signup and view all the answers

Which statement about the final cost of items is accurate?

<p>It is based on periodical statements and adjustments. (B)</p> Signup and view all the answers

What action is the Workshop Accounts Officer responsible for regarding the cost of stores?

<p>Working out the difference between debited and actual costs (D)</p> Signup and view all the answers

When stores are sent to an out-station depot, what should be followed?

<p>The procedure laid down in a specific paragraph (A)</p> Signup and view all the answers

Which accounts need to be considered when adjusting costs for workshop manufactures?

<p>Specific head of accounts related to workshops (B)</p> Signup and view all the answers

What should be done to the issue tickets before preparing the Workshop Issue Note?

<p>Re-arrange by class and price list numbers (A)</p> Signup and view all the answers

How should the total quantity of each item for work orders be recorded?

<p>With a pencil abstract on the back of the last issue ticket of the day (A)</p> Signup and view all the answers

What is the required form for combined 'Requisition and Issue Notes'?

<p>Form No. S-1523 (D)</p> Signup and view all the answers

Who must sign all the foils of the issue note?

<p>The foreman and the sub-ward-keeper (C)</p> Signup and view all the answers

What should the sub-ward-keeper do in the case of issue tickets left with the parent ward?

<p>Make a remark on the Issue Note (A)</p> Signup and view all the answers

How many copies of the Workshop Issue Note does the sub-ward-keeper retain?

<p>Three copies (D)</p> Signup and view all the answers

What is the significance of the carbon quintuplicate in the issue notes?

<p>It provides multiple copies for various stakeholders (A)</p> Signup and view all the answers

What is the primary purpose of preparing the pencil abstract on the issue ticket?

<p>To summarize quantities issued for work orders (C)</p> Signup and view all the answers

What type of materials does the Workshop Issue Note document?

<p>Materials issued to various departments (B)</p> Signup and view all the answers

What is the primary responsibility of the Accounts Office regarding the Issue Notes?

<p>Verifying that shop serial numbers of issue notes are continuous and breaks are explained (C)</p> Signup and view all the answers

What must the Accounts Office do upon receiving the fourth foil of the 'Material Supplies to Stores' Form?

<p>File them by the order of numbers and dates for each shop separately (B)</p> Signup and view all the answers

What happens to the cost of stores received for the Mechanical Department?

<p>It is debited to the works concerned immediately upon receipt and payment (A)</p> Signup and view all the answers

How should the Accounts Office handle discrepancies found when pairing Issue Notes with Daily Summaries of Issues?

<p>Discuss the discrepancies with the Stores Department (C)</p> Signup and view all the answers

What is a 'Custody Store' as defined in the content?

<p>Items acquired for the Mechanical Department that are stored safely until needed (A)</p> Signup and view all the answers

What should be prepared for each group of materials according to the guidelines?

<p>An Advice Note (C)</p> Signup and view all the answers

Who is responsible for inspecting and valuing the returned materials?

<p>The Depot Officer or a gazetted officer (C)</p> Signup and view all the answers

How many copies of the Advice Note does the foreman retain?

<p>One copy (C)</p> Signup and view all the answers

What should the Advice Note show regarding the returned materials?

<p>The nomenclature and other particulars (D)</p> Signup and view all the answers

What must be checked alongside the materials when returned to the stores?

<p>The Advice Notes (C)</p> Signup and view all the answers

What is required for each Advice Note originating from a shop?

<p>A unique serial number (B)</p> Signup and view all the answers

What should be included in the Advice Note regarding financial aspects?

<p>The rates and value of the stores (C)</p> Signup and view all the answers

What can the materials returned include according to the guidelines?

<p>New, second-hand, scrap and condemned materials (A)</p> Signup and view all the answers

Which authority must authorize the return of stores, if applicable?

<p>The Deputy Chief Mechanical Engineer (B)</p> Signup and view all the answers

What is the sequence of authority for signing the documents related to store returns?

<p>Superior, then Subordinate, then Depot Officer (C)</p> Signup and view all the answers

What should the Depot Officer do with the three copies of the schedule received from the Officer in charge of the carriage and wagon shops?

<p>Fill in the 'Available' and 'To be arranged' columns. (C)</p> Signup and view all the answers

What is the primary purpose of sending a copy of the Purchase Order to the Officer in charge of the workshops?

<p>To advise them of the transaction and item procurement. (C)</p> Signup and view all the answers

What is the correct procedure for storing custody stores upon delivery?

