Process and steps for verification of daily accounts

Verification of BO Daily Accounts

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• All BO daily accounts must be verified by their respective SOs, as per the process in Section B

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• Generate the BO Summary and ensure that the verified data matches accurately

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• Verify that the opening balance (OB) in the BO Summary of the current day matches with the closing balance (CB) of the previous day in respect of each Branch office which is available at the end of the BO summary to ensure the accuracy of the data.

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Verification of SO Daily Accounts

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• All SO daily accounts must be verified by the Head Office (HO), following the above process

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• During verification, the HO must ensure that all BO daily accounts under each SO have been duly verified.

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Process and steps for verification of daily accounts

Checking BO Verification Status

• The list of verified BOs will be displayed at the end of the SO daily account page (as received by the HO from the respective SOs).

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Generating and Tallying the SO Summary

• Once the SO daily accounts are verified, the SO Summary should be generated and reconciled with the daily accounts.
• Verify that the opening balance (OB) in the SO Summary of the current day matches with the closing balance (CB) of the previous day in respect of each sub office which is available at the end of the SO summary to ensure the accuracy of the data.

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Accounts Consolidation and Generation of Cash Book

Accounts Consolidation

• In the Accounts Consolidation card, navigate to the Cash Book menu.
• Select the date and click Fetch to view all verified subordinate office data.
• In Step 1, click Submit to Cash Book to incorporate HO data into the Cash Book.

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Viewing and Comparing the Cash Book

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• Use the View Cash Book option to compare it with the HO Summary and SO Summary for accuracy.
• Verify the Postmaster’s Balance Sheet at the end of the Cash Book and ensure that the grand totals of receipts and payments agree

Submission of Cash Book to PAO

• Once all data is verified and reconciled, the designated official must submit the Cash Book to the PAO.

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Mismatch Transactions Done wrongly @ Treasury Module.

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1. Net Amount shown in Mismatch entry instead of showing

both Receipts & Payments.

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Sol:- Provision available during Accounts verification i.e

Modify Mismatch, here only difference amount

to be entered in both Receipts & Payments side

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Mismatch Transactions Done wrongly @ Treasury Module.

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2. Mismatch Entry Cancelation

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Sol:- There is no provision to cancel the Mismatch

Adjustment entry, Please reconcile the Mismatch

Entry. Provision is provided to cancel the

reconciled entry.

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1

Accounts

Cancelation of BO Accounting Entries.

For Cancelation of Duplicated/wrong accounting entries provision available @ Account office:- Accounts--- Accounts Verification---Accounting Entry Cancelation

2

TREASURY

Cancelation of PO Accounting Entries.

Please delete the wrong/excess entry using the ACCOUNTING ENTY CANCELATION option available in Treasury ---Tools after making necessary error entries.

Mismatch Transactions Done wrongly @ Treasury Module.

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3. Mismatch Entry Reconciliation done Wrongly

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Sol:- In few tickets its observed that Mismatch entry was

reconciled wrongly with Mismatch Cleared entry. In

this case its not possible to cancel the mismatch

cleared entry.

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A transfer entry should be made only after submission

of the cashbook to the PAO and after incorporating the

necessary error entries

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Accounts

Transfer Posting

Accounted figures can be transferred from one Head of Account to Another through Accounts-----Accounts Consolidation---Transfer Posting option. Transfer posting option can be used only after submission of Cash Book. Further Transfer posting has be approved by the respective PAO based on the submitted Cash Book.

TREASURY

Supply of HOA / Account Heads

HOA / Account codes are available for view/download in Treasury Module---Reports--- Accounting and other Reports--- Search HOA/Account Codes. Further clarification may please be obtained from concerned DO Accountant.

1

Accounts

Unable to Verify the Daily Accounts

unable to verify the BODA / SODA at AO / HO, showing error as Mismatch in Total Receipts & Total Payments.

2

Accounts

Difference between CB with OB

Difference between CB with OB during Accounts Verification. Actual CB in – negative balance, but previous date OB will be showing as today OB too.

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