|
MASTER POLICY
CIRCULAR
Rates Circular No.
2/2005
GOVERNMENT OF INDIA (BHARAT SARKAR)
MINISTRY OF
RAILWAYS (RAIL MANTRALAYA)
(RAILWAY
BOARD)
| No.
2004/TC-I/304/65 |
New
Delhi, dated 14/01/2005 |
The General Managers
All Indian
Railways.
|
Sub: |
Computerisation of Goods Terminals under FOIS
Terminal Management System
(TMS). |
In continuation to the
Master Policy Circular No.2003/C&IS/FOIS/Progress dated
21/01/2004/10.02.2004 containing guidelines for indenting, supply,
accountal and printing of computerized RRs, further instructions
with regard to computerization of the booking and delivery of
freight traffic under the Terminal Management System (TMS) are being
given in this Master Circular No. 2. These instructions conform to
the general procedure of goods shed working and also take into
account the commercial practices being followed at different
locations.
Switching over from the
existing manual system to the computerized system of the booking and
delivery of goods traffic will take some time. Therefore, it has
been decided to implement the TMS in a phased manner. The
methodology for the changeover from the manual system to the
computerised system of goods shed working is envisaged in the
Transitional and Fully Computerised phases of the TMS, as explained
below:-
1.0 TRANSITIONAL PHASE OF
TMS
1.1 During the transitional
phase of the Terminal Management System, while some locations will
have computerised working the others will have manual working.
Further, the computerised locations will have two kinds of working
viz, (i) transactions between the two computerised terminals and
(ii) transactions between a computerized terminal & a non-
computerized terminal.
1.2 During this phase some of
the data will have to be fed in the System manually at the time of
commencement of the TMS at Goods Terminal. On the basis of the data
fed at various stages, the System will generate & print Railway
Receipts on the “RR stationery”. System will generate and print all
the returns and the balance sheet of the station. Sectional
Travelling Inspector of Accounts (TIAs) and Commercial Inspectors
shall jointly verify all the data fed/updated time to time in the
System. The referential data fed/updated in the system shall be
maintained for verification by internal/statutory audit.
1.3 Terminal Management System
shall initially run in parallel with the manual system. During this
period, the data generated by the System viz., chargeable weight,
freight class, freight rate & total freight in respect of
outward RRs, calculation and accrual of wharfage and demurrage
charges, collection and remittance of all railway dues etc., shall
be cross-checked manually. In case of any failure in the
computerized system, booking/delivery shall be done as per the
manual system. Once the system stabilises, and users acceptance to
the system is accorded by FA&CAO and CCM, the manual issue of
RRs, returns and Balance sheet shall be replaced with the system
generated one.
1.4 Traffic Accounts Office
shall initially conduct hundred percent checks on system generated
RRs, returns and balance sheets. Once the results are found upto the
level of satisfaction, the procedure for checks in the Traffic
Accounts Office will be modified.
1.5 The results of
transitional phase may be monitored closely by both Commercial and
Accounts Officers concerned and feedback on deficiencies noticed and
improvements required may be documented properly and advised to
Board immediately along-with suggestions, if any, in the
matter.
1.6 The Transitional Phase of
TMS is targeted for implementation in all the Zonal Railways by 30
June 2005.
2.0
FULLY COMPUTERISED PHASE OF TMS
2.1 In the fully computerized
phase of TMS, RRs, balance sheet and returns shall be printed by the
system for all the Goods Terminals including those, which continue
with the non-computerised system.
2.2 During this phase, the
chargeable and actual distances will be computed by the System as
verified by TIA & Commercial Inspector.
2.3 In this phase, a concept
of Nodal Stations will be followed. Under this concept,
certain stations shall be nominated as nodal stations. These nodal
stations shall produce RRs, returns and balance sheets in respect of
all the stations linked to them separately in addition to the data
relating to the nodal stations themselves. For this purpose,
complete data for inward and outward goods dealt at the adjoining
non-computerised locations shall be fed in the System at the nodal
station. The details of nodal stations working are given in
Annexure-A.
2.4 In such case, collection
of freight including other charges like demurrage & wharfage
etc., printing of RRs, booking/delivery and removal of Goods shall
be done either at the Nodal Station or at the concerned location and
fed in the system provided at the nodal station as decided by the
Zonal Railway.
2.5 This fully computerized
Phase of TMS is targeted for implementation in all the Zonal
Railways by 31st March 2006.
3.0
WORKING ON TERMINAL MANAGEMENT SYSTEM
The following procedure
shall be adopted by the Goods Staff for commencing the work on
Terminal Management System at all locations connected to the
system.
3.1 Introduction of
TMS- Population of data
The following inputs will
be required before invoking booking or delivery tasks in the system.
(i) The last numbers used
manually in respect of Demand No., Invoice Index No., Forwarding
Note No. etc are to be entered in the system so that continuous
onward numbers are generated by the system.
(ii) Till the distances are not
automated in the system, correct distances calculated manually shall
be fed in the system.
(iii) Goods shed working and
Business hours including “dies-non”-days shall be fed in the system
for computation of demurrage & wharfage
charges.
(iv) Exceptions, if any,
applicable for the location, in respect of loading/unloading of
wagons shall be entered in the system wagon-wise for computation of
demurrage charges.
(v) Exceptions, if any,
applicable for minimum weight condition (MWC) for a specific
commodity in specific type of wagon shall be fed in the
system.
The data so populated
should be certified by the Commercial Inspector & Inspector of
Traffic Accounts, jointly at every goods
terminal.
4.0 RETRIEVAL OF DATA
The following inputs shall
be fed in the system for retrieving the data.
4.1 Customer
Profile
Salient information of the
customers like Name, Address, Telephone No., Fax No., E-Mail
Address, Central/State Govt., PSU or otherwise, advance wagon
registration fee applicable or not, handling Mechanical/Manual,
Commodity with its seven digit numeric Commodity Code, Rate Type
i.e. Class Rate / Station to Station Rate / Military Rate or Per
Kilometre Rate, Payment mode in respect of ARF, Freight and other
Charges shall be fed in the system for retrieval as and when
required. The reports relating to commodity wise and customer wise
loading/unloading and earnings shall also be produced by the
system.
