STORES

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M.V.L.NARASIMHAM , ICP1

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 Contents

• Introduction
• Organisational Structure
• Functions of stores
• Purchasing/inspections Agencies
• Inventory control
• Purchasing/indenting procedures
• Records maintenance
• Various inspections
• Scrap Disposal
• Measurement Book
• Material Reconciliation Statement
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• Store management is “to receive
materials, to protect them while in
storage from damage & unauthorized
removal, to issue the material in the right
quantities, at the right time to the right
place and to provide these service
promptly and at least cost”.

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 ORGANISATION STRUCTURE at RB
Member TRS is in place of MemebrMM

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Organization Structure at Zonal
PCMM in place of COS

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Organization Structure at Division

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Organization Structure at Stores Depot

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 Activities of Stores

• 1.Receipt and Inspection

• 2.Storage
• 3.Material handling
• 4.Issue
• 5.Records
• 6.Housekeeping
• 7.Control
• 8.Surplus management
• 9.Verification
• 10.Interaction & coordination
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 Functions of Store department
• Planning for materials : for assessing the
quantity of the material required for day to
day activities of various departments and
funds availability for purchase/procurement
and selecting the right source for supply.
• Procurement/purchasing : This includes
purchase/procuring of materials of required
quality and quantity at reasonable prices,for
manufacturing process or consumption for
maintenance and repair work.
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 Functions of Store department
(contd)
• Warehousing (Store-keeping):This includes
stocking of adequate raw materials in the
wards at proper places, their handling, issuing
on demand by indenters and maintaining
proper records. warehousing are to be made
not only for raw materials, spares and
consumables but for finished products and
partly processed materials as well.

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 Functions of Store department
(contd)
• Inventory control : Involves designing and
following policies, which will minimize
sum total of various costs (the inventory
carrying cost and ordering costs) related
to materials in an organisation. Inventory
control calls for right quantity, right
quality, at right price from right source, at
right place, at right time.
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 Functions of Store department
(contd)
• Surplus / Obsolete / Scrap Disposal: During the
process of manufacturing, production, track
renewals and gauge conversion etc. large quantities
of scrap, collection and disposal of materials
takes place ,hence the scarped materials the should
be properly realized to revenue
• Distribution of stores:- This includes timely
dispatch and distribution of materials to various
users by adopting quick and right mode of
transportation.
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 Sources of supply/receipt of materials

1. Purchases
2. Manufactures by Railway Workshop
3. Transfer of stores from other railways or
departments
4. Returned stores

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 Five Rs of Public Procurement
Located in para 1.5 of both Goods Manual
and Services Manual
• Right Quality
• Right Quantity
• Right Price
• Right Time & Place
• Right Source

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 PURCHASE AGENCIES OF STORES
1. Railway Board, DLW, CLW, ICF, COFMOW, CORE
Railway Board : Approximately 47% of all stores will purchase by Railway
Board only.
And usually those are :
a)Complete rolling stock (Locomotives, carriages, wheels ,
Tyres & Axles etc)
b)Coal , petroleum products including oils and Lubricants
c)Rails, Fish plates, Points and crossings.
d)All kinds of sleepers.
e)Track Machines (Track laying, renewal machines, Track
maintenance machines)
f)Certain signaling systems.
g)Certain Rly Electrification items. Etc.
h) items costing more than 50 crores per item (where the purchase
is beyond the competence of GM)
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2. DGS&D(Directorate General of Supply and Disposals):
General items like computers, Tyres , Tubes , Cells etc.,
which are common for all Government Departments
will be purchased in big lots in much economical price.
Presently, The material supply was stopped by DGS&D
after the successful implementation of GeM portal
facility by the Government of India.
3. Railway Administration(CMM/DMM):
Remaining all materials will be purchased by the
Railway Administration as per the requirement and
inventory control by tenders and contracts etc.,

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 Govt. e- Marketplace (GeM)
• Up to Rs.25,000/- through any of the available
suppliers on the GeM
• Above Rs.25,000/- and up to Rs.5,00,000/- through the
GeM Seller having lowest price amongst the available
sellers, of at least three different manufacturers, on
GeM (bids may also be called by buyer)
• Above Rs.5,00,000/- through the supplier having
lowest price after mandatorily obtaining bids, using
online bidding or reverse auction tool provided on
GeM.

