release document & upgradation manual - version 6.6.1

Sanchay Post Version 6.6.1 Upgradation Manual

Software Development Centre, Chennai of 37 March 2012

Release Notes - Sanchay Post Version 6.6.1

A new version of Sanchaypost 6.6.1 is being released to alleviate many of the problems faced

by our officials using version 6.5R2. There have been numerous SB rule changes in the last

couple of years since the release of the last version. Due to this, our officials have been

required to do closure calculations manually and were making manual changes in the LOT to

account the same. The new version has addressed these issues and in addition we have

removed a few more issues brought to our notice by the officials working on Sanchay Post.

We have also added few more features to automate regular tasks such as file acceptance for

RD bulk (RD Customer package) and ECS for salary. It has been our constant endeavor to

provide support to the staff engaged in SB operations and the system administrators. A

number of patches were put up by Software Development Centre, Chennai in our website

since the release of the earlier Sanchay Post version 6.5R2. The new release will also reduce

the need of the system administrators to apply such large number of patches for the present

and make deployment of the software easier. No major revamping of the software was

attempted since our department is on the verge of deploying a completely new platform with

the introduction of Core Banking Software.

SDC, Chennai will continue to provide email and telephonic support for the new version. In

order to establish and maintain a channel of communication between SDC Chennai and the

System Administrators in providing support for the deployment of the new version, to ensure

a smooth transition to the new version and subsequently to a newer platform, our database

regarding office details, software version and email id needs to be updated. This information

may be furnished by all the System Administrators using the registration form for Version

6.6.1 available in our website. We will continue providing support for the new version 6.6.1

by giving updates and patches through our website.



Sanchay Post support team takes this opportunity to thank each of the officials who have

been corresponding with us through email and telephone. Wishing you all a better user

experience with the new version.

Problems and suggestions for further improvement may be intimated to SDC, Chennai. We

look forward to your continued support.

Helpdesk phone numbers: 044-28524482 / 65850861 / 28550192

Email id: [email protected]

Web page: http://www.tamilnadupost.nic.in/sdc/index.htm



Hardware and Software Requirements Hardware

For Server

Minimum P1.7- GHz Processor; 2 GHz or faster processor recommended Minimum of 2GB, more recommended 80 GB or more of hard-disk space Network Interface Card CD-ROM / DVD-ROM drive

For Client

PC with a minimum 1-GHz processor required; 1.7GHz or faster processor recommended. 1 GB of RAM required; more recommended; 40 GB of hard-disk space Network Interface Card CD-ROM / DVD-ROM drive or access to it over a network Display supporting 800 x 600 or higher-resolution monitor recommended A mouse is essential

Printer

80 column Dot Matrix Printer 132 column Dot Matrix Printer Passbook Printer Olivetti PR 2E

Software

For Server Networking Operating System (32-Bit) Windows 2000 Server/ Windows 2003 Server / Windows 2003 R2 Server MSSQL Server 7.0 / MSSQL Server 2000 / MSSQL Server 2005

For Clients

Windows 98/ Windows 2000 professional / Windows XP / Vista / Windows 7 MSSQL Server Client (connectivity only)



Upgradation Procedure Step 1 – Preparatory Work Step 2 – Upgradation in Server Step 3 – Installation of software in server Step 4 – Installation of Software in Client Step 5 – After Upgradation IMPORTANT • Upgradation to be performed by the designated System Administrator(s).

• Upgradation should be done after ‘day end’ is performed. Preferably in the evening. • SQL Versions 7.0, 2000 & 2005 are recommended.



Step 1 - Preparatory Work Before installing Version 6.6.1:

1. Ensure Version 6.5 R2 is running. If not upgrade to ver 6.5R2 first before upgrading

to version 6.6.1

2. Note down the version of MS SQL Server (7.0 / 2000/2005) running on the Server.

3. Ensure that no users are logged on to Sanchay Post in any of the client machines.

4. Uninstall the previous version of DBAnalyzer in your systems. Install the latest

version of the DBAnalyzer available in the CD (exe dated 19/03/2012). Check our

website and use the latest exe of DBAnalyzer if any newer version is available in it.

Copy the latest DBAnalyzer.exe to the DBAnalyzer folder.

5. Use ‘DBAnalyzer – SQL Compatibility Level’ option to update the permissions of

SB databases. For this operation, ‘SA’ password is essential.

6. Use ‘DBAnalyzer – Misc. Æ Clear log file’ for all SB databases.

7. Use ‘DBAnalyzer >> ‘Check Databases’ >> ‘Missing Tables' for all SB databases

and ensure that no tables are missing in any of the SB databases.

8. Use DBAnalyzer Æ ‘Check Databases’ and ensure proper upgradation to ver 6.5 and

to version 6.5R2.

9. Use ‘DBAnalyzer >> ‘Check databases’ >> ‘MOF Patch’.

10. Take a backup of all the SB user databases (BPRO, BPLOG, POST, SOSB, SIGN,

Offline and Sub office databases)

11. All the backup files should be written to a CD / DVD.

12. Ensure that day end is performed in version 6.5R2.

13. Uninstall all the modules of previous version including the ‘Database Creation

module’ installed on the Server.

