Rule 203 - Goods Receipt | KartavyaDesk
Original Rule Text
CH- 7 INVENTORY MANAGEMENT Rule 207 This chapter contains the basic rules applicable to all Ministries or Departments regarding inventory management. Detailed instructions and procedures relating to inventory management may be prescribed by various Ministries or Departments broadly in conformity with the basic rules contained in this chapter. Rule 208 (1) Receipt of goods and materials from private suppliers. (i) While receiving goods and materials from a supplier, the officer—in-charge of stores should refer to the relevant contract terms and follow the prescribed procedure for receiving the materials. (ii) All materials shall be counted, measured or weighed and subjected to visual inspection at the time of receipt to ensure that the quantities are correct, the quality is according to the required specifications and there is no damage or deficiency in the materials. Technical inspection where required should be carried out at this stage by Technical Inspector or Agency approved for the purpose. An appropriate receipt, in terms of the relevant contract provisions may also be given to the supplier on receiving the materials. (iii) Details of the material so received should thereafter be entered in the appropriate stock register, preferably in an ITbased system. The officer-incharge of stores should certify that he has actually received the material and recorded it in the appropriate stock registers. Rule 209 Receipt/issue of goods and
What This Means
Rule 203 of the General Financial Rules (GFR), 2017, is a cornerstone of inventory management within the Indian government. It essentially outlines the procedures for receiving goods and materials from private suppliers. This rule ensures that when the government purchases something from a private company, there's a proper process to verify what's being delivered. It's all about accountability and making sure the government gets what it pays for.
This rule applies to all Ministries and Departments of the Government of India that procure goods from private suppliers. It affects everyone involved in the procurement process, from the officer-in-charge of stores who physically receives the goods to the technical inspectors who verify the quality. By following this rule, the government can prevent losses due to incorrect deliveries, damaged goods, or discrepancies in quality. It also ensures that accurate records are maintained for all incoming materials.
In short, Rule 203 is about receiving goods properly, checking them carefully, and recording them accurately. It's a fundamental part of ensuring that public funds are used responsibly and that the government gets the best value for its money.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- •Applies to all Ministries/Departments receiving goods from private suppliers.
- •Requires verification of quantity, quality, and condition of materials upon receipt.
- •Mandates technical inspection by approved agencies when required.
- •Demands proper documentation and entry into stock registers (preferably IT-based).
- •Officer-in-charge must certify receipt and record in stock registers.
Practical Example
The Ministry of Education orders 500 laptops from 'Tech Solutions Pvt. Ltd.' for distribution to government schools. Upon delivery, Mr. Sharma, the officer-in-charge of stores, meticulously counts each laptop, checks for any physical damage, and verifies that the model numbers match the purchase order. A technical inspector from 'Quality Assurance Agency' is called in to verify the laptops' specifications and functionality. After confirming that everything is in order, Mr. Sharma issues a receipt to the delivery personnel from Tech Solutions. He then enters the details of the received laptops into the Ministry's IT-based stock management system, certifying that he has received and recorded the items. Any discrepancies would be immediately reported and addressed as per the contract terms.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Frequently Asked Questions
What happens if the goods received are damaged?▼
Is a physical stock register mandatory if we have an IT-based system?▼
Who is responsible for ensuring the quality of the goods received?▼
What if the contract doesn't specify a procedure for receiving materials?▼
Does this rule apply to services provided by private companies?▼
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Test Your Knowledge
Question 1 of 3
According to Rule 203 of GFR 2017, which of the following actions is NOT required when receiving goods from a private supplier?
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