<p>Stock them in a separate enclosure with allocated space. (C)</p> Signup and view all the answers

Which of the following is not mentioned as a requirement for the material schedule?

<p>The supplier's contact information. (A)</p> Signup and view all the answers

Which action must be taken regarding tenders for items indicated on the schedule?

<p>Tenders must be issued as usual with definite quantities. (B)</p> Signup and view all the answers

What should be done in response to an issue ticket that cannot be complied with on the same day?

<p>A fresh requisition must be made the next day. (D)</p> Signup and view all the answers

Who is responsible for ensuring the correct price list number is entered on the issue tickets?

<p>The sub-ward-keeper (C)</p> Signup and view all the answers

What color paper should be used for issue tickets that acquire materials already charged to work?

<p>Pink (B)</p> Signup and view all the answers

In the absence of stock for requested items, what should the sub-ward-keeper do?

<p>Obtain the items from the parent ward on the same day. (B)</p> Signup and view all the answers

What responsibility does the foreman have regarding the printed Issue Ticket Forms?

<p>To issue and keep account of them. (C)</p> Signup and view all the answers

What happens if a requisition is made for an item not stocked in the sub-ward?

<p>The item must be sourced from the parent ward that same day. (B)</p> Signup and view all the answers

Who maintains accountability for the Issue Ticket Books supplied to foremen?

<p>Foreman (A)</p> Signup and view all the answers

What is the primary reason for closing the work order for manufacture at least half-yearly?

<p>To clear accumulated cost differences (D)</p> Signup and view all the answers

What should be done with the revised price list rates after the Works Manager's review?

<p>Intimate them to the Depot Officer and Stores Accounts Officers (A)</p> Signup and view all the answers

What occurs to the balance of stores in stock when price list rates are revised?

<p>They are revalued at the new price list rates (A)</p> Signup and view all the answers

What should the difference arising from the re-evaluation of priced ledgers be debited or credited to?

<p>Stock Adjustment account, Part II (B)</p> Signup and view all the answers

How frequently should the price list rates for manufactured items be reviewed according to the guidelines?

<p>Once every 12 months (B)</p> Signup and view all the answers

What control measure is mentioned for the actual out-turn cost of individual items?

<p>Control work order for aggregate differences (C)</p> Signup and view all the answers

What happens to the total amounts accumulating under the heading for adjustments on account of revision of rate?

<p>They are cleared by debit or minus debit to specified heads of accounts (B)</p> Signup and view all the answers

What is indicated as a necessary action regarding the issue rates once the price list rates have been revised?

<p>They should reflect the revised price list rates until the next revision (D)</p> Signup and view all the answers

In what situation should the Workshop Accounts Officer be notified of revised price list rates?

<p>Whenever a revision is made (C)</p> Signup and view all the answers

Which of the following abstracts are relevant for final accounts related to manufactured items?

<p>C. 2129, C. 2128, C. 2138, or C. 2327 (D)</p> Signup and view all the answers

What action should the sub-ward-keeper take after sending copies of the workshop issue note to the Ledger Section?

<p>Recoup his records with the main ward-keeper (A)</p> Signup and view all the answers

What is the responsibility of the Workshop Accounts Officer regarding the issue note?

<p>Price the issue note and forward it to the Stores Accounts Officer (A)</p> Signup and view all the answers

How should the foreman ensure daily workshop issue notes are managed?

<p>Obtain them from the Stores Department and submit to the Works Manager before noon (A)</p> Signup and view all the answers

What form must be used to requisition articles for stock purposes?

<p>Form S-1437 (A)</p> Signup and view all the answers

What does the foreman do with the copy of issue notes received from the workshop?

<p>Keeps it as a record of materials consumption (A)</p> Signup and view all the answers

Which responsibility falls upon the workshop foreman regarding printed forms of workshop issue notes?

<p>Ensuring their safe custody and accountal (D)</p> Signup and view all the answers

In dealing with materials requisitioned from out-station depots, what should be followed?

<p>The specific procedure outlined in paragraph 1318 (A)</p> Signup and view all the answers

What information should the workshop issue note indicate?

<p>Nature and scale of daily materials consumption (A)</p> Signup and view all the answers

What happens to items for which issue tickets have been left with the parent ward?

<p>They will not be recouped (C)</p> Signup and view all the answers

What action is required after the four foils of the Advice Notes are completed?

<p>They must be sent to the respective depot office. (D)</p> Signup and view all the answers

Which foil of the Advice Note is sent to the Stores Accounts Office after the numerical ledgers have been posted?

