CASH
SECTION
The payments made by the consumers
are posted on Computer Master File through this section. Cash section receives CP-99 and scrolls of a
main date from the liaison section along with other input forms related to the
payments. Following inputs are received
and processed in this section in addition to the posting of payments through
stubs.
- CP-139 Un-identified cash/debtors
adjustment form.
- CP-102 Weekly schedule of bank remittances.
- CP-102-A Adjustment of bank remittances.
This section is responsible for 100%
accurate posting of payments on Computer Master File. Moreover, this section prepares and checks
all weekly and monthly reports relating to payments.
PROCESSING OF MISCELLANEOUS INPUTS IN CASH SECTION
UN-IDENTIFIED
CASH / DEBTOR ADJUSTMENT FORM (CP-139):-
CP-139
is the single input form received in the cash section on daily basis. Transactions of 12 types are involved in this
input form. These are listed below:-
- Un-identified
Cash Posting.
- Un-identified
Cash Deletion.
- Journal
Adjustment.
- Security
Adjustment.
- Security
repayment.
- Bad
debts written off.
- I.O.T
posting.
- Reversal
of I.O.T.
- Installments.
- Withdrawal
of installments.
- Advice
of court order.
- Withdrawal
of court order.
These
transactions are identified by marking ticks or by encircling the relevant type
of transaction. After receiving form
Liaison section, the data is arranged in the order of transaction type at first
stage and sub division wise within each transaction. CP-80s are detached from the data. The pages are numbered in red ink. The main date and total number of pages are
written on the top page. Then data is
sent to entry section for entry. It is
ensured that:-
-
Relevant transactions are ticked / encircled.
-
Each page as well as CP-80 is signed and stamped by the
competent authority i.e. Assistant Manager (C.S) and Divisional Accountant.
-
Writing is legible and there is no cutting /
overwriting. If cutting/overwriting is accepted due to some reasons, it is to
be signed by the competent authority.
-
Each type of transaction should have a separate CP-80.
-
Memo Nos. and
dates are written on each page as well as CP-80.
Following checks are implemented in each transaction:-
UN-IDENTIFIED CASH POSTING:-
Sometimes a few payments remain un-posted on Computer
Master File as a result of manual bills in which incorrect reference numbers
are recorded or due to out of circle payments.
In such cases the payments are kept on a separate file called as
residual file. A list showing the
position of residual file is printed at the end of each month. This transaction is introduced to post such
payments after proper identification.
Following checks are implemented:-
-
The reference number (i.e. batch, sub division, account
number & check digit) must be entered exactly as appearing in CP-107 /
residual list.
-
Adjustment note number and dates are written in the
relevant columns. The dates must be written as DD-MM-CCYY.
-
Amount of payment in Grand total column, payment date
and bank code must be entered as appearing in CP-107 / residual list. Payment
date must be written as DD-MM-CCYY.
-
Identified reference number (i.e. batch No., sub
division code, account number and check digit) must be entered. This should be a valid reference number
existing on Computer Master File.
UN-IDENTIFIED CASH DELETION:-
This transaction is introduced to delete the payments,
un-necessarily appearing in the residual list as a result of out of circle
stubs. Following checks are
implemented:-
-
Enter reference number (i.e. batch No., sub division
code, account number and check digit) exactly as appearing in CP-107 / residual
list.
-
Adjustment note number and date is entered in the
respective column. The date must be entered as DD-MM-CCYY.
-
Paid amount in grand total column, date of payment and
bank code must be entered exactly as appearing in CP-107 / residual list.
JOURNAL ADJUSTMENT:-
Sometimes payment of a consumer is posted to another consumer as a result
of
i)
Incorrect entry of reference number on hand bills.
ii)
Reference number wrongly entered by Data Entry
Operator.
In such cases double treatment is required. This transaction is introduced for this
purpose. Following checks are
implemented:-
-
Enter the complete reference number (i.e. batch No.,
sub division code, account number and check digit) to which the payment is
erroneously posted in the reference number column.
-
Adjustment note number and date must be entered in the
respective columns. The date must be entered as DD-MM-CCYY.
-
Enter the component wise payment posted in the
respective columns.
-
Total payment must be entered in the grand total column
in such a way that Grand total should be equal to the total of all components.
-
Complete reference number (i.e. batch No., sub division
code, account number and check digit) to which the posting is required, must be
entered in the identified reference number column.
-
Payment date and bank code in which wrong posting is
made must be entered in the respective column. Payment date must be entered as
DD-MM-CCYY.
SECURITY
ADJUSTMENT:-
Sometimes, security of a permanently disconnected
consumer is required to be adjusted from the amount payable by him (i.e.
closing balance) in order to transfer the consumer in the dead defaulter batch
(Batch No.26). Security Adjustment
transaction is introduced for this purpose.
Following checks are implemented:-
-
Enter a valid reference number (i.e. batch No.,
sub-division code, account number and check digit) existing on Master File.
-
Status of the consumer must be permanently
disconnected.
-
Adjustment note number and date must be entered in the
relevant columns. Date must be entered as DD-MM-CCYY.
-
Enter security amount to be adjusted in the grand total
column. This amount must either be equal
to the amount of security on master file or total closing balance which ever is
less. In case security amount or closing
balance is nil, Zero must be entered in the grand total Column.
SECURITY REPAYMENT:-
When the connection of a consumer is got permanently
disconnected and no balance is outstanding against him, the security amount is
paid to him through S.S. cheques.
Security Repayment transaction is introduced for this purpose. Following checks are implemented:-
-
There must be a valid reference number (i.e. batch No.,
sub-division code, account number and check digit) with permanently
disconnected status.
-
Enter adjustment note number and date in the respective
column. Date must be entered as DD-MM-CCYY.
