Checklist For Bill Processing

Souht Zone - RMC Division
Checklist for Bill Processing
Sand
Documents to be attached
Description
Invoice
1 It should be in original & to be approved by Plant Incharge

2 Rates per Unit should be confirmed from PO.
3 Qty to be confirmed from GRNs in system
Purchase Order
1 Wether PO issued as per Delegation Manual
Challan Issued by the

Party
1 Equivalent Royalty Slips in comparison with the Qty. Recd. to be attached with challans.
a
b
c
2
3
List of GRN from the

system
Remarks of Checking at Plant / City
Remarks of Checking at Plant
Signature of Person at Plant / City
Signature of Person at Zone
if the answer to the above is No. than

No. of the Royalty shortage
Qty pertaining to Royalty Shortage
Amount held as deposit on a/c of Shortage of Royalty.
Challans should be in original duly ackknowledged by Stores
Qty to be checked with GRN & diff if any should be due to
Moisture / Bulkage deduction and Quality rejection.
1 Details such as Qty. & Challan No. should be matched with the details mentioned in Invoice
& same has to be approved by Stores Incharge & Plant Incharge
Weigh Bridge Slip
1 Ensure that the Net Weight mentioned in Weigh Bridge Slip should
be less or equal to the Qty. mentioned in Challan / GRN/ Invoice
Releasing of Deposit held 1 Statement showing Qty Recd. during the month, Royalty Applicable, Royalty Submitted Earlier,
on a/c of Royalty
Royalty submitted later on.

2 Royalty submitted later on should be pertaining to the period for which was material was purchased.
Note : Mention NA , in case of not applicable

Avoid Simply ticking & X

Metal
Description
Invoice

Purchase Order
Challan Issued by the

Party
1 Equivalent Royalty Slips in comparison with the Qty. Recd. to be attached with challans.
a
b
c
2
3
List of GRN from the
system
if the answer to the above is No. than

No. of the Royalty shortage
Qty pertaining to Royalty Shortage
Amount held as deposit on a/c of Shortage of Royalty.
Challans should be in original duly ackknowledged by Stores
Qty to be checked with GRN & diff if any should be due to Quality rejection
1 Details such as Qty. & Challan No. should be matched with the details mentioned in Invoice
Weigh Bridge Slip
Releasing of Deposit held 1 Statement showing Qty Recd. during the month, Royalty Applicable, Royalty Submitted Earlier,
on a/c of Royalty
Royalty submitted later on.
Royalty submitted later on should be pertaining to the period for which was material was purchased.
2

Admixture
Description
Invoice

Purchase Order
Challan Issued by the Party 1 Challans should be in original duly acknowleded by Stores .
2 Qty to be checked with GRN & diff if any should be due to Quality rejection
List of GRN from the system 1 Details such as Qty. & Challan No. should be matched with the details mentioned in Invoice
Weigh Bridge Slip


Fly Ash
Description
Invoice

Purchase Order
Challan Issued by the Party 1 Challans should be in original duly acknowledged by Stores
Weigh Bridge Slip


Cement
Description
Invoice

Purchase Order
Weigh Bridge Slip


Water
Description
Invoice

Purchase Order
Weigh Bridge Slip


Diesel
Description
Invoice

Purchase Order
Weigh Bridge Slip


Stores & Spares

Description
Invoice

Purchase Order
Challan Issued by the Party 1

Challans should be in original duly acknowledged by Stores .
2 Qty to be checked with GRN & diff if any should be adjusted while proceessing the bills
List of GRN from the system 1
Details such as Qty. & Challan No. should be matched with the details mentioned in Invoice
Advance Requisition
1 Advance Payment to be released on the basis of clauses mentioned in the authority Guidelines
2 Purchase Order to be approved by City Head - Operation, Plant Incharge & Stores Incharge
3 If Possible Proforma Invoice can also be made available.


Transit Mixture
Description
Invoice
1
2
3
4
5
6
7
Advance Requisition
1 Advance Payment to be released on the basis of details approved by Plant Incharge / As per Guidelines .
2 It should be as per the terms mentioned in LOI
It should be in original & to be approved by Plant Incharge.

Rates should be confirmed from LOI
working Hrs. & Kms. Run - As per Log Book
Deductions if any pertaining to Breakdown or other charges
Payment to be made after adjusting the advances released against the same.
Payment for Grounded / Parked TM's should be as per the terms mentioned in LOI.
TDS to be deducted under 194C for TM.


