RCF KAPURTHALA Office of the FA&CAOrcf.indianrailways.gov.in/works/uploads/images/RCF_Accounts... · COS brought out that there is proposal to increase the production of SCN coaches

RCF KAPURTHALA

Office of the FA&CAO

No.2012/A/cs/SB/Lists/ Dated : 22.12.2012

Sub: Action Plan to regulate the purchase grant.

A meeting was held on 21.12.2012 in the chamber of FA&CAO to discuss the purchase

grant for payment of suppliers bills during the month of Dec’2012. The following officers were

present :-

i) Smt Saandhay Deep Das FA&CAO

ii) Sh A.K.Duhoon COS

iii) Sh G.S.Hira FA&CAO(P)

iv) Sh Anand Kapoor CMM/HSQ

v) Sh P.C.Sharma CMM/TKJ

vi) Sh S.S.Kalsi CWE/Fur.

vii) Sh Devendra Kumar CWE/Shell

viii) Sh J.S.Grewal Dy.FA&CAO/II

ix) Sh Manoj Kumar Dy.CMM/D/F

x) Sh P.P.Singh S.M.M.

In the beginning, FA&CAO apprised about the alarming position of purchase grant and

emphasized to exercise strict control on the procurement of material as per requirement of the

production of coaches viz a viz budget available for the purpose, to improve the financial

position before the closing of the financial year.

1. Payment of bills

- As per the available budget grant, an amount of Rs 40 Crore approx. is available

for bills passing for the month of Dec’12.

- Out of this, payments for Rs 33.41 Crore has already been made till 21.12.2012.

- Balance Rs 6.39 Crore is available for making the payments during Dec’12.

- Against the above availability of funds, bills amounting to Rs 41.08 Crore are

pending in hand received between 11.12.2012 to 17.12.2012.

In view of paucity of funds, it has been decided that :-

- All bills upto the value of Rs 20 lac will be passed if otherwise in order during the

remaining period of Dec’2012 the value of which comes to Rs 7.33 Crore approx.

- The single pending bill of the parties above Rs 20 lac will be passed in the first

week of Jan’13, if otherwise in order.

- For multiple bills of the parties above Rs 20 lac, only 50% of the amount will be

passed in the first week of Jan’13, if otherwise in order.

- Further opening of the box of store bills will be in Jan’13.

- The position of store bills will be reviewed again on Ist Friday of Jan’13 i.e.

4.1.2013.

Contd……..

( 2 )

2. Receipt Notes

It has also been decided that the receipt of material will only be made for the material

which is required for production of coaches during 2012-13 and is required to be issued to shop

floor immediately.

3. Issues

A list of material required to be issued for the production of coaches as per RSP has

already been supplied to CWE/Fur. and CWE/Shell The issue of material is required to be

regulated accordingly to bring down the inventory balances.

4. Production Plan

COS brought out that there is proposal to increase the production of SCN coaches by

about 60 nos. and reduction in manufacturing of LHB coaches. The revised production plan is

required to be finalized early for revising the material schedule and for deferment of the material

of LHB coaches accordingly.

( J.S.Grewal )

Dy.FA&CAO(II)

All present Officers

Copy to :-

C.M.E . - for kind information.

RCF KAPURTHALA

Office of the

FA&CAO

No.2013/A/cs/SB/Bill Payments Dt: 11.01.2013


A meeting was held on 11.01.2013 in the chamber of FA&CAO to discuss the

purchase grant for payment of suppliers’ bills during the month of Jan.’2013. The

following officers were present:-


ii) Sh A.K.Duhoon COS

iii) Sh G.S.Hira FA&CAO(P)

iv) Sh Anand Kapoor CMM/HSQ

v) Sh P.C.Sharma CMM/TKJ

vi) Sh S.S.Kalsi CWE/Fur.

vii) Sh Devendra Kumar CWE/Shell

viii) Sh J.S.Grewal Dy.FA&CAO/II

ix) Sh Manoj Kumar Dy.CMM/D/Fur

x) Sh Gurmit Singh Raja Dy.CMM/D/Shell

xi) Sh R.P.Singh Sr.AFA/Store Bills

In the beginning, FA&CAO informed that despite last meeting held on 21.12.2013,

decision to exercise strict control on the procurement of material, position under

purchase grant has further deteriorated. Thus there is an immediate need to

regulate receipts and issues as per requirement of the production of coaches viz-a-

viz budget available for the purpose, to improve the financial position before the

closing of the financial year.

