Postal Stores Depot 11.5. Objectives A Stores Depot is established at the headquarters of each circle/region. Number of PSD as on 31.03.2012 is 46. For.

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Postal Stores Depot

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Objectives

• A Stores Depot is established at the headquarters of each circle/region. Number of PSD as on 31.03.2012 is 46.

• For custody and supply of articles required for the use of post offices or RMS offices and sections, as the case may be.

• The official in charge of a stores depot is Superintendent.

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Registers kept in a PSD

Name of Books & accounts Form No

Receipt day-book SK. 51(a)Stock Register SK.51Index of invoices dispatched SK.53Book of orders for the purchase of articles locally SK 54

Statement of expenditure Accounts of charges on goods dispatched And received by railway and steamer

SK.52

Book of receipts for emergent advances SK.55

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Stock Register

• Separate pages in this Register (SK.51) should be assigned to each type of article arranged alphabetically.

• The entries comprise particulars of articles received and issued.

• Shows the balance on hand.• Stock register should be preserved for three years

after the close of the year to which it relates.

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Account of charges on goods dispatched and received (SK52)

• Expenditures incurred towards railway freight, cart hire, mazdoor hire, boat hire, toll etc.

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Index of invoices dispatched (SK53)

• The entries comprise – the serial numbers assigned to the invoices

dispatched,– the dates of dispatch of invoices – the date of receipt of acknowledgement.

• Invoices should be numbered in a consecutive annual series for each office from the 1st April.

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Index of invoices dispatched

• When articles are despatched on the 31st March, a service postcard in Form SK 53(a) showing the closing number of the annual series should be sent.

• The closing number should also be noted on the reverse of the last invoice.

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Index of invoices dispatched

• In case a post office is to be closed before the end of a financial year, – the stores depot should send to it a service

postcard bearing the closing number of the series of invoices despatched

– note this number on the reverse of the last invoice.

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Statement of Expenditure

• The expenditure, is within the proper proportion (for the period up to date) of the whole allotment for the year.

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Indents for stamps and seals (SK75)

• Placed on Postal Workshop at Aligarh under the authority of the Head of the Division.

• Quote the descriptive number and name of each stamp or seal

• Write legibly and accurately according to the spelling adopted in the List of Indian Post Offices, the office for which the stamps or seals are required.

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Indents for stamps and seals

• To prevent the possibility of a mistake, it should be written in capitals.

• When the articles are supplied, be credited in the stock register

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Indents for stamps and seals

• Check the stamps and seals received are in compliance with indents

• Names of offices and sections are spelt in accordance with the authorised spelling.

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Purchase of articles locally

• Done after approval in the file with quotations.

• Articles received entered in the receipt day book and brought on to the stock register, with file number.

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Sealing Wax

• Offices which are in receipt of fixed stationery charges will obtain their requirements on payment by Service Money Orders.

• Value of these Money Orders will reduce the expenditure under the head to which the cost of purchase of sealing wax is booked.

• NO account adjustments made when supplies are made to the subordinate units, which are not in receipt of fixed stationery charges.

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Indents on the stores depot

• Indents are placed in – Sk 2 for articles of Stock– Sk 11 for stationery – Sk 12 sorting case labels

• Circle Offices will not be responsible for checking the indents passed by countersigning officers.

• The Heads of Circles will place funds required for such indents and supply of articles will be against the allotment of the Stores depot.

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Indents on the stores depot

• No countersignature is required for the Indents for first class head offices signed by the Postmaster.

• First class head postmasters can countersign indents for the town, sub and branch offices placed under their supervision.

• Indents for all other offices will be countersigned by the Superintendent

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Treatment of indents

• Indents received will be registered with a case mark.

• Each indent should form a separate case. • The indents received should be

submitted to the Superintendent for orders with any remarks, which the Manager or stock clerk may have to make.

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Treatment of indents

• On receipt of orders, supply of the articles done.

• The case should be kept pending until all the articles have been supplied to the indenting office.

• The date of supply of each article and the number of the invoice with which it is dispatched should be noted on the indent.