4.2 Repeat Way
Bill
Through this
task information regarding repeated pattern of traffic in respect of
each consignor, for each destination, for a Group Rake Commodity,
Rake Commodity & Commodity with its seven digit numeric
Commodity code – consignee, Traffic type, wagon registration fee
applicable or not, type of equipment used, Rate type i.e. Class
Rate/Station to Station Rate/Military Rate or Per Kilometre Rate,
Risk Rate, Payment mode in respect of wagon registration
fee/Freight/Local Charges, Rake type, Stock type & No. of units,
Rebate if any – then its code and rebate in percentage or in amount
etc. shall be fed once by the Goods Staff in the system and its data
will be retrieved in various tasks of the system viz. Programmed
Traffic, Demand Registration, RR generation and various reports
concerning to repeated pattern of traffic.
4.3 Lump-Sum
Account
The Goods Staff
shall feed in the system customer-wise amount deposited /
replenished, minimum balance required along with Money Receipt
number & date. The system will automatically adjust the amount
from the customer’s account for any transaction made by a particular
customer.
5.0 DAILY
INPUTS
Before registering any
demand for loading of goods, the goods clerk will ascertain
correctness of classification and minimum weight for charge of that
commodity in specific type of stock through the queries provided in
the system. In case any discrepancy is found, the same should be
advised immediately for remedial action to the central OCC through
the Sr. DCM of the concerned division.
5.1 Loading
Programme
Acceptance of
loading programme from all the
customers, both internal
and external,
including EDRM, Railway Board, Kolkata in the case of coal loading,
is formalised and proposed date of loading should be accepted from
all the parties. Party-wise, data-wise and Month-wise details of
Programme/Allotment order with Group Rake
Commodity, Rake Commodity, Rake Type, Stock Type, Units, Commodity
Code, Destination(s)(optional) and proposed date of loading shall be
fed in the system by the EDRM(Coal)), Hd. Qrs. Office or by the
Goods Staff, as the case may be. The supply of stock shall be
arranged accordingly.
5.2 Registration of Demand
and execution of Forwarding Note
The set of information
comprising of rake or piece meal, single or multi party
consignor(s), rake commodity (commodity head), traffic type,
priority class, ODC or otherwise, rake type, destination(s)
{optional}, stock type & units, shall be called a demand and its
constituent forwarding note(s) will be accepted from the party.
The consignor shall tender
a forwarding note at a goods terminal and deposit the requisite
wagon registration fee for registering demand for allotment of
wagons. Depending upon procedure of working at specific locations,
the forwarding note may also be executed after completion of
loading, for which stock is supplied on the basis of loading
programme given by the party or allotment order given by EDRM
(Coal).
5.3 Restriction
Messages
Restriction messages
regarding Zone/Division/Section/State/Civil District, Station from
& to Consignor, Consignee, Group Rake Commodity, Rake Commodity,
Rake Type, Stock Type shall be fed in the system by Traffic
Transportation Directorate of Railway Board or by Operating
Department of the Zonal Railways. Based on the inputs by the
Board/Zonal Railways, invoking of this task shall automatically
update the position of demands in respect of restricted ones or the
free demand. All the demands tendered by the consignor(s) whether
free or restricted shall be registered by the Goods
Staff.
6.0 MODIFICATION IN
FORWARDING NOTE
The existing format of
Forwarding Note has been suitably modified to accommodate all the
required information to enable the TMS Operator to feed in the data
accurately.
7.0
WAGON EXCHANGE REGISTER
Since all the information
about arrival, handling and departure of the wagon(s) shall be
available in the system, Wagon Exchange Register shall not be
required to be maintained manually and the final out put of this
register will be generated by the system.
8.0
PLACEMENT / RELEASE MEMO
The present procedure of
preparing a hand written wagon placement/ release memo by the
TNCs/Goods Staff shall be dispensed with and system generated
placement/release memo shall be used both by TNCs and Goods Staff.
The time of printing of placement/release memo shall be shown by the
system on placement/release memo automatically. In case weighment of
the wagon(s) is required to be made enroute, a remark to this effect
should be fed in the release memo of the system.
9.0 WAGON TRANSFER CUM LOADING /
UNLOADING REGISTER
i) A
combined register called Wagon Transfer-cum-Loading Register and
Wagon Transfer-cum-Unloading Register for the purpose of wagon
transfer register and loading/unloading registers shall be
maintained manually. The signatures of the consignor/consignee shall
be taken on these registers.
ii)
In the case of outward loading at a
computerised goods terminal, wagon-wise loading details with their
placement and release time shall be recorded neatly by the Goods
Staff on the reverse of the forwarding note in addition to the wagon
transfer-cum- loading/un-loading registers so that the requisite
information is fed in the system for generation and printing of
Railway Receipts.
iii) At
non-computerised goods terminal, for which a nodal station shall be
feeding the data in the system as notified by the Zonal Railway, the
entries in the combined wagon transfer- cum -loading / unloading
registers shall be prepared in duplicate by carbon process. After
recording wagon-wise placement date & time, Forwarding Note
number, release date & time, description of goods, number of
packages, weight loaded/unloaded, Manual or mechanical loading or
unloading and release code shall be recorded by the Goods Staff in
the Wagon Transfer – cum – Loading and unloading Registers and
consignor/consignee signatures shall be obtained thereon. From
the copy of combined wagon transfer- cum -loading / unloading
registers received from non-computerised goods terminal,
Goods
Staff of the Nodal Station shall feed this data in the system
for computation of freight, generation & printing of RR and
electronic transmission of RR to its destination
station.
10.0 ACCRUAL OF FREIGHT CHARGES
If the number of wagons
loaded in a rake load is lesser than the number prescribed for
availing trainload rate, the authority, if any, for allowing
trainload rate shall be fed in the system. Similarly, percentage
charge if applicable along with value of goods shall also be entered
in the system as per party’s declaration on the Forwarding
Note. The goods staff shall also indicate mode of payment
whether “Paid” or “To Pay” or “Paid- cum- To Pay”. The system will
then compute the freight charges.
