STORES MANAGEMENT FORMS

(VOL. II - STORES MANAGEMENT)

GOVERNMENT OF INDIA MINISTRY OF DEFENCE

DEFENCE RESEARCH & DEVELOPMENT ORGANISATION DIRECTORATE OF MATERIALS MANAGEMENT

SENA BHAWAN, New Delhi - 110 011.

JUNE 2004

PREFACE

The first document on ‘STORES MANAGEMENT’ in DRDO has been issued in April

2004 vide GOI letter No. DMM/PP/0001804/M/1442/D(R&D), titled as ‘STORES

MANAGEMENT GUIDELINES-2004’ (SMG - 2004). These guidelines have been issued as

a part of Integrated Material Management Project to ensure that the policies and procedures

being followed by Labs/Estts are uniform for entire DRDO. The SMG- 2004 document

covers the entire gamut of stores management from receipt and inspection, taking on ledger

charges, inventory control, warehousing, transport and despatch, stock taking and disposal

of obsolete stores. The use of various standard forms have been advised in the SMG- 2004

document.

This document on forms titled ‘Stores Management Forms (Vol II - Stores

Management)’ contains various forms to be used at various stages of stores management

activities numbered from DRDO.SM 01 onwards. These forms have been evolved by Stores

Management Manual Committee after taking into account the feedback received from

various users. The forms prescribed in the document contain adequate essential features,

which are required to be included by all Labs/Estts. Any additions over and above these

forms may done by the users to suit their local needs without deleting minimum information

contained therein.

Any suggestions for improvement in this document are most welcome and may be

passed on to DMM/DRDO HQrs.

(Dr. A Sivathanu Pillai)

CCR&D (R) & DS

21st Jun 2004

CONTENTS

FORMATS OF STORES MANAGEMENT FROMS

___________________________________________________________________ Form No. Title Page No.

DRDO SM 01 : Traffic Control Register (TCR) 01

DRDO SM 02 : Security Gate Store Entry Register 02

DRDO SM 03 : Stores Inward Register (SIR) 03

DRDO SM 04 : RIN Control Register 04

DRDO SM 05 : Receipt & Inspection Note (RIN) 05

DRDO SM 06 : Certificate Receipt Voucher (CRV) 06

DRDO SM 07 : Ledger Sheet 07

DRDO SM 08 : BIN Card 08

DRDO SM 09 : Inventory of Stores (Record of checks) 09

DRDO SM 10 : Inventory of Stores 10

DRDO SM 11 : Register for Record of Inventories 11

DRDO SM 12 : Stock Sheet 12

DRDO SM 13 : Inventory Loan Register 13

DRDO SM 14 : Discrepancy Report 14

DRDO SM 15 : Internal Demand and Issue Voucher (IDIV) 15

DRDO SM 16 : External Issue Voucher (EIV) 16

DRDO SM 17 : Internal Return And Receipt Voucher (IRRV) 17

DRDO SM 18 : Returnable Material Gate Pass (RMGP) 18

DRDO SM 19 : Non Returnable Material Gate Pass (NRMGP) 19

DRDO SM 20 : Trial Stores Gate Pass (TSGP) 20

DRDO SM 21 : Armaments Subsidiary Control Register (ASCR) 21

DRDO SM 22 : List of Items for Disposal 22

DRDO SM 23 : Statement of Equipment Lost/Damaged 23

DRDO SM 24 : Cash Purchase Control Register (CPCR) 24

DRDO SM 25 : Stores Outward Register (SOR) 25

DRDO SM 26 : Record of Transactions ( FOL) 26

DRDO SM 27 : Conversion Voucher 27

DRDO SM 28 : Out Loan Ledger (Register) 28

DRDO SM 29 : In Loan Ledger (Register) 29

DRDO SM 30 : CPRV Control Register 30

DRDO SM 31 : CPIV Control Register 31

DRDO SM 32 : Contingent Bill 32

DRDO SM 33 : Contractor’s Bill 34

DRDO.SM 01

(Name of Lab/ Estt)

TRAFFIC CONTROL REGISTER (TCR)

(For items to be collected by CRDS) LR/ RR/ AWB/ B/L

APP / RPP TCR Sl.No No Date

Received

Name of Name of Transporter/ Carrier

Supply order No & Date

Date of Collection Consignor

1 2 3 4 5 6 7

No. of

Packages & Gross Weight

Condition of Freight Pre Paid/

8

Package to Pay (Amount)

Remarks Sign. Of CRDS Officer

8 9 10 11 12

9

DRDO.SM 02

(Name of Lab/ Estt)

SECURITY GATE STORES ENTRY REGISTER

SL. No Date & Time

IN

DC / Invoice /Bill No. & Date

Supply Order/ Cash Purchase No.& Date

Name and address of Consignor

Nomenclature

1 2 3 4 5 6

No. of Package/Items

Vehicle No. Remarks Signature of Security Asst.