Pump
Description
Invoice
1
2
3
4
5
6
7
Advance Requisition
1 Advance Payment to be released on the basis of details approved by Plant Incharge

2 It should be as per the terms mentioned in LOI
It should be in original & to be approved by Plant Incharge & City Head - Pumps.
Payment to be made after adjusting the advances released against the same.
Payment for Grounded / Parked Pumps should be as per the terms mentioned in LOI.
TDS to be deducted under 194C for Pump.
Service Provider should charge Service Tax on Pump Hire Charges.


Pay Loader
Invoice
Description
1
2
3
4
7
8
It should be in original & to be approved by Plant Incharge.

Log Book to be checked for working Hrs.
TDS to be deducted under 194I
Service Provider should charge Lease Vat on Payloader Hire Charges


Sales Promotion
Bill
Description
1
2
3
4
5
6
7
8
9
10
11
Is their any critical o/s to be recovered from any party under this Sales Promoter ,
If answer to the above is 'Yes', whether the same debited to Sales Promter.
Is their any delay in recovering the o/s.
Annexure in Support Deduction working Enclosed
If answer to the above is 'Yes', whether deduction made as per the policy
Bills to be certified by City Marketing Head.
Whether Proper agreement is available
Rates are as per the policy
Whether the bills are certified as per the Authority Guidelines
Is their any declaration pending from the party.
Whether any pending Balance Confirmation with Customer.

Name of SPC
Name of Customer
Bill No
Bill Date
Bill amount
Deduction
Delay in Payment
Excess Rate Charged
Net Paid
Customer's
Invoice No
200000
900
6000
193100
Invoice Date Invoice Qty
20 July 2009
300
300
SPC Rate
SPC Amount Date of Collection
30
0
9000
0
0
0
0
0
0
0
0
0
0
0
9000
No of Days of Allowed Cr Delay in

Collection
Term As per No of
PO
Days
0
0
20 September 2009
62
21
41
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
Deduction
%
Deduction Amount
Amount for Payable
Delay
0
0
10%
900
8100
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
900
8100

Security Charges
Bill
Description
1
2
3
4
5
Expenses have to approved by Plant Incharge

Payments should be as per the terms of agreement
Copy of challan of ESIC & PF paid if applicable to be attached with bill
List of Secuirty Guards with their attendance is to be attached
TDS to be deducted under 194C.


Labour Charges
Bill
Description
1
2
3
4
5
6

List of Labours with their attendance is to be attached
Copy of Proof of Actual Payment to Labour attached or not


Repairs & Maint. - Plant

Description
Invoice
1
2
3
4
It should be in original & to be approved by Plant Incharge

Rates to be checked with PO.
TDS to be deducted under 194C for any type of services booked as expenses.
Payment to be released on the basis of clauses mentioned in the authority Guidelines
Purchase Order
1
2
Purchase Order to be approved by City Head - Operation, Plant Incharge & Stores Incharge
Quotations in 3Nos. To be attached with the PO.


Repairs & Maint. - Others

Description
Invoice
1
2
3
4

Payment to be released on the basis of clauses mentioned in the authority Guidelines
Purchase Order
1
2
Quotations in 3Nos. To be attached with the PO.


Staff Wlfare
Bill
Description
Expenses to be approved by Plant Incharge. & City Head Commercial


Printing & Stationary

Bill
Description
1
2
3
Expenses to be approved by Plant Incharge.

Items to be checked with Material Inward Register
Rates to be checked with PO


Postage & Courier

Bill
Description
1
2

Items to be checked with Material Outward Register


Telephone & Mobile

Bill
Description
1
2
3
4

In cased of Mobile bill, Personal Expenses has to be marked by each employee & the same to
be debited to their Account
List of Personal Calls, STD & other services availed if any employeewise details has to attached
along with the cheque.
Expenses above the Budget are aprovved as per authority guidelines.


Travelling Expenses
Travel Voucher
1
2
3
4
5
6
Description
Expenses have to approved by respective Superior.
In case of Air travel, Air Travel has to be booked through Portal & for others proper Rail or Bus Ticket.
should be attached
In case of claim beyond the HR policy, deduction is made if not approvrd by the authority, as per the
authority guidelines.
Original supporting w.t.o Travel, Lodging, Boarding should be attached
DA Allowance is passed with Supporting / without supporting as per the policy.
Conveyance Claim during Travel will be as per details such as Date of local Travel,
Place of Visit, Mode of Travel, Amount


Conveyance
Conveyance Voucher
Description
1
2
3
4
Expenses have to approved by respective Superior

Conveyance cliam shouldn't be from Residence to Office & vice versa
Place of Visit, Mode of Travel, Amount & Purpose of visit
Mode of Travel should be as per authority Guidelines.


