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Guidelines for Dealing with CSD by URC's
  1. Prices
    Prices in the list are correct at the time of going to press and have been approved by the Chairman, Canteen Stores Department. Alterations in prices as a result of increase / decrease in the cost of new consignment, production etc. will be notified in Price Amendment Circulars with the approval of the Chairman, Canteen Stores Department as they occur. Goods already invoiced but awaiting despatch with CSD will not be subject to price adjustment.

    Note. Local taxes like Excise, Sales Tax and Octroi, when paid, will be recovered in addition to the listed prices — 8/ 9509/ 214 dated 2nd April 1973 refers.
  2. Terms of Trading
    Terms of trading are strictly cash i.e.
    • The Units deposit the approximate value of their order with the department if they wish their consignment to be consigned to them by name, failing this :
      • The units accept consignments despatched to self and agree to pay value against Sight Drafts drawn through the Bank irrespective of the nearness of destination and demurrage charges, if any, which they may have to incur. In this event, no second consignment be despatched to the Unit unless the previous Demand Draft has been paid.
      • The Unit makes payments for goods indented against proforma invoices. No subsequent indent be admitted for issue of proforma invoices unless the previous set has been paid for in full.
      • The Unit accepts despatch of small items by V. P. Post or authorises the submission of R. R.'s / Bills relating to goods despatched by Rail/ Sea for payment by V. P. P. Where the aggregate amount of any one despatch does not exceed Rs. 600/-.
        b. Failure to honour the drafts on presentation will result in the insistence of cash with orders in every case. Interest at the rate of 15% per annum will be charged on Sight Draft if not paid within 7 days of presentation.
    • Quantitative Discount at the rate to be decided by the Board of Control from time to time, will be paid to the eligible Unit-run-Canteens on the value of their purchases during a financial year.
    • Index Numbers which are on Bank Guarantee have been indicated by marking * (asterisk) against each item in the Price List. Though the demand for these products may be high but orders can be placed only upto the limit of Bank Guarantee given by the firm as per the existing Govt. Policy. Hence, this may result in denial of these products due to limitation imposed on placement of orders upto the BG limit. Consumers are requested to bear with us and inconvenience caused in this regard is regretted.
  3. Interest on Cheques Returned Unpaid
    • Cheques issued by Units in payment of Canteen Stores have been returned unpaid by our banker’s on various grounds. It is, therefore, brought to the notice of all Units-Formation-run-Canteens that Units whose cheques bounce will not be given the facility for payment by cheques but will be required to give Bank Pay Orders / Bank Drafts.
    • Interest will be charged at 15% per annum on the amount of cheque returned unpaid from the date of its lodgement till the date of receipt of the Pay Order / Bank Draft.
    • The Depots are required to raise Debit note for Department’s overdue interest from the date of lodgement of the cheque returned unpaid till the receipt of fresh amount, in addition a debit note will also be raised for the actual bank charges levied by our bankers on such transactions.
  4. Payment By Cheques
    In order to avoid the holding of large amounts of cash by Unit Canteens as well as CSD depots, and consequent risks arising therefrom, all payments as far as possible be made by Cheques / Demand Drafts by the Unit / Formation Canteens. Unit Canteens located in stations where no banking facilities are available, may continue to make payments to CSD depot in cash. “Cheques / Drafts should be made payable to ‘Canteen Stores Department Public Fund Account (Main)'. The abbreviation CSD should not be used.”
  5. Amendment / Cancellation of the Indent
    The Unit-run-Canteens after placing an indent on the CSD depot for compliance, cancel their indent, which result in infructuous paper work and manual labour by way of unpacking the cases assembled for despatch and taking the items back into the stocks. Besides this, CSD warehousing and distribution arrangements are also disturbed. Units/ Formation Canteens are, therefore, requested to ensure that:-
    • Indents are placed by them on the CSD depots after correctly assessing their genuine requirements, and also their financial capacity to pay for the bills in proper time.
    • At the time of placing their indents, intimation is given to the CSD depots whether previous outstanding indents, if any, should be complied with and if so, whether they possess the necessary financial resources to pay for these indents.