7 8 9 10

10

DRDO.SM 03 (Name of Lab/ Estt)

STORES INWARD REGISTER (SIR)

Sl.No

DC No. & Date

SO / Authority No.& Date

TCR No & Date

(If applicable) Nomenclature Name of

Consignor

Qty recd

Date of Receipt Remarks

Sig. of Store Officer

RIN No & Date

1 2 3 4 5 6 7 8 9 10 11

11

DRDO.SM 04 (Name of Lab/ Estt)

RIN CONTROL REGISTER

RIN No

RIN Date

SO / Authority

No.& Date

SIR No & Date

Nomenclature Group / Division

Name of Division Rep Collecting

the items

Sign. & Date

CRV No & Date

1 2 3 4 5 6 7 8 9

12

DRDO.SM 05 NAME OF LAB / ESTT

RECEIPT & INSPECTION NOTE (RIN) RIN NO: RIN Date: SIR No SIR Date

DC No.:

Group / Division: Inventory No:

DC Date: Authority: Authority Date:

Consignor’s Name & address

Project No.: Quantity Sl.

No. Item Code

Nomenclatures/ Description of Stores C /NC / NCF

A / U Receiv

ed Accept

ed* Rejecte

d *

Remarks Reasons for Rejection (Separate sheet may

be attached if required)

Total Number of Items: Total Basic Cost (Rs) Certified that above stores have been received and handed over to User Division Rep. O I/c CRDS Date:________ Received above mentioned Items Name & Designation Division: Date:________

Inspection carried out satisfactorily. The quantity Accepted & Rejected are mentioned above. Signature of Inspection Authority / Division Rep Name & Designation: Date:________

Certified that accepted stores have been retained in Division Inventory No.: Inventory Holder Group/Division Head Name & Designation: Name & Designation: Date:________ Date:________

* - To be filled by the group/division

13

DRDO.SM 06 (Name of Lab/Estt)

CERTIFICATE RECEIPT VOUCHER (CRV)

SIR No. DC / Invoice No.: RIN No. CRV No.: SIR Date : DC / Invoice Date: RIN Date CRV Date:

Consignor’s Name & Address : Authority / SO No.: Date :

Cost Debitable to Budget Head: Project No.: Project Code :

Sl. No.

Item Code

Nomenclatures/ Description of Stores C/NC

A/U Quantity Rate (Rs)

Total Cost (Rs)

Ledger No.

Folio

No.

Remarks

Total Number of Items: Total Item Cost (Rs) Taxes :Duties:

P & F if any:TOTAL COST (Rs)

Oi/c CRDSDate:________

The above stores have been taken on charge and posted in Ledger

I/c Ledger Oi/c Ledger/Accounting Date:________ Date:________

14

DRDO.SM 07 (Name of Lab/Estt)

LEDGER SHEET

L/F No………………………Sheet No………….. BIN Ref :……………………………………… (if applicable) DESCRIPTION:……………………………….. PART NO./ DRAWING NO. ………………………………… …………………………………………………. …………………………………………………………………. …………………………………………………. Accounting Unit: ……………………………………………... C / NC / NCF Item Code No. ……………………………………………….

Qty Received

Qty. Issued Cost of Transaction

(Rs.)

Balance Initials

RV/ IV No.

& Date

Inventory No. (if applicable) Received from /

Issued To

Serviceable (S) /

Repairable (R) S R S R S R

1 2 3 4 5 6 11 7 8 9 10 12

15

(Name of the Lab/Estt) DRDO.SM 08

BIN CARD

Item Code No:…………………. Bin No:………………….. Description/ Nomenclature Ledger No………………. ………………………………………. Folio No………………… ………………………………………. Location…………………. ………………………………………. C / NC / NCF ……………………………………….