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Preparation and disposal of invoices

• Invoices (SK-3) should be prepared for each dispatch.

• Prepared in triplicate and a serial number from the index of invoices dispatched assigned to it.

• Competent authority to sign.

• Two copies of the invoice should be dispatched with the articles of stock to the Indenting Office

• First copy should remain in the stores depot. 1.5

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Preparation and disposal of invoices• The page of the Stock Register (SK.51) should

be noted in the office copy of the invoice against the entry concerned.

• Copies of invoices dispatched should be filed in separate bundles for each office in serial order.

• Two copies of the Invoice (SK.3) should be despatched with the articles to the indenting office.

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• The receiving official will sign the duplicate copy of the invoice and return it to the stores depot where it should be filed with the copy of the invoice to which it relates.

• The third copy of the invoice should be retained in the indenting office

• The entries in invoices for branch offices should be made both in English and vernacular.

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• When articles of stock are supplied to an office – from a Superintendent’s reserve stock,– by local purchase,– by transfer from another office, – when letter box locks are supplied to a post office by an

Inspector,

Particulars of them will be shown in a monthly statement.

• This statement is a due document on receipt of which the stores depot should prepare and issue a properly numbered invoice to the offices concerned.

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Articles returned to the stores depot

• Articles returned to the stores depot will be received, entered in an invoice (SK.3)

• The reason for the return of each article, the number and the date of the Superintendent’s or Inspector’s order directing the return being noted in the column for remarks.

• The invoices should be filed in consecutive order in separate bundles for each office.

• The office should acknowledge the receipt of returned articles.

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Disposal of returned articles

• All articles should, be entered in the Receipt Day Book [SK.51 (a)]

• Serviceable articles should be credited to stock by entry in the stock register (SK 51) with the number and date of the invoice.

• Such articles as can be repaired should, after repair, be credited to stock by transfer to the stock register.

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Disposal of returned articles

• Unserviceable articles should be sold at regular intervals under the orders of the Head of the Circle.

• Unserviceable bags should, be cut up and made into small bags and then brought on to stock.

• Obsolete and unserviceable stamps and seals should be sent to the Postal Workshop at Aligarh for disposal.

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Master Schedule of Forms

• The Head of the Circle must prescribe the two six monthly periods for which forms are to be supplied to each offices.

• As many different six monthly periods as possible should be fixed.

• No office should be selected for the month in which PSD has to count its stock and prepare its own requisitions.

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• These periods should be distributed according to groups of offices consisting of a number of head offices and all their subordinate offices.

• A Master Schedule in the prescribed form will be supplied as given in next slide.

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Sl.no Name of the unit/office Form number Supplied by

01 First Class Head Post Offices

SK.4 Head of the Circle

02 SSP/Supdt of Offices (PO & RMS SK.5and SK.5(R)] -DO-

03 Postal Training Centres -DO-

04 Second Class Head Post Offices SK.4 Divisional Head

05 Sub Post Offices SK.4 (S) -do-

06 Record Offices SK.5(R)] Supdt RMS

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• Shows no of forms of each kind required for use during a period of six months.

• The total number is the actual number with margin of 2 percent in case of forms for departmental use and 10 percent in the case of those for use by the public.

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• In case of % of waste can be up to 15% for big offices for forms used by the public

• Schedules supplied to the Superintendents’ Offices will include the requirements of Inspectors under their control

• Schedules of head and sub offices will include the requirements of branch offices in direct account with them.

• Schedules of record offices will include the requirements of the sorting office and sections attached to them.1.5

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• A copy of the Master Schedule of Forms will be supplied to the Stores Depot for its guidance in supplying forms.

• The Master Schedule is an authorization for the offices to obtain/supply of forms to the extent specified in it direct from the Postal Stores Depots concerned.

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• Figures in the Master Schedule of forms must, be compiled with the utmost care.

• No alteration will be made in the Master Schedule without the previous sanction of the officer by whom it was supplied

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• Whenever any alteration is ordered should be communicated to PSD.