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Tender : A sort of bid or offer made by a
contractor for execution of work or supply of
materials under certain specified conditions
and with prescribed time limit
Types of Tenders:
1.Global Tender
2.Open Tender
3.Limited Tender
4.Special Limited Tender
5.Special Tender
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1. Global Tender – Through CMM inviting
worldwide tenders(involves foreign exchange)
2. Open Tender – By advertising in news papers
Now it is through e-tendering process
3. Limited Tender – Through approved list of
suppliers
4. Special Limited Tender – For urgent and safety
works with the approval of Finance
5. Special Tenders – one source of supply of
Proprietary Article Certificate (PAC) of small
value, AMC by OEM or OEM authorised person 20
 Kinds of contracts
Work side:
1. Lump Sum contracts
2. Schedule Contracts
3. Piece-work Contracts
Stores side:
4. Rate contracts
5. Running contracts
6. One delivery contracts

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 Lump Sum Contract
• In a lump sum contract an owner agrees to
pay a contractor a specified lump sum after
the completion of work without a cost
breakdown. After completion of work no
detailed measurements are required.
• Lump sum contracts are suitable for small
projects

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Advantages:
• The owner's risk is reduced due to the price of
the contract being fixed and variations are not
as much like other contracts.
• There are less change orders and they are
reduced.
• The bidding and contractor selection is less
complicated

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Disadvantages:
• There is a higher risk for the contractor.
Proper change order documentation is
required which could be time-consuming
• Higher fixed price due to unforeseen
conditions

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 As per Indian Railways Stores manual

• 403. "Lump Sum "Contracts.—The Lump

Sum Contract is a contract under which the
contractor engages to carry out a work or effect
supply as specified and within a given period
for a fixed total sum; his receipt of this sum
being dependent on his completing the work or
supply to specification and time, irrespective of
the actual quantities and kind of work done or
materials supplied in achieving his result.
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 Schedule contract
Schedule Contracts.—The Schedule Contract is
a contract under which the contractor engages
to carry out a work or effect supply as specified
and within a given period at fixed unit rates or
prices for each of the various items comprising
such work or supply, the sum he is to receive
depending on the actual quantities and kinds or
work done or materials supplied in completing
the work or supply to specification and time.
Chapter IV. 405 of Indian Railways Stores manual
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 Piece work contract
This means a contract under which only unit
rates or prices for various kinds of work or
materials are agreed upon, without reference
either to the total quantity of work to be done
or material supplied; or to the quantity of work
to be done or material supplied within a given
period.
406 of Chapter IV of Indian Railways Stores
Manual
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• Rate Contracts.—The Rate Contract is a
contract under which, during the period of its
currency, the contractor engages to supply
materials on demand, irrespective of quantity,
at fixed unit rates or prices, within a given
period of the receipt of such demand.
• 407 of Chapter IV of Indian Railways Stores
Manual

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• Running Contracts.—The Running Contract is one
under which, during the period of its currency the
contractor engages to supply, and the other party to
the contract to take, a specified quantity (with a
percentage tolerance either way) of materials, as and
when ordered, at fixed unit rates or prices, within a
given period of the receipt of such order.
• 409 of Chapter IV of Indian Railways Stores Manual

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• Fixed Quantity" Contract.—This means a
contract for a definite quantity of materials to
be delivered in one or more instalments,
delivery of each instalment being completed
by a definite date.
• 409 of Chapter IV , Indian Railways Stores
Manual

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 INSPECTING AGENCIES
The following are the agencies for inspecting the
materials obtained through Rly. Board, DG S&D, Rly.
Administration etc.
1. Inspection by RITES (Rail India technical and
economical services)
2. Inspection wings of DGS&D i.e.Director of inspection(DIO)or
Director of metallurgical inspection (D.I.Met).