  6. Railway Despatches
    While the CSD will pay freight from the nearest railway station to destination by goods train and will ensure that goods leave the CSD warehouse in sound condition and packed, they will not accept any responsibility for leakages, shortage, breakage etc. once the goods are handed over to the railway authorities. Despatches by passenger train can only be made when the consignee agrees to bear the difference between the passenger railway freight and goods train freight at military tariff.
  7. Demurrage
    Any demurrage or other loss incurred by the CSD through the consignee’s delaying or failing to pay the value while taking delivery of Canteen Stores, will be debited against them.
  8. Reimbursement of Freight Charges to URCs
    In order to give relief to the URCs who are expending a sizeable amount for transportation of CSD stores from their dependent depot to unit location, a case was taken up with the MOD to revise the existing policy and enhance the rates. Accordingly, the Ministry has agreed to our proposal for reimbursement of transportation charges subject to the following conditions :-
    • Transportation charges are not reimbursable if the stores are conveyed by the URCs in Service Transport.
      • URCs claiming reimbursement will have to render a certificate from their Station Headquarters clearly indicating the distance of their location from the Dependant Depot.
      • All claims for reimbursement of transportation charges must be submitted to the feeding depot showing inter alia, the Invoice No. and date, value of goods, no. of packages and Gate Pass / Packing note reference etc. within 30 days of collection of stores. Claims received after 30 days are liable to be disallowed.
      • All such claims shall be accompanied with a certificate from the OC Unit to the effect that the goods relating to the particular invoice have been received in their canteen and the expenses claimed have actually been incurred by the Unit Canteen. It should also show full details of expenditure incurred, mode of conveyance and freight expenses, etc. duly supported with the original transportation bill to the Depot Manager for his verification and return, if considered necessary.
      • Under no circumstances, will the reimbursement be made in cash by the feeding depots.
    • The extent of re-imbursement of transportation charges will be worked out as per parameters given below :-
      • URCs located within 50 Kms of CSD Depots actual charges incurred restricted to RTO rates or where RTO rates not available, Station Board rates or the freight reimbursement @ 0.15% of the indent value less local taxes and levies, which ever is less.
      • URCs located within 51 to 200 Kms of CSD Depots actual charges incurred restricted to RTO rates or where RTO rates not available, Station Board rates or the freight reimbursement @ 0.25% of the indent value less local taxes and levies, whichever is less.
      • URCs located beyond 200 Kms of CSD Depots actual charges incurred restricted to RTO rates or where RTO rates not available, Station Board rates or the freight reimbursement @ 0.50% of the indent value less local taxes and levies, whichever is less.
    • All depots are requested to note the above instructions before making reimbursement of transportation charges to the URCs. The instructions will be effective from 01 October 2005 onwards.
  9. Errors in Invoices or Statements of Accounts
    Any error which may be detected in the invoice amendments must be immediately notified to the CSD Depot concerned. If the errors are found to be in order, credit/debit notes will be issued by the CSD for the amounts claimed/due. No alteration should be made, therefore in the drafts drawn in favour of CSD but they should be accepted and paid in full, pending adjustment later, as mutually agreed.
  10. Guidelines for Indenting by Unit-Run-Canteens
    • Unit Canteens would prepare and submit 5 copies of the Indent-cum-Invoice typed or handwritten. 6th copy will be retained by the unit for their information/record.
    • Demands for items of different Group of the price list will start on separate pages and should be written in the serial order of the Index numbers. Even if only one item from a group is demanded, it should be written on a separate page for the Group concerned. It should be ensured that at the end of each Group five lines are left blank for CSD depots use.
    • Full particulars of an item demanded viz. Index No. Case Pack, Quantity ordered and the nomenclature of the items should be written or typed out. Unit Canteens will not fill the columns namely rate, amount and remarks under the heading ‘Depot Action’.
    • Indent will be signed by the officer empowered to make the purchases and it will be ensured that the columns meant for use of the Depot are left blank.
