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STUDENTS’ TEXT ANT-01-003

EQUIPMENT ACCOUNTING
(Accounts Assistant)

JUL 2021
IPT – TERM – I VOL - II

AA/IPT/TERM-I/VOL-I/JUL 21/..……

As per syllabus approved by Air HQ vide Note-5 Air HQ/18926/ 10/Trg

G (IIIA) BM-II(PC2) dated 24 May 21

COMMUNICATION TRAINING INSTITUTE

DESIGNED FOR TRAINING COURSE USE – DO NOT QUOTE AS AUTHORITY

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Compiled by : WO AK Baranwal
Sgt Rinku Kumar

Edited by : WO GS Saini

Edition : Jul 2021

Print : Jul 2021

Checked by : Wg Cdr OP Bhatt

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ANT-01-003

EQUIPMENT ACCOUNTING
IPT-TERM-I VOL- II
CONTENTS

Page
Chapter Title Index No
No
Duties and responsibilities of Accts
1. Asst towards Equipment Accounting AA/I/16/1 6-8
Services
Purpose and principles of
2. AA/I/16/2 9-12
Equipment Accounting
Glossary of Terms and Publications
3. AA/I/16/3 13-25
in use
Duties and responsibilities of
Commanding Officer, S Accts O,
4. AA/I/16/4 26-30
Flt/Sec Cdr and Inventory Holders
towards Eqpt Accounting Services
5. Identification of AF Equipment AA/I/17/1 31-34
Preparation of e- documents and
6. AA/I/17/2 35-39
their Recommendation/ Approval
7. Subsidiary Accounting Documents AA/I/17/3 40-43

8. Introduction to IMMOLS/EQUOLS AA/I/18/1 44-50

9. Global items gallery AA/I/18/2 51-55

Last Line Balance and Item
10. AA/I/18/3 56-58
Transaction Report
11. Internal Demand AA/I/19/1 59-69

12. Internal Issue Voucher AA/I/19/2 70-83

13. Internal Return Voucher AA/I/19/3 84-94

14. Conversion Voucher AA/I/19/4 95-102

Scrutiny and Linking of Internal
15. AA/I/19/5 103-109
Vouchers

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Page
Chapter Title Index No
No
16. Forward Supply System AA/I/19/6 110-113

17. Sources of Supply AA/I/20/1 114-117

18. Priority Demands AA/I/20/2 118-121

19. Material Transfer Request AA/I/20/3 122-129

Material Transfer Voucher, Packing
20. AA/I/20/4 130-147
Note and VOS
TPRV,VIS, CRV,EXRV and MTV
21. AA/I/20/5 148-155
linking
External Issue Vouchers
22. AA/I/20/6 156-169
(NON-IAF )
23. Task Issue AA/I/20/7 170-173
A-in-U Ledgers and Inventory
24. AA/I/21/1 174-191
Holder Details
25. Inventory Inspection Schedules AA/I/21/2 192-202

26. Inventory Inspection Sheets AA/I/21/3 213-222

Clothing Airmen/NCs(E)-
Registering/ Approving/ Modifying/
27.
Cancelling/ Closing/Auditing AA/I/21/4 223-237
(Regular/Transfer Provisional)/
Acknowledgement
Clothing DSC Registering /
Approving / Modifying / Cancelling /
28. AA/I/21/5 238-243
Closing / Auditing (Regular/Transfer
Provisional) / Creation of ILDs
Clothing Officers Registering/
Approving/ Modifying/ Cancelling/
29. AA/I/21/6 244-259
Closing/Auditing (Regular/Transfer
Provisional)/ Acknowledgement

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Due for revision on …………………..

AMENDMENT RECORD

S No. Date Amendment details Authority

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AA/I/16/1
CHAPTER –1

DUTIES AND RESPONSIBILITIES OF ACCTS ASST

TOWARDS EQUIPMENT ACCOUNTING SERVICES

“PROMPT REPORTING OF WRONG PRACTICES IN EQUIPMENT

ADMINISTRATION PROMISES ELIMINATION OF THEFT, FRAUD,
NEGLIGENCE AND MISAPPROPRIATION”

Objective

1. The objective of this chapter is to make trainees understand about

the duties and responsibilities of Accounts Assistant towards Equipment
Accounting which are being performed by him at field units.

Duties & Responsibilities of Accounts Assistant

2. The duties and responsibilities of the Accounts Assistant in respect

of Equipment Accounting Services are as follows:-

(a) He is responsible to ensure that the e-documents created in

IMMOLS / EQUOLS are completed and are in their final stage.
Current authorities are quoted in the remarks column to support
extra-ordinary issues of equipment, e.g. excess to those authorised
in scales etc.

(b) He is responsible to create and maintain subsidiary

accounting documents in the EQUOLS i.e. A-in-U Ledgers,
Clothing Cards, E-pay books etc.

(c) He is to ensure that role / permission has been correctly

assigned by System Administrator IMMOLS (SA IMMOLS) to the
various appointments i.e. Creator / Recommender / Concurrer /
Approver and also confirm to the provisions of IAP 1501.

(d) He is responsible for receipt, accounting and filing of all

equipment vouchers raised manually. Unauthorised persons should
not be allowed to have any access to the filed vouchers.

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(e) He is responsible to collect completed vouchers raised

manually from the Logistic Section on the following day of
transaction on daily basis at a fixed time. He is also to carry out the
check of all postings made on Stock Record Cards.

(f) He is responsible for maintenance of all equipment

accounting documents in accordance with the current regulations.

(g) He is responsible for carrying out certain specialist duties i.e.

Internal check of MT Accounting Records, Expense Register etc.

(h) He is to assist the staff of the Local Audit Officer (Air Force)
when they carry out a check of equipment accounting documents.
During such checks, if minor mistakes are observed by the
auditors, he is to rectify the same in liaison with the auditors.

(j) In all cases of doubt or difficulty in his duties, he will

approach his superiors for guidance.

Bibliography - IAP 1501 Ch 2 (Modified as per IMMOLS environment)

Review

Points to remember

 Responsible for creation of subsidiary documents in EQUOLS.

 Responsible to ensure that all e-documents created in

IMMOLS/EQUOLS are in their final stage.

 Responsible to ensure that Roles/Permissions assigned in

IMMOLS/EQUOLS by IMMOLS SA are in confirmative to
provisions of IAP 1501.

 Responsible to filing of all manual vouchers pertaining to

equipment accounting.

 Responsible to carry out internal check of store accounting.

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Questions
MCQs:

1. Who is to ensure that the role/permission has been correctly

assigned by SA IMMOLS:-
(a) IC Store (b) Accts Asst
(c) Inventory Holder (d) SA IMMOLS

2. The responsibility for creation and maintenance of clothing cards

rests with:-
(a) SA IMMOLS (b) Lgs Asst
(c) Adm Asst (d) Accts Asst

3. Filing of Equipment Accounting vouchers is the responsibility of:-

(a) Accts Asst (b) Lgs Asst
(c) Adm Asst (c) Both a & b

4. Internal check of store accounting is carried out by:-

(a) Lgs Asst (b) Adm Asst
(c) Accts Asst (d) Both a & c

DTQ:

1. Write the duties and responsibilities of Accts Asst with respect to

Equipment Accounting Services in IAF.

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AA/I/16/2
CHAPTER –2

PURPOSES AND PRINCIPLES

OF EQUIPMENT ACCOUNTING

SHORT CUTS OFTEN LEAD TO DISASTERS, ADHERENCE TO

LAID DOWN PRINCIPLES ENSURES ASSURED TRIUMPH

Objective

1. The objective of this chapter is to make trainees understand various

principles and purposes of Equipment Accounting, which are essential for
equitable distribution and optimum utilization of stores by the users. This
cannot be achieved economically unless all concerned observe the laid
down principles of Equipment Accounting.

Principles of Equipment Accounting

2. The principles of Equipment Accounting are as follows:-

(a) The work of Equipment Accounting Section is to be distinct

from the physical work of the Logistics Section and is not to be
under Logistic Officer except under specific authority from Air HQs.

(b) The accounting system is to follow and adapt itself to

established principles of store keeping procedure. In other words
store keeping procedure is not to be designed to meet supposed
accounting requirements.

(c) At all Units, IMMOLS database is to be under control of

System Administrator IMMOLS (SA IMMOLS). Stock-holders are
not to be allowed to have access to IMMOLS server.

(d) All equipments in the main store are to be accounted for in

IMMOLS. Class `A' &`B' Stores issued to Flight or Section for use
are to be accounted for in Articles-in-Use Ledger or in any other
subsidiary accounting documents, e.g. Flying Clothing Cards,
Inventory of Kit etc.

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(e) An item should not appear on charge in more than one place
in accounting records.

(f) Every transaction of stores is to be linked by e-documents in

IMMOLS.

(g) Every item is to be brought on charge as soon as it is

received in the store.

(h) Issue of equipments are to be recorded in IMMOLS at all the

units.

(j) A distinction is to be made between recurring and non-

recurring issues while creating demand in IMMOLS.

(k) Accounts are not allowed to fall into arrears.

IMMOLS

IAP
1501
AUDOLS
EQUOLS

Figure 2.1 Equipment Accounting Parts

Purposes served by Equipment Accounting

3. The system of accounting in Air Force has been designed primarily

as an aid to administration. This has been done for directly promoting the
work of the unit and for enabling the Commanding Officer to control it.
The following are the purposes of Equipment Accounting:-

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(a) Transactions relating to stores are recorded as and when

they occur.

(b) Any weakness in the organisation and administration of the

unit is detected.

(c) Responsibility is fixed for the use of appropriate material to

specific work and for safe custody of the equipment in use.

(d) Past expenditure and future requirement of stores are

estimated.
___________________________________________________________
Bibliography - IAP 1501 Ch 2 (Modified as per IMMOLS environment)

Review

Points to remember

 Principles of Equipment Accounting.

 Purposes served by Equipment Accounting.

Questions:

Questions
MCQs:

1. The work of Equipment Accounting Section is to be distinct from the

physical work of Logistic Section is:-
(a) Purpose of Equipment Accounting
(b) Principle of Equipment Accounting
(c) Duty of Equipment Accounting
(d) Duty of Lgs Asst

2. Store keeping procedure is not to be designed to meet supposed

accounting requirements is:-
(a) Purpose of Equipment Accounting
(b) Principle of Equipment Accounting
(c) Duty of Equipment Accounting
(d) Duty of Lgs Asst

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3. The IMMOLS database at units is to be under the control of:-

(a) SA IMMOLS (b) S Accts O
(c) S IT O (d) C Eng O

4. Detection of any weakness in the organisation and administration of

the unit is:-
(a) Audit of the unit
(b) Purpose served by Equipment Accounting
(c) Duty of Accts Asst
(d) Principle of Equipment accounting

5. An item should not appear on charge in more than one place in:-
(a) Accounting vouchers (b) Record cards
(c) Accounting records (d) Ledgers

6. The system of accounting in Air Force has been designed primarily

as an aid to:-
(a) Administration (b) Flying
(c) Logistic (d) Accounts Section

DTQs:

1. Write principles of Equipment Accounting.

2. What are the purposes served by Equipment Accounting?

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AA/I/16/3
CHAPTER-3

GLOSSARY OF TERMS AND

PUBLICATIONS IN USE

A MERE RELIANCE ON MEMORY OFTEN LEADS TO BLUNDERS, IT

IS ALWAYS WISE TO REFER PUBLICATIONS RATHER THAN
COMMITTING ACCOUNTING AND PROCEDURAL ERRORS

Objective

1. The objective of this chapter is to familiarise the trainees with the

various terms and publications related to Equipment Accounting in IAF.

Introduction

2. A word or group of words relating to Air Force Equipments carries a

specific meaning and are frequently used in accounting, conversation and
correspondence. These are called Terms. The explanations given below
against each of these terms is to be understood for better understanding:-

Term Definition

Aircraft A complete Aeroplane, i.e. Airframe with engine(s)

installed.

Air Force A comprehensive term which includes all articles which

Equipment for supply and accounting purposes are separately sub-
classified as 'Machines' 'Stores' and 'Supplies'. This
term does not include Meteorological, Medical, Dental
Stores, Office Equipment, Stationery and MES stores.

Air Force All articles, exclusive of machines, shown in AP 1086

Stores schedules or price list or otherwise authorised to be held.
Air Force stores are classified into Class ‘A’, ‘B' and
Class C' stores as follows:-

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Class ‘A’. All articles which remain on charge and cannot

be exchanged, except on their return to stores, and
which, when defective beyond the capacity or authority of
the Unit to repair, must be returned to appropriate repair
depot.

Figure 3.1 An Aero engine (Class “A” store)

Class ‘B’. All articles which remain on charge and cannot

be replaced except on their return to stores but which
may be conditioned and if necessary, condemned on the
recommendation of the Wing / Station Chief Engineering
Officer and in the case of other self accounting units
where CEO is not established the Senior Most
Technical/Specialist Officer.

Figure 3.2 A photo of Class “B” item

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Class ‘C’. All articles not covered by class A & B stores

above and which are normally totally consumed in use.

Figure 3.3 A photo of Aviation lubricants

(Consumables Class “C” stores)

Airframe An Aeroplane without an engine(s) installed. This term

includes glider also.

Allotment Allocation of a particular machine to a particular formation

or unit by an allotting authority (Air HQs or Command
HQ).

Arising The equipment becoming available as a result of

breakdown of an assembly.

Army Supply Common user equipment for which Army is the major
user and is responsible for bulk provisioning for all
services.

Assembly A major piece of equipment comprising more than one

item having a reference number.

Articles-in- Equipment held by Flights / Sections to carry out their

Use Ledger normal work which is accounted for in the A-in-U Ledger.
The term therefore does not include any items which are
authorised in specific scales and accounted for:

(a) As component of ‘Machines’ or other

composite articles of equipment.

(b) As part of a tool kit, lock up or other ‘Set’

which is held on charge as a whole under a
reference number or part number.

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(c) On any airframe, aero engine, marine craft

or Mechanical Transport vehicle inventory.

(d) On Clothing Cards.

(e) Furniture or other equipment accounted for

in the barrack ledgers.

Common User Equipment in use by two or more fighting services.

Component Separable parts of equipment comprise in or making up

a complete article or assembly having their own
reference or part number.

Consignment Equipment prepared for, or in transit.

Departmental Incidental expenses incurred on receipt, storage,

Expenses packing, issue and transportation of equipment which
are not included in the prices shown in the Price Lists of
Air Force Equipment.

Dues In Quantities of the equipment recorded by a unit in

IMMOLS as under manufacture or repair in work shop,
on loan, on demand or on contract for delivery to that
unit or to one for which it provisions.

Dues Out Quantities of equipment recorded by a unit in IMMOLS

as required by other Units or Flight/ Sections etc. for
which it provisions.

Equipment An Air Force unit, the CO of which maintains Stock

Accounting Records and other Subsidiary Accounting Records of all
Unit receipts and issue of equipment.

Establishment The quantity of each item of Air Force Equipment

of Equipment authorised to be held by a Unit within the maximum and
minimum limits.

Flight/ An officer subordinate to the CO of the Unit, who is

Section placed in Command of a Flight/ Section or other sub-
Commander division of the Unit for disciplinary purposes.

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Inventory A Flight or Section Commander, MWO or a Warrant

Holder Officer, Non-Commissioned Officer (Not below the rank
of Sergeant) or a Civilian of similar status who is in-
charge of Technical or Specialist Duties, and as such
responsible for the Air Force equipment held in
connection therewith.

Loan A temporary issue of equipment for a specific purpose

which is intended to be returned in the same condition
and description as lent.

Local Audit A Gazetted Officer of the Military Accounts Department

Officer responsible to the Controller of Defence Accounts (Air
Force) among other things, for the audit of the
Equipment Accounts of units in his particular area.

Pre-payment An issue for which payment is to be made in advance.

Local Purchase of authorised items of equipment from civil

Purchase sources which are urgently required but are not
available from the unit stores and cannot be obtained
expeditiously from normal sources of supply.

Reduction To dismantle an assembly and account for all or certain

to Spares serviceable or repairable parts as per the instructions
issued.

Reduction To break down an assembly to its basic materials and

to Produce dispose off the arising as salvage by weight.

Repayment An issue for which financial recovery is made

subsequently.

Salvage Equipment which has been conditioned as beyond

repair and not fit for further use in Air Force.
Station Equipment which remains further in a station
Equipment irrespective of the moves of the Units.

Strike off An entry made in the e-Stock Record Card in respect of

Charge issue of stores, except in the case of loss.

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Unit Equipment belonging to a Unit, which accompanies a

Equipment Unit on change of station.
Write Down The accounting procedure for reducing the condition of
an item and thereby reducing its value.
Write off An entry made in the e-Stock Record Card on the issue
Charge side in respect of a loss.
Financial Year The annual period for which the public accounts are
made i.e., commencing from 1st April and ending on
31st March of the following year.

Recurring All issues expected to be periodically repeated.

Issues

Non-Recurring All issues which are not likely to be repeated

Issues periodically.

Rotables Class `A' items which can be repaired and put back into
service.

Linking Bringing together an entry in the store accounts and

a supporting voucher.

Pairing Bringing together two documents which are supposed

to be identical copies.

Publication

3. The primary aim and objective of publications is to furnish

information on a specific subject to the personnel entrusted with the task
of Equipment Accounting. Some of the essential publications used in
Equipment Accounting are as follows:-

(a) IAP 1501(Indian Air Force Equipment Regulations

Administration and Accounting). This publication is issued by
Govt. of India and contains regulations for administration and
equipment accounting. It is divided into chapters, sections and
paragraphs. It deals with several aspects of administration and
accounting for the Air Force Equipments.

(b) IAP 1503 (Scale of Equipment). This publication contains

scale of Air Force Equipments. It is issued in leaflet form. Each

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leaflet relates to specific scale, e.g. the leaflet marked ‘C’ deals with
the scales of clothing and necessaries to be issued to airmen.

(c) AP 1086 (Vocabulary of Air Force Equipment). This is

priced vocabulary of Air Force Equipment, it gives complete details
of all equipments like section number, reference number,
nomenclature, denomination of quantity, class of stores, price etc.
and is laid out in books. Each book deals with one or more section
numbers.
(d) Financial Regulations Part I & II. These regulations are
issued by the Govt of India and deals with the expenditure of the
funds by the services.
(e) Air Force Instructions. These instructions are issued by
Govt. of India Ministry of Defence (Finance) and contain
instructions which involve financial sanctions from Govt. of India.
(f) Air Force Orders. These orders are issued by The Chief of
Air Staff and deals with the procedures regarding implementation of
Govt. policies and instructions issued from time to time.
(g) GFR 2017(General Financial Rules). These rules are
issued by Govt. of India (Ministry of Finance). These are a
compendium of general provisions to be followed by all offices of
Government of India while dealing with matters of financial nature.

Figure 3.4 photo of cover page of GFR 2017

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(h) Defence Procurement Manual (DPM) 2009. This manual is

issued by Govt. of India (Ministry of Defence). It contains general
provisions to be followed by all services for procurement under
revenue heads.

Figure 3.5 photo of cover page of DPM 2009

(j) Defence Acquisition Procedure (DAP) - 2020. Defence

Acquisition Procedure 2020 is issued by Govt. of India (Ministry of
Defence). DAP 2020 cover all Capital Acquisitions other than
Works and Land, undertaken by the Ministry of Defence (MoD) and
Service Headquarters (SHQ) both from indigenous sources and
ex-import, except for medical equipment. Acquisition of goods and
services which are booked under the Capital Budget Head will be
termed as ‘Capital Acquisitions’.

Figure 3.6 Photo of Cover Page of DAP 2020

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(k) Price List of Air Force Equipment. Lists of Air Force

Equipment arranged in parts are supplied by Ministry of Defence.
Each part lists one or more section equipment. The section
number, reference number, nomenclature, denomination of
quantity, class of stores, price etc. are given in this list. This list also
shows items which are of indigenous nature, i.e., manufactured
within the country. The prices given in this list are to be taken for
the purpose of pricing of equipment accounting vouchers. The
method of pricing and other instructions relating to this price list are
given in ‘Memorandum of Instructions’.

(l) DFPDS – 2016 – Delegation of Financial Powers to Defence

Services–2016 are the orders issued by Ministry of Defence. It
contains guidelines for competent financial authorities and schedule
of delegated financial powers in three services.

(m) IMMOLS User Manual. The manual is provided to all

IMMOLS sites by the Directorate of IMMOLS at Air HQ. This
manual explains the procedure for using various modules in
IMMOLS for effective usage at all levels. Apart from this, patches
on different issues are also issued by Directorate of IMMOLS from
time to time.

(n) EQUOLS User Manual. The manual is provided by the

Directorate of EQUOLS at Air HQ. This manual explains the
procedure for using various modules in EQUOLS for effective
usage at all levels. Apart from this, patches on different issues are
also issued by Dte of EQUOLS from time to time.

(o) Directorate Of Accounts Circular Letters (DACLs).

These are issued by Air HQ (Directorate of Accounts) circulating
various instructions on accounting matters applicable to all units in
IAF.

Bibliography: IAP 1501 (Glossary of Terms) and Publications

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Review

PUBLICATIONS
USED IN EQUIPMENT ACCOUNTING

IAP 1503 IAP 1501 GFR-2017

AP 1086 DAP 2020

2016
AFIs DACLs
PUBLICATIONS
AFOs DPM 2009

AF EQPT DFPDS -
PRICE LIST 2016

EQUOLS IMMOLS
USER FR PT-I &II USER
MANUAL MANUAL

Figure 3.7 Publication

Points to remember

 IAP 1501 is issued by Govt. of India and contains regulations for

administration and equipment accounting.

 Scales of equipment are contained in IAP 1503.

 Financial regulations are issued by Govt. of India and deals with
expenditure of various funds by the services.
 Air Force Instructions are issued by Govt. of India and contains
instructions which involve financial sanctions from Govt. of India.
 GFR is issued by Govt. of India, Ministry of Finance and contains
compendium of general provisions to be followed by all offices of
Govt. of India while dealing with financial matters.
 DPM is issued by Govt. of India (Ministry of Defence) and contains
provisions to be followed for procurement under revenue heads.

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Activities for trainees

- You are taken to publication library of ATS.

- Study how publications are arranged.

- List out publications available in the library.

- List out publications applicable to all three services.

- Prepare a report and submit to class instructor.

Questions
MCQs:

1. Air Force stores which are normally totally consumed in use are
classified into:-
(a) Class ‘A’ (b) Class ‘B’
(c) Class ‘C’ (d) All the above

2. An aero plane without an engine or engines installed is known as:-

(a) Aircraft (b) Aero plane
(c) Air Frame (d) Spark Plug

3. Equipment which is in use by two or more fighting services is:-

(a) Special order (b) Common user
(c) Defence user (d) Multi user

4. The equipment which is available as a result of break down as an

assembly is:-
(a) Assembly (b) Reduced to produce
(c) Arising (d) Salvage

5. An issue for which payment is to be made in advance is termed as:-

(a) Advance payment (b) Repayment
(c) General payment (d) Pre payment

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6. An issue for which financial recovery is to be made subsequently is

termed as:-
(a) Deferred payment (b) Re payment
(c) Post payment (d) pre payment

7. An entry made in stock record card on the issue in respect of issue

of store except in case of loss is termed as:-
(a) Strike of charge (b) Recovery
(c) Write of charge (d) Write down

8. All issue expected to be periodically repeated:-

(a) Periodical (b) Recurring
(c) Non recurring (d) Re issue

9. Bringing together two documents which are supposed to be

identical copies is termed as:-
(a) Linking (b) Pairing
(c) Filing (d) Write down

10. The publication which contains the scale of Air Force Equipment
is:-
(a) IAP 1501 (b) IAP 1503
(c) IAP 1086 (d) Air Force Orders

11. Air Force Orders are issued by:-

(a) Govt. of India (b) Air HQ
(c) Chief of Air Staff (d) Ministry of Defence

12. Air Force Instructions are issued by:-

(a) Air HQ (b) Ministry of Defence
(c) Command HQ (d) Chief of Air staff

13. The publications which contain instructions of permanent nature

effecting pay & allowances are known as:-
(a) AFO (b) AFI
(c) F R Part I & II (d) IAPs

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14. The method of pricing & other instructions relating to price list is
given in:-
(a) Air Force price list (b) IAP 1503
(c) AP 1086 (d) Memorandum of Instructions

15. The scale of clothing & accessories to be issued to airmen is given

in:-
(a) IAP 1501 Ch. 14 (b) IAP 1503 leaflet marked ‘C’
(c) AP 1086 (d) AFO

16. General financial rules are issued by:-

(a) CAS (b) Ministry of Defence
(c) Ministry of Defence (Finance) (d) Ministry of Finance

17. Defence Procurement Manual is issued by:-

(a) CAS (b) Ministry of Defence
(c) Ministry of Finance (d) The President of India

DTQs:

1. Differentiate between recurring and non-recurring issues.

2. Define Linking and Pairing.
3. Differentiate between SOC and WOC.
4. What is Dues-in and Dues-out?
5. List out various publications used in Equipment Accounting.
6. Explain IAP 1501 and IAP 1503.
7. Explain AFO and AFI.
8. Differentiate between AFO and AFI.
9. What is AF Price list?

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AA/I/16/4
CHAPTER- 4

RESPONSIBILITIES OF CO, SAO, FLT/SEC CDR AND

INVENTORY HOLDERS TOWARDS EQPT ACCOUNTING

ACCOUNTING IS AN ADMINISTRATIVE INSTRUMENT WHICH IS

NOT EXTRANEOUS TO PROFESSIONAL WORK BUT AN
ESSENTIAL PART OF IT

Objective

1. The objective of this chapter is to make trainees know and

understand about the responsibilities of CO, SAO, Flt/Sec Cdr and
Inventory Holders towards Equipment Accounting.

Introduction

2. The aim of equipment administration is to ensure even and

equitable distribution of equipment. This cannot be achieved economically
unless all concerned co-operate in the observance of principles of
equipment accounting.

Responsibilities of Commanding Officer

3. The responsibilities of Commanding Officers in respect of

equipment administration are:-
(a) Supervision of all transactions concerning public equipment,
supplies and stores which occur in his command.

(b) Immediate investigation of any irregularity or defect and

initiation of suitable action.

(c) Maintenance in state of readiness of any special reserves of

equipment held within his command.

(d) Supervision of establishment of Air Force Equipment.

(e) To issue of suitable standing orders.

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4. Commanding Officers should make frequent inspections to ensure

that: -

(a) Air Force equipment is not being used otherwise than on the
public service without special authority.

(b) No change or modification of pattern is made without proper

authority.

(c) Special reserves of equipment, if held, are being dealt with in

accordance with the regulations issued.

(d) Records in respect of Air Force Equipment and supplies held

by their stations are being kept in accordance with the regulations
and are not allowed to fall into arrears.

(e) Periodic Stock taking are being carried out in accordance

with Stock-taking plan.

(f) All articles in use are placed specifically on the charge of an

individual appointed as Inventory Holder.

(g) All receipts and issues of equipment are properly accounted

in accordance with current regulations.

(h) Stores are kept clean and items neatly binned.

(j) All objections, observations etc. raised in audit are promptly

dealt with.

Responsibilities of Accountant Officer

5. Senior Accountant Officer is directly responsible to the

Commanding Officer for the administration of Equipment Accounting
Section and maintenance of various subsidiary accounting documents/
publications etc. He is to ensure that equipment is not issued in excess to
the scales. Whenever the scale is not laid down, issues are to be
authorised by the Competent Authority. He is also to ensure that records
are maintained and updated.

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Duties and Responsibilities of Flt/Sec Cdr and Inventory Holders

6. A Flight/Section Commander is an officer who is subordinate to the

CO of the unit, who is placed in command of a Flight/Section or other
sub-division of the Unit for disciplinary purposes.

7. Any person who is in-charge of technical or specialist duties and as

such responsible for the Air Force equipment held in connection therewith
is known as inventory holder. A Flight/Section Commander, Warrant
Officers, Non-Commissioned Officers (not below the rank of Sergeant) or
a civilian of similar status can be appointed as inventory holders.

8. Great responsibility with regard to economic use of equipment is

vested in Flight/Section Commanders and inventory holders. This
responsibility is to be exercised with greatest care and constant vigilance.
Some of the responsibilities are listed below:-

(a) They are to ensure that personnel do not waste equipment

through carelessness or by improper use.

(b) Certificate of condition of repairable equipment on return

voucher is to be given with particular care.

(c) A holder of equipment is financially responsible for any loss

or damage to the equipment, unless he has taken every
responsible precaution to prevent loss or damage.

(d) Particular precautions are to be taken when a holder knows

that he is going to be absent from duty.

(e) If any inventory holder considers that he cannot adequately

control the equipment in his charge, he should represent the fact to
his CO for any remedial action.

Bibliography - IAP 1501 Chapter 2

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Review

Points to remember
 The aim of equipment administration is to ensure even and
equitable distribution of equipment.

 All requirements are stated accurately and sufficiently in

advance to the proper authority.

 Officers Commanding Stations or Units should make frequent

inspections to ensure smooth functioning of equipment
administration.
 Senior Accountant Officer is directly responsible to the
Commanding Officer for the administration of Equipment
Accounting Section and maintenance of various subsidiary
accounting documents/ publications.
 A Flight/Section Commander is an officer who is subordinate to
the CO of the unit, who is placed in command of a Flight/Section or
other sub-division of the Unit for disciplinary purposes.
 Any person who is in-charge of technical or specialist duties,
and as such responsible for the Air force equipment held in
connection therewith is known as inventory holder.
 A Flight/Section Commander, Warrant Officers,
Non-Commissioned Officers (not below the rank of Sergeant) or a
civilian of similar status can be appointed as inventory holders.

Questions
MCQs:

1. For administration of Equipment Accounting Section, SAO is

directly responsible to:-
(a) CAS (b) AOC-in-C
(c) C Accts O (d) CO

2. Responsibility to ensure that equipment is not issued an excess to

the scale, lies with:-
(a) Commanding Officer (b) S Lgs O
(c) SAO (d) Sec Cdr

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3. Issue of suitable standing order in respect of Equipment Accounting

is the responsibility of:-
(a) Lgs Offr (b) S Accts O
(c) Commanding Officer (d) C Accts O

4. All stores are kept clean and an item neatly binned is to be ensured
by:-
(a) Lgs Offr (b) S Accts O
(c) C Adm O (d) CO

5. The responsibility with regards to economic use of equipment is

vested in:-
(a) Flt /Sec Cdr (b) S Accts O
(c) Inventory holder (d) Both a & c

6. Any person who is in-charge of technical or specialist duties and as

such responsible for the Air force equipment held in connection therewith
is known as:-
(a) Inventory holder (b) Flt/Sec Cdr
(c) Lgs Offr (d) CO
DTQs:

1. Explain responsibilities of Commanding Officer in respect of

Equipment Accounting Services in IAF.
2. What are the points to be ensured while carrying out inspections in
respect of equipment administration?
3. Write down the duties and responsibilities of SAO towards
Equipment Accounting services.
4. What do you understand by the term ‘Flight/ Section Commander’
and ‘Inventory Holder’?
5. Explain the duties and responsibilities of ‘Flight/ Section
Commander and Inventory Holder in respect of equipment administration?
6. Explain the duties and responsibilities of ‘Flight/ Section
Commander and Inventory Holder in respect of equipment administration?

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AA/I/17/1
CHAPTER- 5

IDENTIFICATION OF AIR FORCE EQUIPMENTS

“BEFORE ANY TRANSACTION, EQUIPMENTS ARE TO BE IDENTIFIED

BY THEIR PART/REFERENCE NUMBER AND NOMENCLATURE”

Objective

1. The objective of this chapter is to teach the trainees about

identification of AF Equipment and their systematic naming.

Introduction

2. Air Force has a vast range of equipments. The correct identification

of equipments is of paramount importance for all equipment transactions.