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• At the time of inspection, the actual stock will be verified and revision required will be recorded.

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• The Master Schedule of Forms will be reviewed after every five years.

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• An indent in Form SK 85 will be placed direct on the supplying agency in all cases.

• The indent should be prepared in duplicate and signed by the in charge of the office.

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• For additional requirement of forms indent submitted through Controlling Officer, who countersign the Supplementary Indent and pass it on to the supplying agency for effecting supply.

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• The date of commencement of each of the two six monthly periods fixed will be noted on the front cover of the Master Schedule of forms.

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• Six weeks before the date fixed for the supply of forms, the officer in charge of the office must personally examine the stock of forms.

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• During the last week of March every year, the Superintendent of the PSD carry out detailed physical verification of every item of stock and forms along with his inspection, and the verify balances of the articles

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• During period of stock verification, the supplies to various offices will remain suspended.

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Exercise 1

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Circle Stamp Depot

• Prior to 1980 the District Treasuries were Stocking, Storing and distributing stamps by the treasury.

• Owing to administrative exigencies and in the public interest now the work is entrusted to Postal department.

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Circle Stamps Depot

• Presently the number of CSD is 17 ( as on 31.03.2013)where in the main function is:– forecasting,– Indenting procurement – stocking and supplying to its user units i.e. Head

post offices.

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Annual Forecast

• Based on the annual consumption of Stamps and Stationery during last twelve months of the preceding financial year.

• Forwarded to the Directorate through the head of the circle.

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Indenting

• Based upon the actual consumption of Stamps and Stationary by the Head Offices for preceding three months,

• Quarterly indents are placed on the ISP Nasik and SPP, Hyderabad six months in advance of the quarter (i.e. before 10th of December, March, June and September).

• The indents for supply of Stamps and few stationery items viz, Reply Cards, Aerogramme, Registered Envelopes are placed on ISP Nasik

• Other stationery items viz, Single Cards, Embossed Envelopes, Inland Letter Cards and Competition Post Cards are placed on the SPP, Hyderabad.

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Invoice:

• Invoices are issued by ISP/SPP with consecutive numbers in triplicate.

• The third copy of the Invoice is returned to the concerned press duly acknowledged

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Accounting:

• The supply is taken into the stock register i.e. CSD-3 (B register) and the quantity is indicated in the pieces with total value. (Not in packets).

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Stocking:

• Maintain a buffer stock to the extent of three months in addition to the working stock required for the quarter.

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Supplies to User Units (H.Os):

• Receipt of Indents: • The monthly indents are placed by the Head

Offices in the form CSD-2 as authorized by the Divisional Heads.

• The indents are received before 25th of the preceding month.

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Preparation of Invoices:

• Invoices in format CSD-4, (in triplicate) are prepared. • Items and denomination with quantity in packets and

sheets and value of the stamps or stationary to be supplied for each Head Office is indicated in it.

• Annual Consecutive numbers are assigned to these invoices.

• Two copies of the invoices are sent to Head offices, which will return one copy duly acknowledged.

• The receipt of the acknowledged copy will be watched.

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Accounting of supplies made to HO’s:

• The daily supply of PPS, SPS, CRF and stationary are shown in the register of daily supply in format CSD 5.

• The total of this register indicates the requirement of stamps and stationery to be obtained from the Treasurer

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Accounting of supplies made to HO’s:

• An abstract of closing balance of each item is also shown at the end.

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Monthly statements (CSD 7)

• E statement (CSD 7): • At the end of each month this depot will

prepare a statement in form showing the particular of supplies of stamps and stationery made during the month to each HOs.

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CLOSING OF BAGS & DESPATCH TO HOs:

• Stock is received from treasurer.• HO wise bags are closed separately for stamps

& stationery item wise & accompanied with invoices in duplicate.

• The supply is made as special bags.

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Exercise 2

Postal Stores Depot 11.5. Objectives A Stores Depot is established at the headquarters of each circle/region. Number of PSD as on 31.03.2012 is 46. For.

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