14. Previous versions of the Software on the client machines can be uninstalled after

successful installation and upgradation in the Server to Version 6.6.1.

15. Ensure that enough free space is available in the hard disks. Minimum space required

is as follows:

• 500mb free space on the drive where Windows is installed.

• 500mb free space on the drive where Sanchay Post Version 6.5 software is to be

installed.

• 600mb free space on the drive (Server) in which SB databases are present.



Step 2 – Upgradation to ver 6.6.1 in Server • After day end, copy the file ‘Patch661.exe’ extracted from ‘Patch661.zip’ to DBAnalyzer

folder in ‘SB Server’ and execute it from the same location. Wait till the message

'Upgraded to Version 6.6.1 successfully' is displayed. SQL ‘SA’ Password is not

necessary for executing the upgradation patch.

Step 3 – Installation of software Version 6.6.1 in Server • Run ‘SanchayPost6.6.1.exe’ from the ‘sp_setup_6.6.1’ folder of CD launch the Installer

Wizard

• It could take a few minutes for the ‘Read me’ Information Dialog screen to appear

• Select the drive for installing Sanchay Post Version 6.6.1 by clicking the Browse button.

• SP5 is the default installation folder. This folder name must not be changed.

• Installer will display the following Dialog box:



• While installing in the Server, select only the essential modules:

• For the selected modules, use the option ‘Will be installed on the Local Hard Disk’.



Step 4 – Installation in Clients

1. Uninstall all the modules of the present version of Sanchay Post. Delete the SP5 folder.

2. Run ‘Sanchaypost6.6.1.exe’ from the ‘SP_Setup_6.6.1’ folder in the CD, select only the

required modules and install.

3. While installing in each of the Client machines, select the required module(s), drill down

to the sub folders and select only the essential components for installation. Select the

‘Will be installed on the Local Hard Disk’ option.

4. Check website and copy available patches if any for Version 6.6.1. Copy the pbd files

into the respective folders in SP5 folder in all the systems running Sanchay Post Version

6.6.1.

5. Perform Day Begin.

• After installation, the client machines should be restarted.

• Ensure that the new version is installed on all the client machines used for SB operations

since the older version would generate errors while working.



Step 5 – After Upgradation 1. Check for upgradation status using ’DBAnalyzer >> Check databases >> Version 6.6.1’ to

ensure that the upgradation is successful.

2. In Sanchay Post,

• Login to online module as ‘Counter’ or ‘Supervisor’ and perform ‘Day Begin’. Wait

for the ‘Day begin transaction completed successfully’ message before proceeding.



Important Points to remember

• Upgradation to Version 6.6.1 can be done only after successful upgradation to Version

6.5R2.

• RD cheques collected from customers / agents should be for amount payable after

deduction of rebate and inclusive of default fee, if applicable.

• For the agents bringing soft copy of the list created in RD customer package, scheme is to

be selected as ‘RDPRSS’ in cheque list preparation. And for other agents bringing only

the hard copy of the list, scheme is to be selected ‘RDBulk’ in cheque list preparation.

• 'Transfer out' (Home and foreign) for all schemes to be done at HO first and then in SO to

avoid problem in SO to HO transfer.

• Do not change/delete ‘Authority name’ or ‘Agent name’ using the initialisation form.

This will render the live RD accounts under the deleted agent inoperative through the RD

bulk module.

• At HO, select ‘Initialisation Æ PO Name & Address’ form and select ‘Set

Computerisation Status of SO’ option. Change the status to ‘YES’ for sub offices running

version 6.5 R2 or higher for which data transfer is being done/to be done through

Sanchay Post.

• Designate the node for ‘Day End’. Files for HO ÅÆ SO transfer are generated

automatically when ‘Day End’ is performed. The files are created in the system in which

day end is performed.

• At SO, select ‘Initialisation Æ PO Name & Address’ form and select ‘Set Scheme

Computerisation Status’ option. Add the schemes which are computerised at that SO.

Files for transfer to HO will be created during day end only for the schemes selected in

this form.

• Instruct supervisors to wait for the ‘Day end completed successfully’ message before

exiting the form while performing ‘day end’, everyday. Since a number of reports and

files are generated ‘day end’ process takes a longer time to complete the updations.



Changes in Version 6.6.1 1. Rule changes with respect to :

¾ SB maximum limit for closure and interest calculation.

¾ Post maturity interest calculation for all schemes.

¾ Removal of two year limitation with respect to PMI.

¾ PMI applicability for matured extended RD accounts.

¾ RD maturity value calculation with respect to extended accounts.

¾ Simple interest calculation for RD PMC.

¾ TD premature closure

¾ SB part III deposit to accept changed SB maximum limits

¾ SCS claim closures

2. Provision in ECS Debit and credit forms for acceptance of files with respect to NREGS,

BPL, INOAP, INDP, INWP. The transactions will be reflected in the LOT only after the

form is authorised by the ’Supervisor’.

3. In SB account opening form provision for additional account types added. i.e. BPL

Singe, BPL Joint, NREGS with deposit type, NREGS with deposit Joint, INOAP, INDP,

INWP.

4. Provision for closure of NREGS accounts.

5. Cheque handling provision for SOs having direct dealing with banks.

6. Interface with new updated RD agent software with provision to download the soft file

generated in the package provided by us to the agents, thereby making the process of

posting rdbulk easier eliminating delay in posting of RD bulk lists.