10.1 Generation &
printing of Railway Receipt (RR)
i)
Immediately after saving the data fed in the system for
generation of RR, freight is computed by the system. In case some
other charges or rebate are to be accounted against any invoice, a
task thereof shall be invoked and data fed in the system
accordingly.
ii)
If the
option selected earlier in regard to ‘Paid/To Pay’, is required to
be changed at a subsequent stage, facility thereof is available in
the system.
iii)
In
case of ‘Paid’ consignments, normally the consignor pays the freight
at the forwarding station. However, under special provisions freight
could also be paid by the consignees.
iv)
After
generation of RR, freight should be collected in respect of paid RR
as per mode of payment fed in the system. All the existing modes of
payment in vogue, including ‘e’-banking are available in the system.
The system validates as to whether the customer is allowed to make
payment through a specific mode of payment or otherwise. In case of
all modes of payments except for ‘e’-banking, a physical instrument
shall be tendered by the customer to the Goods Staff and details
thereof shall be entered in the system to enable the system to print
the RR.
v)
In the
case of electronic payment through e’-banking, the system shall
internally approach the customer’s bank for transfer of amount due
against each freight transaction from customer’s Bank account to
Railway’s Bank account. A confirmation in regard to successful
completion of the transaction will be received back from the Bank in
the system at the loading point to print the “Paid” RR. The
confirmation so received will be printed in the remark column
of the RR in the form of a codified inscription to be used as
treasury remittance note acknowledged by Bank. Since all booking
details are available in the system, there shall be no need to send
the transit copy of the invoice along with the consignment in the
wagon(s). The Transit Invoice copy, therefore, will be used as
treasury remittance note for accounting of freight and will be sent
to the Cash Office along with daily cash & Vouchers. Detailed
guidelines on e-payment system for pilot scale implementation have
already been issued vide Board’s letter No.
TC-I/2004/104/1 dated
3.12.2004. Further instructions in the matter will follow in due
course.
vi)
“RR
stationery” shall be used for issue of system generated RRs. Under
the TMS, Continuous stationery numbers shall be used for issue of
all kinds of RRs viz Local/Foreign, Paid or To-pay or Paid-on-to
pay, general Goods, RMC, Military traffic & Govt. coal. The
system internally distinguishes between various categories of RRs.
Before giving a print command, RR stationery code shall be fed in
the system. RR stationery roll put on a printer shall correspond to
the TMS devices provided at each location. RRs of all the
non-computerised locations, assigned for reporting their TMS data at
a nodal station, shall be printed from the same RR stationery roll
in use.
vii)
There
are two options in the system for RR printing -“Did RR print
successfully – Yes / No”. After the RR has been printed
successfully, “Yes” option thereof has to be pressed by the Goods
Staff. In case of unsuccessful printing of the RR, “No” option has
to be pressed and reasons thereof shall have to be fed in the system
to enable it to re-print the RR. The unsuccessfully printed RR
stationary will figure in the “non-issued stationary” statement and
should be sent to the Traffic Accounts along with the
returns.
viii)
Once
the RR has been generated/successfully printed in the system, it
shall be electronically transmitted to the destination station and
shall get posted in the delivery book record as also its related
reports viz “Goods–on- hand/not-on-hand”, Freight on in-ward
“Goods-on-hand/Freight on Goods-not-on-hand and Station out-standing
register of the system.
ix)
A
loading statement giving full details of RR/Invoices number, date,
number of wagons, commodity, weight, class, Train/wagon load, rate,
freight and collection particulars in respect of consignments booked
under ‘e’-banking scheme shall be printed at the destination station
for the information of the customers.
11.0
DIVERSION OF GOODS TRAFFIC
The system shall give a
prompt to deal with the diversion of goods traffic in the following
manner: -
11.1 Diversion on operational
account
i)
If the
diversion is on operational account, then it can be a case of
regular delivery or matching delivery as per extant
rules.
ii)
If the
diversion is on operational account and a case of regular delivery,
the system has facility to allow placement, release & unloading
of wagons, effecting book delivery and removal of goods at the
diverted destination station, on the basis of issue of
supersessional RR by the forwarding station. The system shall update
the delivery book, Goods on hand /Goods not on hand and freight on
hand /freight not on hand and outstanding register at the original
destination on the basis of Over Charge Sheet issued by the system
implicitly on behalf of the forwarding station.
iii)
If the
diversion is on operational account and a case of matching delivery
then the system has facility to allow placement, release &
unloading of wagons, effecting book delivery of invoice and removal
of goods at the diverted destination station on memo. The goods so
delivered on memo invoice shall be accounted for at the diverted
destination station as excess goods. The system shall update
the delivery book, Goods-on-hand /Goods-not-on-hand and freight on
hand /freight not on hand and outstanding register at the original
destination accounting for as non receipt of goods at the original
destination with the information that these goods have been
delivered to the diverted destination station.
11.2 Diversion on customer’s
request
(a) If the diversion is on
customer’s request then the system allows for placement, release
& unloading of wagons, effecting book delivery and removal of
goods at the diverted destination station computing the freight
afresh adjusting the earlier freight if any already paid. The
original RR is to be surrendered at the forwarding/diverted
station.
(b) The system will have
setting off of liability both in respect of goods as well as freight
at the original destination station implicitly instead of issuing
certified overcharge sheet. The following provisions are made in the
system for the payment mode under
‘e’-banking.
i) In case the goods
belonging to a consignee are diverted from one station to another
without any change in consignee code, the system implicitly adjusts
the payment received against the earlier transaction on the original
RR issued for the previous station and collect the difference of
freight if any due. In case of over charges, the amount refundable
shall be reversed through e-banking system on authorization by the
CCM/Refunds under his password. A separate statement of such refunds
will be generated indicating bank’s confirmation inscription. This
refund statement shall be sent by the station staff to the cash
office along with the daily cash remittance as a voucher to take
special credit in the station balance sheet of their destination.
The amount refunded will be confirmed to the TMS devices provided at
the originating station and its corresponding Traffic Accounts
Office & CCM/Refunds Offices.
ii) In case the goods
belonging to a consignee is diverted from one station to another
with change in consignee code also, the system will reverse the
earlier transactions made against the original RR for the original
destination as per authorization by the CCM/Refunds under his
password and collect the charges afresh for the supersessional RR.