3. RDSO (Research, Design and standards

organization).
4. Forest office in the case of timber.
5. Foreign stores – stores adviser/ London/ and Japan.
6.Consignee inspection 31
 The following critical items will be
inspected by RDSO
• All types of signaling relays.
• Block instruments.
• Axle counter equipment.
• Signal machines.
• Point machines.
• Voltage stabilizers and other power supply equipment's.
• Inverters.
• Integrated power supply system for signaling installations
(IPS).
• Ferro –resonant type regulators.
• Electrical point contactor units. etc.
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 Classification stores
Stores in Indian railways are broadly
classified as two types.
STOCK ITEMS:The stock items are those
items for which there is a regular demand,
regular drawl or consumption and there is a
regular recoupment.
NON STOCK ITEMS :These items are
required occasionally and not on regular basis.
These items are purchased as and when
required to meet specific demands and are called
“Non-stock items”. 33
 Classification of STOCK Items
• Ordinary Stores: Items of stores for which there is a
regular turnover caused by a constant demand and which
are stocked by the Stores department in its depots.
• Emergency Stores: These are items of stores which
ordinarily do not wear out or require renewal but are not
readily obtainable are kept in stock to meet any
emergency due to breakage or unanticipated
deterioration of such items. These are generally
components of imported machines and rolling stock.
• Special Stores: The items of stores required for works
and other special purposes i.e. other than for ‘operation’
or ‘ordinary maintenance and repairs’ are called "Special
Stores”. Generally such items are dispatched directly to
the users without being stocked in a stores depot. 34
 Classification of STOCK Items
– custody stores: purchased for special works &
charged to the works, left in the custody of stores
depot, numerical records important. items for
construction of rolling Stock
– inactive stores: items which have no issues for last
12 months, and stocks exists are called inactive or
non-moving items.
– imprest stores: maintenance units like running
sheds, c&w sheds needs a number of items,
including consumables like oils/greases, for
repeated use. items are normally charged off to final
head of account. sanction of imprest normally 2/3
months’ requirement. recoup every month, s-1830.
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 Classification of STOCK Items

Surplus Stores: These are of two kinds-

Moveable surplus: Stores, which have not been
issued to any user for past 24 months or more,
but it may anticipated by user near feature are
Movable surplus.
Dead surplus:- Stores, which have not been
issued to any user for past 24 months or more
and no use is anticipated on any railway in
coming 24 months the items are classified as
Dead Surplus which are to be disposed off.
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 Methods of Inventory Control.
• ABC analysis
• In Railways, all high consumption value items which
represent 70-80% of total annual usage value, will be
classified as "A" category
• items which represent further 15-20% of total usage
value will be classified as "B" category and
• all remaining items representing 5-10% of consumable
value as 'C' category
• A-B-C Classification is on the basis of consumption
value of an item and does not give any importance to
the criticality of the item and therefore, only A-B-C
Classification is not adequate
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 Approximate material consumption table
Percentage of stock items Percentage of value of the
to Total no. of items consumption to the total
stocked
5 80

10 15

85 5

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 Methods of Inventory Control
• VED Analysis: Classification done on the basis of
criticality of the item is known as V-E-D, where the
items are classified as Vital, Essential and Desirable.
• Vital items are those items, which are very critical
for the operations and do not permit any corrective
time.
• Essential items are comparatively less critical and
work without them can be managed for a few days.
• All remaining items are known as Desirable items.

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TYPE OF A B C
ITEM

V Critical scrutiny of Liberal & better

requirements for compliance for reducing
economy Stock Out Costs

D Procurement not to be Routine scrutiny

encouraged

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 FSN analysis
F – Fast moving
S – Slow moving
N – Non moving
This classification is based on past consumption
pattern i.e., pattern of issues from stores
Frequently issued materials are under F,
Material issue once/twice in a year are under S
Not drawn for the past two years are under N