7. A new package/interface for generating a ECS for salary file for sending to the banks

and for creating a ecs file for credit in POSB accounts.

8. Personwise LOT for certificates.



9. The procedure for opening of account or subsequent deposit in RD by cheque only after

clearance of cheque implemented in the software.

10. Scanned signatures with respect to NSS-92 can be stored in Version 6.6.1.

11. When the deposit is made in PPF account by means of a local cheque or demand draft

by the subscriber, the date of realisation of the amount will be the date of credit.

12. Problem in PPF interest calculation corrected.

RD customer Package A new package designed for the RD Bulk customer (i.e.) PRSS and MPKBY agents to

maintain a database of their accounts, prepare bulk lists and give a softcopy of the bulk lists

in the form of a text file to the Post Office is provided in this version.

A copy of the RD Customer Package software is to be given to the MPKBY/PRSS agents.

This will facilitate the agents to provide a softcopy of RD bulk list to the post office. The

Counter PA can upload the softcopy directly into Sanchay Post Version 6.6.1.

An option is provided in DBAnalyzer to supply a text file if required containing an agents

accounts details. This can be imported by the agent to avoid initial data entry.

RD PRSS Posting Payment made through cheque 1. Use Cheque Clearing >> Prepare Cheque List (Form No.0108) option. After selecting PO

/ Bank, enter all the details and choose scheme as ’RDPRSS’. Then, enter the details of the cheque and save it.



2. Use Cheque Clearing >> Realisation / Posting of Cheque (Form no.0109) option. Enter the details of the realisation of cheque.

3. For posting, use RD >> Post PRSS Entries (Form no.1123) form. Click ’Select file to Load data’ and select the file named PRSSaaddmmyyxx.zip (aa – agent code, dd – date, mm – month, yy – year, xx – serial number).



4. Choose the mode of payment as cheque and enter the presentation date and choose the

cheque number for which the list is to be posted. Click on ‘OK’. Verify the total amount present in the list with the cheque amount.

5. After loading the file the details of the list are displayed.



6. The new account details can be viewed by clicking ’View New Account Details’ and then click on ’Validate’; a confirmation message will be displayed. Clicking on ’Yes’, will post the entries.

Changes in DBAnalyzer A new installable version of DBanalyzer is included in the version 6.6.1 CD. Uninstall the

older version and install the new version available in the CD. Check our website for newer

version of exe if any and if available download, unzip and copy to the DBAnalyzer folder.



The new version of DBAnalyzer has an option under ‘Miscellaneous’ >> ‘Account details for

RD accounts package’ which can be used to create a text file containing the account details

of a MPKBY /PRSS agent. The text file generated can be given to the agent to use in the’ RD

Customer Package’ provided in the version 6.6.1 CD to update details of his customer’s RD

accounts.

ECS for Salary

This software facilitates generation of ECS file for Pay, DA Arrears, GPF and Bonus for

Banks and Post Offices, with respect to the data generated in Meghdoot Accounts module.

The file generated for Banks is as per RBI prescribed norms for submission to NCC. The file

generated for Post Offices is as per the requirement in Sanchay Post Software Version 6.6.1.

The file generated can be imported by the ‘Counter’ official in sanchaypost in the group ‘SB’

>> ‘ECS - debit and credit’ form. The transactions will appear in the LOT only after it is

authorized by the Supervisor.

SB - ECS Debits and Credits –

All debit and credit entries for ECS can be entered through this form. Facility to import files

in the format specified is now available in addition to manual entry.

Facility to import transactions with respect to BPL accounts, INOAP, INWP, INDP and ECS

salary is also provided for in this version.



If ‘File’ is selected and after selection of the category, an option to select the file to import is

provided through a dialog box.



Changes since Version 6.0

Online Module

1. Provision to View signature of depositor by the Supervisor in ‘issue cheque book’ form is available.

2. Sanction date need not be entered for SCS claim closures.

3. In ‘SB >> Part III Withdrawal’ form, cheque number entered is validated. In addition, an option for entering ECS is provided.

4. For PPF matured accounts, further deposit is accepted only if the account is extended.

5. In passbook view, third holder name is also displayed.

6. Own office certificates (registration number within the block allotted) issued through Sanchay Post is not allowed to be discharged from 'Encashment - other office’ option.

7. In Signature Scanning if scanned file exceeds 25Kb then the account number is written to error file and the signature file is not saved in the database; remaining signatures are saved in the database.

8. For MPKBY agents (RD), provision for entering validity date is given in RDBulk setup. On expiry of validity date, Bulk list will not be accepted from the agents.

9. For RD - BO a/c closure, default fee is now displayed in the warrant of payment.

10. Problem in RD maturity closures with outstanding loans rectified.

11. Passbook stock is now reduced for new RD bulk accounts opened in the online module.

12. A new column BAT is included in RD LOT after ‘Remarks’ column for SOs.

13. Page wise printout of SB SI LOT.

14. Last balance report for all schemes modified to include the unposted items kept.

15. In Part II intimation, transactions are now listed in the order of account numbers.

16. In SB Reports >> Account Closed – amount given to 2nd, 3rd nominees is displayed (in case of more than one nominee) in addition to the first nominee.