Figure 5.1 Various type of items in a store

Section Numbers

3. To differentiate Air Force equipments easily, these are grouped into

several divisions. The numbers allotted to these divisions are called
Section Numbers. e.g. The Airframes are grouped under Section 22 and
Packing Cases under Section 40 and so on.

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Reference Numbers

4. Different items of the same group after being classified under

section numbers are once again classified into reference numbers on the
basis of size, variety and make etc. Thus each item will have a reference
number in addition to section number. e.g, Shoes of different sizes are
grouped in different reference number.

Nomenclature

5. The systematic naming of equipment is called Nomenclature

(e.g. Curtain Mosquito, Mugs Drinking etc). The nomenclature of each
item is given in Air Publication 1086.

Figure 5.2 Item code, Part No/Ref no & Description of an item

Denomination of Quantity

6. There is a unit of measurement of equipment e.g. Each, Pair,

Kilogram, Meter and Litre etc in which transactions are carried out. For the
purpose of uniformity, the unit of measurement has been standardised for
each item and is given in Air Publication 1086.

7. Whenever Air Force Equipment is referred, the standard Section

Number, Reference Number, Nomenclature and denomination of quantity
as given in AP 1086 is to be used.

Bibliography: IAP 1501 Chapter-12 & IMMOLS/EQUOLS user manual

Review

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Points to remember

 To differentiate Air Force equipments easily, these are grouped

into several divisions. The numbers allotted to these divisions are
called Section Numbers.

 Each item will have a reference number in addition to section

number

 The systematic naming of equipment is called Nomenclature.

Activities for trainees

- You are taken Unit Logistics Section.

- See the various kinds of item and their nomenclature.

- Observe the pattern followed in quoting the name of of

the items.
- Prepare a report and submit to class instructor.

Questions
MCQs:

1. The systematic naming of equipment is called:-

(a) Term (b) Nomenclature
(c) Denomination (d) Description

2. Unit of measurement has been standardized for each item and

given in:-
(a) IAP 1501 (b) IAP 1503
(c) AP 1086 (d) IAP 3503

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3. To differentiate Air Force Equipment easily, these are grouped into

several division. These divisions are known as:-
(a) Denomination (b) Reference number
(c) Section number (d) Description

4. Different items of same group of each section are once again

classified into:-
(a) Reference Number (b) Sub Section
(c) Part Number (d) Description

5. Standard unit of measurement of equipment is called:-

(a) Term (b) Nomenclature
(c) Denomination (d) Description

DTQs:

1. What is Section number of AF Equipment? Explain.

2. What do you understand by a reference number of an item?
3. Explain “Denomination of Quantity”.
4. What do you understand by “Nomenclature” of an item?

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AA/I/17/2
CHAPTER – 6

PREPARATION OF e-DOCUMENTS AND THEIR

RECOMMENDATION/APPROVAL

“ENSURE THAT EVERY TRANSACTION OF AF EQUIPMENT

IS SUPPORTED BY e-DOCUMENTS”

Introduction

1. A voucher is a supporting document and shows the correctness of

the transaction carried out in IAF. Therefore maximum care should be
taken to prepare the vouchers correctly.

Types of Vouchers

2. Vouchers are divided mainly into three types:-

(a) Issue Vouchers
(b) Receipt Vouchers
(c) Conversion Vouchers

INTERNAL
VOUCHERS

INTERNAL INTERNAL
DEMAND RETURN &
& ISSUE RECEIPT
VOUCHER CONVERSION VOUCHER
VOUCHER

Figure 6.1 Types of Internal Vouchers

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3. Transactions carried out within the unit are known as Internal

Vouchers and the transactions carried out between the Units are known
as External Vouchers.

4. Conversion of equipment is carried out within the Unit and therefore

it is an internal transaction.

Preparation of Vouchers

5. The following points should be kept in mind while preparing

vouchers:-

(a) E-Vouchers are to be created and actioned on IMMOLS in

respect of every equipment transferred between units and for every
movement of equipment within unit which involves a change of
responsibility.

(b) E-Vouchers are to be created in accordance with the

regulations. All transactions between and within IAF units and
Army/Navy units are to be recorded on IMMOLS. Discrepancy
Report is to be created in all cases of discrepancies.

(c) While creating Discrepancy Report (DR) for Army units, the
army section reference number, nomenclature and denomination of
quantity are to be inserted in remarks column of DR and the
Air Force Item Code will be selected in the system.

(d) SOC/BOC action on the IMMOLS application software is to

be completed without delay after approval. Deferment of SOC/BOC
action is not permitted unless the e-voucher is cancelled.

(e) Separate series of internal and external issue, receipt and

conversion documents, are maintained by the system and serially
numbered consecutively throughout each financial year, i.e. from
1st April to 31st March.

(f) IMMOLS generated e-vouchers are to be retained in the

system for three years after completion of audit or for such longer
period as may be found necessary to settle any item which may be
under query. On completion of three years after on-line audit, the
e-vouchers are to be retained in the archives in IMMOLS. Other
than on specific guidelines from Air HQs, e-vouchers are not to be
deleted.
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(g) The signature of the competent financial authority for write

off on a loss and damage voucher should be put in ink on all the
copies.

Signing of Vouchers (e-Document Authentication)

6. e-Documents in respect of charges against individuals for

equipment lost or damaged and those relating to furniture or barrack
equipment or clothing or accoutrements required for use by personnel of a
flight or section are to be recommended by the flight or section
commander, who for this purpose must be a commissioned officer or
Civilian Gazetted Officer. However, Warrant Officers while officiating in or
posted against such commissioned officers vacancies may be authorized
by their Commanding Officer to recommend such vouchers
(duly published in Station Routine Orders).

7. Ordinarily, Logistics Officer is to recommend/approve all

e-documents (other than Demand), but this power may be delegated by
the Commanding Officer as under: -

(a) Warrant Officers or equivalent Civilian Storekeepers duly

authorised by the Commanding Officer may approve all
e-documents in respect of equipment excepting:-

(i) Local Purchase Order

(ii) Payment Documents

Note: Warrant Officers / Civilian Storekeepers while officiating in

or posted against commissioned Logistics officers vacancies, may
be authorised by their Commanding Officer to recommend /
approve the above-quoted e-documents as well (duly published in
Station Routine Orders).

(b) Warrant Officers / SNCOs (Clerks Accounting) may be

authorised to, check e-cycle completion of the under mentioned
documents on behalf of SAO:-

(i) Material Transfer Voucher and Receipt Voucher.

(ii) To ascertain the correctness of process of registering

of an inventory.
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(c) SNCOs (Clerk Accounting) not below the rank of Sgt may
be authorised to sign, the under mentioned document, on behalf of
Senior Accountant Officer.

(i) IAFF (F) 1527 Sheet No.-I Inventory: - To sign

(on reverse) in case of Periodical and Handing/Taking over
Inventory checks.

(d) An Inventory holder is authorised to create/recommend all

e-documents relating to the inventory for which he/she is
responsible, with the exception of purchase and payment
documents. The e-demands are to be approved by Flt/Sec Cdr.
---------------------------------------------------------------------------------------------------
Bibliography: IAP 1501 Chapter 2 IMMOLS/EQUOLS user manual

Review

Points to remember
 A voucher is a supporting document and shows the correctness
of the transaction carried out in IAF.

 Vouchers are divided mainly into three types i,e Issue Vouchers,
Receipt Vouchers, and Conversion Vouchers.

 Vouchers for transactions within the unit are known as Internal

Vouchers and the transactions between the Units are known as
External Vouchers.

 The signature of CFA for write off on a loss and damage

voucher should be put in ink on all the copies.

Questions
MCQs:

1. Equipment accounting vouchers are mainly divided into:-

(a) Two types (b) Three Types
(c) Four types (d) Five types

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2. After completion of audit, IMMOLS generated e-vouchers to be

retained in the system for:-
(a) One year (b) Two years
(c) Three Years (d) Four years

3. Transaction of equipment within unit is known as:-

(a) External (b) Internal
(c) Section (d) Local

4. Transaction of equipment between units is known as:-

(a) External (b) Internal
(c) Section (d) Local

5. Vouchers for transaction of items related to inventory must be

created/recommended by:-
(a) S Lgs O (b) Section Commander
(c) SA IMMOLS (d) Inventory Holder

6. Conversion voucher is raised to carry out transaction within:-

(a) Unit (b) Section
(c) Lgs Section (d) Any section

DTQs:

1. What are the various types of vouchers?

2. What are the points to be kept in mind while preparing vouchers?

3. What are the e-documents can be recommended/ approved by

logistics officer?

4. What are the documents for which an SNCO of Accounts trade can
be authorised to check e-cycle completion on behalf of SAO?

5. What are the documents can be signed by SNCO of EAS on behalf

of SAO in respect of Equipment Accounting Services?

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AA/I/17/3
CHAPTER- 7

SUBSIDIARY ACCOUNTING DOCUMENTS

ACCOUNTING IS AN ADMINISTRATIVE INSTRUMENT WHICH

IS NOT EXTRANEOUS TO PROFESSIONAL WORK BUT AN
ESSENTIAL PART OF IT

Objective

1. The objective of this chapter is to make trainees know about the

various subsidiary accounting documents which are maintained to keep
the records of the equipment and stores issued to Flt /Section for their day
to day functioning.

Introduction
2. All items while stocked in Logistic Stores are accounted for on
e-Stock Record Cards. But when they are issued to various sections, they
are accounted for in the subsidiary accounting documents.

3. The subsidiary accounting documents are as under:-

For Class `A' & `B' IAFF (F) 1515- Articles in

Stores issued to Flight Use ledger and & IAFF (F)
or Section 1527- Stores Inventories.

For all transferable IAFF (Q) 420- Issue and

Equipments of Airframe withdrawal Form

For Petrol issued to IAFF (Q) 416- Flight Petrol

Flights / Sections for Book.
the use by machines.

For oil issued to Flight / IAFF (Q) 486-Flight Oil

Sections for the use by Book
the machines

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For issues of Clothing

IAFF (Q) 466 - Inventory of
to Airmen/NCs (E)
Kit
/Civilian/ DSC

For Flying Clothing

Flying Clothing Card
issued to aircrew
IAFF (Q) 443B
Officers / Airmen.
Record of issue of
Clothing items on Pre- Officers Pay Book IAFF (F)
payment / Free issue to 1504
Officers

Record of issue of
items to Specialist Form 1670
Vehicle

4. No subsidiary accounting records are maintained for Class `C’ Stores

unless they are of an attractive nature such as Fabric, Canvas, Copper
Tubing, Aluminium etc. such items when issued, will be accounted for by the
Flight or Section Commander in a Manuscript Register / Expense Book.
Documents Maintained In EQUOLS

5. The following subsidiary accounting documents fall under the scope

of EQUOLS application:-

For Class `A' & `B' IAFF (F) 1515- Articles in

Stores issued to Use ledger and & IAFF (F)
Flight or Section 1527- Stores Inventories

Airframe Inventories. IAFF (Q) 420 (Issue and

Withdrawal Form)

Inventories for IAFF (Q) 420- Issue and

specialist vehicle withdrawal Form

Clothing issued to
Airmen/ NCs(E)/ IAFF (Q) 466 : Inventory of
Civilians/ DSC . Kit

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Flying Clothing Card IAFF (Q) 443B

Record of issue of
items on Pre-payment/ e-Pay Book: Officers
Free issue to Officers
n
Issue of class ‘c’ store I
to Flight/ Section n
e-Expense Book
against Unit Base /
Scale O
u
t
___________________________________________________________
Bibliography- AFO 05/96 and EQUOLS user manual.
R
e
g
Review i
s
Points to remember t
e
 Items while stocked in Logistic Stores are accounted for on e- r
Stock Record Cards.

 Class ’A’ and ‘B’ stores issued to various sections are e

accounted for in the subsidiary accounting documents. g
i
 No subsidiary accounting records are maintained for Class `C’ s
Stores unless they are of an attractive nature. t
e
r

Questions
MCQs:

1. Flying clothing issued to Airmen Aircrew will be recorded on:-

(a) F (Q) 466 (b) F (Q) 443A
(c) F (F) 1504 (d) F (Q) 443B

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2. Clothing items issued to civilians will be recorded on:-

(a) F (Q) 466 (b) F(Q) 486
(c) F (F) 1504 (d) F (Q) 443B

3. Pre-payment issue of clothing items to the officers is recorded on:-

(a) F (Q) 466 (b) F (F) 1504
(c) e-pay book (d) F (Q) 443B

4. Which of the following accounting document is not maintained in

EQUOLS:-
(a) F (F) 1515 (b) F (Q) 420
(c) F (Q) 443B (d) F (F) 1513

5. No subsidiary accounting documents are maintained for:-

(a) Class ‘A’ stores (b) Class ‘B’ stores
(c) Class C stores (d) All the above

6. Issue of Aluminum & copper tubing will be accounted for by the

Flt/Sec Cdr on:-
(a) F (F) 1515 (b) F (F) 1527
(c) Manuscript register/expense book (d) F (Q) 420

7. Issue of FOL to Flt/sec for use by machines is recorded on:-

(a) F (Q) 416 (b) F (Q) 486
(c) F (Q) 420 (d) Expense Book

DTQs:

1. List out various subsidiary accounting documents.

2. List out the subsidiary accounting documents which fall under the
scope of EQUOLS application.

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AA/I/18/1
CHAPTER- 8

INTRODUCTION TO IMMOLS / EQUOLS

IMMOLS IS THE APPLICATION SOFTWARE FOR

UNDERTAKING ALL ONLINE ACTIVITIES OF
EQUIPMENT ADMINISTRATION AND ACCOUNTING

Objective

1. Objective of this chapter is to familiarise trainees with the concept

of IMMOLS and EQUOLS, steps to log in/out in IMMOLS/EQUOLS,
importance of password and steps to change a password.

Introduction

2. IMMOLS is an abbreviated form of Integrated Material Management

Online System. It is online application software specially designed for
equipment management and accounting in Indian Air Force. All agencies
involved in material management i.e. Air HQ, Command HQs, all AF
bases, IFAs and audit agencies spread all over the country are connected
online. IMMOLS has been jointly developed by M/s TCS Ltd & IAF.
IMMOLS was dedicated to nation on 08 Oct 2006. The application
software works on AF net platform. Two more applications integrated with
IMMOLS are EQUOLS & AUDOLS.

Figure 8.1 IMMOLS Screen in Computer

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2. Due to implementation of IMMOLS there has been remarkable

improvement in supply chain of Indian Air Force. Some of the benefits of
IMMOLS are:-
(a) Efficient materials management.
(b) Assets visibility for better utilization of resources.
(c) Speedy Demand Process.
(d) Speedy Procurement.
(e) Speedy Repair / Maintenance.
(f) Efficient Spares Accounting.

BENEFITS OF IMMOLS SOFTWARE

Efficient Speedy
materials Procurement
management

Assets visibility Speedy Repair /

Maintenance

Speedy Demand Efficient Spares

Process Accounting

Figure 8.2 Benefits of IMMOLS software

Logging on IMMOLS

3. To log on in IMMOLS, user must have an authorized designation

with username Id and password. To log on the following steps are to be
followed:-

(a) Open internet explorer and type IP address of IMMOLS of

concerned unit and press Enter to log on. The IMMOLS Login
screen will open.

(b) Enter the user Id and password.

(c) Click on OK.

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(d) Select designation from drop down box (applicable if holding

more than one designation) to log on.

(e) The IMMOLS application Menu screen will open. Concerned

username and designation will appear at right hand top corner of
IMMOLS screen.

Change of Password

4. To perform any task in IMMOLS, every user needs a unique User

Id and password which are allotted by the System Administrator IMMOLS.
It is the responsibility of user to maintain and protect the password. Users
can change their password themselves as many times as they want. The
validity of password is 30 days. Before reaching the expiry date of
password, the system prompts the user to renew the old password.

5. To change a password, the following steps to be followed:-

(a) Log in using original User ID and password.

(b) Select AdministrationUserUser. User Maintenance

screen will open.

(c) Click on ‘Change Password’ A new window will open.

Where-in old password as well as new password is to be provided.
The user has to confirm the correctness of password by filling up
the same (new) password in ‘Confirm Password’. Click OK.

Importance of Password

6. Your password is as important as your signature. Giving your

password to anyone else is like signing blank papers/ cheques/ vouchers.
In this case, the user whose account is being used is held personally
responsible for all activities performed by any other person because the
software records the particulars of the user.

Logging out of IMMOLS

7. To log out the IMMOLS, click on log out button at top right hand
corner of the IMMOLS screen and confirm. This action will prevent others
from using your user ID and password. A user has to ensure that he has
closed the application after finishing the job.

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Deactivation of Password

8. Before proceeding on leave/TD or posting, user must ensure that

his password is deactivated. The deactivation can be done by SA,
IMMOLS.

IMMOLS Modules

9. For easy and better working, IMMOLS application has been divided
into following modules:-
(a) Demand
(b) Material Transfer
(c) Transportation
(d) Stores Procedures
(e) Provisioning
(f) Procurement
(g) Budgeting
(h) Master
(j) Tools
(k) Administration
EQUOLS

10. EQUOLS is an abbreviated form of Equipment Accounting Online

System. The EQUOLS has been integrated with IMMOLS for creation and
maintenance of Subsidiary Accounting documents which were manually
maintained in Equipment Accounts Section. The objectives of EQUOLS
are as follows:-
(a) Computerisation of subsidiary accounting documents and
EAS activities.
(b) Online updating and maintenance of Equipment Accounting
Documents.
(c) Interface with IMMOLS.

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Logging on EQUOLS

11. To log on in EQUOLS, user must have an authorized designation

with username Id and password. To log on the following steps are to be
followed:-

(a) Open internet explorer and type IP address of EQUOLS of

concern unit and press Enter key to log on. The EQUOLS screen
will open.

(b) Enter the user Id and password.

(c) Click on OK.

(d) Select your designation from drop down box (applicable if

holding more than one designation) to log on.

(e) The Main Menu of EQUOLS screen will open. Your

username and designation will appear at right hand top corner of
EQOULS screen.

Change of Password

12. The procedure for maintenance and change of password in

EQUOLS is same as prescribed for IMMOLS. Password for EQUOLS is
same as applicable for IMMOLS.

Bibliography: IMMOLS/EQUOLS user manual

Review

Points to remember

 IMMOLS is an abbreviated form of Integrated Material

Management Online System.

 All agencies involved in material management i.e. Air HQ,

Command HQs, all AF bases, IFAs and audit agencies spread all
over the country are connected online.

 IMMOLS was dedicated to nation on 08 Oct 2006.

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 EQUOLS is an abbreviated form of Equipment Accounting Online

System.

 The EQUOLS has been integrated with IMMOLS for creation and
maintenance of Subsidiary Accounting documents which were
manually maintained in Equipment Accounts Section.

 To log on in IMMOLS/EQUOLS, one must have an authorized

designation with username Id and password.

 Users can change their password themselves as many times as

they want. The validity of password is 30 days.

 Before proceeding on leave/TD or posting, user must ensure that

his password is deactivated. The deactivation can be done by
IMMOLS SA.
Questions
MCQs:

1. One of the following is not the module of IMMOLS:-

(a) Demand and Return (b) Store Procedure
(c) Budgeting (d) Procurement

2. To Log in into IMMOLS, one must have user Id and password

from:-
(a) SLO (b) SAO
(c) SA IMMOLS (d) S IT O

3. The validity of Password in IMMOLS is:-

(a) One Week (b) 30 Days
(c) One month (d) 365 days

4. Before proceeding on leave /TD or Posting user of IMMOLS must

ensure that his User Id is deactivated by:-
(a) Adjutant (b) SAO
(c) SA IMMOLS (d) S IT O

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5. IMMOLS application was dedicated to nation on:-

(a) 08 Oct 2005 (b) 08 Oct 2006
(c) 15 Aug 2006 (d) 15 Aug 2005

6. Subsidiary accounting documents are maintained in:-

(a) IMMOLS (b) EQUOLS
(c) AF Net (d) LAN

DTQs:

1. What is IMMOLS?

2. What is EQUOLS?

3. Explain the procedure for password change in IMMOLS/EQOULS.

4. Who can create designation, user Id and password in

IMMOLS/EQUOLS?

5. How many modules are provisioned in IMMOLS?

6. What are the benefits of IMMOLS?

7. What is the importance of password?

8. What do you mean by deactivation of password?

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AA/I/18/2
CHAPTER- 9

GLOBAL ITEM GALLERY

TO KNOW THE MEANING OF A WORD REFER TO [

DICTIONARY TO KNOW ABOUT AN AF EQUIPMENT

GO TO GLOBAL ITEM GALLERY

Objective

1. Objective of this chapter is to teach the trainees about Global Item

Gallery (GIG) and also the procedure to view an item in GIG.
Introduction

2. Air Force has a vast range of equipments. The correct identification

of equipments is essential for carrying out store transactions. For easy
and universal identification of equipment, they have been allotted with
section, reference number, denomination of quantity and nomenclature.
After implementation of IMMOLS all equipments have also been
additionally allotted with item code number.

Figure 9.1 showing identification of an equipment with item code

Global Item Gallery (GIG)

3. All the items available in the IAF have been ported into IMMOLS
with all relevant details and stored in central server for easy access to all
users. There are different options available for search of an item in GIG:-

(a) Item code number wise.

(b) Reference / Part No wise.

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(c) Description based by wild card (%) option.

4. To view an item in GIG, the following steps are to be taken:-

Select Masters Equipment Item Select. Global Item Gallery

Window will open, further adopt the following methods: -

(a) Checking Item by Item Code. If Item Code is known, then

enter only Item Code and keep all other fields like Vocab,
Reference / Part No., Description etc. blank. Then click on Show
[Link] will find the item in the grid.

(b) Checking Item by Reference / Part No. If the reference no.

is known, then enter only reference No. in appropriate field and
click on Show button. You will find the item in the grid. If item is not
found or not available, then use “%” wild card character on both the
side of Ref. No. and try again.

(c) Checking Item by Description. Do not select any other

field values. Enter the desired description in the description field.
Use ‘%’ wild card character to seek items having a particular
character string in the description. For e.g. to find all items called
hoses, type %HOSE% and press Show button. You will find all the
items with description containing Hose. Select the required item.

Figure 9.2 Global item gallery

Importance of GIG

5. Following are the importance of GIG:-

(a) All the transactions with Logistic Section can take place only
if the item is available in GIG.

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(b) This is a universal data base throughout the Air Force.

(c) All units have access to same data.
(d) Publication details are available through modify Item.

(e) User does not have to key-in details of item, hence errors
can be avoided.

Action if items not available in GIG

6. The large number of records indicates that all items required in the
IAF have been ported into GIG in IMMOLS. However, there could be
cases where an item is newly introduced in the IAF or is not correctly
identified. In such cases, the item is to be introduced in GIG to enable its
transactions in IMMOLS environment. This can only be done by
Concerned Maintenance Cell at Air HQ on receipt of item request mail
from units. Dealing Directorates at Air HQs is to action such requests
within 24 hours. On adding the items into GIG by Air HQ, transactions can
be carried out by the unit. The item request mail is sent through –
Master Equipment Item Item request mail New

Figure 9.3 Reporting about items not available in GIG

Bibliography: IMMOLS/EQUOLS user manual

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Review

Points to remember

 In IMMOLS Air Force Equipments are identified through GIG.

 To open GIG, Select Masters Equipment Item Select

 In GIG, items can be checked by Item Code, by Reference /

Part No and by Description.

 If the items are not available in GIG, mail is to be sent to

concern Directorate at Air HQ for adding the items into the GIG.


Questions
MCQs:

1. The expended form of GIG is:-

(a) Gala item gallery (b) Glob item gallery
(c) Global item gallery (d) All the above

2. The wild card character used to search the items in GIG is:-
(a) $ (b) %
(c) @ (d) #

3. If the item is not available in GIG a mail is to be sent to:-

(a) Air HQ (b) Command HQ
(c) SAO (d) IMMOLS SA

4. Item which is not in GIG to be added by dealing Directorate at air

HQ on receipt of request from user within:-
(a) 02 hour (b) 24 hour
(c) 36 hour (d) 48 hour

5. For the items which are not available in GIG, necessary mail is to
be sent to the concerned Directorate by:-

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(a) Accts Offr (b) Lgs Offr

(c) IMMOLS SA (d) Command HQ

6. All the transactions with logistics can take place only if the item is
available in:-
(a) Stores (b) GIG
(c) Records (d) all of the above

7. The data base of IMMOLS is universal throughout:-

(a) Unit (b) Command HQ
(c) Air HQ (d) Air Force

DTQs:

1. What is Global Item Gallery?

2. How AF equipment can be identified in GIG?

3. Enumerate importance of GIG in IMMOLS.

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AA/I/18/3
CHAPTER – 10

LAST LINE BALANCE AND

ITEM TRANSACTION REPORTS

DETAILS OF COMPLETE LOGISTIC INVENTORY HELD BY A UNIT

CAN BE SEEN ON A CLICK IN IMMOLS

Objective

1. Objective of this chapter is to familiarise trainees about last line

balance and items transactions report generated in IMMOLS.

Introduction

2. Previous to IMMOLS, Stock Record Cards were maintained to

record all the receipts and issues of equipment in Logistic Store. Now
same has been replaced by system generated report.

Last Line Balance Report

3. This report generates the closing balances and last transaction

date of items with their categories within the period specified, by the user.
The store, material group, class of store and item category can also be
specified. The report can also be used to view all the items by choosing
‘All Item’ radio button. The report can also be used to view all the items
with zero balance in a particular store through radio button ‘Items with
Zero Balance’. The following steps to be followed to generate the report:-

(a) Select Store Procedure Report Last Line Balance

Report. Last Line Balance Report window will open. (Figure 10.1)

(b) Fill in the required information i.e. Item code, class, Item
category etc and click OK. The report will be generated.

(c) Click on on the toolbar. Report will be printed.

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Figure 10.1 - Last Line Balance Report

Item Transaction Report

4. This report generates item details, which are issued or received,

within a period and for a particular store specified by the user. The report
can be refined by specifying item group, vocabulary and reference
number. Issue and Return quantity is divided in to three sections i.e.,
serviceable, repairable and salvage. Serviceable is category A+B+C,
Repairable is cat. D, Salvage is cat. E. The following steps to be followed
to generate the report:-

(a) Select Store Procedure Report  Items Transaction

Report. Items Transaction Report window will open. (Figure 10.2)

(b) Fill in the required information i.e. store, Item Group,

Vocabulary etc and click OK. The report will be generated.

(b) Click on on the toolbar. Report will be printed.

Figure 10.2 - Item Transactions Report

Bibliography: IMMOLS user manual

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Review

Points to remember
Review
 Manual SRCs have been replaced by IMMOLS generated report
on last line balance.

 The reports can be generated by items wise, store wise and

period wise as per requirement.

 Items transaction history on any period can be viewed in item

transaction reports.

Questions
MCQs:

1. Last line balance report is generated from:-

(a) EQUOLS (b) IMMOLS
(c) AF Net (d) Internet

2. Items transaction report is generated from:-

(a) EQUOLS (b) IMMOLS
(c) AF Net (d) Internet

3. Last line balance report show type of which balance:-

(a) Opening Balance (b) Closing Balance
(c) Transaction day balance (d) Monthly balance

4. Last line balance report can be generated from which module of

IMMOLS:-
(a) Demand (b) Master
(c) Store procedure (d) Tools

DTQs:

1. Describe last line balance term in IMMOLS

2. How last line balance report is generated in IMMOLS?
3. Describe item transaction report in IMMOLS.
4. How item transaction report is generated in IMMOLS?

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AA/I/19/1
CHAPTER-11
INTERNAL DEMAND

“FOR OPERATIONAL ACCOMPLISHMENTS EACH ITEM IS TO BE

DEMANDED BY THE AUTHORISED PERSON, AT THE RIGHT TIME
AND IN THE RIGHT QUANTITY”

Objective

1. The objective of this chapter is to make trainees understand how

items required for day to day use are demanded from store and which are
the agencies involved in approval of demand.

Introduction

2. In the IMMOLS system, the term ‘Demand Management’ refers to

registering and approval of requests for material by the eventual user to a
store (FSS or Main Store) within the Unit and the issue of material from
the store.

Demand Processing

3. This section covers the procedure for preparing demand. Using this
menu option, you can perform the following tasks:

(a) Registering Demands

- DMD
- DMD & IV
(b) Approving Demands
(c) Amending Demands (Modifying after Approval)
(d) Closing/Cancelling Demands
Registering Demands
4. Registration is the process of allocating a demand number to a
specific demand. If you want to create Demand, your designation should

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have demand creation authority and the designation should be attached to

a section. This screen is common for all types of demands including
spares, POL/ATF and Clothing except Ration and Cleaning Material.
Ration and Cleaning Material should be issued through D&I.

Figure 11.1 Menu for registration of Demand

To register a DMD demand, perform the following steps:

(a) Select Demand > Demand > New from the application menu
(refer Figure 11.1).

(b) The Demand-New screen will open.

(c) The Demand – New screen has four tabs, viz. MAIN, ITEMS,
OTHERS and APPROVALS.

Figure 11.2 Entering details in the MAIN tab

(d) Select the demand as DMD. Demand can be DMD or

DMD & IV.

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(e) Demand Type can be “Normal”, “Aero engine”,

“Aircraft/Airframe/Article” or “Vehicle”.
(f) Select the material group to which the demanded item
belongs.

(g) Select class of store as Class – A, B, C

(Note: All items selected in the demand must belong to the same
class).

(h) Select priority of demand.

(j) Select inventory no. (if applicable).

(k) Select Aircraft number (mandatory in case priority is AOG/

USR).

(l) Select material group.

(m) Select the subsidiary document action.

Enter details in the ITEMS tab.

5. Following actions are to be taken to enter details in the item tab:-

(a) Click on the ITEMS tab.(Figure 11.3)

(b) Select Items from Global Item Gallery (GIG).

Figure 11.3 - Global Item Gallery screen

(c) Click on SHOW.

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(d) Select the items in the grid and click OK.

(e) Enter other details like Demanded Quantity.

(f) Select the Category of the items (viz. A, B, C, D).

(g) If the demand is recurring in nature, check column

‘Recurring’ in the grid.

Details in the OTHERS tab

6. Following steps are to be initiated to enter details in the others tab

(a) Click on the OTHERS tab (refer Figure 11.4 ).

Figure 11.4 Entering details in the OTHERS tab.

(b) System updates the creator details under OTHERS tab

automatically.

(c) Enter your remarks.

Figure 11.5 - Entering details in the OTHERS tab

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Enter details in the APPROVALS tab

7. Following actions are to be taken to enter details in APPROVALS

tab:-
(a) Click on the APPROVALS tab.

(b) Set the Recommending / Approving / Closing / Cancelling

authorities.
(c) Click on OK button to validate the authorities.
(d) Click on the Save icon on the toolbar. On the successful
save of the record, a unique document number should be
generated and status of the document should be updated as
‘unregistered’. For registering the document, creator has to ‘submit
and ‘save’ the document.

Approving Demands

8. Once a demand has been registered, it needs to be approved by

the approving authority. The approver is allowed to modify the demanded
quantity at the time of approval. After registration of the demands, it will
reflect in the approval designation’s personal folder for approval action.
Approver can double click the document from personal folder for approval
action. Otherwise, the following steps should be followed:

9. To approve a demand, perform the following steps:

(a) Select Demand > Demand > Select Demand menu

Figure 11.6 - Selecting a Demand

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(b) The Demand Query screen will open (refer Figure 11.6 )

(c) Enter the demand number to select the demand to be

approved or select a combination of query criteria such as Date
Period, Status, Section, Store etc. for which you would like to see
the demands pending for approval.

(d) Click on Show.

(e) The demands satisfying the query criteria will be populated

in the grid.