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 Other methods
Standard Tools for Inventory control:
• By selective management (ABC/VED/XYZ /SOS/FSN
etc),
• Management by exceptions (out of stock, inactive,
surplus etc.),
• Designing appropriate recoupment policies,
• Rationalisation /Standardisation,
• Value analysis,
• Codification and computerization,
• Concept of classifying materials on market
availability (R,N, D) for buffer stocks.
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 PROPER CUSTODY AND MAINTAINCE OF STORES
1. All materials shall be kept clean and free from dust.
2. Stores enclosures shall be provided with whether proof protection
where necessary.
3. Materials shall be kept properly stored and neatly stacked
4. Parts and small items of materials shall be kept in properly labeled bins
or on shelves.
5. Bags of cement shall not be stored in too large quantity for more
periods. Bags shall be rotated first come first issue basis.
6. Inflammable materials such as oils, spirits, petrol etc., shall be stored
separately away from cotton waste, stationary and furniture.
7. Cables should be stored properly without damage to the cable drum as
for as practicable. When a length of cable is cut off, the exposed end
shall be effectively sealed.
8. Paints shall be stored in a cool dry place away from flame or naked
light. All containers shall be kept tightly closed.
9. Signaling relays, Printed Circuit Board cards, Glass items etc., shall be
kept at proper place. While transporting keep in thermo Cole boxes to
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avoid damage.
 ANTICIPATED ANNUAL CONSUMPTION
(AAC)
• Material in Depots shall be based
on Anticipated Annual Consumption (AAC).
• AAC will guide for actual procurement of
material may be through a Central Agency
(DGS&D, Railway Board, Zonal level etc.)
• The forecast of Anticipated Annual
Consumption is best made by extracting
the average annual consumption for the last
three years.
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 PURCHASING PROCEDURE
1. Section In-charge submits proposals with budgetary
quotation.
2. Head of the department approves the proposals.
3. Approved proposals are sent to accounts for finance
concurrence.
4. Financial concurrence is obtained.
5. Detailed estimate is prepared for the materials.
6. Indent is sent with detailed estimate to CoS and accounts.
7. Accounts will vet the estimate.
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 PURCHASING PROCEDURE
8. Quotations are received with EMD.
9. Least quoted tender is accepted.
10.Sent to the consignee for suitability certification.
11.P.O, LoA is issued to the accepted agency.
12.SD & Bank guarantee is done by the agency.
13.Agreement is executed.

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 PURCHASING PROCEDURE
15.Agency supplies the materials as per P.O.

16.RDSO certification if any is to be drawn by the agency.

17.Completion certificate is drawn from the consignee.

18.Agency claims the bill for payment with NEFT details.

19.Bill is sent to CoS for clearance.

20.CoS approves for the payment.

21.Accounts department clears the payment through NEFT.

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PROPRIETARY ARTICLE CERTIFICATE (PAC)

 In some cases if, there is only one supplier for the

said materials.
 Open tender is not possible or not feasible.
 Single tender system is followed.
 In this case HoD will issue the PAC
 Then COS will place single tender, to the said
agency.

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 PAC
• While procuring any item under PAC, full details of the
item along with suppliers address to be given. Material can
be procured under PAC if,
i) No other make / brand is suitable.
ii) There is only one firm, which is manufacturing or
stocking the item.
iii) A similar item is not manufacturing/ sold by other firm.
• Junior Scale- up to Rs. 75,000/-
• Senior Scale - up to Rs. 2 Lakhs/-
• JA.grade Officer- up to Rs. 15 lakhs/-
• SAG.grade Officer- up to Rs.25 lakhs/-
• Principle HOD – above 25 lakhs/-
Model SOP 2018
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Requisitioning and Distribution of Stores
• All issues from a Stores depot are made on written
requisitions on the prescribed form by the indenter.
These should be signed by a gazetted officer except
imprest schedules. There are following types of forms in
use:-
• (1) Recoupment schedule for imprest stores (Form No. S
-1830)
• (2) Combined requisition and issue note (Form No. S-
1313)-Stock items
• (3) Separate requisition form (Form No. S - 1302)-Non
stock items
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 Stock item
• The following instructions shall be observed
while preparing requisitions :-
1. Separate requisition shall be prepared for each
item of material. Stocked item- Form No: S1313-
6 Copies to be prepared.
• Distribution is as follows:-
1 st copy – Accounts (EDP)
2nd copy – Depot
3rd copy – Indenter
4th copy – Receipt
5th copy – Bill/ stores office
6th copy – Block/ Office copy
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 NON STOCK ITEMS
• Non stock item- Form No: S1302- 2 copies if value is
below Rs.50,000/-
3 copies if value is above Rs. 50,000/- finance
Concurrence is required.
• Both the copies are to send to Accounts. After vetting,
Accounts will keep one copy and send one back to
indenter.
• Signing Authority
• JS- upto 25000, SS- above 25000 and upto 2 lakhs
• JAG/SG- above 2 Lakhs upto 15 lakhs, SAG- above 15
and upto 45 lakhs, HAG –above 45 lakhs.
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Points to be observed while placing requisition:
• (a)It is very necessary that an indenter when he wants to indent
materials refers to the standard nomenclature list and or list of
Stock items to ascertain if any of the stock items can possibly be
used to serve his purpose.
• (b) Give correct code no.
• (c) Give correct description
• (d) Give correct specification /drg. with latest amendments, if any
• (e) Give correct quantity in the unit of Accountal as shown in
nomenclature list.
• (f) Give correct Head of Account chargeable
• (g) Confirm availability of funds (Duly noting the same in Liability
register) and finance vetting wherever necessary.
• (h) Give correct details of the consignee (who is to physically
receive the material) and consignee code number.
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 DESCRIPTION OF ITEM
• END USE OF ITEM:-Purpose for which the item is used.
• MENTION MAKERS NAME:- If available give the
makers name.
• SPECIFICATION FOR DRAWING:- Reference, Standard
specification, and drawing if any may be mentioned
against each description.
• THE UNIT:-
• 01= Numbers.
• 02 = Pair.,
• 03 = Set, 13 = Kgs, 14 = Quintal,15 = Metric tonne, 22
= Litres, etc.
• Eight digit PL number:- Consisting of Main Group, Sub
Group, Serial number and Check list.
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 Material Code (P.L. No.)
• In order to recognise every item distinctly,
each item appearing in the nomenclature
book has been allotted a code number, which
is also known as Price List number. These
numbers enable unique identification of stock
items and as a result of extensive
standardisation all over the Railways
• Each stock item will have a unique PL number.

