standard operating procedures (sops) for end to end ... for... · in the dis 2013, the uterizatio...

STANDARD OPERATING

PROCEDURES (SOPs) FOR END TO

END COMPUTERISATION OF

TARGETED PUBLIC DISTRIBUTION

SYSTEM (TPDS)

DEPARTMENT OF FOOD, CIVIL SUPPLIES AND

CONSUMER AFFAIRS

GOVERNMENT OF PUNJAB

INDEX

S.NO. TITLE PAGE NO.

1. Introduction 1

2. Roles and Responsibilities 2 - 7

3. Ration Card Management System (RCMS) 8 - 22

4. Supply Chain Management 23

5. Fair Price Shop (FPS) Automation 24 - 40

6. Steps to be followed for payment of advance

margin money by FPS owners in the

districts

41 - 42

6. General Advisories 43

the Na

directe

Manag

Hon'bl

TPDS

TPDS

respons

addition

• Digbeot(eR

• StaPo

•Cidebe

•Rincerr

• Eliboca

To ensure

ational Fo

ed to imp

gement an

le Suprem

The key

Operation

In orde

in the Sta

sibilities of F

n, the detail

DATA B A

gitization eneficiary her databRCMS)

ate Transportal

entificatioeneficiarie

clusion/exrors

mination ogus/ineligrds.

e transpare

ood Secu

plement E

nd Autom

me Court o

compone

ns are brie

er to execut

ate, the St

FPS Owner

led descripti

ASE

of and

bases

parency

on of es

xclusion

of gible

INTR

ency and e

urity Act

End to E

ation of F

f India.

ents of th

efly descri

e effectivel

tandard Op

r / depot hol

ion of the th

SM

• CoSupMa

• FEA

• Mileaof f

• Enctra

• Imof fFPS

1

RODUC

efficiency

(NFSA)

End Comp

Fair Price

he scheme

ibed as bel

ly the imple

perating Pr

lder, inspec

hree compo

SUPPLY CHMANAGEM

mputerisapply Chainanagemen

AST Porta

nimiseakages/divfoodgrain

courage ansparency

prove avafoodgrainS.

CTION

in the dis

2013, the

puterizatio

Shops (F

e on End

low:

ementation

rocedures (

ctor, AFSO,

nents is exp

HAIN MENT

ation of n nt

l

version ns

y.

ailability ns at

N

stribution o

e Governm

on of TPD

FPS) as pe

d-to-End C

of End to E

(SOPs) reg

, DFSO, DF

plained in th

FPS

• InstElecSalema

• DistwhAADbio(finIRIS

• Elecma

of foodgra

ment of

DS, Supp

er the dire

Computer

End comput

garding the

FSC and DD

his manual.

S AUTOMA

tallation octronic Poe (ePoS) chines.

tribution eat throuDHAR basmetric

ngerprint aS) identific

ctronic wechine.

ains under

India has

ply Chain

ections of

isation of

terisation of

roles and

D (Field). In

ATION

of oint of

of gh

sed

and cation.

eighing

r

s

n

f

f

f

d

n

orrect

eduction in

2

ROLES AND RESPONSIBILITIES

1) Fair Price Shop (FPS) Owner / Depot Holder a) He/ She will be a nominee in FPS Automation and will share responsibility along with

the Inspector (Food Supplies) to ensure distribution of foodgrains to the eligible

beneficiaries as per the NFSA- 2013 norms.

b) In case ePoint of Sale (ePoS) machine logs out, he/she will be able to login using his

fingerprint biometrics.

c) FPS owner will fill the challan and deposit with any branch of HDFC bank along with

cash / cheque / DD in triplicate deposit slip (@ 152.50/- per qtls (if FPS is having PAN)

or @ 160.00/- per qtls (if FPS is not having PAN). The rest of the details regarding

procedure for deposit of price of wheat by FPS is given on Page No.41-42.

d) He/ She has to keep the foodgrains in his custody till the completion of distribution. He

will maintain stock register, which will be duly attested by concerned inspectors.

e) He/ She must ensure that there shall be no theft or diversion of foodgrains meant for

Targeted Public Distribution System (TPDS). In case of any such laxity, the action shall

be taken by District Food Supplies Controller (DFSC) as the licensing authority against

the concerned depot holder as per Public Distribution (PDS) Control Order, 2016. If the

case warrants, even criminal action can be initiated against him/her by DFSC.

f) A copy of Release Order (RO) of DFSC will be maintained by FPS owner. Once the

FEAST PORTAL for Supply Chain Management is operational, all the entries will be

done online but hard copies of all documents will still be retained in the said manner.

g) Lifting of the Foodgrains from DCP godowns:

The FPS owner will give the receipt of the foodgrains received from the lifting

officer/Inspector. The gate passes of the foodgrains lifted by Food Inspectors from DCP

godowns will be in triplicate. One copy will be retained by the Inspector, one will be

given to the transporter of the foodgrains and one will be retained by the FPS owner.