RECEIPT ISSUE SL. No. Date RV. No. Qty. Date IV. No. Qty.

BALANCE Qty.

SIGNATURE

16

(Name of Lab/ Estt) DRDO.SM 09

INVENTORY OF STORES

Signature & Seal of O i/c Ledger Section Inventory No:

Opened by : Group/Division/Section Signature :

Date : No. of pages initially issued: No. of pages added :

RECORD OF CHECKS

Certified that the item held in this inventory are correctly recorded subject to the surpluses and/or deficiencies shown on the attachment list.

Sl.No Date Name Designation Signature Occasion

17

DRDO.SM 10

(Name of Lab/ Estt)

INVENTORY OF STORES

Inventory No. Name & Designation:

Name of O i/c Ledger Section Inventory Holder : Opened by :

Group/Division/Section Signature : Date: Item Code/Part No./Drg.No. Nomenclature of the item : Accounting Unit (A/U)……………. ………………………………

………………………………

Date Voucher No. Qty. Sl.No. Of item Unit Rate Cost In Rupees

Balance

Signature & Seal of Signature & Seal of Inventory Holder O i/c Ledger Section

18

DRDO.SM 11

(Name of Lab/ Estt)

REGISTER FOR RECORD OF INVENTORIES

Sl. No.

Inventory No.

Name of the Inventory Holder

Date taken over

Signature of Inventory

Holder

Signature of O i/c Ledger

Section

Remarks

DRDO.SM 12

(Name of Lab/ Estt)

STOCK SHEET

Sl. No. Date. Item Code Nomenclature Accounting Unit

Ledger Page No.

Qty. Physically found

1 2 3 4 5 6 7

Qty. as per Ledger

Surplus Deficiency Cost of surplus / Deficiency

Signature of Stock holder

Remarks

8 9 10 11 12 13

19

DRDO.SM 13

(Name of Lab/ Estt)

INVENTORY LOAN REGISTER

Sl.No. Date of Issue Inventory No Item code

Nomenclature Qty. Issued

1 2 3 4 5 6 Cost Name of

borrower Sig. of

borrower Date of Return

Signature of Inventory Holder

Remarks

7 8 9 10 11 12

20

21

DRDO.SM 14 (Name of Lab/ Estt)

DISCREPANCY REPORT

SL. No Date DC No. &

Date Invoice /Bill No. &

Date Supply Orders No.&

Date Nomenclature

1 2 3 4 5 6

No. of Items ordered No. of Items Received Discrepancy Signature of O i/c CRDS

Remarks

7 8 9 10 11

(Name of the Lab/Estt.) DRDO.SM 15

INTERNAL DEMAND AND ISSUE VOUCHER (IDIV)

IDIV No………………………… Demanding Group/Division : Date :…………………….

Inventory No. : Purpose of Demand :

Project No………………………………… Project Code………………………

S.No Item Code Nomenclature Acctg.

Unit C/NC/ NCF

Quantity Demanded

Quantity Issued Cost Ledger No. /

Page No. Remarks

22

CRV No. (for issues from CRDS)…………………………………………..

Signature of Signature of Signature of

Entry made in the Ledger and the Quantity Reduced as per the Voucher above. Date: STORES OFFICER. Demanding Officer Store Holder Inventory Holder

(Name of the Lab/Estt.)

DRDO.SM 16 EXTERNAL ISSUE VOUCHER (EIV)

Loan / Permanent issue* Free / Payment Issue* Consignee :……………………………………………………………… EIV No:…………………………... ……………………………………………………………………………… Date :………………………. ………………………………………………………………………………. Consignee RV No. & Date…………………………………(if applicable) Authority for Issue:………………. Material Gate Pass No ………………………………………….............. Loan period………………………………………………….(if applicable)

S.No Item Code Nomenclature A/U Ledger Folio

& page No. Quantity Issued

Cost Remarks

Total Cost of Issue :

23

Signature of Signature of Signature of

1. Items charged off from respective ledger. 2. Loan register action taken for loan issue items.

Stock Holder O I/c CRDS Consignee *Strike out whichever not applicable

24

DRDO.SM 17 (in quadruplicate)

(NAME OF LAB/ESTT)

INTERNAL RETURN AND RECEIPT VOUCHER ( IRRV) IRRV No……………………

Group / Division: ___ Date:…………………………. Inventory Number: __________________________

Sl.No

Item Code Description of Stores C/NC/NCF

A/U Qty. LF/ Page No.

