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: Joint Procedure-Order- Computerisation of Goods Terminals under FOIS -  Terminal Management System (TMS).

          Please find enclosed the Joint Procedure Order for Computerisation of Goods Terminal under FOIS. 

            This Joint Procedure order has the approval of Accounting Reforms, Finance, C&IS and TT Directorates in the Ministry of Railways


(Navin Kumar Parsuramka)
Joint Director, Traffic Commercial (Rates)
Railway Board.

 

 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)
ED
F(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.