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Issues
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Process in Sanchay Post
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Process in
Finacle
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Post
Office
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For
each Post Office, PO Code is allotted.
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In Finacle, each Departmental
Post Office is called as Service Outlet (SOL) and allotted a ID which is
called as SOL ID.
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Combinations of different SOLs in Finacle is called SOL Set
and separate SOL Set ID is allotted for each type of sets.
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Each
Branch Post office will be allotted a separate Code during migration which
needs to be selected at the time of doing BO transactions from account
opening screen.
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Account
number
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In
Sanchay Post, account number is generated from the block of accounts allotted
for different schemes.
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In Finacle, account no. is
called as Account ID. Account number will be generated by the Finacle CBS
application randomly and will be in 10 digits.
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From the Account ID, you cannot identify the scheme as it has
no such indication.
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Every Transaction will be given a Transaction ID in Finacle
CBS and Counter PA has to write Transaction ID on the voucher.
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Supervisor has to ensure while verifying that Tran-ID is
written on the voucher.
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From the Tran-ID, anyone one can see the details of the
transaction.
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Cash
Handling
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In
Sanchay Post, there is no provision of handling cash.
Cash
is handled in SB Cash.
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In Finacle, cash is handled
through VAULT.
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All Counter Pas are called as
Tellers and each Teller is allotted Teller Cash Account.
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Cash taken from Treasurer is to be first entered in Teller’s
cash account and main Vault account of the Supervisor by each Counter
PA(Teller).
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Supervisor will verify these entries in the Finacle CBS
Application. Only after this, a cash transaction can be done by Counter PA.
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All cash receipts and payments done at the counter are entered
into Teller Cash Account automatically.
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Each Counter PA(Teller) has to tally his cash at the close of
the counter with his Teller Cash Account.
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After tallying cash, all Counter PAs will return cash through
Finacle Teller Cash Account to Supervisor’s Vault who in turn will verify
these entries.
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Physical cash will continue to be taken by Counter Pas from
Treasurer and Counter Pas will also continue to return physical cash to
Treasurer.
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Supervisor has to ensure at the day end that Teller Cash
Account of each Teller (Counter PA) is Zero.
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Account
opening with CIF
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There
is no process of creation of CIF in Sanchay Post
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In Finacle, for every depositor,
CIF has to be created. CIF Number will be in 9 digits generated by the
system.
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Before creation of CIF, a de-dupe check has to carried out for
checking as to whether the customer is already having any CIF.
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At the time of migration, new CIF will be created for each
depositor or guardian.
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There is a menu in Finacle CBS to look the CIF and new account
number generated against old account number during migration.
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Counter PA has to write new CIF and Account number in the
Passbook of old customers as and when it is presented for transaction.
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All accounts of a customer will be attached with the CIF in
Finacle CBS.
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By entering CIF no,, detail of all investments of the customer
can be seen.
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Use of SS
Book
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In
HPOs and most of the SOs where Sanchay Post is working, SS Book is not
maintained.
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On
implementation of Finacle CBS application, while opening new accounts by
using new Account Opening Form (AOF), additional signatures of depositor(s)
to be taken on perforated slip for Savings Account Holders who are able to
sign.
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This
signature slip needs to be pasted on the SS Book for reference at the time of
withdrawal till scanned image of signatures are uploaded into Finacle by
Circle Processing Centre (CPC).
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This
is to be implemented in HOs as well as SOs after migration to CBS.
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Entering of
Date of Birth and Last name
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In
Sanchay Post, entering of Date of Birth is not mandatory except in SCSS and
Minor Accounts. There is no concept of First, Middle and Last name in Sanchay
Post.
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In
Finacle CBS, entering of Date of Birth for all accounts is mandatory.
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Entering
of Last name in also mandatory in Finacle CBS.
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When
there is no last name for a customer, first name should be entered as last
name.
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Opening of
account by minor of the age between 10-18 years without guardian
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Sanchay
Posts treats such accounts as Individual Accounts.
