Procedure for supplementary accounts in Post Offices

This document explains the steps to be followed in generating the Cash account for March, supplementary cash book as well as the supplementary cash account and later the general cash book.  Great care may be taken in proceeding with the work.  So, please go through this document entirely, before the work on supplementary accounts is taken up 

Declaring the working days for March and April

During the month of March, when the Day begin is done for the first time in the sub accounts module, the Supervisor is expected to enter the last working day in the month of March and the first working day in the month of April. For the current year 2014, it will be 29/31.3.2014(last working day in March 2014) and 01.04.2014(first working day in April 2014). This is taken as the default value in the application. This may kindly be checked up(use the menu Tools – Supplementary dates working as Supervisor). If there are some other dates, they may be changed to 29/31.3.2014 and 01.04.2014 respectively, before 29th/30th March.

Regular cashbook during the month of March

Regular work in all the modules leading to the generation of cashbook can continue up to 29th/30th March in the usual course and there is no change

Generation of cash account for March (regular)

All HOs should note that cash account for March (regular) should be generated before supplementary transactions commence. So, on the first of April, the accounts branch has to generate cash account for March, preferably before day begin is done in sub accounts module (though this is not a precondition, it ensures that work in supplementary accounts is not started)

Work in supplementary accounts

Please note that the Meghdoot module provides for seven supplementaries. Daily accounts of all sub offices for March should be obtained latest by seven supplementary and incorporated in the accounts.

After the cash account for March 2014 (regular) is generated, day begin can be done in sub accounts module in the usual course.

First supplementary

Daily accounts received should be segregated between those of March and of April and bundled separately. The daily accounts of April should be entered using the usual menu Data entry – SO daily accounts and selecting the appropriate SOs. Note that supplementary daily accounts should not be posted using this menu. The daily accounts of March should be posted using the menu Supplementary – SupplementarydataSO. On completion of the posting, printing of SO summaries can be taken separately for regular and supplementary (for supplementary, use the menu Supplementary – Printing SO reports). Other tasks of preparing SO slips should be done in the usual course. 

At the end of the day, remittances should be verified in the usual course. After such verification, daily account adjustments for remittances of daily accounts of April should be done in the usual course first. Thereafter, the adjustment of remittances in March daily accounts should be taken up using the menu Supplementary – Remittances – SO daily account. While carrying out such adjustments, note down the details of remittances made by SOs in March which are acknowledged in April (called technical transit).

On completion of the adjustment of remittances as per daily accounts, view the transit and advance items pending in the following sequence

1. Regular transit and advance using the menu Transit – SO transit figures or SO Advance figures

2. Supplementary transit and advance using the menu Supplementary – SO Transit figures and SO Advance figures

3. Consolidated transit using the menu Supplementary – Consolidated transit – Technical transit

Note that the third item will show you all the remittances in transit including those of April. 

Now please add the technical transit items, using the Add button here. Please note that such items added will not appear here on the day of adding but will be available in the print out. This has to be invariably done for the supplementary accounts to tally correctly. This technical transit item which will remain pending for adjustment throughout the supplementary period will automatically get adjusted after the last supplementary when you move over to the regular accounts

On completion of such addition, the operator should take the print out of transit and advance summaries for both regular and supplementary transactions.

Now, the accounts branch can generate the cash book for first supplementary.

While the supplementary transactions are pending, regular cash book should not be generated. 

The HO can generate only the HO summary and regular SO summary for the days when supplementary accounts are pending.

On completion of all these tasks, day end can be done in all the modules of Meghdoot for the first April

Second and third supplementary

The same process as above should be repeated for second and third supplementary(if any) during which period regular cashbook should never be generated. Technical transit items should be added as in first supplementary.

On the day of last supplementary when all the remaining daily accounts of March 30 are received, the details of balances(red ink particulars) for the HO and SO balances of all SOs of date 29/31.3 should be noted down. The total of technical transit and the unadjusted transit of March, corresponding to the details of closing balance as per Supplementary cash book should also be noted down. These details are required for generation of supplementary cash account.

Supplementary cash account

On completion of all the supplementary accounts and on generation of the cashbook for the last supplementary, the supplementary cash account can also be generated.

The accounts branch has to now access the cash account menu and select the March month. A dialog box will come up prompting to furnish details of balance. Click the Yes button. In the next window, you will find the details of closing balance of March as furnished initially. You have to now edit this figure to enter the details of SO balance and transit for the last supplementary (HO balance need not be changed) and generate the supplementary cash account. The cash account will now furnish the transactions including that of supplementaries and also the red ink particulars correctly. 

After the supplementary cash account is generated, the regular cash book can be generated from the next day onwards

Regular cashbook for April

It is reiterated that regular cash book generation should never be attempted when the supplementary accounts are still in progress. You can proceed with generating regular cashbook from the subsequent day onwards (and also for 1st April and subsequent days) after the last supplementary including.

Note : minimum one supplementary is compulsory