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 2014, it will be 31.3.2014(last working day in March 2014) and 01.04.2014(first
working day in April 2014). 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 31.3.2014 and 01.04.2014 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 30th 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 seven supplementaries.
Daily
accounts of all sub offices for March should be obtained latest by seven supplementary
and incorporated in the accounts. After the cash account for March 2014 (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. Note
: minimum one supplementary is compulsory
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