-
Enter amount of security to be repaid in the grand
total column.
BAD DEBTS WRITTEN OFF:-
Sometimes, balance outstanding against a consumer is
required to be written off as per advice of the competent authority as
possibility of realization of such balances is eliminated. In order to write off such balances this
transaction is introduced. Following
checks are implemented:-
-
Enter a valid reference number (i.e. batch No.,
sub-division code, account number and check digit) existing on Master File.
-
Enter adjustment note number and date in the respective
columns. Date must be entered as DD-MM-CCYY.
-
Component wise balances to be written off must be
entered in the respective columns.
-
Write the total amount in the grand total column. Grand
total must be equal to the total of all the components.
I.O.T POSTING:-
The payments made by various Govt. departments through
inter office transactions (i.e. through SS cheque etc.) are posted on Computer
Master File in this transaction type. At
source payments by various departments through federal and provincial
Governments are also posted in this transaction type at the end of billing
month. Following checks are implemented
for proper posting.
-
There must be a valid reference number (i.e. batch No.,
sub-division code, account number and check digit) existing on Master File.
-
Enter I.O.T number and date in the respective columns.
Date must be written as DD-MM-CCYY.
-
Amount to be posted must be written in grand total
column.
REVERSAL OF I.O.T:-
Sometimes,
I.O.T. payments are posted to erroneous consumers as a result of incorrect
entry of reference number on CP-139 input form.
Such payments are being reversed through this transaction type. The filling procedure is same as discussed in
I.O.T posting cases.
INSTALLMENTS:-
The competent authority may allow
the consumers to pay their electricity bills through installments. Balance outstanding against a consumer is
transferred to unpaid debt columns on Master File. This transaction is introduced to facilitate
a consumer to pay bill through installments.
Following checks are implemented:-
-
There must be a valid reference number (i.e. batch No.,
sub-division code, account number and check digit) existing on Computer Master
File.
-
Enter order number and date in the relevant columns.
The date must be written as DD-MM-CCYY.
-
Enter total number of installments allowed to the
consumer in the “Number of Installment” column.
-
The payment received from a consumer at the time of
installment is called as down payments and must be entered in the respective
column.
-
Enter total amount for which the installments are
allowed in the bill amount column so as:-
Bill amount = Closing Balance – Down Payment.
-
Enter component wise and total amount to be paid
through installments in the respective columns in such a way that:-
Grand total = total of
all the components.
WITH-DRAWL OF INSTALLMENTS:-
Sometimes, the competent authority wants to eliminate
the installment facility of a consumer.
In such cases it is required to reverse the amount outstanding against a
consumer as unpaid debt. With-drawl of
Installment transaction is introduced for this purpose. Following checks are implemented:-
-
Enter a valid reference number (i.e. batch No.,
sub-division code, account number and check digit) existing on Master File.
-
Enter order number and date in the relevant columns.
Date must be entered as DD-MM-CCYY.
-
Enter the number of remaining installments in the
number of installment column.
-
Enter total remaining amount unpaid debt amount which
is required to be reversed in the grand total column.
ADVICE OF COURT / DEPARTMENT ORDER:-
Sometimes, payment of outstanding amount due against a
consumer is deferred as a result of orders issued by the court or by any
competent authority. This amount is
shown as set-aside in the electricity bills of the consumers but not added in
the current bill. Advice of
Court/Department Orders transaction is introduced for this purpose. Following checks are implemented:-
-
There must be a valid reference number (i.e. batch No.,
sub-division code, account number and check digit) existing on master file.
-
Enter order number in the respective column. First character must be “C” or “D” (“C” for
the orders issued by court and “D” indicates the orders issued by department).
-
Enter date of orders in the date column. Date must be
written as DD-MM-CCYY.
-
Enter component wise amount deferred in the relevant
columns.
-
Enter grand total in the relevant column. Grand total
must be equal to the total of all components.
-
Set-aside amount of each component must be less than or
equal to the closing balance of that component.
-
Total set-aside amount must be less than or equal to
the total closing balance on Master File.
WITHDRAWAL OF COURT / DEPARTMENT ORDER:-
When the set-aside amounts are decided either in the
favour of consumer or in the favour of department, it is required to reverse
these amounts into the closing balances fields.
With-drawl of Court/Department Order transaction is introduced for this
purpose. Checking instructions are the
same as discussed in Advice of Court /Department order transaction.
Note:- It is ensured that all
amounts on CP-139 input forms are written with two decimal points except Income
Tax and GST.
CP-139
is required to be entered and edited on daily basis. After the complete entry of CP-139 of a main
date, proof list is obtained from the Machine Room. Proof list is checked 100% from the source data. Errors are marked in red ink. All missing entries are also added in the
proof list. Then proof list is sent to
data entry section for correction purpose.
When the corrections are made, a second proof list is obtained. If it is ensured from the proof list that all
corrections / additions are properly entered as per source data, the posting is
requested in the machine room. Two
copies of posting reports along with final and history page are obtained. First copy of the posting report is sent to
liaison section for onward dispatch to field offices. Second copy of posting report along with
final and history page is retained with source data as office record.
WEEKLY
SCHEDULE OF BANK REMITTANCES (CP-102):-
All the
payments collected by the banks, are remitted to the account of WAPDA on weekly
basis and remittance is recorded through this input form. Although, it is a weekly report as per name
but the total amount remitted by a bank is received, entered and edited at the
month end only. Following checks are
implemented:-
- Enter
the last payment date of the month as week ending as DD-MM-CCYY.
-
Sub Division code must be valid one, which exists in
Sub division Table.
-
Enter a five digits valid bank code. It is to be
ensured that the bank code existing in the bank code table under same sub
division.