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Since
entering of Date of Birth is mandatory in Finacle CBS, it treats all
depositors of age below 18 years as minor.
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When
Minor attains majority, it stops transactions and allow transactions only
when status of account is changed from minor to normal.
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Counter PA has to take fresh Account Opening
Form with fresh KYC of the depositors after attaining age of 18 years and
change status of account from minor to normal.
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Funding of accounts
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In Sanchay Post , there is a
process of accepting deposit at the time of account opening and purchase of
certificates.
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In Finacle, deposit is called as
Funding.
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Savings and PPF Account can not be funded during account
opening.
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Funding has to be done after opening of Savings nad PPF
Accounts.
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In case of other types of accounts/certificates, funding has
to be done while opening the accounts.
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In Finacle account number will be generated against each
certificate issued
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Same process is also applicable to existing certificates and
account against each certificate will be created during migration.
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Validation of minimum amount of
deposit and withdrawal
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Sanchay Post does not allow
deposit and withdrawal in Savings Account for amount less than Rs.5/-.
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Finacle CBS has no such validation. Counter PA and Supervisor
has to ensure that no deposit and withdrawal of less than Rs.5/- is accepted
from depositor.
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Payment of interest in MIS,TD,
SCSS etc.
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In Sanchay Post, interest is
credited into the MIS/TD/SCSS Accounts and also paid from the accounts.
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In Finacle, Interest is not credited to the MIS/TD/ SCSS
Accounts.
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As a batch process, interest in all these three categories of
accounts is calculated and credited into repayment account.
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If depositor is having savings account in any CBS post office,
interest will be automatically credited into Savings Account of the depositor
during batch process.
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Otherwise, interest will be credited into Sundry MIS/SCSS/TD
Office Accounts created for each such scheme.
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For payment of interest, by cash, Counter has to pay interest
from Sundry Office account.
Therefore, it is desired that
all MIS/SCSS and TD account holders should be requested to open savings
account and link the same for credit of interest.
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Savings/NSS/PPF Account
closure.
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In Sanchay Post Savings/NSS/PPF
account closure, all calculations of closing interest are done by the
software.
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The process of Savings/NSS/PPF account closure in Finacle is
totally different.
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When closure is to be
invoked, first, make the balance as Zero by withdrawing the available balance
before proceeding to closure.
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Detail of closing interest have to be seen only after closure
by going through transaction details.
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The depositor should be told to fill receipt portion based on
the closing interest seen by invoking interest accrual menu or through
transaction details menu.
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Even Supervisor, while authorizing closure cannot see the
closing interest amount on the screen.
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For verifying the interest amount written on the voucher,
Supervisor also has to either go to the detail of transaction or go to
interest accrual to see the closing interest.
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The process of closure of PPF and NSS accounts are also same
except that in case of NSS-87 Closure, Counter PA has to deduct TDS by
invoking the menu HCACC.
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Inventory process
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Inventory process in Sanchay
Post can be maintained for SO/HO with
Invoice number details etc.
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Process of inventory of certificates and cheque books is
different in Finacle CBS application.
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Process change for certificate
name transfer.
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In Sanchay Post, for Certificate
transfer from one person to another or single to joint or joint to single,
old certificate is discharged and new
certificate is issued.
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In Finacle CBS application, CIF is to be created for all
new depositors.
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Before creation
of new CIF, a de-dupe check has to be made for checking about the existence
of the customer.
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New CIF is to be created for the new customer whose name
is going to be added or in whose name NSCs are going to be transferred.
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New CIF is to be attached with the existing accounts
created against each certificate. This is required to be done for each
certificate transferred.
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On the physical certificate, name of old customer has to
be rounded and name of new customer to be added under dated signatures of
Supervisor.
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In case of single
to joint, name of new customer is to be added on the existing certificate.
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Transfer
of certificate from one person to another is to be done only once from date
of issue to date of discharge.
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Certificate issue (linkage with
printing of certificates)
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In Sanchay Post, on issue of
certificate from the substock, certificate is automatically reduced from
stock held. But this is different in finacle.
