Checklist for Bill Processing - Revised

8/10/2019 Checklist for Bill Processing - Revised

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Souht Zone - RMC Division

Checklist for Bill Processing

SandDocuments to be attached Description Remarks of Checking at Plant / City

Invoice 1 It should be in original & to be approved by Plant Incharge

2

Rates per Unit should be confirmed from PO.

3 Qty to be confirmed from GRNs in system

Purchase Order 1 Wether PO issued as per Delegation Manual

Challan Issued by the

Party

1 Equivalent Royalty Slips in comparison with the Qty. Recd. to be attached with challans.

if the answer to the above is No. thana No. of the Royalty shortage

b Qty pertaining to Royalty Shortage

c Amount held as deposit on a/c of Shortage of Royalty.

2

Challans should be in original duly ackknowledged by Stores

3 Qty to be checked with GRN & diff if any should be due to

Moisture / Bulkage deduction and Quality rejection.

List of GRN from the

system

1 Details such as Qty. & Challan No. should be matched with the details mentioned in Invoice

& same has to be approved by Stores Incharge & Plant Incharge

Weigh Bridge Slip 1 Ensure that the Net Weight mentioned in Weigh Bridge Slip should

be less or equal to the Qty. mentioned in Challan / GRN/ Invoice

Releasing of Deposit held 1 Statement showing Qty Recd. during the month, Royalty Applicable, Royalty Submitted Earlier,

on a/c of Royalty Royalty submitted later on.

2 Royalty submitted later on should be pertaining to the period for which was material was purchased.

Note : Mention NA , in case of not applicable

Avoid Simply ticking & X

Signature of Person at Plant / City


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MetalDocuments to be attached Description Remarks of Checking


2

Rates per Unit should be confirmed from PO.3 Qty to be confirmed from GRNs in system


Challan Issued by the

Party

1 Equivalent Royalty Slips in comparison with the Qty. Recd. to be attached with challans.

if the answer to the above is No. than

a No. of the Royalty shortage

b Qty pertaining to Royalty Shortage

c Amount held as deposit on a/c of Shortage of Royalty.

2 Challans should be in original duly ackknowledged by Stores

3 Qty to be checked with GRN & diff if any should be due to Quality rejection

List of GRN from the

system

1 Details such as Qty. & Challan No. should be matched with the details mentioned in Invoice




Releasing of Deposit held 1 Statement showing Qty Recd. during the month, Royalty Applicable, Royalty Submitted Earlier,

on a/c of Royalty Royalty submitted later on.

2

Royalty submitted later on should be pertaining to the period for which was material was purchased.



Signature of Person


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AdmixtureDocuments to be attached Description


2




Challan Issued by the Party 1

Challans should be in original duly acknowleded by Stores .


List of GRN from the system 1 Details such as Qty. & Challan No. should be matched with the details mentioned in Invoice







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Fly AshDocuments to be attached Description


2




Challan Issued by the Party 1 Challans should be in original duly acknowledged by Stores









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CementDocuments to be attached Description


2





Challans should be in original duly acknowledged by Stores









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WaterDocuments to be attached Description


2














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DieselDocuments to be attached Description


2














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Stores & SparesDocuments to be attached Description


2





Challans should be in original duly acknowledged by Stores .

2 Qty to be checked with GRN & diff if any should be adjusted while proceessing the bills

List of GRN from the system 1

Details such as Qty. & Challan No. should be matched with the details mentioned in Invoice


Advance Requisition 1 Advance Payment to be released on the basis of clauses mentioned in the authority Guidelines

2 Purchase Order to be approved by City Head - Operation, Plant Incharge & Stores Incharge

3 If Possible Proforma Invoice can also be made available.




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PumpDocuments to be attached Description

Invoice 1 It should be in original & to be approved by Plant Incharge & City Head - Pumps.

2 Rates should be confirmed from LOI

3 Deductions if any pertaining to Breakdown or other charges

4 Payment to be made after adjusting the advances released against the same.

5 Payment for Grounded / Parked Pumps should be as per the terms mentioned in LOI.

6 TDS to be deducted under 194C for Pump.

7 Service Provider should charge Service Tax on Pump Hire Charges.

Advance Requisition 1 Advance Payment to be released on the basis of details approved by Plant Incharge

2 It should be as per the terms mentioned in LOI




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Pay LoaderDocuments to be attached Description

Invoice 1 It should be in original & to be approved by Plant Incharge.

2 Rates should be confirmed from LOI

3 Log Book to be checked for working Hrs.

4 Deductions if any pertaining to Breakdown or other charges

7 TDS to be deducted under 194I

8 Service Provider should charge Lease Vat on Payloader Hire Charges




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Sales PromotionDocuments to be attached Description

Bill 1 Is their any critical o/s to be recovered from any party under this Sales Promoter ,

