Classification of stores

Basically stored classified in two major category

• Stock
• Non Stock

1.Stock items – Such Items will be kept in the custody of the Stores Department which are frequently and regularly required & whose unit cost justifies incurring inventory carrying cost (stores code volume -1 para 113).

Forms to be used for drawl of stock items

• S-1830 – Imprest requestion Schedule form for drawl of Imprest items
• S1313- Requisition cum issue Note- drawl of other than imprest items

2. Non-stock – All items other than ‘stock’ items will be called “Non-stock items. (stores code volume -1 para 116).

• Required occasionally
• Not on regular basis
• one time requirement
• These items are purchased as and when required to meet specific demands.
• Form  No – S1302
• S1302 is also 2 types
• S1302 -is used for Indent value Below Rs.10,000/-
• S1302A- is used for indent value above Rs.10,000/-

Stock items are further classified into 6 categories

• Ordinary Stores:  
• Emergency stores:  
• Special stores
• Custody stores
• Imprest stores
• Inactive & Surplus stores

1.1 Ordinary Stores: These are generally such items of stores for which there is regular turn over caused by a constant demand. (stores code volume -1 para 114).

• These are New, Second hand repairable & Serviceable

1.2 Emergency stores:

The stores depots are also required to stock certain items of stores even though they do not have a regular turn over these are emergency stores.

• comprise of items which do not ordinarily wear out or require renewal but which are required to be kept in stock to meet emergency due to breakage or unanticipated deterioration.
• These items are not readily available in the market and as such would require a long time for procurement in case they are not stocked.
• These items marked with E (stores code volume -1 para 115).

1.3 Special Stores: The items of stores arranged and stocked for works and other special purposes other than for operation or ordinary maintenance and repairs are called “Special Stores”.

• These are kept separate from ordinary stores and issued to the work for which they have been arranged. Generally such items are dispatched directly to the users without being stocked in a stores depot. (stores code volume -1 para 117).

1.4 Custody Stores:  These are stores which have been purchased for special works Charged to such works but due to inadequate stocking facilities available with user/indentor have been kept in the custody of stores department instead of the stores lying in the workshops/users until they are required.

• User has to submit S1313 indent after receipt of the material and stores depot charged off the material and issued the user whenever is required.
• These items not to mixed with the ordinary stock items.
• The stores depot should keep them in safe custody, proper numerical records being maintained by it.

1.5 Imprest Stores: These items are required for day-to-day operation of services and maintenance of the activity.

• Imprest stores may be either charged off stores or may be kept in capital account head also.
• The limits up to which the stocks are to be kept are also specified while sanctioning such items and are generally fixed as 2 or 3 months requirement.
• The user has to submit the requirements to stores depot duly obtaining the sanction of SAG officer with Finance concurrence as per SOP Part-C item No.1(b)
• Stores depot feed the requirement in iMMS then only user can place requisition
• Form No.S1830 to be used for drawl of imprest items.
• Main moto of the imprest items is to control the expenditure.

1.6 Inactive stores: Items which have no issues for last 12 months, and stocks exists are called inactive or non-moving items.

Surplus Stores: Stores, which have not been issued to any user for past 24 months or more, are classified as Surplus Stores. These are of two kinds

• i) Moveable surplus – Initially surplus items are classified as Moveable surplus, It means that these items are anticipated to issue in 24 months.
• ii) Dead surplus. If no use is anticipated on any railway in coming 24 months the items are classified as Dead Surplus which are to be disposed off.

In addition to this the items further classified based on importance and nature of the item

1. Safety- Items without which the production/maintenance process would come to a standstill. list of safety items published by the Railway Board.  Ex: CBC items, Brake blocks, fire extinguishers etc.,
2. Vital- Essential items whose stock-out might cause temporary losses in production. Ex: RC Fan, sealed window glasses, oils etc.,
3. Passenger Necessity-Essential provisions provided by the railway administration to ensure passengers’ basic needs are met during travel and at stations. Ex: Bottle holder, hammer box, taps, RC Fans etc.,
4. Must change-Materials that are required to be replaced compulsorily after a specified period, usage limit or safety condition to ensure safe and reliable railway operations. Ex: Side frame key, brake blocks etc.,
5. Shelf life items:Items are time-bound materials that must be used within their prescribed storage period to ensure safety and performance., ex:- Paints, washers, Rubber items etc.,

