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STORES BILL PAYMENT Procedure and Precautions By Niraj Kumar IRAS(P) 1999 Batch STORES BILL PAYMENT Procedure and Precautions By Niraj Kumar IRAS(P) 1999 Batch

Firm submits Bill directly to PO from COS A/c office Preparatn of. CO 7 Firm submits Bill directly to PO from COS A/c office Preparatn of. CO 7 Send to Book Sec Particulars of Bill is noted in the PO register AB no/CO 6 no is given on the bill Passing of Bill safeguard against double payment Preparatn of Cheque Distribution of Bills among the dealersrandomly Checking of Bills & ‘original’ PO &R’Note To Cash & Pay office Payment to supplier

Check of Purchase Order Stores Code-2805 • Continuity in the no. of P. O. Check of Purchase Order Stores Code-2805 • Continuity in the no. of P. O. • Sanction of the Competent Authority. • P. O. do not infringe with the Purchase Policy Rules as given in Ch. III, Stores code-I • Items in P. O. are not that need to be purchased thru DGS&D • No variation in rate from time to time for same kind of item • Rates, qty, DP & other particulars are as per contract. • No erasures, overwriting or unattested corrections in P. O. • P. O. is signed by an authorized Gaz officer of Stores • Validity of D. P. , if expired, COS’s Modifican Advice(MA) on firms’ appeal. • Provision of fund vis-à-vis Fiscal year and Exchequre Back

Check of Supplier’s Bill Stores Code-2819 • Bill is prepared in Std. Form (Form Check of Supplier’s Bill Stores Code-2819 • Bill is prepared in Std. Form (Form S. 2817) and if not, then all necessary particulars are given in the submitted bill. • Bill is marked ‘Original’ and is free from erasures, overwriting or unattested corrections and bears the sign and address of the vendor. • Vrifican of rates and qtys in the bill with that in the PO recd from COS • Above be certified by SO, who will ensure that particular of the bill are noted on PO to keep a track. • Clerk for totals and calculations will verify: – That rates, qtys & nomen in the bill agree with that in the R’Note Pt. II. – That rates are given in both words and figures. – That R’Note Pt-II is signed by the authorised officer and his sign matches with the specimen kept in the A/c office. – That purchase is made by authority competent and as per the rule in force.

– Extra charges claimed by supplier are accepted by Stores deptt as per terms – Extra charges claimed by supplier are accepted by Stores deptt as per terms of contract. – That all recoveries due from supplier are made. – In case ST is charged in the bill, reference to ST No of the supplier is given. • The Purchase A/c register clerk should verify the amount lying at the credit of the supplier in his ledger. – The amount so verified should be written on the bill. – The value of the bill should be posted as debit in the Purchase A/c Register. – In case no credit is received thru R’Note Pt-III, the bill should be kept pending till the receipt of such credit, except in case of 90%/100% bills authorised in the case of reputed/well known suppliers) • Time-Barred Bill– If a firm prefers it’s bills after 3 years – To regularise- firm’s appeal to COS – if approved – FA&CAO(W&S) – Rly. Bd’s approval Back

Check of R’notes pt-III (in cases where payment is not to be made on Check of R’notes pt-III (in cases where payment is not to be made on proof of despatch) Stores Code-2807 • • No and date of R’note Rate and quantities on R’note Value should be calculated There are no over-writings, erasures or unattested corrections in the R’note • Alteration Memo- issued by depot, to regularise the R’Note, if any alteration/mistakes place in it. Back

Safeguards against double payment • No bill is passed for payment unless a credit Safeguards against double payment • No bill is passed for payment unless a credit for the amount billed for exists in the Purchase A/c register. • AB no/CO 6 no of the bill is quoted and value of the bill is posted as debit against the credit in the Purchase A/c register from R’Note pt-III • Pt-II of the R’Note received with bill is punched and defaced so that duplicate claims are not passed. • Duplicate copies of Part II of the Receipt Note should not in any circumstances be issued to the suppliers by the depots. • Particulars of the bill are noted on the PO to avoid that a duplicate bill is not received for the same qty for which the bill has already been passed. Back

Bill Passing- to be ensured • For Stock Items purchased thru COS, • For Bill Passing- to be ensured • For Stock Items purchased thru COS, • For Non-Stock Items purchased thru COS, • For Imported Stores. Back

Stock Items • • • 98/95 per cent bill – bill in original – Stock Items • • • 98/95 per cent bill – bill in original – inspection certificate – ED documents – valid ITCC & STCC – proof of despatch – PO in original 2/5 per cent bill: – bill in original – R’Note Pt III 100% one time payment: – bill in original – PO in original, – R’Note – valid ITCC & STCC. Back

Non-Stock Items • 98/95 per cent bill – bill in original – inspection certificate Non-Stock Items • 98/95 per cent bill – bill in original – inspection certificate – ED documents – valid ITCC & STCC – proof of despatch – PO in original • 2/5 per cent bill: – bill in original – certificate by the consignee/indentor • 100% one time payment: – bill in original – PO in original, – certificate by the consignee/indentor – valid ITCC & STCC Back

Imported Stores • 100 per cent after receipt and acceptance: – – – Invoice Imported Stores • 100 per cent after receipt and acceptance: – – – Invoice Package lists Bill of Lading QA certificate/Inspection certificate Country of origin certificate R’Note • Letter of Credit: – 10 per cent upfront to Bank • Request for LC from Stores • Pay Order copy – 90 per cent payment • Bank’s advice for payment against LC • R’Note • Original Invoice Back