The amount refunded will be confirmed to the TMS devices provided at
the originating station and its corresponding Traffic Accounts
Office & CCM/Refunds Offices.
iii) For the reversal of the
transaction made in respect of original RR, a refund statement
indicating Bank’s confirmation inscription should be generated by
the system for being sent to the cash office along with the daily
cash remittance. On the basis of acknowledgement thereof from the
cash office, the station shall take special credit in its balance
sheet. All these functions should be enabled through the TMS device
provided at the originating station only.
12.0 TRANSHIPMENT
In case any transhipment
is involved for any consignment loaded in a wagon, due to change of
gauge enroute to its destination or due to sickness of loaded wagon,
in the computerised system, the goods staff shall enter inputs of
wagon transfer register and number of packages with weight
transhipped from loaded wagon(s) to the empty wagon(s). Based on
these inputs, the system will provide the wagon-wise loading details
as & when required instead of manually prepared tally sheets and
compute the demurrage charges, if any due. No manual register shall
be required for recording Transhipment details as the same can be
extracted from the system in MIS. However, in case TMS is not
available at the place of transhipment, relevant data regarding
transhipment shall be fed in the system at the concerned nodal
station.
13.0 RE-BOOKING
In computerised system,
the paper formalities will be performed as per extant rules. The
goods staff shall feed in the system the date & time of
placement & release, change in weight or description of
commodity, authority for re-booking and new destination. The system
will generate & print new Invoice for re-booked consignment
giving reference of the original consignment with details of the
fresh freight, old freight, undercharges and local charges if
any.
14.0 DELIVERY OF GOODS
At computerized goods
terminals, if the Inward consignment arrives with manual RRs, during
the transitional phase of TMS, the system shall link the invoice
numbers as fed in the wagon transfer register against the respective
wagons with the invoice numbers of inward RRs. Thereafter, the
system shall allow regular delivery of such consignments.
Since no manual Delivery Book is to be maintained, signature of
customer shall be obtained on the reverse of the Railway Receipt. In
case, no RR details have been fed into the system and correct
/incorrect invoice numbers are indicated against the respective
wagons in the wagon transfer register of the system, memo delivery
computing the freight afresh is permitted by the system. After
receipt of the original RR and feeding the details thereof in the
system, an internal reconciliation of RR details already fed shall
be done by the system.
In case originating and
destination stations both are computerised locations, there shall be
no need to input the RR details. Invoice details of In-ward Wagon
Transfer Register automatically link the same against the Delivery
Book entries for effecting Book Delivery. Charges, if any, due shall
also be generated by the system and collected. The system will be
updated with information that the ‘RR’ has been surrendered or
otherwise.
15.0.
OUT-STANDING REGISTER
The TMS system provides
all facilities of accounting for the accruals of charges in the
Out-standing register till the time the same are
cleared. Details of all the debits lying in outstanding
including local charges like license fee for the leased land, siding
charges, siding maintenance charges etc. at the station should be
entered by the goods staff if not already entered through electronic
posting of RR or re-computation of freight. Similarly, special
credits should be accounted for in the system by feeding special
credit details duly indicating the authority thereof. The system
shall keep updating the Out-standing Register according to the
accruals. The amount cleared shall be set off and not reflected in
Out-standing Register.
16.0 DEMURRAGE AND
WHARFAGE CHARGES
16.1 Waiver &
Collection of Demurrage Charges
While considering party’s
request for exercising waiver of the demurrage charges, the
Divisional Authorities can view these charges in the system. The
competent authority only shall feed the details of waiver under
their password giving details of authorisation with reasons for
waiver. The system will update the position in the demurrage
register & the Out-standing register. Thereafter, the goods
staff shall feed the details of payment in the system.
16.2 Waiver &
Collection of Wharfage Charges
The Goods Staff shall feed
the date & time, number of packages and weight of the
consignment(s) removed from the goods terminal. The system shall
compute the wharfage charges and indicate the same in the Delivery
Book & Outstanding Register. The competent authority only shall
feed the details of waiver under their password giving details of
authorisation with reasons for waiver. The system will update the
position in the wharfage register & the outstanding register.
Thereafter, the goods staff shall feed the details of payment in the
system.
17.0. WEIGHMENT OF
WAGONS
The weighment details of
each wagon are captured by the system in the Loading Register. In
case weighbridge is not available at the forwarding station, the
system allows computing freight on Sender’s weight declared on the
forwarding note and accepts the instructions in the system for
weighment of the wagon(s) or the Rake at the nominated station
enroute. The instructions for weighment enroute fed in the
release/removal memo of the system by the goods clerk will get
replicated on the system generated Guard’s Vehicle Guidance. On the
basis of this information the operating staff inputting train
ordering of the load can put a special fag in this regard. Through
this flag, the system prompts all the concerned authorities
including the Station Master of the weighbridge station &
the Dy. Chief Controller (Operations) for arranging enroute
weighments. The weighment details so obtained are fed in the system
at the weighbridge station itself, which updates the weighment
details in the Invoice and in the Delivery Book at the destination
station duly computing the undercharges, if any on this account,
which one to be collected at the time of delivery of
goods.
18.0
DAILY CLOSING OF REGISTERS ( DAY END)
Day end closing task gives
a prompt for checking all unfinished jobs, like Unloading / Loading
Books. This task is to be invoked by the Goods Staff before the
close of the day. It also provides the various print-outs of the
cash book i.e. Head-wise Accruals, Collections, Remittances
during the day. System also provides print-out Handling of wagons
both Inward & Out-ward and the last numbers generated viz Demand
number, Forwarding Note number, Invoice Index number and “RR
stationary number”. In case of non-operation of TMS on the following
day, these printouts help to carry out the work
manually.
19.0 STATION
ACCOUNTING
On the basis of the inputs
made for various tasks viz Programmed Traffic, Demand, Forwarding
Note, Wagon Transfer Register, Loading Book, Unloading book,
Delivery Book etc. the system internally generates various reports
for the purpose of Goods Returns like Wagon Registration Fee
Statement, Freight on Goods-on-Hand, Freight on Goods-not-on-Hand,
Goods-on-Hand, Goods-not-on-Hand, Station Out-standings, Demurrage
Statements, Wharfage Statement, Accruals, Collections of dues,
Remittances for the requisite period(s) etc. The system shall also
provide Monthly Goods Balance Sheets instantly. No Machine Prepared
Abstracts (MPAs) shall therefore, be required in respect of goods
booked from the TMS locations.
