DLW WELCOMES

ALL THE PARTICIPANTS

TO VENDOR MEET 2015

New System Improvements• Weekly position of Bills registered (CO6

Position) - on DLW website. • 10 days statement of Bills passed – on DLW

website.• In 90% Cases, Bill Payment ensured in

5 working days.• SMS alert being sent to Vendors at each

stage of Bill Passing i.e. CO6, CO7, Cheque Preparation (EFT) and Return of Bills.

• Standard Format of Bill and Check List for preparation of Bill has been uploaded on DLW website. 2

Sample of SMSs Sent to VendorsSN Stage Message

1Registration of Bill (CO6)

Your Bill No. EX/439/14-15 dt.21/02/15 for Rs.1998781 has been registered in DLW/Varanasi vide CO6 No.5115035539 dt.16/03/15. Details emailed

2Passing of Bill (CO7)

Your Bill No.128 dt.26/02/15 regd in DLW vide CO6 No.5115026311 dt.11/03/15 passed for Rs.297918 vide CO7 No.5115036156 dt.16/03/15

3Release of Payment (EFT)

SBI/DLW/Varanasi advised for payment of Rs.33691788 by EFT Cheque No.262607 dt.23/03/15 against Bill No.6143 dt.11/03/15 regd vide CO6 No.5115035384

4Return of Bill

Your Bill No.1010062393 dt.31/01/15 for Rs.551801 regd in DLW/Varanasi vide CO6 No.5115035415 dt.12/03/15 has been returned.

Reasons for Bills returned to the Suppliers

• In absence of EFT registration in the EFT Master file in the system. Firm’s are required to submit EFT mandate duly certified by Bank/Cancelled Cheque for registration.

• In absence of WBG/PBG /SDBG in the enclosures of bill ( If it is applicable according to PO clause )

• In absence of VAT declaration (If it is applicable according to PO Clause )

• If any relevant document is not signed by supplier which is enclosed with bill.

• In absence of Backlog certificate (If it is applicable according to PO clause).

• If any details like address, vendors name, items description etc. does not match with PO.

Main Reasons of Discrepancy in Import Cases• Negotiating Document Submitted after Expiry of LC.• Late Shipment, after expiry of LC.• Certificate of Country of Origin not submitted as per

LC.• WBG not submitted.• Shipment not as per DP of LC/PO.• Original WTC not submitted along with Negotiating

Documents.• Draft amount and invoice value differ.• PO No./LC No. not mentioned in negotiating

documents.

Future Improvements & Suggestions

• SMS & e-mail alert in discrepancies in import cases – under process.

• Issue of E Bank Guarantee has been forwarded by Railway Board to Controller General of India / Govt. of India for approval.

• Vendors are requested to submit bills as per format published on DLW’s website.

• Vendors are requested to get their Mobile No. & e-mail registered through Stores Deptt.

THANK YOU