depot operation manual - bsbcl mannual.pdf15 maintenance of depot storage loss register at depots 19...
TRANSCRIPT
Table of contents
Sl No Contents Page no
1 Introduction 1
2 Terminology used 2
3 Maintenance of Registers 3
4 Receipts of OFS/TIO/TOO 4
5 Inward Activities:- A. Receipt of goods from suppliers 5-7
6 B. Goods coming in from other depots as stock transfer (TIO) 8-9
7 Inward Register Maintenance 10
8 DD Receipt Register 11
9 DD Deposit Procedure 12
10 Out ward Activities: A. Cash sale i.e. sale of goods to retailer. 13-14
11 B. Goods going out of depot to another depot-Inter depot transfer 15
12 Maintenance of Out Ward Register 16
13 Depot Storage Loss 17
14 Verification of Storage Loss/ Transit loss 18
15 Maintenance of Depot storage Loss Register at Depots 19
16 Stock Register 20
17 Checking of Stock Register 21
18 Maintenance of Retailer’s Register 22
19 Stock Verification 23
20 Accounting Impress Cash 24
21 Scrap Disposal 25
22 Security 26
23 Rectification of Entries 27
24 Job Assignment at Depot. 28
25 List of Annexure (1-19)
Page 1 Of 28
Introduction
‘Bihar State Beverages Corporation Limited is’ the sole wholesale agent
for sale of all kinds of liquors in the state of Bihar. The trading activities of the
corporation is carried through its depots located in various districts of Bihar.
The main activities at the depots can be categorized as
a. goods coming in
b. goods going out
c. present stock
The activity a and b must be authorized by competent authority. We shall deal with
these activities and the issues involved in it, separately.
Apart from the above three basic activities, some more activities are to be
maintained in any depot and these are administrative activities, i.e. maintenance of
attendance, leave register, etc; and financial activities, i.e. meeting the local
emergency needs, security, maintaining and recording of movement of vehicles
coming in to supply stock and going out from depot with sold/ transferred stocks.
Page 2 Of 28
Terminology used
Sl No Term Details of term Activities To raised by 1 OFS Order for supply Supply of stock to depot
from Mfr/Supplier
H.O. under signature
of G.M. Operation
2 TIO Transfer in order Supply of stock transferred
from another depot.
H.O. under signature
of G.M. Operation
3 TOO Transfer out order Supply to another depot
from this depot
H.O. under signature
of G.M. Operation
4 MIS Material inward Slip When stock comes in from
Mfr/Supplier to depot
Depot level
5 TIS Transferred in slip Material coming in from
other depot as stock transfer
Depot level
6 TOS Transferred out slip Material going out from
other depot as stock transfer
Depot level
7 BL Bulk Litre
8 LPL London Proof Litre
Page 3 Of 28
Maintenance of registers
Following registers are to be maintained in the depot for smooth operation
Sl.
No.
Details of register No of
register
Format
as
annex
Remarks Maintenance
Frequency
Transaction
Upload
Frequency 1 2 3 4 5 6 7
1 OFS Receipt Register 1 1 Computerized Daily Daily
2 TIO Receipt Register 1 2 Computerized Daily Daily
3 TOO Receipt Register 1 3 Computerized Daily Daily
4 Inward Register for
MIS And TIS
1 6 Computerized Daily Daily
5 Inward Ledger for
MIS* And TIS*
1 7 Computerized Daily Daily
6 DD receipt register 1 8 Computerized Daily Daily
7 Bank Deposit register 1 9 Manually Daily Daily
8 Outward Register for
Invoice & TOS
1 10 Computerized Daily Daily
9 Outward Ledger for
Invoice* & TOS* 1 11 Computerized Daily Daily
10 Transit Loss Register 1 12 Computerized Daily Daily
11 Depot Storage Loss
Register
1 13 Computerized Daily Daily
12 Stock Register * 1 14 Computerized Daily Daily
13 Retailer Ledger 1 15 Computerized Daily Daily
14 Scrap Disposal
Register
1 16 Manually As and when
required
Daily
15 Gate pass for goods
out
1 17 Manually Daily Daily
16 Gate Log Register for
goods coming in
1 18 Manually Daily Daily
17 Godown log book 1 19 Manually Daily Daily
* Manufacturer/ supplier wise
Note: - All Registers are to be maintained BOTH in ELECTRONIC &
PRINT-OUT VERSIONS.