(f) Select the demand for approval action and right click on the
selected record.

Amending the demanded Qty

10. To amend a demand, perform the following steps:

(a) Select Demand > Demand > Select Demand menu

(b) The Demand Query screen will open (refer Figure 11.7)

(c) Enter the demand number to select the demand to be

approved or select a combination of query criteria such as Date
Period, Status, Section, Store etc. for which you would like to see
the demands pending for approval.
(d) Click on Show.

Figure 11.7 – Amending the demanded Qty

(e) Click on Approve.

(f) This will open the selected demand document.

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Note: The approver can change the demanded quantity (can be

changed to zero) or Aircraft/Vehicle No. before submitting and
saving the document. However, a check is enforced to check that
the amended quantity can be less than or equal to the demanded
qty but more than or equal to the sum of issued quantity and the
total inability created and over-ruling it prompts the error.

(g) Enter remarks, if required.

(h) Click on the Approvals tab and verify the approving

authorities.

(j) Click on OK.

(k) Submit and save the document.

(l) The status of the demand will change to Approved. If the

document is saved without submitting, its status will remain
unapproved. After approval action, demands will appear in the
personal folder of concerned store in charge.

Amending Demands (Modifying after Approval)

11. After approval the AMEND option can be used for cannibalisation
by the Approving authority. Approver can amend the Aircraft No. and the
Demand Quantity. However, amendment is not applicable to Demand
Type DMD & IV. To amend a demand, perform the following steps:
(a) Click on the Select Demand menu. The Demand Query
screen will open.

Figure 11.8 - Amending a Demand

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(b) Enter the demand number to be amended or enter a range

for which you would like to see the demands.

(c) Click on SHOW. This will populate the demand details for
the relevant demands.

(d) Select the demand you wish to amend.

(e) Right click on the selected demand (refer Figure 11.8 ).

(f) Right click on Amend. A message will appear saying,

‘Approver Can Start Amendment Now’.

(g) The selected document will be opened.

(h) You can now amend the demanded quantity (can be

changed to zero) and aircraft no.

(j) Click on Submit followed by save to update the approved

demand.

Note: To view the amendment that has been made to the

document after it has been approved, select and open the demand
in view mode, click on the button. If the control has history it will
show the amendment history details for that field.

Closing/Cancelling Demands

12. In order to close or cancel a specific demand (Normal DM-

Demand), the following steps are followed:

(a) Go to Tools and select Document Tracking from the

Application Menu. The Document Tracking screen will open.

(b) Select Starting document as DM-Demand and click .

(c) Select the demand to be closed / cancelled. The selected

Doc. No. will appear.

(d) Select and right click on the document.

(e) Choose close/Cancel as required from the options. The

Document State will change as per the selection.
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Note: A document can be cancelled if it is in approved state and

all the child documents (if created) are in cancelled state. A
document can be closed if it is in its final state and all the child
documents are created and in closed state. In order to cancel DMD
& IV demand or any other D&I- Demand, only ‘Head of Logistics
Functions’ would be allowed to cancel the same in its Unregistered
state only through ‘Pre-Approved Cancellation’ screen

Short Closing Demands

13. After the approval of Demand, ‘Short Close’ option should be

enabled upon right click of Demand in Demand Select Screen. Before
Short Closing of Demand, ensure that the current User is the Approver of
Demand as only Demand Approver can short close the demand.

14. To Short Close the Demand, perform the following steps:

(a) Click on the Select Demand menu. The Demand Query

screen should open.

(b) Select the Demand that user wants to Short Close.

(c) Right click on the selected Demand, ‘Short Close’ option

should be shown, if Demand is approved.

(d) When User clicks on ‘Short Close’ option, and if the Demand
can be Short Closed, Demand will be opened in View mode so that
User can verify before Short Closing it. If Demand cannot be Short
Closed, then a proper message will be shown to the User.

(e) After verifying, a confirmation box will be shown after User

closes the Demand document.

(f) If User clicks on ‘Yes’ option, a pop up will be shown for

entering Remarks (mandatory).

(g) After entering the Remarks and clicking on ‘OK’ button,

Demand will be Short Closed/Cancelled.
___________________________________________________________
Bibliography - IAP 1501 Chapter 12, IMMOLS user manual

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Review

Points to remember

 Any equipment required by Flight or Section are to be demanded

from logistic store by creating demand in IMMOLS.

 For creating demand one must have authority to create a

demand.

 While placing demand for airframe and vehicle, the type of

demand is to be selected as Airframe or vehicle.

 Demand will be approved by Section Commander of the creator.

 If demanded item is less supplied and remaining item is not

required by the concerned section, the demand is to be short
closed.

 Outstanding demands are to be reviewed periodically and long

outstanding demands are to processed or closed.

Questions
MCQs:

1. The e-demand vouchers are to be approved by:-

(a) Stn Cdr (b) Lgs Offr
(c) S Accts O (d) Flt/Section Cdr

2. Pre-approved cancellation of a document can be carried by:-

(a) Approver (b) Creator
(c) Last person taken action (d) IMMOLS SA

3. After approval of demand, the same can be modified by:-

(a) Creator (b) Sec Cdr
(c) Approver (d) S Lgs O

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4. Approved demand can be short closed by:-

(a) Creator (b) Sec Cdr
(c) Approver (d) S Lgs O

5. A demand can be cancelled from which module of IMMOLS:-

(a) Demand (b) Tools
(c) Master (d) Store procedure

6. Demand & IV created in IMMOLS can be cancelled by whom:-

(a) Creator (b) S Lgs O
(c) SA IMMOLS (d) Sec Cdr

DTQs:

1. Define demand.

2. How demand can be created in IMMOLS?

3. Define pre approval cancellation of demand.

4. How demand for airframe and vehicles are placed in IMMOLS?

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AA/I/19/2
CHAPTER-12

INTERNAL ISSUE VOUCHER

“EVERY ISSUE FROM THE STORE MUST BE SUPPORTED WITH

APPROVED DEMAND FROM THE CONCERNED AGENCY”

Objective

1. The objective of this chapter is to make trainees understand how

items demanded by flight/section are issued from the store and which are
the agencies involved in issue of store.

Introduction

2. Flight / Section Commander and Inventory Holders are to exercise

a strict control on the demands. They should make sure that the item is
required genuinely and authority exists. They should not demand the
items merely because it is authorised in scales.

3. A Board of Officers should be convened by the Commanding

Officer of the unit to fix the scale of Class `C' stores (except POL) required
for various sections. SRO/URO serial number and date should be quoted
as authority while demanding Class `C' stores.

Procedure

4. Issue functionality relates to registering and approving of Issue

Vouchers for items belonging to approved demands and Striking of
Charge (SOC) issued items from the stock. This section covers the
procedure for preparing Issue Vouchers. Using this menu option, you can
perform the following tasks:

(a) Registering Issue Voucher

(b) Approving Issue Voucher
(c) Closing / Cancelling Issue Voucher
(d) Issue and SOC

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Registering an IV Issue

5. To register an IV issue, perform the following steps:

(a) Select New Issue option from the application menu (refer Fig
12.1). The Issue Voucher-New screen will open (refer Fig 12.2).

Figure 12.1 Selecting issue option

Figure 12.2 Issue voucher new screen

(b) The Issue Voucher new screen has four tabs, viz. MAIN,
ITEMS, OTHERS and APPROVALS.

(c) Issue type combo contains two values- ‘IV’ (Issue Voucher),
‘CIV’ (certified Issue Voucher). The default value of the Issue Type
is ‘IV’.

Enter details in the MAIN tab.

6. The following action to be taken to enter the details in main tab:-

(a) Issue Doc type contains options ‘IV’ and ‘CIV’. By default,
‘IV’ will be selected.

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(b) Store will be hard fixed according to the logged in

Designation.

(c) Click on in the Source Doc No. field to fetch Demand No

against which the Issue voucher is to be made.

(d) The Demand Query window will open.

(e) Enter the query criteria for selecting the demand.

(f) Click SHOW. Only those demands will be populated where

the demanded material group is attached with the store of logged in
designation.

(g) Demand(s) satisfying the query criteria will be populated in

the grid.

(h) Select demand and Press OK.

(j) This will display the Demand No: and demand details on
main issue tab screen and Items corresponding to the selected
demand and Store in the Items grid.

(k) Enter the issue qty and select category for each item.

Figure 12.3 Entering details in main tab

Enter details in the OTHERS Tab

7. The following actions are to be taken to enter the details in the

other tab:-

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(a) Click on OTHER tab and enter remarks, if any. (Refer Figure
12.4 )

Figure 12.4 Entering details in the other tab

Setting Authorities and Saving

8. The following actions are to be taken for setting authorities and

saving:-

(a) Click on the APPROVALS tab.

(b) Set the Recommending / Approving / Closing / Cancelling

authorities.

(c) Click on OK to validate the authorities.

(d) Click on the SAVE icon on the toolbar. On the successful

save of the record, a unique document number will be generated
and displayed as Document Number.

Registering a CIV (Certified Issue Voucher)

9. For Issue type CIV, on selecting CIV, the Parent doc. no. option
and demand details get hidden.

10. Checkbox confirming for the requirement of SSRC/Tally card action

will be displayed. Items can be selected by performing the following steps:

(a) ‘Store’ on the main tab will be selected by default according

to the logged in designation.

(b) Uncheck the ‘SSRC/Tally Card Action’ if not required.

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(c) Go to ITEMS tab and click on ‘Select Items’ button.

(d) Press select items menu, it will open the Global Item Gallery.

(e) Enter/Select the parameters for selecting the items.

(f) Click on SHOW. This will fetch the relevant details of the
item in the grid (refer Figure 12.5 ).

Figure 12.5 Registering CIV

(g) Select the items in the grid.

(h) Click OK. This will fetch the relevant details of the items in
the Items grid.

(j) Rests of the steps are the same as described for Issue type
‘IV’.

Approving IV (Issue Voucher)

11. Once an issue voucher has been registered, it needs to be

approved by and approving authority. The approver is allowed to modify
the Issue quantity at the time of approval. Issue voucher will be available
in the approver’s personal folder also from where approver can double
click on the document and the same will be opened in approve mode.
After approval the same will be removed from the personal folder of the
approver and will transfer to the store IC for issue and SOC action.

12. Following steps are to be followed to approve the Issue:

(a) Click on the ‘Select Issue’ menu.

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(b) Enter the Issue number to select the Issue to be approved or

select a combination of query criteria such as Date period, Status,
Store, Vocab Ref/Part No, Item Code etc.

(c) Click SHOW. The Issues satisfying the query criteria will be
populated in the grid.

(d) Select the Issue for approval action. and right click on the
selected record.

(e) Click APPROVE. This will open the selected Issue

document. (Refer Figure 12.6)

Figure 12.6 Approval of issue

(f) The approver can change the Issue quantity before

submitting and saving the document.

(g) Click on the APPROVALS tab and specify approval action

(Yes/No/Query), enter remarks if required and press OK.

(h) Submit and save the document. The status of the Issue will
change to approved. If the document is saved without submitting,
its status will remain unapproved.

Amending Issue (Modifying after Approval)

13. After approval the AMEND option can be used by the Approving
authority for modifying the Issue Quantity. However, amendment is not
applicable to Issue Vouchers for Demand Type DMD & IV, D&I CM etc.
(all Issue Vouchers corresponding to the D&I-Demands).

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14. To amend an Issue, perform the following steps:

(a) Click on the Select Issue menu. The Issue Query screen will
open.

(b) Enter the Issue Voucher number to select the Issue Voucher
to be amended or enter a range for which you would like to see the
Issue Vouchers.

(c) Click on SHOW. This will populated the Issue Voucher

details for the relevant Issue Voucher.

(d) Select the Issue Voucher you wish to amend. Right click on
the selected Issue Voucher (refer Figure 12.7 ).

Figure 12.7 Modifying after approval

(e) Click on AMEND. A message will come asking, ‘Do you want
to amend?.

(f) Click ‘Yes’ to amend and ‘No’ to cancel. If you click ‘Yes’,
another message will appear saying, ‘Approver Can Start
Amendment Now’.

(g) Right click again on the selected record. The options

available now are APPROVE and VIEW.

(h) Select APPROVE. This will open the selected Issue

document. You can now amend the Issue quantity and Remarks.

(j) Click on Submit followed by save to update the approved

demand.

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Note: To view the amendment that has been made to the

document after it has been approved, select and open the Issue
Voucher in view mode, click on the field (Quantity cell). Right click
and select the AMENDMENT HISTORY option. If the control has
history it will show the amendment history details for that field (refer
Figure12.8 ).

Figure 12.8 Amendment History

Issue and SOC IV (Issue Voucher)

15. It is mandatory for each individual who is drawing items from

logistics section has to validate the transaction with his user id and
password.

16. Once an issue has been approved, Issue and SOC action is
required to record the physical issue of the item to the user. The Issue
Voucher will be saved in the personal folder of Store I/C from where he
can double click on the document and it will be opened Issue and SOC
action.

17. The following steps can be followed for issue and SOC:

(a) Select the ‘Issue Voucher’ > ‘Select’ option from the menu.
This will invoke the select issue screen.

(b) Enter the IV number to select the issue for Issue and SOC
action or enter a combination of query criteria for selecting Issue
vouchers for SOC action.

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(c) Click SHOW. This will display all issue vouchers satisfying
the query criteria.

Figure 12.9 Issue and SOC

(d) Select the Issue voucher for issue and SOC action and Right
click 'Issue and SOC’ action. This will open the selected issue
document. (Refer Figure12.9) and submit and save button will be
disabled.

Figure 12.10 Issue document

(e) In others tab, select type of Personnel as Is in Service or is

Civilian. On selecting type of personnel, depending on the type of
personnel service no will be populated.

Figure 12.11 Authentication dialog box

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(f) After clicking Authentication button, Authentication dialog will

open.

(g) For authentication user has to enter the password of his

service no. If the user is having both IMMOLS and EQUOLS ID and
Password, only IMMOLS password should be used for
authentication.

(h) After authentication, ‘Update Stock’ button will be enabled.

(j) On successful Issue and SOC stock and dues out gets
reduced.

Note: The designation having issue /return authority of the store (assigned
by IMMOLS SA in Store master) only can perform ‘Issue/SOC’ action of
issue vouchers. Otherwise cautionary message will be displayed. In case
of System generated Issue vouchers (IV or CIV) having approved state,
no authentication is required. In case of Issue of batch items, the batch
details are required to be selected for each batch item. This can be done
by selecting the Batch item, right clicking and invoking batch selection
screen. The batch selection screen will open and all batches for the item
will be displayed along with their stocks. Select the batch and enter Issue
qty for each batch. On pressing OK the total batch Issue quantity will get
transferred to the issue screen against the particular item.

Figure 12.12 (a) Selecting batch details

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Figure 12.12(b) Selecting batch details

Closing/Cancelling an Issue Voucher

18. This process is to close or cancel a specific Issue Voucher. Before

closing or cancelling an IV, please ensure that permissions for various
actions for Issue document are given to the User. Cancel/close option will
be highlighted only when the designation hold the authority of MS
Document tracking ‘creating’ /’Viewing ‘ authority. Otherwise these option
will be shown as disabled.

19. The following steps need to be undertaken to close or cancel an IV:

(a) Go to Tools and select Document Tracking from the

Application Menu.

(b) In the Document Tracking Screen, select Starting document

as DM-Issue.

(c) Click search button and select the Issue Voucher to be

closed/ cancelled from IV Query screen.

(d) On pressing ‘OK’ in IV query, document will be displayed in

Document Tracking window.

(e) The Document State will change to Closed or Cancelled as

per the selection.

Note- A document can be cancelled if it is in approved state and all the

child documents (if created) are in cancelled state. A document can be
closed if it is in its final state and all the child documents are in closed
state.

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20. If the Issue Voucher is in Unregistered/ Registered/ Unapproved

state, then it can be cancelled by the person who has taken last action on
the document through ‘Pre Approved Cancellation’ screen.

21. From the Document Type dropdown, select ‘DM-Issue’ option.

Figure 12.13(a) Pre approved cancellation

22. From the select screen, user can copy the issue voucher number
which is to be cancelled.

Figure 12.13(b) Pre approved cancellation

23. This document number should be pasted in ‘Doc. No. to be

cancelled’ textbox and Cancel button shold be clicked. If the current
designation has taken last action on the selected document, then user will
be prompted for cancellation remarks and after submitting the same,
document would be cancelled.

Creating D&I-CLTH Demands

24. This document is created for issuing of clothing items to entitled

personnel. Demand is created by the store keeper on the spot and
clothing items issued to individual. For creating D&I-CLTH demand, one
must have the permissions for various tasks that can be performed in the

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DM module. In this module it is mandated that each individual who is

drawing items from logistics section has to validate the transaction with his
user id and password. For the user having both IMMOLS and EQUOLS id
and password, only IMMOLS password should be used for authentication.

Bibliography - IAP 1501 Chapter 12 and IMMOLS User Manual

Review

Points to remember

 The Issue Voucher new screen has four tabs, viz. MAIN, ITEMS
OTHERS and APPROVALS.

 For creating issue voucher, demand must be in approved status.

 CIV can be created to strike of charge the items without any

demand.

 D&I CLTH is created for issue of clothing items to entitled

personnel.

 After approval of issue voucher the ‘Amend’ option can be used

by Approving authority for modifying the issue quantity.

 After approval of issue voucher ‘Issue and SOC’ action can be

taken by store keeper.

 Before Issue and SOC action transaction must be authenticated

by the person receiving the physical item. This has to be done through
his IMMOLS ID and password.
 A document can be cancelled if it is in approved state and all the
child documents (if created) are in cancelled state. A document can be
closed if it is in its final state and all the child documents are in closed
state.

 D&I CLTH is created for issue of clothing items to entitled

personnel.

 After approval of issue voucher the ‘Amend’ option can be used

by Approving authority for modifying the issue quantity.
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Questions
MCQs:

1. The scale of class ‘C’ stores is fixed by:-

(a) Stn Cdr (b) Board of Officers
(c) Lgs Offr (d) S Accts O

2. Issue and SOC (Issue Voucher) action can be performed by:-

(a) S Lgs O (b) S Accts O
(c) Creator (d) Store keeper

3. Clothing items are issued to Airmen after creating which

document:-
(a) D&I-CLTH (b) Demand Clothing
(c) Demand (d) CIV

DTQs:

1. What are the tasks can be performed from demand menu for issue
voucher.

2. Write the steps for registering an issue voucher.

3. How receipt of items is acknowledged in IMMOLS by the receiver?

4. How issue voucher can be cancelled before approval?

5. Who can initiate issue and SOC action in IMMOLS?

6. Describe about issue and SOC in IMMOLS.

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AA/I/19/3
CHAPTER-13

INTERNAL RETURN VOUCHER

OPERATIONAL ACCOMPLISHMENTS DEPENDS UPON

SERVICEABILITY OF EQUIPMENT. UNSERVICEABLE OR
REPAIRABLE ITEM TO BE RETURNED TO STORES INSTANTLY

Objective

1. The objective of this chapter is to make trainees understand various

categories of the items as per their condition and procedure to be
followed to return those items to store.

Introduction

2. When an item has become repairable or unserviceable due to fair

wear and tear and cannot be used, the Flight or Section Commander or
Inventory Holder should return the item to stores immediately. Also
when the items are no longer required by the section, should be
returned to store.

Procedure

3. At the time of returning the items to store, the condition of the item
is assessed in one of the following categories:-

Categories State of the item

Category `A' Serviceable and unused.
Category `B' Serviceable and fit for immediate re-issue.
Category ‘C' Serviceable, subject to functional test.
Category ‘D’ Repairable, can be repaired.
Category `E' Beyond Economical Repair.

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Serviceable
Serviceable Repairable,
and fit for Subject to can be
immediate functional repaired
re-issue test

Cat “B” Cat “C” Cat “D”

Serviceable Beyond
and unused economical
repair

CATEGORIES
OF AN ITEM
Cat “A” Cat “E”

Figure 13.1 Categories of IAF store

Internal Return Voucher

4. This section covers the procedure for preparing return voucher in

IMMOLS. Using the menu option you can perform following tasks:

(a) Registering Internal Return Voucher.

(b) Inspection of Internal Return Voucher.

(c) Approval of Internal Return Voucher.

(d) Return and BOC of Internal Return Voucher.

(e) Close / Cancel of Internal Return Voucher.

Registering Internal Return Voucher

5. Registration is the process of allocating a voucher number to a

specific Receipt Voucher. The following steps need to be undertaken:

(a) Select  Store Procedures Return Voucher 

New(Figure 13.2).
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Figure 13.2 Inter Return New Menu

(b) Return Voucher screen will open. There will be tabs namely
RETURN DETAILS, ITEM DETAILS, REMARKS and
APPROVALS.

(c) Enter Details in RETURN DETAILS Tab

(d) Select The ‘Return Type’.

(i) If the creator is attached to a store and has the

authority to create CRV, then there will be following
options

- CRV (Certified Receipt Voucher)

- CRV- ZERO (Certified Receipt Voucher - ZERO)
- CRV-EXT (Certified Receipt Voucher – External)
- CRV -TRDCH (Certified Receipt Voucher- Trade
Receipt)

(ii) If the creator is attached to a section and has the

authority to create Internal Return & Receipt, then there
is only one option, i. e., INRV.

(e) Select Store to which the items are to be returned.

(f) Select the Section which is returning the items.

(g) For INRV, select Inventory number (if Sub Doc Action is
‘NONE’ then inventory no. is not required).

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(h) Select Class for item from GIG. In case the class is not
selected, then it is automatically displayed when items are brought
from GIG.
(j) Select subsidiary accounting document action.

Enter Details in Items Details Tab

6. (a) Click ITEM DETAILS Tab.

(b) Select items from ‘Item Selection Screen’ (ref . Figure -13.3
Entering ITEM DETAILS)

Figure 13.3 Entering ITEM DETAILS

(c) GIG will open.

(d) Select the items from grid and Click OK button. Items will
come to Items grid.

(e) Select the Category for Each item in the grid.

(f) Enter the Quantity directly in the column Quantity

.
(g) In case Item is Batched. Right Click the mouse and click on
Batch Details option.

REMARKS tab

7. Enter Remarks in REMARKS tab. For CRV the Remarks are

mandatory.

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Setting Authorities and Saving.

8. Click on the Approvals tab of Return Voucher screen and select

approval authorities. (ref Figure13.4 - Approval tab).

Figure 13.4 - Approval Status Screen

(a) Set the Recommending/ Approving / Closing / Cancelling

authorities.

(b) Click Submit & Save icon on the toolbar. On Successful save
a unique document number will be displayed.

Note: The Recommending Authority will carry out the Inspection in

this document.

Inspection of Internal Return Voucher

9. In order to open the document in the Inspection mode you must

have the permissions as recommending authority.
(a) Click on the ”Select” sub menu of Return (Store
Procedures->Return->Select )
(b) Return Voucher - Query window will open. Enter the Return
Voucher No. to be inspected or enter query parameter to select the
voucher.
(c) Click Show button, the document(s) satisfying the query
parameters will be displayed in the query grid.
(d) Right click on the selected record. You will see the option
‘Inspection’ enabled. Click ‘Inspection’ option. (Figure 13.5) This will

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open the selected Return Voucher.

Figure 13.5 - Inspecting Return Voucher

(e) Right Click above the Main Tab and select ‘Approval Status’
and enter remarks in appropriate field.

(f) Submit and save the modified document. Document State

will change to Inspected.

Approval of Internal Return Voucher

10. Once a Return Voucher has been registered, it needs to be

approved by an approving authority. The approver is allowed to modify
the quantity at the time of approval. Following steps are to be followed
to approve the Return Voucher:-

(a) Select Store ProceduresReturn Voucher  Select .

(b) Return Voucher query window will open. Enter the Return
Voucher number to be approved or enter query parameter to select
the voucher.

(c) Click show. The Return Voucher satisfying the query criteria
will be populated in the grid.

(d) Select the Return Voucher for approval action, and right click
on the selected record. (Figure 13.6)

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Figure 13.6- Approving Return Voucher

(e) Click on [Link] will open the selected Return

Voucher.

(f) The approver can modify quantity and category of item(s).

(g) Submit and save the document. The status of the Receipt
Voucher will change to approved. If the document is saved without
submitting, its status will remain unapproved.

Return and BOC of Internal Return Voucher

11. In order to take BOC action you must have assigned authority.
Following steps are to be followed to BOC action:-

(a) Select Store ProceduresReturn VoucherSelect.

(b) Return Voucher query window will open. Enter the Return
Voucher number to be BOC or enter query parameter to select the
voucher.

(c) Click the Show button, Receipt Vouchers satisfying the

query criteria will be displayed in the query grid.

(d) Select and Right click on the Return Voucher. You will see
the option ‘Return & BOC’ is enabled.

(e) Click on ‘Return & BOC’ (Figure 13.7) This will open the
selected Voucher. Enter the name of ‘Returned by’ in the Main
Tab.

(f) Submit and save. System will ask for updation of stock. Click
Yes - stock will be updated.

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Figure 13.7 - Return and BOC of Return Voucher

Cancellation of Internal Return Voucher

12. In order to cancel a specific Internal Return voucher, the

following steps are followed:-

(a) Select ToolsDocument Tracking.

Figure 13.8(a) – Document tracking

Figure 13.8(b) Selecting Document Tracking

(b) Document tracking screen will open.

(c) Select the Starting Document. (Figure13.8 (b))

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(d) After selecting document Click on the Button(…). It

will open the Query Screen of Intenal Return Voucher. Now
by giving proper query selection criteria ,Select the record.
Click OK.

(e) Document No. will come on the Document Tracking

[Link] Click On the Selected Document No. and
Select Cancel.

Figure13.9 - Close / Cancel of Return Voucher

(f) Write the Remarks and press OK.

Note: A document can be cancelled if it is in approved state and all the

child documents (if created) are in cancelled state.

Bibliography: IAP 1501 Chapter-12 & IMMOLS/EQUOLS user manual

REVIEW

Activities for trainees

- You are taken to Hard Ware Repair Centre of

Review
IT Flight. Study how items of various condition
categories have been labeled and kept.

- List out items which are repairable or

unserviceable.

- Submit report to your class instructor.

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Points to remember

 Repairable or unserviceable and not required items should be

returned to Logistic Section immediately.
 There are five condition categories of items.
Category `A' Serviceable and unused.
Category `B' Serviceable and fit for immediate re-
issue.
Category `C' Serviceable, subject to functional test.
Category `D’ Repairable, can be repaired.
Category `E' Beyond Economical Repair.
 Previous to IMMOLS, the items were returned to store on IAFF
(Q) 448 ( Internal Return and Receipt Voucher).
 Once a Return Voucher has been registered, it needs to be
inspected by recommending authority.
 A document can be cancelled if it is in approved state and all
the child documents (if created) are in cancelled state.

Questions:
MCQs:

1. The items which are serviceable subject to functional test, are

categorized as:-
(a) Category ‘A’ (b) Category ‘B’
(c) Category ‘C’ (d) Category ‘D’

2. Category ‘D’ represent the items which are:-

(a) Beyond economical repair
(b) Repairable, can be repaired
(c) Serviceable and unused
(d) Serviceable

3. The items which are serviceable and fit for immediate re-issue, are
categorized as:-
(a) Category ‘A’ (b) Category ‘B’
(c) Category ‘C’ (d) Category ‘D’

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4. The items which are beyond economical repair are categorized as:-
(a) Category ‘B’ (b) Category ‘E’
(c) Category ‘C’ (d) Category ‘D’

5. Internal Return Voucher can be generated from which module of

IMMOLS:-
(a) Demand (b) Store procedure
(c) Master (d) Material Transfer

6. Inspecting authority for internal return voucher will perform the role
of:-
(a) Creator (b) Approver
(c) Concurrer (d) Recommender

7. Which voucher is created to facilitate entry on SRC of item with NIL

balance for initial entry:-
(a) CRV (b) CRV-Zero
(c) CRV-INRV (d) TPRV

DTQs:

1. What are the various condition categories of items?

2. What are the actions you can perform by using menu option in
IMMOLS in respect of Internal return voucher?
3. What do you understand by registration of a return voucher?
4. What are the steps to be undertaken for registration of a return
voucher in IMMOLS?
5. What are the steps to be undertaken for inspection of an item in
respect of internal return voucher in IMMOLS?

6. Write the steps to be undertaken in IMMOLS to BOC an item which

has been returned to store?

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AA/I/19/4
CHAPTER-14

CONVERSION VOUCHER

“TO BRING RECORDED BALANCES IN AGREEMENT WITH

PHYSICAL BALANCE CONVERSION VOUCHER IS RAISED”

Objective

1. The objective of this chapter is to make trainees understand various

purposes for which a conversion voucher is created and who are the
responsible to create the conversion voucher.

Introduction

2. Whenever equipment is required is to be converted from one

condition category to another or otherwise, a conversion voucher is to be
created in IMMOLS by the Flight or Section Commander, Inventory Holder
or by Logistic Officer.

Object of Conversion Voucher

3. The object of conversion voucher is to bring the recorded balance

in agreement with the physical stock balances as found in check or
otherwise.

Occasions for Raising of Conversion Voucher

4. On the following occasions Conversion Vouchers can be raised:-

(a) From one condition category to another.

(b) From one reference no to another, under the same section

provided both the items are within the same generic heading of
equipment.

(c) From one assembly to its spares.

(d) From an item to its produce.

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(e) To adjust qualitative discrepancies revealed in

consignments.

(f) Transfer of item from one inventory to another inventory.

Conversion Voucher

5. The conversion voucher provides the following functionality-

(a) CVITM. - Conversion of an item from one category to

another or one item to another within the same Vocabulary.

(b) CVSUBITM. - Conversion of one item to another (many to

one/ one to many)

6. By Using this menu you can perform the following tasks.

(a) Registration of Conversion Voucher.

(b) Approval of Conversion Voucher.

(c) SOC / BOC of Conversion Voucher.

(d) Cancel / Close of Conversion Voucher.

Registration of Conversion Voucher

7. The following steps need to be undertaken for registering a

Conversion Voucher:-

(a) Select Store Procedures Conversion Voucher  New

(Figure 14.1)

Figure 14.1 - Creating New Conversion Voucher

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(b) Conversion- New screen will open. There will be 5 tabs

namely Details, SOC, BOC, Remarks and Approval. (Figure 14.2)

Figure 14.2 – Selecting Store in Details Tab

(c) Enter details in Details Tab. (Figure 14.2)

(i) Select ‘Voucher Type’ CVITM or CVSUBITM.

(ii) Select Store and Date.

(d) Enter Details in SOC Tab

(i) Right click on the grid any where and Select ‘Item
Selection option’(Figure 14.3). GIG will open. Select the
items for SOC action and Click OK.

Figure 14.3- Selecting Item in SOC Tab

(ii) Items will be populated in the Item Grid of the

Conversion Voucher.

(iii) Fill quantity and select the Category for each item.

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(iv) If Item is non batched: Enter the Quantity directly in

the column Quantity. If Item is Batched: Right Click the
mouse select Batch Selection. Select Batch and Enter
Quantity. Total Quantity will appear in the Qty Column of the
item grid of SOC tab.

Figure 14.4- Selecting Item in SOC Tab

(e) Enter Details in BOC Tab

(i) Right click on the grid any where and Select ‘Item
Selection option’ (Figure 14.3). GIG will open. Select the
items for BOC action and Click OK.

(ii) Items will be populated in the Item Grid of the

Conversion Voucher.

(iii) Fill the quantity and select the Category for each item.

(f) Enter remarks (if required).

(g) Setting Authorities and Saving the document

(i) Click on the Approvals tab of Conversion Voucher

and validate approval authorities.

(ii) Set the Recommending/ Approving/ Closing/

Cancelling authorities.

(iii) Click Submit.

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(iv) Click Save. On the successful save of the record, a

unique document number will be generated and displayed as
Document Number.