Distribution will be done by Fair Price Shop owner. Once the FEAST PORTAL is

operational, all the entries will be done online but hard copies of all documents will still

be retained in the said manner.

h) The FPS owner under the supervision of the concerned Inspector will distribute the

foodgrains and the sale money will be retained by the concerned FPS owner.

i) He/ She will display the list of beneficiaries attached with his depot.

j) He/ She will display the samples of the foodgrains to be distributed.

k) He/ She will display the opening and closing balances of foodgrains along with the sale

of foodgrains at his/her FPS.

l) He/ She will display the District Grievance Redressal Officer (DGRO)/Helpline number

for the redressal of grievance along with the URL for lodging online grievance.

3

m)

n)

Balance stocks left with FPS owner will be th

ln case of balance stocks left with FPS owner after the completion of distribution,

the responsibility of maintenance of these balance stocks will be done jointly by

FPS owner and Food Inspector concerned.

e opening stock for the next distribution

cycle.

2) Inspector a) Inspector will be the Supervisory Incharge for distribution of foodgrains under NFSA-

2013.

b) Inspector concerned will prepare distribution roaster and inform the concerned Depot

Holder. He/She will be responsible for ensuring that he has informed the

Panchayat/Councilor etc. and Vigilance committee members about the schedule of

distribution well within time at a notified place decided by the DFSC. They will make

efforts to publicise the distribution roaster.

c) He/She will ensure that arrangements regarding transportation and labour at approved rate

of the Department be made in order to ensure doorstep delivery. In no circumstances,

FPS owner will spend on the transportation and/or labour except when he has opted for

mini-contractor.

d) The concerned Inspector will supervise the distribution of foodgrains by FPS owner and

maintain record of the sale money retained by the concerned FPS owner.

e) He/She will ensure that the list of beneficiaries and samples of foodgrains are displayed

at the Fair Price Shop (FPS).

f) He/She will ensure the quality and quantity of foodgrains to be distributed to

beneficiaries as per prescribed specifications.

g)

• Lifting of the Foodgrains from DCP godowns:

Food Inspector will get foodgrains lifted from the DCP godown. The gate passes of the

foodgrains lifted by Food Inspectors from DCP godowns will be in triplicate. One copy

will be retained by the Inspector, one will be given to the transporter of the foodgrains

and one will be retained by the FPS owner. A consolidated report of the all gate passes

generated will be sent to the DFSC office for reconciliation purposes. Once the FEAST

PORTAL is operational, all the entries will be done online but hard copies of all

documents will still be retained in the said manner. The lifting inspector will issue

allocation in two instalments i.e. 70% of the allocation in first go and 30% in the next.

(when 90% of the first installment is distributed by the FPS owner.)

A copy of Release Order (RO) of DFSC will be maintained by Food Inspector. Once

the FEAST PORTAL for Supply Chain Management (SCMS) is operational, all the

entries will be done online. He/She will be responsible for the generation of online

truck challan/gate pass after the release of wheat stock from the State Godown of FPS.

Once the foodgrain reaches the FPS, he will scan the QR code/Bar code on the delivery

order with the help of mobile device. This will get updated in SCMS at State Godown.

But also, the hard copies of all documents will still be retained in the said manner.

