Revised inspection questionnaire of SB Branch and SBCO of Head Post Offices by the Accounts Officer ICO (SB) - - Dte Letter dtd 22.10.2019

Revised inspection questionnaire of SB Branch and SBCO. of Head Post Offices by the Accounts Officer ICO (SB) - Dte Letter dtd 22.10.2019

Click to View PDF

New 3 reports deployed in MIS Server in HFINRPT Menu in DOP Finacle

The following are the new reports deployed in MIS server in HFINRPT Menu. This url is accessible for Supervisor, SBCO Supervisor, System Administrators, Users with auditor role (IPs,ASP, Divisional Heads).

1.       BO Details report

This reports gives the list of Branch Offices along with their BO codes under the given SOL ID. SOL ID is the input criteria. Report will be generated and viewed through HPR menu . This BO code is useful in HACSP and other menus.

2.       Report of No. of Live accounts including BO for Scheme Type - SBA

This report list the live account in SBA schemes viz SBGEN, SBBAS, SBCHQ, SSA, PPF,NSS,etc. with address, DLT and BAT. This report can be generated BO wise also if BO code is given as input criteria. The following columns are available in this report

SNo.

Account No

Cust Name

Cust CIF ID

Cust2 Name

Cust2 CIF ID

Cust3 Name

Cust3 CiF ID

Address

Acct Type

BAT

DLT

STATUS

Loan acct No.

BO Name

This report will be very useful for generating Cent Per Cent verification reports, BO accounts.

Note: Please see to that no separate requests to be given to CEPT team for generating Cent Per Cent verification reports. This can be generated at PO end itself.

3.       Report of No. of Live accounts including BO for Scheme Type - TDA

This report list the live account in TDA schemes viz RD,TD,NSC,KVP etc. with address, DLT and BAT. This report can be generated BO wise also if BO code is given as input criteria. The following columns are available in this report

SNo.

Account No

Cust Name

Cust CI​F ID

Cust2 Name

Cust2 CIF ID

Cust3 Name

Cust3 CiF ID

Address

Acct Type

BAT

DLT

STATUS

Freezed/Disc reason

Loan acct No.

BO Name

This report will be very useful for generating Cent Per Cent verification reports, BO accounts.

Note: Please see to that no separate requests to be given to CEPT team for generating Cent Per Cent verification reports. This can be generated at PO end itself.

This is for your kind information.

Solution for frequent disable of SBCO user IDs at every morning automatically in DOP Finacle

• MIS report URL login  depends on yesterday login status of the user in Finacle production.
• If User failed to login in Finacle production consecutively for 7 days, user ID will be disabled automatically .

• Similarly password will be expired after 15 days , in case  password is not changed .
  These are the security feature enabled in Finacle
• MIS server DB refresh  is being done on daily basis. Status of user is also getting refreshed in MIS Server based on  Finacle production  data.   If the status of user ID is in disabled / locked / password expired in Finacle Production, the same same will be reflected in MIS server  after MID DB refresh  
• It is observed that some of the SBCO users are not logged in Finacle production consecutively for  7 days , but trying to login MIS report server.

  As status of user is disabled in production after 7 days, the same is being reflected in MIS due to daily DB refresh activity and hence user unable to login MIS . 
• For example, today if status of user is disabled in Finacle production,  user ID status  in MIS will  also be changed to disabled after refresh of MIS DB which is being happened during every day night after DC closure.
• That is why , even though status of user is enabled today  in MIS , the same will  be shown as disabled in MIS after MIS DB refresh  in case the user is disabled in production . 
• Suppose user is enabled in production today, the same will be automatically reflected in MIS server after tonight DB refresh, without making any changes in MIS server
• So, please educate the users to login in production at least once in a week  and change password within  15 days so that both Finacle production and MIS login issues may be avoided