<p>Third foil (D)</p> Signup and view all the answers

What should the Workshop Accounts Office arrange regarding the second foils of the Advice Notes?

<p>Organize them by shops and order numbers. (C)</p> Signup and view all the answers

Who may carry out the scrutiny of the second foils of the Advice Notes?

<p>A designated subordinate empowered by the Chief Mechanical Engineer. (C)</p> Signup and view all the answers

What must be done with any discrepancies or delays found in the handling of Advice Notes?

<p>They should be taken up Fortnightly with the Depot Officer. (A)</p> Signup and view all the answers

Which office receives the third foil of the Advice Note along with a summary of credits?

<p>Workshop Accounts Office (B)</p> Signup and view all the answers

What should the Stores Accounts Office prepare daily concerning returned stores?

<p>A summary of credits to the shops. (A)</p> Signup and view all the answers

What does the fourth foil of the Advice Note get filed with?

<p>The store Accounts Office records. (D)</p> Signup and view all the answers

What is the purpose of the summary of credits sent by the Stores Accounts Office to the Workshop Accounts Officer?

<p>To facilitate posting in work order registers. (B)</p> Signup and view all the answers

What should be attached to the second foils of the Advice Notes sent to the Workshop Accounts Office?

<p>Third foils received from Stores Accounts Office. (B)</p> Signup and view all the answers

Flashcards

Issue Ticket Usage

Issue tickets are used to record the issuance of materials for specific work orders.

Issue Ticket Signing

Chargemen can sign issue tickets for items in pre-approved schedules, as these schedules are already authorized.

Multiple Work Orders

Materials should not be drawn against one issue ticket for multiple work orders.

Issue Ticket Book Handling

Foremen are responsible for maintaining and distributing issue ticket books (printed forms) to chargemen.

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Pink Issue Tickets

Pink issue tickets are used for materials already included in the work's cost (e.g., items bought for the workshop).

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Issue Ticket Verification

Chargemen confirm the correct work order, and sub-ward keepers ensure the correct price and description are listed on issue tickets.

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Material Requisition & Delays

If supplies are out of stock, the sub-ward keepers source them, leaving the ticket with the parent ward; cancelled tickets are returned and new ones made, and any delays reported.

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Workshop Issue Notes

Documents detailing stores issued to workshops, including items, quantities, work orders, rates, and values.

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Issue Tickets

Records of materials received by a shop.

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Price List Number

A number identifying a specific item in a price list, used to organize issue tickets.

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Work Order

Specific task instructions, in context of the work assigned.

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Indenting Foreman

Person in charge of ordering and receiving materials from stores for workshops.

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Sub-Ward-Keeper

Person responsible for the verification/checking of the workshop issue note.

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Combined Requisition and Issue Notes

Comprehensive documents combining requisition/request form with the issue/delivery note info.

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Serial Number

Unique identifier for each Workshop Issue Note.

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Class and Price List Numbers

Sorting method for issue tickets, organizing by type and price.

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Custody Stores

Stores kept by the Stores Department for the Mechanical Department, holding items for building rolling stock, under the Capital or Revenue Program.

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Material Schedule

A standardized list of materials required for constructing each type of railway carriage.

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Shop Serial Number

Unique number assigned to Workshop Issue Notes within each shop, ensuring continuity and tracking.

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Advice of Credit

Document confirming credit for returned materials, matching quantities and rates to the original issue.

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Issue Ticket Foils

The 'Materials Supplied to Stores' form (S. 1531) has four copies (foils), with specific information printed on the back of the fourth and fifth foils.

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Foil Information

The fourth and fifth foils of the 'Materials Supplied to Stores' form are designated for 'Piece Workers' and include fields for ticket number, worker's name, rate number, and rate.

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Issue Ticket Flow

The depot receives the material, retains the first foil, and sends the second and third foils to the Stores Accounts Officer and the Workshop Accounts Officer, respectively, while keeping the fourth foil for the Progress Office.

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Pricing Issue Tickets

The shop fills in the rates on the 'Materials Supplied to Stores' form using the price list for new stores.

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Approximate Cost

The debits raised by the workshops when issuing materials represent an approximate cost, not the final cost.

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Cost Adjustment

The difference between the approximate cost debited on the 'Materials Supplied to Stores' form and the actual out-turn cost is adjusted later by the Workshop Accounts Officer.

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Actual Out-turn Cost

When possible, the actual out-turn cost of individual items is determined, and any difference between the estimated and actual rates is adjusted in the final accounts.

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Cost Adjustment Categories

Cost adjustments are made to specific account categories based on the type of item manufactured (locomotive, carriage, wagon, or components).

