How we can control the accounts if the operational management doesn't keep documents?

Develop and implement a program for recording company accounts in spreadsheet software or scheduled for this purpose and perform daily, weekly, monthly and annual backups before archiving to a server or other. Print them if necessary.

Its Contracts head duty to contain one copy at contracts department which makes it effective documentation and accounts handling can be done from it.

Even if procurement order not available than bill copy at the time of delivery along with the challan will be available at stores and contract department.

Hence will solve the problem.