Approval of Conversion Voucher

8. Once a Conversion Voucher has been registered, it needs to be

approved by an approving authority. The approver is allowed to modify
the quantity at the time of approval. To approve the conversion voucher
the following steps are to be followed:-

(a) Select Store Procedures Conversion Voucher  Select.

Figure 14.5 - Selecting Conversion Voucher

(b) Conversion-Query window will open. Enter the Conversion

Voucher number or enter query parameter to select the voucher.
Click show. Conversion Voucher satisfying the query criteria will
be populated in the grid (Figure 14.5)

Figure 14.6 - Conversion Query Screen

(c) Select the Conversion Voucher, and right click on the

selected record.

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(d) Click ‘Approve’. This will open the selected Conversion

Voucher. (Figure 14.7)

Figure 14.7 - Approving Conversion Voucher

(e) Right click above the Main Tab and specify approval action
(Yes/No/Query), enter remarks if required and press OK.

(f) Submit and save the document. The status of the

Conversion Voucher will change to approved. If the document is
saved without submitting, its status will remain unapproved.

SOC/BOC of Conversion Voucher

9. In order to take SOC/BOC action, you must have the permissions

from IMMOLS SA. The following steps are to be followed:-

(a) Select Store Procedures Conversion Voucher  Select.

Conversion- Query window will open.

(b) Enter the Conversion Voucher number to be SOC/BOC or

enter query parameter. Click show. The Conversion Voucher
satisfying the query criteria will be populated in the grid

(c) Select the Conversion Voucher for SOC/BOC action, and

right click on the selected record. (Figure 14.8) Click on
‘SOC/BOC.’

(d) System will ask for updating of stock. On clicking yes, stock
will be updated.

Figure 14.8 - SOC and BOC of Conversion Voucher

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Cancelling of Conversion Voucher

10. In order to close or cancel a specific Conversion Voucher the

following steps are followed:-

(a) Select ToolsDocument Tracking. Document tracking

screen will open.

(b) Select Starting Document as ‘SP-Conversion Voucher’ After

selecting document Click on the Button (....).

(c) It will open the Query Screen window of Conversion

Voucher. Now by giving proper query selection criteria, Select the
record Click OK. Document No will come on the Document
Tracking Screen.

(d) Right Click On the Selected Document No. and select

Cancel. Write the Remarks and press OK.

Note: A document can be cancelled if it is in approved state and all

the child documents (if created) are in cancelled state. A document
can be closed if it is in its final state and all the child documents are
created and in closed state.

Bibliography - IAP 1501 Chapter 12 and IMMOLS user manual

Review

Points to remember

 The object of conversion voucher is to bring the recorded

balance in agreement with the physical stock balances as found
in check or otherwise.

 CVITM can be created for conversion of an item from one

category to another or one item to another within the same
Vocabulary.

 CVSUBITM can be created for conversion of one item to

another (many to one/ one to many).

 SOC/BOC action can only be performed if you have the

permissions from IMMOLS SA to do so.

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Questions
MCQs:

1. The object of the conversion voucher is to bring the recorded

balance in agreement with the:-
(a) Physical stock balance (b) Actual balance
(c) Closing balance (d) All the above

2. To adjust qualitative discrepancy revealed in the consignment

received, the consignee is required to create:-
(a) Internal demand voucher (b) Issue voucher
(c) Conversion Voucher (d) None of the above

3. Conversion voucher is raised by:-

(a) Flt/Sec Cdr (b) Inventory Holder
(c) Lgs Offr (d) All the above

4. Before raising conversion voucher to convert the reference no. it

should be kept in mind that:-
(a) Should be within the same inventory
(b) Should be within the same section
(c) Should be in the same section no.
(d) Should be in the same category

5. To convert one assembly to its spares which voucher is created:-

(a) CV (b) CVSUBITM
(c) CVITM (d) CVIBATCH

DTQs:

1. What is the object of conversion voucher?

2. What are the occasions for creating the conversion vouchers?

3. State how items required to be SOC are to be entered in

conversion voucher.

4. How SOC/BOC action is taken on conversion voucher?

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AA/I/19/5
CHAPTER-15

SCRUTINY AND LINKING

OF INTERNAL VOUCHERS

“CRITICAL SCRUTINY AND LINKING OF INTERNAL TRANSACTION

IS AN INTEGRAL AND ESSENTIAL PART OF ACCOUNTING”

Objective

1. The objective of the chapter is to teach the trainees about object

and aspects of scrutiny of internal vouchers.

Introduction

2. Accounts Assistant is to scrutinise and link various e-documents

created in IMMOLS/EQUOLS to ensure their correctness and
completeness. This will help to detect weakness/fraud / misuse of service
items and will also help to fix the responsibility for losses / wastages.

Object of Scrutiny of Vouchers

3. (a) Scrutiny of the vouchers means to examine the validity and

authentication of the transaction.

(b) Scrutiny of all the vouchers is to be carried out at final stage

to ensure their correctness/completeness/replication.

Scrutiny of Vouchers

4. All the e-documents should be scrutinised by the SNCO IC EAS to

ensure that all the actions required to be taken on vouchers have been
completed. While scrutinising the vouchers, the general principles as laid
down by Controller General of Defence Account (CGDA) for internal audit
to be carried out by the PCDA (AF) are to be kept in mind so that no room
is left for an objection to be raised by LAO (AF) during their audit.

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Aspects for scrutiny.

5. The following common aspects are to be covered during the

scrutiny of internal vouchers:-

(a) Whether the e-documents have been raised as per laid

down rules?

(b) Whether the role / permission have been correctly assigned

in the IMMOLS to the various appointments i.e. Creator /
Recommender / Pre Receipt Inspection/Concurrer / Approver and
conform to the provisions of IAP 1501.

(c) Whether the subsidiary accounting document is correctly

selected while creating e-documents?

(d) The purpose for issue/return/conversion is endorsed in the

remarks tab of the documents and it should be justified with current
scale/policies/rules in vogue.

(e) Whether the responsibility is fixed on an individual in case of

loss or premature change of condition of the item and suitable
adjustment is carried out in store accounting.

(f) Whether the transaction has resulted in a loss to the state?

How the loss is accounted for? Has the loss been sanctioned by
CFA?

(g) Whether the reduced to produce of Assembly/item, is

accounted for?

(h) Ensure all the e-documents are in their final stage in

IMMOLS/EQUOLS.

(j) Reasons for inordinate delay in finalisation of e-documents

are to be ascertained and should be justified.

6. The following aspects are to be covered while scrutinizing demand

and internal issue vouchers:-

(a) Whether the role / permission have been correctly assigned

in the IMMOLS to the various appointments i.e. Creator /

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Recommender / Concurrer / Approver and conform to the

provisions of IAP 1501.

(b) Whether the demands have been raised as per laid down
scales/rules? Items pertaining to section inventory are to be
demanded by inventory holder only.

(c) Whether the subsidiary accounting document is correctly

selected while creating e-documents?

(d) Is reason for demanding the item is endorsed in remarks

column of demand?

(e) Items demanded excess to scale are to be supported by

special authority.

(f) Demand for class ‘A’ & ‘B’ item should be supported with
internal return voucher number vide which unserviceable item has
been returned to store. If item demanded against deficiency, the
scale of the item is to be endorsed in remarks column. Returning of
items should be monitored through cat ‘D’ watch register.

(g) Demands for class ‘C’ store are to be supported by proper

authority. In case of demand against Unit Based Scale the same
should be supported with appropriate authority.

(h) Ensure that receipt of item(s) has been authenticated by the

representative of user section though IMMOLS user ID and
password.

(j) Reason for long outstanding demand is to be ascertained

and analysed.

(k) Ensure partially fulfilled demands are short closed/fulfilled

within reasonable time.

(l) Excess/unauthorised holding of items in inventory must be

pointed out.

(m) Certificate Issue Voucher created to SOC the items must be

supported with sanction/authority.
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7. The following aspects are to be covered while scrutinizing internal

return vouchers:-

(a) Whether the e-documents have been raised as per laid

down rules?

(b) Whether the role / permission have been correctly assigned

in the IMMOLS to the various appointments i.e. Creator /
Recommender / Pre-receipt inspection/Concurrer / Approver and
conform to the provisions of IAP 1501.

(c) Whether the subsidiary accounting document is correctly

selected while creating e-documents?

(d) Is reason for returning the item is endorsed in remarks

column of voucher?

(e) Is categorisation of the item is done by the specialist

officer/competent authority.

(f) If item downgraded to Cat ‘E’, check it’s reduce to produce is

accounted for.

(g) Whether the responsibility is fixed on an individual in case

condition of an item is changed. Necessary adjustment voucher
may be asked.

(h) Whether the transaction has resulted in a loss to the state?

How the loss is accounted for?

(j) Item BOC by means of CRV must be linked with

corresponding issue voucher/invoice.

8. The following aspects are to be covered while scrutinizing

conversion vouchers:-

(a) Whether the vouchers have been raised as per laid down
rules?

(b) Whether the role / permission have been correctly assigned

in the IMMOLS to the various appointments i.e. Creator /

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Recommender / Concurrer / Approver and conform to the

provisions of IAP 1501.

(c) Whether the subsidiary accounting document is correctly

selected while creating voucher in IMMOLS?

(d) Reason for creating the voucher is to be endorsed in

remarks column of voucher?

(e) If voucher created to change the condition of the item,

ensure that resultant cost of item is regularised/recovered.

(f) If condition of the item is changed to cat ‘E’, ensure that

reduced to produce is accounted for in e-SRC.

(g) If voucher created to adjust the stock deficiency, the

reference of stock sheet / check and loss statement must be quoted
in remarks column of conversion voucher.

(h) Conversion voucher created for transfer of item from one

inventory to another inventory must be created by the inventory
holder handing over and recommend by the taking over inventory
holder.

Linking and Pairing

9. Linking means bringing together an entry in the store accounts and

a supporting voucher to ensure that the entry in the store accounts is
strictly in accordance with the voucher or vice-versa. Vouchers created in
IMMOLS are also to be linked with corresponding transaction/E-
documents wherever required.

10. Pairing means bringing together two documents which are

supposed to be facsimile copies of each other to ensure that they are in
fact identical.

Bibliography: IAP 1501 Chapter 2-12

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Review

Points to remember

 Scrutiny of the vouchers means to examine the validity

and authentication of the transaction.

 Linking means bringing together an entry in the store

accounts and a supporting voucher to ensure that the entry
in the store accounts is strictly in accordance with the
voucher or vice-versa.

 Pairing means bringing together two documents which

are supposed to be facsimile copies, one of the other to
ensure that they are in fact identical.

 The general principles of internal checks are similar to

those laid down by Comptroller General of Defence
Account (CGDA) in respect of internal audit carried out by
the PCDA (AF).

 All documents created for demand/ issue/ return/

conversion are to be checked for their correctness and
completeness.

 Authorities assigned in IMMOLS by IMMOLS SA to

Questions
various designations must be in confirmative to provisions
MCQs: laid down in IAP 1501.

1. To examine the validity and authenticity of transaction is known as:-

(a) Principle of scrutiny (b) Object of scrutiny
(c) Method of scrutiny (d) All the above

2. Bringing together two documents which are supposed to be

identical copies is known:-
(a) Linking (b) Pairing
(c) Filing (d) Write down

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3. Bringing together an entry in the store account and a supporting

voucher is:-
(a) Linking (b) Pairing
(c) Filing (d) Write down

4. The general principles of internal audit are laid down by:-

(a) PCDA (AF) (b) LAO (AF)
(c) CGDA (d) Stn Cdr

DTQs:

1. What do you understand by linking?

2. What is pairing?

3. What are the common aspects to be covered during scrutiny of

internal vouchers?

4. What are the aspects to be covered during scrutiny of demand and

internal issue vouchers?

5. What are the aspects to be covered during scrutiny of internal

return vouchers?

6. What are the aspects to be covered during scrutiny of conversion

vouchers?

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AA/I/19/6
CHAPTER-16

FORWARD SUPPLY SYSTEM

“AVAILABILITY OF SPARES AT POINT OF USE

ENHANCES THE CAPABILITIES OF WORKSHOPS”

Objective

1. The objective of this chapter is to teach the trainees about provision

of forward supply system and its accounting procedures.

Introduction

2. Forward Supply System is very advantageous system to issue the

equipment to the Sqn / Units situated at a distance from the Main Store to
save the time and man power.

Opening of FSS

3. FSS is opened on the authority of Air HQ / Command HQ for units

functioning under them on the basis of justification given by the units.

4. FSS is opened subject to the following rules:-

(a) FSS is to be under the control of Logistic Officer.

(b) Stock held in the FSS is to cater for recurring issues and is
not to exceed 14 days requirement.

(c) A SNCO or Civilian Store Keeper is to be the in charge of

FSS.

(d) Stock in FSS is to be taken into consideration by the Logistic

Officer while submitting class ‘A’ and ‘B’ stores demand.

(e) The Logistic Officer is to visit the FSS at least once a week.

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Accounting Procedure

5. Stocking. Initially one month’s requirement will be worked out

by the technical staff of the user sections and forwarded to CEO/
Specialist Officer. List for determining the initial requirement of FSS will be
vetted by CEO/ Specialist Officer and SLO. After vetting by CEO/
Specialist Officer and SLO the list is approved by AOC / CO. Stock for
replenishment will be demanded purely as per consumption.

6. Issue of Class ‘A’ and ‘B’ Stores. Demands for class “A” & “B”
stores are to be raised by means of DM DMD. The unserviceable items
are to be returned within 24 hours after appropriate categorisation. Issues
are to be made only against authentication of authorised individual on
Issue Voucher. The name of the individual in block capitals and his service
number are to be given. Before issue of class ‘A’ & ‘B’ stores, it is to be
ensured that the unserviceable items are returned to store for onward
dispatch to Repair Agency.

7. Issue of Class ‘C’ spares. The issue procedure for class ‘C’ store
is same as stipulated for class ‘A’ & ‘B’ store except placing a demand in
advance. Class “C’ stores required by the Squadron can be collected by
Inventory holders or by nominated NCOs i/c of Work team of servicing
bays as authorised to demand, receive or return equipment on their
behalf. The names of individuals so authorised is published in SROs and
their specimen signatures forwarded to Forward Supply Controller. At the
end of the day, all class ‘C’ stores collected, will be issued from FSS by
using Demand module in IMMOLS.

Bibliography - IAP 1501 Chapter 16, AFO 45/99

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Review

Points to remember

 FSS can be opened on the authority of Air HQs/Command HQ for

units functioning under them.

 Initially one month’s requirement will be worked out by the

technical staff of the user sections and forwarded to CEO/ Specialist
Officer.

 Demands for class “A” & “B” stores are to be raised by means of
DM DMD.

 Class “C’ stores required by the Squadron can be collected by

Inventory holders or by nominated NCOs i/c of Work team of
servicing bays as authorised to demand, receive or return equipment
on their behalf.

 The names of individuals so authorised is published in SROs and

their specimen signatures forwarded to Forward Supply Controller.

Questions
MCQs:

1. FSS can be opened on the authority of:-

(a) Stn HQ (b) Air HQ/Cmd HQ
(c) S Lgs O (d) S Accts O

2. Logistic Officer is to visit the FSS at least:-

(a) Daily (b) Once a week
(c) Fortnightly (d) Monthly

3. FSS is to be under the control of:-

(a) Cmd HQ (b) Stn HQ
(c) S Lgs O (d) Stn Cdr

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4. Stock at FSS should not exceed the requirement of how many

days:-
(a) One week (b) One Month
(c) 14 Days (d) 30 days

5. Unserviceable class ‘A’ & ‘B’ store are to be returned to FSS

within:-
(a) 24 hours (b) 48 Hours
(c) Same day (d) 12 Hours

6. Class ‘C’ store for Sqn can be collected by whom without formal
demand in case of FSS accounting:-
(a) Inventory Holder (b) Sec Cdr
(c) IC Bay (d) Auth by CO in SROs

DTQs:

1. Describe about Forward Supply System.

2. How authority for opening of FSS is accorded?

3. How class ‘A’ & ‘B’ stores are issued from FSS?

4. State the procedure for issue of class ‘C’ stores from FSS.

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AA/I/20/1
CHAPTER-17

SOURCES OF SUPPLY

RIGHT AND RELIABLE SOURCE OF SUPPLY IS AN

EFFECTIVE TOOL OF SUPPLY CHAIN MANAGEMENT

Objective

1. The objective of this chapter is to make trainees understand the

various sources of supply of equipment and stores to Indian Air Force in
addition to the modes which are used for despatch of those items.

Introduction

2. Air Force Equipment is first received at one of the Equipment Depot

and then, subsequently supplied to Air Force units. In certain cases,
equipment is directly received by the units from outside sources.

Sources of Supply

3. The following are the main sources of supply of equipment to Air

Force:-

(a) Through contract by Director General of Supplies and

Disposal (DGS&D).

(b) From Army.

(c) From Abroad.

(d) By Local Purchase.

(e) By Local Manufacture.

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Mode of Receipt

4. All equipments are received at Equipment Depot by one of the

following modes:-

(a) By Sea through Embarkation Unit.

Figure 17.1 Sea Transportation

(b) By Air through Air Flight Section.

Figure 17.2 Air Transportation

(c) By Rail.

Figure 17.3 Rail Transportation

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(d) By Road.

Figure 17.4 Road Transportation

(e) By Post.

Figure 17.5 Post Transportation

_______________________________________________________________________
Bibliography: IAP 1501 Chapter 6, 9, 24, and 38

Review

Points to remember

 The main sources of supply of equipment to Air Force.

 Modes of despatch of Air Force Equipment.

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Questions
MCQs:

1. One of the following is the source of supply of equipment:-

(a) MES (b) Navy
(c) DGS&D contractor (d) CPWD

2. The following is not the source of supply of equipment:-

(a) MES (b) Navy
(c) Local Purchase (d) Both (a) & (b)

3. Equipments from outside India are received by sea through:-

(a) Agent (b) Contractors
(c) Embarkation Units (d) All the above

DTQs:

1. What are the various sources of supply through which equipments

are received by IAF?

2. What are the modes of dispatch of AF Equipments?

AA-IPT-TERM-I/VOL-II/JUL 21/…….

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AA/I/20/2
CHAPTER – 18

PRIORITY DEMANDS

PRIORITY DEMANDS ARE THOSE WHICH ARE RAISED TO

OBTAIN CERTAIN AIR FORCE ITEMS QUICKLY
,,,

Objective

1. The objective of this chapter is to make trainees understand about

Priority Demands and procedure of its raising and actioning.

Introduction

2. Priority demands are those raised to obtain certain Air Force items
quickly. Before priority demands are raised, the unit should consider if the
items can be obtained by ordinary or urgent demands.

Procedure for Demand

3. The procedure for urgent demands is the same as that of ordinary

demands except that the demands is to be clearly endorsed required by
which date. In case of spares required for the incorporation of
modification, leaflet under which modification is authorised to be stated.

4. Priority demands are to be kept to a minimum and are to confirm to

the following rules:-

(a) They are to be used for obtaining stores only, not already
‘Dues- in’ which are required for specific purpose, and which could
not be obtained in time by a normal demand.

(b) Only the quantities actually required for specific purpose are
to be shown, and in no circumstances quantities for stock is to be
included.

(c) The reason for the circumstances is to be clearly stated on

the demand.

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5. Priority demands are to be raised in IMMOLS and priority is to be

selected from drop down menu.

6. Priority demands are restricted to the following categories:-

AOG
MOG

IOR

URR

USR

Figure 18.1 Priority Demands

(a) AOG : Aircraft on Ground

(b) MOG : Missile on Ground

(c) IOR : Immediate Operational Requirement

(d) URR : Urgent Repair Requirement

(e) USR : Urgent Stock Requirement

IOR, URR and USR Demands

7. IOR, URR and USR demands are to kept to the minimum and
should confirm to the rules contained in IAP 1501Chapter- 4 Para 20. The
following points are to be observed while raising the above demands:-

(a) IOR demands are to be raised for non-airborne items which

are a direct bearing on operation efficiency of units.

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(b) URR demands are to be raised for those items which are
holding up the servicing of aircraft and allied systems.

(c) USR demands are to be resorted to for obtaining Rotables,

lifted components and other Non-ARS items which are required
urgently by the Units to prevent AOG.

(d) Piece-meal IOR, URR and USR demands are to be

transmitted through IMMOLS and given the precedence ‘priority’.

Time Limits for cancellation of Priority demand.

8. Three months from the date of demand or last hastener, if any

___________________________________________________________
Bibliography- IAP 1501 Chapter 4 & AFO 26/2000

Review

Points to remember

 Priority demands are those raised to obtain items quickly.

 Before priority demands are raised, the unit should consider if

the items can be obtained by ordinary or urgent demands.

 Time limit for cancellation of priority demand is three months.

 IOR demands are to be raised for non-airborne items which

are a direct bearing on operation efficiency of units.

 URR demands are to be raised for those items which are

holding up the servicing of aircraft and allied systems.

 USR demands are to be resorted to for obtaining Rotables,

lifted components and other Non-ARS items which are
required urgently by the Units to prevent AOG.

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Questions
MCQs:

1. Priority demands are classified into:-

(a) One category (b) Two category
(c) Four category (d) Five category

2. Priority demands are raised through:-

(a) Telephonically (b) Signal
(c) Short Message Service (d) IMMOLS

3. Register for priority demands are maintained by:-

(a) S Accts O (b) S Lgs O
(c) Stn Cdr (d) Stn Adjt

4. IOR demands are to be raised for:-

(a) Non air borne items (b) Rotable
(c) Lifed Components (d) All of the above

5. USR demands are to be raised for:-

(a) Non ARS items (b) Rotables
(c) Lifed components (d) All of the above

6. IOR, URR and USR demands are to confirm to the rules laid down
in:-
(a) IAP 1501 Chapter 2 (b) IAP 1501 Chapter 4
(c) IAP 1501 Chapter 6 (d) IAP 1501 Chapter 8

DTQs:

1. Describe the various types of priority demand.

2. What are the points to be observed while raising IOR demands?
3. What are the points to be observed while raising URR demands?
4. What are the points to be observed while raising USR demands?

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AA/I/20/3
CHAPTER – 19

MATERIAL TRANSFER REQUEST

TO MAINTAIN UN-INTERRUPTED SUPPLY CHAIN, REGULAR

REVIEW OF STOCK BALANCE AND TIMELY DEMAND IS
MANDATORY

Objective

1. The objective of the chapter is to familiarise the trainees about the

procedure of Material Transfer Request.

Introduction

2. Material Transfer Request (MTR) is generated through IMMOLS for

placing the demands of equipment on service sources of supply for the
items required by the concerned unit.

Occasions for raising MTR

3. MTR can be raised to complete the establishment. Whenever an

item is not available in store against an approved internal demand, the
store IC is to raise an inability against the demand and assign the
quantities for either raising MTR or Local Purchase. When inability is
raised, the demand becomes the source document for raising the MTR.
MTR is to be raised by the store in charge with Logistics Officer as the
approving authority.

Material Transfer Request (MTR)

4. Using MTR menu option, the following tasks can be performed:-

(a) Registering Material Transfer Request

(b) Approving Material Transfer Request

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5. The following four types of MTRs can be created in IMMOLS:-

(a) EXT

(b) NON-IMOL

(c) F (Q) 501 Air HQ (The documents can be registered at Air

HQ only for allocation).

(d) F (Q) 501- MC (The documents can be registered at HQ MC

only for allocation)

Steps for Registering MTR

6. The following steps to be followed to register the MTR:-

(a) Select Material TransferMTRNew. (Figure 19.1)

MTR-New screen will open (Figure 19.2).

Transfer Type will be EXT by default.

It has four tabs namely- Main, Item, Others and Approval.

Figure 19.1 Menu for Registering a New MTR

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Figure 19.2 Creating New MTR

(b) Enter details in Main Tab

(i) For Document Type ‘EXT’

(aa) Select Consignor (Supply Agency) of the MTR.

(ab) Select Priority and Consignee store (if

required).

(ii) For Doc type ‘NON-IMOL’. Select Consignee of the

MTR. Select Priority and Consignee store (if required).

Note: For Doc Type ‘NON-IMOL’ Consignor will be

automatically set as Current Establishment and Request
Type will be set as ‘Misc./Data Entry : Demand of Non
IMMOLS Sites’.

(c) Select Source Document

(i) For MTR Types - Outstanding Demands / Forecast

Demands / Outstanding MTRs / Forecast MTR.

(aa) Click on Source Document No. push button to

select the Demand No/MTR No. The Inability screen
will open.

(ab) Press Show button to get the Outstanding or

Forecast demands and MTRs.
(ac) Select the Demand No / MTR No and press
OK to get it back on the Source document field in the
MTR Main Tab.

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(ii) For MTR Types - ARS DIP / Non ARS Repairable /

Crisp Items / Rotable Items / Internal Loan / Authority
Letter / Miscellaneous / Non IMMOLS Sites / Non-ARS/
Stocking Purpose.

(aa) The Source Document field will be disabled.

(ab) Go to Items tab and select items from GIG.

(d) Enter details in the Items Tab

(i) Right click on the grid in the ‘Items’ tab and click on
‘Select Items’ (Figure 19.3). GIG will open. Click Show
button. Item will be populated in the GIG.

Figure 19.3 Items Selection Screen

(ii) Select the items in the grid. Click OK. This will fetch
items in the MTR Items tab.

Note: In case of ‘Outstanding Demand’ / ‘Forecast Demand’

/ ‘Outstanding MTR’ / ‘Forecast MTR’, The Items tab will be
already populated with the relevant Source doc items.

(iii) Enter the demanded qty in the requested qty column

and select Category for each item. In case of request type

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ARS/ Non ARS/ CRISP/ Non-ARS Repairable, the

Calculated Qty, will display values but will be locked.

(iv) For class ‘A’ and ‘B’ items the user should tick
‘against deficiency’ checkbox for each item or select Return
reference number.

(e) Enter details in Others Tab

(i) Click on others tab and enter remarks.(Figure 19.4)

Figure 19.4 Other Tab Screen

(ii) The Authority Letter No. Date and Loan Period

columns should be filled for request type ‘Authority letter’
and ‘Internal loan’ respectively.

(f) Setting Authorities and Saving

(i) Click on approval tab, select Recommending/

Approving / Closing / Cancelling authorities.

(ii) Click on Submit and Save icon on toolbar. On the

successful save, a unique document number will be
generated. The document will be in the registered status.

Approving MTR

7. Once a MTR has been registered, it needs to be approved by an

approving authority. The approver is allowed to modify the MTR quantity,

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aircraft no, remarks and category at the time of approval. The following
steps are to be followed to approve the MTRs:-

(a) Select Material TransferMTRSelect. MTR query screen

will open.

(b) Enter the MTR number or enter query parameter to view the
MTRs pending for approval.

(c) Click Show. The MTRs satisfying the query criteria will be
populated in the grid.

(d) Select the MTR for approval action, and right click on the
selected record. (Figure 19.5)

Figure 19.5 MTR Approval

(e) Click Approve. This will open the selected MTR document.

(f) The approver can change the Aircraft no., remarks, and
quantity before submitting and saving the document.

(g) Right click on top of the main tab and specify approval action
(Yes/No Query/Pending), enter remarks if required and press OK.

(h) Submit and save the document. The status of the MTR will
get changed. If the MTR is of type ‘NON-IMOL’, its status will
become ‘Incoming’, otherwise the status will become ‘Sent’.

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(j) On approval of the MTR, The MTR gets replicated to the

consignor.

(k) Dues in and Dues out will be added at consignee and

consignor.
___________________________________________________________
Bibliography: IAP 1501 Chapter 4 and IMMOLS User Manual

Review

___________________________________________________________

Points to remember

 MTR stands for Material Transfer Request.

 It is the external demand placed between two AF units for the

required items.

 The MTR is generated in IMMOLS system after generating

inability against the demand.

 The MTR is to be raised by store in charge with Logistics Officer

as approving authority.

Questions
MCQs:

1. MTR stands for:-

(a) Money transfer receipt (b) Material transport report
(c) Mechanical transfer run (d) Material transfer request

2. MTRs are to be raised by:-

(a) Flt/Sec Cdr (b) Store IC
(c) SAO (d) CEO

3. MTRs are generated against

(a) Dues In (b) Due Out

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(c) Inability of demand (d) Local purchase

4. After approval of MTR type ‘Non IMMOLS’ the status will change
to:-
(a) Approved (b) Sent
(c) Incoming (d) Issued

5. After approval of MTR type ‘Ext’ the status will change to:-
(a) Approved (b) Sent
(c)` Incoming (d) Issued

6. As soon as unique documents no. is generated, status of MTR will

be:-
(a) Approved (b) Created
(c) Registered (d) Concurred

DTQs:

1. Explain the occasions for raising MTR.

2. What are task can be performed by using MTR menu?
3. How many types of MTR can be registered?
4. Write the steps for selecting the source document while registering
MTR.
5. Write the details to be entered in the others tab while registering
MTR.
6. Write the steps to be followed for approving the MTR.

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AA/I/20/4
CHAPTER – 20

MATERIAL TRANSFER VOUCHER,

PACKING NOTE AND VOS

PROPER SAFETY MEASURE TOGETHER WITH APPROPRIATE

DOCUMENTATION ELIMINATES CHANCES OF LOSS OR
DAMAGE OF EQUIPMENT DURING TRANSFER

Objective

1. The objective of this chapter is to make trainees understand the

procedure for creating and processing of material transfer voucher,
packing notes and vehicle out sheet.

Introduction

2. Whenever items are transferred from one unit to another Material

Transfer Voucher is raised. Material Transfer Vouchers (MTV) are
generated through IMMOLS for issue of equipment between the Air Force
units. These are to packed in the secure boxes and send to consignee
units after proper documentations.

Material Transfer Voucher (MTV)

3. Using MTV menu option, the following tasks can be performed:-

(a) Registering of MTV.

(b) Approving of MTV.

(c) Pre-Transfer Inspection.

(d) Issue and SOC.

(e) Closing/Cancelling a MTV.

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Registering MTV

4. The following steps need to be taken for registering MTV:-

(a) Select Material Transfer MTV  New. (Figure 20.1)

Figure 20.1 Creating New MTV

(b) MTV- New window will open. It has four tabs namely Main,
Items, Others and Approvals. (Figure 20.2)

Figure 20.2 MTV Main Tab

(c) Enter Details in Main Tab

(I) Document Type as MTV would already be selected

and disabled.

(ii) Select document sub type.

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(iii) Select Consignee, Document Date and Priority.

(iv) Select Transfer Type– ‘Against Internal Loan’ ‘Against

MTR’, ‘Cat ‘D’ Dispatch’, ‘For Regularaisation, ‘Loan
Return’, ‘Unit Return/Issues to Non Immols Sites’.

(v) Select created at (Store from where items are to be

Issued).

Note: For MTV Types ‘Against MTR, Loan Return,Click on

Source Document no. 'push button' to select the MTR No. The MTR
select screen will open. Press Show button to populate the MTRs.
Select the MTR no. and press OK to get it back on the Source
document field in the MTV Main Tab.

(d) Enter details in the Items Tab

(i) Click on the ‘Items’ Tab. Right click anywhere on the

grid in the Items Tab and click on ‘Select Items’.

(ii) Global Item gallery will open. After entering

parameters for selecting the items, click Show. In case of
MTV types that have source document, the source
document no. will be shown in GIG. On clicking Show, items
belonging to the source document will be displayed in the
GIG items grid. (Figure 20.3) Select the items in the grid.
Click OK. This will fetch the items in the MTV Items Tab.

(iii) Enter the Quantity category-wise.

Figure 20.3 Global Item Gallery

(e) Click on ‘Others’ Tab and enter Remarks. (Figure 20.4)

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Figure 20.4 Entering Details in ‘Others Tab

(f) Setting Authorities and Saving

(i) Click approval tab of MTV menu.

