DOP Core Solutions

Showing posts with label Cheques Clearing. Show all posts

Streamlining Debit Entries in Office Account 0382 for Outward Cheque Clearance

Dear all,

I am directed to convey the following

This is regarding the Interim solution for the issues reported on account of streamlining debit entries in office account 0382.

Post offices were not able to open new accounts or subsequent deposits due to following reasons.

1. POs where cheques were cleared and credits available in 0382 office account , but the debit balance was made zero on 21/01/2019 for the office account ( 0382).

2. POs where cheques were not lodged but office account 0382 was debited directly for opening new account and subsequent deposits. These POs have not followed the mandated cheque clearing process.

Though instructions were given to utilise the credits in 0382, many SOLs have failed to open new accounts / subsequent deposits for the credits which were available in 0382.

It is seen that many HOs are not using zone operations for cheque clearing. POs are directly debiting funds after cheques are cleared. Validations have been built to restrict transfer in CXFER. POs are requested to follow cheque clearing process scrupulously to ensure that sufficient funds are available in office account 0382 after regularisation of cheques. It is seen that only 3876 SOLs have credits in 0382 and 157 SOls are having credits in 0017 through zone operations for the month of January 2019.

It is suggested that the concerned HOs can lodge the cheques once again and credit 0382 account post approval of the concerned Division. These relodged cheques should not be sent to clearing house again as these cheques have already been accounted. We can allow this re-lodging till 29/01/2019. SOLs can regularise the zone and cheque amount can be utilised for deposits/account opening with the original clearing date as value date. This will also ensure that the SOLs under scenario 2 explained above, will commence zone operations and proper utilisation of 0382. Divisions to ensure that relodging is completed before 29/01/2019.

Cheques pending for account opening/subsequent deposits to be consolidated and lodged on same day after approval from Divisional head. It is responsibility of the POs to ensure that only those cheques which are cleared and accounted already but not utilised for account opening/subsequent deposits to be lodged again.

Please revert in case of any issues.

This has the approval of DDG FS sir.

Thanks and Regards...

Gopinath S

Inspector Posts

Data Migration Command Centre(CBS)

Chennai 600 002

Important Instruction for Opening of Account and Subsequent Deposit by Other Bank Cheque in Finacle - Outward Clearing New Procedure

December 30, 2018 Cheques Clearing , KVP , MIS , NSC , Outward Clearing , PPF , RD , SB , SCSS , SSA , TD

This is regarding streamlining the transactions in office accounts 0382 (For opening of account and subsequent deposit by other Bank Cheque) and 0017 (CLEARING DR. A/C. OUTWARD CLEARING). This streamlining process is to resolve the below issues

1. 0017 office account is used both for outward clearing (by system) and subsequent deposits including RD agent transactions .

2. Several offices are not following cheque clearing process properly and debits for new account are made without proper credits resulting in huge debits in office account (0382).

New Procedure to be followed :

1. Cheques for New account Opening and Subsequent deposits should be lodged in office account 0382 ONLY (For opening of account and subsequent deposit by other Bank Cheque); from 01/01/2019 onwards. Cheque lodging will be allowed only in 0382.

2. Office account 0017 will be accessed by SYSTEM only for cheque clearing operations wef 01/01/2019

3. Balances in office account 0382 should always be 0 or in credit. Validations are to be deployed for not allowing DEBITS in office account 0382 if the balance of the account is in DEBIT. As part of this activity, debit balances in this office account (0382) will be nullified to zero after 15/01/2019. Henceforth, debit from this office account cannot be done if sufficient balance is not available. Suitable instructions to be issued to POs for following cheque clearing process correctly to ensure that necessary credits are available in 0382 office accounts before debiting. Further, circles should ensure that reconciliation in 0382 office account is completed and debit balances are tallied against necessary cheque clearance and the same is accounted in daily account. This exercise should be completed by all circles. Discrepancies if any to be reported immediately.

4. Credits into 0382 will be only through cheque clearing and transfer could not be done from other office accounts. It is observed that some POs are debiting from other office accounts for crediting into 0382. Necessary validations are built to restrict credit from other office accounts and debit in this office account without credits.

5. As interim procedure, offices can continue to debit 0017 for a period of one week (till 07/01/2019), during which all cheques lodged in 0017 prior to above configuration changes will get cleared and credited into customer accounts.