17. Annual interest statement report displays all live accounts (including accounts for which errors were displayed and interest was not posted). The error accounts are marked as ‘E1/ E2 / E3’ in the remarks column.

a. E1 - Previous financial year interest entry not found

b. E2 - Interest is allowed only upto 31/12/2005



c. E3 - IBB date less than open date… Correct the ledger entries included.

Hence it would be prudent to correct the errors in the accounts listed during interest calculation and then recalculate interest before posting.

18. In SCS TDS reports, PAN number is displayed in a separate column (if available).

19. In Agent Reports - TDS & Education Cess are listed separately.

20. RD - PRSS module – provision to copy files to CD/Floppy /hard disk or any other removable device.

Passbook Printing Module

21. In Passbook printing module, for SCS accounts – date of birth is included.

22. In Passbook printing module, for TD accounts – number of years of deposit viz., TD 1year, TD 2year, TD 3year, TD 5year is displayed in the header page of passbook printing.

23. In Passbook printing module, for SCS accounts – deposit amount gets printed as first entry in transactions.

24. Passbook printing installable module provided separately for Vista OS. SOSB online

25. For TD & MIS claim closure option is provided.

26. Provision for changing denomination of TD accounts in ‘Account open’ is provided if wrongly entered.

27. Report for SB nomination register is included. Data transfer

28. Provision for selection of schemes for data transfer at SO is now available. Files will be created during day end only for the schemes selected in this form.

29. Data transfer for certificates is provided.

30. SB Part II cheque clearance transactions at HO are included in SB Part2 transaction data transfer file to be sent to respective SOs.

Revival of Silent Accounts

31. The software at present allows revival of SB accounts which have been made silent by the software during interest calculation. Transaction entry in the case of revival of silent a/c for which data entry is not made is now available. A number of offices have requested a facility to revive SB silent accounts which are not available in the



database. Hence the facility has been added in this version. This can be performed by following the steps:

• Open the SB account through dataentry module and enter all the transactions available in the account.

• Log in as ‘SUPER’ in online module and use the ‘Annual interest calculation’ form (1305) to mark the account as silent.

• Use the ‘Silent Account Revival’ form (1331) to revive the silent account. SCS Account Claim Closure by Joint holder

32. A separate SCS claim closure form for joint accounts is provided. The operator should ensure that this form is used for claim closure only by the second holder and not by nominees/legal heirs.

33. Provision is also available in the software to allow nominee (spouse) to continue operation of the account after the death of the depositor.

Security features

34. Report of accounts deleted by the supervisor in online module has been provided.



NREGS – Data Entry Module Overview

• Operations in this module can be performed by the ‘DataEntry Supervisor’ – DESUPER and ‘DataEntry Operator’ – DECOUNT.

• Initialization of the NREGS Account number Block is to be performed by ‘Data Entry Supervisor’. It should be ensured that the NREGS block does not overlap with the SB Account Number Block. DataEntry Supervisor has the permission to delete any account number in case of necessity.

• The following Reports can be generated / viewed in the dataentry module.

i. IBB Report.

ii. Last Balance Report

iii. List of NREGS Accounts. Data Entry Operations

• Fresh dataentry of existing NREGS Accounts

o To be performed by the ‘Data Entry Operator’.

o Account Opening - Details to be entered:

o Job Card Number, Date of Issue & Expiry Date pertaining to the NREGS Job Card

o BO A/c checkbox should checked in respect of accounts pertaining to BOs

o All other fieds are self-explanatory



• NREGS accounts already opened as SB accounts.

o Remove the block of account numbers from the regular SB block.

o Add the block afresh in NREGS module using Initialisation Æ Account number.

o Additional details have to be entered using the ‘Adding job card details’ form by the ‘Data entry operator’ as shown below:

• Subsequent transactions can be entered using the ‘Transactions’ menu or ‘LOT Entries’ as

shown below :



NREGS – SOSB Data Entry Module.

o This module is to be used at the HOs, for entering NREGS accounts pertaining to SO’s

o All the screens are similar to that in the NREGS Dataentry module explained above



Project Arrow Reports Module • The SB Branch KPIs are updated automatically in the database during the day end

process. The MIS report file to be sent through FTP, uses this data for file generation.

• Use the ‘Sanchay Post Æ Project Arrow Report’ menu to view the reports on:

o Transactions performed by a person

o SB Branch Key Performance Indicators (KPIs)

• Reports are available from the date on which the office started using Version 6.5



Features available from Version 6.0 1. General Features • It is mandatory for all the forms to be authorized (sent after checking) by the supervisor

before doing day end.

• Day begin cannot be performed in case the standing instruction register contains an entry

having account number as 0. Correction should be done through the data entry module

and before performing day begin if an error message is displayed.

• Help menu is available in the application itself detailing the forms available in each

scheme and its functions.

• ‘PO Name & address’ form in Initialization group should be used only to add own HO

Name and Sub Office names under the own HO. Name of other HOs for cheque

clearance should be added using the form ‘Initialization Æ Chqclrng Æ HO name(s)’.

