Postal Manual Vol. VIII - India Post

384. Emergent advances. - Advances to meet railway or steamer freight, mazdoor hire and
other charges of an emergent nature may be obtained from the Head of the Circle by the Manager
of a Postal Stock Depot, who should give a receipt, in Form (SK-55) for the amount advanced to
him. This advance should be adjusted, as soon, as the full amount is expended, by forwarding to
the Head of the Circle vouchers for the sums paid; and the receipt originally given for the advance
should be taken back and filed with its counterpart in the stock depot. Each advance must be
adjusted before a fresh advance is made.
385. Supply postal and other publications and books of blank forms-(1) Postal and
other publications and books of blank forms for sale to the public should be supplied by the stock
depot to head offices and such sub-offices and record offices as may be selected by the Head of the
Circle in accordance with his directions or on requisition from Superintendents and first class head
postmasters. Publications for use in post offices, mail offices or record offices should be supplied
direct to each office by the stock depot in accordance with the distribution list of such publications
prescribed by the Head of the Circle.
(2). Publications and books of blank forms issued for sale should be accompanied by
invoices in Form SK-53(b). If, any such publications are issued for use in offices along with those
for sale, they should be seperately entered in the same invoice. The invoices should be numbered
in a consecutive annual series for each office. In all other cases, invoices in the form prescribed for
articles of stock should accompany the publications.
NOTE 1.- The instructions in Rule 362(2) should be followed also in respect of public ations and
books of forms.
NOTE 2. – On receipt by the stock depot of new copies of postal and other publications, the
obsolete copies should be torn up and sold as waste paper.
386. Correspondence.- In postal stock depots, ordinary and routine correspondence and
references such as, enquiries regarding the cost of articles, and dockets forwarding railway receipts
or bills of lading may be disposed of by the Manager, but all other correspondence and references
must pass through the office of the Head of the Circle.
387. Examination of books and accounts. – The Manager must personally check the
entries in the books and accounts kept in the stock depot in the following manner, immediately
after each transaction giving rise to the entry has been recorded:-
(a) Every entry in the Stock Register (SK-51) of stock received from Aligarh or from the
Store Department or the Stationery Office or from any other source should be checked with the
invoices and the entry under the heading “Number received” initialled by the Manager.
(b) Every entry in the stock register of stock purchased locally should be checked with the
bills submitted and the entry under the heading “Number received” initialled by the Manager.
(c) Every entry in the stock register of articles returned to the stock depot and transferred to
stock should be checked by comparison with the entries in the invoice (SK-3) and the entry under
the heading “Number received” in the stock register initialled by the Manager.
(d) Every entry of stock issued from the stock depot in the stock register should be
checked with the copy of the invoice on record, and the entry under the heading : “Number issued”
initialled by the Manager.