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 PL. NO
• Eight digit coding of PL numbers (Semi
Significant System):
** ** *** *
A B C D
MAIN GROUP SUB GROUP SERIAL No. CHECK-DIGIT

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 PL.NO
A-Main Group : Type of Equipment: 00-09 Steam
Locos, 10-19 Diesel Locos, 20-29 Electric Locos,
30-39 C&W items. (Total 76 Groups)
B-Sub Group: Basically major assemblies, form sub
groups. Brake fittings, Power Pack, Bogie items
etc.
C-Serial number: Serial of item in the assembly. This
number by itself does not give clear idea of the
item.
D-Check Digit: Important to check the correctness of
the PL No./ (Modulus 11, Ex: 38 981580, TRB;
30851116).
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Types of Stores maintained by section incharge :
1. Revenue- Battery Chargers, telephone etc.,
2. Consumables- Oils, paints etc.,
3. Tools & Plants- Meters, toolkits etc.,
4. Dead Stock- Furniture etc.,
5. Returned/Released- returned material after usage (may be
working, repairable, irreparable)
6. Stationary and Forms (ledgers, books, application forms)
7. Stores obtained for Special works- Materials drawn
exclusively for any work execution
8. Imprest - Local purchase items which are to be
consumed in the earliest
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Records to be maintained at depot. Stores:
1. DMTR (Daily Material Transactions Register)
2. Material Issue Book
3. Material Requisition forms
4. Challan Book
5. Store Ledger books
6. Stationary ledger
7. Scrap Disposal sheets
8. Certified Challan sheets
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Material Receipts:
1. Receiving materials on challan for regular store from
centralised store or from other depots
2. Receiving materials on loan basis
3. Receiving materials on challan for special works
4. Receiving of returned materials after usage from staff
5. Receiving of remaining balance material from
contractor after completion of the work
6. Receiving of material on Purchase Order
7. Receiving of material on local purchases
8. Receiving of material from GeM
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Material Issual:
1. Issuing materials to other depots through
challans
2. Issuing materials to other units on loan basis
3. Issuing materials to contractor for executing
the contract work
4. Issuing materials to staff for daily routine
works and special works
5. Issuing of stationary and forms for office use
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 MATERIALS AT SITE
• Materials obtained for specific works should be kept
outside the accounts of any other category of stores.
Such stores should be separately requisitioned for by
the Executive Officers and arranged to be dispatched
to the sites of works.
• Materials other than petty consumable stores issued
to a work, the account of which is kept by sub-heads
in the Register of Works, if not consumed on the
work immediately on receipt at the site work of
should be temporarily held at charge of a sub-head of
work known as the "Materials-at-site Account".

