checking point of freight billing

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arijit (Querist)
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19 November 2009 I AM WORKING IN A MANUFACTURING CONCERN WHO FOR THEIR BUSINESS PURPOSES DELIVERED GOODS(STOCK) FROM GODOWN LOCATED AT KOLKATA TO VARIOUS DESTINATION LIKE PATNA,GUWAHATI ORISSA ETC THROUGH REGISTERED TRANSPORTER BY ROAD.
TRNASPORTER RAISED BILLS ON THAT FORTNIGHTLY BASIS SOMETIMES RAISED BILLS FOR 2/3 MONTHS OLD TOO ALONG WITH COPY OF CONSIGNMENT NOTE DULY SIGNED BY RECEIVERS.
NOW A DAYS THE SAID EXPENSES ON FREIGHT IS INCREASING AND IT IS DIFFICULT TO VERIFY THAT WHETHER TRANSPORTER RAISING THEIR BILLINGS ON ACTUAL BASIS OR RAISED DOUBLE BILLINGS ON SINGLE DELIVERY MEAN BY DUPLICATING CHALLAN COPY.

PLEASE GIVE ME ANY GUIDELINE ISSUED BY ICAI OR ANY THING THROUGH WHICH I CAN VERIFY ALL THOSE CONSIGNMENT COPIES ARE GENUINE AND PARTY DOES NOT RAISING DOUBLE BILLINGS ON SINGLE DELIVERY.
WE ARE MAINTAINING FREIGHT REGISTER TOO BUT NEED A SHORT CUT SCIENTIFIC WAY TO CONTROL THIS HUGE EXPENDITURE(EXP IS MONTHLY AROUND RS 60 LACS).
ALSO I HAVE TO TACKLE AUDITORS IN NEAR FUTURE IN THIS REGARD.

PLEASE SUGGEST ME ITS URGENT

Kishanlal Paliwal

Kishanlal Paliwal (Expert)
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20 November 2009 1. You have to maintain bill passing reference also in the freight register with you.
2. On the bills mention scroll number of freight register, it will make easy cross verification.
3. Advise all consignees to acknowledge on the one particular document only for say 'consignee copy' of the L.R. mentioning their scroll numbers.
4. Instruct transporter's that the freight bills will be passed only if the acknowledgement submitted on desired document.
5. If transporter shows his inability to submit any particular acknowledgement, call indeminity bond/undertaking against the amount to be paid for such consignment.
6. Over and above all design the proforma of freight register in such a way that the whole history presented in one line from the point of despatch of consignment to the advance payment & final payment.

Hope this will help to make smooth your process.

Serve with sweets nd thanks to all the viewers, if satisfied.

arijit

arijit (Querist)
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20 November 2009 thanks Kishan for your suggestions
it will work for me

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