3. PL Structure and Finding of check Digit

Each and every stock item have a codification and allotted semi significant 8 Digit Number  known as  PL No. i.e, Price List No., the eight digit No. consist of four parts

PL Number:         90 35 058   3

(SEMI-Significant) ** ** ***   *

(Unified/Non-unified)        A   B   C   D

A-Main Group: Part `A’ consists of two digits representing the main group of stores to which the item belongs.

• Based on Maing group, easily find out the type of equipment
• In the present example main group is `90′ which is for steel items
• 00-09 Steam Locos, 10-19 Diesel Locos, 20-29 Electric Locos, 30-39 C&W items, 40-49 Electrical, TRD, 50-59- S&T items. (Total 75 Groups)

B-Sub Group: Part `B’ consists of two digits representing sub-group.

• Each group has been further divided into sub-groups.
• Here `35′ is the sub-group which is for various sizes of Mild Steel Flats.
• Basically major assemblies, form sub groups. Brake fittings, Power Pack, Bogie items etc. (99 Sub groups are available)
• The sub-grouping for the most of rolling stock groups is on the basis of major assemblies of which the item is a part

C-Serial number: Part `C’ consists of 3 digits and is the serial number of the item within the sub group.

• No significance is attached to this number.
• In the above example serial number is 058.Serial of item in the assembly.
• This number by itself does not give clear idea of the item.

D-Check Digit: Part `D’ consists of one digit which has a special significance with reference to computerization. This is the check digit.

• This digit is unique to a given number and is intended to check the integrity of the code number.
• Important to check the correctness of the PL No./ Modulus 11,

 Ex: 38145900,  30316121

Method of verifying the PL Check Digit.

• Wherever the computer encounters a code No. during processing, it calculates the check digit on the basis of modulas 11 and checks if the calculated digit tallies with the check digit shown on the document and punched. If the two do not tally, the voucher is rejected. 
• CHECK DIGIT : DATA VALIDATION WHILE PROCESSING; ( BASED ON MODULAS 11)
• WRITE 2 TO 8 BELOW EACH DIGIT OF CODE FROM RIGHT TO LEFT EXCEPT  CHECK DIGIT,
• MULTIPLY THE DIGITS VERTICALLY &
• ADD PRODUCTS OF MULTIPLICATION HORIZONTALLY,
• DIVIDE THE SUM OF PRODUCTS BY 11,
• THE REMAINDER OF DIVISION IS CHECK DIGIT
• (RIGHT MOST DIGIT IF YOU GET 2-Digit REMAINDER)

MODULAS 11 – To find the Check Digit of PL Number 25161040

Sample Check digit calculation:

2 5 1 6 1 0 4 ?

        X X X X X X X

         8 7 6 5 4 3 2

– 16 + 35 + 6 + 30 + 4 + 0 + 8 = 99

99/11 = 11*9 + 0 , i.e. Remainder = 0 ,Therefore, Check digit = 0

PL Groups

In Indian Railway  09 major headings are available but these are not giving clear information hence further classified to 27 Major headings and these classification also not giving clear information.

Further Major Groups divided into 75 major headings.

4. SPN Number for Non-stock items

• At present  Non-stock items are also required 12 Digit number  is known as SPN No. (Serial Part Number) – (as per UDM)
• SPN also consist of 3 parts, first 2 digits Sl.No.1&2

SPN Number:         57 19 35583002

** ** ********

Non-unified  A   B       C

A-Main Group: Part `A’ consists of two digits representing the main group of stores to which the item belongs.

• Based on Maing group, easily find out the type of equipment
• In the present example main group is `57′ which is for IT related items

B-Sub Group: Part `B’ consists of two digits representing sub-group.

• Each group has been further divided into sub-groups.
• Here `19′ is the sub-group which is for toners and cartridges etc.,.

C-Serial number: Part `C’ consists of 8 digits and is the serial number of the item within the sub group. System generated No. – There is no concept of check digit.