Professional Documents
Culture Documents
Sub: Joint Procedure Order for Online BillI Submissionand Payment to TPIAgencies
Ret: () Railway Board's letter No.2022/RS(G)/779/8 dated 04.01.2023
(i) Railway Board's leter No.2023/ACI/46/1 dated 03.02.2023
(ii) Railway Board's letter No. 2016/AC-IVO1/06/CRIS dated 22,02.2023
(iv) Railway Board's letter No. 2022/RS(G)/779/16 dated 22.02:2023
1. Background:
1.1. Western Railway was assigned the responsibility for finalizing engagement of Third
Party Inspection (TPI) Agencies for (i) inspection of materials procured by Indian Railways
i.e. Product Inspection, and, (i) Process Inspection for the entire lndian Railways.
1.2. Policy guidelines for operationalization of engagement of Third-Party Inspection
(TPI) Agencies have been issued under Railway Board's letter n0. 2022/RS(G)/779/8 dated
04.01.2023.
1.3. This Joint Procedure Order is being issued for laying down guidelines for enabling
centralised payment to the TPIAgencies by Western Railway through an end-to-end digital
process, as envisaged in the bidding documents for Engagement of TPIAgencies.
2. Capturing the data at demand stage, issue of Purchase Order &assignment of TPI
Agency for inspection:
2.1. Purchase Orders shall be issued through IMMS and the TPI Agency shall be
automaticaly selected by the System through auto assignment algorithm developed on
IREPS by CRIS, maintaining slab wise distribution among the TPI Agencies as mandated
under RB circular No. 2022/RS(G)/779/8 dated 04.01.2023.
2.2. The Purchase order shall continue to capture data on demand details, consignee
details, quantity, allocation, delivery period and details of TPI Agency, as usual.
2.3. Besides the above information, in terms of RB letter No.2023/ACI/46/1 dated
03.02.2023 and 2016/AC-IWO1/06/CRIS dated 22.02.2023, Allocation Head, Accrual
AccountingCode and GST ITC Flag shall also be captured in database for alldemands so
that this data can flow to the Purchase Order stage and subsequent stages.
2.4. Further, for Non-Stock items to be booked under demand no. 16, UWID Code of the
chargeable work against allocations/ source codes specfied by Railway Board in letter No.
2023/ACIV46/1 dated 03.02.2023, as amended from time to time, shallbe captured at demand
stage itself as a data field.
2.5. The data, as brought out in para 2.3 and 2.4 above, shallbe captured at demand stage
itself for procurement cases in which tenders are yet to be published. In cases, where tenders
are already published, existing system may continue. Please refer Railway Board's letter no.
2022/RS(G)/779/16 dated 22.02.2023
2.6. CRIS shall make necessary provision in the System to dis-allow tender
publishing in the absence of these details. CRIS shallmake necessary changes in IREPS,
IMMS, UDM and IPAS, as may be required, for putting in suitable checks to ensure the above
scheme. Please refer Railway Board's letter no. 2022/RS(G)/779/16 dated 22.02.2023
3.3. CRIS shall run a validation check on Consignee Master in IREPS/IMMS to confirm that
each unique Consignee code is mapped with at least the following attributes:
3.3.1. Consignee Name
3.3.2. Consignee Department
3.3.3. Consignee Address including location and State (to pick GSTIN)
3.3.4. Railway/PU
3.4. order to ensure that Consignee Master of IREPS &IPAS have one to one mappina.
the Consignee Master of IREPS shall be used invariably in digital processes designed in
connection with TPIAgreement.
3.5. CRIS shall incorporate Quantity and Delivery Period validation in the system at
following stages:
3.5.1. Inspection Callstage
3.5.2. Inspection Call Registration stage
3.5.3. Inspection Certificate Generation stage
4 System of Billing:
4.1. Monthly centralized billing system shallbe adopted as brought out below:
4.1.1. TPIAgencies shall create their Billon the IREPS Inspection module being
developed by CRIS. The bill will be created Railway / PU wise and GSTIN wise based
onlocation of Consignee, as the Inspection Service is being consumed at the location of
Consignee. As way of ilustration, five separate bills for Western Ralway willbe created
separately one each for Consignees located in Maharashtra, Gujarat, Madhya Pradesh,
Rajasthan, UT of Dadra and Nagar Haveli and Daman and Diu, respectively.
