(1) An occupier of the factory shall maintain, at each collection center, a receipt in duplicate for the Oil Palm fresh fruit bunches purchased; The receipt issued at the collection center shall contain:
(a) The serial number of the receipt;
(b) The date of purchase;
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(c) The name and address of the person or grower from whom the oil palm fresh fruit bunches are purchased together with similar particulars about the person, if any, authorized by the vendor to deliver oil palm on his behalf;
(d) The number of requisition slips issued to the vendor;
(e) The gross weight of the oil palm Fresh Fruit Bunches including the weight of the vehicle in which Oil Palm Fresh Fruit Bunches are brought;
(f) The weight of the vehicle in which the Oil Palm Fresh Fruit Bunches are brought;
(g) The weight of the binding material to be deducted;
(h) The net weight of the Oil Palm Fresh Fruit bunches purchased and;
(i) The entries under clauses (e) and (f) of sub – rule (1) above, shall be made and announced in the presence of the persons, who actually deliver the Oil Palm Fresh Fruit Bunches
(2) The receipt in original referred to in sub – rule (1) above, shall be handed over to the person from whom the Oil Palm fresh fruit bunches are purchased or to his authorized agent.
(3) The payment for Fresh Fruit Bunches procured during a particular month are to be made to the growers through ECS after the declaration of Fresh Fruit Bunches prices by the Oil Palm Commissioner upon approval by the Chairman, Price Fixation Committee.
(4) The payment for a particular month needs to be made by the entrepreneurs within 10th of the every month.
(5) The occupier of the factory for each of the oil palm grower shall maintain a computerized data bank for the parameters, indicated there in and cause to be maintained at the office of the company, a register or record showing correctly the particulars, namely:-
(i) The approved price that has to be paid for the Oil Palm Fresh Fruit Bunches.
(ii) The amount of authorized deduction, if any;
(iii) The amount actually paid in cheque/ECS; and
(iv) The date of payment.
(6) (i) The occupier of a factory shall maintain separately for each grower an account containing the following particulars, namely:- a) Name of the supplier, father’s/husband’s name and address;
b) Date of purchase;
c) The rate per Metric Ton paid for Oil Palm fresh fruit bunches;
d) Sl. No. of the relevant receipt;
e) Net weight of oil palm fresh fruit bunches purchased;
f) Progressive total weight of oil palm fresh fruit bunches purchased;
g) The amount due for oil palm fresh fruit bunches purchased;
h) Progressive total amount due for oil palm fresh fruit bunches Purchased;
i) Amount paid for oil palm fresh fruit bunches purchased; and j) Progressive total amount paid for oil palm fresh fruit bunches Purchased.
(ii) When the oil palm fresh fruit bunches are supplied through a growers Cooperative Society, the Society shall maintain the above referred accounts in 7 respect of each of its members. Such society shall also show deductions if any made from the price of oil palm fresh fruit bunches payable to a member.
(7) (i) An occupier of a factory shall cause to be issued to each of the oil palm growers a passbook which as to be maintained in Form 2. The passbook shall show for each month, date wise, the net weight of oil palm fresh fruit bunches;
fresh fruit bunches delivered to the factory, the price to be paid. The entries in the passbook shall be authenticated by the authorized Officer or the occupier of the factory, in-charge of the collection centre. Similarly, for the payments made to the grower, entries of payment, authorized deductions made and the amount yet to be paid shall also be indicated under authentication.
(ii) The grower shall present this passbook every time when the oil palm fresh fruit bunches are delivered for making the entry and also every time a payment is received so that the entry for the payment and authorized deductions shall be made and the pass book is kept updated.
(iii) The occupier of a factory shall provide pass books. However, maintenance of details rests with the farmers based on the information available in the receipt issued at the collection centre.
(iv) In the event of an Oil Palm grower losing the pass book, the matter shall immediately be brought to the notice of the occupier of the factory who shall arrange to issue a duplicate pass book charging a nominal fee of Rs.10/-.
(8) An occupier of a factory shall maintain at each collection center an inspection book or cause to be maintained inspectors or other persons which authorized by the Oil Palm Commissioner may record their remarks and instructions.
(9) The registers, receipts referred to in this rule shall be preserved by the occupier of the factory or the Oil Palm Growers’ Co-operative Society concerned for at least five Agricultural years from the date of the last transaction entered therein.
(10) An occupier of a factory shall maintain a register or cause to be maintained at each collection center in Form 3, showing the quantity of oil palm fresh fruit bunches purchased, the value, amount paid to the growers, amount outstanding for payment to growers and a consolidated report covering all collection centers in the factory zone, shall be sent by the occupier of a factory to the oil palm Commissioner or any authority specified by the oil palm Commissioner in respect of each month by 5th day of the next month.
(11) Details of total fresh fruit bunches purchased in the entire factory zone shall be prepared on monthly basis. The format suggested contains the details like (a) quantity of fresh fruit bunches purchased till last month (b) quantity of fresh fruit bunches purchased during this month; and (c) cumulative quantity for the year.