Reason / Authority for return

Item physically received and Posted in Ledger No:

entry made in the Bin Card Page No:

Posted by :

Signature of Inventory Holder Signature of GH/DH Signature of Stock Holder Signature of Ledger Officer

Name & Desig nation Name & Designation Name & Designation Name & Designation

Date : Date: Date: Date:

(Pink colour) DRDO.SM 18

ORIGINAL (In Triplicate)

(Name of the Lab/Estt)

RETURNABLE MATERIAL GATE PASS (RMGP)

Consignee : ……………………………………… Pass No.:……..(pre-printed) ……………………………………… ……………… Book No. :…….(pre-printed) ……………………………………………………….. Date :…………………………. Probable Date of Return…………………………..

Issuing Group/Division :………… Sl. No. Item Code Description A/U Qty. Total No. of items :………………………………. No. of packages :……………………………… Purpose of Issue……………………………………………………………………… …………… Authority:.…………………………………………………………………………………………… Transport / Vehicle No:………………………………………………………………………………. Loaded in the presence of…………………………………………………………………………… Signature of person carrying the Stores:………………………………………………… Name and Designation :…………………………………………………………………

SIGNATURE AND RANK OF SIGNATURE AND RANK OF STOCK/INVENTORY HOLDER AUTHORISED ISSUING OFFICER Checked and passed out at………………….hrs. on……………………...................(date) Security Out Control No…………... Signature of the Sec. Asst……………………………. Security stamp Stores Returned on…………….(date) Signature of the Sec. Asst…………………………….

(Yellow colour) DRDO.SM 19

ORIGINAL ( In Triplicate)

(Name of the Lab/Estt)

NON-RETURNABLE MATERIAL GATE PASS (NRMGP)

Consignee : ……………………………………… Pass No.:……..(pre-printed) ……………………………………… ……………… Book No. :…….(pre-printed) ……………………………………………………….. Date :…………………………. EIV No. & Date.…………………………..

Sl.No. Item Code Description A/U Qty. Total No. of items :………………………………. No. of packages :……………………………… Purpose of Issue……………………………………………………………………………………… Authority:.…………………………………………………………………………………………… Transport / Vehicle No:………………………………………………………………………………. Loaded in the presence of…………………………………………………………………………… Signature of person carrying the Stores:………………………………………………… Name and Designation :…………………………………………………………………

SIGNATURE AND RANK OF SIGNATURE AND RANK OF I/c CRDS AUTHORISED MMG OFFICER Checked and passed out at………………….hrs. on……………………...................(date) Security Out Control No…………... Signature of the Sec .Asst……………………………. Security stamp

(White colour) DRDO.SM 20

ORIGINAL (In Triplicate)

Name of the Lab/Estt

TRIAL STORES GATE PASS (TSGP)

O I/c Trial Team : …………………………… … Pass No.:……..(pre-printed) Concerned Group/Division :………………………. Book No. :…….(pre-printed) ……………………………………………………….. Date :…………………………. Probable Date of Return………………………….. Sl. No. Item Code Description C/NC A/U Qty.

Out Qty. In

Total No. of items :………………………………. No. of packages :……………………………… Purpose of Issue……………………………………………………………………………………… Authority:.…………………………………………………………………………………………… Transport / Vehicle No:………………………………………………………………………………. Loaded in the presence of…………………………………………………………………………… Signature of person carrying the Stores:………………………………………………… Name and Designation :……………………………………………………………………

SIGNATURE AND RANK OF SIGNATURE AND RANK OF INVENTORY HOLDER AUTHORISED MMG OFFICER Checked and passed out at………………….hrs. on………………………….....................(date) Security Out Control No…………... Signature of the Sec.Asst……………………………. Security stamp Stores Returned on…………….(date) Signature of the Sec.Asst…………………………….

