Accounting Reconciliation of wrong entries in the Treasury Module

An Accounting Entry Deletion and reconciliation have been introduced in the Treasury module to reconcile the wrongly entered accounting entries for the previous dates. This option is available under the Tools menu when logged in with a Treasury supervisor account.

During day end in case if difference is noticed between DTR closing balance and physical cash balance, system will prompt Treasury Supervisor. Supervisor need to check and tally with the transactional reports of the day with that of physical cash received and ensure that cash is received and submit accounts done properly in all the services. If any of the accounting entries are found missing, then the supervisor need to make a mismatch transactions entry under relevant heads (viz., CBS/ PLI/ IPPB/ Other Receipt/ Payment mismatch) so that DTR CB will get tallied with physical CB. Said provision is available both for Departmental Offices in portal and for BOs in IMA.

Account office upon receipt of daily account from subordinate office, need to classify mismatch entries to proper account heads during account verification in Accounts Module.

If any of the accounting entries are found excess, treasury supervisor need to fetch accounting entries of concerned day under Tools - Accounting Entry cancellation option and cancel the required entries so that same will get accounted for in current date with negative entry.

Cancellation of accounting entries in respect of BOs need to be done by the account offices in the Accounts Module, for which negative entries will be passed into the current day’s DTR of the BO which needs to be reconciled by the BOs during day end by entering the Mismatch accounting entries.

Steps to cancel the wrong Accounting entries:

Access the Menu:

• Click on the Accounting Entry Deletion menu. 
• A window with a date selection option will be displayed.

Select the Date:

• Choose the date of the DTR (Daily Transaction Report) for which incorrect entries need to be deleted. Enter the necessary remarks and click on Get Details.

Review and Delete Entries:

• All entries made on the selected date will be displayed below. Select the incorrect entries to be deleted and click on the Delete button. This will remove the selected entries for that accounting date. Corresponding negative entries will automatically be passed in the current day's DTR for the respective post office.

Reconciliation of the deleted entries

a. If Deleted Entries were already adjusted:

• If the entries being deleted were already adjusted on subsequent days, deletion of the entries should be done for the wrongly entered date DTR as well as the DTR of the adjusted date to prevent mismatches in the current day's DTR.

b. If Deleted entries are not yet adjusted:

• If the incorrect entries being deleted on the current day have not been adjusted up to the current date, mismatched entries will be generated during the treasury's day-end process. These mismatched entries will be sent to the accounting office, where they will be reconciled using the correct account codes based on CBS/PLI/IPPB or other relevant vouchers and reports.

During account verification, if any issues are found, the account office needs to raise an error entry and the concerned office needs to respond to the same as to how and when the accounting correction has been carried out. Account office, upon receipt of response will cross check details and will close error entry if found satisfactory.