Page 4 Of 28
Receipt of OFS/TIO/TOO
Objective
To record all the OFS, TIO and TOO received and complied with
To be followed every time the advice is received from H.O. (Practically
Daily)
Procedure
1. You will receive Order for supply (OFS) / Transfer In Order (TIO) from H.
Q. through email or direct on line through web
2. Attach the data send through email to receive OFS / Transfer In Order
(TIO) and Transfer Out Order (TOO) in depot computer or direct on line
through web.
3. Three registers known as OFS/TIO/TOO Receipt Registers, will be
maintained in a format given in Annexures- 1, 2 and 3 respectively.
4. Every day, a print out of the above mentioned Registers will be taken out
from the computer and after verification & cross verification by Inward
Assistant and Depot Manager, copy of it will be duly preserved in an index
file, henceforth to be known as OFS/TIO/TOO Receipt Registers.
Page 5 Of 28
Inward Activities
A. Receipt of goods from suppliers
1. Objective
Here the main objective is to document receipt of goods from suppliers. It
is to be followed for each sales invoice received from the supplier.
Procedure
2. Verify the documents submitted by the supplier. The supply shall be
accompanied by
(i) Sales invoice of the supplier clearly quoting the OFS No. (Tally the
copy of the OFS sent to you by H. Q.)
(ii) Original copy of the OFS quoted in the sales invoice;
(iii) A copy of the Transport Permit issued by the Excise department;
(iv) A copy of the lorry receipt (L.R. or R.T.)
(v) Details of duty paid for dispatch of goods
(vi) No of cases as per the invoice.
(vii) Certificate of short-supply.
3. In the absence of any of the documents or in case of any discrepancy, do not
unload the supply and contact H.Q. and obtain permission from H.Q. through
phone backed up by e-mail/ Fax/ Courier.
4. Confirm that the OFS is signed by the General Manager or authorized person.
5. Verify that the manufacturer has raised one sales invoice for each OFS.
6. Confirm that the rates indicated for the items dispatched are the same as in the
OFS. No other charge like permit fee, handling etc shall be allowed.
7. The supply should have been received in the depot before the expiry of the
validity or extension of validity.
8. If the consignment reaches the depot after the expiry of validity date of
OFS/TOO, the Depot Manager will contact G.M. (H.O.) and after receiving
oral approval, the consignment will be taken in. A written approval from H.O.
for same shall be sought by the Depot Manager.
Page 6 Of 28
9. If any other condition in the OFS is not satisfied, obtain written permission
from the Head Office to waive the requirement.
10. Prepare a draft Material Inward Slip (MIS) to include all the items shown as
dispatched in the sales invoice.
11. Print draft MIS and proceed for unloading.
12. The draft MIS, recording the time and date of preparation, acts as an unloading
slip and forms an important document for verification at a later stage. Hence do
not resort to unloading without the draft MIS.
13. Confirm that the manufacturer has furnished details of batch no. & excise label
numbers of the bottles on the cartoon box (as sticker or a rubber stamp) in the
following format.
14. The format of MIS is annexed as annex…4
15. If the supplier consistently defaults in furnishing these details inform the Head
Office, seek instructions.
16. Unload items, Note down the actual items received, their quantity, breakage,
shortage, hairline cracks, the number of consignment (their excise label
numbers) and Batch No in the Draft MIS.
17. The Draft MIS is to be signed by the person unloading the consignment
(inward assistant) and the depot manager.
18. Obtain the signature of the transporter (the lorry driver) in the draft MIS as a
token of acceptance of the number of damage/leakage/shortage etc.
19. Report any abnormal increase in transit damages to the Head Office.
20. Segregate broken bottles and separate the neck of these bottles and store the
necks and leaked bottles appropriately for verification by company’s
representative and internal auditor. For this purpose, the depot shall have
separate drums/containers prominently marked (like Transit Damages 180 ml
etc.), where the necks of bottles are separated and stored.
Supplies to the BSBCL
Name and address of the distillery
Excise adhesive label numbers
From
To
Page 7. Of 28
21. The glass scrap and the neck shall be disposed off as detailed in the chapter on
Accounting for transit/storage losses.
22. Reopen the draft MIS. Enter the actual items received, their quantity and the
excise label numbers/Batch No. of broken and missing bottles.
23. Dispatch the first copy of the MIS duly signed by the Depot Manager to the
supplier through the transporting agency. EVC (Excise Verification Certificate)
duly signed by Excise Official/Depot Manager be sent to the H.O. where from
it will be handed over to the supplier concerned.
24. File all documents (generated documents second copy of the MIS and excise
verification certificate and documents received-copy of OFS. sales invoice,
transport permit lorry and duty paid details) in a proper order (Date wise).