• Separate Account number blocks should be allotted to different categories (1yr, 2yr, 3yr

& 5 yr) of TD accounts.

2. Security • The password for the user will be valid for 60 days only. He will be initially prompted 5

days before expiry and then he will be forced to compulsorily change the password.

• Password should have a minimum of eight characters and it is mandatory from this

version onwards to change passwords at least once in 60 days.

• The user will be allowed three (3) login attempts.

• If all the three fail, the system will disable the user and further logins will not be allowed.

The SUPERUSER will have to enable the user and only then he will be allowed to login.

• Further, correction in online accounts through data entry module is not allowed for users

having data entry operator rights.

3. HO Å Æ SO Data Transfer • SO to HO Transfer facility is available for all schemes.

• While transferring data, if there is any account without index entry, then the account

numbers without index entry will be displayed and data transfer cannot be carried out

further. For transfers to work without any hitch, same version should be used at both the

ends.



• Encrypted Files are generated for all schemes mentioned during day end at SO for

transfer to HO. A file is created even if transactions do not exist for a scheme. The files

are generated in the system in which day-end is performed and is stored in the

C:\SO_to_HO folder.

• File naming convention is as mentioned below:

- TN06_SCS_6_03032008.MAA017

o TN06 – POCode of SO o SCS - Scheme o 6 - Sequence Number o 03032008 - SO date o MAA017 - HO POCode

• The files received from SO are processed through SOSB module at HO.

• When any file sent to HO cannot be opened at HO, the file can be re-generated at SO

using ‘Day Begin/End Æ Re-generation of files for H.O’ form. Enter the date for which

file is to be re-created and select the schemes and click on ‘Re-generate Data’ button.

• The files can be sent as an email attachment or through floppy / flash drive / FTP

software through a dial up connection. The Directorate recommended mode of

transmission of the files between HO ÅÆSO is using the Turant Software.

• Use of anti virus software at both sides ( file generation and datatransfer) is essential.

• Known issues during data transfer

o If there are no transactions for a scheme, then only zeroes will be displayed.

o Blank Entries – If the screen shows no entries on clicking ‘Load Data’ button, close

any DOS screen left open and redo ‘Load data’.

o Wait for day-end – During dayend in addition to updation of various registers

encrypted transaction files for the day are generated. Hence, the process takes some

time. Please wait for the ‘day end completed successfully’ message before logging

out.

4. Negative List (List of lost / stolen certificates) • Updation will be provided as an executable (exe) file in PTC Mysore FTP website. The

file should be downloaded and copied to DBAnalyzer folder and executed. After

execution, updation details may be checked with DB AnalyzerÆDatabase discrepancies

Æ NSC /KVP Æ Details of Negative list updation.



• Updations provided are cumulative and hence the latest update will include all the

previous updates.

• During upgradation to Version 6.0, negative list updated till 31/12/2007 will be

incorporated. Monthly additions to the negative list will be supplied by the Directorate to

SDC, Chennai and will be available at the FTP site of PTC Mysore for downloading.

5. Provision for data extraction (CC Returns Generation) • Provision to generate cash certificates monthly returns for submission to DAP is given in

this version. For this, ‘Patram code Initialisation’ has to be done. Using ‘Data Extraction

Æ Data Extraction to Patram’ module, files for issue / discharge / non-cash / unsold stock

are generated.

• This module can be used only for issue / discharge of certificates done after upgradation

to Version 6.0. The files generated are as per the format specified by the DAP and NIC

and it is compatible with the software in use at DAPs. The file naming convention is as

follows:

600017I30308.txt 600017U30308.txt 600017N30308.txt

o 600017 Æ Pincode of the HO o I / D / N / U Æ Issue / Discharge / Non-cash / Unsold o 1 / 2 / 3 Æ KVP / IVP / NSC o 0308 Æ March 2008

• Certificate issue / discharge details of SOs fed through SOSB module will also be

incorporated.

• The files are generated in the folder SP5\EX\PT\ for transmission to DAP.

6. Features common to all Schemes • For all payments including withdrawals option to select payment mode (cash, cheque or

transfer to SB account) is provided in this version. For payment of amounts equal to or

more than 20,000 and for claim cases cash option would not be available.

• An option to take Person wise LOT is also available for all schemes in this version.

Errors in the previous version have also been rectified.

• A report displaying Intimation Slips for Local Transfer is provided for all schemes in this

version.

• Excess Withdrawal - This transaction has been provided to reduce the principle amount

and the interest from a particular date or close the account completely if the complete



amount has been deposited in excess of the prescribed limits. Provided for MIS, PPF and

SCS schemes. Any pending withdrawals prior to the date of reduction of the principle

should be withdrawn before using the excess withdrawal form.

7. Savings Bank • Revised operating procedure for levying service charges, calculation of interest and

revival of silent accounts is available.

• Provision to open joint pension accounts in both online & SOSB modules.

• Provision to change single pension account to joint accounts in both online & SOSB

modules using ‘Account Type Conversion’ form.

• Insurance Cover – This form is for Group Personal Accidental Death Insurance cover

(Oriental Insurance). The premium (insurance) amount is to be accepted by cash only.

The amount will be credited to UCR. At present, this facility is available to SB account

holders only. A report for the same has been provided in DBAnalyzer.

