4. Documentation/submission of records

a) General

The manufacturers/importers shall be required to furnish the following documents while filing the first claim by a new claimant under Concession Scheme to FICC / FA Wing:

1. ‘Undertaking’ in prescribed proforma duly attested by notary public.

2. Copy of Registration Certificate under FCO.

3. Copy of Audited Annual account of the previous year.

b) Specific:

I. Indigenous manufacturers

In addition to above, the indigenous manufacturing units are required to maintain the following records of permanent nature in continuity year after year and which may be made available to the FICC/TAC for verification at the time of inspection or whenever otherwise called for:-

1. Daily stock register in form RG-1 showing for each day opening balance, production, quantity despatched and closing balance.

2. Daily report of production and stock of each product duly authenticated by Manager (Production).

3. Despatch/stock transfer advices serially numbered and signed by Manager (Sales).

4. Despatch instructions issued from Headquarters or other controlling agency.

5. Gate passes, bearing printed serial numbers together with a register of gate passes issued, showing number and date of the gate pass issued each day and the quantities moved out of the factory on the basis of gate passes (i.e. the daily recapitulation statement).

6. Register of despatches giving the full particulars of gate pass numbers, date, despatch / stock transfer advice and the number and date of the letter containing the despatch instructions, against each entry in the register.

7. Sales invoices should be serially numbered and supported by warehouse delivery note/orders.

8. Sales day book.

9. Register showing the authorised dealers.

10. Stock Register of raw materials purchased and consumed – separately for indigenous and imported raw materials.

11. Registration/ license details obtained from the concerned authorities.

12. All necessary documents and records in support of information required to be submitted by SSP manufacturers as per Proforma ‘E’ on input use as mentioned in the last sub-para of para 3(c).

The manufacturing units may ensure that the RG-1 register, stock register, gate pass register, raw material register and all other connected records are duly authenticated by the statutory auditors/chartered accountants with name, date, designation and stamp. These records shall also to be signed by the authorised officer of the company. The cuttings, over-writings and insertion of figures in the above records shall be attested by the authorised officer.

II. Importers

For imported fertilizers, the importers are required to maintain the following records of permanent nature in continuity year after year for inspection/checking by officials of FA Wing for verification whenever called for. These are:

1. Date-wise reconciliation registers showing imports, sales to complex/ mixture manufacturers, captive consumption, direct sale & closing stocks separately for imported DAP and MOP.

2. Port wise vessel wise records of imports viz. Bill of Lading, Suppliers Invoice, Bill of Entry filed with customs, details of load port & disport inspections, joint DSR, etc.

3. Invoice Register

4. Despatch Register