-
Enter the amount remitted by the bank with two decimal
points. As there is no any cross check
of this amount, so exact amount will be entered clearly and carefully. This amount must be totaled at the end of each
sub division.
-
However, the balance amount column is no more in use,
but amount collected but not remitted by the bank may be entered in this column
for record purpose.
ADJUSTMENT
OF BANK REMITTANCE (CP-102A):-
If
an erroneous amount is remitted by bank or Assistant Manager’s (C.S) Office
through CP-102, correction (debit or credit) is made through this input form to
correct the balance appearing against a bank.
Following checks are implemented:-
-
Enter the proper code of the division as division code.
-
Enter the date of that week ending in which error /
omission is recorded.
-
Enter the code of bank in which error / omission is
recorded.
-
Enter the adjusted amount in the debit or credit column
(as required) to correct the bank balance.
-
A single entry either debit or credit against a bank
code is must in a month. Two adjustments
cannot be posted in one month.
When
the entry of CP-102 and CP-102A in respect of all divisions is completed, proof
list is requested in the machine room.
This proof list is edited / checked 100% from the source data. Sub Division totals are verified from the
total given in source data. Errors are
marked in red ink. All missing entries
are also entered in the proof list. This
proof list is sent to data entry section for correction. When the errors /
additions are made, a second proof list is requested in the machine room. When it is ensured from the proof list that
all errors / omissions are properly entered, final proof list of CP-102 &
CP-102A is obtained from the machine room.
These proof lists are retained for onward checking of CP-103, CP-103A
and other monthly reports.
PROCESS OF CASH POSTING THROUGH STUBS & SCROLLS
In Computer
Centre, the process of posting of payments through stubs is completed in two
stages.
-
Scanning/Entry of Cash in Data Entry Section.
-
Reconciliation and Posting in Data Control Section.
SCANNING/ENTRY OF CASH IN DATA
ENTRY SECTION:-
After
receiving the cash stubs and scrolls Main Date wise from the Liaison Section,
the Data Entry Supervisor manages the complete flow of cash entry jobs up to
scanning. The cash entry process is further divided into two operations.
-
Scroll Operation Function.
-
Stub Operation Function.
SCROLL OPERATION FUNCTION:-
After
receiving the cash from Liaison section, Data Entry Supervisor will perform
“Scroll Operation function”. After being logged in through supervisor’s user a
new screen will be displayed. The entry of main date is only required in this
screen in DD/MM/YYYY form. The entry of correct Main Date must be ensured.
As the main
date is entered, a new screen will be opened. Following operational keys are
available on the screen.
ADD:-
This key is
used at the start of “Scroll Operation” of a Main Date and whenever the
addition of scroll in existing Main Date is required.
UPDATE:-
This key is
used to correct any erroneous information previously saved in the “Scroll
Operation Function”.
DELETE:-
This key is
used to delete the entry of a scroll previously saved.
REFRESH:-
If at any
point, it is observed that all the scrolls entered after being logged in are
not correct, the “REFRESH” key is used to delete all the entries.
SAVE:-
When
complete information in respect of a scroll is successfully entered, “SAVE” key
is used to save the entry.
BACK:-
“Back” key
is used to go to previous menu.
In “Scroll
Operation Function”, the following information is required to be entered.
SCROLL “ID”
NUMBER (IDENTIFICATION CODE):-
A four
digits numeric “ID Number” as mentioned on the scroll is required to be entered
in this column.
PAYMENT DATE:-
Payment
Date is to be entered in this column as per scroll. The payment date is to be
entered as DD/MM/YYYY form.
BANK CODE:-
In this
column bank code is required to be entered as available on the scroll. The bank
code must be in five digits.
SCROLL NUMBER:-
In this
column enter the scroll number in two digits as written on the scroll.
TOTAL AMOUNT:-
Total
scroll amount, which is the sum of payments of all the stubs entered in a
specific scroll, is to be entered in this column. The maximum limit of the
field is nine (1-9).
When
“Scroll Operation” in respect of all the bundles of scrolls of a main dated is
completed, the bundles of the stubs thereof, are allotted to all data entry
operators after entering in cash entry register.
NOTE:- This point
is to be noted that complete “Scroll Operation” of all bundles of scrolls of a
main date is not must for allotment of job to data entry operators. As soon as
the “Scroll Operation” of a bundle is completed, it may be allotted to data
entry operator without waiting for the completion of “Scroll Operation” of
complete main date.
STUB OPERATION FUNCTION:-
In Machine
Readable Cash Entry System, the Scanning/ Entry of stubs is to be performed by
the Data Entry Operator. This function is called as “Stub Operation”. The
access of Data Entry Operator’s User is limited up to “Stub Operation” Function
only. As the Scroll operation in respect of all the scrolls of a bundle is
completed by the Data Entry Supervisor, the respective bundle of stubs is
allotted to Data Entry Operator for “Stub Operation” Function.
After being
logged in through Data Entry Operator’s user & password, a screen for entry
of main date will be displayed. The main date is entered as DD/MM/YYYY form.
The entry of correct main date must be insured.
As the main
date is entered, a new screen will be opened. Only the “ID number” is to be
entered from the first stub of a specific scroll. The Date Of Payment, Bank
Code, Scroll Number and Total Scroll Amount as entered during Scroll Operation
Function will automatically be displayed on the screen. It must be ensured that
all displayed particulars are same as entered on the first and last stub of the
respective scroll.
Following
card types are available on the Screen for Stub Operation Function.
·
SCANNING
·
MANUAL BILL
·
DETECTION
·
ADVANCE BILL
·
RCO
SCANNING : -
This card
type is used for normal scanning purposes. Normal computerized bills and DCNs
are scanned with the help of Scanner/ Bar Code Reader. The data is recovered
from the bar codes available on the stub. As a stub is scanned, Batch Number,
Sub Division Code, Account Number and amount paid will be displayed on the
screen. At the same time a new option “Adjusted Bill” will also be reflected on
the screen. Now the scanned amount is to be verified from the amount as ticked/
encircled on the stub.
