In
order to account the sale of philately stamps separately and to project the
same as part of BD revenue, Postal directorate has modified the procedure of accounting
of sale of philately stamps. CEPT,
Mysore has done modification in the Meghdoot package according to the new
procedure and implemented same through Meghdoot 7.9.2 update. Following are the new procedures.
1. Till now there is no separate provision (either in Point of Sale OR in Treasury) for sale of Philately Stamps. The consolidated stamps balance available with Treasurer includes postage stamps and philately stamps. Similarly, the stamps sale of both postage and philately stamps (all kinds of stamps) is taken together to raise the cash balance of the Treasurer and there is no separate category/head of account for showing in Summary/Cash Book etc.,
2. Now,
a Separate Account
head 'Philatelystamps' is created
for the purpose of incorporating the sale proceeds
of Philately Stamps
at Post Offices
in their Daily account/ HO Summary/Cash Book etc.,
3. This new head of account will be used by
Point of Sale, Sub Accounts and Treasury modules in order to account for the
sale proceeds of Philately Stamps into proper head of account.
4. The modifications have been done in Point of
Sale and Treasury modules. The following procedure in Point of Sale and
Treasury modules has to be strictly adopted in order to account for the sale
proceeds of Philately Stamps:
Modifications in Point of Sale
5. In Point of Sale module, Sale of Philately stamps can be done
through the option: Operator - Financial - Unclassified Receipt – General. When
this option is selected, UCR purpose ‘Philately Stamps - Sale’ will be
available to the Operator. The operator
can select this option and account for the sale proceeds of Philately Stamps.
Screen shot of the option is as under
6. In order to facilitate segregation of
different categories of philately stamps, provision has been made available to
the Point of Sale supervisor to configure different categories such as Stamps
on Gandhi, Sachin Tendulkar etc., The
categories of Philately stamps can be configured by the Supervisor of the Point
of Sale module. All the categories
configured by the Supervisor will be available to the operator (as shown in the
screen shot at point no.3), while making sale of Philately stamps.
7. Detailed Philately Stamps sale report
(category wise) is available in Point of Sale application through the
option: Operator - Reports - Other Reports
-Detailed UCR Reports.
If
the Licenced Stamp Vendor/Point of Sale counter PA is making regular sales of
Philately stamps by the way of recoup/ replenishing from Treasurer handing over
the Cash, then the amount of Philately stamps sales will be accounted for in
the Daily account/ HO Summary directly from treasury itself. Therefore, in such
cases, there is no need for entering the amount of Philately Stamps sold at
Counter again through POS application.
Modifications in Treasury module
8. Till now there is no separate provision for
sale of Philately Stamps. The
consolidated stamps balance available with Treasurer includes postage stamps
and philately stamps. Similarly, the
stamps sales of both postage and philately stamps (all kinds of stamps) is taken together to raise the Cash/Cheque
balance of the Treasurer and there is no separate category/head of account for
showing amount of Sales in HO Summary/Cash Book etc.
9. Now, a Separate Account head
'Philatelystamps' under General Receipts is created for the purpose of
incorporating the sale proceeds of Philately Stamps at Post Offices in their Daily
account/ HO Summary/Cash Book etc.,
New Stamp Category ‘PHILSTAMPS’ is created for the purpose of uniqueness
of the philately Stamps category to segregate the sale proceeds.
10. As there will be already some stock of
Philately Stamps which might have been mixed up in Treasury module with either
Postage Stamps category/custom created stamps category, entire existing stock has
to be first migrated to the newly created Stamps Category.
11.
Treasury Supervisor has to configure the existing denominations of Philately
Stamps at the PO through the Option Masters—Stamps Denomination as shown below:
12.
Afterwards, Treasurer/ Stamps Treasurer who is having the stock of Philately
Stamps has to exchange all the existing philately stamps (mixed with Postage
stamps OR available in another user defined category like philately etc.,)
through the Option Treasurer – Payments—Exchange as a onetime measurer. First
Receipts--select Stamps Option with New category of PHILSTAMPS and afterwards
Issues with Stamps Option again of existing philately stamps.
13.
With the above process, all the existing philately stamps of the PO (mixed with
Postage stamps OR available in another user defined category like philately
etc.,) will come under the New Stamp Category PHILSTAMPS. There will not be any
change in the Total Stamp Balance amount of the Treasurer concerned.
14.
Now, Bulk sales of Philately stamps done by Treasurer can be made through the
existing option Treasurer –Tools—Stamps Sales with mode of Receipts as
Cash/Cheque and Issues as Philately
Stamps of available
denomination. Configuration of Bulk
Customers/Stamp Vendors to be done by the supervisor through the existing
option Masters—Stamp Vendors.
15.
Sale proceeds of Philately stamps will be reflected in the Stamp Balance
Report, Stamps
16.
In the TCB Report, the amount of Sale of Philately Stamps through Cash/Cheque
will be included in the Closing Cash/Cheque balances of the concerned treasurer
as per the existing provisions of the application
17.
In the daily account / HO Summary, the amount Philately Stamps Sold will be
reflected under Receipt Side against the new head of account 'Philatelystamps'. Since, there is no additional revenue to the
Balance of the PO, (As Stamp balance only is converted to Cash/Cheque balance)
an additional entry under payment side will be reflected in the HO Summary/
Daily account against the Head of account ‘PhilStampsAdjmt’.
18.
The amount of Stamps Sales of other regular Postage Stamps/Revenue/CRF Stamps
will continue to be part of Cash/Cheque balance without any adjustment.
19.
The procedure prescribed above is only for separate accounting of Philately
Stamps sold in Bulk through Treasury application. There is no change in other
options of Sales/ supply of stamps to SOs/BOs.
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