20.0
This issues
with the concurrence of Finance, Accounts, Traffic Transportation
and C&IS Directorates of the Ministry of
Railways.
21.0 The details of electronic
payment (E-banking) either through direct connectivity or through
payment gateway will be worked out between CRIS, Zonal Railways,
participating bank and the customer in accordance with the
guidelines being issued separately.
22.0 All concerned may
be advised accordingly and acknowledge receipt of this
letter.
(Shiv Kumar
Chowdhri)
EDTC/Rates |
(Vinay Mittal)
EDTT
(M) |
(Madhav Pathak)
ED/C&IS |
(A.K.Bhatnagar)
EDF(C&RM) |
(Sudhir
Mathur)
ED(A) |
Annexure “A”
Nomination of Nodal
Customer Centres/Goods Sheds for a group of stations concept.
All
the locations may not have reporting device for capturing
loading/unloading data of Terminal Management System (TMS). However,
provision has been made for capturing the data of entire originating
traffic. It is essential for statistics of originating
earnings and tonnage. Therefore, there is a concept of Nodal
station having peripheral stations in TMS. The nominated Nodal
station will have reporting device, i.e., TMS terminal for reporting
the events for its own station as also for its designated peripheral
non-device stations.
Following
procedure is prescribed for reporting to Terminal Management System
in case a loading/unloading station has not been given a reporting
device. The requisite data generated at non-device
loading/unloading points will be captured from the device location
nominated as Nodal Goods Sheds located at major loading points, to
be identified based on geography, reporting convenience,
availability of telecom network and direction of flow of
traffic.
a.
The
non-device location will continue to maintain manual registers like
Priority Register, Wagon Transfer Register, Loading Book, Unloading
Book and Delivery Book.
b.
Demands registered at non-device station will be communicated
on phone to the nominated Nodal location as per Annexure II.
Its written confirmation will be sent on prescribed proforma as per
Annexure II.
c.
Arrival date & time of stock at the non-device location
along with changes in wagon numbers only if any in the Vehicle
Guidance will be communicated on phone/fax block instrument
phone/messenger to the nominated Nodal location or concerned control
office.
d.
Onward
and Inward placement date and time of the lst wagon and release date
& time of the last wagon will be communicated on phone by
non-device location to its nominated Nodal location.
Wagon-wise details of placement & release date, time,
loading/unloading – commodity, weight, packing condition, qualified
remark and demurrage if accrued will be sent by the non-device
location to the nominated Nodal location. This information
will be sent on the prescribed proforma as per Annexure
IV.
e.
Details of wharfage charges due, foregone and collected on
outward consignments will be sent by bon-device station to the Nodal
station at the end of day on the prescribed proforma as per Annexure
III.
f.
Railway Receipt will be generated and printed based on
loading details at the nominated Nodal location. In case of
Paid traffic, freight will also be collected at the nominated Nodal
location and accounted for against the non-device loading
station.
g.
Delivery will be granted on production of RR at the nominated
Nodal location with an endorsement on the RR and money receipt
issued against freight collection and accounted for against the
non-device unloading station. On collection of duly endorsed
RR and money receipt, the non-device unloading location will allow
removal of consignment.
h.
Details of wharfage charges due, foregone and collected on
Inward consignments will also be sent on prescribed proforma as per
Annexure V by non-device location to Nominated Nodal
location.
PROCEDURE FOR REPORTING
HANDLING AND LOADING FROM A NON-DEVICE STATION
1. Following procedure is
prescribed for reporting to Terminal Management System in case a
loading station has not been given a reporting device. The
requisite data generated at such loading points will be captured
from the device location nominated as Nodal Goods Sheds located at
major loading points or Customer Centers, to be identified based on
geography, reporting convenience, availability of telecom network
and direction of flow of traffic.
2. Responsibility of
reporting various Operating and Commercial events pertaining to
non-device locations will be distributed as
below:-
i) Concerned Control Offices
or
ii) Major Loading Points
(Nodal station) and/or
iii) Nominated Customer
Centers
If C is considered a
non-device location, its nominated Commercial Office is A, stock to
C location is supplied by B, the events taking place at
loading/unloading location C are reported at a device location D and
the concerned control office is E, location-wise responsibility
would be as under :-
| Location |
Office |
Device |
Responsibility |
| A |
Commercial |
YES |
Demurrage & Registration, RR Generation &
Delivery of Goods on behalf of C |
| B |
Stock Supply |
Yes/No |
Movement Order & Consist of
Stock |
| C |
Loading/Unloading Station |
No |
Execution of F.Note, WTR, Loading/Unloading and
Collection of Wharfage & Demurrage
Charges. |
| D |
Nodal /Station |
Yes |
Reporting of Arrival of Train, I/W, No. Taking,
Operating & Commercial Placements and Departure of Train
in Real Time, Details of F.Note. WTR, Loading/Unloading and
Removal of Goods in batch mode on behalf of
C. |
| E |
Control Office |
Yes |
Programmed Traffic, Movement Order of
Stock |
| Event |
Responsibility & Location |
When
will he do it |
Remarks |
| Demand Registration for non-device Location (say
C) |
Staff at Centralised Customer’s Center (say location
A) |
On party’s request at C & conveyed on phone to
A. |
Input of RWB No. in Demand Registration
Task |
| Execution of Forwarding Note |
Staff at goods Shed of Loading Station
(say
location C) |
Will send F.Note after completion of loading to Nodal
Goods Shed or Customers Center |
Nodal Goods Shed or Customers center will capture F.
Note details |
| Supply of stock |
Control Office |
Movement order Task |
D being device location |
| Consist of stock |
TNC of stock Supplying station (say location
B)
Through train Guard
|
Consist reporting task himself (location
B)
Consist reporting task of enroute device
location |
B being device location
B being non-device location
|
| Arrival of stock at loading station (say location
C) |
TNC of loading station (say C) |
Convey information to TNC of Nodal Station (say D) or
Control Office on phone |
C being non-device location |
| I/W No.taking at loading station (say location
C) |
TNC of loading station (say C) |
Convey information to TNC of Nodal Station (say D) or
Control Office on phone |
C being non-device location |
| Ist Commercial Placement & Last Release at loading
station (say location C) |
TNC of loading station (say C) |
Convey information to TNC of Nodal Station (say D) or
Control Office on phone |
C being non-device location |
| Wagon-wise Commercial Placement and Release as per
WTR |
Goods Clerk of loading station (say C) |
Statement through Guard of train to Nodal Goods Shed or
Customer Center (say location D) for Inputting in
system |
C being non-device
location |
OUTWARD
1.