Sometimes,
the amounts of the bills are to be amended by the concerned authority as a
result of some adjustment. Moreover, sometimes net amount of bill is
erroneously accepted by the bank after due date or gross amount of bill is
erroneously received by the bank with in due date. As in this system, the
amount to be scanned is selected by comparing Due Dates & Payment Dates. In
all such cases, the scanned amount does not reconcile with the amount actually
received by the bank. The “Adjusted Bill” option is to be clicked for entry of
such payments. As the “Adjusted Bill” option is clicked, the scanned amount
will automatically be omitted from the amount column. Correct amount is
required to be manually entered. The entry is to be saved by pressing the
“ENTER” key. The saved entry is displayed with entry code “A”.
MANUAL BILL : -
This Card
Type is available for entry of hand/duplicate bills, manually prepared by the
concerned authorities. For this purpose, “Manual Bill” is clicked. Batch
Number, Sub Division Code, Account Number and amount paid fields are to be
manually entered. The entry is to be saved by pressing the “ENTER” key.
DETECTION BILL : -
Detection
bill payments are entered under Card Type “5”. The scanning of detection bill
is not possible. For entry of detection bill payments, Card Type “Detection
Bill” is selected by making a click. Batch Number, Sub Division Code, Account
Number and amount paid fields are manually entered. The “ENTER” key is pressed
to save the entry.
ADVANCE BILL : -
Some times
manually prepared advance bills are issued to the consumers. The payments of
advance bills are entered under Card Type “7”. For this purpose Card Type
“Advance Bill” is selected by making a click. Batch Number, Sub Division Code,
Account Number and amount paid fields are manually entered. The “ENTER” key is
pressed to save the entry.
RCO : -
Reconnection
fee, realized from the consumers at the time of reconnection is required to be
posted under Card Type “R”. For this purpose Card Type “RCO” is clicked. Batch
Number, Sub Division Code, Account Number and amount paid fields are to be
manually entered. The entry is to be saved by pressing the “ENTER” key.
The Stub
Operation, as per procedure mentioned above, is repeated with all the stubs one
by one. During scanning/ entry process, the entry file showing the Serial
Number, Card Type, Complete Reference Number (i-e Batch Number, Sub Division
Code, Account Number), amount and entry code will be continuously displayed on
the screen. This entry file can be re-viewed at any time by using up and down
keys. The erroneous entry may be selected from the entry file and updated at
any time.
COMPUTED SCROLL AMOUNT COLUMN:-
An
additional field is continuously reflecting on the screen during Stub Operation
Function. In this field, up to date computed scroll total which is the sum of
payments of all the stubs scanned/ entered in a specific scroll, is reflected.
This scroll total is automatically updated with the scanning/ entry of each
additional stub. When scanning/entry of all stubs of a specific scroll is
completed, this computed scroll amount is get reconciled with the amount
reflected in the “Total Amount” column at the top of the screen.
After completion of “Stub Operation” in
respect of all the stubs of a specific scroll, the entry file is to be saved by
making a click on “SAVE”. As the “SAVE” key is clicked and if the computed
scroll amount is reconciled with the amount reflected in the “Total Amount”
field, the entry file will be saved with a screen message “Successfully Saved”.
Otherwise if both amounts do not reconcile each other, a screen message
“Mismatched Scroll” along with a question mark “Do You Want To Save?” will be
displayed. If entry file is required to be saved at the same status, “OK”
option is clicked to save the mismatched scroll. Otherwise entry file may be
re-viewed for locating the errors.
In the
“Stub Operation Function”, following operational keys are available on the
screen.
DELETE : -
“Delete”
key is used to delete an incorrect entry from the entry file, which is
erroneously scanned/ entered and saved.
SAVE : -
This
operational key is used to save the scanned/entered information in the “Stub
Operation Function”. When “Stub Operation Function” for all the stubs of a
specific scroll is completed, “Save” key is clicked to save the entry file.
REFRESH : -
“Refresh”
key is used to delete all the entered/ scanned entries of a specific scroll for
approaching to the starting point. This key is used if any error is observed
while entering the basin information i-e Date of Payment, Bank Code and Scroll
Number etc.
BACK : -
“Back” key is used to go to previous menu.
“LIST
OF UN-ATTENDED SCROLL” STEP:-
On
the completion of “Scroll Operation” and “Stub Operation” of cash of a Main
Date, Following procedure is adopted to print the “List of Un-attended Scroll”.
After being
logged in through Supervisor’s user, report menu is selected by making a click
on “reports”. A new screen showing the following options will be displayed.
·
PROGRESS REPORTS.
·
CONTROL REPORT
·
LIST OF UN-ATTENDED SCROLLS.
·
LIST OF MISMATCHED SCROLLS
“List of
Un-attended Scroll” option is clicked for printing of said list. In this list
all the scrolls entered during the Scroll Operation Function, but
Scanning/Entry of stubs relating to these proper scrolls is not made, are
reflected. These Un-attended Scrolls are to be cleared one by one by
Scanning/Entry of their stubs. This step is repeated again and again until the
number of Un-attended Scrolls becomes zero.
When it is
insured that all the Un-attended Scrolls are got cleared, the intimation about
completion of Scanning/Entry of a Main Date is forwarded in writing to Computer
Operator for onward processing.
“CREATION OF MAIN DATE FOR VAX
SYSTEM” STEP :-
As
the intimation about completion of Scanning/Entry of a Main Date of cash is
received in the Machine Room, the operator executes the “Creation of Main Date
for Vax System” step. In this step cash entry file for Itanium system is
created. Then this file is transferred to Itanium System through FTP.