1. Payment of bills

As per the decision taken in the earlier meeting held on 21.12.2013 on the

subject, out of the available purchase grant, ` 40 crore was to be consumed for

making cash payments in Dec. 12. Actual cash payments were made to the tune

of ` 41.38 crore, and bills amounting to ` 33.74 crore were pending to end of

Dec.12. Further bill box was opened on 01.01.2013 and 551 bills amounting to `

39.26 crore were taken out from the box. Total liability on hand as on

01.01.2013 was ` 73 crore. (All these bills pertain to the receipts made in Dec.2012)

(a) As was decided in the earlier meeting from the pending bills of Dec. 2012,

all the single pending bill of the parties and 50% of the multiple bills of

the parties above Rs 20 lac (total amounting to ` 20.43 crore) were

cleared in the first week of Jan.2013.

(b) As on date bills amounting to ` 13.43 crore are remaining outstanding out

of the bills of Dec. 2012 and 511 bills amounting to ` 39.26 crore taken

out from box on 1st Jan.2013. Thus total liability of pending bills as on

01.01.2013 is of ` 52.69 crore.

As already discussed by FA & CAO with COS, all 299 bills upto ` 5 lac

amounting to ` 5.43 crore, have been cleared.

Further, it has been decided as under:

- Out of the remaining bills, the single pending bill of all the parties will

be passed, if otherwise in order.

- For multiple bills of the parties between ` 5 lac and ` 50 lac, single bill of

highest value will be passed, if otherwise in order.

- For multiple bills above ` 50 lac, single bill of lowest value will be passed,

if otherwise in order.

- After passing bills as per above decision, 134 bills amounting to ` 26.18

crore (approximately) will remain outstanding for Dec. 2012 (box opened

on 1st Jan.13).

With the passing of bills as above, the purchase grant to the tune of

` 45.48 crore will be consumed in Jan.13 as against the targeted budget of

` 40 crore.

Position of bills of Jan.2013 will be known after opening of the bill box on

Monday i.e., 14th Jan. 2013.

2. Receipt Notes

It was also decided in the earlier meeting that the receipt of material will

only be made for the material which is required for production of coaches

during 2012-13 and is required to be issued to shop floor immediately, but it

has been noticed that the receipts are being made for the material for which

sufficient balances are already available. It is again re-iterated that the

receipts should be made for material which is required for production and is to

be issued during 2012-13.

3. Issues

It has also been noticed that the issue of material is not being regulated

effectively to bring down the inventory balance. The inventory balance is still

at ` 535.57 as on date as compared to ` 479.05 crore for the corresponding

period of last year. It may be ensured that issues are made in the remaining

three months of this financial year to ensure inventory balance as per Budget

target.

( J.S.Grewal )

Dy.FA&CAO-II


Copy to :-

C.M.E . - for kind information.

RCF KAPURTHALA




A meeting was held on 16.01.2013 in the chamber of FA&CAO to discuss the purchase grant for payment of suppliers’ bills during the month of Jan.’2013. The following officers were present:-

i) Smt Saandhay Deep Das FA&CAO ii) Sh G.S.Hira FA&CAO(P) iii) Sh J.S.Grewal Dy.FA&CAO/II

iv) Sh R.P.Singh Sr.AFA/Store Bills Payment of bills

As per the decision taken in the earlier meeting held on 11.01.2013 on the subject, out of pending bills upto 01.01.2013, all bills upto ` 5 lac each were cleared. Out of the remaining bills, the single pending bill of all the parties and for multiple bills of the parties between ` 5 lac and ` 50 lac, single bill of highest value has been passed. For multiple bills above ` 50 lac, single bill of lowest value has been passed.

Purchase grant to the tune of ` 44.18 crore has been consumed in passing the bills as above and purchase grant to the tune of ` 95 crore only is left for passing the bills in the remaining period of the current financial year.

As on date out of the bills received upto 01.01.2013, 134 bills amounting to `26.18 crore are pending. (127 bills are upto ` 50 lac amounting to ` 15.73 crore and 7 bills are above ` 50 lac amounting to ` 10.45 crore)

Further, Bill box has been opened on 14.01.2013 and bills amounting to ` 31 crore approximately have been taken out from the box.

It has been decided as under: • All the pending bills received upto 01.01.2013 between ` 5 lac and

` 50 lac, will be passed, if otherwise in order.

• After passing these bills purchase grant for ` 15.73 crore will be consumed and only ` 79.27 crore will be left for further payments upto 31.03.2013.

• Listing of bills taken out from the bill box on 14.01.2013 is in progress and the decision for passing the bills further, will be taken thereafter.

( J.S.Grewal ) Dy.FA&CAO-II

All present Officers Copy to: CME, COS Secy. to GM : for kind information of GM

RCF KAPURTHALA




A meeting was held on 22.01.2013 in the chamber of FA&CAO to discuss the purchase grant for payment of suppliers’ bills during the month of Jan.’2013. The following officers were present:-

i) Smt Saandhay Deep Das FA&CAO ii) Sh G.S.Hira FA&CAO(P)

iii) Sh J.S.Grewal Dy.FA&CAO/II iv) Sh R.P.Singh Sr.AFA/Store Bills

Payment of bills

As per the decision taken in the earlier meetings held on 11.01.2013 and 16.01.2013 on the subject, out of pending bills upto 01.01.2013, all bills upto ` 50 lac were cleared. Purchase grant to the tune of ` 58.93 crore has been consumed in passing the bills as above and purchase grant to the tune of ` 80.24 crore only is left for passing the bills in the remaining period of the current financial year.

As on date out of the bills received upto 01.01.2013, 7 bills amounting to `10.45 crore are pending. ( all 7 bills are above ` 50 lac)

Further, Bill box has been opened on 14.01.2013 and bills amounting to ` 31.43 crore approximately have been taken out from the box. Total liability as on date is ` 41.88 crore.

It has been decided as under: - Out of the bills, received upto 14.01.2013, the single pending bill of all

the parties will be passed, if otherwise in order. - For multiple bills of the parties, single bill of highest value will be passed,

if otherwise in order. - After passing bills as per above decision, 241 bills amounting to ` 15.44

crore (approximately) will remain outstanding.

With the passing of bills as above, the purchase grant to the tune of ` 85.16 crore will be consumed in Jan.13 and ` 10 crore are kept for clearance of LC liability. Balance funds to the tune of ` 44 crore approximately will be left for passing the bills in the remaining period of the financial year 2012-13.

Decision regarding passing of further bills will be taken after opening the bill box on 1st Feb.2013..

( J.S.Grewal )

Dy.FA&CAO-II All present Officers

Copy to: CME, COS Secy. to GM : for kind information of GM

Rail Coach Factory, Kapurthala

Office of the

FA&CAO



A meeting was held on 18.02.2013 in the chamber of FA&CAO to discuss the

purchase grant for payment of suppliers’ bills during the month of Feb.’2013. The

following officers were present:-


ii) Sh G.S.Hira FA&CAO(P)

iii) Sh J.S.Grewal Dy.FA&CAO/II

iv) Sh R.P.Singh Sr.AFA/Store Bills

Position of bills

As on date 700 bills amounting to ` 65.39 crore, are pending due to non

availability of funds for cash purchases under Purchase Grant (235 bills

amounting to ` 15.44 crore are pending from the bills taken out from the bill box upto

14th Jan.2013 and 465 bills amounting to ` 49.95 crore are pending from the bill box

opened on 1st Feb.2013).

Dy.CMM/HQ/TKJ, vide letter no. Dy.CMM/HQ/Misc./2012-13 dated 14.02.2013,

has informed that LC payments, which have been estimated at ` 30 crore for

the year 2012-13, may be lower due to deferment of delivery dates of certain

items. Accordingly, the funds position has been reworked. An amount of

approximately ` 11 crore, is available as on 18.02.2013 for passing of

outstanding bills, provided the issues take place as projected.

Accordingly, it has been decided as under:

1. For the bills upto ` 5 lac :

a. In case of parties having single bill, the same will be passed, if

otherwise in order.

b. In case of multiple bills for the same party, multiple bills

totaling upto ` 5 lac, will be passed, if otherwise in order.

2. For bills valuing from ` 5 lac to ` 10 lac:

Single bill of highest value will be passed, if otherwise in order.

3. After passing bills as per above decision, approximately 528 bills

amounting to ` 9.60 crore will be cleared, and 172 bills amounting to

` 55.79 crore (approximately) will remain outstanding.

Decision regarding passing of further bills will be taken after opening the bill

box on 23rd Feb.2013.

( J.S.Grewal )

Dy.FA&CAO-II


Copy to:

CME, COS

Secy. to GM : for kind information of GM


Office of the

FA&CAO



In continuation to the Minutes of Meeting circulated vide even no. dated

26.02.2013, the listing of bills taken out from the Bill box on 23.02.2013 has

been completed. Position of purchase grant was again discussed in the

chamber of FA & CAO on 01.03.2013 and the following decisions have been

taken:

After passing the bills as per the earlier decision taken on 26.02.2013,

the current liability of out-standing bills is ` 60.08 crore (` 28.70 crore

for bills received upto 01.02.2013 and ` 31.38 crore for bills received on

23.02.2013).

Keeping in view the limited financial capacity of small scale vendors, it

has been decided to pass all bills valuing upto ` 5 lac, if otherwise in

order.

With passing the bills as above, purchase grant to the tune of ` 4.15

crore will be consumed, and there will be no outstanding bills upto ` 5

lac.

The position will be reviewed next week depending upon the pace of

issues to WMS.

( J.S.Grewal )

Dy.FA&CAO-II


Copy to:

CME, COS

Secy. to GM: for kind information of GM


Office of the

FA&CAO




12.03.2013, position of purchase grant was again reviewed in the chamber of

FA & CAO on 19.03.2013 and the following decisions have been taken:

Position of bills

After passing the bills as per the earlier decisions, the current liability

of out-standing bills, taken from the bill box upto 23rd Feb. 2013 is

50.39 crore (` 27.27 crore for bills with Receipted Challan and ` 23.12 crore for

bills with Receipt Note).

The bills accompanied with Receipt Note denotes the material required

for current year’s production and is required to be issued for

manufacturing activities.

Accordingly the following decisions have been taken:

All bills accompanied with Receipt Note, valuing upto ` 20 lac, will

be cleared, if otherwise in order.

With the passing of bills as above, purchase grant to the tune of

` 8.44 crore will be consumed and balance liability will be of

` 41.95 crore.

Decision regarding passing of further bills will be taken after

opening the bill box on 21st March.2013.

( J.S.Grewal )

Dy.FA&CAO-II


Copy to:

CME, COS



Office of the

FA&CAO



In the light of the Final Budget Grant-2012-13, the position of Purchase

Grant was reviewed in the chamber of FA & CAO/P on 29th March, 2013 and

following decision has been taken:

Position of bills

As on date, the total liability of outstanding bills including the bills

taken out of the bill box on 21.03.2013 is for ` 84.46 (` 44.63 crore for

bills with Receipted Challan and ` 39.83 crore for bills with Receipt Note).

The bills accompanied with Receipt Note denotes the material required

for current year’s production and is required to be issued for

manufacturing activities.

Accordingly the following decision has been taken:

For bills accompanied with Receipt Note, valuing upto `20 lac,

single bill of highest value of all the parties will be passed, if

otherwise in order.

With the passing of bills as above, purchase grant to the tune of

` 7.66 crore will be consumed and balance liability will be of

` 76.80 crore.

( J.S.Grewal )

Dy.FA&CAO-II


Copy to:

CME, COS



Office of the

FA&CAO

No.2013/A/cs/SB/Bill Payments Dt:30.03.2013



29.03.2013, position of purchase grant was again reviewed in the chamber of

FA & CAO/P on 30.03.2013 and the following decisions have been taken:

Position of bills

After passing the bills as per earlier decisions, the current l liability of

outstanding bills is for ` 76.80 (` 44.63 crore for bills with Receipted Challan

and ` 32.17crore for bills with Receipt Note).

Accordingly the following decision has been taken:

All bills accompanied with Receipt Note, valuing upto `50 lac,

received upto 23rd Feb.2013, will be passed, if otherwise in order.

_ With the passing of bills as above, purchase grant to the tune of

`2.70 crore will be consumed and balance liability will be of ` 74.10

crore.

( R.P. Singh )

Sr.AFA/SB


Copy to:

CME, COS


Documents

RCF KAPURTHALA Office of the FA&CAOrcf.indianrailways.gov.in/works/uploads/images/RCF_Accounts... · COS brought out that there is proposal to increase the production of SCN coaches