Station outstanding & Its clearances

Station outstanding & its clearances:-

Difference between debit & credit side of the balance sheet prior to balancing the same is termed as Station outstanding. In other wards the un-discharged or unclear liabilities at the end of month appearing on the credit side of the balance sheet, under the head of closing balance are termed as station outstanding.

Following items are known as station outstanding and are cleared in the following month as follows –

1. Imprest / Floting Cash - Imprest cash is provided at station so as to fulfil the requirement of change / coins during booking. Since the requirement will always exist this items cannot be cleared and will continue to remain outstanding at the end of the month.

2. Cashiers Debit – Cash collected at station is remitted to Chief cashier every day through Cash Remittance note. Credit is taken in balance sheet on the basis of acknowledgement copy of Cash remittance Note. Difference between the station copy and acknowledgement copy is taken as cashier’s debit in the next month when acknowledgement is received late and credit in balance sheet is taken on the basis of station copy of CR Note. It is mandatory to clear this debit within 3 days. This can be cleared only by remittance of amount in cash. Credit will be taken in part –I on credit side.

3. Account Office Debit / Error sheet – On scrutiny of initial vouchers/ documents and returns in accounts office, debit are raised against station for financial loss sustained by the railway administration through error sheet. If debits are acceptable to station, same are known as Admitted Debits and can be cleared by recovery in lump sum from the responsible employee and credit is taken in Part – I i.e. cash. If the employee chooses to recover the amount through his pay sheet, credit is taken in part-II of the balance sheet under special credit i.e. deduction list. In the case of transfer of the responsible employee, the outstanding can be cleared for the original station by way of transfer debit to other station under Part–II.

In case the debit is disputed by the station and is under correspondence with accounts office the same is known as NOT ADMITTED DEBIT. These can be cleared on issue of credit advice note by accounts office on acceptance of clarification/ justification given by station in support of amount collected by the station. This items can also be cleared technically on transfer of the item to ‘’admitted debit’’ on acceptance of the objection raised by accounts office.

3. Account Office Debit / Error Sheet - On scrutiny of initial vouchers/ documents and returns in accounts office, Debits are raised against stations for financial loss sustained by the railway administration through Error Sheet. If debits are acceptable to station, same are known as Admitted Debits and can be cleared by recovery in lump sum from the responsible employee and credit is taken in Part–I i.e. cash. If the employee chooses to recover the amount through his pay sheet, credit is taken in Part – II of the balance Sheet under special credit i.e. deduction list. In the case of transfer of the responsible employee, the outstanding can be cleared for the original station by way of transfer to other station under Part–II.

In case the debit is disputed by the station and is under correspondence with accounts office the same is known as NOT ADMITTED DEBIT. These can be cleared on issue of credit advice note by accounts office on acceptance of clarification / justification given by station in support of amount collected by the station. This item can also be cleared technically on transfer of the item to “admitted debit” on acceptance of the objection raised by accounts office.

4. Inward To-Pay Freight - The consignments undelivered at the end of the month are delivered in the next month and clearance is achieved by remittance of cash collected at the time of delivery.

If the consignee does not come forward for taking delivery even after he is served a notice, and delivery is not taken within the stipulated period the consignment is handed over to lost property office with competent authority’s sanction, credit is taken in balance sheet under this head.

If application is given by the consignee for rebooking of the consignment to new destination station, outstanding against the station is included in the amount to be recovered at new destination station and credit is taken in balance sheet under the head “paid-on-to-pay”.

If overcharge is noticed during the check of invoice, correct freight will be recovered and over charge will be treated as refunded. Credit for the amount will be taken in balance sheet under the head “refund list”.

In case the consignment is delivered at any other station other than destination or if the consignment is lost or entirely damaged or taken back at forwarding station itself, the amount outstanding against the consignment will be cleared and special credit will be taken under the head certified over charge sheet. This sheet will be issued by the station affecting delivery in 1st case, by CCO in 2nd and 3rd case and by forwarding station in 4th case.

In case of double accountal of invoice, credit will be taken on the basis of double accountal statement prepared by the station.

5. Wharfage / Demurrage - On production of RR at station by the consignee, the consignment is delivered after recovering wharfage / demurrage if due. The amount so recovered is entered in relevant column of delivery book. At the end of the month wharfage / demurrage due on undelivered consignments is also entered in delivery book, the same is totaled up and debit is taken in balance sheet.

The outstanding is cleared in the next month by recovering the same at the time of delivery. Credit is taken in balance sheet under the head cash.

In case application is made by the consignee for re- booking of the consignment, the amount due will be included in the new invoice i.e. to be recovered by new destination station and credit will be taken in balance sheet under the head ‘Paid-On-To-Pay charges’.

In case consignee has applied for waival of wharfage / demurrage and if accepted, remission order will be issued by the competent commercial authority on the basis of which credit will be taken in balance sheet under the head ‘Remission Order’.

If the consignee does not turn up for taking delivery after specified time and intimation, the consignment will be transferred to lost property office after obtaining competent authority’s sanction. Credit will be taken in balance sheet under the head ‘Transfer to lost property office’.

6. Cost of Government Publication - On demand the government publications such as time tables, indemnity bonds are supplied to station by supply officer. Debit towards the cost of the same is taken in Balance Sheet. On sale of the same credit will be taken in balance sheet under head ‘Cash’. Cost of unsold publications will appear as outstanding. This can be cleared on actual sale. Out-dated publications will be returned to Supply Officer and credit will be taken in Part – II of Balance Sheet under the head ‘Return to Supply Officer’.