2 If answer to the above is 'Yes', whether the same debited to Sales Promter.

3 Is their any delay in recovering the o/s.

4 Annexure in Support Deduction working Enclosed

5 If answer to the above is 'Yes', whether deduction made as per the policy

6 Bills to be certified by City Marketing Head.

7 Whether Proper agreement is available

8 Rates are as per the policy

9 Whether the bills are certified as per the Authority Guidelines

10 Is their any declaration pending from the party.

11 Whether any pending Balance Confirmation with Customer.




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200000

900

6000

193100

Customer's

Invoice No

Invoice Date Invoice Qty SPC Rate SPC Amount Date of Collection No of Days of

Collection

Allowed Cr

Term As per

PO

Delay in

No of

Days

Deduction

%

Deduction

Amount fo

Delay

0 0 0

20 July 2009 300 30 9000 20 September 2009 62 21 41 10% 90

0 0 0

0 0 00 0 0

0 0 0

0 0 0

0 0 0

0 0 0

0 0 0

0 0 0

0 0 0

0 0 0

300 9000 90

Name of SPC

Name of Customer

Bill No

Bill Date

Bill amount

Deduction

Excess Rate Charged

Net Paid

Delay in Payment


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Security ChargesDocuments to be attached Description

Bill 1 Expenses have to approved by Plant Incharge

2 Payments should be as per the terms of agreement

3 Copy of challan of ESIC & PF paid if applicable to be attached with bill

4 List of Secuirty Guards with their attendance is to be attached

5 TDS to be deducted under 194C.




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Repairs & Maint. - PlantDocuments to be attached Description


2

Rates to be checked with PO.

3 TDS to be deducted under 194C for any type of services booked as expenses.

4 Payment to be released on the basis of clauses mentioned in the authority Guidelines

Purchase Order 1 Purchase Order to be approved by City Head - Operation, Plant Incharge & Stores Incharge

2 Quotations in 3Nos. To be attached with the PO.




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Repairs & Maint. - OthersDocuments to be attached Description


2



4 Payment to be released on the basis of clauses mentioned in the authority Guidelines

Purchase Order 1 Purchase Order to be approved by City Head - Operation, Plant Incharge & Stores Incharge

2 Quotations in 3Nos. To be attached with the PO.




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Printing & StationaryDocuments to be attached Description

Bill 1 Expenses to be approved by Plant Incharge.

2 Items to be checked with Material Inward Register

3 Rates to be checked with PO




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Postage & CourierDocuments to be attached Description


2 Items to be checked with Material Outward Register




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Telephone & MobileDocuments to be attached Description


2 In cased of Mobile bill, Personal Expenses has to be marked by each employee & the same to

be debited to their Account

3 List of Personal Calls, STD & other services availed if any employeewise details has to attached

along with the cheque.

4 Expenses above the Budget are aprovved as per authority guidelines.




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Travelling ExpensesDocuments to be attached Description

Travel Voucher 1 Expenses have to approved by respective Superior.

2 In case of Air travel, Air Travel has to be booked through Portal & for others proper Rail or Bus Ticket.

should be attached

3 In case of claim beyond the HR policy, deduction is made if not approvrd by the authority, as per the

authority guidelines.

4 Original supporting w.t.o Travel, Lodging, Boarding should be attached

5 DA Allowance is passed with Supporting / without supporting as per the policy.

6 Conveyance Claim during Travel will be as per details such as Date of local Travel,

Place of Visit, Mode of Travel, Amount




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Conveyance - Own VehicleDocuments to be attached Description

Conveyance Voucher 1 Expenses have to approved by respective Superior

2 Conveyance cliam shouldn't be from Residence to Office & vice versa

3 Conveyance Claim during Travel will be as per details such as Date of local Travel,

Place of Visit, Mode of Travel, Starting KM, End KM & Total KM, Rate as per Policy

4 Mode of Travel should be as per authority Guidelines.

5 Copy of Logbook should be attached.




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HousekeepingDocuments to be attached Description


2 Payments should be as per the terms of agreement

3 Copy of challan of ESIC & PF paid if applicable to be attached with bill





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Vehicle HireDocuments to be attached Description


2 Rates should be confirmed from agreement.

3 Log Book to be checked for working Hrs. & Kms. Runned & Proper Usage to be approved by user.





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Lease RentDocuments to be attached Description


2 Rates should be confirmed from agreement.

3 TDS to be deducted under 194I.




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Testing ChargesDocuments to be attached Description


2



4 Purchase Order to be approved by City Head - Operation, Plant Incharge & Stores Incharge




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Electricity ChargesDocuments to be attached Description Remarks of Checking at Pla


2 Demand Charges if any to be debited seprately

3 Deposit payable if any should also be debited seprately



Signature of Person at Plan


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Rates & TaxesDocuments to be attached Description Remarks of C

Bill 1 Expenses have to approved by Plant Incharge2 Chech Whether TDS Applicable or not, If yes Under which Section.



Signature of


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Water ChargesDocuments to be attached Description Remarks of Checking at Plant / City




Signature of Person at Plant / City


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Advance to EmployeesDocuments to be attached Description

Advance Requisition 1 Advance Payment to be released on the basis of details approved by HIS Superior2 Ledger copy of the employee claiming advance should be attached

3 Advance to be processed after confirming that the earlier advances are cleared.




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Cr. Bal of CustomersDocuments to be attached Description

Approval from 1 Balance amount towards Advances recd. can be released on the basis of the approval recd. from

City Marketing Head City Head Marketing Head. & City Head Commercial.

2 If there is no Movement in last two years, it should be approved by Fianance Head.