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In Finacle CBS application, issue of certificate from stock is
linked to the printing of certificate.
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Even if printer is not working or not available, Counter PA
has to invoke the menu of printing a certificate to issue certificate.
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Mere issuing a certificate would not reduce the certificate
balance. Only after using print
command, the certificate balance from stock is reduced.
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NC4a issue
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In Sanchay Post, if certificates
are not available in stock, a receipt can be issued from Sanchay Post and
amount will be accounted for in the post office account against certificate
issue. Later, certificates can be issued from the stock against this receipt
any time.
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In Finacle CBS System, in such cases, receipt from
NC4(a) has to be issued to the customer and it should be ensured that only
those denominations should be selected while opening account which can be
made available in the near future on receipt of stock as denomination once
selected cannot be changed later.
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An account is opened against each certificate in Finacle
CBS and Counter PA has to enter the NC4(a) receipt number in the relevant
field in Finacle CBS.
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Once, certificates of same denomination are received in
stock, the Counter PA has to print certificates against account created under
NC4(a).
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Even if the printer is not ready or not working, the
Counter PA has to give print command in Finacle so that Certificates will be
attached against the accounts opened.
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Certificates can be filled by Hand also. Through a
report, any user or visiting officer or inspecting officer or even, DAP
officer, Divisional Office, Regional Office or Circle Office can watch the
pending NC4(a)’s issued by any post office against which certificates are not
issued through a report.
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Handling of
MPKBY Agent Lists at BOs.
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Sanchaya Post has the provision
to accept RD Bulk Lists without posting and post transaction at a later date
with back dated posting.
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Finacle CBS does not have the facility to accept deposit in bulk and
post the transactions later with back date.
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Posting has to be done on the day of receipt.
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Therefore, after Migration to
CBS, RD Bulk Lists are to be accepted only either through Agent Portal or at
Account Office at the Counter.
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RD Agent Portal
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In Sanchay Post, there is a
provision to attach RD Accounts with an identified MPKBY Agent and when agent
presents a List, amount of List can be
accepted pending posting of the List. Amount of all such Lists are reflected
in LOT and posting against pending Lists can be done at a later date with
date of presentation of List as date of deposit.
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In Finacle CBS Application, there is no provision to accept
Lists of MPKBY/PRSG Agents/Leaders at counter.
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For bulk acceptance of RD deposits from MPKBY Agents/PRSG Leaders,
an Agent Portal has been developed which can be accessed through DOP website
using internet.
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Any RD account during opening or after opening can be attached
with any MPKBY Agent/PRSG Leaders.
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Once account is attached to the agent, deposit cannot be
accepted at the counter in that account unless depositor gives in writing to
cancel the attachment with agent.
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During migration, all accounts already attached with a
particular agent in Sanchay Post will be attached with the same agent in
Finacle CBS application.
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All MPKBY agents will be issued Login ID and Password to
operate Agent Portal.
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When agent logs in to Agent Portal, all live RD accounts
attached with the agent will be visible to the agent.
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Agent can select the
installment month. Default fee/ rebate will be calculated by the system.
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Agent can select three
different modes of deposits i.e cash, by POSB Cheque and by any other Bank
Cheque.
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When agent selects cash as mode of deposit, system will stop
entries, once limit of Rs.10,000/- is
reached.
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System will generate one reference number against each List.
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Agent can print the LIST by using any printer.
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When agent comes to the post office with printed List(s) with
either cash/POSB Cheque/other Bank Cheques having reference numbers against
each list.
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Counter PA will enter the reference number printed on the List
and will be able to see the List(s) presented.
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Counter PA will compare all the entries in the printed List
with that in the Finacle CBS and see that there is no change in the default
fee or rebate on the day of presentation and accept the List after counting
cash or POSB Cheques.
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CBS System will once again validate all the entries in the
Finacle Core Banking Solution application and accept the deposits.
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If any deposit is rejected, Counter PA can print the revised
LIST and return the excess money to agent.
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Counter PA will save the transactions posted and then
Supervisor has to validate the posting.