Plan
of programmed Traffic- This information shall
be captured centrally at Divisional or Zonal Headquarters which
shall include Name of forwarding station & State, Tentative date
of loading, Special number, Commodity, Consignor, Consignee, Type
& number of wagons, Name of destination station &
State.
2.
Registration of Demand – The information shall be
captured at nominated Nodal Goods Sheds/Customer Centers on the
basis of Repeat Way Bill Number of the Consignor alongwith Type
& Number of Wagons at Location A on behalf of Location C.
This will include name of forwarding station, Rake or Piece meal,
Demand number (to be generated by the system), Date & Time of
registration of demand, Special number (for Programmed Traffic
only), Traffic Type, Consignor, Consignee, Rake Commodity, Priority
Class, ODC, Under Quota allotment, Under Restriction,
Destination station, Type & number of
wagons.
The Goods clerk
of location C will send the requisite information on the prescribed
proforma as per Annex. I to location A or D, who will generate the
RWBs. for all parties and destinations for location C and send a
copy of all the RWBs to C for keeping a record thereof for day to
day reference. On registration of each demand, location C will
inform the RWB No., date, time and money receipt number of wagon
registration fee if collected to location A on phone and at close of
the day, will send its written confirmation on the proforma
(Annex.II).
3.
Execution of Forwarding Note – Forwarding Note will
continue to be executed at Location C giving details corresponding
to the Repeat Way Bill Number against a demand i.e. Name of
forwarding station, Demand number, Date of registration, Traffic
Type, Consignor, Consignee, Commodity & its description, Weight,
Priority Class & number, Live Stock/Offensive/Dangerous/ODC,
Rate Type, Kind of Restriction, Destination station, Via, Type &
number of wagons, ARF amount & its mode of payment.
The Forwarding Note may be handed over before commencement of
loading or at completion of loading as per extant
practice.
4.
Supply
of Stock for loading – Location E i.e.,
Divisional Control Office shall organise supply of stock against
each demand from location B through Movement
Order.
Location B (in case it is
provided with device) shall arrange a printed copy of
-
a) System wagon-wise
consist.
b) Demand details against
which the supply is made/to the Guard of the
train to be handed over at Location C.
Location B (in case it is
not provided with device) shall arrange a manual wagon consist to be
sent through guard to be handed over at Location C. The demand
number against which supply is made shall be conveyed on phone by
E.
5.
Inward
Number Taking Location C – Location C shall do
physical number taking of the wagons and record arrival time and
consist modifications on the copy received and convey on phone to
location D arrival date & time of the train alongwith changes if
any to modify the consist accordingly. Location D will input
the arrival time and correct changes on receipt of such
advice.
6.
Operating Placement – Location C shall record
on the Guard’s copy the date and time of operating placement of
first wagon and also convey on phone to location D, who in turn
shall feed the information accordingly.
7.
Commercial Placement, Allotment & Release
–Location C shall record and inform on phone to Location D
date and time of Commercial Placement of first wagon and Complete
Release of the last wagon of the Rake along with Demand Number and
individual wagon numbers not Commercially Placed/Released under a
code. Location C will also report the date & time of
departure of the said Load/Train to Location D, who will input the
same in the system.
Wharfage if any accrued on
O/W staked goods, shall be collected at location C and indicated in
the removal statement along with MR Number for feeding in the system
at location D. This statement will be sent by Goods clerk of
location C to location D on the prescribed proforma
(Annex.III).
The details of WTR i.e.
Wagon number, type, CC, Loaded/Empty, Line number, Placement date
& time, Allotment date & time, Release date & time,
Handling – Manual/mechanical, Rake/Piece meal, Consignor, Consignee
and Details of the Demurrage Charges if any, accrued and realised
shall be sent by C to Location D on the prescribed proforma for
feeding the details sequentially in the WTR task, Demurrage if any
accrued, shall be realised at C and written in the WTR statement
(Annex.IV) along with MR number & date.
Non-device location C will
also despatch the same copy of Guard’s summary received duly
modified at his station to work as the o/w consist to be normally
deposited at en-route device location/location D from where, after
getting the details fed into the System, Guard will carry forward a
system generated consist.
8.
Loading details – FN number-wise,
description of Commodity with Commodity Code, Sender’s/Actual
weight, Permissible weight, Chargeable Weight, Over weight, Special
condition, Packing condition, Qualified remark if any, Private marks
shall be sent by C to Location D written on prescribed pro-forma
(Annex.IV) for feeding the details sequentially in the loading
task.
9.
Railway Receipt – RR will be prepared by
Location A after all the preceding entries have been made by the
respective locations.
INWARD
10.
Inward
Number Taking – Location C shall do
physical number taking of the wagons and report the exceptions
(attachments/detachments) on phone to location D, who in turn shall
input Arrival Date & Time of the train and modify the consist
accordingly.
11.
Operating Placement – Location C shall record
on I/W consist and report the date and time of operating placement
of first wagon on phone to location D, who in turn shall feed the
information accordingly.
12.
Commercial Placement & Release – Location C shall record
on I/W consist and inform on phone to location D date and time of
Commercial Placement of first wagon and Complete Release of the Rake
along-with exceptions of wagons (Individual wagon number not
Commercially Placed/Released under a code). Location C will
also report the date & time of departure of the said Load/Train
to location D, who will input the same in the
system.
The details of WTR i.e.
Wagon number, type, CC, Loaded/Empty, Line number, Placement date
& time, Allotment date & time, Release date & time,
Handling – manual/mechanical, Rake/Piecemeal shall be sent in
writing in the form of a statement by Location C to Location D, for
entering in the Wagon Transfer Register of the system.
Demurrage if any accrued shall be realised at C and written in the
WTR statement along with MR number. These details will be sent
through the train Guard by location C to location D on the
prescribed proforma (Annex.IV)
13.