(ii) Set the Recommending / Approving / Closing /

Cancelling authorities.

(iii) Click on Submit and Save icons. On successful save,

a unique document number will be generated and displayed
as document number.

Approving Of MTV

5. The approver is allowed to modify the quantity at the time of

approval. The following steps are to be followed to approve MTV:-

(a) Select Material Transfer MTV Select. (Figure 20.5)

MTV query window will open.

Figure 20.5 MTV Select Screen

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(b) Enter the MTV number to be approved or select query

parameter. Click Show. The MTVs satisfying the query criteria will
be populated in the grid.

(c) Select the MTV for approval and right click.

(d) Click on ‘Approve’.This will open selected MTV.(Figure

20.6)

Figure 20.6 Approving an MTV

(e) The approver can change the quantity before approving.

Right click above the Main Tab and specify approval action
(Yes/No/Query), enter remarks if required and press OK.

(f) Submit and Save the document. The status of the MTV will
change to ‘Approved’. If the document is saved without submitting,
its status will remain ‘Unapproved’.

Pre-Transfer Inspection

6. After approval, MTV items are required to be inspected by

inspecting authority. To carry out pre-inspection, one must have authority
from IMMOLS SA. The following steps are to be followed for Pre-Transfer
Inspection:-

(a) Select Material Transfer MTV  Select. MTV query

window will open.

(b) Enter the MTV number to be inspected or select query

parameter. Click Show. The MTVs satisfying the query criteria will
be populated in the grid.

(c) Select the MTV for ‘Pre Transfer Inspection’ action and right
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click on the selected record. This will open the selected MTV.
(Figure 20.7)

Figure 20.7 Pre Transfer Inspection

(d) Others Tab. Name of the user doing Pre-Transfer

Inspection will be displayed in the field. Enter Pre-Transfer
Inspection remarks on the Others Tab. Submit and Save. It is
mandatory to enter the remarks. On successful save, Its status will
change to ‘Inspected’.

Amending MTV (After Approval)

7. After approval or Pre-transfer Inspection, the Approving authority

can modify the quantity using ‘Amend’ option. The following steps are to
be followed:-
(a) Select Material Transfer MTV Select. MTV query
window will open.

(b) Enter the MTV number to be amended or select the query

parameter. Click Show. The MTV satisfying the query criteria will
be populated in the gird.

(c) Select the record you wish to amend. Right click on the
selected record.

(d) Click on ‘Amend’. (Figure 20.8) A message will come asking

‘Do you want to amend? Click ‘Yes’ to amend and ‘No’ to cancel.
In case you click ‘Yes’, another message will appear saying
‘Approver Can Start Amendment’.

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Figure 20.8 Amending an MTV

(e) Right click again on record and select ‘Approve’. This will
open the selected MTV. Approver can now amend the quantity.

(f) Click Submit and Save to update the approved MTV.

Issue and SOC

8. After approval and inspection, ‘Issue and SOC’ action is required to

physically issue the items to the consignee. Store IC who has permission
to Issue/BOC can only issue the items on MTV. The following steps are
required for Issue and SOC:-

(a) Select Material Transfer MTV Select. MTV query

window will open.

(b) Enter the MTV number for Issue and SOC action or select
the query parameter. Click Show. The MTV satisfying the query
criteria will be populated in the gird.

(c) Select the MTV for Issue and SOC action and Right click
‘Issue and SOC’ action. This will open the selected MTV. (Figure
20.9)

Figure 20.9 Issue and SOC

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(d) Go to the Others Tab. Name of the user doing Issue will be
displayed in the field. Submit and Save the document. On
successful save its status will change to ‘Issued’ and stock gets
reduced and Dues Out is updated.

Cancelling / Closing MTV

9. In Order to cancel or close a specific MTV, the following steps need

to be undertaken to cancel or close a MTV:-

(a) Go to Tools and select Document Tracking from the

application menu.

(b) In the Document Tracking Screen, select Starting document

as MT – MTV.

(c) Click push button and select the MTV to be

Closed/Cancelled from MTV Query screen.

(d) The particular MTV No. will appear on the Document

Tracking window. Select and Right click on the document. Choose
Cancel or Close. (Figure 20.10)

(e) Write the remarks for cancellation / closing. and press OK.
The Document State will change to Cancelled or Closed.

Note: A document can be cancelled if it is in approved state and

all the child documents (if created) are in cancelled state. A
document can be closed if it is in its final state and all the child
documents are created and in closed state.

Figure 20.10 Closing/Cancelling an MTV

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Acknowledge MTV

10. After issue from store, the items are handed over to R&D (Receipt
and Dispatch) section, for despatch to consignee. R&D has to
acknowledge MTV(s) as having received the items. The following steps
are to be performed:-

(a) Select Material TransferMTV Acknowledge. (Figure

20.11)

(b) MTV- Acknowledge screen will open. (Figure 20.12) Right

click on grid. A popup menu will appear. Select “’Select MTV”
option.

Figure 20.11 Menu for Acknowledging MTV

Figure 20.12 Acknowledge screen

(c) Click on Select MTV, the MTV query screen will open.
Select MTV Status as Issued. Choose query parameters and click
Show. All Unacknowledged MTVs will be populated in the grid.

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Figure 20.13 Screen showing unacknowledged MTVs

(d) Select the MTV that needs to be acknowledged from the grid
and click OK. The selected MTV will come on the MTV
Acknowledge screen.

(e) Tick mark on “Ack” buttons on the screen and then submit
and save. This will acknowledge the MTV.

Figure 20.14 MTV Acknowledge screen with data

Packing Note

11. A Packing Note is generated while packing the items listed in the
relevant MTVs. Receipt & Despatch Section will pack the items, register
and approve the Packing Note. On approval of the packing note, the
document will get replicated to the consignee (if consignee is an Air Force
Unit) for information.

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Fig 20.15 - Packed consignment

Registering Packing Note

12. The following steps need to be undertaken for registering Packing

Note:-
(a) Select Transportation Packing Note  New. (Figure
20.16) Packing Note –New Screen will open.

Figure 20.16 Packing Note Menu

(b) Entering detail in Case Details tab (Figure 20.17)

(i) Select ‘Document. Type’ (INT- Packing Note meant

for Air Force Units and EXT - Packing Note meant for Non-
IAF establishments)

(ii) Select Case Type- Case/Bundle/Loose.

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(iii) Enter the case size (mandatory in case of case type

‘case’) and also enter case weight and Case DOQ which is
the denomination of weight.

Figure 20.17 Packing Note Case Details

(iv) Select the Store where items are to be packed.

Select the Consignee. By default Consignor will be the
owning establishment.

(v) Enter Witnessed By, Packed By and Remarks.

(vi) Click the +… button of Parent Doc Nos. For PKN type
‘INT’, MTV query will open and for ‘EXT’ EXIV query will
open. Select query parameters and click Show. The
MTV/EXIV document will appear in the grid below.

(vii) Select the MTVs/EXIVs from the grid and click OK.

(viii) Selected MTVs/EXIVs will appear in the Parent Doc

No field.

Figure 20.18 MTV Query Screen

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(c) Entering Packing Note Item Details

(i) Go to Item Tab and Right Click on the grid, select

Items Selection and click (Figure 20.19)

Figure 20.19 Packing Note Items Selection

(ii) GIG (Global item Gallery) will open. On clicking Show,
items belonging to MTV(s) or EXIV(s) listed in the ‘parent
doc no(s)’ window will appear in the grid.

(iii) Select the items and Click OK to get items on Item

Grid of Packing Note.

(iv) Enter the quantity of each item to be packed by

selecting the item and entering the quantity in the lower grid.
(Figure 20.20)

Figure 20.20 Items Selected in Packing Note

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Figure 20.21 Packing Note Items with Quantity

(d) Entering Details in Packing Material Item Details (only if

case type is 'Case'). The steps for entering packing material details
are as follows:-

(i) Go to packing material details tab. Right click on the

grid and Select ‘Item Selection’. GIG will open.

(ii) Select the material group as Packing Case and click

Show.

(iii) Packing case items will be displayed on the grid.

(iv) Select the items, check if it has stock in the store and
Click OK.

(v) Items selected from GIG will come to Item Grid of

Packing Note.

(vi) Select the category and enter quantity of case to be

used for Packing.

(e) Setting Authorities and Saving the Packing Note

(i) Right click on the Main Tab of Packing Note and

invoke ‘Approval Status and set the Recommending/
Approving / Closing / Cancelling authorities. Click on Submit
and Save icon. On successful save, a unique document
number will be generated and displayed.

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Approval of Packing Note

13. The following steps are to be followed to approve the Packing

note:-

(a) Select Transportation Packing Note  Select Packing

Note query screen will open.

(b) Enter the Packing note number or enter query parameter.

Click Show. The Packing Note(s) satisfying the query criteria will be
populated in the grid.

(c) Select the Packing Note for Approval action and right click
on the selected record.

(d) Click ‘Approve’ option. This will open the selected Packing
Note.

(e) The approver can change editable fields. Right click on the
top of the Main tab and click on Approval Status option menu.

(f) Approval Status screen will open. Approver can specify

approval action (Yes/No/Query) against his name, enter remarks if
required and press OK.

(g) Submit and save the document. The status of the Packing
Note will change to ‘Approved’. If the document is saved without
submitting, its status will remain ‘unapproved’.

Note: After the approval, Internal Packing notes, gets replicated to

the consignee. If the case type selected is ‘Case’ then the MTV no
is generated for the case and it also gets replicated along with the
packing note.

Vehicle Out Sheet (VOS)

14. In the manual system, whenever items were dispatched, the

Receipt & Dispatch / Transportation Section used to prepare Truck out
Sheet (TOS) to dispatch the items.

15. In the IMMOLS system VOS (Vehicle Out Sheet) will be registered
and approved at transportation section to dispatch the Packing cases by a
mode of transport. In case VOS is made for an internal packing note, On

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approval of VOS, VOS details update the Packing note carrier details and
the updated Packing note is again replicated to the consignee. In VOS,
user can specify the number of cases/packages to be dispatched.
_________________________________________________________
Bibliography: IAP 1501 Chapter 4 and IMMOLS User Manual
Review

Points to remember

 In the manual system, to transfer the equipment between AF

Units, IAFF(Q) 429 (Large) was being used which was known
as Issue Order.

 The same procedure is adopted in the IMMOLS environment

which is known as MTV.

 MTV stands for Material Transfer Voucher.

 On the Basis of the MTR, the supply agency (consignor)

prepares a Material Transfer Voucher (MTV) and issues the
material to the demanding establishment (consignee).

 On the basis of request to transfer the equipment, group i/c

will generate MTV.

 After registering, the MTV needs to be approved by approving

authority.

 After approval, the MTV needs to be inspected by inspecting

authority which is known as Pre Transfer Inspection (PTI).

 Group i/c has to Issue & SOC the MTV to struck off charge
quantity from the store balance.

 A Packing Note is a e-document which is prepared for

packing items listed in relevant MTVs.

 If packing type is ‘Çase’, then details of Packing Material Item

to be shown in Packing Note.

 After approval of Packing Note, it gets replicated at consignee

end.

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Questions
MCQs:

1. MTV stands for:-

(a) Mechanical transfer vehicle
(b) Material transport voucher
(c) Material transfer voucher
(d) Material transfer vehicle

2. MTV is generated through IMMOLS for:-

(a) Issue of items between AF units (b) Receipt of the items
(c) BOC of the items (d) Placing the demand

3. While approving MTV, approver is allowed to modify:-

(a) Quantity (b) Authority
(c) Scale (d) Category

4. While carrying out Pre-transfer inspection of an MTV it is

mandatory to enter:-
(a) Service Particular (b) Remarks
(c) Designation (d) Authority

5. Who will register the packing note:-

(a) Store IC
(b) Transportation Section
(c) Receipt & Dispatch section
(d) WO IC Lgs

6. Who will register the Vehicle Out Sheet:-

(a) Store IC (b) Transportation Section
(c) Receipt & Dispatch section (d) WO IC Lgs

7. Ext- Packing note is meant for:-

(a) Within the Unit itself
(b) Between the Air Force Units
(c) Between Air Force and Army
(d) All of the above

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DTQs:

1. What are various tasks can be performed while using MTV menu
option?

2. Write the details to be entered in the Main Tab in MTV menu.

3. Write the conditions when an MTV can be cancelled or closed.

4. Write the steps which are to be followed for Pre transfer Inspection
of an MTV.

5. Explain how the case details are entered in packing note?

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AA/I/20/5
CHAPTER-21

TPRV, VIS,CRV, EXRV AND MTV LINKING

“APPROPRIATE PACKING AND DOCUMENTATION IS ESSENTIAL

TO ENSURE SAFETY OF EQUIPMENT WHILE IN TRANSIT”

Objective

1. The objective of this chapter is to make the trainees understand

about the procedure of raising packing note/VOS/TPRV. In this chapter
trainees will also be taught about MTV linking.

Process of Receipt Voucher

2. In the IMMOLS items are to be BOC by creating a Transportation

Receipt Voucher (TPRV) against MTV/Packing Note. Using this menu
option the following tasks can be carried out.

(a) Registration of Receipt Voucher.

(b) Pre-receipt Inspection of Receipt Voucher.

(c) Approval of Receipt Voucher.

(d) BOC of Receipt Voucher.

Registering Receipt Voucher

3. The following steps need to be undertaken for registering Receipt

Voucher:-

(a) Select Transportation Receipt Voucher  New.

(b) Receipt Voucher -New screen will open. There will be 4 tabs
namely Receipt Details, Item Details, Accompanying Documents
and Other Details.

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(c) Entering Details in Receipt Details tab

(i) Select the TYPE. There will be 4 options.

(aa) INT (Internal)

(ab) EXT (External)
(ac) EXTLNIN (External Loan In)
(ad) NON-IMMOL

(ii) Select Store. (Where the Items will be BOC)

(iii) Select DOC SUBTYPE. Various Sub Types are

Normal, Adj and Loan etc.

(iv) Select Type ‘INT’ and Doc Subtype as ‘Normal’ for

receiving items sent from one Air Force Unit to another
through a MTV and Internal Packing Note.

(v) Click source doc no. Packing note query screen will
open. Select query criteria and click Show.

(vi) Packing notes will be populated in the query screen

Select a particular packing note and click Ok.

(vii) The packing note number will be displayed in the

Source doc no: field of the EXRV and packing note item
details will be populated in the items grid.

(d) Entering Details in Item Details Tab

(i) Click on the Item Details Tab.

(ii) Item Details like Vocabulary, Reference/ Part no and

quantities category wise are displayed (pertaining to the
source document) automatically.

(iii) Enter Received Quantities category wise.

(e) Enter Number of accompanying documents and Enter

remarks.

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(f) Setting Authorities and Saving the Document

(i) Click on approval Tab of Receipt Voucher and invoke

‘Approval Status’ and set the Pre-Receipt Inspection/
Approving / Closing / Cancelling authorities.

(ii) Submit and Save. On the successful save, a unique

document number will be generated and displayed.

Pre-Receipt Inspection of Receipt Voucher

4. The following steps to be followed for Pre-Receipt Inspection of

Receipt Voucher:-

(a) Select Transportation Receipt Voucher  Select.

(b) Receipt Voucher-Query Screen will open. Enter the query

parameters. Click Show. The required document will be displayed
in the query grid.

(c) Select the document for Pre Receipt Inspection and Right
click. You will view the option Pre Receipt Inspection.

(d) Click on ‘Pre Receipt Inspection’. This will open the selected
document.

(e) Right Click on the Main Page and Select ‘Approval Status’
Enter Remarks if required. Submit and Save the document.

Approval of Receipt Voucher

5. Once a Receipt Voucher has been registered, it needs to be

approved by an approving authority. The following steps are to be followed
to approve the Receipt Voucher:-

(a) Select Transportation Receipt Voucher Select.

(b) Receipt Voucher-Query Screen will open. Enter the query

parameters. Click Show. The required document will be displayed
in the query grid.

(c) Select the Receipt Voucher, Right click and select ‘Approve’.
This will open the selected Receipt Voucher.

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(d) The approver can change editable fields, Submit and Save
the document. The status of the Receipt Voucher will change to
'Approved'. If the document is saved without submitting, its status
will remain 'unapproved'.

BOC of Items pertaining to a Receipt Voucher

6. User who is having the permissions to ‘BOC’ can take BOC action.
The following steps are to be followed to bring on charge the items on the
Receipt Voucher:-

(a) Select Transportation Receipt Voucher  Select.

(b) Receipt Voucher-Query Screen will open. Enter the query

parameters. Click Show. The required document will be displayed
in the query grid.

(c) Select the Receipt Voucher. Right click and select BOC
option. This will open the selected Receipt Voucher.(ref figure 21.1)

(d) On Submit & Save, system will ask for updating of stock. On
clicking Yes, stock will be updated.

Figure 21.1 BOC Option of Receipt Voucher

Linking OF MTV

7. Linking means bringing together an entry in the store accounts and

a supporting voucher. Linking of MTV means to link the consignor MTV
with consignee Receipt Voucher (TPRV) through IMMOLS application. If
an MTV is fully linked with TPRV then it is to be assumed that e-cycle of
concerned MTV has been completed in all respect.

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Purpose served by Linking

8. The purposes served by linking are as follows:-

(a) A cross check for both consignor and consignee to ensure

that quantity vouched has been correctly received.

(b) To obviate losses in case consignment has not been

received by consignee.

(c) Receipt confirmation of stores issued by consignor.

MTV Status Report

9. To view/generate the above report the following steps are to be

performed:-

(a) Select DemandMaterial TransferReportsMTV Status

Report.

(b) MTV status report window will open with various query
combinations to extract information. On selection and clicking ‘OK’,
the report will be generated. (Figure 21.2)

Figure 21.2 MTV– Status Report

MTV Linking Report

10. This report has been provided to facilitate the consignor to link
MTVs to their respective receipt vouchers. The report also shows
outstanding quantity in MTV for which the consignor has not yet received
receipt voucher. To view the report the following steps are to be
performed:-

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(a) Select Demand Material Transfer Reports MTV

Linking Report.

(b) MTV Linking window will open with various query

combinations to extract information. On selection and clicking ‘OK’,
the report will be generated (Figure 21.3)

Figure 21.3 MTV Linking Report

Points of Audit:

11. The following points are to be observed:-

(a) Check the reasons for outstanding MTRs.

(b) Whether the MTVs are timely acknowledged?
(c Check the reasons for cancelled / closed MTVs.
(d) Check the MTVs status and outstanding reports.
(e) Check for MTV TPRV linking reports from time to time.
___________________________________________________________
Bibliography: IAP 1501 Chapter 4 , IMMOLS User Manual

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Review

Points to remember

 To BOC the items vouched on MTV, Transportation Receipt

Voucher (TPRV) will be raised at consignee end.

 The TPRV needs Pre Receipt Inspection (PRI) before BOC at

consignee end.

 The e-cycle will be completed when an MTV is fully linked with

concerned TPRV in all respect.

 The MTV status report and MTV linking reports can be viewed/
generated through IMMOLS by following the needful steps.

Questions
MCQs:

1. TPRV in IMMOLS software stands for:-

(a) Temporary Procurement Receipt Voucher
(b) Transport Prepare Receipt Voucher
(c) Transportation Receipt Voucher
(d) Transport Provision Receipt Voucher

2. Linking of MTV means to link the consignor MTV with:-

(a) Consignee MTV (b) Consignee MTR
(c) Consignee VOS (d) Consignee TPRV

3. To prevent losses in case of consignment has not received by

consignee can be checked during:-
(a) BOC action at Consignee (b) SOC action at Consignor
(c) Linking of MTV (d) Raising TPRV

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DTQs:

1. What are the tasks that can be carried out by using TPRV menu?

2. Write steps to be followed for Pre Receipt Inspection of Receipt

voucher.

3. What is Linking of MTV?

4. Write the various purposes served by Linking of MTV.

5. Write the steps to generate the following reports in IMMOLS.

(i) MTV Status Report (ii) MTV Linking Report.

6. Write about the points of audit which are to be observed on account

of MTV.

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AA/I/20/6
CHAPTER - 22

EXTERNAL ISSUE VOUCHERS

(ON NON-IAF)

“ISSUE OF EQUIPMENTS OUT OF IAF SHOULD NOT BE MADE TO

ANY GOVERNMENT DEPARTMENTS, PRIVATE INDIVIDUALS OR
OTHER SERVICES WITHOUT PRIOR SANCTION OF AIR HQ”

Objective

1. The objective of this chapter is to make trainees know about the

procedure of External Issue Vouchers for issue of Air Force Equipment to
non-IAF establishments.

Introduction

2. External transactions are of two types. One, when transactions take

place within the Air Force units, and other, when transactions take place
between Air Force units and civil organisation. Issue of equipments out of
IAF should not be made to any government departments, private
individuals or other services Army and Navy without prior sanction of Air
HQ. However, in case of an emergency, Commanding Officer of the Unit
or the AOC-in-C Command may authorise small issue of equipment
including FOL (Fuel, Oil and Lubricant) to visiting aircraft. Arms and
ammunitions will be issued only with the prior sanction of Government of
India.

Payment of Equipment Issued / Services Rendered

3. All issues out of the Air Force are subject to financial adjustment,
i.e., Air Force should get the money for the equipment issued. Similarly, if
any services are rendered by the Air Force personnel out of the Air Force,
financial adjustment is to be made.

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Types of Issues

4. There are three types of issues out of IAF.

(a) Class I Issues. To private firms, bodies or individuals, Civil

Aviation companies, Civil Aircraft owned by Flying Clubs, Aircraft
owned by Air Force Officers.

(b) Class II Issues. To United Kingdom (England) and other

Foreign Government.

(c) Class III Issues. To Army, Navy, MES, Department of

Central Government, State Union Government and Army Ordnance
Factories.

External Issue Voucher (EX/IV)

5. An External Issue Voucher is to be generated to issue material from

an Air Force unit to a non IAF establishment. The following tasks can be
performed using this menu option:-

(a) Registering External Issue Voucher.

(b) Approval of External Issue Voucher.
(c) Amendment /Modify after Approval of EX IV.
(d) Issue and SOC of External Issue Voucher.
(e) Close / Cancel of External Issue Voucher.
Registering External Issue Voucher

6. The following steps need to be undertaken for registering External

Issue Voucher:-

(a) Select Store ProcedureExternal Issue Voucher New.

(Figure 22.1)

Figure 22.1 - Creating New EXIV

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(b) External Issue Voucher new screen will open. There will be
seven tabs namely External / Certified Issue, Consignee, Issue
Details, Item, Payment / Return and Remarks/ Approvals. (Figure
22.2)

(c) Entering details in the External/certified Issue Tab

(i) Select ‘Doc Type’.There will be 6 options Issue/

Loan/Loan (DataEntry)/Loan Return /Loan PO(LC)/ Loan
(Against Repair).Select Store from which the items are being
issed.

Figure 22.2 - Entering Details in Main Tab

Note: For Doc Type ‘Issue’, ‘Loan’ or Loan (Data Entry),

there is no Parent Document. Items need to be selected from
GIG. For ‘Loan (Against Repair)’ the parent document is
Repair Contract. This is to be used for issuing an item for
repair. For ‘Loan PO (LC)’ the parent document is Purchase
Order. This is to be used in case the item is to be sent for
embodiment loan. e.g. Cloth is to be issued against a
Purchase Order for stitching shirts. For ‘Loan Return’ the
parent document is EXRV. This is to be used for sending the
items back which received through EXRV loan from non IAF
establishments.

(ii) Press the Parent Doc Button, which will open the
query of Repair Contract/Purchase Order/EXRV. Specify
query criteria to select Parent Document and click Show.
Documents satisfying the query criteria will be displayed on
the grid.

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(iii) Select the document and click OK. Document number

will be displayed in the Parent Document field of the EXIV.

(iv) Enter ‘Authority letter no.’ In case Doc Type is ‘Issue’

or ‘Loan’.

(v) Enter the ‘Original EXIV no’. of old Loans not entered
through the IMMOLS system, in case Doc Type is ‘Loan
(Data Entry)’. This document will update the Loan Ledger
and 'Dues In'.

(vi) Select Loan return Date, Authority letter and date.

(vii) Select ‘Type of Loan’ if the Type is Loan/ Loan

Return/Loan PO(LC)/Loan Against Repair.

(d) Enter Details in Consignee Tab

(i) Click the ‘Consignee’ tab and select ‘Type’ (consignee

type), Enter Name and Address in case Doc type is ’Issue’,
‘Loan’ or Loan (Data Entry). In case doc type is ‘Loan
(Against Repair)’ these details will automatically populated
from the Repair Order (Figure 22.3)

Figure 22.3 - Entering Details in Consignee Tab

(e) Entering Details in Issue Details

(i) Click on ‘Issue Details’ tab and enter ‘Recipients

name and designation’. ‘Equipment Type’, ‘Other Details’
and ‘Related Remarks’ (if required). (Figure 22.4)

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Figure 22.4 - Entering Issue Details

(f) Enter Details in ITEM Tab

(i) Click on ‘Item’ tab and right click the mouse and
Select ‘Item Selection’. GIG will open. Enter item code/
select query parameters and click Show. All items satisfying
query criteria will be populated in the grid. Select the items
from grid and click OK. Items will be populated in the EXIV
items grid.

(g) Enter the Issue Quantity and select category for each
item.(Figure 22.5)

Figure 22.5 - Entering Item Details

(h) Enter Details in Payment / Return Tab

(i) Click on ‘Payment/Return’ tab. ‘Payment mode’ will

automatically set to ‘Loan’ if the doc type is ‘Loan’, ‘Loan
(Data Entry)’ or ‘Loan (Against Repair)’. If Doc type is ‘Issue’
select the relevant ‘payment mode’ (Figure 22.6)

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Figure 22.6 - Entering Payment/Return Details

(ii) Enter ‘Terms and Conditions’ if required.

(j) Enter relevant remarks (if required) in Remarks Tab.

(Figure 22.7)

Figure 22.7 - Entering Remarks for EXIV

(k) Validate approving authorities and Save the document as

follows:

(i) Click on ‘Approvals’ tab.

(ii) Set the Recommending/ Concurring/ Approving/

Closing/ Cancelling authorities.

(iii) Click on Submit and Save button. On the successful

save, a unique document number will be generated and
displayed.

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Approval of External Issue Voucher

7. Once an External Issue Voucher has been registered, it needs to

be approved by an approving authority. The approver is allowed to modify
the quantity at the time of approval. The following steps are to be followed
to approve the External Issue Voucher:-

(a) Select Store ProcedureExternal Issue Voucher Select.

(Figure 22.8)

Figure 22.8 - Selecting External Issue Voucher

(b) External Issue Voucher query window will open. Enter EXIV
No or select a query criteria to select the External Issue Vouchers to
be approved. Click Show. The External Issue Voucher satisfying the
query criteria will be populated in the grid.

(c) Select the External Issue Voucher for approval action, and
right click on the selected record. Click ‘Approve’. This will open the
selected External Issue Voucher document.

(d) The approver will click on Approvals tab and specify

approval action (Yes/No/Query), enter remarks if required and press
OK.

(e) Submit and save the document. The status of the External
Issue Voucher will change to approved. If the document is saved
without submitting, its status will remain unapproved.

Issue and SOC of External Issue Voucher

8. The following steps are to be taken for Issue and SOC of External
Issue Voucher:-

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(a) Select Store ProcedureExternal Issue Voucher Select.

(b) External Issue Voucher query window will open. Enter EXIV
No or select a query criteria to select External Issue Vouchers for
Issue and SOC. Click Show. The External Issue Voucher satisfying
the query criteria will be populated in the grid.

(c) Select the External Issue Voucher for Issue and SOC action,
and right click on the selected record and click on Issue and SOC
option (Figure 22.9)

Figure 22.9- Issue And SOC of EXIV

(d) Enter ‘Issued by’ in the Issue Details Tab (Figure 22.10)

Figure 22.10- Enter Issued by at the time of Issue and SOC

(e) Click Submit and [Link] will ask for updation of stock.
Click Yes and stock will be updated.

Closing / Cancelling EXIV

9. In order to close or cancel a External Issue Voucher, the following

steps are followed:-
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(a) Select ToolsDocumentTracking (Figure 22.11)

Figure 22.11 - Close and Cancel of EXIV

(b) Select the Document from Starting Document.

(c) Click on the Button(…).It will open the Query Screen of

External Issue Voucher. Now by giving proper query selection
criteria, Select the record. Click OK.

(d) Document No will come on the Document Tracking Screen.

Right Click On the Selected Document No. Select Close/Cancel.

Note: A document can be cancelled if it is in approved state and all

the child documents (if created) are in cancelled state. A document
can be closed if it is in its final state and all the child documents are
created and in closed state.

Amendment - Modify After Approval or Issue

10. After approval and issue, occasions may arise for an amendment in
External Issue Voucher by approving authority. After approval or issue, the
approving authority can modify the ‘Authority Letter No.’ and ‘Loan Return
Date’ using the ‘Amend’ option. The following steps are to be followed:-

(a) Select Store procedureExternal Issue Voucher Select.

(Figure 22.12) External Issue Voucher – Query window will open.

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Figure 22.12 - Selecting External Issue Voucher

(b) Enter Voucher no or select query parameter. Click Show.

The records satisfying the query criteria will be populated in the
grid.

(c) Select the record you wish to amend (Figure 22.13)

(d) Right click on the selected record and click on ‘Amend’. A

message will appear ‘Do you want to amend? Click ‘Yes’ to amend
and ‘No’ to cancel. In case you click ‘Yes’, another message will
appear saying ‘Approver Can Start Amendment’.

Figure 22.13 - Amendment of EX/IV

(e) Right click again on the record. You will observe that the
options available are now ‘Approve’ and ‘View’.

(f) Select Approve. This will open the document. You can now
amend the loan return date, authority letter number and write the
remarks, if any. (Figure 22.14)

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(g) Submit and Save. The state of document will change to

‘Approved’ (if it was in approved state previous to amendment) or
‘Issued’ (If it was in Issued state previous to amendment).

Figure 22.14 - Amending Loan date & Authority Letter no.

11. To view the amendment made to the document after it has been
approved, click on the amended field and right click on the Main Tab and
invoke ’Amendment History’ option. (Figure 22.15)

Figure 22.15 - Amendment History of EXIV

___________________________________________________________
Bibliography: IAP 1501 Chapter 8. IMMOLS User Manual.

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Review

Points to remember

 An External Issue Voucgher is prepared to issue material from an

Air Force unit to non IAF establishment.

 In case of emergency, CO of the Unit or AOC-in-C Command may

authorise small issue of equipment including FOL to visiting aircraft.

 Arms and ammunitions will be issued only with the prior sanction of
Govt. of India.

 All issues out of Air Force are subject to financial adjustment.

 There are three types of issues out of IAF according to receiving

organisation. These are as Class I, II & III issues.

Questions
MCQs:

1. In case of an emergency, small issue of equipment including FOL

to visiting aircraft can be made on the authority of:-
(a) CO (b) AOC-in-C
(c) CAS (d) (a) & (b) above

2. Arms and ammunitions can be issued on the prior sanction of:-

(a) Govt. Of India (b) Stn Cdr
(c) AOC-in-C (d) CAS

3. Issue to private firms is classified as:-

(a) Class I (b) Class II
(c) Class III (d) Class IV

4. Issue to Army ordnance Factories is classified as:-

(a) Class I (b) Class II
(c) Class III (d) Class IV

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5. Items issued to MES are classified as:-

(a) Class I (b) Class II
(c) Class III (d) Class IV

6. Issue to other foreign Govt. is classified as:-

(a) Class I (b) Class II
(c) Class III (d) Class IV

7. All issues out of IAF are subject to:-

(a) Book adjustment (b) Financial adjustment
(c) Only on prepayment (d) On line adjustment

8. As soon as a unique document no. is generated and displayed it

means the said voucher has been:-
(a) Registered (b) Approved
(c) Recommended (d) Concurred

9. In IMMOLS, an external issue vouchers can be modified even after

issue by:-
(a) Creator (b) Store IC
(c) AOC/Stn Cdr (d) Approver

10. In IMMOLS, what type of modification can be made by approver in

an external voucher even after issue:-
(a) Authority letter No. (b) Loan return date
(c) No amendment can be done (d) Both a & b above

DTQs:

1. Explain the different types of issues out of IAF.

2. What are the tasks can be performed by using EXIV menu?

3. Write the steps which are to followed to approve the External Issue
voucher.

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4. Write the steps which are to followed to Issue and SOC the
External Issue voucher.

