Issue of Invoice Number in Goods Traffic

Issue of Invoice Number in Goods Traffic:-

The serial number given to consignments booked between two stations is known as Invoice number. At a particulars forwarding station separate invoice numbers are given for separate destinations. While booking Railway material consignments, separate invoice numbers are given prefixed with ‘R’. Separate invoice numbers will be given for traffic booked to same destination via different routes. Period of invoicing is 6 months which are as under:

i. From 01st April to 30th September.

ii. From 01st October to 31st March.

At every Goods Shed following Invoice Index Registers are maintained: -

i. Outward Invoice Index Register - Local

ii. Outward Invoice Index Register - Foreign

iii. Inward Invoice Index Register - Local

iv. Inward Invoice Index Register - Foreign

Following details are maintained in an Invoice Index Register-

i. Name of Station

ii. Distance

iii. Route

iv. Invoice number

v. Railway Receipt

vi. Date

vii. Signature of employee

At the time of invoicing if any number is left or given double by mistake, information should be given to destination station.

Objective for giving Invoice number:

1. To keep record of the number of consignments booked to a particular destination station within a specific period.

2. To keep record of the number of consignments received from a particular forwarding station within a specific period.

Invoice Book / Railway Receipt Book:-

This is an important money value book and should be kept in safe custody. Separate books are kept for General Goods, Railway Material, and Coal. Similarly Railway separate books are maintained for local and foreign traffic. These books are as under:-

i. Invoice book for Local Traffic - Paid

ii. Invoice book for Local Traffic - To pay

iii. Invoice book for Foreign Traffic- Paid

iv. Invoice book for Foreign Traffic- To pay

For local traffic Railway receipt is prepared in four foils and for foreign traffic in five foils:-

1. Record.

2. Railway Receipt.

3. Accounts.

4. Invoice.

5. Transit invoice only in foreign traffic.

Serial numbers are printed on this book and is prepared with the help of double sided carbon. Disposal of foils is as under:-

1. Record: - This foil is kept as record along with forwarding note at forwarding station.

2. Railway Receipt: - This foil is meant for party and on the basis of this foil delivery is granted at destination station. At the time of giving receipt to party, Railway receipt number will be entered in a specific register and party’s signature will be taken.

3. Account: -Accounts foils shall be sent to Accounts office on nominated days through Commercial courier.

4. Invoice: - This foil is meant for destination station. It is sent to destination station by first available train in case of Local traffic and by post in case of Foreign Traffic.

5. Transit Invoice: - This foil is prepared only in case of foreign traffic and is kept in the wagon along with goods.

Abstract Invoice: - This is a printed form prepared for local traffic. Details of wagon and booking particulars are written on it and kept in the wagon along with goods.

Preparation of Railway Receipt –

Section 65 of Railway Act - Railway Administration issues Railway receipt under this section. It is treated as a prima facie legal document.

Railway Receipt is not issued in duplicate and not in favour of more than one consignee. Railway Receipt is prepared on the basis of information filled in by the railway employee on the back portion of Forwarding Note. Maximum 12 Railway receipts can be issued for a wagon. For this ₹.300/- will be collected per additional Railway receipt.

Railway Receipt is having various columns like –

1. Wagon Number

2. Forwarding Note Number

3. Invoice Number

4. Name of Forwarding & Destination station

5. Distance, Rate, Class

6. Total freight

7. Date of booking

8. Name & Address of Consignor & Consignee

9. Number of packages

10. Description of goods

11. Railway marking

12. Actual and chargeable weight

13. Undercharges.

14. Overcharges etc.

Remarks given on Forwarding Note should also be written on Railway

Receipt like -

i. Any damage or deficiency in packing condition

ii. If packages are in broken or damaged condition

iii. Regarding permit or license

iv. Remarks regarding weighment of goods enroute on weigh bridge.

Questions:

Answer in brief -

1 Forwarding in brief

2 Importance of forwarding Note

3 Types of forwarding Note

4 Wagon registration fee

5 Preferential Traffic order (PTO)

6 Misdeclaration of goods

7 Packing, labeling, marking (PLM)

8 Importance of PLM

9 Routing of goods traffic

10 General classification of goods

Answer in detail:-

1. What do you mean by forwarding Note? Describe types & its importance.

2. What is wagon registration fee? State the conditions of Refund & forfeiture of WRF.

3. What is PLM? State its importance?

4. Describe rules for Train Load Consignment?