Standard Operating Procedure (SOP) for processing COD payment using ZCOD_DUPLICATES to identify and exclude duplicate entries

File No.: 16-06/2020-PD Part(1)

Government of India

Department of Posts

(Parcel Directorate)

Location: Malcha Marg Post Office Complex,

Chanakyapuri, New Delhi-110021

Date: 30-04-2025

To: 

The Chief Postmasters General (CPMsG), All Circles

Subject: Standard Operating Procedure (SOP) for processing COD payment using ZCOD_DUPLICATES to identify and exclude duplicate entries.

Key Instructions:
Background:

• Instructions from CEPT highlighted issues with multiple liability documents being created for the same assignment number.
• To prevent this, strict adherence to the new SOP is mandated.
• New T-Code Implementation:
• ZCOD_DUPLICATES: A new T-Code provided by CSI to identify and exclude duplicate entries before processing payments to billers.

SOP Requirements:

• Circles must circulate the enclosed SOP and ensure users perform the following checks before payment:
• Duplicate Detection: Use FBLSN T-Code to routinely check for duplicate accounting/liability documents for delivered COD articles.
• Reversal Process: Duplicate documents must be reversed by raising a ticket with the F&A Team, leaving only one valid document for payment.
• Data Retention Policy:
• COD article data is retained in the system for one year only. Vigilant checks during inspections/visits are required.
• Approval: Issued with the approval of the competent authority.

Enclosure: SOP documents as referenced.

Signed by:
(Anna Paul)
Additional General Manager
Notes:

• Purpose: Streamline COD payment processing by eliminating duplicate entries.

Action Items:

• Use ZCOD_DUPLICATES for pre-payment checks.
• Train staff on SOP compliance.
• Monitor data retention timelines.

Clarity: Document is directive in nature, with emphasis on procedural adherence.