25. At the end of the day, take a print out of Inward Register from the computer;
verify all its entries from draft & final MIS and the same sheet shall be
maintained as Inward register duly signed by the Inward
Assistant/Accountant/Depot Manager.
26. Depot managers are not empowered to receive when upward variation/
deviation occurs.
27. All documents are to be signed by the person performing the activity i.e.
inward assistant, accountant and the depot manager.
28. Any variation/deviation is to be reported to GM (Operation). Acceptance of
material can be done with variation/deviation only after receiving authorization
from the Head Office.
Page 8 Of 28
Goods coming in the depot as inter depot transfer from other depot
1. Objective
To document receipt of goods from other depots through a Transfer In
Order (TIO) issued by the Head Office.
Procedure
1. Verify if the Head Office has placed a TIO for the receipt of material form
the depot concerned. If no TIO has been placed, obtain necessary
clarifications from the Head Offices.
2. The goods sent by the transferring depot shall be accompanied by
(i) A copy of the Transfer out Slip (TOS) generated by the dispatching
depot;
(ii) The Transport permit issued by the Excise department; and
(iii) A copy of the lorry receipt.
3. In the absence of any of the documents, obtain the advice of the Head
Office in the usual manner.
4. If any other condition in the TIO is not satisfied, obtain permission from
the Head Office to waive the requirement. Quote permission details in the
narration column.
5. Prepare a draft Transfer In Slip (Annexure 5) to include all the items
shown as dispatched in the TOS.
6. Print draft and proceed for unloading (by Inward Assistant)
7. The draft acts as an unloading slip and forms an important document for
verification at a later stage. Hence do not resort to unloading without the
draft.
Page 9. Of 28
8. Unload items. Note down the actual items received, their quantity, the
number of broken bottles and their excise label numbers, Batch number and
the number of missing bottles in the consignment (and if available, their
batch no. & excise label numbers) in the draft.
9. Separate the neck of bottles and store appropriately for verification. For this
purpose, the depot shall have separate drums/ containers prominently
marked (like Transit Damages 180 ml etc.), where the neck of bottles are
separated and stored.
10. Obtain the signature of the transporter (the lorry driver) in the draft as token
of acceptance of the number of broken/ missing bottles.
11. Report any abnormal increase in transit damages to the Head Office.
12. The draft is to be signed by the person unloading the consignment (Inward
Assistant) and the Depot Manager.
13. Reopen the draft TIS. Make corrections to capture details of the actual
items received, their quantity, batch number and the excise label numbers
of broken and missing bottles.
14. Convert the draft TIS into final TIS (annexed as TIS), print two copies and
sign them.
15. Print Excise Verification Certificate. with the signature of Excise officials/
Depot Managers.
16. Dispatch the first copy of the TIS to the supplier through transporter.
17. File all documents (generated document- draft TIS (with correction), Final
copy of the TIS and excise verification certificate and documents received
copy of TOS, transport permit and lorry receipt) in a proper order.
Authorization
1. Depot manager are empowered to receive if no variation / deviation occurs.
2. All documents are to be signed by the person performing the activity i.e.
Inward Assistant, Accountant and the Depot Manager.
3. Any variation/ deviation to be reported to GM (Operation-I). Acceptance of
material can be done with variation/ deviation only after receiving
authorization from the Head Office.
Page 10. Of 28
Inward Register Maintenance
1. A computerized Inward Register and Inward Ledger shall be maintained as
per the format given in annex-6 and annex. -7
2. The ‘Inward Register’ will show the MIS/TIS wise detail. While the
‘Inward Ledger’ will show manufacturer wise MIS/TIS details.
3. An Assistant designated by Depot Manager as Inward Assistant will
be responsible for undertaking all inward activities viz. MIS & TIS.
Primary checking of all postings in MIS/TIS will be his
responsibility.
4. All shortages & breakages, hairline cracks found while taking
delivery shall be entered in Transit Loss Register and their sealed
necks should be preserved in a separate earmarked container.
At the end of inward activity for the day, the Inward Assistant
should check all the entries in the Inward register with the entries of
individual draft and final MIS/TIS. Further, the consolidated figures
of the Inward Register will be cross verified with the figures of the
‘Inward Ledger’.
5. After the verification by the Inward Assistant, cross checking of
the same shall be the responsibility of Accountant and Depot
Manager.
6. After being assured about the postings in the Inward Register, same
shall be signed by Inward Assistant, Accountant & Depot Manager.
