Sub Post Office Inspection & Compliance Checklist - Circle/Regional Checking Squad – Operational, Financial & Service Verification Guide

Circle/Regional Checking Squad – Sub Post Office Checklist

(Based on Directorate & Circle Office Vigilance Checking Instructions)

The following checks are to be carried out during inspection of Sub Post Offices, along with the system/module and navigation path for verification.

Key Focus Areas During Inspection

Treasury & Stock Verification

• Cash Balance
• Stamp Balance
• IPO Stock
• Cash in Transit
• Blank Passbook Stock

Counter Operations

• Counter Cash
• Cancelled Transactions
• Cancelled Bank Cheques
• Franking Machine Licences

BO Accounts Verification

• BO Cash Balance
• BO Stamp Balance

Staff & Security Checks

• Verify active user IDs.
• Ensure transferred/retired officials' IDs are deactivated.
• Cross-check employees working in APT and Finacle.

Financial & Savings Checks

• Aadhaar Transactions
• ATM Cash Loading
• Revived Silent Accounts
• IPPB Deposits and Reconciliation

Mail Operations

• Tracking verification of Speed Post and Parcels.

Compiled by:
Krishnaraja Vittala Bhat, ASP, Mangaluru East Sub Division
Date: 24.07.2026.

Sub Post Office Inspection Checklist – Check Item-wise Verification Procedure

1. Cash Balance

Verify the cash balance available in the office treasury by logging in with the SPM ID and navigating to Home → Wallet Balance. Compare the system balance with the physical cash balance available in the office.

2. Stamp Balance

Check the stock of stamps available in the office through Home → Others → Treasury → Report → Stamps. Ensure the physical stock agrees with the system balance.

3. IPO Stock

Verify the stock of Indian Postal Orders (IPOs) using Home → Others → Treasury → Report → IPO Stock and compare it with the physical stock register.

4. Counter Cash

Review the cash available with counter operators through Counter Operations → View Counter Status. Ensure counter cash matches the system records.

5. Cash in Transit

Verify all cash remittances pending receipt through Home → Others → Treasury Booking → Cash Transaction → Cash-in-Transit and ensure there are no abnormal pending entries.

6. Cancelled Bank Cheques

Check cancelled cheque records through Bank Module → Reports → Check Report and select cancelled cheques. Verify proper accounting and preservation of cancelled instruments.

7. BO Daily Accounts – Cash Balance

Access Home → Accounts → Reports → Daily Transaction Report and enter the BO ID. Verify the Branch Office cash balance reflected in the report.

8. BO Daily Accounts – Stamp Balance

Using the Daily Transaction Report, verify the stamp balance of the Branch Office and ensure it agrees with BO records.

9. Prepaid Articles Booked During Last Month

Using Supervisor ID, open Detailed Report → Booking Solution → Counter Operations → Reports and review the number of prepaid articles booked during the last month. Check for unusually high bookings.

10. Cancelled/Expired Franking Machine Licences

Access the Franking Office Supervisor option through Divisional Login and verify whether any cancelled or expired franking machine licences are still active.

11. Cancelled Transactions

Review cancelled transactions through Counter Operations → Reports → Cancelled and verify that all cancellations are properly authorized and recorded.

12. Aadhaar Updations

Generate the Miscellaneous Transaction Report through Supervisor Login and verify Aadhaar update transactions carried out during the selected period.

13. Staff Working in the System (APT)

Through Supervisor ID, access Allocate Counter to Operator and note the employee IDs currently working in the system. Verify authorization and deployment.

14. Staff Working in the System (Finacle)

Generate the User Report in Finacle using Postmaster Login and verify the list of active users and their roles.

15. Active User IDs of Transferred/Retired Officials

Check the Establishment Register under Post Management and verify that IDs of transferred, retired, or expired officials have been deactivated.

16. Stock of Blank Passbooks

Access Treasury → Others → Inventory → Passbook and compare system stock with physical stock and stock register balances.

17. Cash Loaded in ATM During Last Month

In Finacle, use HACLINQ and enter the ATM account details. Verify ATM cash loading transactions during the previous month.

18. Revived Silent Accounts

Generate the Savings_Silent_Accounts_Revived report and verify accounts that were revived during the inspection period.

19. Returned from IPPB Agent

Use Treasury → Tools → IPPB Data Fetch and verify whether cash returned by the IPPB Agent at end of day was correctly entered by the counter assistant and accounted for.

20. IPPB Entries Verification

Verify that total IPPB cash deposits and withdrawals are correctly reflected in the BODA of all attached Branch Offices and match Finacle records.

21. Tracking Report

Verify at least 10 Speed Post articles and 10 parcels from different bags through the Tracking Report. Ensure that the office of booking and tracking details are correctly reflected in the system.