Monday, December 3, 2018

STORES BUDGET


DEMAND NO 16: STORES SUSPENSE- ASSETS-ACQUISITION, CREATION & REPLACEMENT STORES BUDGET
DEBIT SIDE
Balance at the commencement of the year
A Stores other than Fuel
1.Stores in Stock
2.Stores inTransit
3.Outstanding in Stock Adjustment Account
4. Outstanding in Purchase Suspense balance
5. Outstanding in Sales Suspense balance
Total A
B Stores Fuel
1.Stores in Stock
2.Stores inTransit
3.Outstanding in Stock Adjustment Account
4. Outstanding in Purchase Suspense balance
5. Outstanding in Sales Suspense balance
Total B
Balance at the commencement of the year A+ B
Receipts during the year
A Stores other than Fuel
I. Purchases
1. Stores for Construction Purposes
2.Stores for Construction Depots
3.Stores for Coach & Wagon Builders
4.Stores for Production of Rolling Stock
Total A
B Stores Fule                                                                                     
1.Coal                                                                                       
2.Coke
3.Fuel Oil
Total B
Total A+B
II Receipts from Manufactured into Stores
III Material Returned from Works
 1.Workshop Material
 2.Other Material
 Total 1 & 2
IV Other Debits
 1.Receipts after Fabrication into Stores
 2.Adjustment related to SAA&Sales Suspense
 3.Transfer of Stores to other Railways
Total 1+2+3
Total Debits for Purchases & Receipts
V Deduct for issues from Stores Suspense to
     Services/Works within the Demand
1.Manufacturing Operations
2.Works
3.Misc Advance Capital
Total 1+2+3
Total Debit during the year
Grand Total

CREDITS
I Issues during the year
To Capital
1.Locomotive Workshop
2.Carriage&Wagon Workshops
3.Electrical Workshop
4.Engineering Workshop
5.Signal&Telecommunication Workshops
6.Printing Press
7.Cloth Cutting Factory
8.
Total 1-8
II To Works
III To Misc Advance Capital
IV To Stores Suspense Carriage&Wagon Builders
V To Revenue other than Fuel
VI To Sales & Transfer Stores other than Fuel
 Issues other than Fuel I-IV
VII To Revenue –Stores Fuel
 1.To issue of Coal for Locomotives
 2.To issue of Fuel Oil for Locomtives
 3.To Issue for Coal, Coke & Fuel Oil for other purposes
Issues to Revenue – Fuel 1+2+3
VIII To Sales&Transfers – Fuel
Issues – Fuel –VII+VIII
Total Issues I – VIII
Deduct for issue within Demand vide item V per contra
Total Credits during the year

Anticipated balance at close of the year
A Stores other than Fuel
1.Stores in Stock
2.Stores inTransit
3.Outstanding in Stock Adjustment Account
4. Outstanding in Purchase Suspense balance
5. Outstanding in Sales Suspense balance
Total A
B Stores Fuel
1.Stores in Stock
2.Stores inTransit
3.Outstanding in Stock Adjustment Account
4. Outstanding in Purchase Suspense balance
5. Outstanding in Sales Suspense balance
Total B
Balance at the close of the year A+ B
Grand Total
Net Debit/Crdit during the year
Budget Allotment required
Turn over ratio –other than Fuel
                                 Including Fuel 

Wednesday, November 28, 2018

Departmental Registers- Revenue Allocation Register, Register of Works, Register of Capital etc


Departmental Registers

1468. Registers maintained in the Accounts Office. --With a view to facilitate the control of expenditure and also to record, collect and abstract under the prescribed heads of administrative accounts total outlay of the Railway, the following Registers are required to be maintained by the Accounts Officer: --
(i)         Revenue Allocation Register (Form E.1469).
(ii)        Register of Works (Form E.1473).
(iii)       Registers of Capital, Depreciation Reserve Fund, Development Fund and Open Line Works--Revenue Expenditure. (Form E.1480).
Each of the first two registers will be maintained by months and every voucher after being passed in Accounts will be posted in the register concerned in the appropriate column as regards allocation. The fact that a voucher has been so posted will be noted on the voucher. The up-to-date figures in the registers will enable the Accounts Office to exercise necessary checks with reference to estimates and allotments.


1469. Revenue Allocation Registers. 

The entries in the Revenue Allocation Registers maintained in the Accounts Office shall be sub-divided as under:--

Cash;Transfers; Stores and sufficient space should be left after each head for the entries which normally come under it. Alternatively, separate registers may be maintained to record the expenditure in these three divisions, in which case a separate summary will have to be prepared to arrive at the total expenditure under the various heads of revenue classification. The sanctions by heads of accounts as given in the Authorization Rolls or the Distribution Statement of budget allotment should be entered in red ink at the head of the several Abstracts so as to form a ready means of comparison and check with the outlay and to admit of this being done the grand total expenditure for each month will be deducted at the foot of the abstract form ((Form E.1469); the sanctioned amount and the balance thus arrived at will be carried forward in red ink from month to month. At the end of the month when the Registers have been totalled, the 'Cash' totals will be agreed with the debits to 'Demand Payable' in the Monthly Classified Abstract of Cash transactions and a journal slip will be prepared crediting 'Demand Payable' and debiting the various Abstracts of the Revenue Accounts.



 Form E.1469
ALLOCATION REGISTER
(Abstract A to II.....and J to N)
For the month of ………...Allotment for the year

Sl.
No.
Particulars of transactions
Voucher
Detailed heads of accounts as per Revenue Classifications and Demand heads
Total
Grand Total
Serial No.
Remarks


No.
Date
Rs. P.
Rs. P.
Rs. P.
Rs. P.
Rs. P.
