And the copy shall be preserved in an index file to be known as
Inward Register for MIS & TIS.
Note: - Damaged and missing bottles should not be entered in Inward Register &
Inward Ledger.
Page 11. Of 28
DD Receipt Register
1. Objective
Here the main objective is to receive, acknowledge and account for
Demand Drafts received from the retailers. It is to be followed for the
Demand Drafts received from a retailer on a particular day.
2. Procedure
3. Verify the demand draft presented by the buyer.
(i)The draft shall not be more than three months old;
(ii)It shall be dated and signed by an official of the issuing bank;
(iii)It shall be issued by a scheduled bankThe amount mentioned in words
and figures shall be identical and
4. The instrument shall not be mutilated and the Demand drafts be payable at
the respective places of collection (i.e. where the depot is located; no
outstation Demand Drafts shall be accepted).
5. DD should be against a particular shop, i.e., if any retailer has a license for
more than one shop then he should specify a shop name and number against
which the DD is to be credited.
6. Draw a receipt for the D.D received.
7. Print the receipt and give the first copy to the buyer and file the other copy
for record.
8. At the end of the day the accountant will take out a computerized copy of
DD Receipt Register maintained in format as per format in Annexure 8.
9. All the entries in the register viz. DD. No. /DD Date/ Bank Name/ Shop
Name/ Amount will be verified from the individual draft received by the
accountant. Any discrepancy found in the register entries should be
immediately reported to the Head Quarter for rectification by the depot
manager.
10. A cross verification of the same will be done by the Depot Manager.
11. The verified page after signature of Accountant & Depot Manager will be
preserved in an index file to be known as ‘DD Receipt Register’.
Page 12. Of 28
DD Deposit Procedure
1. After the verification of ‘DD Receipt Register’ the Depot accountant will
make bank wise bunch of DD for depositing them in respective banks .
2. A copy of the list and the instrument shall be handed over to the
collecting bank and an acknowledgment obtained. And the details of DD
deposit will be entered in Bank Deposit Register maintained in the
format given in annexed -9.
3. Ensure that the instrument received on a day is deposited in the bank
before 10.30 am on the next day. This is to ensure that the instrument
collected on a day get into clearing the next day it self. Any delay in
depositing the DD will be sternly dealt with.
4. Contact the bank if there is any delay in crediting the amount in account
and find the reason. This is to be done every day by the depot
accountant.
Repeated delays should be intimated to Head Office with the reason
stated by the bank
5. The list of Banks authorized to collect Demand Drafts from various
depots will be published periodically
6. Depots manager are authorized to sign the receipt of instruments.
Page 13 Of 28.
Out ward Activities
Two kinds of outward activities are performed at the depot –
(a) Sale of goods to retailers
(b) Inter depot transfer (stock transfer)
A. Cash sale i.e. sale of goods to retailer.
Objective
The main objective is to record sales of goods to retailers effected in the
depot.
Procedure
1. Check the authenticity of the retailer/retailer's agent from his pass book.
The retailer should also bring the transport permit from excise department
If depot in charge is not satisfied, he Shall not accept any draft towards
payment of consignment.
2. Create a draft invoice as per the retailer’s demand. Draft Invoice is just like
sales invoice but without gate pass with a correction column of quantity. It
will also have the credit balance of the DD deposited and Credit note
balance. This contains details of items requested by the buyer and indicates
the amount that has to be received.
3. The draft invoice, unless finalized, does not affect the stock and sales
transactions. The buyer does not get any right of stock and it (the stock) is
not reserved in favour of the buyer with the preparation of the draft invoice.
4. Creating a draft invoice does not require any credit balance in the account
of the buyer. However, for facilitating the estimate the credit balance (dd
and any credit note amount) is mentioned in the Draft Invoice.
5. Verify the draft invoice prepared as per the requirement of the retailer and
give a print out of it to the Outward Assistant.
6. Take out stock as per the draft invoice in FIFO principle but do not
deliver/load the stock. Correct quantity/brand if necessary and obtain
confirmation of the retailer.
Page 14. Of 28
7. Once the draft invoice stock is segregated and quantity verified, amount
manually calculated (value should not be more than credit balance of
retailer as should in draft invoice), batch no. of the stock inserted and all
changes are effected, Obtain the signature of retailer as a proof of his
acceptance. The Draft Invoice will go to computer for generating final
invoice and will be stored in a file. Hence do not resort to loading
without the final invoice.
8. While loading, ensure that the stocks received earlier are dispatched first
(FIFO Principle).