• Balance Correction and Interest Rectification - To correct transaction made on previous

dates or to correct interest wrongly posted in concurrence with SBCO:

a) The counter official will initiate the transaction after the SBCO official has informed

him about the necessary correction to be done.

b) The counter official will have to type the date on which the SBCO official informed

him / her about the correction and then select the appropriate radio button ‘Balance

Correction’ or ‘Interest Rectification’ and click on OK.

c) The clerk enters account number, date on which the actual transaction took place,

corrected balance and remarks in the next screen. The interest details, such as

previous interest and corrected interest are also to be entered before clicking the Send

Option.

d) The supervisor will check if the data entered is correct. If there are any mistakes, he

can correct the same and once again click on ‘Send’ option.

e) Subsequently the SBCO official will once again check the entered data and click on

the ‘Verified’ button and on ‘Save’ button. He will not be able to change the data.

f) Finally the form comes again to the supervisor. He / She will now have to click on

‘Send’ option and the necessary tables are updated. The data is corrected from the

effective date.



8. Senior Citizens Savings Scheme • TDS Exemption - If a depositor wishes to get exemption for tax being deducted at source,

he / she must submit a tax exemption form (15G or 15H) every year. On accepting the

exemption form, the counter official should enter the details using this form, so that all

the subsequent withdrawals for the current year will be exempted from tax being

deducted at source.

9. Recurring Deposit • RD Bulk Acceptance – Provision for entering Loan Repayment / Interest on Loan is

given.

• Procedure for Bulk Acceptance / Posting in RD - Bulk Acceptance form is provided to

accept cash or cheque in respect of a list of accounts pertaining to Agents / Institutions.

There are 3 options provided with regard to the bulk lists of the Agents/Institutions.

a) Deposit option - Bulk lists having only deposits for existing accounts

o Select Deposit option Æ Select Agent or Institution Æ Select Name of the Agent

or Institution from the list Æ Name of the Agent / Institution and the number of

accounts available for the selected agent/institution will be displayed in the

respective boxes. The data in respect of the list (ie) Deposit Amount, Number Of

Accounts, Loan Repay Amountt, Rebate, Default fee, Interest on Loan may be

entered in the columns that are enabled below the ‘Institution/Agent name’ Æ

Select Cash / Cheque option Æ Click Send Option as instructed.

o If there is any correction, SUPER can correct through Bulk Acceptance

Correction Form, before Bulk Posting. After commencement of Posting, no

correction is possible in Bulk Acceptance Correction.

o Go to Bulk Posting Form Æ Select the agent list Æ Select the Account numbers

Æ if Default deposit, advance deposit, loan repayments exists for accounts in the

bulk list, then check (put tick mark) the box provided adjacent to those account

numbers Æ Click ‘Selection of A/C Nos. completed’. If number of accounts does

not tally an error message will appear Æ Click ‘Close’ Æ In the next screen, in

respect of account numbers not ticked, it is presumed as monthly deposit and ‘1’

will be automatically displayed in the column Mnthly/Adv dep. For accounts

with tick mark, any entries regarding loan repayment, default/advance deposit can

be made as per the requirement Æ Click on ‘Start posting’.



b) Open option - Bulk lists having only new accounts

o Select Open option Æ Select Agent or Institution Æ Select Name of the Agent or

Institution from the list Æ Name of the Agent / Institution will be displayed in the

box ‘Institution/Agent name’ Æ the data with regard to the list ie) Deposit Amt,

No. Of A/Cs may be entered in the columns that are enabled below the

‘Institution/Agent name’ Æ Select Cash / Cheque option Æ Click Send Option as

instructed.

o Go to Bulk Setup Form Æ Allot A/C Nos. for new accounts for

Agents/institutions.

o Go to Bulk Accounts Open Form Æ Open the allotted accounts.

c) Both - Bulk lists having new accounts and deposits.

o Deposits and new accounts can be accepted through a single form instead of

making two separate Bulk acceptances. For new accounts, accounts numbers have

to be allotted using the bulk setup form before using the Bulk acceptance form.

• Provision to view the details of Bulk Posting is available.

• Master Schedule option has been removed. The account numbers included in Master

Schedule can be included to the respective agents using RD Bulk Setup form in order to

facilitate bulk posting of all accounts of the agent.

• Extension of RD accounts after maturity for a further period of 5 years has been

provided. This has to be done using the form ‘Initialization Æ RD Deposit Extension’.

This form is provided to the ‘Supervisor’.

• After extension, Standing Instruction for the extended RD accounts can be provided.

10. Certificates • For returns generation, at the time of discharge of certificates, issue office PINCODE is

to be entered in case of ‘Other office certificates discharge’.

• The following reports are provided for:

a) Certificates issued

b) Certificates discharged

c) Certificates pledged

d) Duplicate Certificates issued

e) Date-wise Consolidation

f) List of Unsold Certificates



g) Denomination-wise Stock Register

h) Address Details

i) Supplementary Journal (Certificates issued against NC-4a)

j) Certificates Returns (Daily Issue / Discharge and Monthly Issue / Discharge)

k) Current Office

a. Daily Returns – Issue / Discharge

b. Monthly Returns – Issue / Discharge

l) HO & SO – Consolidated Report

a. Daily Returns – Issue / Discharge

b. Monthly Returns – Issue / Discharge

11. SOSB Module

• Change password - Provision for changing the password is given in SOSB module.