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Time of Adjustment

Adjustments for the difference between estimated and actual costs are made as soon as the work order for the item is closed.

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Cost Adjustment Impact

Cost adjustments are made to the final accounts (Abstraes B. 2127, C. 2128, C. 2138, or C. 2327) based on the item's type.

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Advice Note Purpose

A separate Advice Note is created for each group of materials issued to workshops, categorizing them by type (new, second-hand, scrap, condemned).

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Advice Note Content

Advice Notes include details like item names, quantities, credit accounts, rates, and values, as well as serial numbers for tracking.

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Advice Note Distribution

After the workshop receives the materials, one copy of the Advice Note is kept by the foreman, while the remaining four copies go to the sub-ward keeper.

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Material Inspection

The sub-ward keeper checks the materials against the Advice Note, then arranges for inspection and valuation by the Depot Officer or a designated officer.

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Returned Materials

Foremen returning materials to stores must fill out a form detailing the reason for return and the material details.

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Signature Requirements

The returned materials form requires signatures from various authorities, including the foreman, superior, and divisional superintendent, ensuring accountability.

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Separate Advice Notes

Advice Notes are created separately for each group of materials, even within the same shop, based on the material category.

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Foreman's Responsibility

Foremen are responsible for returning materials to stores, ensuring they are correctly logged and accounted for.

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Depot Officer's Role

The Depot Officer or a designated officer is responsible for inspecting and valuing returned materials, ensuring their quality and accuracy.

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Issue Ticket Signing Authority

Chargemen can sign issue tickets for items listed in pre-approved store schedules, as these schedules are already approved by a gazetted officer.

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Multiple Work Orders on One Issue Ticket

Materials should not be drawn from stores using a single issue ticket for multiple work orders. Each work order needs its own issue ticket.

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Issue Ticket Book Responsibility

Foremen are responsible for maintaining and distributing printed issue ticket books to chargemen and keeping track of their usage.

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Pink Issue Ticket Purpose

Pink issue tickets are used to obtain materials whose costs are already included in a project, such as materials bought for workshops.

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Issue Ticket Verification Steps

The chargeman verifies that the correct work order is listed on the issue ticket, while the sub-ward-keeper ensures the correct price and description are listed.

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Cancelled Issue Tickets

Issue tickets not used on the same day are cancelled. The original foil is returned to the chargeman, while the duplicate foil helps the sub-ward-keeper plan for future needs.

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Sub-Ward-Keeper's Role

The sub-ward keeper, responsible for verifying workshop issue notes, retains one copy for their records and sends duplicates to the Ledger Section and Stores Accounts Officer.

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Workshop Issue Note Forms

Bound books of printed forms (Form S-1523) are machine-numbered and issued to workshop foremen. They are responsible for their safekeeping and accounting.

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Recoupment of Workshop Issue Notes

Sub-ward-keepers hand over their record copies to the main ward-keeper to get credit for materials used, except for items in pre-approved schedules.

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Stores Manufactured for Stock

No items can be made in workshops for stock unless there's a requisition from the Stores Department (Form S-1437).

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Pricing Workshop Issue Notes

The Stores Accounts Officer prices the issue notes, posts their priced ledgers, and then sends one copy to the Workshop Accounts Officer.

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Daily Summary of Issues (S-2702)

The Stores Accounts Officer includes a daily summary of issued materials with the priced workshop issue note sent to the Workshop Accounts Officer.

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Out-station Depot Requisitions

Workshops need to requisition stores from out-station depots, following the procedure outlined in paragraph 1318.

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Out-Turn Cost

The actual cost incurred for manufacturing individual items in the stores. This can differ from the estimated cost initially debited to 'Stores'.

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Work Order Adjustment

When the out-turn cost differs from the initial estimated cost for items manufactured in stores, this difference is adjusted by a work order.

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Half-Yearly Adjustment

At least twice a year, work orders for manufacturing items are closed, and any accumulated difference between estimated and actual costs is cleared from the work order.

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Price List Rates

These rates are used to determine the cost of workshop-manufactured items. The rates are reviewed regularly and updated as needed.

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Rate Revision

The work manager reviews price list rates for manufactured items at least once a year to ensure they reflect the current cost of production.

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Issue Rates

The price list rates for workshop-manufactured items are used as the issue rates, meaning the cost at which these items are issued to other departments.

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Priced Ledger Revaluation

When price list rates are revised, the balance of items in stock is revalued based on the new rates. This ensures accuracy in inventory tracking.