9. In case of any doubt, allow the buyer to verify the carton boxes at the time
of loading (popularly called open delivery). This would avoid claims for
damages later.
10. Under no circumstance, accept claims for damages after the goods are
loaded on to the vehicle or after they leave the depot.
11. The sales invoice is to be signed by the Outward Assistant and the Depot
Manager.
12. Sign two copies of Sales invoice and four copies of the TP. Issue the first
copy of the sales invoice and two copies of the TP to the buyer.
13. File all documents - Draft Invoice with the changes made and the final copy
of the Sales Invoice and TP in a proper order.
14. The official in charge of delivery of stock based on invoice is empowered
to make necessary changes in the invoice in consultation with buyer and
sign the same.
15. All documents are to be signed by the Depot Manager.
Page 15. Of 28.
Goods going out of depot to another depot - Inter depot transfer
Objective
The main objective is to document dispatch of goods to other depots based
on a Transfer Out Order (TOO) issued by the Head Office.
Procedure
1. No inter depot transfer should be undertaken without a TOO.
2. Contact the Head Office if stock has to be transferred to some other depot and
ensure that a TOO is raised.
3. Verify if the Transfer Out Order (TOO) has been received from the HO.
4. If so, generate a draft Transfer Out Slip (TOS).
5. The Head Quarter is to ensure that the service charges of Re.1 per carton box
subject to minimum of Rs. 50/per TOO are levied, if the transfer is at the
instance of the supplier.
6. Print draft TOS (the loading slip). Hand it over for loading of material to
outward assistant.
7. The draft TOS acts as a loading slip and forms an important document for
verification at later stage. Hence do not resort to loading without the draft
TOS.
8. While loading, ensure that the stocks received earlier are dispatched first (FIFO
Principle).
9. In case of any doubt, verify the carton boxes at the time of loading.
10. Any changes at the time of loading (say non- availability of the required quantity of a particular items, etc.) is noted in the drafts TOS. Also insert batch no. in the
draft TOS
11. The draft TOS is to be signed by the Outward Assistant loading the items and
the Depot Manager.
12. Re-open the draft TOS and enter the changes recorded during loading and make
entries for generating the Transport Permit.
13. Convert the draft TOS into final TOS.
14. Print the final TOS in duplicate and four copies of the TP. Sign the copies.
15. Dispatch the first copy of the TOS and two copies of the TP.
16. File all documents- the TOO, the draft TOS with the changes made and the final copy of the TOS and the TP in a Proper order.
17. The official in charge of loading i.e. Outward Assistant is empowered to make necessary changes in the drafts TOS and sign the same.
18. All document to be signed by the Depot Manager.
Page 16. Of 28.
Maintenance of Outward Register for Invoice & TOS
1. A computerized ‘Outward register for Invoice & TOS’ and ‘Outward
Ledger for Invoice & TOS’ shall be maintained as per the format given in
annex-10 and annex- 11
2. The ‘Outward Register’ will show the Invoice/TOS wise detail. While the
‘Outward ledger’ will show manufacturer-wise Invoice/TOS details.
3. An Assistant designated by Depot Manager as Outward Assistant will
be responsible for undertaking all outward activities viz. Sale & TOS.
Primary checking of all postings in Sale/TOS will be his
responsibility.
4. The outward register is to be maintained invoice wise, giving such
details as:- Invoice No., Permit No., Permit BL/LPL ,Invoice
BL/LPL, brand and pack size.
5. The register is to be maintained for cash sale and for inter depot
transfers.
6. After the close of outward activity for the day, checking of postings
in the respective columns of Outward Register will be done
individual draft and final invoice/TOS-wise, by the outward assistant.
Further, the consolidated figures of the Outward Register will be
cross verified with the figures of the ‘Outward Ledger’
7. Postings will further be cross checked by the Accountant and Depot
Manager.
8. And after authentication by Accountant & Depot Manager, it shall be
preserved in an index file to be known as Outward Register &
Outward Ledger.
Page 17 Of 28.
Depot Storage Loss
1. Accounting for storage losses
Here the main objective is to verify and account for damages in the depot.
Procedure
(i) It shall be the duty of Outward Assistant to maintain account of Depot
Storage Losses.
(ii) At the time of performing outward activities, (sale/TOS) all losses viz.
Breakages, Shortages & Hairline Cracks, half filled bottles found,
should be immediately noted on the draft invoice/ TOS.