Unloading – The unloading details
i.e., wagon number & type, CC, description of commodity, Actual
weight, Permissible weight, Chargeable Weight, Over weight,
Qualified remark if any, Private marks, Invoice number & date
including discrepancies, if any, shall be sent in writing in the
form of a statement (Annex.IV) by the Goods Clerk of location C to
location D, who in turn shall input the entries in the Unloading
Register of the system.
14.
Delivery – Delivery after
collection of all the charges due on production of RR shall be
granted in the System at Location A and a money receipt issued for
collection of payment besides passing an endorsement to this effect
on the RR. The consignee on production of the so endorsed RR and the
Money Receipt, shall be allowed removal of Goods at Location C,
Wharfage if any accrued shall be collected at location C and
indicated in the removal statement along with MR Number for feeding
in the system at location D. This statement will be sent by
Goods clerk of location C to location D on the prescribed proforma
(Annex.V).
ANNEXURE
I
STATION___________________________
Date________________
S.
Consignor Consignee
Station
Station
Via Rake
or Traffic
No
Code
Code
from
to
P/meal
type
Train/Wagon
load
Type
of
Owner of Nature
of
Along-
Hub &
spoke
equipment
Wagon
equipment
with
Super
charge
Loaded/
Rake
Commodity
Rake
Code
Empty
Commodity
Code
type
Payment
Demurrage Rate
Rate ARF
applicable
Risk
Type
type
type
flag or
not
rate
Paid
Priority
Service
Engine ODC
Under
Type
class
type
on
load
or not quota
Weight
Weight
Stock
Other charge details %age
of
Offered
units
Type
Units Type
Code Amount freight
Hub-spoke
details
Effect
from
Effect to
Station
Station
Load
date
date
ANNEXURE II
Station______________________________
Date__________________
RWB
No. Date &
time of
Station from Station
to Consignor
Consignee Rake or piece
meal Type & units of WRF
Amount M.R. No. MR date
Stock
ANNEXURE III
Party’s Date &
Time of Number of Weight
in Date & Time
Wharfage
Name
receipt of Goods
packages
Quintals
removal
due
Wharfage
Authority
Authority
Date Wharfage MR
Number
Date
Foregone
Number
collected
ANNEXURE IV
Outward/Inward__________________________
Station_____________
Demand No._______________Demand
date____________
Date of
handling_______________
Wagon
details
L/Placement
Release
Handling No. &
Type Owning Nos. CC E Date Time
Date Time Man./Mec.
Descript.
Railway
of goods
Commodity
Weight Invoice Station
Rake or Paid Risk Other
Code
Name in
Qtls. No. & date from
P/meal type
rate charge
Train/Wagon
Packing Free
Time Demurrage
Demurrage
Load Hub & spoke Outer Inner
Allowed
Hours
amount in Rs.
Amount
Authority Authority
Date
Amount
MR
Remark
Foregone
Number
Collected No.& Date if
any
ANNEXURE
V
Invoice
Station Date & Time of Number of Weight
in Date &
Time
No.&date
from receipt of Goods
packages Quintals of
removal
Wharfage
Wharfage Authority
Authority Date
Wharfage
Date
Foregone
Number
collected
MR
Number Date
SUMMARY
OF PROCEDURE FOR IMPLEMENTATION OF TERMINAL MANAGEMENT
SYSTEM
| A. |
On first day of introduction of TMS at a
station. |
| (a) |
Enter the following details in the System
:- |
| |
(ii) |
Station wise invoice index numbers last
issued. |
| |
(iii) |
Forwarding Note number last registered in the priority
register. |
| |
(iv) |
Priority class wise, last priority numbers assigned in
the Priority Register. |
| |
(v) |
Last
progressive number of the delivery
granted. |
| |
(vi) |
Chargeable and actual distances in respect of the
destination stations for outward traffic and forwarding
stations for inward traffic. |
| |
(vii) |
Goods shed working and business
hours. |
| |
(viii) |
Dies non days. |
| |
(ix) |
Exceptions of free time for handling, if any
applicable. |
| |
(x) |
Exceptions of Minimum Weight Condition for charge, if
any. |
| |
(xi) |
R.R. stationery roll’s commencing and closing
number. |
| (b) |
Enter salient information of the regular customer
in the Customer Profile of the System. |
| (c) |
Enter booking profile of repeated pattern of
traffic in Repeat Way Bill of the System. |
| (d) |
Enter lump-sum deposit details of the parties, if
any, in Lump-Sum Account of the
System. |
B.
Day to day working
–
| S. No |
Existing Procedure |
Procedure in TMS |
Documentation |
| 1. |
Programme
Traffic –
To facilitate
supply of stock, daily/periodical-loading programme is
accepted in advance from regular customers and kept in a
file.
|
It is formalised now
and will be entered in the system. |
To meet with
eventualities of system failures, will take out print and keep
it in a file. |
| 2. |
Registration of Demand & Forwarding Note
:
(a) Demand
– A remark of clubbing of Forwarding Notes registered for
supply of a rake is passed in the Priority Register, observing
rules for such clubbing.
|
Set of parameters
qualifying clubbing of Forwarding Notes for Train Load Rate
benefits will be entered in the System. |
To meet with
eventualities of system failures, will take out print and keep
it in a file. |
| |
(b) Forwarding Note :
Complete details
of forwarding note are recorded in Forwarding Note Register
and Priority Register assigning priority class-wise number of
each entry of forwarding note.
|
Details of Forwarding
Note (other than those entered in demand) will be entered in
the System. Forwarding Note number and Priority No. will
be generated by the System automatically. |
To meet with
eventualities of system failures, will take out print and keep
it in a file. |
| 3. |
Restrictions –
Railway Board/Zone/Division issues restriction bulletins
for implementation of restrictions to all the stations.
These are kept in a file and acknowledged by staff.