6. Amount credited through clearing in office account 0382 upto 15/01/2019 should be utilised latest by 15/01/2019 itself, for account opening/subsequent deposits. Once the balance is made zero in the offices where 0382 is in debit balance, further debiting will not be allowed.

Configuration change along with deployment of patch :

0017 office account will be restricted for debit: Only 0382 will be allowed as debit account in all the account opening menus and CRDP / CPDTM; 0017 office account cannot be debited from 08/01/2019.

Configuration change related to HAGTXP: This will be done for handling debit transactions through agent portal to 0382 office account instead of 0017 office account. [proposed to be done from 08/01/2019]. The cheques cleared in 0382 during the preceding week have to be kept pending for processing till 07/01/2019. Hence all the agent cheques which got cleared from 01/01/2019 to 07/01/2019 need to be kept pending for processing till 07/01/2019. Only from 08/01/2019, Cheque bulk list where credits are available in 0382 can be processed.

0382 office account can be used for account opening and subsequent deposits (except Agent bulk) from 01/01/2019 to 07/01/2019. Agent bulk list where cheques got cleared for the above period to be kept pending till 07/01/2019.

Exception handling: Any cheques lodged in 0017 upto 31/12/2018 and cleared after 07/01/2019, will be handled separately by allowing transfer between 0017 & 0382 for the specific SOLs . This will be done after receipt of mail from concerned circle CPCs. This process is only for clearing backlog cheques if any.

Following will be the status of accounts, on successful completion of the above configuration / operational changes:

0017 will be used for clearing operations only; this office account at SOs (non-clearing offices) will not be getting any transactions.

0382 will be either in credit or zero balance.

The balance amount transferred from 0017 to 0382 office account, will have supporting transactions in 0382 ledger which can be audited separately to check whether cheques for these amounts were cleared manually instead of processing through zone operations. A report will be provided to circles with details of office account and amount of debit cleared for reconciliation. Circles can use this report for reconciliation to ensure that debits have been accounted in their daily account/summary.

The debit transactions in 0017 other than clearing transactions, can be audited by circles separately to check whether cheques for these amounts were cleared manually instead of processing through zone operations.

Any clarification on the above may be referred to helpdesk.cbs@indiapost.gov.in

FAQ's - Inward and Outward Clearing in DOP Finacle

January 11, 2017 Cheques Clearing , FAQ , Finacle , Inward Clearing , Outward Clearing

1. What is Inward Clearing?

Inward clearing is a cheque drawn by a drawer (DoP customer) from a drawee bank (DoP) in favor of a customer belonging to other bank which is the presenting bank.

2. What is Outward Clearing?

Outward clearing is when cheques drawn by other bank customers are presented for clearing by presenting bank (DoP) in favor of their customer (DoP customer) to drawee bank for clear funds.

3. How do I open a zone in finacle and make entries in the zone?

For Inward Clearing zone can be opened by using menu option HMICZ and respective entries can be made in the zone by using HICTM menu.

For Outward Clearing zone can be opened by using menu option HMCLZOH and respective entries can be made in the zone by using HOCTM menu.

4. What are the steps to be followed in case of Inward Clearing zone?

In Inward Clearing below step by step process can be followed:

a. Open zone in HMICZ using function ‘O’.

b. Make entries manually using menu HICTM or for bulk entries use menu HRMI to upload a file.

c. Authorizer to login and use menu HMICZ menu to suspend the zone.

d. Then invoke menu HICTM to verify the entries uploaded.

e. Then invoke validation run report in HMICZ.

f. Check HPR validation report for any discrepancies in the accounts under clearing.

g. Then invoke HMICZ revoke the zone so that action can be taken on accounts with discrepancy.

h. User to appropriately take action by rejecting the instruments in HICTM

i. Authorizer to verify the modified instruments in HICTM.

j. Then invoke HMICZ suspend the zone.

k. Invoke HMICZ check for account statistics and check for fields received but not listed and listed but not received and make sure it is zero so that unnecessary credit to short claim and excess claim account can be avoided. Posting can be invoked after checking the account statistics screen.

l. Once posting is complete proceed with closure of zone in HMICZ.

5. What if my zone is not getting posted?

a. Check for error report in HPR.

b. Check HICTM if all instruments are verified

c. Check validation status in HMICZ to be complete

6. How do I check the status of individual instruments lodged in Inward Clearing from front end?

Invoke menu HICI and give account number and click on GO.

