While processing the Suppliers’ Bills for payment many discrepancies are noticed by this administration leading to returning of the Bills. Since a lot of time is wasted in returning and resubmission of bills, Suppliers are requested to ensure the following before submitting their bills.
Bills should be in the standard form of ICF
Address in the Bill and the purchase order should be identical
Bill should have been signed by the Authorised signatory of the firm.
All corrections in the Bills should be signed and attested by the suppliers/authorized signatory.
Any deviation from the Purchase Order conditions should be supported by an amendment to the effect issued by Stores Department duly enclosing the copy of the relevant amendment.
The 2nd Foil of the Receipt Note (in original) issued by the Stores Depot Officer should be enclosed with the Bill.
The ‘Original for order’ invoice should be furnished for verification of the claim of ED.
Inspection Certificates by agencies such as RITES, RDSO or CIO/ICF should be enclosed in original.
Guarantee Certificate should be enclosed duly worded as per conditions of Purchase Order
Bills must be submitted only for accepted quantities. Rejection Memos provided by Stores Depot officers should be checked to ensure that the payment is not being claimed for rejected material.
Break up of all-inclusive price should be furnished if stipulated in the Purchase Order.
Price variation claims should be supported by documentary proof such as relevant price lists and PVC calculation should be clearly shown.
Bills for supplies effected after delivery period should be submitted with the written condonation by Depot Officer of the delay in the supply or with an amendment from the Stores Department, if the delivery period is extended.
In case of staggered delivery schedules, the delivery date stipulated against each installment should be adhered and the above mentioned documents are to be produced for each delivery in case of any delay/extension of the delivery period
Excise Duty certificate to be enclosed in terms of Clause ‘A’ of Purchase Order conditions.
Modvat certificate to be enclosed in terms of Clause ‘B’ of Purchase Order conditions.
Sales Tax Certificate to be enclosed in terms of Instruction No.7 of Purchase Order (applicable to firms situated outside Tamil Nadu State)
VAT certificate to be enclosed if VAT is applicable as per Purchase Order..
Freight element included in the basic rate has to be declared for supplies with delivery condition ‘FREE DELIVERY AT ICF’. As Excise Duty and Sales Tax cannot be allowed on Freight charges, this declaration becomes necessary on the part of the suppliers. Failure to do so shall attract a deduction of 10% on ED and 2% on ST.
Documentary proof for Freight charges and Insurance charges should be enclosed.
In case of Advance payment, payment terms mentioned in Clause ‘D’ of Purchase Order conditions should be adhered to and necessary enclosures are to be provided with the bill.
When a power of Attorney is given in favour of a bank then the firm should ensure that the bills bear the Banker’s stamp or otherwise. It should be ensured that the 2nd foil of the Receipt Note in original is enclosed with the Bill.