Postal Manual Vol. VIII - India Post

(b)
(c)
Indents for articles required to replace those lost or broken by officials from whom the cost
has been recovered; and
Petty articles of stock, viz., ink, pads, stencil plates, stamps, brushes, types, badges, belts,
knives, scissors, spear heads, bells for spears when the total value of such articles in any
particular indent does not exceed Rs.25.
372. Preparation and disposal of invoices.- (1) Invoices (SK-3) should be prepared by the
stock depot for each despatch or articles of stock in compliance with indents received. Each
invoice should be prepared in triplicate by means of carbon paper, and a serial No. from the index
of invoices despatched assigned to it. Manager or Assistant Manager or Head Clerk not below the
rank of lower Selection Grade should sign the invoices. Two copies of the invoice should be
despatched with the articles of stock to the Indenting Office the first copy should remain on the file
in the stock depot, the file mark of the case to which it appertains, being noted on it. The Page of
the Stock Register (SK-51) showing the despatch of each description of articles should be noted in
the office copy of the invoice against the entry concerned. In the last column of the invoice, copies
of invoices despatched should be filed in the stock depot in separate bundles for each office, the
invoices being placed in each bundle in the order of their numbers.
(2) Two copies of the Invoice (SK-3) should be despatched with the articles to the
indenting office. The receiving official will sign the duplicate copy of the invoice and return it to
the stock depot where it should be filed with the copy of the invoice to which it relates. The third
copy of the invoice should be retained in the indenting office.
NOTE-1- The entries in invoices for branch offices should be made both in English and vernacular.
NOTE-2- When articles of stock are supplied to an office from a Superintendent’s reserve stock, or
by local purchase, or by transfer from another office, or when letter box locks are supplied to a post office
by an Inspector, particulars of them will be shown in a monthly statement, furnished by the Superintendent
within the first week of the month following that in which the supply is made. This statement is a due
document on receipt of which the stock depot should prepare and issue a properly numbered invoice to the
offices concerned.
373. Articles returned to the stock depot.- Articles returned to the stock deport will be
received, entered in an Invoice (SK-3) direct from the office to which they belonged, the reason for
the return of each article and except in the case of Presidency offices and first class head offices,
the No. and date of the Superintendent’s or Inspector’s order directing the return being noted in the
column for remarks. The invoices should be filed in consecutive order in separate bundles for each
office. The receipt of returned articles should be acknowledged by the Manager in the prescribed
form of acknowledged.
374. Disposal of returned articles.- All articles should, in the first instance, be entered in
the Receipt Day-book (SK.51(a) on the date on which they are received, and the remark “Entered
in receipt day-book on (date)” should be noted on the invoice. Serviceable articles should at once
be credited to stock by entry in the stock Register (SK-51) the No. and date of the invoice with
which they were received being noted in the proper column. Such articles as can be repaired
should, after repair, be credited to stock by transfer, to the stock register. Unserviceable articles
should be sold at regular intervals under the orders of the Head of the Circle. Unserviceable bags
should, when practicable, be cut up and made into small bags and then brought on to stock.
Obsolete and unserviceable stamps and seals should never be sold, but should always be sent by
the stock depot to the Postal Workshop at Aligarh for disposal. In so far as badges are concerned,
when unserviceable and obsolete, these should be cut and defaced before the badges are sold as
scrap metal.