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Only, after Supervisor tallies the printed copy with the
system and authorizes the posting, only then the amount would be reflected in
the Counter LOT.
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Agent commission will be automatically credited into Agent’s
savings account after deducting the TDS.
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In case of other Bank cheques, Counter PA will not post the
entries.
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Cheque will first be sent for clearance after lodging them
into Office Account called, “Account Opened through Cheque”
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Once credit comes into this office account, the LIST is to be
posted by debiting that Office Account.
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All entries of all agent Lists will then be printed in the
Counter LOT after verification by Supervisor.
Therefore,
it is advised that only one counter should be identified for accepting agent
LISTs.
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In case, any agent finds it difficult to operate Agent Portal
and brings either printed or handmade copy of List, Counter PA can enter as
Super User into Agent Portal and make entries on behalf of that agent.
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After List is printed on behalf of agent, the rest is the same
procedure.
To the
extent possible all MPKBY agents should be encouraged to use Agent Portal
themselves for which User Champions can train them in WCTCs in batches.
There is no
provision to keep the posting of RD agent list pending in Finacle CBS.
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Maintenance
of stock of Passbooks.
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In Sanchay Post, Passbook stock
and supply is maintained.
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Finacle CBS application does not support maintenance of stock and
supply of Passbooks.
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After Migration to CBS, Passbook
stock and supply is to be maintained manually.
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Maintenance of Office accounts
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There is no concept of Office
Accounts in Sanchay Post as it is based on Single Entry system.
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Finacle CBS Application is based on Double Entry Accounting
system.
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Every entry into Finacle CBS has two legs i.e Debit/withdrawal
and Credit/Deposit.
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Many Office Accounts have been opened for taking care of the
second leg of posting.
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List of Transactions are also printed based on the second leg
of posting and General Ledger Balances/Scheme-wise
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Balances in an office are also created with the second leg of
posting.
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Some of the Office Accounts are operated by Counter PAs and
Supervisors and some are maintained by the System itself.
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On day one of Go Live, list of office Accounts to be operated
by the staff will be provided by FSI Team.
Many of
these office accounts have to be watched by SBCO or Postmaster or Division
/Region/Circle/DAP Offices in the shape of reports.
List of
Office Accounts to be used by Counter Pas and Supervisors is attached as
Annexure-I
List of
Office Accounts to be watched by SBCO or Postmaster or
Division/Region/Circle/DAP Offices is attached as Annexure-II.
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Shifting of signature scanning
and other related work to Circle Processing Center (CPC).
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In Sanchay Post, signatures are
scanned at the Post Office counter. There is provision of signature scanning
in SOSB and also no provision for photo scanning in Sanchay Post.
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On implementation of Finacle CBS application, a document
scanning and storage system called ECMS is also being implemented.
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On opening of account, the Counter PA has to take additional
signatures on the perforated slip of new Account Opening Form (AOF)and paste
the same in SS Book after tearing from AOF.
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AOF alongwith KYC documents will be sent to CPC on daily basis
where KYC documents will be once again matched with AOF and on acceptance,
AOF and KYC documents will be scanned in ECMS and uploaded into Finacle Core.
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The scanned images will be available in both ECMS and Finacle
CBS and any CBS post office will be able to see these documents.
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Photo and signature will be separately stored for ready
reference in all Finacle withdrawal and closure screens and can be accessed
using the “SVS” icon provided.
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Physical documents will be sent back to concerned Post Office
by CPC.
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Any rejected AOF will also be returned to Post Office with KYC
document mentioning the reason for rejection.
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Post Office will get the rectification done and resubmit the
documents with AOF to CPC for further process.
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Transfer of
accounts/certificates between finacle CBS and non finacle CBS Post Offices.
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In Sanchay Post, there is a
provision to transfer any account to any post office and it generates Advice
of Transfer along with Transfer Journals. Certificates issued by other offices can be discharged under
the option Discharged at Other Offices after verification.
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In Finacle CBS application, the account can be transferred to
any CBS post office only.