Auditor Training Manuals, User Menu materials, etc for SBCO staff in DOP Finacle

• SBCO plays a vital role in DOP for checking the vouchers, LOTs and consolidations daily which are received from respective SO's under that HO.
• Generally in DOP every HO will have SBCO staff to cross check the vouchers of SO's under its HO. 
• SBCO will be recruited separately in DOP.
• SBCO should check the total vouchers,LOTs and consolidate them and cross check with the cash account balance.
• If they found any difference they will raise the objections against that corresponding office.
• In DOP Finacle also we have separate role for SBCO counter staff and supervisors.
• In DOP Finacle generally for the reports there is a separate server known as Reports Server or MIS Server.
• In DOP Finacle also SBCO staff should generally login daily in MIS URL and then they should check LOTs,vouchers and consolidate to tally with HO cash account.
• For ease of usage of different auditor menus SBCO staff may kindly go through the following below links

SBCO Training Manual (Final)	Click Here
DOP Finacle Process Document Ver1.4	Click Here
DOP User Menu Options Ver1.1	Click Here
SBCO Menu – Power point	Click Here

Office accounts as dectective controls for SBCO staff in DOPFinacle

Office accounts in DOP Finacle

What is an Office Account?

· These are the accounts which post office uses internally.

·These accounts are opened without reference to CIF ID or involvement of the customers.

·All the operations are performed internally without any involvement of the customer i.e., these are handled by the system internally on behalf of post office.

         Examples :- Charge calculations,interest calculations,interest collected or paid,commission and expenses account with post office and so on.

There are 3 different approaches for performing the transactions in the office accounts in DOP Fiancle they are as follows

1.        Office Account Basic(OAB)

2.        Office Account Pointing(OAP)

3.        Office System Pointing(OSP)

Office Account Basic(OAB)

· Basic office accounts are simple internal accounts in DOP Finacle. These accounts help in managing the General Ledger(GL).

· Examples are Cash,Asset account,Liability account,Interest and commission,Exchange,Discount and charges are opened under this scheme.

Office Account Pointing(OAP)

·Pointing accounts are used where the transactions are created in short period with a reference and they will have to be reversed.

·Examples are Unposted office account(Sundry account).

Office System Pointing(OSP)

·The users are not allowed to do the transactions as the name suggests these are system generated transactions.

·Some of the examples are interest calculation for Savings account done by the system i.e., system will create a transaction and verify by the system when an event is invoked.

· This also includes proxy accounts

Why do we need to have the checks on internal accounts?

The auditor will be interested to see that a proper hear or an account is used for passing a particular type of transaction. For example, new accounts in finacle when a bank cheque is given for opening, should be opened by debiting account no 0382 only and not any other account. 

There is no other mechanism whereby the auditors can detect this kind of mistake. SO the auditors have to go through each and every transaction carefully. The auditor should be able to check and confirm  that the reversal of transactions from intermediary accounts have been proper  and have taken place within the given time frame, in case of OAB type of accounts. The auditor should make a note of delay in such reversal and should report to controlling office.

Note: If you are not aware of what is reversal, how it is done, what are intermediary accounts, what are office accounts, I suggest you to read all the lessons in our finacle training. We have clearly explained all the basics in our training. 

What are the options provided in finacle to conduct this part of audit process?

Finacle provides the auditors both the options to view the report and also take a print out of the report of various activities/ transactions conducted by the employees working in a post office. These reports and inquiries are effective for operations as well as detective controls for auditors.

Please use the following menus. 

A small note, These menus will only be accessible to auditors in MIS url login only. 

SL NO	MENU	FUNCTION
1	HIOT	Inquire on Transaction
2	HIEARP	Income and expenditure analysis report
3	HIEMRP	Income and expenditure monitor report
4	HMSGOIRP	minor subsidiary outstanding item report
5	HMSOIRP	minor subsidiary outstanding item report
6	HMSTRP	minor subsidiary transaction report
7	HIOGLT	inquiry on General Ledger transactions
8	HACLINQ	account ledger inquiry
9	HACLPOA	office a/c ledgers print

We request auditors to invoke these menus and get a feel about these menu screens.

In the next part of this article we will explain how to use these menus in a step by step manner.

