64-

DELIVERY CHALLAN

DC No. _____________ Date _____________

Delivered to __________________________________________________

Order No. ______________________ Date _____________

Invoice No. ___________ Invoice Date ____________

No. Description Quantity

____________________ ____________________
Program/Sales Officer Stores Manager

Acknowledgement
Received by: _______________________
Received on: _______________________ Organization’s Stamp
 65-

INVOICE
Bill to __________________________ Invoice No.____________
PO No. __________________________ Date ________________

Description ______________________________
________________________________________
________________________________________
________________________________________

Unit Amount
No. Description Quantity
Price

Terms: ________________________________
________________________________
________________________________

________________ _______________ ______________

Program/Sales Officer Program/Sales Officer Finance Manager
 66-

RECEIPT VOUCHER
No. 0001

Office: Date:

Received From Description Account Code Amount

Cash/Cheque Received By:

(Delete as applicable)
Received From:

Attach paperwork to this voucher

 67-

PURCHASE REQUISITION FORM

Office Note No. _________________ Date _____________

Following articles are required as shown against each for various Department:

S.No. Date Name of Name of Articles Qty Approx. Cost Folio

Dept/Sec. Required Amount per No.
Unit

Submitted for approval and order. Approved

Signature _________________ Signature ___________

Submitted by _________________ Recommended by ___________
Department _________________ Designation ___________
Designation _________________ Department ___________
Staff Code _________________

(To be filled by Purchase Department)

Remarks:
______________________________________________________________

______________________________________________________________

_________ _______________ _______________

Date Manager Purchase Head of Purchase Department
 68-

SUMMARY OF QUOTATION

Date _____________________
Capital Requisition Proposal Ref: ______________
Description of Article ______________________________________________
Account code ____________
Quantity ________________

Name of supplier Price Total gross Discount Net value Payment terms After Sales Guarantee of
per value offered Service product
unit
 69-

PURCHASE ORDER

M/S. __________________________ Date ______________

Address _________________________ PO No. ______________
__________________________
__________________________

Your Quotation Ref ________________

Date _________________

In term of your quotation furnished for the supply of (quantity) & (Description), we are
pleased to inform you that the Purchase Committee has approved to award the
supply contract to you, in terms of the following stipulations:

Date of Delivery ___________________

Payment Terms ___________________
Final Price ____________________
(Including Sales Tax)

Please note that the organization reserves the right to cancel the order if the goods
are found to be of inferior quality.

Your Truly,

________________ _______________________
Manager Purchase Head Purchase Department
 70-

PURCHASE ORDER REGISTER

S. Date Name of Supplier Address of Description of Qty. Requisitio Date of Value of GRN
No. of Supplier goods n raised by delivery purchase
PO
 71-

GOODS RECEIVED NOTE

GRN Ref. _____________

Date _____________
Challan No. _____________
Invoice No. _____________
Invoice Date _____________
P.O. No. _____________

Name of Supplier ____________________________________________________

Address ____________________________________________________

Expiry
S. # Description Qty. PO No. Total
Date

____________ ______________ ______________

Gate Officer Stores Officer Manager Stores

(Acknowledge by supplier)

Name of Dispatcher / Driver : ________________

NIC No:____________________
 72-

FIXED ASSETS REGISTER

Cost
Item Date of Opening Ending Opening For the Ending % of
Location Particular Add. Transfer Del. Del. WDV Method
Code Acquisition Balance Balance Balance year Balance Dep.
 73-

ASSET TRANSFER NOTE

Ref No. _____________ Date ______________
Transfer Department_______________ Transferee Department ______________

Item Name Asset Code Quantity

________________ _______________ ______________

Departmental Head Officer Officer
(Transferor Department) (Transferee Department)
 74-

DISPOSAL/OFFICE MEMO

Subject : DISPOSAL OF (ASSETS)

Description _________________________
_________________________
_________________________
_________________________
Department _________________________