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Similarly, non CBS post office can transfer
account/certificate to Non CBS post Office only.
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In Finacle CBS Application, there is no need to generate any
AT or Transfer General or do the pairing.
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Only, the post office, after satisfying the genuiness of
depositor, has to change the home SOL (post Office) of the account and
account will be transferred instantly.
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A report can be generated showing accounts transferred from
one SOL to another in all CBS post offices.
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Certificates issued from non CBS Post Offices cannot be
discharged at CBS Post Offices.
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Certificates issued from CBS post offices can be discharged at
any CBS post office by changing the home SOL of the certificates.
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PPF and SCSS accounts can be transferred IN and Out from CBS
post offices to Banks and from Banks to Post Office.
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Cheque clearance
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In Sanchay Post, cheques are
entered against account numbers and in case of new accounts marking as New Account
against Account number.
Lists are printed and sent to HO
along with cheques.
In HO, cheques of SOs and HO are
combined and handed over to Treasurer along with list for clearing.
Treasurer is attending Clearing
House activities and after getting clearance, intimated the HO Counter about
credit.
HO Counter accounts are credited
and reflected in LOT and SO’s cheques are credited at HO under Part-II and
intimation is sent to concerned SO under part-III for posting in SO ledger.
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In Finacle CBS application, except in Savings Accounts,
Cheques cannot be lodged/entered against relevant account numbers.
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It has a full fledged Cheque Clearing Module. Full fledged
Cheque Clearance Module of Finacle CBS will be implemented when A HO and its
all SOs are migrated to CBS.
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Cheque are to lodged against an Office Account created as “
Account opened through Cheque”.
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The procedure for handling cheque clearance in Finacle CBS is
totally different from Sanchay Post.
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Till CSI, comes, the present cheque clearance will be handled
by the Treasurer in the same way as these are handled today.
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Treasurer will be
handed over two lists, i.e one of Sanchay Post and another of Finacle
CBS.
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Posting of cheques lodged in Finacle will be done in Finacle
CBS at HPO level itself and there will be no need to send any intimation to
SO for posting.
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In case of new accounts, SO can see the credit happen in
Office Account of HO and can open and fund/make deposit in account from the
office account putting date of credit as value date.
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Once CSI comes, the clearing house activities will be handled
by Treasurer by using Finacle CBS cheque clearing module.
It is
advised to convince the depositors to first open Savings Account in Post
Office and then present POSB Cheque instead of other Bank Cheques which will
save clearing time also.
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Account opening through cheque
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In Sanchay Post, there is no
concept of Office Accounts and account opened through cheques can be opened
and credited by selecting the cheque details from the list of cheques
prepared in Sanchay Post.
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In Finacle, Cheques of other Banks cannot be lodged against
the scheme or account number.
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The cheques are to be lodged in Office Account and once credit
is received, the account can be funded/deposited by debiting/withdrawing
amount from that Office Account.
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While opening new accounts after getting credit information in
Office Account, the Counter PA has to enter the cheque details in Remarks
field of Finacle screen so that Cheque number can be captured/entered and
shown in the remarks column of LOT.
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The cheque detail field in
account opening screen is for entering POSB Cheque details only.
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After opening or during
opening of account, amount of deposit can be credited by debiting the office
account.
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Other Bank Cheque details will not be automatically captured
by the system from office account during account opening. However, POSB
Cheque detail can be entered in while account opening.
Therefore,
it is advised to convince the customer to first open Savings Account and
present POSB Cheque or if he gives other Bank Cheque, that can be lodged
against his savings account for automatic credit after clearance. From
customer Savings Account, the new account can be funded/credited on opening.
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Subsequent deposits through
cheque
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In case of RD and PPF, many
depositors pay the monthly installment or subscription in PPF through other
Bank Cheques.
At present the rule is that in
case of RD, date of presentation of cheque is the date of deposit.
This rule is going to be changed
soon. Date of credit will be the date of deposit.