(iii) Then the damaged bottles are isolated. Necks of the bottles are
separated and stored appropriately for verification by the internal
auditor/company’s representatives. For this purpose, the depot shall
have separate drums/containers prominently marked (like Depot
Damages 180 ml etc.), where the necks of bottles are separated and
stored.
(iv) Retailer's signature must be taken on the draft invoice. Likewise lorry
driver’s signature must be taken on draft TOS.
(v) Further Depot Manager should also verify the losses so that it can be
entered in the computer.
(vi) Storage loss entries include brand name, pack size, batch no., BL,
LPL etc of the damaged bottles .The invoice number can also be
given in the reason column of the Shortage/Damage entry screen.
(v) After the closing of sale, a computerized invoice/TOS-wise
consolidated Depot Storage Loss Report will be generated. All entries
therein shall be verified by Outward Assistant/Accountant & Depot
Manager. The report then shall be kept in an index file ,henceforth to
be known as Depot storage loss register.
Note: - All depot storage loss should be entered in the computer on the
same day; in no case delayed entry or rectification shall be allowed.
Page 18. Of 28
2.Verification & Disposal of Storage Losses/ Transit Losses
1. A monthly verification of depot loss is to be undertaken by Depot Manager in presence
of Internal Auditor/Company's representatives.(Transit Loss is already verified at the
time of preparation of MIS and reflected in Transit Loss Register)
2. Verification of storages loss in presence of Company's representative should be done by
7th of every month. If the company's representatives do not turn up by 7th, then
verification can be done with internal auditor.
3. A copy of the depot storage loss register for the reporting period should be taken out and
all verification is to be done of the figures mentioned therein.
4. All breakages are to be verified & justified by counting of broken sealed bottle necks.
All shortages are to be verified by signature of retailer and checking of the preserved
cartoon cover of the case. All hair line cracks are to be verified by counting of such
preserved bottles.
5. After the verification of storage losses by the company's representatives and internal
auditor, and when no objection are raised by the respective company's representative,
the broken necks should be destroyed in their presence and report of the same shall be
sent to the Head Quarter.
6. After destruction of necks, the remnant scrap should be disposed of and the sum
received from the same shall be separately accounted for. The excise officials of the
districts, which the depot deals, should be informed about the depot loss verification
schedule, so that they can be associated with the whole process of verification and
destruction of broken necks of the depot losses.
7. A verification report, signed by Depot Manager and Company's representative/Internal
Auditor shall be sent to Head Quarter for approval.
8. After obtaining the approval of Head Quarter, the Storage losses are written off and the
figure is deducted from the stock.
9. Transit Loss: - Transit loss will be verified as per the details mentioned in computerized
Transit Loss Register to be maintained in format given in Annexure …12… All transit
loss proofs viz. broken sealed necks, hair line crack bottles, & half filled bottles should
be kept separately from Depot Storage loss. For verification, a copy of transit loss
register for a given period will be taken out. After the verification by the representative
of the concerned company, it should be destroyed in their presence. A report of transit
loss verification and its destruction should be sent to the Head Quarter under joint
signature of Depot Manager & Company's representative every month.
Page 19 Of 28.
3. Maintenance of depot Storage loss registers at depots
1. A computerized ‘Depot Storage Loss Register’ shall be maintained in
each depots in the format given in annexure…13……
2. It will be the duty of Outward Assistant to verify the entries of the
Depot Storage Loss Register.
3. Everyday after the end of sale, a computer generated report of the
depot storage loss for the day will be taken out .Then all the entries
viz. brand name, pack size, batch no., BL, LPL .etc will be verified
from the individual Draft Sale Invoice/Draft TOS.
4. Then the report will be cross verified by Accountant/Depot Manager,
signed and kept in an index file, henceforth to be known as Depot
Storage Loss Register.
Page 20 Of 28.
Stock Register
1. Computer generated ‘stock register’ shall be maintained in each depot
as per format given in Annexure-14
2. Depot Accountant will have primary responsibility of checking the
Stock Register every day.
3. The receipt will come from the ‘Inward Register’ and ‘Inward Ledger’
which will have posting from MIS/TIS.
4. The sale figure will come from the ‘Outward Register’ and ‘Outward
Ledger’, which will contain information from sale invoice and TOS.
5. The figures in the stock register will form the basis for the stock
physical verification to be done every month.
Page 21. Of 28
Checking of Stock Register
1. After the end of the sale, the Depot Accountant or Assistant Accountant
will start checking the Depot Stock Register.
2. ‘Opening’ of every day is tallied from ‘closing balance’ column of the
stock register of previous working day.
