CHAPTER 4.
GENERAL CONDITIONS FOR USE OF FRANKING MACHINE
a) Whenever change in postage rates is notified by the Department, it will be sent to RMFS Venders through quickest means of communication. It will be the responsibility of the Venders to update the same in franking machines immediately to bring the revised rate of postage in effect with effect from the notified date. The articles without proper postage will be treated as per prescribed procedure.
b) The franking machine has to compulsorily dial the RMFS Server at least once within a specified period of 30 days either for funds credit or for inspection call if it does not have to download funds. Whenever the machine dials the RMFS Server either for funds download or for inspection call the data from the machine automatically gets uploaded to the server.
In case where the machine dials the RMFS Server for funds download it shall upload two files on the RMFS server namely Credits Downloaded File and Usage File. In cases where the machine dials the RMFS Server for inspection purposes it shall upload only Usage File.
The contents of the Credits Downloaded File shall include the License Identifier, License Number, Franking Machine User name, Funds downloaded, Downloaded date/hour, Ascending register reading, Descending register reading and Item register.
The contents of the Usage file shall include:
- the register details (ascending register reading, descending register reading, control total, item register reading),
- daily record of ascending register reading and item counter reading for each particular machine,
- the cumulative product details like product code, total number of items franked for that code, total amount franked for that code and total weight of all articles franked under that code. This detail is not required on daily basis but is required for the period between two dialing between the Franking Machine and RMFS server.
If the franking machine does not dial the RMFS Server within the stipulated time period of 30 days it gets blocked and shall be unlocked only when it dials the RMFS server and uploads its data.
c) Resetting will be done only through remote resetting by RMFS centre in India that shall have to be set up, maintained and operated by the Original Equipment Manufacturer only. The Franking Machine User will have to pay the Annual Resetting Fees in advance to the RMFS Centre to avail remote resetting service without which he will not be able to download funds in the machine.
[The quantum of the resetting fee payable to RMFS and manner of its payments will be as prescribed by the vendor from time to time.]
d) The Franking Machine User shall ensure that the franking machine is regularly used for franking articles unless there are unavoidable circumstances for non utilisation of the same during any particular period. He will also ensure that there is no misuse of the machine by any one.
e) If the machine is not actually being used for a period of more than three months but dialing within prescribed period regularly, the Licensing Authority will gather this information from the reports hosted by the DCR on website and will get the matter inquired into through PRI(P)/Inspector/ASPOs. Further action as called for i.e. cancellation, suspension may be taken or allow the License to continue if no malpractice is noticed. However if the Licensee has informed the Licensing Authority in advance about non use of franking machine for more than three months in writing stating the reasons for the same there will be no need for further inquiry in the matter if he is satisfied about the genuineness of the reason.
f) The Franking Machine User must at all reasonable times allow the authorised officer of the Department of Post to inspect the machine and the concerned record without any prior notice.
f) The Franking Machine User must get the machine serviced by the Franking Machine Vendor only.
g) The Franking Machine User will not sell, transfer or dispose of, in any manner, the franking machine without obtaining prior permission from the licensing authority.
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