5. Write the steps which are to followed to Close or Cancell the

External Issue voucher.

6. Write steps which are to be followed to modify EXIV after approval

or Issue.

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AA/I/20/7
CHAPTER – 23

TASK ISSUE

“ISSUE ORDERS FOR INITIAL ISSUES OR FORMATION OR RE-

EQUIPMENT OF UNIT ARE NORMALLY PREPARED AT AIR HQ”

Objective

1. The objective of the chapter is to teach the trainees about how

equipments are allocated to newly formed and under formation units and
what are the accounting procedures adopted for accounting the same.

Introduction

2. Normally, Unit requiring equipment is to place its demand on the

appropriate Equipment Depot. However, there are certain occasions when
issues are authorised to be made from the Equipment Depot without the
unit demanding the equipment. These are called ‘Issue Orders’.

Types of Issue Order

3. Issue Orders are of two types:-

(a) Initial - Issue to Units on formation or re-equipment.

(b) Special - Issue to existing Units.

4. Issue orders for initial issue of equipment to units which are to be

formed are normally prepared at Air HQs on F (Q) 501 (Schedule of
Requirement and Issue) because the units still is not in existence or
arrangements are not yet made for the Unit to demand the equipment.

Procedure of Issue

5. The following details are to be filled in F (Q) 501:-

(a) Air HQs reference.

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(b) Request Type.

(c) Priority.

(d) Material Group.

(e) Consignor Equipment Depot.

(f) Consignee.

6. The on-line F (Q) 501 for allocation can be created and approved at
the Air HQ / HQ MC/ Command HQ duly annotated with consignor and
consignee. When F(Q) 501 is approved, it will get replicated to the
consignor as well as consignee unit.

Action by Equipment Depot

7. Demand Control Officer on replication of F (Q) 501 is to ensure

preparation of MTV and issue of items against allocation of Air HQ / HQ
MC to units/formations concerned. System will update dues-in records at
consignee unit on replication of F (Q) 501.

8. On receipt of equipment, the consignee unit will create a Receipt

Voucher (TPRV) and bring the equipment on charge.

9. Special issue orders to existing units, i.e. change in the role of a

squadron, modification etc., will be made by or on the instructions of
Air HQ and the procedure applied for special issue is the same as
applicable for initial issue on F(Q) 501.
___________________________________________________________
Bibliography: IAP 1501 chapter 4 and IMMOLS user manual.

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Review

Points to remember

 There are certain occasions when issues are authorised to be

made from the Equipment Depot without the unit demanding the
equipment. These are called ‘Issue Orders’.

 Issue Orders are of two types, issue to Units on formation or re-

equipment and issue to existing Units.

 When F(Q) 501 is approved at the Air HQ / HQ MC/ Command

HQ, it will get replicated to the consignor as well as consignee
unit.

 Demand Control Officer on replication of F (Q) 501 is to

preparation MTV and issue of items against allocation of Air HQ /
HQ MC to units/formations.

 On receipt of equipment, the consignee unit will create a Receipt

Voucher (TPRV) and bring the equipment on charge.

Questions
MCQs:

1. The title of F (Q) 501 is:-

(a) External issue voucher (b) Task issue
(c) Schedule of requirement & issue (d) Internal issue voucher

2. Issue orders for initial issue of equipment to units which are to be

formed are prepared at:-
(a) Cmd HQ (b) ED
(c) Logistic section (d) Air HQ

3. Issue to the units on re-equipment is known as:-

(a) Special issue order (b) Initial issue order
(c) Immediate issue order (d) Recurring issue

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4. Issue to the existing units is called:-

(a) Special issue order (b) Initial issue order
(c) Task issue (d) Recurring issue

5. Which of the following information need not to be filled on

F (Q) 501:-
(a) Consignee (b) Consignee Command HQ
(c) Material Group (d) Request type

6. On replication of F (Q) 501 at consignee unit system will

automatically update:-
(a) Dues –in record (b) Dues-out records
(c) Stock record (d) scale of each items

DTQs:

1. What is Task Issue?

2. How equipment is issued by Equipment Depot on replication of

F(Q) 501?

3. Who is authorised to create F (Q) 501?

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AA/I/21/1
CHAPTER -24

ARTICLES-IN-USE LEDGERS AND

INVENTORY HOLDER DETAILS

“CLASS Á’ & ‘B’ STORES ISSUED FROM STORE MUST BE

ACCOUNTED IN ARTICLES-IN-USE LEDGER”

Objective

1. The objective of the chapter is to teach the trainees about the

A-in-U Ledger and Inventory Holder Details.

Introduction

2. Great responsibility of S Accts O with regard to the economic use of

equipment which is vested in flights / sections and with inventory holders.
This responsibility is to be exercised with the greatest care and constant
vigilance to ensure that personnel do not waste equipment through
carelessness or by improper use.

Responsibilities of Inventory Holders

3. It is to be clearly understood that an Inventory holder of AF

equipment is financially responsible for any loss or damage to that
equipment unless he has taken every responsible precaution to prevent
loss or damage. An Inventory holder is authorised to create/recommend
all e-documents and for receipt/return AF equipment thereby relating to
the inventory for which he/she is responsible.

Inventory Control

4. Inventory control is one of the important techniques towards better

management of store accounting, proper utilisation of stores and custody
of records and conducting of various checks within the stipulated time. In
the face of financial constraint and costly equipment in use, there is a
need to emphasis on adequate accountability of valuable inventory.
Articles-in-Use ledger constitutes a sizeable portion of Air Force Inventory
and its custody, care, maintenance and accounting.

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Detailing of Inventory Holders

5. It is to be appreciated that equipment of costly nature like Air

Frame/Aero engine/ MT Vehicles/Radio & Signal Equipment/Computers
etc. should be on charge of relatively senior personnel. As far as possible,
Inventory Holder is to be detailed for not more than two years and only by
the warrant ranks or civilian staff of equivalent status. Inventories
pertaining to Squadron Navigation aids etc. should by and large be held
by Commissioned Officers.

6. In case the situation warrants detailing Inventory Holder of rank of

Sergeant for a short period or on long term basis due to non availability of
warrant ranks or civilian staff of equivalent status in the section,
concurrence of Air Officer Commanding/Commanding Officer is to be
obtained in writing by the Section Commander through SAO.

Opening of New Inventory

7. On receipt of orders for the establishment of a Flight or Section,

request for opening an inventory by the Flight/Section Commander is to be
put up with three specimen signatures of the individual detailed as
Inventory Holder to Senior Accounts Officer, along with the list and scale
of Class 'A' & 'B' stores authorised to be issued to that Flight/Section, with
a copy to Senior Logistic Officer for assigning necessary role/authority in
IMMOLS.

8. Before allotting an inventory number, SAO is to obtain the

concurrence of Air Officer Commanding/Commanding Officer, who is to
determine the necessity and size of the inventories for their efficient
administration. The responsibility of opening/closing of inventories and
promulgating SROs entry rests with SAO. Accounts Section should create
A-in-U Document in EQUOLS. And assign SAO as recommender and
Head of Establishment (CO/Stn Cdr/AOC) as approver. Once the
document is approved, the system assigned inventory number and it
should be promulgated in SRO by Accounts Section. On promulgation of
inventory number in SROs/UROs, an Inventory IAFF (F) 1527 Sheet No. 1
is to be prepared in two copies and sheet No. II in single copy. Inventory
Holder is to sign on both the copies of sheet no I as taking over. Inventory
Holders copy will be put in a folder and handed over to him. Accounts
copy will be kept in EAS.

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Registration of an Inventory Holder Details

9. Registration is the process of saving the details of Inventory

Holders such as service number, rank, name and signature. To register an
Inventory Holder the following steps are to be followed:-

(a) Select Equipment AccountingInventory Holder Details 

Register. (Figure 24.1)

Figure 24.1 Registration of Inventory Holder Details

(b) In the Inventory Holders Details Tab, enter the following:

(i) Select type of personnel Officers/Airmen/NCs (E) /

DSC/ Civilians.
(ii) Select rank.
(iii) Enter Service number and select check suffix.

(iv) Enter name of the employee.

(v) Enter other details.

(c) Click on the ‘Signature’ Tab. The signature tab screen will
open. (Signatures are required to be scanned in bmp format and
saved in a folder from where it can be selected).

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(i) Click on button. Select the image file that

contains the signature of the Inventory Holder.

(ii) Click Open. The signature path along with the

signature image will appear in the signature tab.

Figure 24.2 Signature Tab Screen

(d) Click ‘Save’ on the tool bar. On successful save, a message,

‘Record has been successfully added’ will appear.

Modifying/ Viewing of Inventory Holders Details

10. To modify/ view Inventory Holder Details, the following steps are to
be taken:-

(a) Select Equipment AccountingInventory Holder Details

Select. The Inventory Holder Details-Select screen will open.

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Figure 24.3 Inventory Holders Details

(b) Select the query parameters. Click SHOW . The record(s)

satisfying the query parameters will be displayed in the query grid

(c) Select the row which you would like to modify / view.

(d) Right click on the selected row. You will see the options
‘Modify’ and ‘view’ enabled.

(e) Click on the Modify / View option. The selected record will
open in the Inventory Holder Details Modify screen.

(f) Modify Name, Service No or Rank if required. Fields cannot

be modified if the documents is opened in view mode.

(g) Click ‘Save’ on the toolbar. On successful modification, a

message, “Record has been successfully updated” will appear.

Change Service No

11. To change Service No of an existing inventory holder with rank

Aircraftsman (Trainee) or Flight Cadet or Army Havildar, you must have
the required permission. If you do not, please contact the System
Administrator.

12. To modify an inventory holder, you must access the Inventory

Holder Details. Select screen through the following menu options:

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Equipment Accounting Inventory Holder Details Select the

Inventory Holder Details – Select screen opens (Refer Figure 24.4)

Figure 24.4 Modifying/ Viewing of Inventory Holders Details

13. Perform the following steps to modify the details of an existing

inventory holder. Refer to the field table for details on fields.

(a) Enter the query parameters. These can be Name, Service

Number or Rank.

(b) Click Show. The record(s) satisfying the query parameters is

displayed in the query grid.

(c) Select the row which you would like to change the Service
No.

(d) Right click the selected record. You will see the option
‘Change Service No’ is enabled (For Aircraftsman (Trainee) or
Flight Cadet or Army Havildar).

(e) Click the ‘Change Service’. The selected record opens in the
Inventory Holder Details –Modify.(Refer: Figure 24.5 )

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Figure 24.5 Modifying/ Viewing of Inventory Holders Details

(f) Enter new Service No and Check Suffix.

(g) Click On successful modification, a message, “Record has

been successfully updated” appears.

Maintenance of Articles-In-Use Ledger sheets

14. In EQUOLS, following procedures are adopted for registering,

modifying, viewing, approving, auditing, transferring and acknowledging
various types of Inventories.

Registering A-In-U Ledger IAF F (F) 1515

15. To register an A-in-U Ledger F (F) 1515, the following steps are to
be taken:-

(a) Select Equipment AccountingF (F) 1515Register.

A-in-U Ledger–New screen will open. It has three tabs viz. Main,
Others and approval.

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Figure 24.6 A-in-U Ledger-New Screen

(b) In the Main Tab, select Section from the combo box and
enter the service number of the inventory holder.

Note: If the New inventory is created against a transferred

inventory (replicated from another unit) then Parent
Inventory Number has to be selected. Perform the following
steps to Select Parent Inventory No.

(i) Click . Select Inventory Screen will open.

(ii) Enter the query parameters and Click Show.

The record(s) satisfying the query parameters will be
displayed in the query grid.

(iii) Select the row (Inventory No.) and click OK.

The Inventory No. will be populated in the Parent
Inventory No. Box on the main Tab.

(c) Click on the Others Tab and enter remarks.

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Figure 24.7 A-in-U Ledger-Others Tab

(d) Click on appoval tab and select approving, closing and

cancelling authorities.

(e) Click on Save icon on the tool bar. On the successful save,
A new Inventory No. generated by the system will appear.
Document can be modified further since it is in the un-registered
state.

Note: If the document is submitted alongwith Save, the document

will be in Registered state and further modifications are not possible
on the document.

Modifying A-In-U Ledger F (F) 1515

16. To Modify an A-in-U Ledger F (F) 1515, the document should be in

Un-registered state. The following steps are to be adopted:-

(a) Select Equipment Accounting  F (F) 1515 Select. The

Select Inventory screen will open.

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Figure 24.8 Inventory- Select Screen

(b) Enter the A-in-U Ledger Number which is to be modified or

select query parameters. Click Show. The record(s) satisfying the
query parameters will be displayed.

(c) Select the row which you would like to modify. Right click on
the selected record and the option ‘Modify’ enabled.

(d) Click on the Modify option. The selected record will open in
Modify screen. Modify Inventory details.

Figure24.9 Modified Inventory Details

(e) Click on the Others Tab and Modify Remarks if required.

(f) Click Submit and Save. On successful modification, a

message, ‘Record has been successfully updated’ will appear. The
document will be in the Registered State.

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Approval of A-in-U Ledger F (F) 1515

17. To approve an Inventory, Login as the ‘Approving ’ Authority and

the document should be in registered state. To approve F (F) 1515, the
following steps are to be followed:-

(a) Select Equipment Accounting F (F) 1515 Select. The

Select Inventory screen will open.

(b) Enter the Inventory number which is to be approved or enter

the query parameter to search the Inventory. Click Show. The
record(s) satisfying the query parameters will be displayed in the
query grid.

(c) Right click above the Main Tab to get the approval status
window and specify approval action (Yes/No/ Hold).

Figure 24.10 A-in-U Ledger Approving

(d) Enter remarks, if required. Click OK.

(e) Submit and Save. On successful approval, a message,

“Record has been successfully updated” will appear. Document
state will be changed to ‘Approved’.

Note: If the document is saved without submitting, its status will

remain in Un-approved.

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Porting of Manual Transaction in Inventory

18. Once the Inventory is approved, past Inventory transactions should

be entered into EQUOLS through the Inventory Live Data document. After
approval of the Inventory, the Inventory holder can demand, Issue and
Return items against the Inventory number. The Demand, Issue and
return vouchers will be created in IMMOLS. Once the transactions have
been entered through Inventory Live data or through Demand, Issue and
Return vouchers, the same will be reflected in the individual inventories in
EQUOLS.

Cancelling A-In-U Ledger F (F) 1515

19. The Inventory can be cancelled in case erroneously created. The

Inventory cannot be cancelled in case any item is held in the Inventory
and all F(Q) 420 Inventories which are linked to the F(F)1515 Inventory
are Cancelled. A parent document cannot be cancelled unless all child
documents are cancelled. The following steps are to be followed to Cancel
F (F) 1515:-

(a) Login as the ‘Cancelling’ Authority. Select Equipment

Accounting  F (F) 1515 Select. The Select Inventory screen
will open.

(b) Enter the query parameter to search the Inventory. Click

Show. The record(s) satisfying the query parameters will be
displayed in the query grid.

(c) Select the record which you would like to Cancel.

(d) Right click on the selected record and the option ‘Cancel’ is
enabled. The Inventory will open. Select cancel action, enter
remarks if required and press OK.

(e) Click Submit and Save. On successful Cancellation, a

message, ‘Record has been successfully updated’ will appear.
Document state will change to ‘Cancelled’.

Viewing A-in-U Ledger F (F) 1515

20. The following steps are to be followed to view F (F) 1515

Inventories:-

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(a) Select Equipment Accounting F (F) 1515 Select. The

Select Inventory screen will open.

(b) Enter the query parameters. Click Show. The record(s)

satisfying the query parameters will be displayed in the query grid.
Select the Row (record) which you would like to view.

(c) Right click on the selected record. You will see the option
‘View’ is enabled.

Figure 24.11(a) A-in-U Ledger Viewing

(d) Click ‘View’ option. This will open the selected record in
view mode. Click on ‘Holdings’ Tab to view the holding details. Click
on ‘Transaction’ Tab to view transaction details.

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Figure 24.11(b) A-in-U Ledger Viewing

Figure 24.11(c) A-in-U Ledger Holding Details Screen

Note: Nothing is editable in View mode and document cannot be

saved in this mode since ‘Save’ in the toolbar is disabled.

Closing of A-In-U Ledger F (F) 1515

21. The Inventory can be closed in case the Status of the Inventory is
‘Acknowledged. The Inventory can be closed, in case Holdings of all
items are 0 and the Inventory has been audited (Regular). An F (F) 1515
inventory can only be closed if all F (Q) 420 inventories linked to the F (F)
1515 inventories are closed. The following steps are to be followed to
close F (F) 1515:-

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(a) Select Equipment AccountingF (F) 1515 Select. The

Select Inventory screen will open.

(b) Select query parameters. Click Show. The record(s)

satisfying the query parameters will be displayed in the query grid.
Select the record which you would like to close.

(c) Right click on the selected record and the option ‘Close’ is
enabled. The Inventory will open.

(d) Select close action , enter remarks and press OK.

(e) Click Submit and Save. On successful closing, a message,

‘Record has been successfully updated’ will appear. Document
state will change to ‘Closed’.

Splitting of Large and Unwieldy Inventories

22. As a matter of rule, large and unwieldy inventories should not be

permitted. In such cases the Section Commanders may request Air Officer
Commanding/ Commanding Officer through SAO to split such inventories.
SAO after obtaining the concurrence of Air Officer Commanding/
Commanding Officer will create a new F (F) 1515 in EQUOLS.
Subsequently, Inventory Holder handing over items/equipments will create
Conversion Voucher in IMMOLS by selecting the appropriate F (F) 1515 of
new Inventory in order to transfer the balances of the A-in-U ledgers.
Inventory Holder taking over will act as a recommender and S Accts 0 will
be the approver of conversion voucher.
___________________________________________________________
Bibliography - IAP 1501 Chapter 12, DACL15/2017, EQUOLS user
manual,.

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Review

Points to remember

 Request for opening an inventory by the Flight/Section

Commander is to be put up with three specimen signatures of the
individual detailed as Inventory Holder to Senior Accounts Officer,
along with the list and scale of Class 'A' & 'B' stores authorised to
be issued to that Flight/Section.

 SAO is to obtain the concurrence of Commanding Officer.

 As far as possible, Inventory Holder is to be detailed for not more

than two years.

 Only warrant ranks or civilian staff of equivalent status should be

detailed as inventory holder. Inventories pertaining to Squadron,
Navigation aids etc. should by and large be held by
Commissioned Officers.

 A Sergeant can be detailed as inventory holder for a short period

or on long term basis due to non availability of warrant ranks or
civilian staff of equivalent status in the section, concurrence of
Commanding Officer is to be obtained in writing by the Section
Commander through SAO.

 Request for opening an inventory by the Flight/Section

Commander is to be put up with three specimen signatures of the
individual detailed as Inventory Holder to Senior Accounts Officer,
along with the list and scale of Class 'A' & 'B' stores authorised to
be issued to that Flight/Section.


Questions
MCQs:

1. Inventories are opened on the authority of unit establishment as

authorized by:-
(a) CAS (b) Stn Cdr
(c) AOC-in-C (d) Govt of India

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2. IAFF (F) 1527 Sheet No. I is to be prepared in:-

(a) Single copy (b) Two copies
(c) Three copies (d) four copies

3. IAFF (F) 1527 Sheet No. II is to be prepared in:-

(a) Single copy (b) Two copies
(c) Three copies (d) four copies

4. A Sgt can be an inventory holder in absence of Warrant Rank and

Civilian of equivalent rank after obtaining concurrence in writing of
AOC/CO through:-
(a) SA IMMOLS (b) C Adm O
(c) S Accts O (d) Adjutant

5. On creating A-in-U ledger document in EQUOLS, role of S Accts O

will be:-
(a) Creator (b) Approver
(c) Concurrer (d) Recommender

6. Who will approve the newly created A-in-U ledger:-

(a) AOC/CO (b) Inventory Holder
(b) S Accts O (d) SA IMMOLS

7. One copy of IAFF (F) 1527 will be handed over to Inventory holder
and another copy will be kept with:-
(a) Flt/Sec Cdr (b) SLO
(c) Equipment Accounts Section (d) AOC /CO

8. The document saved by the approver without submitting, its status

will remain:-
(a) Unregistered state (b) Registered state
(c) Unapproved state (d) Approved state

9. Transfer of items between two inventories will be done by raising:-

(a) Issue & Return voucher (b) Conversion voucher
(b) MTR (d) MTV

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10. Conversion voucher raised for transfer of the items between to

inventories will be approved by:-
(a) S Accts O (b) Inventory holders
(c) AOC/CO (d) Lgs Offr

DTQs:

1. Write short notes on the followings:

(a) Inventory Holder (b) Inventory Control

(c) Detailing Inv Holder (d) Splitting of Inventory

2. How an inventory is opened?

3. Write a short note on maintenance of Article In use ledger.

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AA/I/21/2
CHAPTER – 25

INVENTORY INSPECTION SCHEDULES

“FOR BETTER INVENTORY CONTROL, ALL ITEMS HELD ON

CHARGE OF AN INVENTORY MUST BE CHECKED AT PRE
DETERMINED INTERVAL”

Objective

1. The objective of this chapter is to teach the trainees various

inventory checks and how to formulate schedules for Inventory inspection.

Introduction

2. Inventory inspection schedules are generated independently for

various inventories. This section covers the procedure for registering
modifying, approving and viewing the details of existing Inspection
Schedule.

Registering Inspection Schedule

3. Registering is a process of generating Inspection Schedule

(Programme) for all Inventories for a given period. To register Inspection
Schedule, the following options are to be followed:-

(a) Select Equipment AccountingInspection Program

Register Independent. The Inventory Inspection Schedule – New
screen will open

Figure 25.1 Registering Inventory Inspection Schedule

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(b) In the Main Tab, enter the following.

(i) Select Schedule Date.

(ii) Select Schedule Type - Indp (Independent).

(iii) Enter Schedule from (Year). Schedule To (Year) gets

populated automatically.

Note 1: ‘Schedule from Month’ and ‘Schedule to Month’ will be

set default to ‘April’ and ‘March’ respectively.

Note 2: Schedule can be generated only for current financial year

and next financial year (Schedule for next financial year can be
generated only in last quarter of current financial year) The
Schedule Between (Year) at the top of the screen will be
populated.

(c) Click on the ‘Schedule Details’ Tab. The SCHEDULE DETAILS-

Tab screen will open.

(d) Right click on the grid. The ‘Generate Schedule’ submenu

will appear.

Figure 25.2 Entering Schedule Details

(e) Click on ‘Generate Schedule’. The Inventory numbers along

with the due dates will be populated in the Grid.

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Note 3: If the schedule is already prepared, a message ‘Inventory

Inspection Schedule for the period has been partially or fully
generated’ will appear & Schedule No. will be displayed.

Note 4: If the Due Date of Inspection of an inventory does not lie

between the Schedule Period (for which the schedule is prepared)
then the background colour of that row will be highlighted in red
colour. Change the Due Dates according to the schedule period.
The background colour of that row will get changed.

(f) Click on the ‘Others Tab’. Enter Remarks if required.

(g) Click on Approval Tab and Approval Status Screen will open.

(h) Select approving, closing, cancelling authorities and enter

creator's remarks if required and press OK.

(j) Click ‘Save’ on the toolbar. On successful save, a message,

‘Record has been successfully added’ will appear. Document will
be saved in unregistered state and can be modified further.

Note 5: If ‘Submit’ is clicked along with ‘Save’ on the toolbar,

further modifications are not possible on the document.

Figure 25.3 Schedule details tab of inspection schedule screen

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Figure 25.4 Inspection schedule details

(k) The above screen shows Inspection Schedule Details, which

doesn't lie in between the Schedule Period.

Modifying Inspection Schedule

4. To modify an existing Inspection Schedule, the document should be

in unregistered state. The following steps are followed:-

(a) Select Equipment AccountingInspection Program

Select. Inventory Inspection Schedule - Select screen will open.

Figure 25.5 Selection Screen of Inspection Schedule

(b) Enter the query parameters. Click SHOW. The record(s)

satisfying the query parameters will be displayed in the query grid.

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(c) Select the row which you would like to modify. Right click on
the selected record. You will see the option ‘Modify’ enabled.

(d) Click on the Modify option. The selected record will open in
the Inventory Inspection Schedule –Modify screen.

Figure 25.6 Modify screen

(e) Click on the ‘Schedule Details Tab’.

(f) Modify due Date or Remarks if required.

(g) Click ‘Submit’ and ‘Save’ on the toolbar. On successful

modification, a message, ‘Record has been successfully updated’
will appear.

Approving Inspection Schedule

5. To approve an Inspection Schedule, the document should be in

‘registered state’. To approve Inspection Schedule, the following steps are
performed:-

(a) Login as approving authority. Select Equipment

Accounting Inspection Program Select. The Inspection
Schedule – Select screen will open

(b) Select the query parameters and Click ‘Show’. The record(s)
satisfying the query parameters will be displayed in the query grid.

(c) Select the row (record) which you would like to approve.
Right click on the selected record. You will see the option
‘Approve’ enabled.

(d) Click on the ‘Approve’ option. The selected record will open
in the Inventory Inspection Schedule – Approve screen.

(e) Click on the Schedule Details Tab.

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(f) Modify due Date or Remarks if required.

(g) Right click above the Main Tab and select ‘Approval Status’.

(h) Select approval action (Yes/No/Hold), enter remarks if

required and press OK.

(j) Submit and Save the document. The status of the document
will change to ‘Approved’.

Figure 25.7 Inventory Inspection Schedule Approval Screen

Cancelling Inspection Schedule

6. The document can be cancelled in case the Approver does not

approve the Schedule. The Inventory Inspection Schedule document
cannot be cancelled unless all child Inventory Check documents are
cancelled.

7. To cancel the Inspection Schedule the following steps are to be

followed:-

(a) Login as cancelling authority. Select Equipment

AccountingInspection Schedule Select. Inventory Inspection
Schedule query window will open.

(b) Select the query parameters and Click ‘Show’ the record
satisfying the query parameters will be displayed in the query grid.

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(c) Select the row (record) which you would like to cancel.

(d) Right click on the selected record. You will see the option
‘Cancel’ enabled.

(e) The Inventory will open. Select cancel action, enter remarks
if required and press OK.

(f) Click ‘Submit’ and ‘Save’ on the toolbar. On successful

cancel, a message, ‘Record has been successfully updated’ will
appear. Document state will change to ‘Cancelled’.

Viewing of Inspection Schedule

8. Following steps are to be followed to view Inspection Schedule:-

(a) Select Equipment AccountingInspection Schedule

Select. Inventory Inspection Schedule query window will open.

(b) Select the query parameters and Click ‘Show’ the record will
be displayed in the query grid.

(c) Select the document for viewing. Right click on the selected
record. You will see the option ‘View’ is enabled.

(d) Click ‘View’ option. This will open the selected Record in
view mode.

Figure 25.8 Inspection Schedule in View mode

Printing of Inspection Schedule

9. Following steps are to be followed to print Inspection Schedule:-

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(a) Select Equipment AccountingInspection Schedule

Select. Inventory Inspection Schedule query window will open.

(b) Select the query parameters and Click ‘Show’ the record
satisfying the query parameters will be displayed in the query grid.

(c) Select the Row. Right click on the selected record. You will
see the option ‘Print’ is enabled.

(d) Click on ‘Print’ option. This will print the selected Record.

Closing Inspection Schedule

10. The Inspection Schedule can only be closed if all child Inventory
Check documents are closed. Following steps are to be followed to close
inspection schedule:-

(a) Login as closing authority. Select Equipment

AccountingInspection Schedule Select. Inventory Inspection
Schedule query window will open.

(b) Select the query parameters and Click ‘Show’ the record
satisfying the query parameters will be displayed in the query grid.

(c) Select the row (record) which you would like to Close.

(d) Right click on the selected record. You will see the option
‘Close’ is enabled.

(e) The Inventory will open. Select approval action, enter

remarks if required and press OK.

(f) Click ‘Submit’ and ‘Save’ on the toolbar. On successful

close, a message, “Record has been successfully updated” will
appear and the state document will change to ‘Closed’.

__________________________________________________________
Bibliography: IAP 1501 chapter 12 and EQUOLS user manual

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Review

Points to remember

 To register inspection schedule you must have authority from SA

IMMOLS.

 Dates for ‘Schedule from Month’ and ‘Schedule to Month’ will be set
default to ‘April’ and ‘March’ respectively.

 Inspection schedule can be generated only for current financial year

and next financial year. Schedule for next financial year can be
generated only in last quarter of current financial year. The Schedule
Between (Year) at the top of the screen will be populated.

 To modify an existing Inspection Schedule, the document should be in

unregistered state.

Questions
MCQs:

1. For generating schedule of inventory inspection ‘Schedule from

month’ is set default as:-
(a)Inventory
April Inspection Schedule document (b) March
cannot be cancelled
(b) all child
unless Month in whichCheck
Inventory it is todocuments
generate are
(d) cancelled.
January

2. For generating schedule of inventory inspection ‘Schedule to

month’ is set default as:-
(a) April (b) March
(b) Month in which it is to generate (d) January

3. Inventory Inspection schedule for the next financial year can be

generated only in the:-
(a) Last quarter of the current financial year
(b) Last month of the current financial year
(c) Last week of the current financial year
(d) Last day of the current financial year

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4. Inventory inspection schedule can be generated only for:-

(a) Calendar year (b) Financial year
(c) Both a & b (d) Either of a & b

5. If the due date of inspection of an inventory does not lie between

the schedule period, the background colour of that row will be highlighted
in:-
(a) Yellow (b) Green
(c) Brown (d) Red

6. To modify an existing inspection schedule the document should be

in:-
(a) Registered state (b) Unregistered state
(c) Approved state (d) Unapproved state

DTQs:

1. Write a note on Inventory inspection schedule.

2. How to register an inventory inspection schedule?

3. Write the steps to be followed for viewing inventory inspection

schedule.

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AA/I/21/3
CHAPTER – 26

INVENTORY INSPECTION SHEETS

“TIMELY CONDUCT OF INVENTORY CHECKS, PROMPT

SETTLEMENT OF DISCREPANCIES ENHANCES THE INVENTORY
MANAGEMENT SKILLS”

Objective

1. The objective of the chapter is to teach the trainees about various

types of inventory checks, procedure of inventory checks along with
inventory inspection sheets and submission of various reports pertaining
to inventory checks.

Introduction

2. In order to ensure that no item is held surplus or deficient on the

charge of an inventory, beside proper documentation, physical check of
items held on the charge of an inventory is carried out. Further,
comparison between the recorded balance of items and physical balance
reveals surpluses or deficiencies, if any which are adjusted through
necessary adjusting vouchers.

Types of Inventory Checks

3. The Senior Accounts Officer are to keep records of all the

inventories on a Chart/Board displaying the checks for the whole year so
as to ensure timely completion of the checks as per the time schedule laid
down for each check. Accounts Section (EAS Clerk) through EQUOLS
should prepare Annual Inspection Schedule with SAO as the Approver.
The SAO is to monitor the progress of Inventory Checks in EQUOLS
application and ensure timely completion of the checks as per the time
schedule laid down for each check. EAS Clerk will prepare an Inspection
schedule for all the station inventories financial year wise in the beginning
of financial year. Prescribed Inventory Checks are as under:-

(a) Handing Over and Taking Over Check.