3. MIS+TIS entries - are cross-verified from entries of ‘Inward Register’
and ‘Inward Ledger’.
4. Sale + TOS entries are cross-verified from entries in ‘Outward
Register’ and ‘Outward Ledger’.
5. ‘Damage approval pending’ column reflects all breakages/leakages/
entered in the computer on the reference date and is verified from depot
‘Storage Loss Register’.
6. Once storage loss is approved by Head office, the loss that is being
displayed in damage approval pending column will automatically get
shifted to ‘damage approved’ column.
7. The ‘closing balance’ column of stock register reflects the difference
between the ( opening + inward )and (outward + approved depot
storage loss).
8. All physical verification of the depots should be done on the basis of
this report
9. After checking of entries is completed by the Assistant Accountant/
Accountant, same shall be cross verified by Depot Manager. After
cross verification, it is signed by the Accountant and Depot Manager
and kept in an index file to be known as ‘Stock Register’.
Page 22. Of 28.
Retailer Ledger
Objective
The main objective of the Retailer Ledger is to record the transactions
of retailers.
1. The depot is to maintain a computerized Retailer Ledger in the
format given in Annexure – 15
2. The ledger shows the date wise transactions of the retailer.
3. The purpose of this register is to ensure the verification of retailer’s
transactions for the day, which includes the DD deposited by the
retailer and the purchase made against them.
4. The purchase made by the retailer against the particular shop is
shown in the ledger.
5. DD that is received at the depot is against a shop, whose licensee is
the retailer. Since a Retailer might have license of more then one
shop, it is necessary that he mentions the shop name & number in
the requisition slip so that DD that he submits is posted against the
particular shop.
6. At the end of sale every day, a computerized copy of date wise
retailer ledger will be taken out.
7. It shall be the duty of Asst-Accountant to verify the entries of the
ledger from DD receipt register and Outward Register/Outward
Ledger.
8. Then the verified ledger is cross-verified by the Accountant & Depot
Manager.
9. The verifying and cross verifying personnel should ensure that DD is
posted against the correct shop. The verified report will be preserved
in an index file henceforth to be known as retailer ledger.
Page 23 Of 28.
Stock Verification Objective
To verify physical stock with respect to stock as per books.
Procedure
1. A monthly Physical Verification of stocks is to be carried out in the first
week of every month by the depot manager in the presence of the
internal auditor, company’s representatives, excise officials and other
depot staffs.
2. The depot manager should inform about the date of physical verification
to all the persons above mentioned in advance and there shall be no shift
in date and time of the verification program due to the absence of any
verifying authorities.
3. Depot Stock register and date wise opening and closing report of the day
will form the basis for physical verification.
4. The members of the stock verification team shall stay till the physical
verification is completed. The time of commencement and completion
shall be recorded.
5. After the verification is complete, the depot loss figures shall be checked
and recorded the actual status about physical stocks is reached.
6. Details of items wherein the physically stock does not agree with the
stock as per records shall be recorded.
7. In the event a substantial difference between the ledger balance and the
physical count is observed, the verification will be repeated to ensure
that the counting is in order. Items that still exhibit a difference imply
missing stock. Any missing stock if unexplained and unverified shall be
taken as a lapse on the part of all depot staffs and shall be accordingly
recoverable from them. Further more the corporation may initiate
appropriate disciplinary and/or criminal action against the guilty
officials.
8. Next day after the verification report is complete, the final verification
report duly signed by the depot manager, internal auditor, company’s
representatives, excise officials and other depot staffs should be sent to
H.O.
9. The Depot Manager/Accountant should undertake physical verification
of different brands randomly at regular intervals during the whole
months and if any missing stock is detected he should find out the erring
staffs and report the same to the Head office for further action.
Page 24. Of 28.
Accounting Impress Cash
Objective
To account for impress cash received and spent in depot.
To be followed when impress cash is received and when expenditure is
incurred.
Procedure
1. Account for impress cash received from Head Office.
2. Take adequate care to keep cash secured.
3 Count the balance impress cash in the depot periodically and tally with the
balance as per the accounts (cash on hand should tally with the balance as
per books less vouchers on hand to be accounted for).
4. After expenditure is incurred, ensure that it is fully support by vouchers and
receipts as applicable.
5. The expenditure incurred shall be accounted under the appropriate head of
account as per the chart of account.
6. Expenditure on employees like allowance, medical reimbursement, etc.
shall not be met out of impress cash.