4

q)

given to the transporter of foodgrains. Once the FEAST PORTAL is operational, all the

entries will be done online but hard copies of all documents will still be retained in the

said manner. The lifting Inspector will issue allocation in 2 instalments i.e., 70% of

allocation in first go and 30% in the next (when 90% of the first instalment is distributed

by the FPS owner).

i) Inspector concerned will be responsible for keeping ePoS machines, IRIS scanner,

weighing machine in his custody. Since, FPS owner has also been declared a nominee for

ePoS operations for smooth distribution process, the responsibility of keeping of all

three machines will also be there of FPS owner if the custodian inspector of a particular

ePoS machine starts the distribution process with his login and proceeds to do some other

operations related to the departmental work i.e. if he is not present during the distribution

process.

j) He/ She will keep the weighing scale along with ePoS at each and every FPS for the

authentication of quantity of foodgrains.

k) He/ She will ensure that quantity of foodgrains be handed over to beneficiaries along with

the printed slip generated from ePoS device. Under any circumstances, rough slips will

not be issued in advance to beneficiaries without handing over the wheat stocks to the

beneficiaries.

l) He/ She will be responsible for maintenance of Opening Balance/Closing Balance report

of each FPS. He will acknowledge the receipt of wheat in the stock register of FPS.

m) He/ She will calculate balance stocks with Fair Price Shop, if any. 2 copies of manual

stock registers to be maintained (one by Supervising Food Inspector and one by FPS

owner)

n) He/ She will be responsible for the process of updation of ration cards database including

deletion of ineligible and/or bogus ration cards as and when found during the re-

verification process and as directed by department from time to time.

o) The transportation of weighing scales from one FPS to another FPS or from godown to

FPS will be borne by the department on actual basis or a uniform rate decided per KM

(which ever is less)

p) IN EXCEPTIONAL CASES where offline mode of distribution is to be done, Inspector

will be responsible for compiling the data and sending the same to district offices for

updation on Annavitran Portal (Non-Automated Entries).

h) The gate passes of the foodgrains so lifted will be in triplicate. One copy will be sent to

DFSC office for reconciliation, one will be retained by the Inspector and one will be

In case of balance stocks left with FPS owner after the completion of distribution,

the responsibility of maintenance of these balance stocks will be done jointly by FPS

owner and Food Inspector concerned. In addition, the preservation of balance stocks

at FPS is to be done by Food Inspector concerned from time to time as per the

guidelines and instructions.

5

d) He/she will regularly monitor the following URLs for reviewing the progress of the

distribution of foodgrains to the PH/AAY beneficiaries:

• annavitran.nic.in

• aahaar.nic.in

• epos.punjab.gov.in

e) He/ She will check 50% of transactions done online in real-time as well as physically

verify the distribution of foodgrains under his/her jurisdiction. During physical

verification, he/she needs to check the satisfaction or dissatisfaction of the beneficiaries

and other parameters under NFSA-2013 regarding distribution of foodgrains.

f) He/ She will ensure that at the time of distribution, vigilance committee members remain

present.

4) District Food Supplies Officer (DFSO) a) He/She will overall supervise the distribution of foodgrains to the AAY/PH

beneficiaries.

b) He/She will coordinate with DFSC/AFSO/Inspector for redressal of any problem.

c) He/She will ensure the distribution as per rules/provisions of NFSA-2013

d) He/she will regularly monitor the following URLs for reviewing the progress of the



• aahaar.nic.in


e) He/She will check 25% of transactions done online in real-time as well as physically




5) District Food Supplies Controller (DFSC)

a) He/ She will ensure overall supervision of distribution of foodgrains in the district.

b) He/ She will ensure that the distribution of foodgrains is done as per rules/provisions of

NFSA-2013 in his/her district.

c) He/ She will inform the schedule of distribution of foodgrains as sent by inspectors to the

district administration in the district.

3) Assistant Food Supplies Officer (AFSO) a) Since he/she is the Designated Officer under NFSA-2013, he/she will ensure supervision

of the distribution of wheat stocks to PH/AAY beneficiaries under his/her jurisdiction.

b) He/ She will ensure that distribution roaster are prepared well in time by the Inspectors

regarding distribution of foodgrains and the information is sent by the Inspectors to

Depot Holders, Vigilance Committee members and DFSC.

c) He/ She will coordinate with DFSC/DFSO/Inspector for redressal of any problem.

6

designated AFSO in his/her jurisdiction/Food Inspector. Once the FEAST PORTAL is

operational, all the entries will be done online but hard copies of all documents will still

be retained in the said manner.

f) Lifting of the Foodgrains from DCP godowns:

The gate passes of the foodgrains lifted by Food Inspectors from DCP godowns will be in

triplicate. One copy will be retained by the Inspector, one will be given to the transporter

of the foodgrains and one will be retained by the FPS owner. A consolidated report of the

all gate passes generated will be sent to the DFSC office for reconciliation purposes.

