Standard Operating Procedure (SOP) for eMO workflow at SO & BO

Standard Operating Procedure (SOP) for eMO workflow at SO & BO

1. Introduction

As part of deployment of RICT Solutions, under India Post IT Modernization project, Branch Office will be provided a Main Computing Device with associated peripherals for transacting at BO.

With a view of Step by step introduction of new processes, eMO module will be rolled out at beginning through which BPMs shall be carrying out eMO transactions (at present eMO payment only) with help of RICT devices.

2. Purpose

To establish workflow understanding of eMO services to be carried out using RICT solutions by the Post Office Branch Post master (BPM) at BO & by SPM /PA at SO .

3. Scope

The procedure applies to be followed at the  Account offices (SOs) and Branch offices (BOs) by the concerned staff (Supervisor, PA, BPMs) in respect of eMO services workflow from RICT eMO GO Live at their respective division.

4. Process

Note - The eMOs booking at booking office and receipt at payee Account office (SO) is similar to present scenario. Introduction of RICT eMO solution at present will be helpful in invoicing eMOs to BO so that BPM can print, pay and update the status of eMO at BO itself through RICT device (MCD).

4.1 The process flow in case of eMO (from invoicing to BOs onwards) will be as follows:

At AO	Prerequisite- Meghdoot update 7.9.3 to be run at SO.
1	R net communication will auto populate BOs and BO mapping need to be done in Postman module
2	AO will invoice eMO to concerned BO , No printing (Printing is optional , SO can print and invoice or may sort the eMOs for BO seeing the address on screen and just invoice)
3	eMO communication will automatically push the invoiced data to eMO central server
4	eMO Central server will further push it to RSI SFTP /Server
5	eMO data will be available on MCD at BO
At BO
1	BPM receives the notification for eMO on Device
2	BPM prints the eMO slip
3	BPM will make payment, take the signature
4	BPM will update the status of eMO (Paid / Redirected / RTS / Deposit) on Device
5	In case if eMO is paid then BPM will scan the eMO slip and update the status
6	Signed Slip, in case if eMO is paid, will be sent to AO for reference and record
At AO
1	At AO Sub account PA checks the Slip and total amount mentioned in the BODA (for the time being BODA will not be discontinued as other transactions details too require to be sent )
	Back end
1	After updation of eMO status by BPM, data will be pushed to RSI server
2	Further , Data will be pushed From RSI Server to eMO central Server
3	Data will be picked by eMO client at AO and will updated in local Database
4	Through eMO communication data will be again pushed to eMO central Server after incorporation

5. Accounting Procedure to be followed

At BO:  

1. After printing the eMOs and making payment the amount will be mentioned in BO daily account under eMO Paid.

2. Although it should be attempted that eMOs should be paid within the BO timings so that the paid amount on the day matches with the details submitted in BODA – However, If any amount is paid after closing of the bag then transaction date will remain as the actual date in the device and in the BO Journal a remark will be written-“Paid after dispatch of BO Bag”.

3. BPM will add this amount in next day’s BODA with suitable remark and unfailingly send the signed vouchers to SO for record and reference.

At SO:

1. eMO paid amount by BO will be added in Part II as it is done now . No change in procedure.

2. Sub Account PA will countercheck the BODA with the vouchers submitted and include the amount shown by BPM.

3. In case the vouchers are of previous date, Sub account PA will ensure that remark has been clearly made and will include the consolidated amount on present date only.

6. Points to be noted by BPM

1. While scanning the eMO slip, BPM should ensure that a clear image is captured.

2. BPM should be very careful in updating the status of eMO as if errors are made, inappropriate details will reach server in respect of status and it may not be feasible to modify as per new system.

7. Points to be noted by A.O

1. AO should ensure that BPMs are following the appropriate procedure.

2. AO can check the transactions made at BO on a weekly basis from MIS and confirm for the genuineness.

3. As the AO at present have option of invoicing eMO with or without printing to the BOs, AO can print the hard copy and keep for record till the new system stabilizes.

8. Terms used

Acronym	Explanation
BO	Branch Post Office
BPM	Branch Post Master
DO	Division Office
AO	Account Office ( PO / HO /SO )
DoP	Department of Posts
eMO	Electronic Money Order