Standard Operating Procedure (SOP) for Verification of B.O. Daily Accounts and S.O. Daily Accounts at Account Offices

Introduction

This Standard Operating Procedure (SOP) is issued by the Government of India, Ministry of Communications, Department of Posts, under the Advanced Postal Technology (A.P.T.) initiative. It outlines the systematic process for verifying Branch Office (B.O.) and Sub Office (S.O.) daily accounts at Account Offices to ensure accuracy and compliance with departmental guidelines.

Abbreviations

SL No.	Abbreviation	Description
1	BO	Branch Office
2	CBS	Core Banking Solution
3	DO	Divisional Office
4	DTR	Daily Transaction Report
5	HO	Head Office
6	IPPB	India Post Payments Bank
7	PA	Postal Assistant
8	PAO	Postal Account Office
9	PLI	Postal Life Insurance
10	SO	Sub Office
11	SOP	Standard Operating Procedure
12	TCB	Treasurer's Cash Book

Disclaimer

This SOP is intended for use within the APT application for verifying B.O. and S.O. daily accounts at Account Offices. It should not be cited as an official ruling. In case of any discrepancies, users must refer to the respective departmental manuals and guidelines.

Detailed Procedure

1. Steps to be Followed Before Generating DTR by SOs and HOs

1. Data Fetching: Ensure CBS and IPPB data are successfully fetched via the Treasury → Tools menu. Counter PAs must complete cash operations (received from counter, Wallet adjustments, cash to treasury) after data fetching.
2. Account Submission: Verify that the Submit Account process is completed for all active counters (Booking, Pickup & Induction, Delivery, Philately) and cross-checked with relevant reports.
3. Balance Reconciliation: If DTR and TCB balances do not match, investigate reasons such as missing data or unsubmitted accounts. Treasury day-end is prohibited until discrepancies are resolved.
4. Mismatch Handling: If CBS, IPPB, or PLI data is missing, manually enter mismatched entries in the DTR after verification. Ensure mismatch entries align with available cash balances.
5. Day-End Reversal: Divisional Offices can reverse the treasury module day-end if data is missing. After reversal, complete pending transactions and perform day-end again.

2. Steps for Account Verification of Subordinate Offices

1. BO Daily Accounts: Sub Offices must verify all BO daily accounts. SO daily accounts include both SO and BO data. Generate SO daily accounts in the sub-accounts module after BO verification.
2. Verification Scenarios:
   • Matching Data: Verify accounts by comparing electronic data with physical daily accounts, vouchers, and reports.
   • Mismatch Reconciliation: Use the Account Mismatch Reconciliation option to correct entries based on subordinate office reports/vouchers. Ensure mismatch totals align with account heads.
3. Document Submission: Sub Offices must send SO daily accounts, SO DTR, BO daily accounts, and supporting documents to HOs for verification.
4. HO Verification: HO Sub Accounts PAs must confirm that the last page of SO daily accounts includes all BO details and balances match the attached DTR and BO accounts. Verify all SO daily accounts accordingly.
5. HO Summary and Cash Book: After verifying SO accounts, the HO Accountant checks the HO Summary to ensure all sub-offices are included. Incorporate HO Summary data into the cash book, tally it with SO Summary, and submit to PAO.

Conclusion

This SOP ensures a standardized and efficient process for verifying B.O. and S.O. daily accounts at Account Offices, minimizing discrepancies and enhancing accountability. Adherence to these procedures is critical for maintaining accurate financial records and compliance with departmental regulations.

DOWNLOAD SOP ON VERIFICATION OF BO AND SO DAILY ACCOUNTS IN POST OFFICES