(1) The Sales or Transfer Statement shall be maintained by the producer/official of factories in duplicate, that is, original copy of the quarterly statement should be submitted to the appropriate authority along with a copy of the treasury challan as a proof of payment and the duplicate copy of Statement along with a copy of Challan has to be kept by the producer/official of the factories for future record.
(2) All the Books of accounts as provided under these rules shall be preserved by the producer/official of factories for a period of not less than 8 (eight) years or till such periods as such case records may be required for final disposal of any appeal, review, revision or reference under the Act or for final disposal of any case pending before any court or tribunal.
(3) All the statements and treasury receipts submitted by the producer shall be kept by the appropriate authority for a period of not less than eight years or till such periods as such case records may be required for final disposal of any appeal, review, revision or reference under the Act or for final disposal of any case pending before any court or tribunal.
(4) The Bill or cash memorandum or the Sales Voucher as required to be issued at the time of removal or lifting or transportation of any manufactured cement from the factory stack yard, ware house and godown for sale or transfer should be in Form 5 to be prepared in triplicate i.e. the original and duplicate copies of the bill/cash memo/sale voucher has to accompany the goods sold/transferred and the original copy has to be surrendered by the transporter at the checkpost, whereas the counterfoil or the triplicate copy has to be kept by the producer/official of factories for verification of account by the appropriate authority.