Page 157 - IRSEM_Main Book

Para No. 6.10.1 Annexure: 6-A6 (contd.)

1606. A separate page of this register should be allotted to each returning officer or
subordinate as may be found convenient. If the particulars furnished by the subordinates
returning the stores regarding nomenclature, rates, etc., are found to be incomplete, the
Advice Notes (S. 1539) (6th foil) should be completed in the divisional or district office in
these respects. The Advice Notes (6th foil) should then be forwarded to the depot to which
the stores have been returned.

1620. Posting Numerical Ledgers: The Depot Officer, after having the necessary entries
made in the numerial ledgers as well as in in the Depot Register of Advice Notes (S. 1608)
should retain one copy of the Advice Note (2nd foil) as his office record and send the two
copies (3rd and 4th foil) duly completed in all respects to the Accounts Officer, Stores.

1621. Disposal of Receipt (6th) Foil: The sixth foil of the Advice Note should also be sent by
the Depot officer duly receipted to the divisional or district officer concerned to be retained
as the latter's office record after making the entries in columns 7 to 9 of the Departmental
Register of Advice Notes (S. 1605). He should take up with the depot and returning officers
any discrepancies in quantities (vide columns 5 and 9 of the Register) if the reasons given on
the Advice Notes are not satisfactory.

1626. Advice of Credits: From the 3rd foil will be prepared the Advice of Credits (S. 2705)
according to the departments from which the stores have been received. The number and
date of the Advice of Credit should be noted in the Accounts Register of Advice Notes (S.
1622) against the entries of the Advice Notes included in the Advice of Credits. The Advice of
Credits with the 3rd foils as supporting vouchers and the corresponding 5th foils should then
be to sent to the divisional or district officer concerned.

1628. Procedure in the District or Divisional Office: On receipt of the copies of the Advice
Notes along with the Advice of Credit from the Stores Accounts Officer in the division or
district office, the 5th foil should be transmitted to the subordinate concerned after noting
on it the fact of credit having been received. The Advice of Credit supported by the 3rd foil
should then be carefully checked with and noted in the Departmental Register of Advice
Notes (S. 1605).

1607. The Register of Returned Stores (S.1605) should be inspected frequently to see that
there is little avoidable delay on the part of the stores depots in acknowledging the stores.
Any cases of omission to acknowledge the stores and/or to afford credit for the same within
one month of the Advice Notes should be taken up with the Depot and Accounts Officers.

Chapter 6: Signalling Stores and Accountal Page 126 of 535