7. What if my zone is locked?

Invoke menu HUNLKZ to unlock the locked zone.

8. What if duplicate instrument is added in the zone?

Section A – shows the Information when the issue is faced.

If duplicate instrument is added in the zone and user did not check the validation report and posting has been initiated. In such case system will create a partly posted transaction with un-posted part tran in entered status and consolidated amount in SHORT CLAIM account for all the duplicate cheque entries.

Section B – shows steps to be taken to solve the issue

In such cases user to follow below approach:

Mark the duplicate instrument as rejected with appropriate reject reason code. Also see that if any charges are applied to the customer, the same need to be reversed / amount of the charges to be collected can be made as “zero” in HICTM screen. Please refer the below document for step by step process.

9. What are the steps to be followed in case of Outward Clearing?

a. Open zone in HMCLZOH using function ‘O’.

b. Make entries manually using menu HOCTM or for bulk entries use menu HCLUPLD to upload a file.

c. Authorizer to login and use menu HMCLZOH menu to suspend the zone.

d. Then invoke menu HOCTM to verify the entries uploaded.

e. In case of any bank not participating in return clearing for Inward invoke menu HMARKPND to markpend all those instruments or bank as a whole to hold these instruments.

f. Then invoke HMCLZOH to release the zone to shadow balance.

g. For rejection of outward instruments user to open inward zone OWRTN-MICR.

h. User to appropriately take action by rejecting the instruments in HICTM

i. Authorizer to verify the modified instruments in HICTM.

j. Then invoke HMICZ suspend the zone.

l. Once posting is complete proceed with closure of zone in HMICZ.

m. Similarly in HMCLZOH, initiate regularization of the zone and proceed with closure of the zone in HMCLZOH.

10. What if a customer had deposited a non DoP cheque in outward clearing and funds are not available in the account?

User to invoke HOIQ menu to check the status of the deposited cheque.
Check HACLI to check for field “Funds in Clearing”.

11. How do I check the status of inward and outward zone?

Invoke HMCLZOH for outward clearing and inquire on the zone status.
Invoke HMICZ for inward clearing and inquire on the zone status.

12. What if I have all part transaction released to shadow balance have not been posted?

Invoke HMCLZOH to check the status of the zone. If in released status proceed with regularization.
Invoke HTM and post the transaction.

13. What if regularization of zone is not happening?

Invoke menu HMARKPND and check for any mark pending done for any instrument or bank. If record exists, invoke menu HREVPND for revoking the mark pending done. Post this regularization can be done in menu HMCLZOH.

14. What if a wrong date (stale date or future date which is more than 3 months from existing date) is entered?

User to check validation run report and modify the record in HICTM and correct the date.

15. What if accounts in outward clearing have received the credit and the zone status shows as released to shadow balance?

This is due to mark pend done on some instruments in menu HMARKPND and regularization done in HMCLZOH where other than mark pend instruments receive the credit and others remain in released to shadow balance along with the outward zone MICROW. Invoke HREVPND to revoke the mark pend and proceed with remaining zone regularization of zone in HMCLZOH.

Inward Rejection Procedure in DOP Finacle

January 01, 2017 Cheques Clearing , Finacle , Inward Clearing , Inward Rejection

The POSB cheques can be presented at different banks for various purposes by the POSB customers.
Those cheques will be sent to clearing house and then from clearing house the cheques will be sorted and sent to the respective Post Offices for clearance.These cheques are called as "Inward Cheques"
In simple terminology Inward cheques are those "The POSB cheques presented at different banks for clearance".
But in Inward cheques some of the cheques may not clear due to the various reasons those cheques should be rejected in the application.
Cheques sent in Inward zone and rejected for various reasons is known as Inward Rejection.

Brief Procedure to Handle the Inward Rejection :

In counter PA------ Use HICTM---Function as ADD----- Add the cheque by entering all the required criteria such as account number,amount,transaction code and cheque number and select the carve option as "NO" and then finally click on Submit.
In Supervisor---Use HICTM---- Verify the added cheque by the counter PA
Again In Counter PA----- Use HICTM-----Function as Modify and then enter instrument number----Select the Rejection as Inward and then Enter the Presenting Bank sort code and then submit.
In Supervisor-----Use HICTM verify modification done by the counter PA.
In Supervisor --- Suspend the zone---Verify the cheques(HICTM)--Validation Run---Validation Report---Post the Zone---Close the Zone.
After Closing the zone, For the rejected cheques the system will collect charges (Rs 50/-) and this transaction (system generated) will be in the entered state hence kindly post the transaction using the menu HTM(Function as Modify).
Finally cheque the ledger of the customer account using HACLI.

