Submission of Daily Cash Book & Monthly Cash Account by DDOs - DOP OM No.PAF-Tech/01/301/Rollout/25J29471 dated 29/10/2025

PAF-Tech/01/301/Rollout/25J29471

MINISTRY OF COMMUNICATIONS

DEPARTMENT OF POSTS

PAF WING, DAK BHAWAN

(TECH SECTION)

Dated: 29th October 2025

All the CPMsG

Sub: Submission of Daily Cash Book & Monthly Cash Account by DDOs - reg

Ref: This Office Letter of even no. dated 30th September 2025

This is regarding the submission of Daily Cash Books and Monthly Cash Accounts by DDOs through the APT Solution and has reference to the letter cited above.

As per para 4 of the above cited letter, it was requested to ensure that all pending Cash Books upto 30.09.2025 are submitted to PAO by 06.10.2025, for incorporation of accounts data in PFMS. PAF Wing conducted a series of VCs with PAOs on a daily basis to ensure that the accounts are closed incorporating all Cash Book data from the DDOs. Recently, a two day Workshop was also conducted with all PAOs at Nagpur on 27.10.2025 and 28.10.2025.

During the Review of Annual Business Plan with Heads of Circles by the HMoC on 29.10.2025, it was reported by the Circles that there are differences between the actual business and the revenue booked in Lekha upto the month of September 2025. Government Accounting is Cash based. The booking is dependent on the Accounts data submitted by the DDOs. Hence a proper monitoring of the Cash Book submission by DDOs and its booking in eLekha by PAOs is necessary

In this connection, HMoC has directed that it is to be monitored closely in the Circle by a Committee headed by the Head of PAOs. In pursuance of these directions, a Committee comprising of Accounts and Administrative Offices, chaired by the Head of the PAO, may kindly be formed in each Circle immediately, with members as mentioned below.

Head of the PAO - Chairperson
APMG/AD concerned at CO - Member
Sr.AO/AO concerned at PAO - Member -Convenor
AD concerned from each RO - Member

Representative from Divisions - As per requirement

The Committee shall to ensure the following

(i) Daily Cash Book of a date is submitted to PAO within T+3 days by all DDOs

(ii) Daily Cash Book of NCDDOs of Administrative Offices on T+1 days

(iii) Daily Cash Book of other NCDDOs maximum within T+2 days

(iv) Daily Cash Book of CDDOs (HOs) maximum within T+3 days

(v) Submit all pending Cash Books of the month by all DDOs before 4th of the following month

(vi) Identify the Technical / Operational / Accounting issues

(vii) Technical Issues are taken up with CEPT through Circle Office

(viii) Operational Issues are addressed by the respective Administrative Offices

(x) Accounting Clarifications are taken up with PAF Wing through PAO

(x) Only Cash Based data (Money Received/Paid) is compared for identifying the differences

(xi) Submit Daily Cash Book Data to PFMS by the PAOs

(xii) Satisfy that all the Accounts Data for all DDOs and Dates in a month is incorporated in PFMS/eLekha in time before closure of the Accounts for the month.

(xiii) Reconciliations, if any, may be carried out with the source system reports by the DDOs and rectify through "Transfer Entry" to ensure that there is No Excess / Short Booking.

(xiv) Submission of Monthly Cash Accounts incorporating "Transfer Entries" (Month Cash Account = Daily Cash Books + Transfer Entries) by 4th of the following Month

(xv) Visit the defaulting units to identify the systemic issues and address them.

(xvi) Submit Monthly Report as per Annexure by 10th of the following month

For the Accounts closure for the month of October 2025, the following may be ensured by the Committee:

a. Analyse the difference between booked figure and actual figures from 01.04.2025 top 30.09.2025.

b. Pending Data in SAP may be analysed and submitted to PFMS by PAOs

c. Submission of Cash Books upto 31.10.2025 by all the DDOs

d. In case of any unresolved technical issues before closure of accounts for October 2025, Accounts data for the pending dates may be submitted by the DDOs to PAOs, for booking in PFMS before closure of accounts of October 2025, by 06.11.2025

e. Rectify booking in PFMS by posting manual Transfer entries, to ensure that there is no excess booking / short booking in PFMS.

f. Head of Circle to be intimated the overall bookings upto 31.10.2025 along with the issues being faced, before closure of the accounts in PFMS by 06.11.2025

g. DDO-Wise status report to be submitted to PAF Wing by 10.11.2025, in the proforma mentioned in the Annexure

This issues with the approval of the Competent Authority

Sharon Shefali Gupta

DDG(Budget & Accounts)

Copy to:

Sr. PPS to Secretary (Posts)
Sr. PPS to DGPS
Sr. PPS to Member (Tech)
Sr. PPS t Member(O)
CGM (PLI)/ CGM(Parcels)
All the Heads of PAOs to ensure that all the Cash Books Accounts data received is incorporated in October 2025 Accounts Consolidation, in PFMS.
The General Manager(BD)/DDSG (of respective verticals) in Dak Bhawan for information and necessary action.
The General Manager, CEPT, Bengaluru with a request to resolve the technical issues raised by the Circles, before closure of the Accounts of October 2025, by 06.11.2025