Guidelines For Generation of Goods Balance Sheet

Guidelines for Correct Generation of Goods Balance Sheet
1) Do the following activities before sending request to FOIS/OCC

for resetting the Opening Balance of FOIS Generated Goods
Balance Sheet.
Procedure - Following below mentioned activities should be done as

one time activity by FOIS USER before sending setting of OB Message
o Old Remittance should be reported in FOIS/TMS Application

timely and correctly. (For Details refer S. No. 9)
o Timely reporting of various accruals / collections / waivers /

remittances in FOIS/TMS Application.
o Clear the Previous Outstanding of Freight / Demurrage /

Wharfage / Local Charges through Forced Debit/Credit Input
Screen.
2) One Time Reset the Opening Balance of FOIS Generated Goods

Balance Sheet
Procedure - Opening Balance in the Goods Balance Sheet for any

Freight Terminal can only be updated as a one-time activity.
The same needs to be updated by sending the authorized

message from Competent Authority i.e. Dy COM/FOIS or Sr. DCM
addressed to CAO/Systems Office with required details, i.e. Freight
Terminal Code and Opening Balance Amount for a particular month,
to OCC/CRIS/HQ.
3) Breakup of the Closing Balance of FOIS generated Goods Balance

Sheet.
Procedure - The Closing Balance (Outstanding) for a month is

based on the Remittance and not on the collection done.
User can view the details of the Closing Balance by viewing these
statements of Balance Sheet i.e.
The Navigation for viewing Annexure A is available at Main Menu →
Queries → Charges → Balance Sheet → Summary of Outstanding -
Annexure A
The Navigation for viewing Annexure B is available at Main Menu →
Queries → Charges → Balance Sheet → Summary of Outstanding -
Annexure B
4) Submission of FOIS Generated Goods Balance Sheet to Traffic

Accounts Office by 4th of Next Month.
Procedure - The submission of Monthly Station Goods Balance Sheet

to Traffic Accounts Office can be done in FOIS/TMS Application. The
Freight Terminal User needs to enter the Submission declaration, and
date along with the specific remarks.
The Navigation for submitting Monthly Goods Balance Sheet to Traffic
Accounts Office is available at Main Menu → Queries → Charges →
Balance Sheet → Submitted to Account Office.
5) Collection of Error Sheet Debits in FOIS/TMS Application which

have been raised by Traffic Accounts Office through Error Sheet
Module
The Error Sheet Debits in FOIS/TMS Application can be viewed at the

forwarding station in the Outward -> List of Forwarding Notes Screen.
User has to select the Invoice whose Error Sheet Outstanding Amount
is available. User then clicks the Error Sheet Option to either object or
admit the debits raised against the invoice.
If the User has agreed for admitted debit then the collection of the
outstanding is done by using the Charges-> Forced Debit/ Credit
Input Screen.
User then clicks on the Collection Option to collect the outstanding

amount.
6) For EOL siding, the free time for loading / unloading is less than
normal free time. Feeding of EOL Sidings along with Customer
Code in FOIS is must for availing the benefit of free time.
Procedure Freight Terminal User needs to reports the EOL agreement
details in the FOIS/TMS Application. On successful registration of the
agreement, FOIS/TMS Application starts calculating the Demurrage
charges as per the prescribed free time reported in the agreement for
EOL sidings.
The EOL reporting task may be accesses in FOIS/TMS application as

given below:-
Main Menu -> Administration -> Engine On Load Notification.
7) For Wharfage – Freight Terminals are classified into 3 Groups on

the basis of average rakes dealt during the period Jan 1 to April
30 and the classification is reviewed every month in the month of
May.
Procedure - A task has already been designed in FOIS/TMS

Application for the Railway Users to capture the Station Group in the
application. Also, it may be modified from time to time by the User in
FOIS/TMS application. If the User does not categorize their station in
FOIS/TMS application, FOIS shall assume the station of Group A
(Category – I) at the time of Wharfage calculation and grant free time
and rate accordingly.
Provision for defining station group in FOIS/TMS application may be

accessed as given below:-
Main Menu -> Administration -> Station Group.
8) Incorrect Opening & Closing Balances in FOIS generated Goods