Reason of _________________________
Disposal _________________________

Estimated _________________________
Realizable Value _________________________

Mode of Disposal_________________________

QUOTATION RECEIVED

Ref Name of Bidder Address Value offered

Sale Agreement/transfer Note

(See Attachment)
 75-

PAYMENT VOUCHER No. 0001

Office: Date:

Payee Description Account Code Amount

Cash/Cheque No.: Requested By:

(Delete as applicable)
Authorized By:
 76-

EMPLOYEE EXPENSE STATEMENT

Employee name ________________________________________

Staff Code ________________________
Designation ________________________
Department ________________________

Date Nature of Expense A/c. Code Amount Job Job Signature of Remarks
(For office use) Reference / Manager Job Manager
Project

Prepared by ______________________

Chief Accountant ______________________

 77-

FLOAT REQUEST FORM

Part One

Name:

Amount Requested (in words):

Amount Requested (in figures):

Purpose of Float:

Budget Code:

Float Authorized by:

Float Received by:

Date:

Part Two

Cash Returned:

Receipts Submitted:

Original Float:

Difference:

Recevied by:

Date:
 78-

ADVANCE REQUISITION FORM FOR EXPENSES

Date ______________

Amount Required in Rs. ___________________________________________

Purpose

_________________________________________________________________

Expected Date of Settlement ___________________

Requested By Departmental Head

Name ____________ ____________________

Signature ____________ ____________________

Designation ____________ ____________________

To Be Retained by Payee and Submitted to Finance Department with Actual

Bills

Advance (Rs.) ________________________________________________

Expenses Incurred (Rs.) _______________________________________________

Balance Refunded

/ Required (Rs.) ________________________________________________

Head of Account _________________________________________________

Approval _________________________________________________
 79-

SALARY SHEET

Office: Month:

Gross Pay Allowances Deductions Other Net Pay Name Signature

Tax

Prepared By: Paid By: Authorized By:

Date: Date: Date:

 80-

LOAN REQUEST FORM

Request

Person requesting loan __________________________________________________________

Purpose of loan __________________________________________________________

__________________________________________________________

__________________________________________________________

Terms of loan
Loan amount: Monthly repayments:
Repayment start date: Repayment period:

Authorization
Authorized by: Signed: Date:

Loan received
Loan received by: Signed: Date:

REPAYMENT SCHEDULE

Date Amount Payment Balance Payment Remarks

Outstanding Due C/f Made
 81-

MEDICAL BILL REIMBURSEMENT FORM

Name of Employee ___________________________________________________

Staff Code ____________

Designation ____________
Department ____________

Amount Date of Date Amount of Bill Total Amount Remarks

Due Submission of bill of Bill Amount Granted
Self Spouse Father Mother Children

Rupees ____________________________________________________________________________
____________________________________________________________________________

___________ ___________ _____________ ____________

Signature Administration Health Advisor Manager Finance
of Employee
 82-

The Manager
(Bank Name)
(Address)
Karachi

Opening a Bank A/C in the name of (Organisation)

Dear Sir / Madam

The (Organisation), Karachi wishes to open Bank A/C in (Bank Name). The
responsibilities of signatories are limited according to the amount of their power to
execute, which is specified as under:

1. Mr. (NAME), (DESIGNATION) _____________________________

Signature
Category A. 2. Mr. (NAME), (DESIGNATION) _____________________________
Signature
Category B. 3. Mr. (NAME), (DESIGNATION) _____________________________
Signature
Category C. 4. Mr. (NAME), (DESIGNATION) _____________________________
Signature
The policy for signing the cheques is mentioned below:
All cheques drawn by the (Organisation) should be signed by two signatories.
Category A. 1. Can draw Cheques up to Rs. 25,000
Category B. 2. From Rs. 25,001 to Rs. 50,000 one From “Category B” and the
next one from category A
Category C. 3. From Rs. 50,000 & above one from Category A or B and the
next from category C is essential.

Your Co-operation in this connection will be highly appreciated.

Yours faithfully

Executive Director