GUIDELINES FOR FUNCTIONING UNDER CSI
SPECIFIC TO FINANCE AND ACCOUNTS
Contd.
•
The transactions of Finacle/Mc-Camish, which are happening at POS, are not flowing automatically to SAP in
view of non Integration. Thus day and voucher posting is mandatory. Follow the below procedure.
•
Take the abstract shift report figures from Finacle for Savings Accounts and Savings certificate transactions
(Receipts and Payments).
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Keep ready with the 10 digit SAP code for Savings Accounts and Savings certificate transactions before posting
figures to SAP.
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It is advised to use the EXCEL tool developed by Mysore Division which is easy to upload the voucher posting
figures in one go.
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Do not post unless the figures tallies with the Finacle report figures since once posted it would be difficult to
reverse. The whole process of reversal need to be followed in such cases, which is avoidable.
•
Under CSI, whenever the payments are made by Cheque directly by the treasurer, it is already posted to the
respective payment head of the scheme. Hence to the extent voucher posting is absolutely not required. Please
keep this point in view before voucher posting. It is applicable for all such cheque payments by treasurer to POS
transactions.
•
Please take care of realization of inward and outward cheques and its accounting against receipts and payments
in POS.
•
Ensure inclusion of Auto transfer transactions in SAP. Example, MIS interest payment and SB deposit etc.
GUIDELINES FOR FUNCTIONING UNDER CSI
SPECIFIC TO FINANCE AND ACCOUNTS
Contd.
•
Keep ready with the 1o digit SAP GL as applicable to default fee, Refund of RDDF, pledge fee etc.
•
In case of the cheques are getting cleared through GRID of CTS take care of its posting in SAP for the
transactions occurred in POS with such cheques.
•
In case of Mc-Camish PLI/RPLI transactions, keep ready the 10 digit SAP code applicable for voucher posting
in SAP. The figures should be the figures as obtained from the Mc-camish consolidated figures for the day.
Ensure correctness of figures and GL before posting. New Head for PLI and RPLI maturity payment is
prescribed.
•
The voucher posting has to be done by the respective APM/SPM in HPO and SO respectively. But in case of
HPO, it has to be done by the concerned APM with the treasurer ID. Before posting no PA concerned should be
allowed to leave the office.
•
In the interest of things/tallying of accounts, for a few days it is advisable to have hand to hand book maintained
by all PAs.
•
The correctness of voucher posting at the end of each day has to be monitored by CSI Monitoring cell at DO/RO
and DAP as well on continual basis.
•
The correctness of GL be checked by PAO staff concurrently and any variation be got corrected immediately. No
Manual directions by issue of letter are appreciated. Communication methods of email, phone be used and
settled on the day itself.
GUIDELINES FOR FUNCTIONING UNDER CSI
SPECIFIC TO FINANCE AND ACCOUNTS
•
Contd.
In no case voucher posting activity be in arrears. Once the month end activity is frozen by PAO, it is not possible
to post anything for the previous day/Month. As the PAO is bound to adhere to due dates for submission of
accounts to Directorate, the accounts will be frozen by them on 3rd of each month.
•
Ensure the clearance of POS cash balance every day. It should be made zero. This should be monitored at each
level. Even after posting of all transactions by voucher positing, if still POS cash balance is not getting Zero,
raise ticket with TCS and monitor for clearance. Do not forget to raise ticket.
•
Check with SAP GL, Say FAGLL03 T code, whether all the transactions occurred in POS other the Finacle/McCamish have been flown seamlessly to SAP. These are to flow automatically. In case of discrepancy in
figures/non flow, immediately raise ticket with TCS and also check any mistakes from DOP side too. If few
transactions do not flow, to that extent POS cash balance remain pending.
•
Check whether while booking SMO, DOP cash accommodates it in SAP/POS.