Balance Sheet
Procedure - Teams of CMIs and TIAs should be formed for

reconciliation of the old outstanding amount which may not be valid
as of now at the terminals.
Once reconciliation has been done, Terminal User can invoke
the Forced Debit/Credit Task available in FOIS/TMS Application for
correcting the Head wise Opening Balance as a onetime activity.
Thereafter correct and timely reporting is only needed for accurate
balance sheet generation through FOIS.
9) Timely Remittance by Commercial Staff
Procedure - Remittances in FOIS are not reported by Terminal Users

leading to incorrect Outstanding and incorrect Balance Sheets.
Payment of Freight Tariff is already 83% percent cashless and digital
through FOIS.
Payment of Ancillary charges (other than freight charges) is also
under development with MeRCS/TAMS team. Customer will get a web
link on his authorized mobile for payment of Ancillary Charges and
payment will be made through Payment Gateway. Once payment is
confirmed, the confirmation request will be sent to FOIS for updation
of the specific charges paid by the Customer.
All these digital payments will be reconciled by FOIS with the
Banks on the next day. Whatever amount collected, other than the
digital mode, should be timely remitted and reported in FOIS.
10) Field Users issuing Manual Money Receipt and not FOIS
generated Money Receipt.
Procedure - Provision is available in FOIS/TMS for System Generated

Money Receipt. This links all collections to the correct Forwarding
Note/RR, thereby nullifying manual errors. FOIS also generates the
GST Tax Invoice against which Money Receipt (MR) is issued. Railway
Board vide Letter No. TC-I/2016/201/5/Pt. dated 29.11.2019 has
issued instructions to all Zonal Railways to use system generated MRs
in place of manual MRs.
Field Users should ensure issue of electronic Money Receipt for

automatic accountal of Cash inflows. A strict discipline should be
enforced by PCCM for issue of only e-Money receipt.
11) Demurrage/Wharfage Issues
Procedure - Feeding of Placement/Release of wagons/removal of

consignment from Goods Shed are, sometimes, incorrectly fed in FOIS
leading to wrong calculation of Demurrage and Wharfage charges by
the system.
This often leads to incorrect reporting in the system as
“Undercharges”, which then vitiates the data. Therefore, correct
feeding of placement and removal time should be done to ensure
automatic calculation of these charges by the system. The FOIS
application is capable of calculating the correct free time as the
terminal profiles are fed in the application and generates
automatically demurrage accrual.

Guidelines For Generation of Goods Balance Sheet

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Guidelines for Correct Generation of Goods Balance Sheet

1) Do the following activities before sending request to FOIS/OCC

Procedure - Following below mentioned activities should be done as

o Old Remittance should be reported in FOIS/TMS Application

o Timely reporting of various accruals / collections / waivers /

o Clear the Previous Outstanding of Freight / Demurrage /

2) One Time Reset the Opening Balance of FOIS Generated Goods

Procedure - Opening Balance in the Goods Balance Sheet for any

The same needs to be updated by sending the authorized

3) Breakup of the Closing Balance of FOIS generated Goods Balance

Procedure - The Closing Balance (Outstanding) for a month is

4) Submission of FOIS Generated Goods Balance Sheet to Traffic

Procedure - The submission of Monthly Station Goods Balance Sheet

5) Collection of Error Sheet Debits in FOIS/TMS Application which

The Error Sheet Debits in FOIS/TMS Application can be viewed at the

User then clicks on the Collection Option to collect the outstanding

The EOL reporting task may be accesses in FOIS/TMS application as

Main Menu -> Administration -> Engine On Load Notification.

7) For Wharfage – Freight Terminals are classified into 3 Groups on

Procedure - A task has already been designed in FOIS/TMS

Provision for defining station group in FOIS/TMS application may be

Main Menu -> Administration -> Station Group.

8) Incorrect Opening & Closing Balances in FOIS generated Goods

Procedure - Teams of CMIs and TIAs should be formed for

Procedure - Remittances in FOIS are not reported by Terminal Users

Procedure - Provision is available in FOIS/TMS for System Generated

Field Users should ensure issue of electronic Money Receipt for

Procedure - Feeding of Placement/Release of wagons/removal of

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