Kerala
Postal Circle has entered into an agreement with Adharva Associates for
recharging of prepaid mobile connections in Post offices through e-Payment
service using Keralapost website www.epmt.keralapost.gov.in. Presently, the
recharging of prepaid mobile connections will be available only for Idea
Cellular, which will be later extended to include other mobile service
providers like BSNL, Airtel etc.
Initially
the service was operated on pilot basis at Trivandrum GPO w.e.f 12.05.2014 and
now, it has been decided to expand the service w.e.f 01.07.2014 throughout the divisions
of Southern Region. The Operating and Accounting procedure issued vide this
office letter of even No. dated 09.05.2014 to SSPOs Trivandrum North Division
is enclosed herewith for information and similar necessary action. Biller
ID for Adharva Associates is 3664 and Biller Name is "RECHARGE BY
ADHARVA".
OPERATING PROCEDURE
1.
Machine Registration
i) For
carrying of prepaid
mobile recharge using
www.epmt.keralapost.gov.in website, the
pc used for
this purposed needs to be registered with the
website for this after loging into the
website using the user ID
and password provided from Circle
Office, the user needs to click
on Settings->Register Machine
option. There will be a button with name
"Get Details". Click on this and the details of the pc like computer name, mac address, ip
address and status will be shown. Now
the register button needs to be clicked for sending registration request to website.
ii) Once the CO approves the machine, the
user can re login to the
Website
and carry out the transaction. If
the machine registration is not successful, all the menus under transaction menu will be in
disabled condition and
once the activation
is successful these menus will get enabled.(Always use the existing iMO machine for registering as
the internet explorer settings required for
mobile recharge is similar to that of iMO).
2. Recharging
i) Once
the machine is registered and activated, the operator can canyout the recharge of prepaid
mobile connection using the option Transactions->mobile recharge. The
customer who needs to recharge their prepaid
mobile connection approaches the
counter clerk and provide the
details like mobile number, service
provider name and
the recharge amount. Every Post Office will maintain a register in
which,
The
customer has to note his/ her mobile number and get recharge amount of mobile.
ii) The
counter operator will
access the website www.epmt.keralapoat.gov.in and
select the option “mobile recharge". The screen will ask for mobile number
of the customer entered twice. Once the provider is selected say "IDEA", the screen
will refresh and a dropdown list showing
the available recharge denominations and
their talk value and
related offers will be
listed.(lf the operator wants to assist the customer in selecting the correct
recharge scheme he can go through
the dropdown list and help the customer.) Once the scheme is selected and recharge amount
is entered, recharge button needs to be clicked for getting the recharge
processed. Immediately after clicking the
recharge button a message showing
the Recharge ID will be displayed.
This recharge ID should be
used for tracking the transaction details, in case of
any hiccup in transaction.
iii) Immediately after successful recharge, customer will get an
SMS confirming the recharge in their mobile. A receipt also will be printed in point of
sale sticker receipt by the system showing the recharge id, mobile number,
provider name and recharge amount, as proof of transaction.
iv) There
is one more option
in the webpage
to view the status of
the recharge in case there is any
delay sending the SMS to customer for recharge confirmation.
This option will work as tracking and will give the details of the recharge
transaction if the recharge id is given.
3. Accounting
through e-payment
At the
end of the
day, the operator needs to take
the printout of consolidated
recharge transactions carried out on a
particular date from the www.epmt.keralapoat.gov.in website's
transaction report. This report will
contain a "Summary ID" which is the key field for ePayment
transaction. Each PO will have to do only
one ePayment transaction consolidating all the prepaid recharges done by the PO
on that particular day. After taking the
printout, the operator has to select
the ePayment biller "Recharge by Adharva" and
enter the summary id,
transaction date and amount (consolidated).
ACCOUNTING PROCEDURE
1.
