SB Order 09/2026 Standard Operating Procedure (SOP) for Accounting & Verification of POSB accounting at Post Office after implementation of APT 2.0

 

SB Order No. 09/2026 – SOP for Accounting & Verification of POSB Transactions in APT 2.0

Issued by: Department of Posts, Financial Services Division

Date: 24.07.2026

Purpose: To prescribe a Standard Operating Procedure (SOP) for accounting, reconciliation, and verification of POSB CBS transactions after implementation of APT 2.0.

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1. Objective

The SOP aims to ensure that all POSB transactions performed in Finacle and DREAM App are correctly accounted for in APT 2.0 through API integration and verified daily at various levels to maintain accuracy and transparency in accounts.

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2. Important Day-End Instructions

Before Day-End

• Complete all CBS transactions in Finacle/DREAM App.
• Execute CSMDAY in HOs/SOs.
• Execute Close Account in DREAM App for BOs.
• No transaction should be performed after successful completion of CSMDAY/Close Account.
• CBS data is extracted from Finacle for accounting in APT only after these activities.

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3. Responsibilities of Branch Post Offices (BOs)

Daily Activities

• Perform Day Begin in DREAM App.
• Conduct CBS transactions only between Day Begin and Day End.
• Check and clear all pending CBS transactions before Close Account.
• Generate and verify Daily Transaction Report.
• Ensure all transactions are reflected in BO Daily Account (BODA).

Handling Mismatches

If transactions are not reflected in BODA:

• Account separately under:
  • CBS Receipt Mismatch
  • CBS Payment Mismatch
• Receipt and payment mismatches must never be netted off.
• Record mismatch details manually in BODA.
• Inform the Account Office for reconciliation.

Responsibility

• BPM is responsible for correctness and daily incorporation of CBS data in BODA.

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4. Responsibilities of HOs/SOs – Own Office Transactions

Key Instructions

• All CBS transactions must be performed only in Finacle.
• Direct accounting in APT should be avoided.
• Ensure API data is fetched before APT Day End.
• Verify that all CBS receipts and payments are reflected in Daily Transaction Report (DTR).

Mismatch Handling

• Missing transactions due to technical issues must be accounted under:
  • CBS Receipt Mismatch
  • CBS Payment Mismatch
• Netting of mismatches is prohibited.

Responsibility

• Postmaster/SPM is responsible for correctness of CBS accounting and reporting mismatches to Account Office.

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5. Verification of Subordinate Office Transactions

Account Office Responsibilities

• Generate Finacle CBS reports for subordinate offices.
• Verify BODA/SODA with Finacle reports.
• Reconcile discrepancies through Sub Accounts Module.

When Mismatch Exists

• Correct account codes using Finacle reports.
• Reclassify mismatch receipts/payments under proper account heads.

When Transactions Are Missing but No Mismatch Is Reported

• Raise Error Book entry.
• Call for explanation from SPM/BPM.
• No accounting correction should be made for that day.
• Repeated cases must be reported to Divisional Head.

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6. Responsibilities of SBCO at Head Office

Daily Verification

• Generate consolidated Finacle GL reports.
• Download HO Cash Book.
• Verify account-code-wise matching between:
  • Finacle CBS Reports
  • HO Cash Book
• Identify and investigate discrepancies.

Discrepancy Management

• Maintain a CBS Daily Discrepancy Reconciliation Register.
• Monitor settlement of discrepancies.
• Verify rectification through Transfer Entries and Adjustment Entries.
• Consider discrepancy settled only after verification.

Monthly Reporting

• Submit Monthly Reconciliation Report to PAO.
• Due date: On or before 4th of succeeding month.
• Report must be jointly signed by:
  • SBCO In-charge
  • Postmaster
• Copy to Divisional Office.

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7. Responsibilities of Postmaster

The Postmaster must ensure:

• All POSB transactions are completed before CSMDAY.
• CBS mismatch entries are adjusted.
• Error Book entries are attended promptly.
• SBCO receives HO Cash Book.
• Daily comparison of Cash Book and Finacle reports.
• Daily account-code-wise reconciliation.
• Discrepancies are settled on the next working day.
• Monthly reports are submitted on time.

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8. Monitoring Responsibilities

Sub-Divisional Office

• Monitor compliance by BOs and SOs.

Divisional Office

• Monitor compliance by HOs and SBCOs.

Inspecting Authorities

• Verify the CBS Daily Discrepancy Reconciliation Register during inspections.
• Record observations in Inspection Reports.

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9. Key Reports for Reconciliation

Same-Day Reports (Production Server)

• GL IT 2.0 Transaction Report – Consolidated
• GL IT 2.0 Transaction Report – Detailed
• GL IT 2.0 Report GL Wise – Consolidated

Previous-Day Reports (MIS Server)

• GL IT 2.0 Transaction Report – Consolidated
• GL IT 2.0 Transaction Report – Detailed
• GL IT 2.0 Report GL Wise – Consolidated

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10. Important Takeaways

✅ No CBS transaction should remain pending before Day End.

✅ Receipt and Payment mismatches must be accounted separately.

✅ Daily reconciliation between Finacle and APT is mandatory.

✅ SBCO must maintain a permanent discrepancy register.

✅ Monthly reconciliation report must reach PAO by the 4th of every month.

✅ Divisional and Inspection authorities must continuously monitor compliance.

Download SB Order 09/2026 in PDF from CEPT