CSD AFD Online Registration Process 2024CANTEEN STORES DEPARTMENT MANUAL
FOR
UNIT RUN CANTEEN
✓PROVISIONING AND INDENTING BY URCS
Indents by URCs
4.1 URCs will place the monthly indents to Area Depots based on their average feeding/ration strength along with their ESM dependency(applicable only in case the dependency has been assigned by the Station/ Sub-Area HQ and cross checked with the number of primary cards personalized by the URC). Demand will not be based on authorized strength of units. URCs run by formation HQ will not include strength of Units under their command to inflate dependency, where these units have their own URCs. Indents will be signed by COs/OCs only. (Authority: DDGCS letter No.96001/Q/DDGCS dated 30.06.2017 placed as Appendix 3.
The procedure to be followed is detailed below.
(a) Computerised Indents are to be submitted to CSD depots in duplicate in hard copy as well as soft copy in the form of CD /Email duly signed by indent signing and counters signing authority.
(b) All URCs to submit indents latest by 10th of month and collect stores by 20th of the month.
(c) One main demand and maximum one supplementary demand will be accepted for large URCs. URC‟s can collect stores from CSD Depot on 03 working days per month as under:-
(i) Twice for grocery
(ii) Once for Liquor
(d) The indent should clearly indicate the probable date of collection, or collection date as fixed by depots.
(e) Demand for items of different groups as listed in the CSD pictorial Price-List (Group I to VII) should be on separate indents. Even if just one item from a group is demanded, it should be written on a separate page.
(f) Separate indent should be prepared and submitted for the following items, as these items do not qualify for calculation of Quantitative Discount:
(i) Edible oils.
(ii) Tea / Coffee
(iii) Wrist-Watches.
(iv) AFD items.
(v) Hospital Comforts and Officers‟ Rations.
(vi) Chocolates
(vii) Bicycles
(g) Full particulars of an item demanded viz. Index No along with Suffix, Case Pack, Qty and Description of goods should be mentioned.
(h) Clear indication of quantities should be given in specified accounting units e.g. cases, dozens, Nos, as the case may be.
(i) Specimen signature of indent signing authority should be submitted at Depot and updated regularly.
(j) Indents will be signed by the officer empowered to raise the Indent duly affixing his signatures & seal showing his name and rank of the officer and unit seal.
(k) Demands with overwriting/ cutting / corrected with whitener will not be entertained.
(l) Cancellation of indent once submitted to depots will not be entertained.
(m) The indents for Food & other items which have limited shelf-life should be correctly worked out so that no excess stock is available.
Monthly Correctness Report
4.2 All URCs/ Units/Establishments will forward a monthly correctness certificate signed by the Commanding Officer to the next Higher Formation (one up) i.e Unit to Brigade/ Sub Area, Sub Area to Area& upwards. Format of the certificate is as per the appendix B of Appendix 3.These will be scrutinized at Command level. OL Branch of HQ Commands will forward a consolidated certificate to CS Directorate / QMG Branch, once a quarter. (Authority: DDGCS letter No.96001/Q/DDGCS dated 30.06.2017 placed as Appendix 3)
Audit of URCs
4.3 Para 2 of AO of 2003 caters for quarterly audit of URCs. In addition, it is mandatory for QD and CTS accounts to be audited annually by a certified Chartered Accountant (CA). All URCs will undergo an annual audit by BOO, which should be completed by 31 Dec every year. These Audit Reports will be reflected in the Annul Administrative Inspection Report of the unit. Compiled feedback and aberrations in the audit report will be forwarded to the next higher HQ and further to CS Directorate by HQs Command on completion of audit of all
URCs by 30th Jan every year. URCs which have not undergone the audit during the year will not be permitted to draw stores from CSD Depot.
Only in exceptional circumstances like op commitments, formation commanders may exempt the audit of an URC for a specific period. A certificate from the higher formation HQ will be furnished in such cases. (Authority: DDGCS letter No.96001/Q/DDGCS dated 30th June 2017 placed as Appendix 3).
4.4 Verification of dependency and indent signing and counter signing authority are appended below (DDGCS letter No. 96001/Q/DDGCS/ dated 01 Sept 2017 refer appendix 4A) :-
(a) Verification of dependency: A software patch has been developed to ascertain the monthly dependency of the URCs (Separately for Grocery & Liquor). URC will update their Server to enable the same, through SCPL. URCs wef 01 Oct 17, will attach this „Dependency Certificate‟ alongwith their indents. No indents will be accepted by the depots without the Dependency Certificate .
(b) Indent signing authority:– All URC indents will be signed by Commanding Officer.
(c) Indent Countersigning authority:-
(i) Army URCs: Indents will be countersigned by an officer holding the appointment of Brigade Commander / Deputy GOC / Brig(Adm) / Brig (Q) .
(ii) IN, IAF & Coast GD URCs. – Respective Station Commander / Air Officer Commanding of Air Force Stations or Independent Station Commanders of Air Force Station of the Rank of Group Captain.
(iii)DRDO, DGQA, DGBR, OFB & CDA URCs. – Respective Heads of Department.
(iv) NCC & MES URCs. – Deputy GOC of Sub Area.
In case the permanent incumbent is not present, it may be signed by the officiating incumbent.
