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Para 9.6.3 - Dispatch Documents | KartavyaDesk

Goods Manual

Original Rule Text

9.6.4 Distribution of Dispatch Documents for Clearance/Receipt of Goods 1. The supplier shall send all the relevant dispatch documents to the purchaser in time to enable the purchaser to clear or receive (as the case may be) the goods in terms of the contract. Necessary instructions for this purpose are to be incorporated into the contract. Within 24 (twenty-four) hours of dispatch, the supplier shall notify the purchaser or consignee (others concerned) of the complete details of dispatch and supply the following documents by registered post/ speed post/ air mail/ courier (or as instructed in the contract). 2. The supplier should submit the number of copies of his invoice, as specified in the contract (five if not so specified). The invoices must be pre-stamped and shall indicate the details of the lorry receipt or railway receipt number, as the case may be, as well as the details of the packing list and items dispatched. The invoice must also indicate the purchase order number and date, unit rate and net total price; the packing list shall include the total weight

What This Means

Para 9.6.3 of the Manual for Procurement of Goods, 2017, focuses on ensuring smooth delivery and receipt of purchased goods. It essentially outlines the supplier's responsibility to provide all necessary dispatch documents to the purchaser (the government department or agency) in a timely manner. This allows the purchaser to prepare for the arrival of the goods and complete the clearance or receipt process efficiently, as per the terms agreed upon in the contract. The rule applies to all procurements of goods by government entities where a formal contract exists.

This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.

Key Points

  • •Supplier must send all relevant dispatch documents to the purchaser in time for clearance/receipt.
  • •Contract should include specific instructions regarding dispatch document delivery.
  • •Within 24 hours of dispatch, supplier must notify the purchaser/consignee with complete dispatch details.
  • •Supplier must submit the specified number of invoices (five if not specified) with required details.
  • •Invoices must include lorry/railway receipt number, packing list details, purchase order number, unit rate, and total price.

Practical Example

The Department of Agriculture orders 100 metric tons of fertilizer from 'Fertilizers India Ltd.' The contract specifies that Fertilizers India Ltd. must send dispatch documents via email within 24 hours of dispatch and submit five copies of the invoice by registered post. On October 26th, Fertilizers India Ltd. dispatches the fertilizer. Within 24 hours, they email the scanned copies of the lorry receipt and packing list to Mr. Sharma at the Department of Agriculture. They also send five pre-stamped invoices by registered post, each clearly stating the purchase order number (DOA/2023/Fert/001), date, unit rate of ₹25,000 per ton, and the total price of ₹2,500,000. The packing list includes the total weight of the consignment.

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 supplier doesn't send the dispatch documents on time?▼
Delays in providing dispatch documents can lead to delays in clearance and receipt of goods, potentially resulting in penalties as per the contract terms. It can also affect future procurement decisions.
What if the contract doesn't specify the number of invoice copies required?▼
In the absence of a specific number in the contract, the supplier must provide five copies of the invoice.
What details must be included in the invoice?▼
The invoice must include the lorry/railway receipt number, packing list details, purchase order number and date, unit rate, and net total price. It must also be pre-stamped.
Can the dispatch documents be sent electronically?▼
Yes, the rule mentions sending details via registered post/speed post/air mail/courier (or as instructed in the contract). If the contract specifies or allows for electronic transmission (e.g., email), that is acceptable.
Who is responsible for ensuring the contract includes instructions for dispatch document delivery?▼
The purchaser (the government department or agency) is responsible for ensuring that the contract includes clear instructions regarding the delivery of dispatch documents.

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 Para 9.6.3 of the Manual for Procurement of Goods, 2017, what is the timeframe within which the supplier must notify the purchaser or consignee of the complete dispatch details after dispatching the goods?

Related Rules

Para 9.4Manual for Procurement of Goods, 2024 - Para 9.4 - Chapter 9Para 9.5.5Manual for Procurement of Goods, 2024 - Para 9.5.5 - Chapter 9Para 1.8.2Manual for Procurement of Goods, 2024 - Para 1.8.2 - Chapter 1Para 2.2.2Manual for Procurement of Goods, 2024 - Para 2.2.2 - Chapter 2Para 2.2Manual for Procurement of Goods, 2024 - Para 2.2 - Chapter 2

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