  11. Shortages/Breakages/Leakages of Canteen Stores
    The Goods are normally supplied to Units in factory packed cases and care is taken to see that there is no damage. Yet the Units may find certain breakages/leakages causing loss to the Units. It is to cover such losses that Quantitative Discount on the annual purchase is allowed to Unit Run Canteens. Units should take care while transporting the goods from CSD Depots to minimise the loss that may occur. No claim for discrepancies of General Stores will be entertained in the normal course. However, in the case of Liquor, the Department will compensate over and above 1% of the Invoice Value, if the breakages exceed 1% and where consignments are booked by Rail. Claims for compensation for breakages where liquor is collected locally will not be entertained. In both cases the cost of leakages will be compensated in full, to Units. However, no compensation will be given for shortages. If compensation is to be claimed, the consignments should be checked immediately on arrival by a Board of Officers and Board Proceedings in duplicate duly countersigned by the Commandant/ Formation Commander should be submitted to the concerned Depot within 30 days from the date of receipt of the consignment. Board Proceedings should show Invoice particulars such as number, date and amount and the quantum of leakages noticed in each bottle. On receipt of Board Proceedings, the Depot Manager will examine and in turn transmit the same to CSD, HO for further necessary action. In case of heavy/abnormal breakages/leakages, Units should keep the affected bottles for inspection and should not destroy them unless and until informed by the Depot.
  12. Wholesale per Unit column is meant for CSD Depot purpose for stock valuation only, and accordingly it is not applicable to Unit-run-Canteens.
  13. Firm Demand Items
    Certain items published in the pricelist are marked “AFD” i.e. “Against Firm Demand” such items have been divided into following two categories. Availability, current prices and other information of these items may be checked with concerned Area Depots before placing demands.
    • 1st Category. These items are not procured at our depots but arranged by CSD and collected by consumers directly from dealers e.g. Refrigerator, T.V., Washing Machine, Scooters, Motor Cycles, Mopeds, etc.
    • IInd Category. The items are procured by CSD at its depots and sold to the consumers through URCs Against Firm Demand e.g. Music System & other Household durable goods.
  14. Consumer Service Cell
    A ‘Consumer Service Cell’ is functioning at CSD, HO Mumbai since 1988. It deals with all the complaints received with regard to rates, non-extension of consumer promotion schemes, after-sales-service and the quality of goods supplied by the CSD. URCs and individual entitled consumers are advised to get in touch with the Cell in case no satisfactory reply is received from the Depot Managers / Regional Managers with regard to their complaints. The complaints may be addressed to DGM (MS), CSD, ‘Adelphi’, 119, M K Road, Mumbai - 400 020.
  15. Suggestion and Feedback
    Views and suggestions of customers are of prime importance to the CSD. With a view to utilise such feedback, a suggestion box as well as a suggestion book are available in each Depot. In case any URC or customer visiting the Depot has any suggestion on any aspect of the CSD services, the same may be dropped in the suggestion box or recorded in the suggestion book available with the Depot Manager/ Assistant Manager. The Depot will take necessary action on the suggestions so received/ recorded.
  16. Supply of Rum / IMFL
    • Matured Rum : Matured rum is a better quality rum which is matured for a period ranging between one to seven years. Some of the known brands in CSD inventory are Old Monk, Hercules Deluxe, Contessa, Old Adventurer, Black Bull, Lord Nelson, Black Cat, Old Port, Celebration, Old Smuggler, Bacardi Carta Blank, Aristocrat Original Choice, Monty, Madira, Black Colt, Bonking Old cask, White rum is also a matured rum.
    • IMFL : Whisky, Brandy, Gin, Vodka etc come under the category of IMFL. Orders for liquors are placed for various brands listed with the Department based on the following criteria:
      • Demands generated by virtue of off-take of an item.
      • The items positioned at Depots should ordinarily be adequate to meet the demand of URCs for a period of 60 to 90 days.
      • Popularity of an item and brand.
      • Minimum combined order on a distillery for an Area depot is at least 550 to 600 cases as that is the minimum for quantity carried by one truck.

URCs must project their demand for their preferred brands to enable the CSD to place the order correctly. There may be difficulty initially to position stocks as per units’ choices. However, if the item gets continuously demanded suitable orders will be placed for the required and demanded products.


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