SOP for handling mismatch between DTR and TCB in IT 2.0

1. This document explains the process to be followed at SO/HO in order to handle certain exceptional issues that are noticed after implementation of same day accounting by integrating with IPPB/CBS/PLI. This process shall be limited to the period of rollout and shall be reviewed after completion of rollout.
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4. Transactions pertaining to IPPB/CBS/PLI are done in the external solutions and the accounting integrations are done in order to complete the Same day accounting. However, due to various Operational/Integration/Network issues few practical scenarios are raised as tickets in which physical cash is not get tallied with the closing balance shown in Daily Account. In order to address these issues, below mentioned two provisions are made:

   a) Reversal of Day End:

   1. Option to reverse Day End activity is provided to Divisional Head under Treasury→Tools option.
   2. This shall be visible to the authority provided with "Treasury Divisional Head" role.
   3. This can be used in order to revert day end performed by the Departmental Post Offices erroneously, without including the transactions done in external solutions as mentioned above.
   4. This can be used on the date of transaction only, in order to facilitate the Post offices to perform the Day End again, after fetching required information.
   5. A real-time MIS with details of units wherever DTR balance has gone negative is provided to Divisional Head to facilitate this corrective action.

   b) Correction of accounting entries by next higher Accounting unit:

   1. This provision shall be used to handle cases where physical cash is tallied with TCB, but few accounting entries are missed in DTR (Daily Transaction Report), due to integrations
   2. At the time of Day end, system checks the closing cash balance with that of DTR. In case of mismatch, user shall be prompted to cross check and incorporate missing transactions.
   3. Post Office user (SO/BO) shall be enabled to enter mismatch entries to the extent of cash closing balance so that cash and DTR balances gets tallied and day end can be performed. Below mentioned mismatch entries shall be allowed to be entered:

      Code	Description	Type
      8671002400	CBS Data_Receipts_Mismatch	Receipt Side
      8671002600	CBS Data_Payments_Mismatch	Payment Side
      8671002800	PLI/RPLI Data_Receipts_Mismatch	Receipt Side
      8671003000	PLI/RPLI Data_Payments_Mismatch	Payment Side
      8671003200	IPPB Data_Receipts_Mismatch	Receipt Side
      8671003400	IPPB Data_Payments_Mismatch	Payment Side
      8671003600	Other Data_Receipts_Mismatch	Receipt Side
      8671003800	Other Data_Payments_Mismatch	Payment Side

   4. Electronic data of DTR data along with mismatch entries made by BO/SO, shall be available immediately to next accounting unit (SO in case of BOs, HO in case of SOs) as is being done now.
   5. On receipt of Account bag, Account Office (HO/SO as the case may be) verifies the vouchers and other details to cross check the mismatch entries made by subordinate offices. For this purpose, the reports as available in respective modules like CBS/PLI/IPPB etc can be checked for confirmation of the entries. Based on the above information, Account Office shall post entries against correct account heads by clearing the mismatch entries viz., one leg will be mismatch cleared entry and other leg will be respective account head(s).

      Code	Description	Type
      8671002500	CBS Data_Receipts_Mismatch_Cleared	Payment Side
      8671002700	CBS Data_Payments_Mismatch_Cleared	Receipt Side
      8671002900	PLI/RPLI Data_Receipts_Mismatch_Cleared	Payment Side
      8671003100	PLI/RPLI Data_Payments_Mismatch_Cleared	Receipt Side
      8671003300	IPPB Data_Receipts_Mismatch_Cleared	Payment Side
      8671003500	IPPB Data_Payments_Mismatch_Cleared	Receipt Side
      8671003700	Other Data_Receipts_Mismatch_Cleared	Payment Side
      8671003900	Other Data_Payments_Mismatch_Cleared	Receipt Side

   6. Once mismatch entries are cleared then only daily account can be verified by the account office in ACCOUNTS Microservice.
   7. Post clearance of mismatch entries, revised DTR need to be generated by the Account Office and kept on record.
   8. Details of mismatch entries done by the units (BO/SO) and clearance entries posted by the respective Accounts Office (HO/SO) shall be made available to the Divisional Head and other units, if any, for further verification/enquiry.

   

   
   
   
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