Procedure For Supplementary Accounts
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 thisdocument 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
29.3.2014/31.3.2014(last working day in March 2014) and 01.04.2013(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 29.3.2014/31.03.2014 and 01.04.2014
respectively, before 30th March.
Regular Cashbook During The Month Of March
Regular work in all the modules leading to the generation of cash book
can continue up to 29th /31th 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 2013 (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 – Supplementarydata SO. 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
coursefirst. 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) duringwhich 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 29 are received, the details of balances(red ink particulars)
for the HO and SO balances of all SOs of date 29.3 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
Courtesy : http://potools.blogspot.in
