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DLW WELCOMES ALL THE PARTICIPANTS TO VENDOR MEET 2015
New System Improvements • Weekly position of Bills registered (CO 6 Position) - on DLW website. • 10 days statement of Bills passed – on DLW website. • In 90% Cases, Bill Payment ensured in 5 working days. • SMS alert being sent to Vendors at each stage of Bill Passing i. e. CO 6, CO 7, Cheque Preparation (EFT) and Return of Bills. • Standard Format of Bill and Check List for preparation of Bill has been uploaded on DLW website. 2
Sample of SMSs Sent to Vendors SN Stage Message 1 Your Bill No. EX/439/14 -15 dt. 21/02/15 for Rs. 1998781 Registration has been registered in DLW/Varanasi vide CO 6 of Bill (CO 6) No. 5115035539 dt. 16/03/15. Details emailed 2 Passing of Bill (CO 7) Your Bill No. 128 dt. 26/02/15 regd in DLW vide CO 6 No. 5115026311 dt. 11/03/15 passed for Rs. 297918 vide CO 7 No. 5115036156 dt. 16/03/15 3 Release of Payment (EFT) SBI/DLW/Varanasi advised for payment of Rs. 33691788 by EFT Cheque No. 262607 dt. 23/03/15 against Bill No. 6143 dt. 11/03/15 regd vide CO 6 No. 5115035384 4 Return of Bill Your Bill No. 1010062393 dt. 31/01/15 for Rs. 551801 regd in DLW/Varanasi vide CO 6 No. 5115035415 dt. 12/03/15 has been returned.
Reasons for Bills returned to the Suppliers • In absence of EFT registration in the EFT Master file in the system. Firm’s are required to submit EFT mandate duly certified by Bank/Cancelled Cheque for registration. • In absence of WBG/PBG /SDBG in the enclosures of bill ( If it is applicable according to PO clause ) • In absence of VAT declaration (If it is applicable according to PO Clause ) • If any relevant document is not signed by supplier which is enclosed with bill. • In absence of Backlog certificate (If it is applicable according to PO clause). • If any details like address, vendors name, items description etc. does not match with PO.
Main Reasons of Discrepancy in Import Cases • Negotiating Document Submitted after Expiry of LC. • Late Shipment, after expiry of LC. • Certificate of Country of Origin not submitted as per LC. • WBG not submitted. • Shipment not as per DP of LC/PO. • Original WTC not submitted along with Negotiating Documents. • Draft amount and invoice value differ. • PO No. /LC No. not mentioned in negotiating documents.
Future Improvements & Suggestions • SMS & e-mail alert in discrepancies in import cases – under process. • Issue of E Bank Guarantee has been forwarded by Railway Board to Controller General of India / Govt. of India for approval. • Vendors are requested to submit bills as per format published on DLW’s website. • Vendors are requested to get their Mobile No. & e-mail registered through Stores Deptt.