Conveyance - Own Vehicle

Conveyance Voucher
Description
1
2
3
4
5
Expenses have to approved by respective Superior

Conveyance cliam shouldn't be from Residence to Office & vice versa
Place of Visit, Mode of Travel, Starting KM, End KM & Total KM, Rate as per Policy
Mode of Travel should be as per authority Guidelines.
Copy of Logbook should be attached.


Housekeeping
Bill
Description
1
2
3
4



Vehicle Hire
Bill
Description
1
2
3
4

Rates should be confirmed from agreement.
Log Book to be checked for working Hrs. & Kms. Runned & Proper Usage to be approved by user.


Lease Rent
Bill
Description
1
2
3

Rates should be confirmed from agreement.
TDS to be deducted under 194I.


Toll & Octroi

Bill
Description
1
2
3

Items to be checked with Sales Register
Receipts should be in original.


Testing Charges
Invoice
Description
1
2
3
4



Legal & Professional

Bill
Description
1
2
Expenses have to be certified by Plant Incharge / City Head Operations & approved by Zonal Head
TDS to be deducted under 194I.


Electricity Charges
Bill
Description
1
2
3

Demand Charges if any to be debited seprately
Deposit payable if any should also be debited seprately


Rates & Taxes

Bill
Description
1
2

Chech Whether TDS Applicable or not, If yes Under which Section.


Water Charges
Bill
Description
1


Advance to Employees
Advance Requisition
Description
1
2
3
Advance Payment to be released on the basis of details approved by HIS Superior

Ledger copy of the employee claiming advance should be attached
Advance to be processed after confirming that the earlier advances are cleared.


Cr. Bal of Customers

Approval from
City Marketing Head
Description
1
2
Balance amount towards Advances recd. can be released on the basis of the approval recd. from
City Head Marketing Head. & City Head Commercial.
If there is no Movement in last two years, it should be approved by Fianance Head.


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Souht Zone - RMC Division

1 It should be in original & to be approved by Plant Incharge

1 Wether PO issued as per Delegation Manual

Challan Issued by the

List of GRN from the

Remarks of Checking at Plant / City

Remarks of Checking at Plant

Signature of Person at Plant / City

Signature of Person at Zone

if the answer to the above is No. than

Weigh Bridge Slip

Royalty submitted later on.

Note : Mention NA , in case of not applicable

Souht Zone - RMC Division

1 It should be in original & to be approved by Plant Incharge

1 Wether PO issued as per Delegation Manual

Challan Issued by the

Remarks of Checking at Plant / City

Remarks of Checking at Plant

Signature of Person at Plant / City

Signature of Person at Zone

if the answer to the above is No. than

Weigh Bridge Slip

Souht Zone - RMC Division

1 It should be in original & to be approved by Plant Incharge

1 Wether PO issued as per Delegation Manual

Remarks of Checking at Plant / City

Remarks of Checking at Plant

Signature of Person at Plant / City

Signature of Person at Zone

Note : Mention NA , in case of not applicable

Souht Zone - RMC Division

1 It should be in original & to be approved by Plant Incharge

1 Wether PO issued as per Delegation Manual

Remarks of Checking at Plant / City

Remarks of Checking at Plant

Signature of Person at Plant / City

Signature of Person at Zone

Note : Mention NA , in case of not applicable

Souht Zone - RMC Division

1 It should be in original & to be approved by Plant Incharge

1 Wether PO issued as per Delegation Manual

Remarks of Checking at Plant / City

Remarks of Checking at Plant

Signature of Person at Plant / City

Signature of Person at Zone

Note : Mention NA , in case of not applicable

Souht Zone - RMC Division

1 It should be in original & to be approved by Plant Incharge

1 Wether PO issued as per Delegation Manual

Remarks of Checking at Plant / City

Remarks of Checking at Plant

Signature of Person at Plant / City

Signature of Person at Zone

Note : Mention NA , in case of not applicable

Souht Zone - RMC Division