4.1.2. The module being developed by CRIS shall capture the activities carried out
and facilitate calculation of payment due with following break up for each PO serial
number, Railway / PUwise and GSTINWise, based on location of Consignee:
4.1.2.1. Payment towards inspection charges where Inspection
Acceptance Certificate has been issued,
4.1.2.2. Payment towards inspection charges where Inspection Rejection
Certificate has been issued,
4.1.2.3. Payment towards call cancellation where Call Cancellation
Certificate has been issued,
4.1.2.4. Payment towards inspection charges where Re-inspection/Re
validation of Inspection Acceptance Certificate has been issued,
4.1.3. The inspection charges payable to TPlagency shall be calculated by the system
picking inspection rate (as %of POvalue) &applicable taxes as per TPI Agency contract
and other information such as PO Value and Quantity from Vendor PO data.
4.1.4. The biling("Bill to" and "Ship to") will be to the name and address used in GST
registration with the indication of PCMM of concerned Railway /PU unit and State
involved toavoid any mis-matches. As a way of illustration, GSTIN of Indian Railways in
Gujarat is the name of Ministry of Railways with address of DRM office, Ahmedabad.
Incases of inspections carried out for WR Consignees located in Gujarat, the billing will
be to Ministry of Railways DRM office address (for PCMMWR, Gujarat). Stores
Department of WR shall coordinate and educate the TPI Agencies for correct billing
practice to be adopted by them.
4.1.5. Each line item of the bill shall refer to PO Sr.no. and will have details like
Consignee,consignee department, allocation,accounting unit, accrual accounting code,
quantity inspected, date of inspection, inspection fee amount, Tax, Total, TDS-IT, TDS
GST,GSTITC Flag and UWID (if applicable) for tallying with aggregate of e-Invoice. The
aggregate of e-invoice shall be matched with the total of line items and be validated by
the system.
4.1.6. GSTIN of supplier and recipient will decide incidence of IGST/
CGST/SGST/UTGST- necessary logic to be built by CRIS in the System for bill
preparation.
4.1.7. In case TPIAgency bills from offices using different GSTIN (e.g., RITES bills from
Regional Ofices each havingdifferent GSTIN), the same willhave to be captured on
IREPS for billcreation and in such cases the billing will be Railway / PUwise and GSTIN
wise based on location of Consignee with each billbeing raised from one GSTIN of the
TPIAgency only. As away of ilustration, WR-Gujarat billcan be from adifferent GSTIN
of a TPl Agency while the WR-MP billcan be from another GSTIN of the same TPI
Agency. However, WR-Gujarat cannot be billed from two GSTIN of the same TPI
Agency.
4.1.8. TPIAgency shall prepare e-Invoice GSTINwise and Railway PU wise for the
inspectioncharges calculated by the System during Bil Preparation broughtout in this
para 4.1 above. The e-Invoice amount shall be tallying with billgenerated by the System.
4.1.9. These e-invoices uploaded by the TPI Agencies shall be linked with
corresponding bill having complete breakup of each line item such as PO No.,
Railway/PU, Concerned Railway/PUUnit, Consignee, Allocation, Accounting Unit, Type
of PO (Stock/Non-Stock), Inspection Charges Payable.
4.1.10. The Inspection Certificate generated on system by Inspecting Authority
shall be accepted by Stores as proof of service rendered for settling TPI claim.
After all the system validations are carried out and the billis ready, the same will
be forwarded by WR Stores (from IREPS) to WR accounts (in IPAS). The e-Invoice
shallbe passed on by IREPS to IPAS to L1 ID of Western Railway.
4.1.11. The registration of each e-Invoice will be done separately by Western Railway.
However,functionality of auto-registration of bills i.e. allotting C06 shall be
adopted when available in IPAS
64.2
Copy to:
PSOs/Sr. PPSS /PPSs /PSs to:
MR,MOSR(D), MOSRJ)
CRB&CEO, M(TRS),M(Infra), M(0&BD), M(F), Secretary/RB, DG (RHS),DG (RPF),DG(HR), DG(Safety)
Advisor/MR, EDPGIMR, OSDIMR,OSD/CO-ord/MR and AddlPS/MR
All AMs, PEDs &Executive Directors of Railway Board.