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Checklist for Supplier Bills

Checklist for Supplier Bills



           Following is the checklist for passing of bills related to PURCHASE ORDERS of RWF:


Bills including supplementary bills, must be submitted in the prescribed format* in duplicate and must be submitted in original. Xerox copies of bills shall not be entertained.


Bill format can be downloaded from RWF’s website


Purchase order No. and date must invariably be mentioned on the bill.


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.


The bill must be signed and stamped by the supplier at all places earmarked in the bill.


Bill must be submitted to Financial Adviser and Chief Accounts Officer along with the supplier’s copy of Receipt Note issued by the Consignee or to the consignee along with the material as the case may be and as indicated in the P.O.


The acknowledgement in the bill form should invariably be signed and affixed with supplier’s seal.

The bill must accompany all documents in original, required as per the terms and conditions of the purchase order, such as, tax invoice, ED gate pass, service tax declaration for freight, inspection Certificate (in case of PRC payment), Test Certificate, Guarantee/Warranty Certificate, Indemnity Bond, etc. In case of any deviation in the bill as compared to the terms and conditions of the purchase order, necessary amendment for such deviation must be obtained before submission of the Bills. Documentary evidence towards freight charges should be submitted as per terms and conditions of the purchase order, if any.  

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.

Whenever Security Deposit condition is mentioned in the purchase order, Security Deposit must be deposited before submission of the bill, otherwise the same will be recovered from 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.

In case EFT details are not specified in the purchase order, complete EFT details must be provided with the first bill in the specified format+ . If Sales Tax is included in the rate or is claimed separately in the bill, following certificate must be recorded on the bill.

In cases involving MODVAT, all the benefits to the full effect of duty set-off available under MODVAT Scheme, if any, are to be passed on to the Railway and a declaration to this effect must be enclosed with each bill.

In cases involving VAT, the supplier may receive additional set offs under the VAT Scheme after submission of offer. Therefore, suppliers must submit a VAT certificate with the Bill, in the following format. In case additional benefits are not received, ‘NIL’ must be filled up in the space provided for amount of the additional benefits. “We hereby declare that additional set offs/input tax credit to the tune of Rs………….. has occurred and accordingly the same is being passed on to the purchaser and to that effect payable amount may be adjusted”



Bill format to be used only for Purchase Order No. in series 20000, 25000 and 35000 only

Bill format to be used only for Purchase Order No. in series 10000,13000, 30000 and 33000 only

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Electronic Fund Transfer (E.F.T) proforma

GST E - Invoicing Process with resoect to Procurements undertaken from 1 st October,2020        

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