CHAPTER-11 ACCOUNTING PROCEDURE OF RMFS
1. License/Renewal Fees: The person intending to apply for a license and/or renewal of the license for the Remotely Managed Franking System (RMFS), shall deposit the prescribed license/renewal fee in any post office and obtain a receipt in the form ACG- 67.The receipt in original will be enclosed with the prescribed application from by the applicant. Accounting procedure of the License and Renewal Fee, in the Sub Post Offices, Head Post Offices and Postal Accounts Offices will be the same as in the case of existing franking machine license.
2. The RMFS User shall deposit the advance postage in the Department’s account with the designated Bank’s (i.e. State Bank of India) Branch through a prescribed challan containing inter alia the Department’s AQCCOUNT Number/Code, Licensee’s particulars, amount to be deposited in cash/through cheque/Demand Draft/Electronic Fund Transfer, etc. The challan shall be prepared in triplicate. On deposit, the Bank shall return one receipted copy of the challan to the RMFS user for his record and retain two receipted copies with it.
3. At end of the day (EOD), the relevant bank branch in addition to the statement/information to be sent by it to their own office (s)/branch (es),shall generate necessary RMFS User License-wise statement/scroll of the amounts deposited and send the same along with one copy each of the receipted challans to the concerned Circle Postal Accounts Office (CPAO) on a daily basis. On receipt of the said information the Circle Postal Account Office shall enter the same in a register to be maintained for watching credits of the amounts through Advice of Transfer Credit (ATC) from the Circle Postal Accounts Office, Delhi.
4.(i) The Dealing Bank Branch of the State Bank of India, (i.e. New Delhi Main Branch (code 00691), 11 Parliament Street, New Delhi-110001), on the basis of information received by it through their network from various branches all over the country, shall generate a statement of Credits in respect of the amounts deposited by the RMFS user on a daily basis and furnish the same to the Nodal post office; New Delhi GPO, New Delhi-110001.
(ii) On receipt of the Statement of credits, New Delhi GPO Shall:
(a) Reflect the total amount as “postage realized in cash through Remotely Managed Franking Machines” on receipts side of their Cash Book and Cash Account to be furnished to the Circle Postal Accounts Office (CPAO),Civil Lines, Delhi-110054 and simultaneously.
(b) Show the same amount on payment side of the Cash Book/Cash Account under “Public Sector Bank Suspense (State Bank of India Suspense)’ in order to make their accounts agree.
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(iii) On receipt of accounts from New Delhi GPO, the Circle PAO, Delhi, shall book the amounts as under:
(a) The amount shown as “ Postage realized in Cash through Remotely Managed Franking Machines”, shall be credited to the ;
Major Head : 1201-Postal Receipts.
Sub Major Head : 00
Minor Head : 101-Sale of Postage Stamps.
Sub Head : 07-Postage Realized in Cash through
Remotely Managed Franking Machines
b) The amount shown as “public Sector Bank Suspense (Ste Bank of India Suspense)
shall de debited to the:
Major Head : 8661-Suspense.
Sub Major Head : 00
Minor Head : 108-Public Sector Bank Suspense.
Sub Head : 02-State Bank of India Suspense.
5. (I) The Sate Bank of India, New DELHI Main Branch, shall also generate:
(i) A consolidated License-wise Statement of Credits and
(ii) Postal Circle-wise Statements of Credit, of the postage deposited by RMFM Users throughout the country, in chronological order, on a monthly basis and shall send the same to the General Manager (PAF), Postal Accounts Office, Civil Lines, Delhi-110054, by the 5th day of the succeeding month positively.
(II) Role of Circle Postal Accounts Office, Delhi:- On receipt of the above said statements from the State Bank of India (Main Branch), New Delhi, shall cross check the entries in the consolidated statement with the entries
(i) in the Circle-wise statements received therewith and
(ii) in the entries (of credits and State Bank Suspense) shown in the Cash Account of New Delhi GPO, to ensure that the entries in each of the three sets of statement/accounts tally with each other. The discrepancy, if any, shall be noted in the Objection Book, taken up with the Bank and/or New Delhi GPO immediately and sorted out by the end of the month positively.