Once the FEAST PORTAL is operational, all the entries will be done online but hard

copies of all documents will still be retained in the said manner. The lifting Inspector will

issue allocation in 2 instalments i.e., 70% of allocation in first go and 30% in the next

(when 90% of the first instalment is distributed by the FPS owner).

g) He/ She will generate online allocation of foodgrains on FEAST portal in the district.

h) He/ She will ensure the lifting of foodgrains from DCP Godowns to FPS.

i) He/ She will regularly monitor the following URLs for reviewing the progress of the



• aahaar.nic.in


j) He/She will check 15% of transactions done online in real-time as well as physically



and other parameters under NFSA-2013 regarding distribution of foodgrains..

k) DFSC will have to approve/verify the modification in the data on RCMS portal.

l) IN EXCEPTIONAL CASES where offline mode of distribution is to be done, DFSC

(designated person in DFSC Office) will be responsible for entering the data as sent by

inspectors for updation on Annavitran Portal (Non-Automated Entries).

m) The DFSC will be responsible for creation of logins for DFSO, AFSO and Inspectors in

their respective districts. The logins for DFSC's will be created at HQ level. The DFSC

will ensure equitable distribution of ration cards in all the FPS (Urban or Rural) his or her

area.

n) He/ She will coordinate with banks for all the financial purposes under Smart Ration

Card Scheme (NFSA,2013) in his/ her district.

d) DFSCs will ensure that FPS owner will fill the challan and deposit with any branch of

HDFC bank along with cash / cheque / DD in triplicate deposit slip (@ 152.50/- per qtls

(if FPS is having PAN) or @ 160.00/- per qtls (if FPS is not having PAN). The rest of the

details regarding procedure for deposit of price of wheat by FPS is given on Page No.41-

42.

e) DFSC will generate Release Orders (ROs) for distribution of foodgrains in triplicate. One

copy will be retained in the DFSC office, one with the FPS owner and one with

7

•

annavitran.nic.in

• aahaar.nic.in


d) He/She will check 5% of transactions done online in real-time as well as physically




7) Directorate a) Over all supervision of distribution through ePoS machines.

b) Smooth operations of Portals related to End to End computerization.(ERCMS, FEAST,

FPS automation).

c) Troubleshooting of any glitches faced by field staff at any point of time.

d) Provision of technical resource person from BECIL in the field.

e) To resolve any problem faced by district officials in financial transactions related to FPS

owners, Districts accounts dedicated for NFSA operations, regarding deposition of TDS.

f) Coordinate with banks at the Directorate level for all the financial purposes under Smart

Ration Card Scheme (NFSA,2013).

6) Deputy Director (Field) a) He/She will ensure overall supervision of distribution of foodgrains in the division

b) He/She will ensure that the distribution of foodgrains is done as per rules/provisions of

NFSA-2013 in his/her division.

c) He/she will regularly monitor the following URLs for reviewing the progress of the


8

ROLES AND RESPONSIBILITIES OF ALL

STAKEHOLDERS ON THE RCMS PORTAL

1) RC Cleaning Activity

S.

No. Functionality Status DEO Inspector AFSO DFSC Director Administrator

1

RC

Modification

Request

Yet to be

Scanned [U]

U→S ,

U→ M ,

U→ L

2

Saved as

Draft/Under

Modification

[S]

S→M ,

S→L

3

Modified &

Submitted

for Verif.

&Appr. [M]

View M→ A,

M→R

4 Under

Deletion [L] View L→ D, L→R

5

Under

Recorrection

[R]

R→ S,

R→ M,

R→ L

View

6 Verified &

Approved [A] View View

A→ M, A→ L,

A→ R, Reset HoF

7 Deleted [D] View View

* Data entry operator/ FI will be used interchangeably till the HQ gets its merged from NIC.

9

2) New RC Creation Activity

S.

No. Functionality Status DEO Inspector AFSO

1

New RC

Request

Saved as Draft/Under

Modification for New

Application [SN]

SN→ MN,

SN→ D View View

2

Modified & Submitted for

Verif. &Appr. For New

Application [MN]

View MN→ VN ,

MN→ RN View

3 Under Recorrection for New

Application [RN]

RN→ MN,

RN→ D,

RN→ SN

View View

4 Verified for New Application

[VN] View

VN→A , VN→ RN,

VN→ J

5 Verified and Approved [A] View View

6 Reject [J] View View View

10

3) FPS Modification Activity

S.


