Gist of VC with CEPT: Daily Account Verification & Cashbook Submission

Key Principle: The cash balance must always match. Mismatch entries are a temporary accounting tool, not a solution for unresolved differences.

Action Points:

1. OB/CB Mismatch: If the Opening and Closing balances don't match, identify the specific Sub/Head Office(s) causing the discrepancy. Reverse the accounts for those offices, then re-verify.
2. Holiday/Sunday Transactions: Only offices that actually performed transactions on a holiday/Sunday should submit accounts. SOs must exclude inactive BOs, and HOs must exclude inactive SOs for that specific day. A separate function in the system is available for this exclusion.
3. Mismatch Entry Cancellation: The office that created a mismatch entry must be the one to cancel it. For example, if an SO creates a mismatch, the HO reconciles it, and then the SO must formally cancel the entry.
4. Transfer Entries: These can only be processed after the Cashbook is submitted to the PAO (Pay & Accounts Office). The PAO will then verify the transfer.
5. Reversing a Submitted Cashbook: If a Cashbook sent to the PAO needs to be reversed, the HO must formally inform the PAO with a reason. The PAO will then raise a ticket with CEPT.
6. Unsubstantiated Mismatch Entries: Mismatch entries made without a valid reason—simply to force a balance match—are unacceptable. Field units must consult with the Divisional Office to resolve the underlying issue. CEPT cannot advise on how to reconcile such entries.
7. Self-Verification of Mismatch Entries: If the same office creates a mismatch entry and its corresponding reconciliation entry, the system should not verify it. A ticket must be raised for CEPT, as this was an early post-rollout issue that should not occur now.