Total for the month. ................... ..............
And total to end of the.............…………
previous month.

Total to end of the. ................... ..............
month.
 _________________________________________________________________________________________
*In column 5 under Total should be posted "Wages and Materials" or "Ordinary and Special" According to the requirements of the rules.
 Note:¾ The expenditure (other than on Survey) under the major head 345-A/B policy formulation direction, research and other miscellaneous Organisation should be recorded in separate register in accordance with the prescribed classification.


1470. The Registers (Form E.1469 for Abstract B.)

Maintenance of Permanent Way and Works should be maintained for each Executive Division and for each branch line worked under agreement. These registers may be kept by sub-divisions as well, if the Executive Officers so desire, for the effective control of expenditure against allotment. Expenditure on particular sections of the line may also be separately booked in these Registers if such booking is needed for the proper classification of expenditure or for any statistical or other purposes. At the end of the month the totals of these Registers should be abstracted into a separate sheet of the same Form E.1469 in order to arrive at the total outlay against Abstract ‘B'. 


1471. Reconciliation of Allocation Registers with General Rooks.

The total expenditure in the Registers should be verified each month with the debit to each Abstract in the General Books and a certificate of examination and verification enfaced on the register. The 'month' totals of each register should then be posted into the yearly Registers month to month to provide the figures required for the preparation of the Working Expenses' portion of the yearly Administrative Capital and Revenue Accounts. Alternatively the up-to-date totals may be brought forward in the Allocation Registers themselves.

1472. Register of works. --is a collective record of expenditure designed :
(i)         for effecting control of expenditure on works with reference to estimates, by facilitating comparison between the expenditure incurred on each work and the detailed provision made in the estimate for work;

(ii)        for effecting budgetary control, by facilitating a comparison between the budget allotment for the work and the actual expenditure to the end of the month; and

(iii)       to enable any material modification (see para 1109) occurring being spotted.

1473. Single sit of Works Register--Detailed Register of Works in Form E.1473 given below should be kept for all sanctioned works including those chargeable to Revenue, new minor work showing the amounts of estimates sanctioned. This register shall be maintained in the Accounts Office both for open line and construction organisation.


Form E.1473
.............................Railway
WORKS REGISTER
Name of work ...............
Authority ................…….
Capital........... .Rs. case……………Rs…………. Budget allotment for the year
Depreciation Fund.............................Rs.      Stores.................. Rs. Original Estimate No…………..
Development Fund .......................... Rs.      Total ....................Rs. Revised Estimate No....
Accident Compensation............................
Passenger Amenities Fund ................... ......
Open Line Works Revenue ................
Revenue ................. Rs.
Date of Commencement ..............
Date of Completion ..............

Date
No. of voucher
Particulars
Items of Estimate
Head of Accounts
Amount
Amount
Amount
Amount
Capital
DRF
Revenue
Development Fund
1
2
3
4
5
6
7
8
9
10
11


Advance payment for supply of materials
Materials at site
Value of materials received in advance of payment of contractor
Total charges
Cash
Stores
Total
12
13
14
15
16
17








 1474. This register should show the amount of estimate sanctioned, the budget allotment and details of expenditure on each work by heads of accounts and in addition under sub-heads of estimates in case of track renewal works estimated to cost Rs.3 lakhs and over and Rs.1 lakh and over In the case of other works. In this register sub-heads of estimate estimated to cost less than Rs. 10,000 need not be separately detailed, hut may be grouped together as may be found  convenient. The Register may be arranged by detailed heads of classification (for works falling under the demand relating to creation and replacement of assets) separate folios being set apart for each work. At the close of every month the Register of Works should be totalled up and the monthly, yearly and 'up-to-date' totals for each work struck. The Register of Works should be preserved for a period of 10 years.


1475. In posting the Register of Works in the case of works, the accounts of which are kept by sub-heads, the last column relating to each work will always show the 'total charges', the last column but one will show value of materials received in advance of payment 'to contractors', the last column but two will show the value of the 'materials-at-site' and the last column but three will Show ‘advance payment for supply of materials'. In the Ease of works, the accounts of which are not kept by sub-heads (Form E.1479), the value of 'Materials-at-site' need not be separately shown but the value of materials received in advance of payment to contractor and advance payment for supply of materials, if any should be shown in all cases.


1476. Value of materials received in advance of payment to contractors.--When the materials are received before payments have been made, such transactions should be credited to a separate suspense head "Value of materials received in advance of payment to contractors" in the Register of Works under the head of account that will record a major part of the cost of work, the credit under the suspense head should be cleared as and when payment is made.


A Subsidiary Register for all purchase orders for such items should be maintained work wise by the Accounts Office and entries on credit side should be made under the initials of sub-head/Section Officer (Accounts) from the Receipt Note Part III received duly evaluated from Executive Officers concerned in terms of para  739-S. Receipt Notes should simultaneously be posted in Works Registers by debit to 'materials-at-site account/final head' and contra credit to 'value of materials received in advance of payment to contractors' referred to above. All payments chargeable to this head should be made after being posted on the debit side in the subsidiary register under the initials of the Controlling Officer. The balances in the subsidiary register should be reconciled monthly with those in the Works Registers.


Thus, for stares purchased for specific works the transactions will not find a place in the Stores budget under this procedure. Arrangements should, however, be made to ensure that the total figures of purchases during a year for specific works which do not pass through Stores Account are available with the Railways for statistical purposes etc.