• Verify LOT / Corrections - SO LOT verification by the Supervisor is provided in this

version. The supervisor should tick the check box available against each transaction after

verifying the voucher. If any transaction is found incorrect, the check box for the same

should be left un-ticked. That will enable the ‘Corrections’ button for making corrections.

Corrections for the transactions done on the current date (SO day begin date) only is

allowed.

• Consolidation - After entering a day’s transactions of all sub offices for a scheme

consolidation for that scheme can be viewed / printed out in SOSB module. For the

decentralized schemes (MIS, RD), provision to enter the consolidated figures of each sub

office is given. And consolidation for these schemes can also be taken.

12. BO Module

• Print option for the accounts standing at a BO is provided.

• BO ‘List of Transactions’ is available in the online module for all schemes.

• A report for ‘Withdrawals of Rs.5000 and above’ is provided in online module.

13. Signature Scanning

• Login as ‘Super’ Æ Select ‘Common’ group Æ Signature scanning

• Enter Path and exe details.

• For example if HP flatbed scanner is installed in the default locations the Path is

C:\Program Files\Hewlett-Packard\Digital Imaging\Bin and Exe - Hpqdirec.exe

• In scan settings set



o Resolution (ppi) as 150 or 200

o Output type – Black & White (1 bit)

o Save as file type - Bit Image (.bmp)

o Save settings Path - C:\Program Files\Hewlett-Packard\Digital Imaging\Bin

• After scanning the signature, click on ‘Verify’ button and then on ‘Store’ button. All the

valid .bmp files in the path specified will be saved.

• Alternatively you can use the ‘Signature scanning software’ available in our website if

you are using a webcam

14. Passbook Printing

• Cover page, first page (account details) and transactions can be printed on the

‘Computerized Passbooks’ using this version. The passbooks should be in the format

specified by the Directorate.

• Install the driver for Passbook printer and set it as the default printer

• Setting up the Passbook printer for printing:

o Select Start Æ Settings Æ Printers Æ Passbook printer

o Click on 'File' and select ‘Server Properties’

o Click on ‘Create a New Form’ and type the description as Passbook.

o Configure by specifying the measurements as shown below:



o Save the form.

o This will be the default form for the printer (Passbook) selected.

• Making the Passbook form as the default paper size on the printer

o Select the printer (default) and select printer properties.

o From the first option (General), click on printing preferences.

o Click on ‘Advanced’ option and select the paper size as ‘Passbook’ and save this

setting.

• If the passbook printer is connected to Serial Port following additional settings is needed :

o Open the Printer Dialogue

o Right Click on the Passbook Printer Device and select Properties

o Click on 'port' tab page from the Properties dialogue box

o Select the port to which the Pass Book Printer is connected (Eg: COM1, COM2 )

o Click the command button 'Configure Port'

o From the Flow control drop down box select 'Xon/Xoff'

o Click Apply / OK to save the settings.



• Configuration of Olivetti PR2E Passbook Printers in Vista Operating Systems

o Printer driver ‘Generic IBM Graphics 9 Pin’ to be installed -

o Go to Settings Æ Printers

o In the folder view Æ Right click ‘Printers’ Æ Run as Administrator Æ Server

properties. Click on 'continue'.

o Create a new form called ‘passbook’ with the form description given in the manual.

o Right-click the default printer in view pane Æ select 'Run as Administrator' Æ

Properties. Click on 'Continue'.

o Configure port and device settings as given in the manual.

o Install the passbook printer module for Vista from Sanchay post 6.5 CD in the same

node and start printing.



Suggestions & Recommendations 1. Transfer of data pertaining to decentralized schemes If data in SOSB of HO is not up-to-date for computerized offices in respect of decentralised schemes (RD, MIS, SCS) or the other schemes (PPF, NSS92, TD), options available to update data at HO are:

a) Transfer data from V2SBCO using ‘Sanchay Post Æ Data Conversion Æ V2SBCO Software’ module. Recommended only for SB, MIS & RD.

b) Data entry in Sanchay Post from the ledger available at HO.

c) Transfer of data using ‘Data Transformation Services’ wizard available in SQL. This option is recommended only when the schemes are on-line at SO. If this option is opted for, the following steps are to be followed:

1. Upgrade to Version 6.0 / 6.5

2. Take the data for the required schemes / on-line schemes from SO

3. Transfer the data taken from SO into the corresponding SO database at HO

4. SO Æ HO Data Transfer provided in Version 6.5 should be commenced from the day of upgradation of SO (Files for transfer to HO are generated during Day End at SO from the first day of upgradation to 6.5).

5. List of tables to be transferred for each scheme is given below:

Scheme Table name Scheme Table name mindxreg accountopen_through_agent MIS mledger rdindex ppf_indexreg rdjrnl ppf_ledger rddflt ppf_loandet rdmisc

PPF

ppf_extended_period rdbulk_index, RD extension td_withdraw rdbulk_ledger td_indexreg

RD

institution_details TD

td_ledger nss_indexreg scs_index

NSS nss_ledger

scs_ledger scs_withdraw

SCS

scs_docs 2. Downloading Patches from Website

• Patches for the software will be available at the following webpage:

http://www.tamilnadupost.nic.in/sdc/sp2012.htm

• Unzip the downloaded files and copy them to the respective folders specified in the webpage.