In Sanchay Post, these cheques
can be lodger/entered against their RD and PPF accounts and once intimation
of clearance is received, credit can be given by just selecting the relevant
cheque number from the list.
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In Finacle, as stated above, other bank cheques cannot be
directly lodged/credited against relevant RD or PPF accounts.
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Cheques have to be lodged against designated Office Account
and after getting clearance information, each and every deposit is to be made
in the relevant RD and PPF account by debiting that identified office
account.
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There are chances of mistakes and the procedure is time
consuming also
Therefore,
it is advised to pursue such RD and PPF customers to open Post Office Savings
account, avail value added services like ATM Card, Internet Banking, Mobile
Banking and issue POSB Cheque for subsequent deposit. This will also save
time taken in clearing of other Bank Cheque.
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Claim closure
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In Sanchay Post, the Counter PA
has to enter date of death and all other calculations are done by the Sanchay
Post system.
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In Finacle CBS application, different processes are to be
followed for different death claim cases.
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CIF of the deceased has to be suspended and date of death is
to be entered in CIF.
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In case, nominee or legal heir wants to continue account,
his/her CIF has to be created and existing account has to be attached with
new CIF.
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All the nominees or legal heirs have to come together to claim
amount as there is no provision to keep the amount in the account for the
nominee or legal heir who does not claim along with other one.
In case of new accounts, it is
better to advise the depositor to make nomination only in the name of one
person.
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Half Withdrawal in RD and Loan
in PPF .
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In sanchay post, There is a
provision for Half W/D and as a result, balance is reduced.
In PPF, Loan amount is
calculated by Sanchay and balance is reduced from the existing account
balance.
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In Finacle, there is no concept of Half Withdrawal. Instead, a
separate Loan Account is opened in RD for Half Withdrawal.
●
Loan account is also having separate number with 1 suffixed to
the original account number.
●
Amount of Loan/Half W/D is not reduced from balance and
instead, a lien is marked for that amount so that at the time of PMC, this
amount is not paid.
●
At the time of closure of RD account where loan is taken,
Counter PA has to first close RD Loan Account.
●
For PPF loan also, Loan account is opened separately and have
an account number with 1 suffixed to the original account number.
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End of Day
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Day end in sanchay post is done
separately for each office.
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The End of Day process in Finacle is done in three parts –
First at SO, then at HO and the last part at the Data Centre level for date
changeover..
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SO has to run, SOL validation command before leaving office
and clear all pending transactions.
●
At HO, System Administrator will do End of Day for HO as well
as all SOs under HO.
●
Once all HOs do the EOD, at Data Centre, EOD of the Department
has to happen.
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Standing Instruction
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Only the account numbers are
entered and the date of execution is picked automatically by the software.
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In Finacle, SI always originates from SB accounts
●
MIS and TD interest to SB account is not termed as SI in
Finacle CBS but termed as Customer Instruction.
●
While entering SI in
Finacle, frequency and date of execution have to be entered positively.
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|
RD-claim closure where Advance
deposits are made
|
Claim is allowed up to the date
of claim.
|
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In Finacle CBS, RD Claim is allowed only till the month in
which depositor expired and the remaining advance deposits paid would be
refunded without any interest.
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Loan repayment through Agent
bulk list
|
In Sanchay post there is a
provision to remit repayment of loan amount
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In finacle, the loan repayment is not allowed to be made through Agent Portal.
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The same has to be done across the counter by the depositor or
agent on behalf of agent.
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Repayment of Loan entries
|
Loan repayment is done as part
of deposit. Loan repayment should be accompanied with monthly deposit and
Loan can be paid either in Lump Sum or in monthly installments.
|
●
In Finacle CBS, repayment of
loan can be done any time with any amount.. For this,
Counter PA has to select option of Unscheduled payment.
●
Unscheduled repayment entries to be paid through HLAUPAY.
●
For generation of interest, a menu to be invoked. If repayment
is done using HPAYOFF Interest will be generated.
●
In Finacle CBS, Lump Sum deposit
is called Bullet Payment.
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Courtesy : http://postmasters-dop.blogspot.in/
