APT Bank Module SOP for Online Remittance to Bank Electronic Mode and Reconciliation

APT Bank Module SOP for Remittance to Bank – Electronic Mode Transactions Fetching and Reconciliation

The Department of Posts has issued a Standard Operating Procedure (SOP) for processing, fetching and reconciling online remittance transactions in the Advanced Postal Technology (APT) Bank Module. The SOP provides a standardized mechanism for handling electronic remittances received through NEFT and their subsequent reconciliation. 

Purpose

This SOP outlines the detailed process for fetching online remittance transactions from the Treasury system and reconciling them in the Bank Module to ensure accurate accounting and timely reconciliation.

Scope

The SOP applies to all HO Treasury Operators, Treasury Supervisors and Bank Module users involved in processing and reconciling electronic remittances to banks in the Bank Module. 

Scenario 1: NEFT Credited to HO Postmaster Account and Transaction Processed in the Same Office

When a NEFT amount is credited directly to the Head Office (HO) Postmaster account and the accounting office is the same HO, the bill or treasury transaction shall be processed normally in the system. After successful verification, the concerned HO shall proceed with Remittance to Bank – Electronic Mode through the Treasury Miscellaneous Transactions menu and complete the process as prescribed. 

Scenario 2: NEFT Credited to HO Postmaster Account but Processed at a Nodal Office Under the Same DDO

At the Nodal Office

The bill or treasury transaction shall be processed in the normal course. The Nodal Office shall account for the NEFT amount by entering it as "Cash Sent" under Miscellaneous Transactions. This entry represents transfer of funds to the concerned Head Office. 

At the Head Office

On receipt of the transfer, the HO shall record the amount as "Cash Received" under Miscellaneous Transactions. After successful recording, the amount becomes eligible for Remittance to Bank – Electronic Mode processing.

Subsequent Action

The Head Office shall initiate Remittance to Bank – Electronic Mode and complete the process according to the prescribed procedure. 

Scenario 3: NEFT Credited to HO Postmaster Account but Processed at NCDDO or PO of Another DDO

At the NCDDO or PO of Another DDO

The bill or treasury transaction shall be processed normally. The NCDDO or Post Office shall account for the NEFT amount as "RSAO Remittance Debit" under Miscellaneous Transactions. This entry represents transfer of funds to the concerned Head Office. 

At the Head Office

Upon receipt of the transfer, the Head Office shall enter the amount as "RSAO Remittance Credit" under Miscellaneous Transactions. Once recorded, the amount becomes eligible for Remittance to Bank – Electronic Mode processing.

Subsequent Action

The Head Office shall initiate Remittance to Bank – Electronic Mode and complete the prescribed process.

Account Codes Covered8677000300 – Remittance to Bank Electronic Mode

8671000200 – Cash Sent

8671000300 – Cash Received

8782000500 – RSAO Remittances Debit

8782000600 – RSAO Remittances Credit 

Pre-Requisites

• Before processing, the following conditions must be satisfied:Remittance to Bank Electronic Mode must be completed for the selected date by the respective Head Office.
• Treasury Supervisor approval must be completed.
• Remittance bank account details must be available. 

Detailed Procedure

Step 1: Miscellaneous Transaction Entry

• Post miscellaneous transactions using Account Code 8677000300 (Remittance to Bank – Electronic Mode) for applicable transactions where the amount has been received through NEFT from customers.

Step 2: Approval by Treasury Supervisor

The Treasury Supervisor shall approve the posted remittance transactions. 

Step 3: Navigate to Bank Module

Login to the system and navigate to Bank Module → Remittance Management → Online Remittance menu. 

Step 4: Fetch Treasury Transactions

Select the transaction date and click on “Fetch RTB Electronic Mode Transactions”. The system will display eligible treasury transactions. 

Step 5: Post Transactions to Bank Module

Select the required transactions, enter bank reference numbers, choose the remittance bank account number and submit the details.

Step 6: Confirmation

The system will display a confirmation message. Upon confirmation, the transactions will be posted to the Bank Module. 

Step 7: Reconciliation

• Transactions fetched into the Bank Module will be available for reconciliation. Pending treasury transactions, if any, will continue to appear until they are fetched. 
• Important NotesFetching can be performed multiple times for the same date.
• Transactions already fetched to the Bank Module will not be duplicated.
• Only transactions available in the Bank Module can be reconciled. 

Conclusion

This SOP ensures a standardized and auditable process for fetching and reconciling online remittance transactions, minimizing reconciliation delays and accounting discrepancies

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