Administration Manual - B.E.S.T. Undertaking.

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disbursements are recouped periodically by preparation of Payment Bill
Vouchers.
3.7.17 Imprest Cash amount is utilized for purchase of stock/non-stock items
against recoupment slips, purchase/low-stock forms, for payment of
customs duty, postal charges on foreign post parcels, value payable
parcels, freight, octroi, wharfage/demurrage, forwarding and clearing
charges for consignments received from outstation suppliers, licence
fees and variety of other payments. The amounts spent in respect of
the above are
recouped by bill vouchers for the total amount involved duly supported
by cash memo or money paid vouchers.
3.7.18 Debits: All payments made for goods supplied or for work done are
first debited to –
“Advance & Suspense Head Stores Account Purchases Stores
Purchase Creditor’s Account”.
and in respect of advance payments the debits are given to the
“Personal Account (of the firm)”.
3.8 AUDIT PROCEDURE FOR CHECKING PURCHASE ORDERS:
In the checks exercised by Audit when checking Purchase Orders, it
should be ensured that –
(a) the quantity ordered is within the limits prescribed;
(b) the item has reached its recoupment level;
(c) the supply is made within a reasonable time;
(d) the balance quantity at the time of placing the order will cater to
requirements during the procurement period providing a margin of
safety stock;
(e) in all cases quotations/tenders have been obtained and were not
obtained, sanction of the competent authority has been obtained
for not doing so;