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Stock Adjustment Account

This account records the difference arising from revaluation of items due to price list rate revisions. It helps track changes in inventory value.

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Final Account Adjustment

The accumulated differences from stock adjustment due to rate revisions are eventually transferred to the final accounts, ensuring accurate financial reporting.

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Category-Based Adjustment

The final account adjustment for stock adjustments is made based on the category of manufactured items: locomotive, carriage, wagon, or components.

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Advice Note

A document used to record the return of materials from workshops to the Stores Department, including details like item names, quantities, and reasons for return.

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Advice Note Foils

The 'Materials Supplied to Stores' form (S. 1531) has four copies (foils), with specific information printed on the back of the fourth and fifth foils.

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Study Notes

Issue to Workshops

  • Workshop Stores Depots: Railway workshops have stores depots managed by a Stores Department official. They handle store requirements, receipts, issues, and surplus/scrap disposal.
  • Stores Ownership: All workshop stores (except those in active repair/manufacturing) are the responsibility of the Stores Department.
  • Workshop Official Restrictions: Workshop officials cannot hold stock.
  • Sub-wards/Shop Stores: Workshop stores depots are divided into wards storing groups of items. Shops needing stores maintained conveniently are served by sub-wards. Sub-wards stock frequently used items.
  • Daily Recouping: Daily stock replenishment for sub-wards is crucial to meet shop needs directly, avoiding duplication.
  • Forecast Schedules: Workshop needs for periodic rolling stock repairs are forecasted in advance and given to sub-ward keepers who procure the required materials.
  • Advance Material Lists: Shop personnel prepare advance material lists, which are checked by foremen and given to sub-ward keepers for procurement.
  • Issue Tickets: Materials are obtained using carbon-duplicate issue tickets, specifying the item required.
  • Issue Ticket Restrictions: Issue tickets are for a single work order, and multiple jobs cannot be on one ticket. Pink paper tickets are for pre-charged items.
  • Issue Ticket Responsibilities: Chargemen ensure accurate work order entry, while sub-ward keepers verify price lists and descriptions.
  • Stores Absence: If in stock, sub-ward keepers get the desired materials from parent wards or other suitable sources. Unfulfilled orders for the day are cancelled and resubmitted the next day.
  • Workshop Issue Notes: Daily shop records of issued materials are combined into Workshop Issue Notes.
  • Workshop Issue Note Form (S-1523): This form records the detailed information about requested materials
  • Workshop Issue Note Checks: Sub-ward keepers cross-check the Issue Notes against their issue ticket copies.
  • Separate Workshop Issue Notes: Materials from outside sub-wards need separate workshop issue notes.
  • Manufacturing for Stock: Manufacturing items for stored use must follow a requisition form.
  • Workshop Manufactured Items Issue: Issue rates are based on current price lists.
  • Revaluing Priced Ledgers: Revaluation of balances occurs with price list rate revisions using current issue rates.
  • Workshop Requirements for Manufactured Parts: Requests for manufactured parts follow standard requisitions to sub-ward keepers or ward-keepers.

Returned Workshop Materials

  • Returned Store Composition: Returned materials can be surplus, released, tools, or scrap materials.
  • Advice Note of Returned Stores (S-1539): This form documents returned stores, specifying type, quantity, and reason for return. It's prepared in five copies with various responsibilities.
  • Stores Return Procedure: Returned material is valued by stores staff and transferred to the designated shops.
  • Workshop Issue Requests: Requests for material from shops are handled through a form, "material supplied to stores by workshops".

Additional Procedures

  • Piece Workers: Piece-work manufacturing details are recorded.
  • Stores Materials Requirements: Workshops must make adequate provisions for materials and tools.
  • Workshop Issue and Receipt Notes: Workshop Issue Notes (Form S-1523) track materials received from other shops, sub-wards, parent wards or "out-station depots."
  • Procedure in Workshop Accounts Office: This section details how the Accounts Office handles incoming workshop issue notes and related paperwork and provides rules for handling custody stores.
  • Custody Stores: Stores for mechanical department construction, with separate recording and storage.
  • Material Schedules: Documents specifying material requirements for specific projects.
  • Alteration Sheets (S-1562): Used to revise details about material schedules.

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Indian Railways Workshop Issue and Receipts Procedures PDF

Description

This quiz explores the management of stores in railway workshops, focusing on responsibilities and procedures within the Stores Department. Key topics include stock ownership, daily replenishment, and sub-ward operations. Test your understanding of how workshops effectively manage their resources to meet operational needs.

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