Procedure to Generate the Live accounts report in DOP Finacle

• One of the most commom report in every month we will generate is to know the number of live accounts in a particular SOL ID.
• Generally in DOP Finacle for generation of previous day's reports and statistical reports Infy is maintaining separate server which is known as MIS Server.
• MIS server is nothing but Reports Server which has lot of reports which every one can go through by invoking the menu HFINRPT and view the reports available for the users.
• MIS server is very important for SBCO staff as they need to verify the reports which are received from the PO's with the system generated LOT. Hence MIS server is very important for report generation.
• MIS URL is  https://dpdcpflmis.fsi.indiapost.gov.in:1443/finbranch/ui/SSOLogin.jsp
• SBCO staff should regurlay login to MIS URL and generate the reports for checking of the vochers, LOT's and consolidations to tally with cash book.
• MIS URL access is given only to Supervisors and SBCO staff this is for kind information.
• Procedure for generation of Live accounts report in step by step procedure is mentioned below.

Step by Step Procedure for generation of Live accounts Reports in MIS URL :- 

• Login to MIS URL https://dpdcpflmis.fsi.indiapost.gov.in:1443/finbranch/ui/SSOLogin.jsp in SBCO or Supervisor login
• Then invoke the menu HFINRPT and then click on Go as shown in the below figure

• Then in the above enter Page 2 as the Live accounts report is available in the mentioned page as shown in the below screen

• Then select the report Common_ No. Of Live Accounts report as shown in the below figure

• Then click on the Live accounts then the system will show the below screen as shown in the below figure

• In the next step enter the Following details as mentioned  below

1. Enter the From Date ___________
2. Enter the To Date  ___________
3. Scheme COde As ALL
4. Enter the Sol/Set ID _____________

"  Always enter the From Date and To Date as same date otherwise report will not be generated "

• In the next step click on Submit then the system will show the below screen as shown\

• Click on Ok then view the report in HPR after 15 minutes then the system will display the below screen as shown in the below figure

• From the above screen it is clear the report is generated successfully in HPR select the report and view the report as shown in the below figure

Note:-      

1. Always Enter From date and To date as same to generate the no of live accounts in MIS URL otherwise report will not be generated in quick time.
2. Also don't try to generate the reports in MIS URL for Set id the system will not generate the report always try for individual SOL id for quick response from the server.

Nature of work in SBCO branch after implementation of CBS [Part I] in DOP Finacle

Dear SBCO Staff,

Please see the table below showing the nature of work of SBCO after implementation of CBS. Please note the differences of nature of work after implementation of CBS. 

Hope you will find this information useful. Don't forget to share the information with your friends.

SL	PRESENT NATURE OF WORK	After implementation of CBS	POSB – VOL –IV -RULE
1	Receipt of Returns	Will remain continued as at present	Rule -3
2	Checking List of Transactions  [SB -60/76]	Will remain continued as at present	Rule – 4
3	Un-posted Items	No item will remain as un-posted (may be deleted)	Rule – 6
4	Register of Non-cash transactions SB-62 [a]/85 [a]	May be deleted	Rule – 7
5	Register of Office wise [SB-63/RD85]	May be deleted	Rule – 8 & 10
6	Consolidated Journal of all the Schemes	Will remain continued as at present	Rule – 9
7	General check of vouchers & checking of vouchers	Will remain continued as at present	Rule – 11 & 15
8	Checking of Non-cash Transactions	May be deleted	Rule – 12
9	Revival of Accounts pre to 01.01.2003	May be deleted	Rule – 12 [3]
10	Objection Register	Will maintain in software .	Rule – 13
11	Reporting of Minus balance	May be deleted as no minus balance will be there.	Rule – 13 [2]
12	Verification of binder balances	May be deleted	Rule – 14
13	Checking of Annual Interest	Will remain continue as done in present Scenario ( 100 accounts of each scheme and also noted in Register )	Rule – 16
14	Preparation of Interest cum Silent Accounts	Only summary will be required.	Rule – 16
14.a	Annual Listing balances RD/MIS/TD/SCSS	Not required.	Rule – 39
15	Silent Account Revised Procedure	Not required	Rule – 17 – 3
16	Un-used Cheque Foils	May be continued.	Rule – 18
17	Un-deliverable & spoilt Pass books	May be continued.	Rule – 19
18	Statistical Register	May be continued.	Rule – 20
19	Custody and preservation of records	May be continued.	Rule – 25
20	Monthly progress Report	Not Required.	Rule -  27
21	Checking of Agents Commission bill	Not Required.
22	Submission of returns to AO & DAP	Only Statistical Register and others discontinued.	Rule - 42