ON-LINE CASH TRANSFER THROUGH
INTERNET:-
NADRA
(National Database & Registration Authority) is providing Electricity Bills
Collection services for general public. Internet facility is used for transfer
of cash collected by NADRA and some other commercial banks providing On-line
Cash Transfer facility. The cash files of NADRA and other banks are downloaded
on daily basis. These files are transferred to ITANIUM system through FTP.
PROCESSING OF CASH RECONCILE
LIST:-
When
it is insured that cash file of a specific main date is successfully created
and transferred and other files downloaded through internet of that main date
are also available on the ITANIUM system, the reconcile step is run by the
Computer Operator. This processing is competed in two steps. In the first step
all cash entry files of a main date are reformatted and merged. As a result a
single “STUBMERG” file for the main date is created. In the second step Cash
Reconcile List is processed and printed. This list is handed over to Cash
Section for onward checking.
CHECKING OF CASH RECONCILE LIST
IN DATA CONTROL SECTION:-
The
Cash Reconcile List has following exception messages:-
-
Less Payment.
-
Excess Payment.
-
Duplicate.
-
Not found on Master File.
In
addition to above, following informatory comments may also appear.
RCO For Reconnection
Stub
IND
For Industrial
Stub
2P,
3P, 4P, 5P, 6P For second, third,
fourth, fifth and sixth payment
R-C Installment RCO
COM Cost
Of Meter
This
list indicates the computed and entered total of each scroll one by one and
difference (if any) is also printed.
Exception statistics are also given at the end of the list. All
officials are directed to ensure that number of bundles, scrolls, and reconcile
list allotted to them are accurate and complete in all respects. All corrections are marked in red ink. At the first stage reconcile list is compared
with CP-99 of all the banks. It is
ensured that bank code and date of payment of each scroll on reconcile list
must be the same as on CP-99 and scrolls.
Computed scroll total is compared with the given scroll total. Proceed to next scroll if there is no
difference. If there is any difference
between computed total and given total of the scroll, then the amounts of all
scroll entries should be compared with the entries on reconcile list. It is possible due to some wrong entry has
been made by the data entry operator, due to which the scroll total is
differing. Correction must be made in
the individual record, which is causing this difference. In case all the individual entries on scroll
tally with the entries on reconcile list, then the difference is probably due
to wrong bank total. In such a case bank
totals are to be updated in accordance with computed total under intimation to
the Cash Section Supervisor as well as Assistant Manager (CO) after ensuring
that bank totals are wrong. To update
Bank total, the line number of last stub of the scroll is entered in the work
sheet and updated bank total is filled in the scroll total / remarks column.
After
completion of this practice with all the scrolls and CP-99s of a main date, the
process of checking of exceptions is started.
First of all the stubs, against which there is any exception message in
reconcile list, are separated. All the
exception stubs must be examined 100% with reconcile records. All the exception stubs except those
occurring due to data entry error should be separated and to be sent to Assistant
Manager (C.S) along with CP-125.
Exceptions are categorized as follows:-
LESS/EXCESS PAYMENTS:-
It is due to the following reasons:-
-
Incorrect entry of reference number, date of payment or
paid amount by Data Entry Operator.
-
Hand Bill or bill amended.
-
Old bills are paid.
-
Bank has accepted net amount instead of gross amount
after due date and vice versa.
No action is required in case of manual bill, amended bill,
old stub and bank errors otherwise correction should be made on individual
entry record.
NOT FOUND ON MASTER FILE:-
It is due to following:-
-
Wrong entry of reference number by Data Entry Operator.
-
Manual bills in which incorrect reference numbers are
recorded.
-
Change of reference number or transfer of accounts to
batch 26.
-
Out of circle stubs.
Reference numbers must be got corrected from the stubs to
remove data entry error. In case of
change of references, Monthly Change of Reference Number list and CP-116 be
consulted and new reference numbers must be entered. No action is required in out of circle
payment stubs cases.
DUPLICATE:-
The message “duplicate” is appeared when two similar records
are entered consecutively. This is due
to:-
-
Double entry by Data Entry Operator.
-
Main date has two payments, for the same reference
number.
No action is required in cases of two payments, otherwise
duplicate record must be deleted with action code “D”.
Note:- All the
reconnection fee payments are
entered with card type “R”,
detection payments with card type “5” and advance payments with card type “7”.
FILLING OF WORK SHEET:-
All
the corrections marked on the reconcile list are filled in the work sheet. Verification of all the corrections on work
sheet is done so as to ensure that nothing is un-recorded or recorded
un-necessarily due to which cash steps may have to be repeated. These corrections should be filled very
carefully because cash files are updated through these work sheets. Updating is to be controlled by entering
certain codes “A” for addition and “D” for deletion. Entries without codes are for change.
In
cash compare step, records are located by line numbers of cash reconcile list
which are always odd numbers. Line
number is allocated to each record in the reconcile list. Deletions and amendments are entered with their
existing line numbers, while new even line numbers are entered for making
additions.
After
completion all work sheets are compiled and numbered properly. These worksheets are sent to Data Entry
Section for entry purpose. After
complete entry of all work sheets, proof list of cash correction is obtained
from the machine room. Proof list of
cash correction must be 100% checked with the reconcile list and not from
worksheets.
CASH COMPARE LIST:-
When
all the corrections on cash correction list are error free, cash compare list
is requested. Cash corrections are
posted on original cash files in this step and data is updated through this
step. It must be ensured that:-
Total after correction records =
Total records on reconcile list + Additions –
of compare list. Deletions.
This
equation ensures the updating of correct file.
All exception messages on cash compare list are to be checked 100% from
the exception stubs and no exception message should be ignored. It must be ensured that there is no any
mismatching of scroll total with the computed total. If there is any mismatched scroll, it must be
got corrected as per reconcile procedure.