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In SAP, all Postmen are treated as vendors. They will be debited/credited as the case may be. They will be
debited for eMO cash payment/COD/VPMO etc. In an ideal situation, DPMS and SAP (TRR) will
automatically accommodate the transactions. The experience is that it never happened / happening in Mysore
Division either due to human failure or system failure. We are not happy with the functioning of DPMS and
hence extra effort and attention is required on DPMS issues. The following are few things from F&A
perspective. If we do not follow, accounts will not tally and postman liability still show as pending.
•
In an ideal situation if money is paid by TRR for eMO Payment to postmen, system debits respective postmen
and credits DOP cash. Once PM paid eMO and EOD done, system credits Postman with contra debit to eMO or
service head concerned.
GUIDELINES FOR FUNCTIONING UNDER CSI
SPECIFIC TO FINANCE AND ACCOUNTS
Contd.
•
For booking of VPP articles prescribed procedure for booking of VPP remittance through POS only is to be
followed.
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For booking of COD articles amount to the registered biller, e-Payment module should only be resorted to.
•
In case, DPMS does not work properly, it should be the duty of postmaster to clear the Postman liability as per
the procedure prescribed. Voucher posting be followed to ensure clearance of Postmen liability or charging a
service head concerned. In all cases at the end of the day after EOD, Postmen liability be zero in respect of
individual postman. Monitoring at DO level and PAO level for sometime is essential.
•
In case of BNPL, the procedure prescribed for accounting should be followed. Since SAP works under Accrual
based with double entry accounting system, Its revenue recognition be monitored properly. The ledger account
of registered customer needs attention.
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In case of Advance customers, it should be ensured that credit is set-off against each booking and ultimately the
revenue is recognized. The ledger account of registered customer needs monitoring.
•
The prescribed procedure for charging and booking of articles in Franking requires in-depth understanding.
Once the article is booked, ensure its revenue gets accounted against the respective profit centre.
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The maintenance of accounting of Philately Deposit Account (PDA) and its revenue accounting may be given
emphasis.
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The day report called ZFR_Day Report be in such a way that all the cash/cheque transactions of receipts and
payments including auto transfer transactions are depicted and OB and CB of DOP cash is correct for each day.
GUIDELINES FOR FUNCTIONING UNDER CSI
SPECIFIC TO FINANCE AND ACCOUNTS
Contd.
•
Ensure that all the SPMs are accounting for BO profit centre and the accounts of BO in SAP are matching with
BO accounts as received from BO.
•
Ensure correctness of re booking of BO transactions correctly.
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Ensure that postage stamps sold at counter are accounted for and inventory updated.
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No voucher posting should be done without the approval of senior authorized official staff of the unit concerned
and its correctness is to be ensured.
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The accounting of outward and inward cheques should be scrupulously followed.
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The accounting of transactions relating to non CSI offices if any may be dealt with correctly.
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The procedure of making off cycle payments at HPO/DAP be followed. The payments by cash and cheque
vetsts with respective profit centre and DDO respectively. All other means of payment such as ECS and POSB
be by DAP centrally. DAP staff should be conversant with the procedure and facilitate off cycle payments on
prescribed intervals as agreed upon in the circle.
•
The centralized payments by DAP should be made in time and coordination with respective DDO is essential
since ESS is not fully implemented.
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At DAP office , SA/AAO/AO should get authorization for FAGLL03 T-code and guide HPO and SO of the
correctness of transactions on day to day basis.
GUIDELINES FOR FUNCTIONING UNDER CSI
SPECIFIC TO FINANCE AND ACCOUNTS
•
Once the month/period is closed, no change can be made for that period/Month. Hence ensure that corrections
are incorporated by 3rd of next month so that DAP can carry out month end activity for generation of Classified
abstracts.
•
The Trail Balance for a profit centre/cost centre may be taken for month/s which is under accrual basis. It
contains both receivables and payables.
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In case Post Shoppe exists, the revenue may be accounted for under voucher posting. Only revenue be
accounted under the account head 1201.
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The processing of centralized pay run including off cycle payments / pension payments is attached to DAP/Head
Post office/DDO.
•
The reconciliation of drawing from bank and remittances to bank may be made by respective
Accountant/treasurer by getting the bank statement.
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