Discrepancy Note
Created by: arun kelkar
DISCREPANCY REPORT
When goods are transferred from one godown to another or from godown to factory or from factory to godown a Transfer Note is prepared.
Sometimes, goods are either not received at all or are partly received or received in excess. In such a case a Discrepancy Note is prepared.
When the goods are sent from one godown to another godown at different location, their arrival may be delayed for some reason and as such to treat such delayed receipt as discrepancy would be wrong.
The first step towards this would be to mention in the Transfer Note the expected date of receipt of the goods at the destination. Thus there will be one more field in the Transfer Note. This may be called “Expected Dt of Receipt”. This date would be later than the date of Transfer Note, it may be beyond the last date of the financial year.
Where the goods are not receive at all:
A grace period would be given, (user will decide this, it would be in days) and if the goods are not received even after the grace period, the Discrepancy Note should be allowed to be prepared. This will be prepared by the Godown In Charge of the Godown to which goods are dispatched.
Case 1. Where the goods are not received at all or are partly received or received in excess.
In this case, the Discrepancy Note would be prepared by the Godown In Charge of the Godown which has received short or excess supply.
Case 2. Where wrong goods are received. In this case if the goods are retained by the receiver of goods, a Discrepancy Note will be prepared by the Godown In Charge of the Godown to which goods are dispatched. If the goods are to be returned, a simple Transfer Note will be prepared.
The contents of the Discrepancy Note : At the top will appear the name or place and address of godown which is preparing the Discrepancy Note.
- Discrepancy Note No.
- Date
- Transfer Note No under which the goods were dispatched.
- Date of Transfer Note.
- Name or place of Godown from which goods were dispatched.
- Expected date of arrival of goods.
- Cause of non arrival, if known.
- There will appear serialized list of items in a columnar form The columns will be a) Sr. No. b) Item Description c) Quantity Dispatched. d) Quantity Received. e) Quantity Short Received f) Quantity Excess Received.
The preparation of Discrepancy Note must be sanctioned by higher authorities.
Imported comments:
By Prajkta Patkar on 2017-05-24T08:50:15.921Z
changed the description