Frequently Asked Questions (FAQ)

1. In Data entry module, while adding / modifying transactions in an account, the

error message, ‘Date earlier to open date’ is displayed. This problem is because in the account there may be some transactions with LOT / Cleared Date as ‘01/01/1900’. Use the software ‘DB Analyzer’, to list and print all the accounts with such discrepancy. Login as ‘Data Entry Supervisor’. Modify the LOT / Cleared date (for all transactions with ‘01/01/1900’) and save the transactions. (Only after modifying all the transactions with ‘01/01/1900’, the software will allow the modifications to be saved for that account.)

2. While closing RD accounts, the amount is displayed as zero.

This problem is because in the account the opening date is ‘01/01/1900’. Use the software ‘DB Analyzer’, to list and print all the accounts with such discrepancy. Login as ‘Data Entry Supervisor’. Modify the account opening date and save.

3. In on-line transactions, while entering cheque list, for outstation cheques, the

message ‘Commission Amount Not Initialized’ is displayed. Login as ‘Supervisor’. Select ‘Initialization Æ Commission for Outstation Chq’ form. Add the details and save.

4. In SOSB module, in ‘Verify LOT’ option, used for making corrections by the

Supervisor, it is not possible to correct the entries made. Corrections can be made only for the day for which day begin has been done in SOSB module.

5. In on-line module, in SB Æ Withdrawal form, BAT and DLT cannot be viewed.

Increase the resolution in ‘Display Settings’. 6. For some RD accounts, software does not allow premature closure.

Check whether three years has been completed for the account from the date of opening and any advance deposit for future months has been made in the account. Premature closure is not permissible before completion of three years and until the completion of the period for which advance deposits (if any) have been made.

7. In on-line module, while transferring maturity amount to a SB account number, an

error message ‘Account Inoperative’ is displayed. Run ‘DBAnalyzer’ software. Select ‘Database Discrepancies Æ SB Æ Account numbers with blank account status’. All the SB accounts with blank account status will be listed. Click on ‘Update’ to update the account status.

8. While printing passbook the deposit, withdrawal, balance and remarks column are

not printed in the proper place. The passbook printing in Ver 6.5 is as per the ‘uniform passbook’ model prescribed by the directorate. In this format ‘Date’, ‘Particulars of Transaction’ column are on the left half and ‘Deposit’, ‘withdrawal’, ‘Balance’ & ‘Remarks/Initials’ on the right half of the passbook.



9. Unable to logon to the dataentry module as “Dataentsuper” even after creating a “USER” and assigning it to a “PERSON”. Limit the password assigned to the “USER” to eight characters.

10. When Sanchay Post application is executed after restoration of database in MSSQL

2005 an error message “The server principal "DCL" is not able to access the database "POST" under the current security context.” is received. Run ‘Update to SQL 2005’ from DB Analyzer.

11. For all SCS accounts having Standing Instructions the whole quarterly interest in

not credited to SB accounts. TDS is deducted and then credited. If FORM 15G / 15H is submitted, use ‘SCS Æ TDS Exemption’ form (Form No.1416) to enter the details. This will ensure non-deduction of TDS amount for those accounts.

12. What are the steps to be taken before running annual interest calculation?

1. Run DB Analyzer software. Select ‘Database Discrepancies’. 2. The option provided for interest updation in DBAnalyzer must be run before interest

calculation. 3. Ensure that previous financial year Interest Entry (2010-2011) is made for all

accounts. (‘Ledger entries without previous year interest entry’ option will list the accounts without interest entry)

4. Ensure that account type is available for all accounts. (‘Account numbers with blank account type’ option)

5. Ensure that ledger entries with Cleared Date as ‘01/01/1900’ are not available. (‘Ledger entries with LOT / Cleared Date as 01/01/1900’ option)

6. Check interest rates in initialization tables. 7. Check the current financial year in the form (Form No.0410) ‘Initialization Æ

Financial Year – SB / PPF / NSS’ (Financial Year should be 01/04/2011 – 31/03/2012).

8. Login as ‘Supervisor’ in on-line module. Select ‘Annual Interest Calculation’ form (Form No. 1305 / 1004 / 0904) to calculate interest for SB / PPF / NSS.

9. Check the error files in SP5\OT folder to view the accounts for which interest was not calculated. If any of the errors listed, can be rectified, rectify them and re-calculate interest before posting.

10. Interest calculation should be performed at HO for all SOs except for MDG. 11. For SOs, interest calculation should be performed only after receiving and

incorporating all the Supplementary Dates’ transactions in SOSB module. 13. The error which a patch rectifies should be intimated in the website along with the

patch. When any bug is noticed, it is fixed and a patch is uploaded in the website at ’www.tamilnadupost.nic.in/sdc/sp2012.htm’. Essential instructions, if necessary are put up in the website along with the patch. Due to security reasons, the bugs noticed are not elaborated upon.

release document & upgradation manual - version 6.6.1

Documents