Easy colln & Issue of V/E/Ps

How to make collection and issue of new buy veh/eqpt/plants easily:

Collection and issue of new buy veh/eqpt/plants and keeping its all details/ information at any stage is normally very difficult. So it is not able to full fill all demand of information/ reports to higher authorities in time. In addition to that, sometimes the audit authorities also ask various informations such as date of collection, date of commission, issued to whom and clearance of CP Voucher etc. For solve all of this difficulties, there is a way to make all of this things in easy. That is nothing but preparation of a V/E/P Collection details Register. This register will help you to give instant information when audit authorities as well as higher authorities asking various details regarding new buy collection, SO/AT No, commission, total collection during the year, V/E/P remaining for collection, BA/EM No with relation to Chassis No and Engine No with various other details too.

Prepare a register for  “V/E/P Collection Details” with columns as 1) Srl No,  2) Make & Type, 3) SO /AT No and Date, 4) Qty released to BRTF by HQ project, 5) collection srl No, 6) Chassis No/ Machine No/Alt No/ Compr No,  7) Engine No,  8) Date of collection,  9) Qty released to units by BRTF, 10) BA/EM No, 11) Date of commission, 12) Remarks.

  How to update this register:

Step 1: The information for Srl No: 1 to 4 will receive from the release order receiving from Project HQ (Initial information). After fill up Column No up to 4 leave two row then note down the Project HQ release Order No and date just below to Srl No: 1 to 4.

Step 2: Fill up column No:5 towards down direction on every row, as No:1 to up to the Qty released to BRTF by HQ project as mentioned at srl No: 4.

Step 3: Now fill up Srl No: 9 when BRTF release Order, under which items unit wise released received. Quantity mentioned at column No 4 should be marked for concerned units as mentioned vide BRTF RO. Leave two rows then note down the HQ BRTF Release Order No and date just below to Srl No: 9.

Step 4: After delivery of veh/eqpt/plant from firm, as per BRTF RO the concerned unit rep will come for collection with authority letter. After issue item to the unit concerned, fill up the column No: 6 to 8 as per convoy note/ Issue voucher.

Step 5: Fill up column No:10 after receipt of BA / EM No from HQ DGBR.(Also fill up BA/ EM No in the Central Veh/ Eqpt/ Plant ledger accordingly.)

Step 6: Fill up column No: 11after receipt of commission report or CSC from concerned unit (Only for eqpt/plant.)

Step 7: Fill up column No: 12 if any remarkable points on collection, issue & short delivery etc.

In addition to the above, you can mark the unit cost/Book value and usage rate against every SO/AT No in red ink.

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