1

FPS

Modification

Request

Yet to be Scanned [U]

U→ S , U→ M

,

U→ L

2 Saved as Draft/Under

Modification [S] S→ M , S→L

3 Modified & Submitted for

Verif. &Appr. [M] View M→ VM ,M→ R View

4 Under Deletion [L] View L→ D , L → R,

L →VL View

5 Under Recorrection [R] R→ S , R→ M ,

R→ L View

6 Verified & Modified [VM]

View VM→ A,VM→ R,

VM→ VMA,VM→J

7 Verified &Under_Delete

[VL] View

VL→ D,VL→VLA,

VL→R

8 Verified Again &

Modified [VMA]

VMA→VM,

VMA→R View

9 Verified Again

&Under_Delete [VLA] VLA→ VL,VLA→ R View

10 Verification & Approved

[A] View View View

11 Deleted [D] View View View

4) New FPS Creation Activity

S.

No. Functionality Status DEO Inspector AFSO DFSC

1

New FPS

Request

Saved as

Draft/Under

Modification for

New Application

[SN]

SN→ MN

, SN→DView View

2

Modified &

Submitted for

Verif. &Appr.

For New

Application [MN]

View MN→ VN ,

MN→ RNView

3 Submitted for

Deletion (D) View

4

Under

Recorrection for

New Application

[RN]

RN→ SN ,

RN→MN

,

RN→ D

View View View

5 Verified for New

Application [VN] View

VN→ AN,VN→ YN, VN→ RN

View

6

Reverified for

New Application

[YN]

YN→ VN,

YN→ RN View

7

Forwarded for

Approval for

New Application

[AN]

View View View AN→ A,AN→ PN,

AN→ J,AN→ RN

8

Remapping for

New Application

[PN]

View PN→ AN,PN→ RN,

PN→ YN View

11

9 Verified and

Approved [A] View View View View

10 Reject [J] View View View View

12

5) New Depot/Godown Creation Activity

S.

No. Functionality Status DFSC Director

1

New Depot

Request

Saved as Draft/Under Modification

For New Application[SN]

SN→ MN ,

SN→ D View

2 Modified & Submitted for Verif.

&Appr. For New Application [MN] View

MN → A , MN → J,

MN → RN

3 Submitted for Deletion (LN) Deleted

4 Under Re-correction For New

Application[RN]

RN→ SN ,

RN→ MN,

RN→ D

View

5 Verified & Approved [A] View View

6 Reject [J] View View

13

6) Intra Block/ Subdivision RCs Bulk Transfer Activity

S.

No. Functionality Status AFSO DFSC

1

Intra Block/

Subdivison RCs

Bulk Transfer

Approved RCs[A] A→ BS , A→B

2 Saved as Draft/Under Modification

For Bulk Transfer[BS] BS→ B , View View

3 Under Intra-RC Bulk Transfer[B] View B→ BR , B→ A ,

B→ J , View

4 Under Re-correction for Bulk

Transfer[BR]

BR→ BS ,

BR→ B ,

View

View

5 Verified & Approved[A] View View


14

7) Inter Block/ Subdivision FPS & RCs Bulk Transfer Activity

S.

No. Functionality Status DFSC Director

1

Inter Taluka/

Subdivion FPS &

RCs Bulk

Transfer

Approved RCs[A] A→ BS , A→ BV

2 Saved as Draft/Under Modification

For Bulk Transfer[BS] BS→ BV, View View

3 Under Intra-RC Bulk Transfer[BV] View BV→ BR , BV→ A ,

BV→ J , View

4 Under Re-correction for Bulk

Transfer[BR]

BR→ BS ,

BR→ BV , View View

5 Verified & Approved[A] View View


15

8) Inter DFSC FPS & RCs Bulk Transfer Activity

S.

No. Functionality Status Director

1

Inter DFSC FPS &

RCs Bulk Transfer

Approved RCs[A] A→ BS , A→ BV

2 Saved as Draft/Under Modification For Bulk

Transfer[BS] BS→ BV, View

3 Under Intra-RC Bulk Transfer[BV] BV→ BR , BV→ A ,

BV→ J , View

4 Under Re-correction for Bulk Transfer[BR] BR→ BS , BR→ BV ,

View

5 Verified & Approved[A] View

6 Reject [J] View

16

9) RC Split Request (Intra) Activity

S.