Step by Step Procedure of Inward Rejection in DOP Finacle:

Open the inward zone in the supervisor by using the menu HMICZ this is a supervisor menu.
Invoke the menu HMICZ in the supervisor as shown select the function as "Open Zone" and enter the Zone code as "MICR" as follows

Then Click on Go then the system will ask to enter the total advice amount and total no of instruments in the zone as show

Then click on submit then the system displays the message zone opened successfully.

At Operator Level

Invoke the menu HICTM Select the function as "ADD" and enter the zone code as "MICR" as shown in the figure

Then click on GO then in the next screen enter the following
Enter the Account number :
Enter the Amount :
Enter the Instrument number :
Select the carve as "NO" as shown in the below figure

Then click on Submit then the system will show the message All instruments added successfully.

At Supervisor Level

In Supervisor login invoke the menu HICTM and select the function as "VERIFY"
enter zone code as "MICR" as shown

Then click on GO as shown then system display the screen as shown

Then click on accept then system will show the list of instruments added by the operator as shown

Then click on submit then system will show the message instruments verified successfully as shown.

At Operator Level

Invoke the menu HICTM and select function as "MODIFY" as shown in the below figure

Then click on GO then the system will ask the instrument number, enter the instrument number which you would like to modify(in our example 012363) as shown in the below figure

Then click on Accept then the system show the below screen as shown

Then select the Reject as "I-Inward" then click on the icon beside this column as shown

Then the system will show the following screen then select the Reject reason code from the list of reasons available in the system

Then select the reason code form the above list and submit If anyone want to know the charges screen click on the charges button then system will show the below screen.

Click on Accept and then finally submit.

Then click on Additional details icon as shown to enter the presenting bank sort code i..e, MICR code of the presenting bank as shown

Then the system will show the below screen in this screen, In this screen enter the presenting bank sort code(MICR code) as shown

Click on OK and submit the insturment then the system will display instrument modified successfully.

At Supervisor Level

Invoke HICTM and select the function as "VERIFY" and enter the zone code as "MICR" then click on Go as shown

Then click on GO as shown then system display the screen as shown

Then click on accept then system will show the list of instruments added by the operator as shown

Then click on Submit to verify the modification.

In Supervisor --- Suspend the zone---Verify the cheques(HICTM)--Validation Run---Validation Report---Post the Zone---Close the Zone.
After Closing the zone, For the rejected cheques the system will collect charges (Rs 50/-) and this transaction (system generated) will be in the entered state hence kindly post the transaction using the menu HTM(Function as Modify).
Finally cheque the ledger of the customer account using HACLI.

Outward Clearing Rejection Procedure in DOP Finacle

January 01, 2017 Cheques Clearing , Finacle , Outward Clearing , Outward Rejection

Outward Clearing Rejection Procedure in DOP Finacle

When we receive the cheques sent in outward zone after clearing from the clearing house we have to regularize those cheques by selecting the particular outward zone date on which those cheques were sent (Use HMCLZOH)
For suppose there may be some rejections in that particular list i..e,cheques sent in outward zone and which were rejected is known as outward rejection.
Point to remember is we have to regularize the outward zone only after all the cheques were received for that particular outward zone i.e., there is no method to realize the particular outward list as partly.
We have to realize the zone only after we have received the credit certificate for all the cheques that had been sent in the particular outward zone.
All the Outward rejection cheques have to be lodged the inward zone.

Step by Step Procedure Of Outward Rejection in DOP Finacle

Step 1 : Release to Shadow balance for the Outward zone and give the Value date

Invoke the menu HMCLZOH(supervisor menu) then select the function as "Release to shadow balance" and select the date of the outward zone which we are trying to realize as shown in the figure
Then select the date of the outward by clicking on the searcher that you are trying to release to shadow balance as shown in the below figure

For ex I have selected the zone date as 23-02-2015 as mentioned in the figure then click on Go then in the next screen i.e., in the General details give the value date as the date of realization of the cheque as mentioned in the credit certificate that has been issued by the clearing house as mentioned in the below figure.

Point to remember is if anyone forget to change the value date there is no modification so be extra careful while entering the value date. Then finally click on Submit.