Role of Sub Post Offices (S.O):
i) At the
end of the day, a
daily consolidated report is generated
from the website www.epmt.keralapost.gov.ln, showing the
list of recharging of
prepaid mobile connections made with
details of the receipt numbers issued at the post office and the amount collected thereon. A copy of this
should be sent to the Head Post Office
as supporting document along with the daily account. This report contains a key
field "Summary ID" and this value should be entered when the collected
amount is accounted in ePayment as described at point (ii) below.
ii) The total recharge
amount collected at the Sub
Office counter on each day shall
be brought into account by showing
the consolidated amount as ePayment receipt under the
ePayment Biller "Recharge By Adharva" with
the "Summary ID". The Sub
Office will incorporate this amount into their SO account and the SO daily accounts
submitted to the Head Post Office. The total
amount collected from the
customers at the close of the
day should be equal
to the total amount of recharging done for prepaid mobile
connections shown in SO daily account.
2.
Role of the Head Postomce (H.P.O):
i) The total recharge
amount collected at the HO counter on each day shall be
brought into account
by showing the
consolidated amount as ePayment receipt under the
ePayment Biller "Recharge By
Adharva" with the "Summary
ID". This will be incorporated into the HO summary. The total amount collected from
the customers at the close
of the day should be
equal to the
total amount of recharging done for
prepaid mobile connections shown
in HO Summary.
The total amount of transaction on a day in the SO and
HO shall be incorporated into in the HO cash book.
ii) The
Head Post Office
will prepare a monthly
consolidated schedule
(including transactions of its sub post
offices, if any) in
duplicate on account of recharging of prepaid mobile connections and forward
a copy of each schedule to the
Circle Postal Accounts Office along with
cash accounts returns duly
agreed with the
cash account figures for further classillcation and incorporation
in the Circle Abstract.
3.
Role of the Nodal Head Post
Office
The
Sr. Post Master, Trivandrum GPO is the Nodal officer for this project. The
commission to the Department is 3.5% of the
total amount of recharge sold
through all post office outlets.
The Sr. Postmaster G.P.O will disburse
the amount collected appearing
under the ePayment
payment screen of treasury
package installed in
G.P.O after deducting
the commission at the agreed rate
above plus service tax and education cess at the prevailing rate to M/S Adharva
Associates periodically on a weekly
basis.
4.
Role of the Postal Accounts Office
(i) At the end of
the month, on receipt
of cash account retum along with
supporting documents relating to the scheme from
Head Pot Office, the
Postal accounts Office will
maintain a separate broad sheet
for this item on monthly basis. The
receipts and payments will be booked as per
the Operating and accounting procedure of e-Payment communicated vide this office letter no.
BD/30-Dlg/2012 dated 24.04.2012 and
letter no. TGY/1-56/Rulings dated
24.05.2012).
Before
booking, Circle Postal Accounts Office will ensure that the amount
shown in the Cash Accounts must be tallied/ agreed with the total figures shown
in the schedules received with the cash accounts.
M/
s Adharva Associates will have a landline helpline No (0484-4096666) to support
the provision of service rendered at the Post
Offices. Also the MIS report
showing the transactions done daily
by each post office can
be viewed at various levels such
as Circle Office, Regional Office,
Divisional Office and Head
Post Office through the access given
and monitor and verify
the days transactions and the amount is correctly accounted in
the post office
accounts. For any enquiries/ complaints or in case of wrong
recharges, the staff of Post Offices can
escalate the same through
online or they
can get it
clarified immediately with M/ s Adharva Associates.
Since the
service will run on e-Payment
software, Operating and Accounting
procedure of e-Payment will be
followed for this
service (communicated vide this office
letter no. BD/30-Dlg/2012 dated 24.04.2012 and
letter no. TGYI 1-
56/Rulings
dated 24.05.2012). As detailed therein, the prescribed account heads may be followed
for e-Payment transactions (e-Payment collections, commission/service charges
etc.) done at all levels, ie. at
SO, HO, Nodal HO and DAP.
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