1

RC Split Request

(Intra-

Block/Subdivision)

Approved RCs[A] A→ SS

2 Request for RC Split[SS]

SS→ VS,

SS→ JS View

3 Verified for RC Split[VS]

View VS→ AS ,

VS→ JS

4 Verified and Approved for RC

Split[AS] View View

5 Rejected for RC Split[JS]

View View

17

10) RC Split Request (Inter) Activity

S.

No. Functionality

Source/

DestinationStatus DEO Inspector AFSO

1

RC Split Request

(Inter-

Block/Subdivision)

Source

Approved RCs[A] A→ SS

2 Request for RC Split[SS]

SS→ VS,

SS→ JS View

3 Verified for RC Split[VS]

View VS→ DS ,

VS→ JS

4

Saved Approved Inter

Taluka/ Tehsil RC

Split[DS] View View

5 Rejected for RC Split[JS] View View

6

Destination

Saved Approved Inter

Taluka/ Tehsil RC

Split[DS]

DS→MS,

DS→ JS View View

7

Modified Approved

Inter Taluka/ Tehsil RC

Split[MS]

View MS→ IS,

MS→ JS View

8

Inspected Approved

Inter Taluka/ Tehsil RC

Split[IS]

View View IS→ AS ,

IS→ JS

9 Verified and Approved

for RC Split[AS] View View View

10 Rejected for RC Split[JS] View View View

18

11) RC Transfer Request (Intra) Activity

S.


1

Ration Card

Transfer Request

(Intra

Block/Subdivision)

Approved RCs[A] A→ ST

2 Requested for RC

Transfer[ST]

ST→ VT,

ST→ JT View

3 Inspected for RC

Transfer[VT] View

VT→ AT ,

VT→ JT

4 Verified and Approved for

RC Transfer[AT] View View

5 Rejected for RC Transfer[JT]

View View

19

12) RC Transfer Request (Inter) Activity

S.

No. Functionality

Source/

DestinationStatus DEO Inspector AFSO

1

Ration Card

Transfer Request

(Inter

Block/Subdivision)

Source

Approved RCs[A] A→ ST

2 Requested for RC

Transfer[ST]

ST→ VT,

ST→ JT View

3 Inspected for RC

Transfer[VT] View

VT→ DT ,

VT→ JT

4 Saved Approved Inter

Taluka/ Tehsil RC Transfer[DT]

View View

5 Rejected for RC

Transfer[JT] View View

6

Destination

Saved Approved Inter Taluka/ Tehsil RC

Transfer[DT]

DT→ MT ,

DT→ JT View View

7 Modified Approved

Inter Taluka/ Tehsil RC Transfer[MT]

View MT→ IT ,

MT→ JT View

8 Inspected Approved

Inter Taluka/ Tehsil RC Transfer[IT]

View View IT→ AT ,

IT→ JT

9 Verified and Approved

for RC Transfer[AT] View View View

10 Rejected for RC

Transfer[JT] View View View

20

13) RC Suspension Request Activity

S.


1

Ration Card

Suspension

Request

Approved RCs[A] A→ SP

2 Requested for RC

Suspension[SP]

SP→ VP ,

SP→ JP View

3 Verified for RC

Suspension[VP] View

VP→ AP ,

VP→ JP


Suspension[AP] View View

5 Rejected for RC

Suspension[JP] View View

21

14) Suspension RC Revoke Request Activity

S.


1

Suspended

Ration Card

Revoke

Request

Verified and Approved for RC

Suspension[AP] AP→ SK

2 Requested for Revoke to

suspended RC[SK] View

SK→ VK ,

SK→ JK View

3 Verified & Approved for

Revoke to suspended RC[VK]View View

VK→ AK ,

VK→ JK


Suspension[AK] View View View

5 Rejected for Revoke to

suspended RC[JK] View View View

22

15) RC Surrender Request Activity

S.


1

Ration Card

Surrender

Request

Approved RCs[A] A→ SR

2 Requested for RC

Surrender[SR]

SR→ VR ,

SR→ JR View

3 Verified for RC Surrender[VR]

View VR→ AR ,

VR→ JR


Surrender[AR] View View

5 Rejected for RC Surrender[JR]

View View

16) RC Deletion Request Activity

S.