The message “Why updating rejected” indicates that although paid amount and due amount is equal, the amount
is being updated. Such cases need
complete scrutiny by Data Control Supervisor.
However, this may be due to wrong tick on stub, entry omission in
reconcile list in amended bill or entry of incorrect reference number. The
message is to be removed by deleting record first and then making addition in
the same compare list.
CIRCLE WISE SEPARATION LIST:-
Circle
wise separation list is also processed at this stage in order to verify the
duplicate records. If any correction is
required, it must be made in the cash correction file and cash compare step is
to be repeated. RFP file created as a
result of this step must be got deleted immediately in order to ensure correct
posting.
DAILY CASH LIST (CP-100):-
After
passing through cash reconcile / correction / compare and circle wise
separation steps successfully, CP-100 list is requested. CP-100 is the final list of all stubs in a
scroll. CP-100 must be checked 100%
before submitting the cash posting.
CP-100 is checked through
CP-99s. All totals on CP-100 should be
checked with CP-99s and in case of difference individual scroll’s entries
should be examined. The concerned Data
Coder will check the date of payment, bank code and grand total of each CP-99
with CP-100. He will sign on every CP-99 and first and last page of
CP-100. Statistics at the end of CP-100
must be checked with the statistics of final compare list.
If an error is located during checking of CP-100, the correction must be
made in Cash Correction file. Cash Compare and CP-100 steps are to be repeated
for proper implementation of correction made.
CASH POSTING:-
When
CP-100 is checked thoroughly and is 100% error free, the cash posting is
requested keeping in view procedure of batch restoring i.e. no batch should be
pending to restore on Master File. A fresh “RFP” file is created for repeating
the “Circle Wise Separation” step. This file is used as input in cash posting
step.
SURCHARGE CREATION STEP:-
After
cash posting of each main date the surcharge creation step must be run immediately. If this step is cancelled due to some reason
it can be repeated only if the status of master file is same. The summary page generated in this step must
be checked up to normal end of job. If
no summary page is generated then it must be confirmed from billing schedule
that this main date is not the due date of any batch.
OUTPUT LISTS GENERATED IN CASH POSTING:-
Following
lists are generated in the cash posting step:-
-
Circle wise separation.
-
Cash posting summary.
-
Surcharge levied in error list (CP-105).
-
Daily un-identified list (CP-107).
-
Removal of surcharge levied in error (W-105).
-
Cash exception list (CP-125).
-
Surcharge cases list.
-
EROs statistics.
-
EROs on forms and list of consumers issued EROs
(CP-112) in duplicate.
-
Payment Detail List (three copies).
Following checks are implemented to ensure the 100%
accurate cash posting:-
- Total calculated cash CP-100 = i):- Total cash circle wise separation list
ii):- Total calculated cash on cash posting summary.
- Total
calculated cash of = Gen + Ind. cash posted + unidentified
cash +
cash posting summary RCO
fee + RCO installment + cost of meter (installment).
- Industrial
cash posted on = Industrial cash on final compare list.
summary
- Each
record of CP-107 must be checked with the stubs.
- All the exceptions appearing in CP-125
must be checked with the exception stubs so that 100% accuracy must be ensured.
- ERO
statistics must be compared with the EROs processed and CP-112 list.
Note:- There must be
no duplicate cash appearing in cash posting summary of any main date. In case any amount appears in this column,
enquiry should be made from machine room.
If it is not an operational error it should be reported to Deputy
Manager (C.O).
Stub should be considered as the
only authentic document and scroll for its confirmation. At all times priority is to be given to stub
for posting purpose.
Two
copies of CP-100, CP-105, W-105, CP-107 and CP-125 are printed. First copy is retained in the computer centre
as office record and second copy is sent to Liaison section for onward dispatch
to field offices. EROs on forms and both copies of CP-112 list must also be
sent to Liaison Section for onward dispatch to field offices.
Payment
detail list provides sub division wise detail of number of stubs, cash posted,
cash collected, payment against advance, cash received and posted on behalf of
other divisions, payment against PDISC consumers and payment against Govt.
department. As these statistics are used in field offices, all three copies of
payment detail list are also sent to liaison section for onward dispatch to
field offices.
PREPARATION OF CASH REGISTER:-
A
register is to be maintained by the supervisor of cash section in which
following statistics are required to be entered:-
-
Total calculated cash of each main date is recorded
division wise from CP-100 list. At the
end of each week these amounts are totaled.
This register is used to check CP-101 weekly.
-
General cash posted, Industrial cash posted,
Un-identified cash, Reconnection cash, Reconnection installment, Cost of meter
installment, Total cash posted and Total calculated cash must be recorded in
this register main date wise.
-
Cash posted on behalf of other divisions is recorded
component wise from CP-106 of all weeks.
-
The amounts posted in each transaction of CP-139 are
also entered in this register main date wise.
These statistics are used for checking of weekly and monthly cash
reports.
WEEKLY CASH REPORTS
As
per commercial procedure Monday through Saturday is a week and Saturday or any
last working day of the week is considered the week ending day. (For the first
week of the month, first working day of the month up to the relevant Saturday
is to be considered as first week. Similarly last working day of the month is
to be considered as last week ending date in case of last week of the month).
After the cash posting of the week ending day, weekly reports are
processed. Following are the weekly
reports:-
- CP-101 Weekly cash collection book by bank branches.
- CP-106 Weekly cash posted summary.
- CP-107 Weekly un-identified cash list.
- CP-126 Weekly list of cash received on behalf of other
divisions.
- CP-127 Weekly list of cash posted on behalf of other divisions.
- CP-134 Weekly inter-office transactions.
