Procedure of Drawl of Stores

Indenting and Drawl of Stores

• The ‘Drawl of Stores’ refers to the official procedure by which authorised indentors (user departments) requisition and obtain materials from Railway Stores Depots for maintenance, operation, repair and construction activities.
• The procedure is governed primarily by the Indian Railway Code for the Stores Department, Volume II, Chapter XIII (Issue of Stores) and related circulars. 
• There are approximately 1.28 lakh stock items stocked across 215 Stores Depots across Indian Railways.
• The efficient drawl mechanism ensures that the right material is issued to the right user in the right quantity at the right time, with proper financial and accountability controls.

Indenting and Drawl of Stores

All the consignee have to submit their requirements (AAC) to Stores Dept one year advance since the procurement takes place based on the availability of sources. Further Railways using specific nature of items, mfg will take 3-6 months some items more than 6 months also.

Placement of requisition: All issues from a Stores depot are made on written requisitions on the prescribed form by the indenter. These should be signed by a gazetted officer except imprest schedules. There are following types of forms in use:-  

• (1) Recoupment schedule for imprest stores (Form No. S -1830)  
• (2) Combined requisition and issue note (Form No. S-1313)  
• (3) Separate requisition form (Form No. S – 1302) – Non Stock Indent
• All the indents are to place through online i.,e UDM/ IMMS

Indenting and Drawl of Stores

Before preparing a requisition, the indentor must complete the following:

• Consult the Nomenclature List to check whether the item is a Stock or Non-Stock item.
• Note the correct PL Number, description, specification, drawing reference, and unit of measurement from the Nomenclature List.
• Identify the correct Stores Depot Code (nominated depot for the consignee).
• Determine the correct Head of Account Allocation for debiting the cost.
• Confirm the Consignee Code for the indenting unit.
• Assess the requirement quantity – avoid over-indenting or under-indenting.
• Ensure that the competent authority has approved the requirement if above normal delegation.
• For Non-Stock items above Rs. 2.5 lakh for ordinary items & above 10 for safety/PA items, obtain Finance Department vetting before placing indent

Indenting and Drawl of Stores- imprest

S1830- Imprest issue Note. This indent is applicable for imprest items.

• This indents are placed on General stores Depots/ Divisional Stores Depots.
• Consignee have to  submit their requirements in the form of PU27 with sanction of SAG officer with finance concurrence as per SOP Part-C item No.1(b).
• After receipt of PU27 from user, Stores Depot will feed the imprest requirements in iMMS against the consignee code,  then only  user can place the demands,  here the user may draw the items every 2-3 months requirement.
• Against imprest demand multiple items we can place in one indent. Senior supervisor /supervisor can authorise the indents, officer approval is not required.
• On issue, the cost is charged directly to the final revenue head of account.

Indenting and Drawl of Stores– S1313

S1313- Requestion cum issue Note- this indent known as special indent, generally workshop attached Depots and other than imprest holders will submit this indents and draw the material. Officer authentication is required for this indent. This Demand consist only one item.

Before issuing material against a requisition, the Depot checks the following (as per Stores Code and Q.251): 

• PL Number, description, unit, and quantity are correctly stated in the requisition form.
• The Head of Account and Depot Code are properly indicated.
• The consignee code is correctly mentioned.
• The indentor is authorised to draw the particular item.
• The quantity requisitioned is within reasonable limits / approved requirements.

Non stock items

• Non-stock– All items other than ‘stock’ items will be called “Non-stock items. (stores code volume -1 para 116).
• Required occasionally and not on regular basis, one time requirement, these items are purchased as and when required to meet specific demands.
• Indent No S1302

Procedure for Non-stock indent

• Basis- Estimate for works, Repair & Maintanance
• One indent for one item
• Detailed Description, Drawing and spec. If not there sample to be provided.
• Where available indicate PL Group & No. Now it is mandatory to provide SPN Number, it’s a 12 Digit No. first 2 Digits Main group and 3^rdand 4^th digits are sub group and remining part is Sl.No.
• Head of Allocation to be clear & Funds availability
• Last purchase particulars, No history for NS items
• Rate assessment and Indicate likely suppliers
• Preferable delivery period to be indicated.
• Detailed justification to be mentioned
• SOP details & Essential certificate to be provided, below 10 Lakhs – JAG officer above 10 Lakhs –SAG officer.
• Finance concurrence is required. Indent value above 2.5 lakhs to be vetted by finance for ordinary items, 10 lakhs above for safety/PA items

Signing of the NS indent 

NS Indent must be countersigned by the officer of the user department as per delegated powers. Present delegations

Accountal of Stores

• At present all the stores transactions are performing by the stores Department in IMMS (Integrated materials management system)
• The user has to indenting & accounting  in User Depot Module .
• The user has to maintain/open the ledgers for each and every item, otherwise accountal transactions are not effected

Stock items accountal

After collection of stock items from stores depot, the user has to account the material with in 7 days as per RB guidelines, failing which next indent will not generate after 7 days.

Non-stock items accountal 

User has to generate DRR, acceptance and CRC/CRN in UDM