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(b) Independent Check.

(c) Periodical Check.

(d) Snap Check.

Handing Over/Taking over Check

4. Following points are to be kept in mind in respect of Handing over/

Taking Over check:-

(a) This check is carried out when an Inventory Holder is unable

to continue his duties due to the exigencies i.e. on posting, leave
and admission to Hospital etc.

(b) Inventory Holders are not to be permitted to proceed on

leave, attachment without handing over the inventory. However, in
very exceptional cases, if they are permitted under the written
orders of the Station Commander, to be absent on short leave,
temporary duty (period to be fixed locally and published in SROs)
Temporary Inventory Holders are to be appointed as envisaged in
IAP 1501Chapter 12 Para 13, to create the vouchers. Such
Vouchers are to be viewed and concurred by the Inventory Holders
on their return from leave/ temporary duty etc.

(c) In order to ensure that such lapses do not take place,

S Accts O is to ensure that local payments are paid to Inventory
Holders after the inventories are properly handed over prior to
absence of leave, attachments etc. as convenient, local
arrangements to this effect should be made.

(d) Since the inventory Holders are financially responsible for

the items, it is in their own interest to ensure that proper handing
over/taking over is done prior to their absence from station. If any
inventory holder proceeds on leave/TD/Attachment etc without
handing over his inventory, the matter is to be brought to the notice
of AOC/Stn Cdr.

Independent Check

5. Independent check is to be carried out by an Officer, Master

Warrant Officer or Warrant Officer appointed by the Station Commander
once in a year (Financial year basis). The Accountant Officer or Logistic

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Officers are not normally detailed for this check. For this purpose, the
EAS is required to give the details of the due date of check, date on which
the inventory is to be submitted to EAS for marking it up-to-date and the
date of collection of updated inventory by the independent checker to the
Station Adjutant for publishing in the SRO with a request to detail the
Independent Checker with the concurrence of Station Commander.

NOTE: Handing/Taking over check may be regarded as

Independent/Periodical check if it occurs at the same time when
these checks fall due. Suitable register for the purpose is to be
maintained.

Periodical Check

6. Periodical check of inventory is carried out by the Inventory Holder

himself once in six months from the date of any type of check. The
programme will be published in the SROs / UROs by the EAS well in
advance to the due date of check.

Snap Check

7. Snap Check is carried out by the Commanding Officer at any time.

This check can be carried by an independent officer (not below the rank of
Flt Lt) detailed by Commanding Officer on his behalf. The procedure is the
same as independent check except calling the inventory through the
medium of SROs.

Check of IAFF (Q) 420 (Issue and Withdrawal Forms) While Checking
of Aircraft Inventory

8. The procedure stated above is equally applicable, while conducting

check of Aircraft Inventory, the relevant Form (Q) 420 is also to be
checked with reference to Airframe/Aero engine check list as per Para 68
of Chapter 19 IAP 1501. A certificate to this effect that checks were
carried out with reference to Form (Q) 420 and Airframe/Aero engine
check list is to be obtained from Independent Checker and filed in EAS.

Check of MT Discrepancy Card/VKL/Form 1670 (For Specialist

Vehicles)/ F(Q) 420 While Conducting Check of MT Inventory

9. While conducting check of Mechanical Transport Inventory,

relevant F(Q) 420, MTDC / FORM 1670 (for specialist vehicles) is also to

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be checked as per Para 59 of Chapter 20 IAP 1501. A certificate to this

effect that checks of MT Discrepancy Card /FORM 1670/ F(Q) 420 have
been carried out with is to be obtained from the Independent Checker and
filed in EAS.

Maintenance of Inventory/Inventory Checks Register

10. A manuscript register as per Appendix 'A' is to be maintained by

EAS for recording opening/closing, handing/taking over, periodical and
independent checks of inventories. Similarly a separate register is also to
be maintained for recording of snap checks by Air Officer Commanding/
Commanding Officer.

Inventory Checks Control Board

11. The Senior Accountant Officer is to maintain an ‘Inventory Checks

Control Board’ with the following information, to ensure that inventory
checks are conducted within stipulated time in terms of IAP 1501, Ch 12.

(a) Inventory Number.

(b) Designation of Inventory.

(c) Date Periodical / Independent check due.

(d) Date Checked.

Notifications for Checks

12. Under the authority of AOC /Stn Cdr/CO, financial year wise
Independent Check Schedule to be generated by Equipment Accounting
Section in EQUOLS application in order to carry out Independent check
for articles held on the charge of each Inventory Holder once in a year.
The details of Inventories due for check are to be promulgated in
SROs/UROs at least two to three weeks in advance to enable the
Inventory Holder to demand and return items of immediate nature and
prepare for handing over the Inventory to EAS. The following information
should be given in SROs/UROs.

(a) Inventory Number.

(b) Name of the Flight/Section.

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(c) Name of the Inventory Holder.

(d) Date due for check.

(e) Name of the checker (in case of Independent Check) WO &

above to be detailed by Adjutant.

Procedure of Check

13. The following procedure is to be adopted for all types of checks of

the Inventories and finalisation of discrepancies revealed during the
checks:-

(a) EAS clerk will create an inspection sheet in the system for
all the items to be checked by Inventory Checker and save it in 'Un-
registered' mode in the system. A printout of the Inspection sheet
will be taken by accessing the document through the select query
and hand it over to the person responsible to carry out the physical
inventory check.

(b) The Inventory Checker will carry out physical check of the
items including the items held on loan card. After satisfying himself
Inventory Checker will enter actual quantities of each item in the
print out given to him by the EAS and hand it over to EAS for
further action.

(c) I/C EAS is to ensure feeding of actual quantities (Physically

checked) from inspection sheet in the system by using the 'modify'
check sheet option. Query parameters will be entered by EAS clerk
and exercise the 'submit' & 'save' option. On successful
modification, a message, "Record has been successfully updated"
will appear. Document state will change to "Registered". Then
Inspection sheet will be further submitted to WO & above (in case
of Independent Check) and Stn Cdr/AOC (in case of Snap check)
for Approval.

(d) Discrepancies between the physical and A-in-U Ledger

balances are to be rectified within seven working days from the
date of action in the system. Final discrepancies if any, is to be
reflected in the form of Discrepancy Statement as per specimen
given in Appendix 'B' and signed by the Inventory Checker and
Inventory Holder.

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(e) While approving inspection sheets, discrepancies are to be

adjusted by appending remarks in the adjustment remarks column.
For items found surplus/Deficient adjustment vouchers will be auto
generated by system based on the type of adjustment selected.

(f) After recommendation by recommending authority,

approving authority will approve the inspection sheet and exercise
'submit' and 'save' option. The document state will change to
'Approved'.

(g) When action for the adjustment of discrepancies cannot be

taken at the Unit/Station level within fifteen working days from the
date of entry in the EQUOLS. Discrepancy Statement is to be
raised, such discrepancies are to be reported to Command
Headquarters/ Air Headquarters with full details and reason for
Non-finalisation as per Appendix 'C'.

Confirmation of the Inventory Checks to Command

14. A confirmation to the effect that Independent checks of the

Inventories have been carried out and discrepancies revealed during the
checks have been regularised, is to be given by S Accts Os of all the self
accounting Units to Command HQs once a year by 15 Apr as per
Appendix 'D'. Units under Air HQs are to submit confirmation directly to
Air HQs (Dte of Accts). Similarly Command HQs are to forward a
consolidated report to Air HQs in respect of Units under their respective
Commands, in similar format by 15 Jun every year.

Inventory Inspection Sheet

15. In EQUOLS Inventory Inspection Sheets will be generated to carry

out various types of Inventory Checks. The following procedure is adopted
for registering, modifying, approving and viewing the inventory inspection
sheet.

Registering Inventory Inspection Sheet

16. Registering is a process of preparing inspection sheet for

inventories to be checked. To register Inventory Inspection Sheet, the
following steps are to be followed:-

(a) Select Equipment AccountingInspection Sheet Register.

The Inventory Inspection Sheet – New screen will open. It has

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04 tabs namely, Main, Inventory Inspection Details, Others and

Approval.

(b) Enter the following In the Main Tab.

(i) Select Doc Type. There are four options. i.e HO-TO,
INDP, Periodical and Snap.

(ii) Select Inventory Type F (F) 1515 and F (Q) 420.

Figure 26.1 Entering Details in Inventory inspection Sheet

(c) For Handing Over/Taking Over Check (HO-TO).

(i) Select Doc Type as HO-TO.

(ii) Select Inventory Type.

(iii) Inventory Number.

(d) Click on the Inventory Inspection Details tab. and right click
on the grid to ‘Get Item Details’. The Items with its details belonging
to the selected Inventory will be displayed in the grid.

Figure 26.2 Viewing Item Details

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(e) Enter the following in the others column:-

(i) Enter the authority for HO / TO in the remarks

column.

(ii) Enter the name of Inventory Holder Taking over as

‘Checking officer’.

Figure 26.3 Entering Details in Others Column

(iii) Write the service number of the person taking over.

(iv) Select approving/closing/cancelling authorities and

press OK.

(v) Click ‘Save’ on toolbar. On successful save, a

message, ‘Record has been successfully added’ will appear.
Document state will be ‘Unregistered’ which can be modified
further.
(f) For Independent Check (INDP)

(i) Select Doc Type as INDP.

(ii) Select Inventory Type.

(iii) Enter Year and select month. Select Inventory No,

Schedule No. will be populated automatically.

(iv) Click on the Inventory Inspection Details Tab and right

click on the grid to ‘Get Item Details’. The Items with its
details belonging to the selected Inventory will be displayed
in the grid.
(v) Enter the remarks in the others column.
(vi) Enter the name of checking officer.
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(vii) Select approving, cancelling and closing authorities

and press OK.

(viii) Click ‘Save’ on the toolbar. On successful save, a

message, ‘Record has been successfully added’ will appear.
Document state will be ‘Unregistered’ which can be modified
further.

(g) For Periodic Check (Periodic)

(i) Select Doc Type as Periodic.

(ii) Select Inventory Type.

(iii) Select Inventory No.

(iv) Click on the Inventory Inspection Details tab. and right

Click on the grid to ‘Get Item Details’. The Items with its
details belonging to the selected Inventory will be displayed
in the grid.

(v) Enter the remarks in the others column.

(vi) Enter the name of checking officer.

(vii) Select approving, cancelling & closing, authorities and

press OK.

(viii) Click ‘Save’ on the toolbar. On successful save, a

message, ‘Record has been successfully added’ will appear.
Document state will be ‘Unregistered’ which can be modified
further.

(h) For Snap Check (Snap)

(i) Select Doc Type as Snap.

(ii) Select Inventory Type.

(iii) Select Inventory No.

(iv) Click on the Inventory Inspection Details tab. and right

click on the grid to ‘Get Item Details’. The Items with its

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details belonging to the selected Inventory will be displayed

in the grid.

(v) Mark the items for snap check in ‘Is for snap check?’
column and click on the check box ‘Filter Items for Snap
check’,

(vi) Enter the remarks in the others column.

(vii) Enter the name of checking officer.

Note: If ‘Doc Type’ is ‘SNAP’ then by default checking

officer will be added as recommender for SNAP check. The
approval authority for SNAP check document can only be
with AOC or Stn Cdr. If the user tries to select approver of
SNAP check document other than AOC or Stn Cdr, a
message is displayed and user will have to select AOC or
Stn Cdr as approver

(viii) Select approving, cancelling & closing authorities and

press OK.

(ix) Click ‘Save’ (not submit) on toolbar. On successful

save, ‘Record has been successfully added’ will appear.
Document state will be ‘Unregistered’ which can be modified
further.

Note: O IC EAS will take a print out of unregistered

inspection sheet and hand over to the checking officer for
physical check of inventory. Checking officer will enter
physical quantities of each item in the print out. Physical
balance as shown by the checking officer in the inspection
sheet, are to be entered in the system by using the ‘modify’
option.

Modify Inventory Inspection Sheet

17. To modify the inspection sheet the following steps are to be

followed:-

(a) Select Equipment AccountingInspection Sheet  Select.

Inventory Select screen will open.

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(b) Select the query parameters and Click ‘Show’ the records
satisfying the query parameters will be displayed in the query grid.

Figure 26.4 Inventory Inspection Sheet- Select Screen

(c) Click ‘Show’. The record(s) satisfying the query parameters

will be displayed in the query grid.

(d) Select the record and Right click. The option ‘Modify’ is
enabled. Click on the Modify option. The inventory inspection sheet
will open.

(e) Click on the Inventory Inspection Details Tab. Enter Actual

Quantity or Adjustment Remarks if quantity is not balanced. (Figure
29.5)

(f) Submit and Save. On successful modification, a message,

‘Record has been successfully updated’ will appear. Document
state will change to ‘Registered’.

Figure 26.5 Modified Inventory Inspection Details

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Approving Inventory Inspection Sheet

18. To approve an Inspection Sheet the following steps are to be

followed:-

(a) Login as approver. Select Equipment Accounting

Inspection Sheet Select. The Inventory Inspection Sheet screen
will open.

(b) Select the query parameters and Click ‘Show’ the record
satisfying the query parameters will be displayed in the query grid.

(c) Select the record which you would like to approve.

(d) Right click on the selected record. You will see the option
‘Approve’ enabled.

(e) Click on the ‘Approve’ option. The selected record will open.

(f) Right click above the Main Tab and specify approval Status
(Yes/No/Pending), enter remarks if required and press OK.

(g) Submit and Save. On successful approval, a message,

‘Record has been successfully updated’ will appear. Document
state will change to ‘Approved’.

Note: If the document is saved without submitting, its status will

remain unapproved.

Viewing of Inspection Sheet

19. To view Inspection Sheet the following steps are to be followed:-

(a) Select Equipment AccountingInspection Sheet  Select.

The Inventory Inspection Sheet screen will open.

(b) Select the query parameters, Click ‘Show’ the record

satisfying the query parameters will be displayed in the grid.

(c) Select the Row for viewing. Right click on the selected
record. You will see the option ‘View’ is enabled.

(d) Click ‘View’ option. This will open the selected Record.

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Figure 26.6 Viewing Inspection Sheet

Note: Nothing is editable in ‘View’ mode and document cannot be

saved in this mode since the save button is disabled.

Printing Inventory Inspection Sheet

20. The following steps are to be followed to print Inspection Sheet:-

(a) Select Equipment Accounting Inspection Sheet Select.

The Inventory Inspection Sheet screen will open.

(b) Enter the document number to be printed and click show.

The record(s) will be displayed in the query grid.

(c) Select the Row for printing.

(d) Right click on the selected record. You will see the option
‘Print’ is enabled

(e) Click ‘Print’ option. This will print the selected record.

Closing Inventory Inspection Sheet

21. The Inspection Sheet can only be closed after approval. The
following steps are to be followed:-

(a) Login as cancelling authority. Select Equipment

Accounting Inspection Sheet Select. The Inventory Inspection
Sheet screen will open.

(b) Select the query parameters, Click ‘Show’ the record

satisfying the query parameters will be displayed in the grid.

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(c) Select the record which you would like to Close.

(d) Right click on the selected record. You will see the option
‘Close’ is enabled. Select ‘Close’ option. The Inventory will open.

(e) Enter remarks against ‘Closing’ designation if required and

press OK.

(f) Submit and Save. On successful cancel, a message,

‘Record has been successfully updated’ will appear. Document
state will change to ‘Closed’.

Printing list of Inventories not checked

22. This report will print the list of inventories not checked for a
particular period. To view report, the following steps are taken:-

(a) Select Equipment Accounting Reports  List of

Inventories Not Checked. The ‘List of Inventories Not Checked’
screen will open.

Figure 26.7 List of Inventories Not Checked - Screen

(b) Select From Date to Date.

(c) Select Inventory type.

(d) Click OK. The report will open. Click on the toolbar.
Report will be printed.
__________________________________________________________
Bibliography: IAP 1501 Ch- 12, IMMOLS and EQUOLS user manual.

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 INVENTORY REGISTER (Appendix ‘A’)

Inventory No................... Date of Opening.......................... Date of Closing.................

Total
Date Types of No. Of
Name of Sign of Counter
Date of checks checks A-in-U
Due date of Checks inventory A-in-U signature Remarks
HO/TO carried carried Sheets
holder IAF(F) Clerk of AO
out out
1515
216

Independent Periodical

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Appendix ‘B’
DISCREPANCY STATEMENT
(To be raised in Duplicate)

I. Inventory No………..........Flight/Section ….........…………..

Type of Check: Independent/Periodical/Handing/Taking over.
Name of Inventory Holder ……………… Name of Checker/Inventory
Holder Taking over………...............…………..

II. Certificate to Be Given By Inventory Holder / Independent

Checker.
Certified that the items of Inventory No…….have been checked by me.
The quantities of item physically found are shown in the appropriate
column of sheet No. II of IAFF (F) 1527 (Revised).

Signature of Inventory Holder Signature of Inventory Holder

(H/O) (T/O)/ Independent Checker
Date….........................
III. Surpluses/Deficiencies.

Sl......Sec./Ref........Nomenclature .....Den. of Qty....... Adjusting Vr

No....... Qty......Sur./Def...... Voucher. No.............

Signature of Inventory Holder Signature of Independent Checker

Handing Over /Inventory Holder Taking Over

IV. Orders of Commanding Officer

(In case discrepancies are not finalised within 15 days of detection).

Date............... Commanding Officer

V. Certificate to be given by Inventory Holder

Certified that the surplus/deficiencies stated above have been adjusted

vide voucher numbers quoted against each.

Date................ Signature of Inventory Holder

VI. Reconciled by Equipment Accounts Section

Date..................... Signature of S Accts O

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Appendix ‘C’

REPORT OF UNFINALISED DISCREPANCIES REVEALED

DURING INDEPENDENT/ PERIODICAL/ HO/TO CHECK

I.
Unit………………...... Flight/Section…………................
Inventory No……………….............. Date of check…………................

II. Details of Surplus/Deficiencies

Sl. Sec./Ref. Nomenclature Den. Qty Qty

Surplus Deficient

Date………………….................
.........................………………….

Signature of Senior Accountant Officer

III. Remarks of Inventory Holder and Section Commander.

Signature of inventory Holder Signature of Sec. Cdr.

Date......................... Date...................

IV. Remarks of Commanding Officer/AOC

Date……......................... Signature of Commanding Officer

V. Remarks of Command/Air Headquarters

Note. Action taken by controlling branch of the Flight/Section which

discrepancies have been reported are to state in brief.

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Appendix ‘D’

REPORT ON INDEPENDENT CHECKS OF INVENTORIES FOR THE

YEAR..............

Unit/Station/Command HQ..................

(Authority Para 84 Chap 12 IAP 1501)

Tot No of Tot No of No of Inventories where Total

Inventories Inventories discrepancies were revealed discrepancies
held checked Deficiencies Surplus revealed
No of Value No of Value
items items
1 2 3 4 5 6 7

Finalization of discrepancies Reason for Remarks

Deficiency made Deficiency written finalization of
good by individual off charge outstanding
discrepancies
No of Amount No of Amount No of Amount
Items (Rs) Items (Rs) Items (Rs)
8 9 10 11 12 13 14

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Review

Points to remember
 Independent Checks are to be carried out by Warrant Officer
and above only.

 Discrepancies revealed during the inventory checks are to be

promptly investigated and adjusted within 15 days at unit
level.

 Snap Check can be carried out by the Commanding Officer at

any time. This check can be carried by an independent officer
(not below the rank of Flt Lt) detailed by commanding officer
on his behalf.

 The details of Inventories due for check are to be promulgated

in SROs/UROs at least two to three weeks in advance to
enable the Inventory Holder to demand and return items of
immediate nature and prepare for check.

 Handing/Taking over check may be regarded as

Independent/Periodical check if it occurs at the same time
when these checks fall due.

 The procedure for checking for F(Q) 420 and F(Q) 543, while
conducting check of Aircraft and MT Inventories, the relevant
Form (Q) 420 and F(Q) 543 are also to be checked with
reference to Airframe/Aero engine check list and VGL/VKL.

 A confirmation to the effect that Independent checks of the

Inventories have been carried out and discrepancies revealed
during the checks have been regularised, is to be given by S
Accts Os of all the self accounting Units to Command HQs
once a year by 15 Apr.

Questions
MCQs:

1. Inventory checks are classified into:-

(a) Two types (b) Four types
(c) Three types (d) Five types

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2. Inventory check control board is maintained by:-

(a) S AcctsO (b) S Lgs O
(c) Stn Cdr (d) Stn Adjt

3. Which of the following inventory check is carried out by the

inventory holder himself:-
(a) Independent Check (b) Snap Check
(c) Periodical Check (d) Concurrent Check

4. Independent check of an inventory is carried out by:-

(a) An Officer (b) MWO
(c) WO (d) All of the above

5. Confirmation to the effect that all the independent checks have

been conducted should be submitted to Controlling Command HQ every
year by:-
(a) 15 Mar (b) 15 Apr
(c) 15 May (d) 15 Jun

6. Snap Check can be carried out by an independent officer on behalf

of Commanding Officer not below the rank of:-
(a) Sqn Ldr (b) Fg Offr
(c) Wg Cdr (d) Flt Lt

7. Discrepancies between physical and A-in-U ledger balances are to

be rectified with in:-
(a) Seven days from the date of action
(b) Ten days from the date of action
(c) Seven days from the date of known
(d) No time limit as soon as possible

8. Checking officer of an inventory will enter physical balance of each

items in the print out of:-
(a) Unregistered inspection sheet
(b) Registered inspection sheet
(c) Unapproved inspection sheet
(d) Approved inspection sheet

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9. In short absence of main inventory holder, temporary inventory

holder can create the voucher pertaining to that inventory only after written
permission of:-
(a) S Accts O (b) S Lgs O
(b) Adjutant (d) Stn Cdr/ CO

10. The voucher which has been created by temporary inventory holder
in short absence of main inventory will be concurred by:-
(a) Flt Sec Cdr (b) S Accts O
(c) Main Inventory holder on his return(d) AOC/CO

11. If adjustment of discrepancy is not finalised within .......... days after

action in EQUOLS, matter is to be reported to Command/Air HQ with
justification:-
(a) 15 days (b) 07 days
(c) 15 Working days (d) 07 working days

DTQs:

1. Write a note on:-

(i) Inventory register

(ii) Inventory control board
(iii) Inventory inspection sheet

2. Write the steps to be followed for printing inventory inspection

sheets.

3. Briefly describe various types of inventory checks.

4. Describe the notification and checking procedure of an inventory.

5. Describe the reporting procedure to command HQ/ Air HQ in

respect of non finalized discrepancies.

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AA/I/21/4
CHAPTER-27

CLOTHING: AIRMEN/NCs (E)

“ PROPER ATTIRE IS INDICATIVE OF DISCIPLINE AND MORALE

OF THE TROOPS WHICH ADDS TO THE COMBAT EFFICIENCY ”

Objective

1. The objective of the chapter is to teach the trainees about various

provisions with regards to airmen clothing entitlements and how to
maintain clothing cards in EQUOLS.

Introduction

2. Initial issue of clothing items to airmen are made free of cost in

accordance with the scale laid down in the Scale ‘Ç’ of IAP 1503 at the
time of initial kitting when they start their training at various training
institutes.

Figure 27.1 Trainees in uniform at training institute

Inventory of Kit (Clothing Card – Airmen) IAFF (Q) 466

3. This section covers the procedures for registering, modifying,

approving, cancelling, closing, viewing auditing, transferring and
acknowledging Airmen Clothing Card F (Q) 466.

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Registering Inventory Holder

4. Before proceeding for registration of F(Q) 466 the inventory holder

details are to be registered in EQUOLS. To register an inventory holder,
you must access the Inventory Holder Details– New screen through the
following menu options:

Equipment Accounting  Inventory Holder Details  Register

The Inventory Holder Details – New screen opens

Figure 27.2 Registering Inventory Holder

Perform the following steps to register a new inventory holder.

(a) In the inventory holder details tab, enter the following:

(i) Select Type.

(ii) Select Rank from the drop-down list. The Rank field at
the top of the screen populates based on employee type.

(iii) Enter Employee Number/ Service Number and select

Check Suffix.

(iv) The Service No. field at the top of the screen

populates.

(v) Enter the Name of the Inventory Holder.( Name field

enables after selecting the proper Check Suffix) The Name
field at the top of the screen populates.

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(vi) From the Section drop down combo select the

Section of the Inventory Holder.

(vii) From the User Basis drop down combo select User
Basis.

(viii) From the Trade/Branch drop down combo select

Trade/Branch.

(ix) From the “Marital Status” combo select marital status

of the inventory Holder. Marital status could be
Single/Married/Divorcee/Widower.

(x) For Married or Divorcee/Widower persons Enter

“POR No”, ”POR Date”, ”Date (Marriage)”. If POR NO is not
available, enter Remarks instead of POR no.

(xi) Enter No of child, POR No, POR Date chronologically.

(b) Click the signature tab. The signature tab screen opens
(Refer Figure 27.3).

Figure 27.3 Signature tab of the Inventory Holder Details – New screen

Note: The manual signature of the Inventory Holder needs to be

scanned previously in a (. Bmp) format and saved into a folder from
where it can be selected. However, capturing the signature of the
Inventory Holder is not a mandatory requirement for the system to
start functioning and can be done later.

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(c) In the SIGNATURE Tab, do the following:

(i) Click the. Open dialog box appears

(ii) Select the Image File that contains the signature of

the Inventory Holder.

Figure 27.4 Signature Tab

(iii) Click OPEN. The Signature path along with the

Signature image appears in the SIGNATURE tab.

(d) Click on the toolbar. On successful save, a message,

“Record has been successfully added” appears.

Registering Airmen Clothing Card F (Q) 466

5. The following steps to be followed to register F (Q) 466 in respect

of airmen:-

(a) Select Equipment Accounting  F (Q) 466  Register.

The F (Q) 466 – New screen will open. (Figure 27.5 )

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Figure 27.5 Main tab of Airmen Clothing Card F(Q)466 - New Screen

It has 03 tabs namely – Main, Others and approval. Enter

the following In the Main Tab:-

(i) Select type of personnel.

(ii) Enter Service No. The Rank and Name will be

populated automatically.

Note: If the New inventory is created against an incoming

inventory then Parent Inventory Number has to be selected.
Perform the following steps to Select Parent Inventory No.
To create a new inventory Parent Inventory Number is not
required.

(iii) Click . Select Inventory F(Q)466 Screen will open.

(iv) Enter the query parameters. Since only the

acknowledged inventories can be selected as Parent
Inventory No, the Doc Status will be acknowledged.

(v) Click Show. The record(s) satisfying the query

parameters will be displayed in the query grid.

(vi) Select the Parent Inventory No and click OK. The

Inventory Number will be populated in the Parent Inventory
No. Box on the Main tab of F (Q) 466 - New Screen.

(vii) Click on Others Tab. Enter the remarks.

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(viii) Click on Approval Status and select, approving,

closing, cancelling authorities.

(ix) Save the document . On successful save, a

message, ‘Record has been successfully added’ will appear.
A new Inventory Number will be generated and displayed.
Document can be modified further.

Note: If Submit along with Save is clicked further

modifications are not possible on this document.

Modifying Airmen Clothing Card F (Q) 466

6. To Modify F (Q) 466, the document should be in Unregistered state.

The following steps are to be followed to modify F (Q) 466:-

(a) Select Equipment Accounting  F (Q) 466 Select. The

F (Q) 466 Select screen will open.

Figure 27.6 Airmen Clothing Card Select Screen

(b) Enter the query parameters. Click Show. The record(s)

satisfying the query parameters will be displayed in the query grid.

(c) Select the row to be modified. Right click on the selected

record and the option ‘Modify’ is enabled.

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Figure 27.7 Airmen Clothing Card modifying

(d) Click on the Modify option. The selected record will open.
Modify the document if required.

(e) Click on the Others Tab and Modify remarks if required.

(f) Click Submit & Save. On successful modification, a

message, ‘Record has been successfully updated’ will appear. The
document will be in the Registered State.

Approval of Airmen Clothing Card F (Q) 466

7. To approve an existing Inventory, the document should be in

Registered state and you must have the required permission. The
following steps to be taken to approve F (Q) 466:-

(a) Select Equipment Accounting  F (Q) 466  Select. The

F (Q) 466 – Select screen will open.

(b) Enter the query parameters. Click Show. The record(s)

satisfying the query parameters will be displayed in the query grid.

(c) Select the row(record) which is to be approved.

(d) Right click on the selected record and the option ‘Approve’ is
enabled.

(e) Click on ‘Approve’ option. The selected record will open in

the F(Q) 466 – Approve screen.

(f) Click on Others Tab. Modify Remarks if required.

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(g) Click Submit & Save. On successful approval, a message,

‘Record has been successfully updated’ will appear. Document
state will change to ‘Approved’.

Figure 27.8 Approved Inventory Details- Approve Screen

Note: If the document is saved without submitting, its status will

remain in Un-approved state.

Viewing Airmen Clothing Card F (Q) 466

8. The following steps are to be followed to view F (Q) 466:-

(a) Select Equipment Accounting  F (Q) 466  Select.

The F (Q) 466 – Select screen will open.

(b) Enter the query parameters. Click Show. The record(s)

satisfying the query parameters will be displayed in the query grid.

(c) Select the row (record) which is required to be viewed.

(d) Right click on the record the option ‘View’ is enabled.

(e) Click ‘View’ option. This will open the selected Record in
view mode.

(f) Click on ‘Holdings’ Tab to view the holding details.

(g) Click on ‘Transactions’ Tab to view transaction details.

Note: Nothing is editable in View mode and document cannot be saved in

this mode since Save button on the toolbar is disabled.

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Cancelling Airmen Clothing Card F (Q) 466

9. The Inventory cannot be cancelled in case there are any item

transactions for the Inventory. The following steps are to be followed to
cancel F (Q) 466:-

(a) Login as the ‘Cancelling’ Authority. Select Equipment

Accounting  F (Q) 466  Select. The F (Q) 466 – Select screen
will open.

(b) Enter the query parameters. Click Show. The record(s)

satisfying the query parameters will be displayed in the query grid.

(c) Select the row (record) which is to be Cancelled.

(d) Right click on the selected record and the option ‘Cancel’
enabled.

(e) Select ‘Cancel’ option, enter remarks if required and press

OK.

(f) Click Submit & Save. On successful cancellation, a

message, ‘Record has been successfully updated’ will appear.
Document state will change to ‘Cancelled’.

Closing Airmen Clothing Card F (Q) 466

10. The Inventory can be closed in case the same has been audited
(Regular). The Inventory can be closed in case Holdings of all items are nil
and the Inventory has been Audited. The following steps are to be
followed to close the Inventory.

(a) Select Equipment Accounting  F (Q) 466  Select.

The F (Q) 466 – Select screen will open.

(b) Enter the query parameters. Click Show. The record(s)

satisfying the query parameters will be displayed in the query grid.

(c) Select the row (record) which is to be closed. Right click on

the selected record and the option ‘Close’ is enabled.

(d) Select ‘Close’ option, enter remarks and press OK.

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(e) Click Submit & Save. On successful close, a message,

‘Record has been successfully updated’ will appear. Document
status will change to ‘Closed’.

Note: In case any voucher is pending (The L&D etc. vouchers

should not be in fulfilled/cancelled state) against the inventory then
on attempting to close the inventory message pops up stating that
"Inventory cannot be closed as some loss and damage vouchers
are pending against inventory".

Miscellaneous Action

11. Under the ‘Miscellaneous Action’ various options are available i.e.
Long leave, Temporary duty, Discharge and AWOL etc. To perform
Miscellaneous Action on an existing Inventory, you must have the required
permission.