1

Ration Card

Deletion

Request

Approved RCs[A] A→ SD

2 Requested for RC

Deletion[SD]

SD→ VD ,

SD→ JD View

3 Verified for RC Deletion[VD]

View VD→ AD ,

VD→ JD


Deletion[AD] View View

5 Rejected for RC Deletion[JD]

View View

23

FLOWCHART FOR SUPPLY CHAIN MANAGEMENT

I.ALLOCATION ORDER GENERATION User

II. COMMODITY-OFF-TAKE MODULE

STEP 1: Data Synchronization

STEP 2: Previous closing balance reporting

STEP 3: Defining District wise Commodity Allocation

Policy; Cartage and Handling cost

STEP 4: Allocation generation Block wise

STEP 5: FPS-Godown Mapping

STEP 8: FPS Receipt Acknowledgement form

STEP 6: Bulk/Single Delivery Order Generation of

DCP Stocks

STEP 7: Generation of Truck Challan, Gate Pass

and Sending SMS to FPS and Users

DFSC

DFSC

Director

DFSC

DFSC

/Inspector

AFSO/Inspector

Inspector/CSC

/SA/ Depot

Inspector/CSC

/SA Depot

24

PoS

-

38-39

26

25

27

28

29-32

33-34

Authentication

35-37

Procedure for deposit of price of wheat by FPS would be as follows:-

(By Adjusting Commission in price of wheat by FPS)

• Collection saving bank account would be opened at Head office level & district level.

Saving account at Head Office will be operated by HO and saving account at District will

be operated by district officials.

• List of Depot holders (District wise) would be provided to bank for generation of MIS &

transaction authentication of depot holders.

• Pre printed deposit slips would be issued to each district for distribution to depot holders.

• Depot holder will fill the challan & deposit with any branch of HDFC bank along with

cash / cheque / DD in triplicate deposit slip (@ 152.50/- per qtls if FPS is having PAN or

@ 160.00/- per qtls if FPS is not having PAN).

• Bank will collect the cheque / cash from the depot holder & issue 2 copies of challan duly

signed retaining one part for record.

• Cash deposit would be credited on the same day into PUNGRAIN account, cheque / DD

would be credited to PUNGRAIN account on realisation.

• The previous day collection in account cash / cheque realisation would be send to

concerned DM on daily basis through email & HO would be sent consolidated report of

all district offices.

• Depot holder will deposit one copy of challan along with bill for advance commission

and delivery report of previous period with district office for issue of release order.

• District officer will verify the challan from statement sent by bank or by downloading

from online portal of bank.

• After verification district office will issue R/O to depot holder.

• District office will transfer the balance amount to HO account for deposit in CCL or for

payment of transportation/ labour charges.

• District Manager will deposit the TDS payable on commission adjusted by FPS during

the month by 7th of next month & will file TDS return with IT authorities on regular basis

as per Income tax provision.

• District Manager will ensure the proper accounting of entries in books of accounts on

regular / day to day basis.

41

42

Accounting Procedure to be adopted for new system of collection of price of Wheat under SRCS from Depot holders would be as follows:-

1 On receipt of amount from depot holder in HDFC Bank

i) HDFC bank A/C Dr. 152.50

To Depot-holder Cr. 152.50(Being the amount deposited by Depot holder in Bank Qty*152.50)

ii) Depot-holder . Dr. 152.50

Advance Margin Money A/c Dr. 50.00

To Sale of wheat under NFSA Cr. 200.00

To TDS payable- Commission Cr. 2.50

2 On deposit of TDS TDS payable- Commission Dr. 2.50

To HDFC bank A/C Cr. 2.50(Being the Due TDS deposited in Bank)

3 On transfer of the amount to Head Office Head Office A/C Dr. 150.00

To HDFC bank A/C Cr. 150.00(Being the balance amount transferred to Head office)

4 On receipt of distribution report from Depot Holder Margin Money A/C Dr. 50.00

To Advance Margin Money A/C Cr. 50.00 (Being the Actual Margin Money due on the basis of

distribution report received from Depot Holder)

43

GENERAL ADVISORIES:

Update Aadhaar Number, Mobile Number and Bank Account Number of all the beneficiaries on the portal.

Once RCMS Portal starts functioning smoothly, mapping can be done at AFSO level.

Use "03000" before Ration Card Number on ePoS machine before the initiation of transactions.

Change your default password mandatorily.

Maintain the secrecy of your password.

ePoS machines are not to be used interchangeably.

standard operating procedures (sops) for end to end ... for... · in the dis 2013, the uterizatio...

Documents