(d) Liquor/Wines.
(i) Every liquor indent should bear a certificate that the quantities indented are as per prescribed scales vis-a-vis strength of the unit.
(ii) Each liquor indent should indicate the Unit Excise Licence number. Please note that the State Governments have varying liquor policies and units moving from one State to another are required to obtain a new licence on their first entry to that State to become eligible for supply of liquor from the feeding Depots. The rules and procedures also differ from State to State which should be found out, understood and adhered to.
(iii) The liquor indents will also be signed and countersigned by the authorities as stated at para 4.2 b and 4.2 c.
Provisioning
4.5 During scarcity of some items, it is a common tendency among URCs to demand inflated quantities in anticipation that CSD Depots will make supplies in relation to the quantities indented. This leads to a serious situation of excessive procurement. Once the supply position becomes normal, CSD Depots make supplies in exact quantities demanded which results in increased inventory at the unit canteens, thereby unnecessarily blocking their capital.
4.6 At times, inflated demands are noticed in respect of items which are considerably cheaper in the CSD than in the market. It is obvious that there will be a great demand for such items and there is also a possibility of leakage of such stores to unauthorised persons. Thus, over-indenting is to be avoided on both these counts.
4.7 There are a few items listed as AFD (Against-firm-Demand) Category II in the CSD Pictorial Price-List which are not stocked by CSD Depots but are procured and supplied against firm demand. Units which place demand for such items should immediately lift the stock on receipt of advice from the CSD Depot after making payment. No cancellation of demand of AFD category-II items will be entertained.
4.8 A unit with limited funds at its disposal can render better service to its clientele, if there is a proper turnover of stores which can be achieved by methodical indenting of such of the items as are needed by them. The available funds should always be utilised with prudence and foresight. The basic principles of planned investment and rotation of funds cannot be ignored because a unit may not be well-versed in matters of finance. The money available needs to be invested in stores every month and replenishments obtained according to correctly assessed past off-takes, as also the anticipated sales. Any haphazard indenting will result in overstocking which will unnecessarily lead to blockage of funds and may ultimately result in writing-off of surplus stores unfit for sale due to their deterioration in storage.
4.9 Each URC must maintain Stock Ledgers so that both the stock and monthly sales figures are readily available. The normal indenting of a unit should be on the basis of its off-takes of the past three to four months. Since it is difficult for a Unit Commander/Canteen Officer to verify the statistics from the Stock Ledger, it is desirable that the monthly sales are readily available in a separate register as calculated by the canteen staff every month. If there is abnormal variation in sales in the preceding months a proper analysis should be carried out before indenting the quantities.
4.10 It should be ensured by URC‟s that maximum functional equivalents are always to be maintained in the inventory so as to provide wider choice to customers. This will enable consumers to exercise their preference. Limiting the choice of items only to the preference of URC management leads to deletion of desirable items from the inventory, customer dissatisfaction and monopolist tendencies.
4.11 To enable the Depots to verify the authenticity of the indenting authority, unit commanders are required to send the specimen signatures of the indent signing authority to the Depot so that the authority letter for collection of stores when issued by the indent signing authority can be verified from the specimen signatures held by the Depots.
Short-Shelf-life Items
4.12 Stocks should be properly rotated on „First-In First-Out‟ (FIFO) basis to avoid obsolescence, wastage and surpluses. It is a very important aspect of stocking which requires constant review in respect of food items. Normally food items have shelf-life of about 6 to 12 months. In case of Baby Food, the expiry date is embossed on the tins/bottle labels. Units must check manufacturing and expiry date, wherever applicable, at the time of collection of stores. The units in their own interest can keep a record of such items immediately on receipt and arrange sale at their end so that shortshelf-life items are liquidated well before their expiry.
Newly-Introduced items
4.13 Information about newly-introduced items is communicated to units through the medium of Monthly Bulletins and Bi-Monthly Bulletins issued by respective CSD depots and also can be seen in CSD website. URC may submit their demands separately or with their regular demands depending upon their requirement and status of URC. Existing system of issuing new items on credit basis by depots has been discontinued w.e.f 01/01/2018 except liquor which is also with the consent of URC in small quantity. Policy circular 7/2017 of CSD, HO promulgated vide circular no 2/MS13160/3553 dated 18/12/2017 is placed as Appendix 4B
Errors in invoice
4.14 Any errors in invoice should be immediately notified to concern CSD Depot for issuance of Debit/Credit notes.
Consumer Promotion Schemes
4.15 Due to changing marketing strategies, many of the companies are offering Consumer Promotion Schemes in civil Trade. CSD ensures that consumer schemes floated by the firms in civil are also extended to CSD customers. Generally, following types of Schemes are offered.
– Discounts like Rs.5/- off etc.
– Gift offers like toys, Books, Glass etc.
– Buy-one-get-one free offer.
– Scratch Cards/Gift Coupons.
– Additional quantity offer like 20% more.
– Coupon Redemption offer.
If the offer is for a particular period, the offer will be available during that period. If the offer is on a stipulated quantity then the offer is extended till quantity lasts on first-come-first-served basis.
When gift offers are extended there is likelihood of change of case pack. URC representatives should ensure that offer packs are so collected from depot are issued to customers.