Check List for passing of stores bills
A. Mandatory Details in the bill (Stock and non-stock):
-
Bill including supplementary bills, must be in the prescribed format and in original.
-
Invoice from the supplier should clearly mention the following:
-
Invoice number and date,
-
Supplier’s name and address, and
-
GSTIN
-
HSN/SAC code,
-
Quantity and rate of items/services,Discounts, freight charges, packing charges (if applicable),
-
Scope and type of goods/services supplied,
-
Applicable tax rates or reference for tax exemption,
-
Amount in both figures and words.
-
In case of multiple items in a PO, PL Nos. for the items as mentioned in the P.O. must be quoted on the bill.
-
Supplier’s signature on the bill and invoice should match with the Purchase Order (PO) and must be affixed at earmarked places along with the official seal of the firm.
-
Bill must be submitted to Financial Adviser and Chief Accounts Office along with the mandatory documents.
B. Supporting documents to be attached to the bill (Stock and non-stock):
-
Mandatory Documents (Original/Certified Copies as per PO Terms & Conditions):
-
Purchase Order (PO),
-
Delivery Challan,
-
Goods Issue Slip (GIS) or Inspection Report
-
Receipt Note (RN), CRN, CRAC (if applicable), Consignee Receipt Certificate (CRC) or Dispatch Proof,
-
Freight evidence, if freight charges are claimed.
-
In case material has been received by the consignee after due delivery date, amendment for extension of delivery date must be obtained from the purchaser for extension of delivery date, before submission of the bill.
C. Other important issues:
-
Whenever Security Deposit condition is mentioned in the purchase order, Security Deposit must be deposited before submission of the bill to the executive, otherwise the same will be recovered from the bill. Executive should send the original copy of SD to accounts before submission of the bill. In all cases, claim for the refund of S.D. to be lodged with the Controller of Stores.
-
In case a performance guarantee bond is to be submitted as per terms of the PO, same must be submitted to the Stores Department well in advance for necessary processing before submission of bills.
-
Any deviations from PO terms must be supported by an amendment document.
-
Supplier has to give a declaration that all the applicable tax credit benefits have been passed on to the purchaser as part of the PO.
D. Pay Order Bills (non Gem and non GST):
Following needs to be ensured:
-
Supplier’s original bill/tax - invoice – properly signed and stamped.
-
Sanction/approval letter from the competent authority.
-
RTGS details for payment processing.
-
Other relevant letters and approvals, if required.
E. GST-Compliance Tax Invoice:
1 The purchaser's GSTIN (Government Office GST Number) should be clearly
mentioned on the Tax Invoice, GeM Contract, and Purchase Order.
-
The supplier must file GST under the B2B (Business-to-Business) category only and provide both the GSTR-1A copy and the Turnover Declaration.
-
The Invoice Number and Date as filed in the GST return must exactly match
those on the original Tax Invoice submitted.
4. The Tax Invoice must comply with the following requirements:
-
Supplier’s GSTIN
-
Invoice Number and Date
-
HSN Code
-
Tax breakup (CGST/SGST/ IGST or UGST)
-
Place of Supply
-
Item description matching the Purchase Order/GeM Contract
-
Digital signature (if it is an e-invoice)
-
Appropriate GST flagging
Checks and verification done by Accounts Department:
-
Arithmetical accuracy
-
Completeness of the bill.
-
Compliance of terms and conditions as per PO with respect to rates, penalty, PVC, SVC etc.,
-
Adherence to PO conditions, including SD, PBG, and Warranty Bond verification.
-
Submission of necessary documents for SVC (Statutory Variation Clause) and PVC (Price Variation Clause), if applicable
-
To ensure all the applicable recoveries are made as per recovery advices available in IPAS.
-
To ensure all the deductions as per the PO are made – SD, PG, penalty, liquidity damages, rejected axles recovery details etc.,
-
To check for allocations mentioned in the bill.
-
Applicability of TDS and deductions.
-
To ensure right ITC flagging is done in the bill for GST.
-
GST compliances
-
Any other checks as per the instructions of the Board and PFA.
Note:
-
The above list is not exhaustive and only indicative.
-
Any other checks and procedures as governed by IRS (Indian Railway Standard) conditions, relevant financial code and Railway Board guidelines are invariably followed.
Search | 
