1. Subaccounts and Treasury

2. Accounting network PAO HO SO BO
Postal accounts office is the primary accounting unit in a circle, normally
Head offices submit monthly account to Postal Accounts office
Sub offices are under HO’s account jurisdiction – submit daily account of transactions and exchange remittances with HO and also among identified SOs
BOs are placed in account the sub offices - submit daily account to SO and exchange remittances with SO

3. 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 HO

4. Exercise
Please attempt Exercise 6.1.1

5. Computerised office - links

6. Practice
Exercise 6.1.2

7. Relation between BO and AO
BOs are attached to account office (AO-SO)
BOs submit daily account of transactions to Account Office.
They look forward to AO for supply of funds
AO verifies and incorporates BO transactions in its account

8. Subaccounts 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

9. 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

10. 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

11. Receipt and opening of BO bag at AO
Role of subaccount 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

12. Distribution of contents
Description of contents
Handed over to
Unpaid station article
SPM
Paid station articles
Delivery PA
Other unregd. articles
Sorting PA
Regd.and VP letters booked at BOs
Point of sale counter
Undeliverd registered articles
PA in charge of Postman module
Parcel and VP parcel
MOs issued (for re-booking)
MO s paid vouchers
PA in charge of Postman module
SB/RD/TD vouchers and documents
SBPA
Acquittance rolls
BO daily account
Retained by Subaccounts PA

13. Practice
Exercise

14. 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

15. Common irregularities by BOs
Action to be taken
Opening 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 voucher
Submission of in-admissible voucher
Item to be admitted and BPM informed to send correct voucher

16. Practice
Exercise 6.1.4

17. 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

18. 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

19. 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

20. 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

21. 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 remittance

22. 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

23. 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

24. Closing of BO bag
Subaccounts PA collects the following and includes in BO bag
Item
Collected from
Unregd. Articles
Delivery PA – sorted to respective Bos
Regd. VP & INS
PA in charge of Postman module under acquittance and invoiced in sub accounts module
MOs & eMOs
-do-
MO receipts
Point of sale counter
Unpaid articles
Postmaster
Cash bag
Treasurer

25. 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

26. 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

27. Accounting work at PO
Watch the demo of functions in various branches and integration leading to generation of daily account
Attempt Exercise to 6.1.7; Instructor leads you through various tasks
Objective is to generate SO daily account correctly

28. 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

29. 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

30. 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
HO will prepare the SO Slip acknowledging the Closing Balance of the SO

31. 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

32. 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

33. Different Branches at HO

34. 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

35. 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

36. 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

37. Schedules There are 3 types of schedules
Receipts
Payments
User defined schedules
Returns will be submitted to PAO fortnightly
I Period
1st day of the Month to 15th of the Month. Report Due on 16th of the Month
II Period
From 16th of the Month to Last working day of the Month. Report due on 1st day of the following month

38. Receipt Schedules
UCR
e Bill receipts which includes Telephone, Electricity bill etc
Drawn from Bank
Postage revenue realised in cash
Speed post revenue
Stamps received from CSD
Customs duty collected
Remittance received from other HO
PB Deposits
PLI Receipts
RPLI Receipts
EMD Receipts…….

39. Payment Schedules UCP e Bill payments Telephone, Electricity bill etc
Remitted to Bank
Void MO Payments
All types of Pension Schedule along with pension paid vouchers
DCRG Payments, Commutation Payments, CGEGIS’80 Payments, EL Encashment
Bills Paid statements along with Bills
Remittance Made to other HO
PLI Payments
Loan
OTL
RPLI Payments
EMD Payments…….

40. User Defined Schedules
Sale of KPSC Forms
Business Post - Cash on Delivery
Logistic
Building Maintenance
Railway receipts
Retail Post
Media Post
RMOH other Circle
Sale of First day cover, Greeting etc
Sale of all kinds of forms like UPSC etc
Service Tax
Speed Post – Cash o Delivery
World Net express Revenue

41. 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

42. 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

43. 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

44. 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