28

DRDO.SM 21

(NAME OF LAB/ESTT)

ARMAMENTS SUBSIDIARY CONTROL REGISTER (ASCR) Inventory No.________________________ Division/ Group: _____________________ ASCR No: ____________________Page No: ___________________ Central Ledger No: ___________________ Folio No: _____________________ Item Code : ______________________ Item Type: C / NC / NCF Accounting Unit: ____________ Item Nomenclature: _________________________________________________

Quantity Sl. No

RV / IV No .& Date

Received from /

Issued to Received Issued/

Consumed

Balance Cost of Issue

Authority No. & Date of Trials/

Signature of Divisional

Head / Verification Officer

1 2 3 4 5 6 7

DRDO.SM 22

(NAME OF LAB/ESTT)

LIST OF ITEMS FOR DISPOSAL

Sl.No. Item Code Ledger No./ Page

No.

Nomenclature A/U Serviceable/ unserviceable

Cost Of Procurement

Date / Year of

Procurement 1 2 3 4 5 6 7 8

29

Signature of Conditioning Board Members

Signature of Stock/Inventory Holder Signature of GH/DH: …………………..

Name: Name & Designation:…………………… Member1 Member2 Presiding Officer

Date : Date: ……………..

Recommendations of Conditioning Board No. of Years of useful Service

No. of Years, of Non-Utilisation

Reasons for DisposalRecommended/ Not

recommended (R / NR)

Disposal action Salvage/Scrap weight

9 10 11 12 13 14

30

RDO.SM 23 (NAME OF LAB/ESTT)

STATEMENT OF EQUIPMENT LOST /DAMAGED

LAB / ESTT: LS/IV No: DIV / SEC : Date : Period of Account :………….. Sl.No Item

Code Description Ledger

No./ Page No.

A/U

Qty Condition when lost or

Damaged

Procured Rate

Assessed Rate

Total Value of Loss

If a Court of inquiry held : Yes/No Date:___________ Place ___________ AUTHORITY FOR WRITE OFF :__________________

Remarks & Recommendation ____________________________________________________________________________________ (State briefly circumstance in which loss occurred)____________________________________________________________________ _______________________________________________________________________________________________________________________

Entered on Inventory Entered in Ledger Signature Date: Inventory Holder Stores Officer Head MMG DIRECTOR

31

DRDO.SM 24

(NAME OF LAB/ESTT)

CASH PURCHASE CONTROL REGISTER (CPCR)

S.NO

NAME OF

CPO

GROUP

CPD No

DATE

NOMENCLATURE

QTY

USAGE CODE

UNIT

CODE

AMOUNT

SANCTIONED

AMOUNT UTILISED

1 2 3 4 5 6 7 8 9 10 11

CASH BILL NO

DATE

FIRM NAME

CRV No

IV No

DATE

SIGNATURE

OF CPC

LP. No

DATE

REMARKS

12 13 14 15 16 17 18 19 20 21

32

DRDO.SM 25 (Name of Lab/ Estt)

STORES OUTWARD REGISTER (SOR)

Sl.No Despatch

Date Authority /

Supply order No & Date

Nomenclature Quantity RR / LR / AWB / APP / RPP No. &

Date

Name of Consignee

Issue Voucher

No & Date

MC Note No & Date

No. of Packages

Booked Weight

1 2 3 4 5 6 7 8 9 10 11

Freight Paid / To

Pay

Material Gate Pass

No. & Date

Name of the Transporter

Remarks Signature of Store Officer

12 13 14 15 16

(Name of Lab/Estt)

Record of Transactions: FOL

33

Pad No: Sl.No: Item Code Description Div/Group: Date: Qty.B/F: (in litres)

Receipts Quantity (Litres) RV No.

Signature of O i/c Refueling Section

Total Received:

Grand Total:

Issues Qty (litres) IV No. Signature of O i/c

Refueling Section

Total Issues (in litres): Qty. C/F (in litres)

Certified that the Counterfoil is correctly completed O I/c Refueling Section Officer

DRDO.SM.26 (Name of Lab/Estt)

Record of Transactions: FOL Pad No: Sl.No: Item Code Description Div/Group: Date:

Issues

Air Craft/ MT No/ AFV/ LCV No.

(a)

Qty. Issued (In litres) (b)

Signature ofDriver Receiving (c)

Total Issues (In litres): Certified that the entries are made in the Log Books/ Mileage Card

O I/c Refueling Section Officer

---------------------------- FO

LD H

ERE

---------------------------- FOLD

HE

RE ----------------------------------- FO

LD H

ERE ------------------------------

DRDO.SM.26 Name of Lab/Estt)

Record of Transactions: FOL Pad No: Sl.No: Item Code Description Div/Group: Date:

Issues

Air Craft/ MT No/ AFV/ LCV No.