12. To perform Miscellaneous Action on Airmen Clothing Card

F (Q) 466 Inventory, you must access the Airmen Clothing Card
F(Q) 466 – Select screen through the following menu options:

(a) Select Equipment Accounting  F (Q) 466 Select.

F (Q) 466 – Select screen will open. (Figure 27.9 )

(b) Enter the query parameters. Click Show. The record(s)

satisfying the query parameters will be displayed in the query grid

(c) Select the row (record) on which you would like to perform
Miscellaneous Action.

(d) Right click on the selected record, the option ‘Miscellaneous

Action’ enabled. Click on the ‘Miscellaneous Action’ option. The
record will open.

(e) Enter the following details in the grid.

(i) Select Type of Action.

(iii) Select From Date To Date.

(iv) Enter Remarks.

(v) Save the record.

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Figure 27.9 Miscellaneous Tab of F (Q) 466

(f) Click on OK in the toolbar. On successful save, a message,

“Record has been successfully saved” is displayed.

List of Returnable Items on Discharge

13. Certain items of airmen clothing are to be returned by an individual

who is proceeding on discharge. This report will print a list of returnable
items on discharge. All the returnable items along with quantity, rate and
remaining life period will be displayed in the report. The following steps
are to be followed to print list:-

(a) Select Equipment Accounting  Reports  List of returnable

items. List of returnable items report will open.

Figure 27.10 list of returnable items

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(b) Select service no. from the combo box and Click OK. The
report will open. Click on the toolbar. Report will be printed.

Transferring Airmen Clothing Card F (Q) 466

14. To transfer an Inventory, the document should be in Audit

(Transfer) state, however, inventory can be provisionally transferred if
audit of the same has not been carried out till date. After audit inventory
will be auto transferred by the system. The following steps are to be
followed:-

(a) Select Equipment AccountingAirmen Clothing Card

F (Q) 466  Select. Airmen Clothing Card F (Q) 466 – Select
screen will open.

(b) Enter the document number or select the query parameters.

Click Show. The record(s) satisfying the query parameters will be
displayed in the query grid.

(c) Select the row (record) which you would like to transfer.

(d) Right click on the selected record. You will see the option
‘Transfer’ enabled.

(e) Click on ‘Transfer’ option. Selected record will open.

Figure 27.11 Selecting of Unit

(f) Click on Others Tab.

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(g) To transfer F (Q) 466 to IMMOLS Site, enter the following: -

(Figure 27.11 )

(i) Select ‘Transfer To’ unit name from drop down,

(ii) Enter Transfer Remarks.

(h) To transfer inventory to Non-IMMOLS site:-

(i) Click on the check box ‘Transfer to Non IMMOLS

Site’. New text box will be made enable.

(ii) Enter the Non-IMMOLS site name in text box.

(iii) Enter Transfer remarks

(j) Click Save. On successful transfer, a message, ‘The

document will be transferred’ will appear. Document state will
change to ‘Transferred’.

Note: Inventory Holder Details will also be transferred with F (Q)

466. No need to register inventory holder details again in the
transferred unit.

Acknowledging Airmen Clothing Card F (Q) 466

15. To acknowledge an incoming Inventory the document should be in

‘Transferred’ state. To acknowledge an Airmen Clothing Card F (Q) 466
the following steps to be followed:-

(a) Select Equipment AccountingAirmen Clothing Card

F (Q) 466  Select. Airmen Clothing Card F (Q) 466 – Select
screen will open.

(b) Enter the document number or select the query parameters.

Click Show. The record(s) satisfying the query parameters will be
displayed in the query grid.

(c) Select the row (record) which you would like to transfer.

(d) Right click on the selected record. You will see the option
‘Acknowledge’ enabled.

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(e) Click on the ‘Acknowledge’ option .A message ‘The document

will be replicated’ will appear. Click ‘Yes’. On successful
acknowledge, a message ‘The document will be acknowledged’ will
appear.

Bibliography - IAP 1501 Chapter 15 & AFO 5/96 EQUOLS User Manual

Review

Points to remember

 If the New inventory F(Q) 466 is to be created against an

incoming inventory then Parent Inventory Number has to be
selected. To create a new inventory Parent Inventory Number is
not required.

 Nothing is editable in View mode and document cannot be

saved in this mode.

 An Inventory cannot be cancelled in case there are any item

transactions for the Inventory.

 Under the ‘Miscellaneous Action’ various options are

available i.e. actioning of Long leave, Temporary duty, Discharge
and AWOL etc.

 Certain items of airmen clothing are to be returned by an

individual who is proceeding on discharge. This report will printed
after actioning of Misc Action. All the returnable items along with
quantity, rate and remaining life period will be displayed in the
report.

 To transfer F (Q) 466 two option are available in EQUOLS i.e.

to IMMOLS Site and to Non – IMMOLS sites.

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Questions
MCQs:

1 Initial free issue of clothing items to airmen are made in accordance

with the scale down in:-
(a) Scale “C” of IAP 1501 (b) Scale “C” of IAP 1502
(c) Scale “C” of IAP 1503 (d) Scale “C” of IAP 1504

2. An inventory F (Q) 466 cannot be closed in case:-

(a) Audited (Regular) (b) Holding of items is Nil
(c) L & D voucher is pending (d) All of the above

3. Discharge details of an individual can be entered in F(Q) 466 under

which option.
(a) Create (b) Misc action
(c) Acknowledge (d) Modify

4. To acknowledge an incoming F(Q) 466 the document should be in

which state.
(a) Audited (Regular) (b) ‘Transferred’
(c) Approved (d) Registered

5. F(Q) 466 Clothing card is maintained in :-

(a) IMMOLS (b) EQUOLS
(c) AUDOLS (d) None of the above

6. F(Q) 466 Clothing Card is registered by :-

(a) Accts Asst (b) Lgs Asst
(c) Adm Asst (d) All the above

DTQs:

1. Write a steps for registration of F(Q) 466.

2. How report on items returnable at the time of discharge can be

printed in EQUOLS?

3. How F(Q) 466 is transferred to IMMOLS and Non-IMMOLS sites?

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AA/I/21/5
CHAPTER- 28

CLOTHING: DSC PERSONNEL

“A GUARD MUST BE PROVIDED WITH APPROPRIATE CLOTHING

TO ACCOMPLISH HIS TASK APPROPRIATELY”

Objective

1. The objective of this chapter is to teach the trainees about various

provision of DSC clothing and how to maintain their clothing cards in
EQUOLS.

Introduction

2. The procedure for issue and return of clothing items in respect of

DSC personnel who are attached to Air Force units are laid down in AFO
14/91.

Scale of Clothing and Necessaries

3. New uniforms are to be issued to DSC personal on life cycle

concept. The extra issue of winter clothing Blankets for DSC personnel on
posted strength will be issued as per scale applicable in IAF, certain items
of personnel clothing issued to troops will be retained by individual on
completion of their life and fresh issue will be made automatically.

4. The DSC personnel who are posted in from Air Force units their e-
data of clothing card is to be obtained from the previous units. If the DSC
personnel are posted from the Non IMMOLS units (Army/Navy/Ordnance
Factories) their clothing card is to be created after registering ‘Inventory
Holder Details’.

Registration of Inventory Holder Details

5. To register the Inventory holder details for DSC personnel the

following steps to be taken:-

(a) Equipment AccountingInventory Holder Details 

Register. The Inventory Holder Details new screen will open.
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(b) Select type of personnel - Army/Navy.

(c) Select rank from the drop down list.

(d) Enter Service number.

(e) Enter the name of the individual.

(f) Select ‘Marital Status’ and ‘User Basis’.

(g) Save the record.

Registering/ Approving / Modifying/ Cancelling and Closing Clothing

Card – DSC personnel

6. For Registering/ Approving / Modifying/ Cancelling/Closing/transfer

of Clothing Card – DSC personnel procedure is same as stipulated in
previous chapter for Airmen clothing card. Except, when they are posted
in/out from/to Non - IMMOLS units (Army, Navy etc). In this case their
clothing cards are to be created after registering inventory live data and
print out of clothing cards duly audited by LAO (AF) are to forwarded to
new unit.

Registering Inventory Live Data

7. Past transactions details are to be ported by creating Inventory

Live Data’ (ILD) from the manual clothing cards. The following steps are to
be followed:-

(a) Select Equipment AccountingInventory Live Data 

Register. Inventory Live Data- new screen will open. (Figure 28.1)

(b) In the Main screen, enter the following:-

(i) Select Inventory Type.

(ii) Enter Service No. Name and Rank will be populated

automatically.

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Figure 28.1 Main Tab of Inventory Live Data – New screen

(iii) Select Inventory No (Only approved inventory will be

populated. ILD cannot be made once inventory is Audited
(Regular).

(c) On the selection of inventory, Items Details Grid will be

populated with the Item Details.

(d) In the, ‘Items Details Grid’ enter the following:-

(i) Select the row (Item) for which the past transactions
are to be entered.

(ii) Enter the Initial Qty Issued. Click on the Past

Transactions Details Grid.

Note: If Initial Qty Issued is less than the Scale Qty Initial, a
message ‘Initial Qty should be finished before entering Recurring
Qty’ will appear.

(e) Enter Qty, Voucher No. Date, Voucher Type.

(f) Right Click on top portion of the screen to invoke ‘Approval

Status’. Select approving, closing, cancelling authorities.

(g) Click Save on the toolbar. On successful save, a message,

‘Record has been successfully added’ will appear. Document will
be saved in Un-registered state and can be modified further.

Note: If Save is clicked along with submit, further modifications are

not possible on this document.

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Modifying Inventory Live Data

8. To Modify Inventory Live Data, the document should be in Un-

registered state. The following steps to be followed to modify:-

(a) Select Equipment Accounting Inventory Live DataSelect.

Inventory Live Data - Select screen will open.

(b) Enter the query parameters. Click Show. The record(s)

satisfying the query parameters will be displayed in the query grid.

(c) Select the row to be modified. Right click on the selected

record and the option ‘Modify’ is enabled (figue 28.2).

Figure 28.2 Modify screen

(d) Click on the Modify option. The selected record will open.
Modify the transaction detials in Past Transaction Details Tab if
Required.

(e) Click Submit & Save. On successful modification, a

message, ‘Record has been successfully updated’ will appear. The
document will be in the Registered State.

Approving Inventory Live Data

9. The following steps to be taken to approve Inventory Live Data:-

(a) Select Equipment Accounting Inventory Live Data 

Select. Inventory Live Data - Select screen will open. (Figure 28.3)

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(b) Enter the query parameters. Click Show. The record(s)

satisfying the query parameters will be displayed in the query grid.

Figure 28.3 Approving Inventory Live Data – Approve screen

(c) Select the row(record) which is to be approved.

(d) Right click on the selected record and the option ‘Approve’ is
enabled.

(e) Click on ‘Approve’ option. The selected record will open in

the Inventory Live Data – Approve screen.

(f) Click on Others Tab. Modify Remarks if required.

(g) Click Submit & Save. On successful approval, a message,

‘Record has been successfully updated’ will appear. Document
state will change to ‘Approved’.

Note: If the document is saved without submitting, its status will

remain in Un-approved state.
___________________________________________________________
Bibliography: AFO 14/91,EQUOLS User Manual

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Review

Points to remember

 The procedure for issue and return of clothing items in respect

of DSC personnel who are attached to Air Force units are laid
down in AFO 14/91.

 On arrival of DSC personnel to Air Force units their clothing

cards are to be registered as in case of airmen.

 DSC personnel arriving on posting from Non-IMMOLS sites,

their data is to be captured through Inventory Live Data option in
EQOULS.

 Procedure
Questions for Registering/ Approving / Modifying/
Cancelling/Closing/transfer of Clothing Card – DSC personnel is
MCQs: same as stipulated for Airmen clothing card.

1. The procedure for issue and return of clothing items in respect of

DSC personnel are laid down in:-
(a) AFO 41/91 (b) AFO 14/91
(c) AFI 14/91 (d) IAP 1501
2. At which state, no further modification is possible in DSC clothing
card:-
(a) Only Submit (b) Only Save
(c) Neither save nor submit (d) Save and submit

3. Disposal of DSC clothing card after posting out to non IMMOLS

site:-
(a) Transferred to new unit (b) Closed
(d) Cancelled (c) No action
DTQs:

1. How clothing items to DSC personnel are issued?

2. Write the procedure for registering of clothing cards in respect of

DSC personnel.

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AA/I/21/6
CHAPTER-29
CLOTHING: OFFICERS

PRIDE IN UNIFORM IS A QUALITY OF AN AIRWARRIOR, SMARTLY

TURNED OUT SOLDIER IS A PRIDE OF DEFENSE FORCES

Objective

1. The objective of this chapter is to enable the trainee to know about

the accounting procedure of clothing issued to officers.

Introduction

2. A set of web equipment is to be issued on loan to each Flight

Cadet. On commissioning, the loan will be converted into free issue by
raising External Issue Voucher duly endorsed ‘Free Issue’ and ‘For Pay
Book Action’. The issue will be recorded as ‘Web Equipment Blue Grey,
Set - One in the officer’s pay book. The Slings rifle and frogs bayonet are
to be held on inventory of Flight Commander and may be issued on loan
to Flight Cadets during their training and these are to be withdrawn on
their commissioning or discharge.

Figure 29.1 Flight Cadets issued with Siling rifle and bayonet frog

Pre-Payment Issue

3. Pre- payment issues of clothing and other material to Officers and

Flights Cadets are to be made on the following conditions:-.

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(a) The quantity of article issued to an officer is not to exceed

his personal need and covered by the scale mentioned in current
AFIs.

(b) In all cases of pre-payment issues of clothing to officers, the

price is to be charged as laid down in the price lists plus
departmental expenses as applicable.

(c) Articles of clothing mentioned in para 2 and 3, Chapter 14 of

IAP 1501 are only to be issued.

(d) The articles purchased are to be part of the uniform of the

officer specific to his branch.

(e) Pre-payment issue are to be recorded in the Officer's Pay

Book.

4. When an officer applies for issue of clothing articles on

pre-payment, Logistics Officer is to satisfy that the officer is entitled to
purchase the item. If article is available for issue, Logistics Officer will
create an External Issue voucher (EX/IV) in IMMOLS. The voucher is to
be approved and receipt acknowledged on IMMOLS by officer purchasing
who is also to endorse the following certificate:-

“Certificate that materials enumerated are for my personal

use. I will not dispose of them by sale or otherwise and that I
have not made previous purchase from service sources.”

5. The officer is to personally visit the Accountant Officer who is to

price the voucher and receive cash and credit to the Public Fund Account
and concur the voucher in IMMOLS.

6. Logistic Officer will then issue the articles to the officer making
purchase. The main stock records are adjusted on issue and SOC.

Issue of Camp Kit

7. An officer of IAF or IAF Reserve when called on for service or

Airmen appointed to a commission are eligible for an issue of Camp Kit
subject to the following conditions:-

(a) An issue in kind / an allowance in lieu have not been

received.

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(b) Period of 15 years has passed from the date of issue or the
allowances in lieu paid.
8. A Camp Kit comprises of the following items:-
(a) Basins Canvas
(b) Bedstead Complete
(c) Bucket Canvas
(d) Chair Canvas
(e) Pillows
(f) Sheets Ground
(g) Straps
(h) Valises
Note: In addition, Blankets Quantity 3 is to be issued. Camp kits are not
be demanded and issued in components.

9. Floating stock of camp kit will be kept at Ground and Flying

Training Academies / Institutions where officers are commissioned into
IAF. The quantity to be held will be determined on the basis of anticipated
turn out from the respective Academies. Camp Kits are to be demanded in
bulk from 23 ED, AF by raising Material Transfer Request (MTR).

10. The Flight Cadets who are likely to be commissioned and required
to be issued with camp kit are to inform the Logistic Officer who is to raise
External Issue Voucher for each Flight Cadet marked ‘Initial Issue’ and
‘Pay Book Action’ listing 21E/594 Camp Kit Qty. 1 and 21E/9424896
Blanket Qty.3 separately on the voucher and enter the following:-

(a) Service Number, Rank and Full Name of the Officer.

(b) The date of the first appointment to a commission, calling of

for service or re-employment.

(c) A certificate in the following form:-.

“Certified that...........Rank........Name.......of the ........ has

not been issued with the Camp Kit or an allowance in lieu at
anytime during 15 years preceding the date of first
appointment to commission, calling of for service or re-
employment”.
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11. Camp Kit and Blankets are to be demanded from 23 ED by raising

Material Transfer Request giving full details of officer requiring issue of
camp kit in the remarks column.

12. On replication of MTR at 23 ED, the Logistic Officer is to check with

the Alphabetical Index register maintained by him and ensure that no
previous issue of camp kit have been made to these officers. He will enter
the relevant details in the Alphabetical Index Register and make the issue
to the demanding unit by means of MTV.

13. The Camp kits are to be brought on charge by means of

Transportation Receipt voucher (TPRV). The Logistic Officer is issue
camp kit to the officer by means of External Issue voucher raised in
IMMOLS duly marked as ‘Free Issue’ and annotated for ‘Pay Book Action
in the remarks column. E-Pay book will be actioned on issue by system.

14. Consignee EAS is to scrutinise that the issues have made to the
respective officers for whom the camp kit was demanded.

15. If officer has not been confirmed in rank, the camp kit is to be
returned to store by creating Internal Return Voucher duly endorsed for
‘Pay Book Action’. The e-pay book balance made earlier is to be adjusted
by means of corresponding IN RV and the camp kit forwarded to 23ED for
amending their entry in the Alphabetical Index Register and inclusion in
their monthly report to Air HQ. If the officer has been confirmed in the
rank, the camp kit become his own property and is not to be returned to
store on his becoming Non-Effective.

16. When a camp kit is received for an officer who has moved to
another unit, Logistics Officer is to obtain confirmation of location of officer
concerned and re-direct the camp kit to the new unit by selecting it as the
ultimate consignee in MTV. Logistics Officer of the new unit will bring on
charge and issue camp kit to the officer.

17. If a unit in receipt of Camp Kit for an officer which for any reason, is
not issued, unit will return the camp kit on MTV to 23 ED, AF notifying
them of the dispatch details. 23 ED, AF will then amend Alphabetical
Index Register and report amendment in monthly return.

Replacement of Camp Kit

18. Application for replacement of camp kit lost through service

exigencies is to be submitted to the Air HQ / Command HQ, for the

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approval stating the circumstances of loss. Replacements are to be

demanded in the normal manner without charge by quoting the authority
approving the replacement. Pay Book balances will be adjusted with
adjustment vouchers with an endorsement of authority under which
replacement has been approved. Issue of camp kit and its components on
replacement are made External Issue Voucher duly annotated with
‘Replacement Issues’ & ‘pay book action’.

19. Issue of a camp kit on re-payment to an officer is not to be

authorised except when the camp kit has been lost in transit, by fire or
theft and in circumstances not attributable to the service.

20. The camp kit is to be maintained at the expense of the owner.

Logistic Officer is to ensure that on no account any repairable or the
serviceable component of the camp kit is exchanged. However, it is open
to officers to purchase individual items of camp kits or complete Camp Kit,
on their becoming unserviceable through fair wear and tear from service
sources on pre-payment or from open market.

Points for Audit of Alphabetical Index Register at 23 ED

21. (a) The Register is maintained strictly in alphabetical order to

guard against any double issue being made.

(b) Each issue is supported by the External Issue voucher

showing the following details:-

(i) Full name and service number of the officer.

(ii) The date of first appointment to a commission, calling

up to service or re-employment.

(iii) A certificate in prescribed manner concurred by the

applicant and authenticated by the CO.

(iv) In the case of replacement issue of camp kit lost

through service exigencies External Issue voucher is
annotated 'Replacement Issue’ and the letter number and
date sanctioning the replacement is quoted thereon.

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Issues of Watches Wrist to Aircrew

22. Watches Wrist for the use of entitled aircrew will be issued to Flight
Commanders of different Squadrons on their inventories. Watches, for
issue to Navigators under training will be held on the inventory charge of
OC Navigation School.

23. It will be the responsibility of Inventory Holder to ensure that:-

(a) Watches as per the actual strength of entitled aircrews are

held on charge.

(b) On posting out of an aircrew, his watch is to be withdrawn

and returned to the Logistic Section. Similarly a new watch is to be
demanded on posting in of an entitled aircrew.

(c) Aircrews not actually engaged on flying duties which

includes those in hospitals or on long leave are under no
circumstances to be issued with a watch or allowed to retain one
already issued.

(d) While in the Flight store, they should be stored under lock
and key.

(e) Category ‘D’ stock held in the flight stores are to be

immediately returned to Logistic Section.

(f) The watches are maintained properly while they are in the
custody of individuals or on inventory charge.

Flying Clothing Card F (Q) 443-B

24. For recording all transactions relating to flying clothing of all

aircrews F(Q) 443-B Flying Clothing Card is created in EQUOLS. The
procedure for registering, Approving, cancelling/closing is appended
below:

Registering Flying Clothing Card F (Q) 443-B

25. To register F (Q) 443-B Flying Clothing Card the following steps are
to be followed:-

(a) Select Equipment Accounting  F (Q) 443-B  Register.

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(b) F (Q) 443-B – New screen will open. It has 03 tabs. namely
Main, others and Approver. In the Main Tab, enter the following
(Figure 29.2)

(i) Select type of personnel.

(ii) Enter Service No. the Rank and Name will be

populated automatically.

Note: If the New inventory is created against an incoming

transferred inventory then Parent Inventory Number has to
be selected. Perform the following steps to Select Parent
Inventory No. To create new inventory Parent Inventory
Number is not required.

Figure 29.2 Flying Clothing Card F (Q) 443B

(iii) Click . Select Inventory F(Q) 443B Screen will

open.

(iv) Enter the query parameters. Since only the

acknowledged inventories can be selected as Parent
Inventory No, the Doc Status will be acknowledged.

(v) Click Show. The record(s) satisfying the query

parameters will be displayed in the query grid.

(vi) Select the Parent Inventory No and click OK. The

Inventory Number will be populated in the Parent Inventory
No. Edit Box on the Main tab of F (Q) 4443B - New Screen.

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(vii) Click on the Others Tab, enter remarks. (Figure 29.3)

Figure 29.3 Flying Clothing Card- Other Tab

(viii) Right Click on Approval Status and select, approving,

closing, cancelling authorities.

(ix) Save the document. On successful save, a message,

‘Record has been successfully added’ will appear. A new
Inventory Number will be generated and displayed.
Document can be modified further.

Note: If Submit along with Save is clicked further

modifications are not possible on this document.
.
Modifying Flying Clothing Card F (Q) 443-B.

26. To Modify F (Q) 443-B, the document should be in Unregistered

state, and following steps are to be followed:-

(a) Select Equipment Accounting F (Q) 443-B Select. Select

screen will open. (Figure 29.4)

Figure 29.4 Flying Clothing Card – Modified Screen

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(b) Enter the query parameters. Click Show. The record(s)

satisfying the query parameters will be displayed in the query grid

(c) Select the row to be modified. Right click on the selected

record and the option ‘Modify’ is enabled.

(d) Click on the Modify option. The selected record will open.
Modify the document if required.

(e) Click on the Others Tab and Modify remarks if required.

(f) Click Submit & Save. On successful modification, a

message, ‘Record has been successfully updated’ will appear. The
document will be in the Registered State.

Approval of Flying Clothing Card F (Q) 443-B

27. To approve an existing Inventory, the document should be in

registered state. To approve F (Q) 443-B Inventory the following steps are
to be followed:-

(a) Select Equipment Accounting F (Q) 443-B Select. Select

screen will open’.

(b) Enter the query parameters. Click Show. The record(s)

satisfying the query parameters will be displayed in the query grid.

(c) Select the row(record) which is to be approved.

(d) Right click on the selected record and the option ‘Approve’ is
enabled.

(e) Click on ‘Approve’ option. The selected record will open in

the F(Q) 443B – Approve screen.

(f) Click on Others Tab. Modify Remarks if required.

(g) Right click on the Main Screen Popup menu with the option
‘Approval Status’ will be enabled.

(h) Click Approval Status, Approval Status Screen will open.

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(j) Select ‘Approval’ action (Yes/No/Hold), enter remarks if

required and press OK.

(k) Click Submit & Save. On successful approval, a message,

‘Record has been successfully updated’ will appear. Document
state will change to ‘Approved’.

Note: If the document is saved without submitting, its status will

remain in Un-approved state.

Cancelling Flying Clothing Card F (Q) 443-B

28. The Inventory cannot be cancelled in case there are any item
transactions for the Inventory. The following steps are to be followed to
cancel F (Q) 443B:-

(a) Select Equipment Accounting  F (Q) 443B  Select. The

F(Q) 443B – Select screen will open.

(b) Enter the query parameters. Click Show. The record(s)

satisfying the query parameters will be displayed in the query grid.

(c) Select the row (record) which is to be Cancelled.

(d) Right click on the selected record and the option ‘Cancel’
enabled.

(e) Select ‘Cancel’ option, enter remarks if required and press

OK.

(f) Click Submit & Save. On successful cancellation, a

message, ‘Record has been successfully updated’ will appear.
Document state will change to ‘Cancelled’.

Viewing Fling Clothing Card IAF F (Q) 443B

29. The following steps are to be followed to view F (Q) 443B

Inventory:-

(a) Select Equipment Accounting  F (Q) 443B  Select.

The F (Q) 443B – Select screen will open.

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(b) Enter the query parameters. Click Show. The record(s)

satisfying the query parameters will be displayed in the query grid.

(c) Select the row (record) which is required to be viewed.

(d) Right click on the record the option ‘View’ is enabled.

(e) Click ‘View’ option. This will open the selected Record in
view mode.

(f) Click on ‘Holdings’ Tab to view the holding details.

(g) Click on ‘Transactions’ Tab to view transaction details.

Note: Nothing is editable in View mode and document cannot be

saved in this mode since Save button on the toolbar is disabled.

Closing Flying Clothing Card F (Q) 443B

30. The Inventory can be closed in case the same has been audited
(Regular). The following steps are to be followed to close the Inventory.

(a) Select Equipment Accounting  F (Q) 443B  Select. The

F (Q) 443B – Select screen will open.

(b) Enter the query parameters. Click Show. The record(s)

satisfying the query parameters will be displayed in the query grid.

(c) Select the row (record) which is to be closed. Right click on

the selected record and the option ‘Close’ is enabled.

(d) Select ‘Close’ option, enter remarks if required and press

OK.

(e) Click Submit & Save. On successful close, a message,

‘Record has been successfully updated’ will appear. Document
status will change to ‘Closed’.

Transferring and acknowledging Flying Clothing Card F(Q)443B

31. The transferring and acknowledging procedure for Flying Clothing

card F(Q) 443-B is the same as applicable for Airmen Clothing Card
F(Q) 466.

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E-Pay book

32. The e-Pay book is the new provision for creation and maintenance
of Officer’s Pay Book in EQUOLS for recording transactions relating to
officers which were required to be entered in manual pay book held by the
officers. E-pay book is maintained for every officer irrespective of their
branch. It reflects the records of free issue as well as payment issue of
clothing to officers.

Registering of e Pay book

33. To register new pay book in the EQUOLS the following steps are to
be performed:-

(a) Login to EQUOLS.

(b) Select -> Equipment Accounting ->E- Pay Book -> Register.

(c) A new screen opens. The type of personal will be officer, by

entering the service number the details of the inventory holder
populates.

(d) By validating the approvals and clicking save button, a new

pay book number will be generated for the respective service
number.

(e) The Pay Book can be opened through select screen as

follows Menu -> Equipment Accounting ->E- Pay Book -> Select.

Figure 29.5- Pay book: Path to Select Screen

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Figure 29.6 Registering of e pay book

34. The items which are issued to Officer appears in the holdings tabs
as Holdings (Free Issue) and Holdings (Pre- Payment).

Figure 29.7 View E-Pay book

Transferring and acknowledging/cancelling/closing of e- Pay book

35. The transferring/acknowledging/cancelling/closing procedure for E-

Pay book is the same as Airmen Clothing Card F (Q) 466.
___________________________________________________________
Bibliography - IAP 1501 Chapter 14, IMMOLS/EQUOLS user manual

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Review

Points to remember

 A set of web equipment Flight Cadet is issued on loan. On

commissioning, the loan is converted into free issue by raising
External Issue Voucher duly endorsed ‘Free Issue’ and ‘For Pay
Book Action’.

 The Slings rifle and frogs bayonet are to be held on inventory of

Flight Commander and may be issued on loan to Flight Cadets
during their training and these are to be withdrawn on their
commissioning or discharge.

 Pre- payment issues of clothing and other material to Officers

and Flights Cadets are to be recorded in respective e-pay book.

 Floating stock of camp kit are kept at Ground and Flying Training
Academies/ Institutions where officers are commissioned into IAF.

 Procedure for Registering/ Approving / Modifying/

Cancelling/Closing/transfer of F(Q) 443-B is same as stipulated for
Airmen clothing card.

 Watches Wrist for the use of entitled aircrew are issued to Flight
Commanders of different Squadrons on their inventories and
watches for issue to Navigators under training will be held on the
inventory charge of OC Navigation School.

 E-Pay book is created for recoding various transactions of

officers.

Questions
MCQs:

1. A complete set of web equipment issued to each Flight Cadet on:-

(a) On loan (b) F (Q) 431
(c) F (Q) 429 (d) F (Q) 447

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2. On commissioning, web equipment issued to Flight Cadet on loan

will be converted into:-
(a) Payment issue (b) Free issue
(c) a & b above (d) to be withdrawn

3. Web equipment issued to Flight Cadet on loan will be converted in

to free issue on commissioning by raising:-
(a) Internal issue voucher
(b) Internal demand & issue voucher
(c) External issue voucher
(d) Conversion Voucher

4. On commissioning, Sling Rifle and Frog Bayonet issued to Flight

Cadets on loan will be:-
(a) Converted into free issue (b) Issued on payment
(c) Withdrawn (d) On loan for one year

5. Camp kit is demanded from:-

(a) 23 ED (b) 24 ED
(c) 23 BRD (d) 25 ED

6. Form raised to issue the camp kit to the flight cadets who are likely
to be commissioned, is to be marked:-
(a) Fresh issue (b) Subsequent issue
(c) Permanent issue (d) Initial issue

7. Camp kits are demanded by raising:-

(a) Task issue (b) Internal demand
(c) MTR (d) MTV

8. Camp kits are to be brought on charge by means of:-

(a) Certificate receipt voucher (b) TPRV
(c) A & I note (d) Conversion voucher

9. Alphabetical Index Register is maintained by:-

(a) 23 ED (b) 24 ED
(c) 23 BRD (d) 25 ED

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10. Application for replacement of camp kit lost due to service

exigencies are to be submitted to:-
(a) CAS (b) AOC-in-C
(c) Stn Cdr (d) Air HQ/ Cmd HQ

11. Who is responsible to maintain the camp kit:-

(a) Lgs Offr (b) S Accts O
(c) 23 ED AF (d) Owner

12. Occasions on which wrist watch not to be issued to individual:-

(a) Not engaged in flying duties (b) Admitted in hospital
(c) On long leave (d) All of the above

16. Who will create and maintained e-pay book:-

(a) Lgs Offr (b) S Accts O
(c) Flt Cdr of Sqn (d) CO

DTQs:

1. Write down the procedure for issue of clothing article to officers on

prepayment.

2. Write the procedure for registering of e pay book in respect of

officers.

3. Which type of clothing articles issued to officers are recorded in

e-pay book?

4. How camp kit is issued by 23 ED, AF to units?

5. How wrist watches are issued to entitled aircrews?

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NOTES

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NOTES

AA-IPT-TERM-I/VOL-II/JUL 21/…….

“THE CONTENTS OF THE PRÉCIS TO BE UPDATED WITH THE LATEST

POLICIES AND INSTRUCTIONS ISSUED FROM TIME TO TIME”

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