CP-101
WEEKLY CASH COLLECTION BOOK BY BANK BRANCHES:-
This
output is prepared weekly in which all the cash collected in the week as shown
in CP-100 daily is reflected. It is
detail of all scrolls totals, processed during the week. These scrolls are shown date wise. It is sorted on bank branches in the sub
division. Following checks are
implemented to ensure accuracy:-
-
Check week ending date as DD-MM-CCYY.
-
Division wise total collection of CP-101 must be equal
to the division wise total cash of CP-100 of all the dates existing in the week
as per cash register.
-
Region total of CP-101 must be equal to the total
calculated cash of CP-100 of all the main dates existing in the week as per
cash register.
-
Progressive total for the month must be equal to the
total calculated cash of CP-100 of all main dates posted upto the week ending
as per cash register.
CP-106 WEEKLY CASH POSTED SUMMARY:-
This
is a weekly report in which posted cash of a sub division is listed batch
wise. This list also shows un-identified
cash, reconnection cash, reconnection installment, cost of meter installment
and postings made by other divisions. It
gives component wise detail of all the cash posted during a week. Following checks are implemented to check the
accuracy:-
-
Check week ending date as DD-MM-CCYY.
-
Grand total of CP-106 must be equal to the region total
of CP-101 and also sum of total cash of all the main dates existing in the week
as per register.
|
-
|
Total cash posted to own division of CP-106 + Total cash posted to
other divisions of CP-106
|
=
|
Total General cash posted + Total Industrial cash posted during the
week as per cash register.
|
|
-
|
Total cost of Meter on CP-106
|
=
|
Total cost of Meter posted during the week as per
register
|
|
-
|
Total RCO posted to own division of CP-106 + total RCO posted to other
divisions CP-106
|
=
|
Total RCO cash
posted during the week as per register
|
|
-
|
Total RCO installment posted to own division of CP-106 + total RCO
installment posted to other divisions of CP-106
|
=
|
Total RCO installment
cash posted during the week as per register
|
|
-
|
Total un-identified cash CP-106
|
=
|
Total of
un-identified cash during the week as per register
|
|
-
|
Component wise cash posted to other divisions of CP-106.
|
=
|
Component wise
total of CP-126 and CP-127.
|
CP-107 WEEKLY UN-IDENTIFIED CASH LIST:-
This
is a progressive report with full information of un-identified cash and
identified cash posted through CP-139 transaction type “1” and un-identified deleted cash through
CP-139 transaction type “2”. Following
checks are implemented:-
-
Check week ending date as DD-MM-CCYY.
-
Un-identified cash of CP-107 must be equal to the sum
of un-identified cash of all main dates of the week.
-
Identified cash of weekly CP-107 must be equal to total
cash posted through CP-139 transaction type “1” during the week.
-
Deleted cash must be equal to the total cash deleted
through CP-139 transaction type “2” during the week.
-
Previous progressive balance of CP-107 must be equal to
the new progressive balance of last week CP-107 (as Opening Balance).
-
New progressive balance = Previous progressive balance
+ Un-identified cash –Identified cash – Deleted cash.
-
There must be no difference in CP-107 at divisional
level.
CP-126 WEEKLY LIST OF CASH
RECEIVED ON BEHALF OF OTHER DIVISIONS:-
It
is an output generated from the payment summary of those consumers who do not
pay their bills in their allotted divisions.
The cash received on behalf of other divisions “CP-126” shows the detail
i.e. payment date, bank code, reference number and component wise payment. It also indicates the actual sub division of
the consumers. Following checks are
implemented:-
-
Check weekend date as DD-MM-CCYY.
-
Check the division codes appeared in the list.
-
Component wise total of CP-126 = Component wise total
of CP-127.
-
Component wise total of CP-126 = Component wise total
of cash posted to other divisions on
CP-106.
CP-127 WEEKLY LIST OF
CASH POSTED ON BEHALF OF OTHER DIVISIONS:-
All
the records, where the cash is posted to other divisions are listed in this
weekly report. Whenever the CP-126 is
processed from the payment summary, the CP-127 is generated
simultaneously. It must be ensured
that:-
-
Week ending date is correct as DD-MM-CCYY.
-
The other checking procedure is the same as in CP-126.
CP-134 WEEKLY INTER OFFICE TRANSACTIONS:-
This
is a detailed report of inter office transactions received and posted during
the week through CP-139. Following
checks are implemented:-
-
Check week ending date as DD-MM-CCYY.
-
Total amount of CP-134 = Total amount of IOT posted during week
through CP-139 – Total amount of IOT
reversed through CP-139.
(Adjuster amount posted or reversed must also be considered for checking of
CP-134 of last weekend).
MONTHLY
CASH REPORTS
After
successful processing and checking of weekly reports of last week-end,
following monthly cash reports are processed:-
- CP-103 Monthly schedule of weekly remittance by bank branches.
- CP-103A Monthly remittance adjustment.
- CP-104 Divisional cash collection book.
- CP-108 Divisional cash analysis summary.
- CP-128 Monthly list of cash received on behalf of other
divisions.
- CP-130 Monthly journal adjustment posted.
- CP-131 Inter Divisional Journal Adjustment cash.
- CP-132 Inter Divisional Un-identified cash adjustments.
- CP-135 Monthly inter office transactions posted.
-. Monthly
Residual List.
CP-103 MONTHLY SCHEDULE OF WEEKLY
REMITTANCES BY BANK BRANCHES:-
This
output report is generated by using remittances reflected in CP-102 and is
sorted bank wise in a sub division. Following
checks are implemented:-
-
Check the month end as MM-CCYY.
-
Division wise total of CP-103 must be equal to the
division wise total of final proof list of CP-102.
-
Division wise total of CP-103 must be equal to the
division wise remittances of CP-104 list.