(III) On carrying out necessary check/cross checks, the CPAO,Delhi shall transfer the credits for the amounts shown in the relevant Statement of Credits in respect of the Circle (other than Delhi), to the concerned CPAOs, through the Advice of Transfer Credit (ATC), by the 10th of that month. The accounting entries in CPAO,Delhi, shall be passed as under:
(a) The transferred amount shall be shown as Deduct (Minus Credit) Transfer under the:
Major Head : 1201-Postal Receipts.
Sub Major Head : Minor Head : Sub head : 00101-SALE OF Postage Stamps.07-Postage Realized in Cash throughRemotely Managed Franking Machines. Deduct amount transferred to………Circle.
(b) With Credit to the
Major Head : 8782-Cash Remittance & Adjustments from
and to Postal Accounts Offices.
Sub Major Head : 00
Minor Head : 121-Postal Remittance.
Sub/detailed Head : 05-Revenue Realized through Remotely Managed Franking Machines Remittances from and to PAOs:
(01)-Kolkata, (02)-Nagpur, (03)-Delhi, (04)-chennai, (05)-Kapurthala, (06)-hyderabad,(07)-Jaipur (08)Trivandrum. (09)-Cuttack,(10)-Bangalore,(11)-Bhopal, (12)- Lucknow, (13)-Patna,(14)-Ambala, (15)-Ahmedabad,(16)-Sundernagar, (17)-Guwahati, (18)-Shillong, (19)-Jammu (20)-APS Pay & Accounts Office, Nagpur.
6. Role of other Circle Postal Accounts Offices (other than Delhi):- On receipt of the
Advice of Transfer Credit (ATC), from the Circle Postal Accounts Office, Delhi, shall
cross check the entry in a register to be maintained for watching credits of the amounts
through Advice of Transfer Credits (ATC) from the Circle Postal Accounts Office, Delhi
as mentioned in the para-3 of Accounting Procedure. The discrepancy, if any, shall be
noted in the Objection Book, taken up with the concerned State Bank of India/CPAO
Delhi and New Delhi GPO immediately and sorted out by the end of the month
positively. The accounting entries in the concerned Circle Postal Accounts Office, shall
be passed as under:-
(a) Transferred amount shall be shown as Transfer Credit under the;
Major Head : 1201-Postal Receipts.
Sub Major Head : 00
Minor Head : 101-Sale of Postage Stamps.
Sub Head : 07-Postage Realized in Cash through Remotely Managed Franking Machines.
With debit to the;
Major Head : 8782-Cash Remittance & Adjustments from and to Postal Accounts Offices.
Sub Major Head 00
Minor Head : 121-Postal Remittances.
Sub/Detailed Head : 05- Revenue Realized through Remotely
Managed Franking Machines Remittances from Postal Accounts Office Delhi.
7. The Rebates and Refund of RMFS to the Franking Machines Users (FMU) shall
be shown under the:
a. Refund:
Major Head : 1201-Postal Receipts.
Sub Major Head : 00
Minor Head : 101-Sale of Postage Stamps.
Sub Head : 07-Postage Realized in Cash through (RMFS)
01-Deduct:Refund of Postage realized Through RMFS.
b. Rebate & RefundMajor Head : 3201-Postal Services.
Sub Major Head : 02-Operation
Minor Head : 101-Postal Network
Sub& Detailed Head : 74-(i)Payment of rebate on resetting of RMFS.
(ii) Payment of refund on cancellation of License of RMFS.
Classification of RMFS Credits through e-payment
The classification of RMFS credit through e-payment will remain same as mentioned in the Accounting Procedure for RMFS deposits.
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