Procedure for supplementary accounts
This
document explains the steps to be followed in generating the Cash
account for March, supplementary cash book as well as the supplementary
cash account and later the general cash book. Great care may be taken in
proceeding with the work. So, please go through this document
entirely, before the work on supplementary accounts is taken up
Declaring the working days for March and April
During
the month of March, when the Day begin is done for the first time in
the sub accounts module, the Supervisor is expected to enter the last
working day in the month of March and the first working day in the month
of April. For the current year 2012, it will be 31.3.2012(last working
day in March 2012) and 01.04.2012(first working day in April
2012). This is taken as the default value in the application. This may
kindly be checked up(use the menu Tools – Supplementary dates working as
Supervisor). If there are some other dates, they may be changed to
31.3.2012 and 01.04.2011 respectively, before 31st March.
Regular cashbook during the month of March
Regular work in all the modules leading to the generation of cashbook can continue up to 31st March in the usual course and there is no change
Generation of cash account for March (regular)
All HOs should note that cash account for March (regular) should be
generated before supplementary transactions commence. So, on the first
of April, the accounts branch has to generate cash account for March,
preferably before day begin is done in sub accounts module (though this
is not a precondition, it ensures that work in supplementary accounts is
not started)
Work in supplementary accounts
Please
note that the Meghdoot module provides for three
supplementaries. Daily accounts of all sub offices for March should be
obtained latest by third supplementary and incorporated in the accounts.
After the cash account for March 2012 (regular) is generated, day begin can be done in sub accounts module in the usual course.
First supplementary
Daily
accounts received should be segregated between those of March and of
April and bundled separately. The daily accounts of April should be
entered using the usual menu Data entry – SO daily accounts and
selecting the appropriate SOs. Note that supplementary daily accounts should not be posted using this menu. The
daily accounts of March should be posted using the menu Supplementary –
SupplementarydataSO. On completion of the posting, printing of SO
summaries can be taken separately for regular and supplementary (for
supplementary, use the menu Supplementary – Printing SO reports). Other
tasks of preparing SO slips should be done in the usual course.
At
the end of the day, remittances should be verified in the usual
course. After such verification, daily account adjustments for
remittances of daily accounts of April should be done in the usual
course first. Thereafter, the adjustment of remittances in March daily
accounts should be taken up using the menu Supplementary – Remittances –
SO daily account. While carrying out such adjustments, note down the
details of remittances made by SOs in March which are acknowledged in
April (called technical transit).
On
completion of the adjustment of remittances as per daily accounts, view
the transit and advance items pending in the following sequence
1. Regular transit and advance using the menu Transit – SO transit figures or SO Advance figures
2. Supplementary transit and advance using the menu Supplementary – SO Transit figures and SO Advance figures
3. Consolidated transit using the menu Supplementary – Consolidated transit – Technical transit
Note that the third item will show you all the remittances in transit including those of April.
Now please add the technical transit items, using the Add button
here. Please note that such items added will not appear here on the
day of adding but will be available in the print out. This has to be
invariably done for the supplementary accounts to tally correctly. This
technical transit item which will remain pending for adjustment
throughout the supplementary period will automatically get adjusted
after the last supplementary when you move over to the regular accounts
On
completion of such addition, the operator should take the print out of
transit and advance summaries for both regular and supplementary
transactions.
Now, the accounts branch can generate the cash book for first supplementary.
While the supplementary transactions are pending, regular cash book should not be generated.
The HO can generate only the HO summary and regular SO summary for the days when supplementary accounts are pending.
On completion of all these tasks, day end can be done in all the modules of Meghdoot for the first April
Second and third supplementary
The
same process as above should be repeated for second and third
supplementary(if any) during which period regular cashbook should never
be generated. Technical transit items should be added as in first
supplementary.
On
the day of last supplementary when all the remaining daily accounts of
March 31 are received, the details of balances(red ink particulars) for
the HO and SO balances of all SOs of date 31.3 should be noted down. The
total of technical transit and the unadjusted transit of March,
corresponding to the details of closing balance as per Supplementary
cash book should also be noted down. These details are required for
generation of supplementary cash account.
Supplementary cash account
On
completion of all the supplementary accounts and on generation of the
cashbook for the last supplementary, the supplementary cash account can
also be generated.
The
accounts branch has to now access the cash account menu and select the
March month. A dialog box will come up prompting to furnish details of
balance. Click the Yes button. In the next window, you will find the
details of closing balance of March as furnished initially. You have to
now edit this figure to enter the details of SO balance and transit for
the last supplementary (HO balance need not be changed) and generate
the supplementary cash account. The cash account will now furnish the
transactions including that of supplementaries and also the red ink
particulars correctly.
After the supplementary cash account is generated, the regular cash book can be generated from the next day onwards
Regular cashbook for April
It is reiterated that regular cash book generation should never be attempted when the supplementary accounts are still in progress. You can proceed with generating regular cashbook from the subsequent day onwards (and also for 1st April and subsequent days) after the last supplementary including.
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