Sub accounts and treasury
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Sub accounts and Treasury. Accounting network. 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

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Sub accounts and Treasury

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Sub accounts and Treasury

Accounting network


  • 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

Computerised office - links

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

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

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

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

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

Distribution of contents

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

Common irregularities by BOs

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

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

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

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

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

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

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

Closing of BO bag

  • Subaccounts PA collects the following and includes in BO bag

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

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

Accounting work at PO

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

  • Exercise 1

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

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

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

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

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

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

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

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

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

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

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

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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