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 ADJUSTMENT MEMO(AM)

• All transactions concerning the issue of stores from

stock, the transfer of materials from one work to
another and the clearance of items of debits and credits
placed under the suspense heads come under AM.
• In carrying out adjustments the officer or
subordinate initiating an adjustment should fill an
Adjustment Memo ( form E-1461) as far as he is able to
do so and forward it to the Divisional Office for
completion and further action.
• Reasons for the adjustment should invariably be
recorded in such sufficient detail as to establish clearly
the correctness of the necessity for adjustment.

63
 Inspections
• There will be various inspection checks in
Indian Railways.
• In top level, there will be internal and external
audit inspections, Vigilance inspection
• In the unit level (office/stores maintained by
an SSE/JE) by internal audit, external audit,
vigilance etc.,

64
• Internal auditing: Internal Auditing is done by
Accounts department of Railways.
• In the process records are scrutinized, Stores
and tools & Plants are verified, executive
orders involving finance are verified.
• External auditing:
• Test check of vouchers
• Inspection of offices
• Check of tenders & Contracts
• Check of procedures and systems
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 The different inspections conducted by
• ISA – Inspector of Station Accounts
• SV -- Stock Verifier
ISA is mainly concerned with the money valued
items like passes, etc.,
SV verifies the store material fully

66
 Stock verification

Stock verification is of two types

1. Departmental Stock verification
2. Accounts Department stock verification
Departmental stock verification is done by the depot
officer.
Verifies the stores randomly and high consumption and
frequently issued materials
The excess and deficiencies are to be prepared in the
Departmental stock verification sheet in Form S.1260
The general periodicity of the Departmental stock
verification is once in a year
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In Accounts Departmental stock verification, all the items in the
stores will be verified
The details of the inspection are recorded in Field book
From field book the variations are entered in a stock sheet by stock
verifier in Triplicate. Original will be forwarded to the Account
officer, duplicate and triplicate copies will be given to the store
incharge for necessary explanation
The store incharge to fill the duplicate and triplicate copies and to
be submitted to the Divisional officer
The Divisional officer countersigns the copies, retains the triplicate
copy with him and send the duplicate copy to the Store Account
officer
The general periodicity of the Accounts stock verification is once in 3
years for general store and once in a year at the site of the work

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 FREQUENCY OF STOCK VERIFICATION
Type of stores Frequency

1. Material at site works Ordinarily once in a year

2. Stores with Imprest holder Once in 2 Years
3. All Tools and Plants Once in 3 Years
4. All materials in the Depot as under,
i) A item – All items having annual usage value
1.35 Lakhs or more Once in 6 Months

ii) B item –
Annual usage value Rs. 20,000 – 1.25 Lakhs Once in a Year
iii) C item < Rs.20,000 Once in 2 Years
iv) D item –No issue in 12 Months and above Once in a Year
v) Misc items, stores in the custody of Inspector
entrusted with T& P etc Once in 3 Years
vi) Verification in- process inventory in all workshops and
productive units “ 69
vii) Machinery and Plant “
 GATE PASS
• No material may be allowed to go outside the
gates unless specified on a Gate Pass or
Authority for Removal of Wagons. Gate
passes should be prepared in duplicate by the
depot staff for the material leaving Stores
premises.

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 GATE PASS
Each Gate Pass (S. 1350) should show the
following particulars-
(1) The number of men, with their ticket numbers.
(2) The number of packages.
(3) The number and date of voucher on which the
material is sent.
(4) To whom sent and purpose for which sent.
(5) Whether Railway or Private Property.

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 Scrap Disposal
• The material which have completed their codal
life/non-working condition/irrepairable, and non-
moving to be disposed off through proper scrap
disposal procedure
• Proper scrap disposal in regular routine helps in
store maintenance in different ways as it reduces
the record maintenance of unwanted materials,
clears the space in the stores and helps in locating
the important material in emergencies.