7. No advance, other than for traveling shall be met out of impress cash.
8. All supporting vouchers, bill and receipt shall be serially numbered and
paid & cancelled stamp be affixed in it.
9. Maintain all expenditures in the format cash book made available by H.O.
Authorizations
1. Depot manager are authorized to incur expenditure up to Rs. 1000 at once
instance (excluding telephone, electricity and water supply bills, for which
the actual amount of the bill can be paid without approval).
2. Any expenditure in excess of this limit shall be with the prior approval of
the Head office. The General Manager (operation)/ General Manager
(Finance) or in his absence Manager (Operations) concerned shall be
addressed for this purpose.
3. In case of an emergency, the depot manager may incur expenditure in
excess of the above limit, but shall report to Head Office telephonically and
seek post facto sanction. Such instance shall be exceptional.
Page 25. Of 28.
Scrap Disposal
Objective
1. To remove the broken glass and caps.
When the quantity appears more than 10 K.G the auction can be held
Procedure
3. When the scrap appears to be more than 10 K.G. the scrap is to be
earmarked for disposal
4. Local committee would be formed (1) depot manager (2) depot accountant
format enclosed as anexture-16
5. In presence of the committee auction will be made and the scrap will be
disposed off
6. Amount to be deposited as impress cash
Authorization
7. Local committee is empowered to dispose off the scrape by local auction.
Page 26. Of 28.
Security
Three registers are to be maintained
1. For retailers
2. For suppliers
3. Godown opening and closing log book
Objective
1. To keep track of entry and exit of retailers
2. To keep track of suppliers truck movement
3. This will help depot operation while daily reconciliation of stock.
4. To keep record of opening and closing of godown and also necessary for
insurance purpose
Scope
5. Daily entry of all persons other than depot employee is to be recorded
6. Daily recording of opening and closing of depot
Procedure
7. Three registers have been suggested as annexed 17, 18 and 19
8. Signature of person must be taken whosoever enters godown for business
purpose.
9. Sealed godown to handed over to security guard
10. Security guard will hand over the sealed door on the next day for opening.
11. Depot Manager will explain to security guard for maintaining these registers
12.
Authorization.
13. Security guard attending the entry and exit point will have control over these
register.
14. Surprise check at least once in a month by depot manager is must and will
record his remark on the register
Page 27. Of 28
Rectification of Entries
1.00 Objective
To rectify errors in accounting noticed in depot and approved and allowed
by H.Q.
3.00 Procedure
1. Rectification would fall under any one of the following two kinds.
(I) Those requiring a correction in financial accounts only without a
correction to stock account – like correcting excess credit of DD
received, Short collection of TCS etc; and
(ii) Those requiring a correction in financial accounts and stock
accounts like correction of wrong quantities recorded while
receiving goods, wrong dispatch of goods sold etc.
2. The principle of rectification to be followed in the above two categories of
error shall be:-
I. Every error requiring rectification in the database/software shall be
immediately brought to the notice of Depot Manager by the depot
staffs and computer operator.
II. The Depot Manager should check the matter and if he finds
rectification necessary, he should send a formal letter for the same
to the Head Office.
III. It is essential that the letter should be accompanied with the proof
which shall justify the above request for rectification.
IV. For quick action letter can be e-mailed to the Head Office, bearing
all details such as letter no., date, etc. No request for rectification
can be acted upon unless the e-mail has letter no. and date.
V. All requests for rectification in MIS concerning transit loss should
be sent to the Head Office with proof on the same day. Delayed
request will not be entertained.
VI. At the Head Office, Manager I.T. will undertake all rectifications
which in his opinion is necessary but with the prior approval of G.M
(Operation) /Manager (Operation).
VII. Any changes in database so made shall be maintained in the
software.
Page 28. Of 28
Job Assignment at Depot
1. It will be the duty of Depot Manager to assign depot operation jobs
amongst the various personnel deployed at the depot. The depot personnel
will perform these duties apart from the main duties for which they have
been posted in depots.
2. The Depot Manager should insure that depot personnel do their assigned
jobs with full integrity and sincerity.
3. If due to any lapse on the part of depot personnel, in performing their
assigned duties, any loss is incurred by the corporation, the concerned
personnel will be solely held responsible and appropriable disciplinary and/
or criminal action shall be initiated against him/her.
4. Depot Manager should keep continuous vigil on the performance of depot
personnel; any lapse found therein should be immediately brought the
knowledge of Head Office, so that corrective action can be initiated.
5. If the depot manager fails to detect the lapses and non performance, then he
too will be held responsible for the consequences of those lapses and non
performances.