CSD AFD Online Registration Process 2025CANTEEN STORES DEPARTMENT MANUAL
FOR
UNIT RUN CANTEEN
✓COLLECTION OF STORES
Actions to be Taken Before Reaching the Area Depot
7.1 The unit representative should carry the following documents while coming for collection of stores:-
Authentication with regard to transfer of amount through NEFT/RTGS in favour of “Canteen Stores Department Public Fund Account (Main)” towards the value of the stores as intimated by the concerned CSD Area Depot.
The unit representative should invariably carry a proper authority letter issued by the Commanding Officer/Canteen Officer of the unit with his signature duly attested. The unit seal as well as the name and rank of the officer signing the authority letter with his appointment should be affixed on the authority letter. Wherever a permanent authority letter has been issued in favour of a particular person for a particular period, a copy of the same should be carried by the representative for ready reference of the Depot.
Though the unit representative‟s signatures are attested on the authority letter, it is necessary for him to carry his personal identity card for establishing the identity.
In the case of liquor bill of supply, necessary excise permit with enough validity period should be produced.
The unit representative should also bring the unit forwarding letter reference and date of despatch of demand in case the same has been sent by post or email refer letter NO 2/MS/Monitoring of URC/2462 dated 29/09/2017 attached as Appendix 7.
Actions to be Taken on Reaching the Area Depot
7.2 On reaching the Depot, the unit representative should ensure the following:-
Check from the Accounts Section whether all bill of supply submitted/forwarded by his unit are priced and posted in the accounts ledger and are ready for collection.
In case the unit representative brings alongwith bill of supply for hydrogenated oil, tea, and liquor etc, he should obtain initials of Area/Additional/Assistant Manager of Area Depot and approach Invoice Section for obtaining a Control Number of bill of supply. These bill of supply are priced by Invoice Section and passed on to the Accounts Section for necessary entry and action.
He should obtain proper Official Receipt duly signed by the Area/Additional/Assistant Manager of the Depot for the remittance made by the URC.
He should also ensure collection of invoice copies, debit/credit notes and release order. A release order is issued on the basis of the authority letter submitted by the unit representative.
The unit representative should properly assess the exact number of trucks required for transporting the consignment and arrange for transport accordingly. Improper assessment may lead to part collection only.
Once the transport is arranged, the unit representative should approach the storekeepers of all those groups from where the stores are to be collected for delivery.
Unit representative should ensure that all the items charged for in the invoice are collected in full and nothing is left out.
At times, due to posting error, a particular item though extended in the invoice, may not be available in the warehouse, resulting in non-issue of the item. In such an eventuality, the unit representative should invariably obtain endorsement on the invoice not only from the concerned storekeeper with his signature, but also from the CSD Area Depot Manager with his signature and stamp confirming the non-issue. The issue register, gate pass register, release order etc, should also be amended accordingly. This is absolutely essential for obtaining Credit Note at a later date.
The unit representative should carefully go through the indent and bill of supply vis-a-vis stores physically issued, so as not only to verify that the stores are issued strictly as per the quantities mentioned in the bill of supply, but also to ensure that consumer promotion offers are collected by him. The unit rep is required to acknowledge receipt of such consumer promotion/gift items, if and as applicable, in respect of the items contained in the indent and bill of supply against his signatures and full name, on the Depot copy of the indent and bill of supply in token of having received the same for issuance to ultimate consumers.
The unit representatives are required to furnish a certificate confirming that no item has been issued to any of the staff members inside the Depot premises.
After completion of loading of stores, the unit representative should obtain necessary endorsements and signatures of the storekeepers concerned on the reverse of the release order and approach the person dealing with preparation of gate pass. The person issuing the gate pass will record relevant particulars in his register as also on the gate pass. He will then obtain the signatures of Area/Assistant Manager and return the gate pass to the unit representative. This gate pass will have to be surrendered to the security incharge/watchman on duty while moving the trucks out of the depot premises. The security staff are authorised to check the trucks in case of any doubt/complaint.
Collection of stores at the Depot involves interaction with various sections in the office as well as warehouses. A single unit representative may not be able to handle all the operations. It is advisable that a team of at least two to three persons are deputed for collection of stores.
The unit representative should make it a point to always visit the Receipt & Dispatch Section of the Depot to collect Price-Revision circulars, Price-Lists, Monthly Bulletins and any other publications that are issued from time to time containing valuable information regarding prices, new arrivals and deletion etc to URC.
In case of any difficulty at any stage in the collection of stores the unit representative should approach the Assistant Manager or Area Manager to get the problem resolved.