CP-103-A MONTHLY
REMITTANCES ADJUSTMENTS:-
This
report is generated as a result of adjustments of remittances reflected through
CP-102A. Following checks are
implemented to ensure accuracy:-
-
Check the month end of the report as MM-CCYY.
-
Total credit amount of CP-103A must be equal to the
total credit amount appearing in final proof list of CP-102A and CP-104 list.
-
Total debit amount of CP-103A must be equal to the
total debit amount appearing in final proof list of CP-102A and CP-104.
CP-104 DIVISIONAL
CASH COLLECTION BOOK:-
It
is an output shows opening balance, cash collected, remittance and adjustment
of remittances during the month and closing balance at the end of the month for
each bank branch. This report must be
checked 100%. Following checks are
implemented:-
-
Check the month end printed in the report as MM-CCYY.
-
Opening balance of CP-104 must be equal to the last
month closing balance of CP-104.
-
Total collection of CP-104 must be equal to the total
collection of CP-101 of all the weeks.
-
Total collection of CP-104 must be equal to the grand
total appearing on Monthly CP-108.
-
Total remittances must be equal to the total of CP-103.
-
Remittance adjusted debit must be equal to the debit
amount of CP-103A.
-
Remittance adjusted credit must be equal to the credit
amount of CP-103A.
-
It is ensured that
Closing balance (CP-104) = Opening
balance + total collection – amount
Remitted + Remittance adjustment (DR) –
Remittance adjustment (CR).
-
It must be ensured that heavy closing balance with (-)
sigh is not appearing against any division and at the end of CP-104.
CP-108 DIVISIONAL CASH ANALYSIS
SUMMARY:-
This
is a monthly report in which cash collected / posted to own division and to
other divisions is reflected component wise as in weekly CP-106. This is the most important cash report and
100% checking must be ensured. Following
checks are implemented:-
-
Check the month end of the report as MM-CCYY.
-
Grand total (i.e. total cash collection) must be equal
to the total collection of CP-104 as well as total of CP-101 of all the weeks.
-
Un-identified cash of CP-108 must be equal to the total
un-identified cash of all dates from the posting register. This must also be equal to the total
un-identified cash appearing in CP-106 of all the weeks.
-
Total reconnection cash posted to own division and to
other divisions of CP-108 must be equal to the total reconnection cash of all
dates from the register.
-
Total reconnection installment cash posted to own
division and to other divisions of CP-108 must be equal to the total
reconnection installment cash of all dates from the register.
-
Total “cost of meter” of CP-108 must be equal to the
total of “cost of meter” cash of all dates from register.
-
Total posted cash of CP-108 must be equal to the total
of “General cash posted” and “Industrial cash posted” of all the dates from the
register.
Cash
posted to other divisions of CP-108 must be equal to the total amount of
CP-128. (Component wise amounts must
also be checked).
CP-128 MONTHLY LIST OF CASH
RECEIVED ON BEHALF OF OTHER DIVISIONS:-
This
is a monthly report in which cash movement as per CP-126 / CP-127 during the
month is listed. Following checks are
implemented.
-
Check month end of the report as MM-CCYY.
-
The total amount of all the weekly CP-126 and CP-127 reports
should be equal to the total amount of CP-128.
-
Sum of component wise amount of all the weekly CP-126
and CP-127 reports should also be compared with the all components of CP-128.
-
Component wise amount of cash posted to other divisions
of CP-108 must be compared with component wise amount of CP-128.
CP-130 MONTHLY JOURNAL
ADJUSTMENT POSTED:-
All
the journal adjustments posted through CP-139 transaction type “3” are listed
in this monthly report. Following checks
are implemented to ensure accuracy:-
-
Check the month end of the report as MM-CCYY.
-
Total amount posted through CP-139 transaction type “3”
must be equal to the total debit and credit amount of CP-130.
-
The credit total of CP-130 must be equal to the debit
total of CP-130.
CP-131 INTER DIVISIONAL JOURNAL
ADJUSTMENT CASH:-
All
the inter division adjustment for the month, where division of two reference
number on CP-139 is not same, are listed in this report. Following checks are implemented:-
-
Check the month end of the report as MM-CCYY.
-
This list must be 100% checked with the posting lists
of CP-139 during the month.
-
Credit and debit totals of this report are same and
grand totals are always zero.
CP-132 INTER
DIVISIONAL UN-IDENTIFIED CASH ADJUSTMENTS:-
During
the posting of CP-139 transaction type “1” if the division codes of
un-identified and identified reference numbers are different, it means that it
is a case of inter division un-identified adjustment. All the inter division un-identified cash
adjustments are listed in this monthly report.
This report should be 100% checked with CP-139 posting during the month.
CP-135 MONTHLY INTER OFFICE
TRANSACTIONS POSTED:-
This
output is generated from the merging of WCL files of all the weeks. The month end printed on the report must be
checked as MM-CCYY. The total amount of
CP-135 must be equal to the total amount posted through CP-139 (transaction
type “7”) after subtracting the reversal of I.O.T (i.e. CP-139 transaction type
“8”). Adjuster amount posted or reversed must also be considered for checking
of CP-135. Total amount of CP-135 must be equal to the total amount of CP-134
of all the weeks.
RESIDUAL LIST:-
This
monthly report provides the upto-date record of all un-identified numbers along
with payments, date of payments, bank code and main date. For identification purpose, this list is
required to be consulted to provide correct information. Following checks are implemented.
-
Check the month end of the report as MM-CCYY.
-
Region total of residual list must be equal to the new
progressive balance of CP-107 of last week.
-
Total amount of current month residual =
Total of previous
month residual + Total
new un-identified during
the month –
un-identified adjusted during
the month – un-identified deleted
cash during the month.
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