72
 SCRAP
• Ordinary scrap :
These are the items, which have regular demand
as raw material in the railway workshops such as
cast iron, non-ferrous materials which are used for
manufacturing various components of rolling stock.
• Surplus scrap :
These are items which are not required by the
railways for their own use and are invariably
disposed off by auction sale or other means. Even
new or second hand material that is usable, may
come in this category of scrap, if it is useless for
the railways. All surplus scrap is almost always
‘dead surplus’
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 Disposal of SCRAP

• The scrap accumulated in scrap

depots are disposed off periodically by
the Stores department, by adopting
any one off the following methods:
(a) Public auction
(b) Tender Sales
(c) Direct Sales
(d) Sales to Employees 74
 Sources of scrap
• Railway Workshops
• Condemned Rolling stock such as
wagons, coaches, locomotives, boilers,
etc.
• Scrap permanent way materials such as
released condemned rails and other P
way.
• Inactive/surplus items being declared as
scrap. 75
 RETURNED STORES
a) All materials spare, secondhand, used
unserviceable, materials should be returned to
the stores depots (scrap depots).
b) The engineer returning stores to the scrap
depot, a form called as “Advice note" is to be
prepared separately for each class. Form No. is S
1539.
c) All ferrous and non-ferrous scrap collected from
the field should be sent to scrap depots
concerned.
d) Separate advice note should be prepared for
each class, second hand and scrap.
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 DS-8
e) Advice note should be prepared in
6 copies, and disposed off as following:-
i) 1 st copy- Office copy for the SE\ SSE.
ii) 2 nd , 3 rd, 4 th copies – To be sent
to depots.
iii) 5 th copy – Accounts officer\ stores.
iv) 6 th copy – Sr DSTE\ DSTE.

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 Material Transaction report

• All the materials which are supplied by the contractor are to be inspected by
the concerned authority
• The various authorities are RDSO,RITES, Officer in charges and the site
inspections
• The material to be taken immediately to the ledger through the DMTR
postings
• The material to be issued to the contractor for installation and execution duly
based on the written request form duly signed by the competent person of the
contractor firm
• The issued material details to be updated in the ledger immediately
• After completion of the work, any material remains spare or extra to be
returned to the store
• This material should be received duly on a letter with proper details and the
material details to be updated in the ledger
• The material transaction details of issue and receipt with ledger/DMTR
reference numbers are to be tabulated in a material transaction report which
will be certified on the completion of the work for further certification of
bill(Material reconciliation report) 78
 Vigilance inspections
• Vigilance inspection will be done in different
situations
• For new works during progress and nearer to
completion
• Scheduled checks of units
• On complaints
• Can check directly or indirectly in various
means
79
• Proper documentation is very important
• Updating of documents
• Updating of rules and procedures
• Maintaining latest notes/circulars for
reference
• Confidential documents
• Linked documents for reference

80
 UDM
• User Depot Management
• https://ireps.gov.in
• User - DSC
• IMMS(UDM) login with Username:
Password:
User types:
1. Transactional User : will have consignee code
2. Non-Transactional User : will not have consignee
code (generally the concerned officer)
81
 Transactional user options
Details: Name and Designation details
DMTR : Daily Material Transaction Report - DMTR is
summary of all the finalized transactions on a particular day
• Ledger : Any finalized transaction of Receipt / Issue of
material is entered into the concerned Ledger. A Ledger
comprises of various Folio and a Folio comprises of
various items. Like physical Ledgers maintained by
Consignees / User Depots, there will be Electronic /
Digital Ledgers in this User Depot Module.
• Creating, updating and deleting of ledger, folio and items
can be done.

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Receipt : For receiving of materials (before accountal)
1. Receipt from trade
2. Returned by contractor
3. Receipt Register
4. Search Receipt Transaction
Acceptance : For accepting the material
1. Receipt from trade
2. Returned by contractor

83
CRN
CRC
Accountal
Requisition
Demand Entry
Issue
Advice note (DS 8)
Gate Pass

84
Adjustment & Pink/white slip
Rejection handling
Stock verification
Stock sheet management
Search
Stocking proposal (new)
Reports
Monitoring (new)
On-boarding status
85
 Non-Transactional user
• Details : Name and designation details
Awaiting my approval
CRN
CRC
S-1313 stores requisitions
Advice note (DS8)
Stock verification
Stock sheet management
Reports
On-boarding status
86
87
THANK YOU

88
1. Non-Stock items procurement process
2. Stock verification
3. Inspection Agencies
4. Inventory control and methods
5. Activities in store management
6. UDM
7. GeM
8. IREPS
9. PAC
10. AAC
89