Demands falling under the category of restricted are not
registered. |
Railway Board/Zones
will enter restriction orders in the System. To up-date
the status of demands, goods staff would invoke restriction
task in the System every morning. All demands including
restricted, will be registered now. |
Shall keep it print
out for record of information of staff and traders.
|
| 4. |
F. Note Format
– Format of F. Note is too inadequate to record complete
details of the consignment booked thereon. F. Note once
executed is kept in safe custody of investor. |
F. Note format is
modified to record complete details of a
consignment. |
No change in keeping
record of forwarding note. |
| 5. |
Wagon Exchange
Register – It is maintained by Operating staff to extract
various statistical information. |
System maintains this
register. |
Prints of requisite
statistical information should be taken out of
System. |
| 6. |
Placement/Release
Memo – TMC staff gives placement memo. to goods
staff in respect of wagons placed for handling in the goods
shed. Similarly, release memo is given by goods
staff to TMC. |
Based on entry of
data, System maintains the details of placement and release
memo. |
Print out of
placement and release memo will be taken from the System and
exchanged between TMC and goods staff under
signatures. |
| 7. |
Wagon Transfer
Register & Loading/Unloading Book – A WTR is
maintained to record date and time of placement and release of
wagons for outward and inward handling in the goods
shed. Signatures in token of acknowledgement of date and
time of placement and release are obtained from the party in
this register. Demurrage, if any leviable, is calculated
manually and entered in the demurrage statement
register. Loading/unloading details of outward/inward
consignments are recorded in loading/unloading book. |
Placement and release
details of wagon(s) will be entered in the WTR of the
System. Demurrage, if any leviable, is computed by the
System. Loading/unloading details will be entered in the
loading/unloading book of the System. Weight details and
qualifying remarks will also be entered in the
System. |
A
WTR-cum-loading/unloading register will be maintained manually
for obtaining signatures of the party and recording
loading/unloading details & removal of inward
consignments. A copy of these entries so made in the
register will be given to the TMS operator for entering in the
System. |
| 8 |
CC, Tare &
Qualifying Remarks- CC & Tare are entered in the
inward number taker book by the goods staff and recorded in
loading/unloading/delivery book for calculation of MWC for
charge. Qualifying remarks are recorded on the
forwarding note by the party and copied on the loading book
and R.R. |
CC & Tare should
be entered in the System, if not already fed. System
will then automatically compute MWC as applicable.
Qualifying remarks will also be entered in the System for
printing on the R.R. |
Placement memo will
suffice the purpose of number taker book for recording CC
& Tare by the goods staff. Qualifying remarks are
recorded by the party on the forwarding note. |
| 9. |
Weighment Details
– Weighment details received through Weighment advice are
recorded in the loading/unloading/delivery book for levy of
correct freight charges. Weighment advice is kept in
record. |
Weighment details
received through weighment/re-weighment advice shall be
entered in the System’s loading/unloading book for computation
of freight charges. |
Weighment advice will
still be kept in record as authority for input of
data. |
| 10. |
Accrual of freight
charges – On the basis of information recorded on the
reverse of F. Note by the goods staff, chargeable distance is
calculated in consultation with the distance table, based on
description of commodity – classification & MWC for charge
is ascertained from the Goods Tariff and rate for charge per
quintal ascertained from Freight Table. Freight is
calculated on multiplication of rate and chargeable weight and
final freight calculated after subtracting rebate and/or
adding other charges as applicable. All details are
recorded on the R.R. One foil of R.R. is given to the
party, second copy of the same to the Traffic Accounts,
third copy sent to the destination station and fourth copy
retained as record. |
On the basis of
entries made in the System from the stage of registration of
demand and up to loading register, System automatically
computes freight and generates R.R. Print out of R.Rs.
are taken. It is also electronically transmitted to TMS
device destination station. |
Dispersal of RR foils
will be made as per existing system. |
| 11. |
Diversion
–
(a) On
operational account – No
commercial record is maintained. However, excess
deliveries made are matched with short deliveries. After
tracing booking details, the liability in regard to
consignment is settled and freight in outstanding at original
destination is cleared through Over Charge Sheet.
(b) On
party’s request – Diversion of consignment is made after observing all
the commercial formalities. In absence of supersessional
R.R., at new destination station memo delivery is
granted. Only on receipt of supersessional R.R., a
memo delivery is required. Freight at original station
is cleared only after issuance of Over Charge
Sheet.
|
System provides
complete details of short and excess deliveries and booking
details of all such consignments. Matching deliveries
shall be exercised by the Claims Officer or the goods staff
under authority of Claims Office. Credit of freight
outstanding at original destination will be taken on the basis
of entries made on receipt of Over Charge Sheet.
The moment
a diversion is reported in the System, it prompts to issue
supersessional R.R. in Over Charge Sheet.
|
Statement of
excess/short deliveries made will be taken out from the System
for record of reconciliation.
The System will
provide print outs of outward consignments awaiting issue of
supersessional RRs. and Over Charge Sheet.
|
| 12. |
Delivery Book
–
All the accruals
are accounted for against each inward invoice in the Delivery
Book. Demurrage, wharfage & Under Charges, if any
leviable, are also recorded in the Delivery Book. For
effecting Book Delivery, the party’s signatures are obtained
on the Delivery Book.
|
System maintains
accrual of all the charges leviable against each invoice in
System’s Delivery Book. Book Delivery and physical
removal of the consignments is also reflected in the Delivery
Book For effecting Book Delivery, the signatures
of the party or endorsed consignee will now be obtained on the
reverse of the Railway Receipt surrendered by the
party. |
A print out of the
requisite information can be taken from the System as and when
required. |
| 13. |
Cash Book
–
As and when any
credit in the form of cash or voucher against any accrual is
received, it is posted in the Cash Book. Total cash and
vouchers collected on a day are remitted to the Divisional
Chief Cashier through Cash Remittance Note.
|
Collections made
against each transaction are posted in the Cash Book
maintained by the System. Total cash of the day will be
remitted to the Cash Office through the System. |
A print out each of
Cash Book and Cash Remittance Statement can be taken as and
when required. |
| 14. |
Matching
Delivery –
A statement of
party-wise short and excess deliveries made is prepared
from the Goods Delivery Book and sent to the Claims Office for
reconciliation. On authorization from the Claims
Office Matching Delivery is regularised in regard
to Railway’s liability for delivery of the consignment.
Freight outstanding on this account is cleared on the basis of
Over Charge Sheet issued by the Claims Office.
|
System provides list
of excess and short deliveries made at the respective TMS
location along with booking details. Reconciliation of
Matching Delivery can be made either by the Claims Office or
by the Goods staff by entering authority number. System
sets off the liability both in regard to the consignment as
also the freight. |
Statement of excess
and short consignments can be printed to the System and kept
in record along with authority for invoking Matching
Delivery. | | 