F.P. bales sales policy is decided by Sales Promotion Committee of Mumbai appointed by the State Government. Bales are contracted for sale at Mumbai and actual delivery is effected from the godown of the zones and sub zones as per the terms of the contract.
1 In order to provide better services to our customers, we are pleased to inform you that from 1st, April 1998, it has been decided to decentralise and streamline the operations involved in the process of bales at the various stages. The procedure as adopted now is detailed below.
2 SUBMISSION OF OFFERS:
2.1 Buyers may submit their offers in the prescribed format(enclosed)either directly to Mumbai Sales Office or through any of our sales offices in the Maharashtra State or out of State(viz. Coimbatore/Ahemedabad). Through the offer received otherwise than in the prescribed format may be entertained, provided it contains all the necessary informations, yet offers inthe prescribed format will ease the processing and help us in serving you better.
2.2 The quantity required be indicated in the offer zonewise/varietywise/regionwise/stationwise or any other criterion as per policy of the federation declared from time to time by trade circulars or any orther suitable mode.
2.3 The federation will confirm the sale according to availability of stocks.
3. OFFER ACCEPTANCE AND COUNTER:
3.1 Offer receive directly in Mumbai sales office or send through any other Sales offices as stated above will be placed for consideration in the S.P.C. meeting to be held in Mumbais sales office. The Acceptance of offer or counter by S.P.C. will be communicated to the buyer directly if the offer is submitted directly in Mumbai Sales office or through the respective sales offices, as the case may be.Any other mutually agreed mode can be entertained if found practicable.
4. ALLOTMENT LETTER:
4.1 In accordance with the deals so confirmed, an allotment letter will be issued stating the zone, variety, gradewise number of cotton bales to the Deputy Manager(Sales)in the concerned zones and buyers/brokers/muccadam. Any other stipulation if agreed by federation will alsobe incorporated in allotment letter.
5. STRUCTURE OF ZONE LEVEL SALES WING:
5.1 Following two officers will be sitting together for facllitating above operations at zone level after acceptance of offers by head office as below.
(a) Deputy manager(Sales/godown)
(b) Deputy Manager(Sales/Accounts)
5.2 Along with the allotment letter, buyer should contact the Deputy Manager(Sales/Accounts)in the respective zone and make payment of E.M.D. An official reciept for the payment of E.M.D be obtained, E.M.D can also be paid at our other sales offices situated outside Maharashtra State. Payment of E.M.D in stipulated time would hasten further steps upto delivary of bales and getting the customer a prompt service.
5.3 On the basis of E.M.D.payment receipt, the Dy. Manager sales will execute the contract , offer selection by sample and issue approval report as per the terms and conditions.
5.4 Final payment towards the value of cotton be made to the Deputy Manager (Sales/Accounts) on Actual Weight basis if weighment is preffered and completed by the buyer before hand.
In this case he will get the Delivery Order with Invoice forthwith. If buyer prefers to make payment before weighment on the basis of 100 bales = 49 candies, he should obtain the payment receipt accordingly.
5.5 In case the buyer desires, he will get the facility of making payment at one place in any of the Zone/Sales Office even if he is having contract in other zones. The payment intimation will be issued by the Deputy Manager (Sales./ Accounts) of the office in which payment is made to the Deputy Manager (Sales. /Accounts) of the concerned zones. On the basis of this payment intimation, he will issue Delivery Order of the Bales.
6.1 On tendering of delivery order, Godown Incharge of the godown where Bales purchased are stored will make arrangement for weightment , delivery etc. He will forward Delivery Order / Contract Compliance Report to the Deputy Manger (Sales /Accounts) after the all Bales are lifted by the buyer.
6.2 On receipt of the above documents, Manager (Sales/Accounts) will arange to issue final Incvoice / Debit Notes etc. to the buyer.
6.3 Buyers will have to submit 'C' form immediately on receipt of final Invoice. Till then Rs 100/- per back--------be retained from EMD and shall be refunded /adjusted on receipt of 'C' form.
6.4 The godown incharge will be hereinafter issuing Delivery Weight Note-cum-Delivery Invoice for transportation, octroi and for other purposes. The late Lifting charges, if any, will also be collected by Godown incharge before delivery.
7. GENERAL:
7.1 The Activity Chart of the operations involved is enclosed herewith for the reference of the Buyers.
7.2 All the buyers and brokers are hereby requested to kindly note the above arrangement and further requested to kindly approach our Sales Offices for registration of their Code No. For further correspondence in future.
7.3 The formats of the documents with which buyers is supported to be acquainted are enclosed herewith. These are-
(I) Offer Sheet
(II) Delivery Order - cum - Delivery Compliance Report
(III) Delivery Weight Note - cum - Delivery Invoice
We hope that the costomers/brokers will get utmost satisfaction with the adoption of the above decentralised procedure, which we expect would curtail unnecessary delays.