(a)

Qty. Issued (In litres) (b)

Signature of Driver Receiving (c)

Total Issues (In litres): Certified that the entries are made in the Log Books/ Mileage Card O I/c Refueling Section Officer

34

DRDO.SM.27 NAME OF THE LAB / ESTT. CONVERSION VOUCHER

Group/ Division: Voucher No: ____________ PROJECT No. Date:

PROJECT CODE:

Sl.No

Item Code

Ledger No/ Folio No / Inventory

No

Description of Item to be Struck off

Charge

C / NC / NCF

Qty Item Code

Ledger No/ Folio

No / Inventory

No

Description of Items Brought

on Charge *

C / NC / NCF

Qty Reasons for

Conversion

1 2 3 4 5 6 7 8 9 10 11 12

* In case of NCF items getting fitted into existing major assembly, BOC action will not be required.

Authority: ___________________ Items mentioned at Column No. 4 have been Struck off Charge and Items mentioned at Column No. 9 have been brought on charge

O I/c Inventory O I/c Ledger

DRDO.SM.28

(Name of Lab/ Estt)

OUT LOAN LEDGER (REGISTER)

Sl.No.

EIV No. & Date

Gate Pass No.

Item code

Ledger / Page No.

Nomenclature Qty. Issued

Cost of Issue

1 2 3 4 5 6 7 8

Consignee Collected by Name &

Signature

Consignee RV No. &

Date

Period of Loan

Date of Return

CRV No. & Date (Return)

Remarks 9 10 11 12 13 14

15

35

DRDO.SM.29

(Name of Lab/ Estt)

IN LOAN LEDGER (REGISTER)

Sl.No CRV No. & Date

Consignor IV No. (if any)

Item code

Ledger / Page No.

Nomenclature Qty Received

Cost

1 2 3 4 5 6 7 8

Consignor Collected by Name &

Signature

Period of Loan

Date of Return

EIV No. & Date (Return)

Loaner’s RV No. & Date

Remarks

9 10 11 12 13 14 15

36

37

DRDO.SM.30 CPRV CONTROL REGISTER

FINANCIAL YEAR – 200_ -- 0_ CPRV

No. (Sl.No.)

Date Nomenclature of the first item

Name of the Firm

Cash Memo No. & Date

Amount ( Rs.)

No. of types of items in

Cash Memo

Cash Purchase Control

No. & Date

Division Signature of Purchasing

Officer or his rep.

Signature of MMG

Rep.

1 2 3 4 5 6 7 8 9 10 11

38

DRDO.SM.31 CPIV CONTROL REGISTER

FINANCIAL YEAR – 200_ -- 0_

CPIV No. (Sl.

No.)

Date Nomenclature of the first item

No. of types of

items

Inventory No.

Division CPRV No. & Date

Signature of MMG

Rep.

1 2 3 4 5 6 7 8

DRDO.SM.32 (page 1of 2)

Voucher No. …………

DEFENCE RESERCH AND DEVELOPMENT ORGANISATION.

NAME OF THE LAB CONTINGENT BILL

Amount of Allotment……………………………………………………...…….. Rs.……………..…………………. Amount expended and for which bills have to be submitted for payment…………….….Rs……… ………… Balance of allotment excluding the amount of this bill………………………………...…Rs……………………. Expenditure on account of ……………………………………incurred by………………………………………… ………………………………during ……………………200 ………………………………………………………..

Serial No.

Date

Details of Items / Expenditure

A/U

Quantity

Rate/A.U Rs. P.

Amount Rs. P.

……………………………………………………………………………… Total

Advance received on…………………(Date)……………………………… ………………………………………………………………………………. * Deduct NET TOTAL

* Reason for deduction

Net amount due (in words) Rupees……………………………………………………………………………..paise……..

Certified that the above charges have been necessarily incurred in the interest of the State. That the rates charged are the lowest obtainable and that I have personally checked the progressive total in the bill with that in the contingent registers and is found to agree. Station……………………….. Countersign. ……………….. . Received payment…………

(page 2 of 2)

FOR USE IN THE DEFENCE ACCOUNTS DEPARTMENT

Last charge D.V.No………………….for………………… Details of next charge………………………..for…………

(When a cheque is to be issued) Passed for (Rs…………………… P…...) Rupees………………………………………………………………………….for Payments as under: - (in words) Voucher No……………………………………………………………………………………………………………..

