Postal Manual Vol. VIII - India Post

CHAPTER 8
STOCK DEPOTS
PRELIMINARY RULES
357. Object of a stock depot.- A stock depot is established at the headquarters of each
circle for the custody and supply of articles required for the use of post offices or R.M.S. offices
and sections, as the case may be. The official in charge of a stock depot is designated Manager in
postal circles, and is under the immediate orders and supervision of the Head of the Circle.
358. Books kept in a stock depot. – The following books and accounts should be kept
in a stock depot :-
(a) Receipt day-book (S.K.- 51(a) -}
(b) Stock register (sk – 51) }
(c) Index of invoices despatched (SK-53) }In all stock depot
(d) Book of orders for the purchase of articles }
locally (SK-54) }
(e) Statements of expenditure }
(f) Accounts of charges on goods despatched and }
received by railway and steamer (SK-52) }In postal stock
(g) Book of receipts for emergent advances (SK-55) }depots only.
359. Receipt day-book.- (1) All articles of stock received in the stock depot day by day,
whether received from the Superintendent, Postal Stores, Forms and Seals, Aligarh or from post
offices or record offices, or obtained by local purchase of from any other source should, in the first
instance, be entered in the receipt day-book (SK-51(a). No seperation should be made in this book
of articles of different classes or descriptions, but all the articles received each day should be
shown, in the order of their receipt, in a single list against the entry of the date of receipt, in a
single list against the entry of the date of receipt, and the manner in which each article is disposed
of, whether by transfer to the stock register (SK-51) or otherwise, should also be entered. The
receipt day-book will thus serve as a record showing at a glance all the articles received in the
stock depot, the sources from which they were received, and how they have been disposed of.
(2) All articles of stock received from the Superintendent Postal Stores, Forms and
Seals, Aligarh or from any other source or purchased locally and articles returned by post offices,
mail offices or record offices which are still serviceable should, after entry in the receipt day-book,
be brought on to the stock register, a remark to the effect that this has been done being made in the
column of the receipt day-book headed “Manner of disposal”.
EXCEPTION – Petty articles, e.g. jute twine fish line, sealing-was candles, matches, chimneys, guzzy cloth etc.
obtained by local purchase, if issued immediately need not be brought on to the stock register. In such cases, the No. of
the invoice issued may be noted against the articles in the column headed, “Manner of disposal” in the receipt daybook.
360. Stock register.- Separate pages in this Register (SK-51) should be assigned to each
description of article, the names being arranged alphabetically for facility of reference. The entries
comprise particulars of articles received and issued, and should constitute a complete record of
every receipt and issue. This register is also intended to exhibit balance of each description of
article in stock, the balance being stuck after each entry. A used-up stock register should be
preserved for three years after the close of the year to which it relates.