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eyond the scheduled delivery period, LD to be imposed on the vendor for the portion of
the delay attributable to him only. This is to be ascertained by the Indenting Officer.
Paying authority should not deduct the L.D. amount directly as the reasons for delay
is not fully known to them. On receipt of materials/execution of contracts after expiry of
scheduled delivery period/time of completion as per the contract, the Paying authority
should immediately clear the payment withholding (not deduction) the extent of
L.D. amount as applicable and inform the order issuing authority and indenting officer
/Engineer-in-Charge to resolve / settle the applicability of L.D. clause within a
reasonable period, enclosing the Vendor’s appeal if any, thereafter the withheld L.D.
amount to be regularized accordingly.
However, request for any amendment for contract in respect of delivery / work
completion schedule from the vendor/indenter to be made with specific reasons to the
contract issuing authority within the tenure of scheduled delivery / completion period.
Indenter / Inspecting Officer is requested to send a copy of inspection report as
carried out as per terms of contract to the order issuing authority along with a copy of
despatch clearance for the same.
Purchase Order should stipulate that bill/invoice to be submitted by the supplier to the
concerned Paying Authority (Accounts) directly along with all necessary documents (e.g.
Test Certificate/Guarantee Certificate / Copy of ED Invoice, if applicable/copy
of
Despatch Clearance / copy of acceptance of SDBG, if any/copy of receipted challan for
materials / documents against F&I Charge etc.) and should submit photocopy of the
bill/invoice to the consignee at the time of delivery of requisite materials.
Immediately on receipt of materials the consignee shall inform the indenter for necessary
inspection (Zero day).
After due inspection the indenter shall ensure that inspection report reaches to
the consignee within 4 working days from zero day.
On receipt of inspection report the consignee shall prepare the stores document (SRIN /
SRB etc.) and ensure that the same along with inspection report and a photocopy of the
invoice reaches to Accounts Office within 4 (four) working days for taking payment action
by Accounts Department.
Accounts Department thereafter shall release payment to the vendor as per Purchase
Order within 7(seven) working days from the date of receipt of documents from Store
Department.
Similarly in case of Advance Payment against procurement of materials, the
supplier shall submit the original Bills/Invoices to the concerned Accounts Office with all
relevant documents as per purchase order and photocopy of invoices to be submitted to
the consignee. The consignee in turn shall issue necessary payment clearance to
Accounts in consultation with indenter within 3 (three) working days. Thereafter
Accounts will release the advance payment within 2 (two) working days of receipt
of payment clearance from the consignee.
W& P Manual – 2012 Page 79