Date: Auditor.

AG’s Code No. Treasury

Date: Superintendent. Date: AO / A.C.D.A. /

D.C.D.A.

Name of Payee

Amount of cheque

Date of cheque

Initial of Supdt. ‘D’ Sec. Initial of O, I/C ‘D’ Sec

CLASSIFICATION OF RECEIPTS AND CHARGES

Month………….C.D.A……………..Section……………….Class of Voucher……………. Voucher. No…….…

Receipts Charges Classification

Code R (1)

Rs. P.MR (2)

Rs. P.

Classification C (3)

Rs. P.MC (4)

Code Rs. P.

SAO / AO / AAO

INSTRUCTIONS

1. All alteration must be attested, original receipts should be invariably quoted and all prescribed certificates or documents submitted in support of the claim.

2. The number and date of the order authorizing the expenditure should be invariably

quoted and all prescribed certificates or documents submitted in support of the column. Original receipts (translated when necessary) for all the payments should be attached.

3. In contingent bills for the purchase or repair of articles of ordnance supply and for

purchase of petty supplier locally the authority for the local purchase or repair and the station price current of the articles or of the labour and the material or if this be not procurable the certificate on the previous page that the rates charged are the lowest obtainable must be signed or quoted if a standing order. Local purchase bills must also certify that any articles requiring account in equipment ledgers have been brought on charge.

DRDO.SM.33 (page 1of 2)

DEFENCE RESERCH AND DEVELOPMENT ORGANISATION. NAME OF THE LAB

CONTRACTOR’S BILL * Contract Agreement No:………………………...date …………….Delivery date………………………… Name of Contractor with full postal address………………………………………………………………….. …………………………………………………………………………………………………………..….….. Delivery Challan Nos. & Dates:……………………………………………………………………………….. Description of Articles

Supplied or service rendered

A/U

Quantity or No. accepted

Rate (Per) A/U Rs. P.

Total Cost S. No

Rs. P.

Remarks

Rs 1/-Stamp

Sales Tax. Local Registration No:……………………………………………….… Sales Tax. Central Registration No:…………………..…………………………… R.R /LR/AWB /Courier NO:………………………………………………………. Copy of Sales Tax Certificate enclosed.

CERTIFICATE Certified that the information given above is true and based on the actual facts. No bill has been rendered previously in respect of articles/ services now charged for hereon. In case any of the information provided above is false, we agree to abide by for any legal action to be taken by you. Station : Date : Signature of the Contractor.

(With Seal) INSTRUCTIONS: -

1.Each bill must refer to only one order/Contract 2.Bill should be prepared in triplicate

3.Bill should be in typed form or written in blue or black ink. Original copy receipted and stamped where amount exceed Rs.500/- and should be supported with original copy of contract.

(page 2 of 2) (FOR MMG USE ONLY)

1. Head of Account: ……………………………………

2. Inspection Note: ……………………………………. 3. CRV No: ……………………………………………. 4. Enclosures: a) CRV b) I Note c) DC d) Original copy of Contract 5. Deductions: …………………………………………. Certified that the information provided by the contractor above has been checked and found correct. Accepted for Rs. ………….. (………………………………………………………………… Only) In words Date : Signature of Store Officer *Contract includes supply / Service orders.

____________________________________________________________________________________

Seal

FOR USE IN THE DEFENCE ACCOUNTS DEPARTMENT

1. Register of payment to Local purchase contractors etc

………………………………………………… District ……………………………….……. Page No. ..……………………………………………….

2. Bill Register No…………………………………………………………………………………………………. 3. Number of enclosures ………………………………………………………..……………………………… 4. Rate and Distance verified by line……………………………………………………………………………. 5. Retrenchments / out standing / demands……………………………….…………………………………

Passed for (Rs…………………… P…...)

(Rupees…………………………………………………………...for Payments as under. (in words)

Voucher No………………………………………………………………………………………………………….

Treasury I.T. Register Page: -………………. Name of Payee

Amount of cheque Exp. Control Register No… . Page No……..

Date of cheque

Initial of Supdt. ‘D’ Sec.

Initial of O, I/E ‘D’ Sec Remarks

AO. Auditor Superintendent A.C.D.A D.C.D.A

Date: Date: Date: