Sub accounts and Treasury

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Accounting network

PAO

SO

BO

BO

SO SO

BO

BO

HO

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Mukhya Dak Ghar

• Function in a self contained manner in r/o all its own counter services

• Competent to complete all transactions in savings schemes

• Work relating to consolidation & financial arrangements, MDG function like SO in a/w its HO

• PM of MDG is in the grade of LSG and above

• SO daily a/c will be forwarded to HO1.1.A

Computerised office - links

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Relation between BO and AO

• BOs are attached to account office (AO-SO)

• BOs submit daily account of transactions to Account transactions

• They look forward to AO for supply of funds

• AO verifies and incorporates BO transactions in its account

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Sub accounts work at SO

• Receipt of BO bags from BOs and disposal of contents

• Incorporating BO transactions in various branches and receipt of remittances, if any

• Conveying ordinary and accountable mail for delivery at BOs

• Supplying cash to BOs • Acknowledging BO balances

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Transactions at BOs

• Collection of unregistered mail from LBs and at office• Registered letter mail booked at office• Registered parcels booked at BOs – upto 10 kgs

(requires rebooking at AO)• VP articles• Insured articles upto Rs. 600/-• Money orders (to be rebooked at AO)• SB/RD/TD transactions – incorporated in the

accounts of AO

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Receipt and opening of BO bag at AO

• Treasurer receives the BO bag from mails PA• He/she examines the condition and opens in the

presence of subaccounts PA• If remittance is made, weighs the cash bag , opens

the same in the presence of subaccounts PA and secures the same

• Treasurer signs in the daily account for remittance received

• Hands over the daily account and other documents to sub account PA

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Receipt and opening of BO bag at AO

• Role of sub account PA– Examine if all the documents are correctly

received– Distribute the contents as shown in next slide– Secure the daily accounts for posting in

subaccounts module later

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Distribution of contents

Description of contents Handed over toUnpaid station article SPMPaid station articles Delivery PAOther unregd. articles Sorting PARegd.and VP letters booked at BOs Point of sale counterUndeliverd registered articles PA in charge of Postman moduleParcel and VP parcel Point of sale counterMOs issued (for re-booking) Point of sale counterMO s paid vouchers PA in charge of Postman moduleSB/RD/TD vouchers and documents SBPAAcquittance rolls SPMBO daily account Retained by Subaccounts PA

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Checking BO daily account

• Sub account PA should check and ensure that• Cash from BO acknowledged by treasurer• Cash remitted to BO taken into account• Date stamp impression on BODA• Opening balance is correct• The account tallies with documents such as MO

issue, MO paid, SB deposit etc.• Details of closing balance agrees with closing balance• Cash and stamps retained is within the limits• Signature of BPM is available

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Common irregularities by BOs

Irregularities by BOs Action to be takenOpening bal taken wrongly Correct opening bal is to be taken

and BPM to be informed (entry noted in error book)

Striking incorrect totals Correct totals to be taken Non –submission of vouchers Item to be admitted and BPM

informed to send voucherSubmission of in-admissible voucher

Item to be admitted and BPM informed to send correct voucher

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BO Summary

• Generated in subaccounts module at AO• Transactions posted– Opening balance

- Receipts- Total of Receipts- Payments- Total of payments- Closing balance

•Consolidated due from BOs generated in subaccounts module after verification and adjustment of remittances

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Accounting BO transactions

• Each branch has to incorporate transactions– SB branch to post BO transactions and include in LOT– Point of sale to rebook MO/parcel/VP/PLI/RPLI transactions– Postman module enters data of RLs/VPs/RPs delivered and

MOs/eMOs paid• Subaccounts module provides a tool for subaccounts PA

to check if rebooking transactions are correctly done in Point of sale (Tools – Tally rebooked transactions)

• Other branches to check the totals in the printout of BO summary and initial against the entry

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Rebooking of BOMOs at AO

• BO issues temporary receipt in MS 87(a) for MOs booked and sends form to AO

• AO rebooks BOMO in Point of sale entering the following additional info– BO receipt number– BO name and date booking

• MO receipt is given to subaccounts PA for forwarding to BO

• BO pastes AO receipt against the concerned temporary receipt

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Index to BO receipts

• Maintained in subaccounts module for all types of receipts used in BOs

• Used to watch continuity of receipts and avoid irregular usage

• Subaccounts PA to enter the data of receipts used daily

• Continuity report can be printed daily or periodically• Supervisor can enter the data of receipts sent when

supply of new receipt books are made to BOs

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Contents of BO bag from AO

• BO slip(due document)• Unregistered articles• Registered articles, VP articles, insured articles of letter mail & parcel mail• MOs for payment• SB documents/passed warrants• Bills and acquittance Rolls• Cash bag with or without remittance1.1.A

Purpose of generating BO slip

• Acknowledge BO balance of previous daily account

• Invoice accountable mail, MOs and other documents to BO

• Advising remittance, if any• Issue instructions to BPM

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Preparation of BO Slip

• Generated by AO in subaccounts module• Particulars of accountable articles, MOs, MO

receipts and other documents are invoiced• Remittance, if any, entered in treasury module

automatically shown; Sub accounts PA to enter cash bag weight

• Sub accounts PA prints the BO slips on completion of invoicing and includes in BO bag

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Closing of BO bag

• Subaccounts PA collects the following and includes in BO bag

Item Collected fromUnregd. Articles Delivery PA – sorted to respective BosRegd. VP & INS PA in charge of Postman module under

acquittance and invoiced in sub accounts module

MOs & eMOs -do-MO receipts Point of sale counterUnpaid articles PostmasterCash bag Treasurer

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Closing of cash bag for BO

• Subaccounts PA gets orders for remittance from Postmaster in BO daily accounts

• Shows the orders to treasurer and gets acquittance• Treasurer closes the cash bag in the presence of

subaccounts PA• Treasurer makes entries of remittances in Treasury

module• Subaccounts PA notes cash bag weight for the

remittance in subaccounts module and on the label of cash bag

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Closing of cash bag for BO

• Subaccounts PA prints the BO slip after entering data of all valuables

• He/she places the BO slip along with contents in BO bag

• Treasurer places the cash bag in the bag in presence of subaccounts PA

• Subaccounts PA closes BO bag immediately

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Accounting work at PO

• Watch the demo of functions in various branches and integration leading to generation of daily account

• Exercise 1

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Treasurer’s cashbook

• Generated by treasurer in Treasury module– At the close of the day– On completion of all transactions

• Transactions serially numbered by the system• Treasurer to use the option ‘Prepare afresh’ before final

generation• To confirm that all transactions are incorporated• To ensure that balance on hand agrees • Treasurer to ensure that balance shown in TCB agrees with that

shown in daily account• Editing of transactions, if any should be done carefully• Should be signed both by treasurer and SPM

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Closing account bag by SO

• Treasurer generates the daily account, but can only view the same

• SPM can print the daily account only after day end• Before generating the daily account, the following

tasks need to be completed– The account tallies correctly– Documents accompanying the daily account must be

invoiced– Reasons for excess retention of balances, if any, should

be furnished in ECB memo

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Closing account bag by SO

• After generating printout of daily account in treasury module, SPM performs floppy upload

• The SO data folder is copied to offline device or uploaded by other authorised means

• Now, the SPM signs the daily account , obtains Joint custodian’s signature

• The daily account and other enclosures are placed in the account bag and the bag is closed

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Authorised balances

• The office has to retain cash and stamp balances within the authorised limits

• The limits can be found in the MAB• Cash balance

– Minimum and Maximum limits are prescribed– Balance should not fall below minimum limit– If there are liabilities, Cash to the extent of Min + liabilities to be retained– If liabilities exceed maximum, cash to the extent of liabilities only to be

retained• Stamp balance

– To operate within the authorised maximum• BO balances

– Account office to ensure that BO balances are within the maximum prescribed in the CMAB

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ECB memo

• Office needs to remit excess collections to bank/HO/cash office and maintain balance within the limits

• If balance retained exceeds the limits, ECB memo has to be submitted by SOs other than HSG/LSG

• ECB memo details are entered by Supervisor in treasury module

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SO Slip

• SO Slip is sent by HO everyday to all the SOs• Acknowledges previous daily account balance• Also used by HO

• To invoice stock of IPO’s and NSC’s • To invoice SB slip• To invoice checked BO daily account • To invoice acquittance rolls• To invoice MO pads & MO receipt book• To advice remittance, if any

• Cash• Stamps

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Functions at HO

• Generates HO summary for its own office (like SO daily account) in treasury module

• Uses subaccount module to – Generate SO summary (consolidation of SO transactions– Generate SO transit/advance summary– Print SO slip

• Generates HO cashbook daily in Accounts module (consolidation of HO & SO transactions) for the previous day

• Generates Monthly cash account in Accounts module for submission to PAO

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Functions of Accounts branch

• Drawal of pay & allowances and other dues for the staff of HO and SOs under the HO

• Maintaining service book and leave account of the staff• Maintaining GPF account• Drawal of pension for pensioners and maintaining

related accounts• Generating schedules of various transactions• Generating Form 16 for income tax returns• HO uses Accounts and Accountant PBS module for this

purpose

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Supply of PBs, certificates etc.,

• Supply stock of NSC’s to SOs based on their requirement

• Replenish stock of IPOs to SOs• Supply blank passbooks to SOs based on their

requirement• Supply MO receipt book, Cheque book, SB-26,

SB-28, NC-4(a), LI-37 & PLI-12, ACG-67 etc., to SOs & watch continuity in issue of receipts

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Functions of SOSB branch

• Post the SO transactions of accounts except decentralised account types, daily

• Generate consolidated journal everyday• Forwards interest statement for SB/PPF accounts

to SOs• Maintaining NC12(a) register and submission of

NSC returns to PAO (using CC bridge software)• HO uses SOSB module of Sanchay Post to

perform all these transactions

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Functions of SOSB branch

• Maintain objection register and following settlement

• Submit periodical returns to PAO,DO, ICO(SB) at R.O.

• Periodicity for binder agreement –– For decentralised accounts like RD, MIS, SCSS, once in 6 months as on 30/06 & 31/12–For centralised accounts like SB,TD once in 6 months as on 31/03 & 30/09

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SBCO functions

• To maintain control register for all types of accounts

• Carry out percentage check of vouchers everyday• Verify ledger balances periodically• Has safe custody of important records such as– vouchers & lists of transactions, – undelivered pass books, – interest statements , control registers etc.,

• Check of interest calculation in SB/PPF accounts

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