Step 2 : Enter the outward rejected cheque in the Inward Zone

Invoke the menu HICTM then select the function as "Add",Zone date as "current working date" and Zone as "MICR" as shown in the below figure

Then click on GO then in the next screen enter the following details

Enter the account number ____
Enter the instrument no. _____
Enter the amount ___________
Select the reject field as "O-Outward" and then click on the icon beside the reject field as shown in the below figure.

Then in the next screen the system will ask the following details ,Select the reject reason code from the searcher as shown in the below.Make sure Outward rejection details are appearing if the details are not available it means that outward zone release to shadow balance is not done.

Then click on Accept then finally click on OK. Repeat the same procedure for all the rejected cheques.

How to Check the Status of an Outward Cheque in DOP Finacle ?

December 19, 2016 Cheques Clearing , Outward Cheque Status , Outward Clearing

Step by Step Procedure to Check the Status of an Outward Cheque in DOP Finacle :

Invoke menu option HOIQ [Outward clearing Instrument Inquiry]
Enter Instrument No. ______
Submit

Now you can see the status of the cheque as shown in the below screenshots

Sl No	Status	Meaning
1	Regularized	Cheque Cleared
2	Outward Reject (Posted)	cheque Dishonored
3	Blank	Pending

Further you can check the details by clicking on the view details button

How to handle Outstation Cheques in Finacle?

February 22, 2016 Cheques Clearing , Finacle , Outstation Cheques , Outward Clearing

Use HIRM menu and follow below mentioned steps:-

Invoke the menu HIRM.
The details of the cheque and the account number have to be keyed in using the Lodge option.
Finacle will automatically collect the collection charges.
Verification should be done for the lodged cheque.
Send the cheque physically to the outstation location.
If the cheque is cleared - intimation coming from outstation location - the Realize function needs to be invoked in HIRM menu and submitted.
If the cheque is dishonoured - the dishonour function to be invoked and submitted in HIRM menu option.

Step by Step Process of Inward Clearing in DOP Finacle

January 27, 2016 Cheques Clearing , Finacle , Inward Clearing

Overview :

Ø Inward clearing is a process whereby the HO dealing with clearing house receives various types of negotiable instruments that are drawn on it by the customers

Ø Finacle CBS Processes include:

· Opening of zone to enable the entry of instruments.

· Lodging of instruments in order to pass or reject them.

· Verifying the zone

· Run through the processes of suspend, validate and posting of the zone

· Close the zone

· Inquiry and Reports

Ø Other Processes:

Ø Revoke suspension

* When the zone is suspended, the user cannot add any records/instruments. To enable this, suspension of zone should be revoked. This is done by invoking HMICZ menu with function (R)- Revoke

Ø Unlock zone

* If for any reason during the inward clearing processes, the system results in a fatal error, the process gets terminated abnormally and the zone gets “locked, To resume, the user has to invoke the menu HUNIZ and unlock the zone.

Step by Step Process

Ø Supervisor has to invoke the Menu option “HMICZ” to open the Zone

Now provide all the details as mentioned below :

Function : O – Open

Zone Code : MICR

Click Go

Cheques Clearing Process Overview in DOP Finacle

January 10, 2016 Cheques Clearing , Finacle , Inward Clearing , Outward Clearing

Cheque clearing is the process of moving a cheque from the bank in which it was deposited to the bank on which it was drawn, and the movement of the money in the opposite direction. This process is called the clearing cycle and normally results in a credit to the account at the bank of deposit, and an equivalent debit to the account at the bank on which it was drawn.

Procedure to be followed at CBS HO for handling Cheques received from CBS SOs

February 01, 2015 Cheques Clearing , Finacle , HO , Outward Clearing

After entering the HO cheques through HOCTM, upload the SO/Other HO Cheques using the procedure mentioned below:-

Ø On receipt of Physical Cheques from SO or HO alongwith list, HO will tally cheques with list.

Ø Invoke HCLUPLD from supervisor menu

Ø Copy the .txt file received from Sub Office to the required location.

Ø Browse and upload the file path wherein the cheque lodged txt file is available in the local system

Ø This has to be verified by the supervisor using HOCTM menu

Ø After verification, both the HO and SO/other HO cheques will be available in the Outward Clearing Report.

Ø Suspend the zone

Ø Take the reports using the menu HPCLSO

Ø If no errors are thrown, release to shadow balance will happen successfully.

Ø Cheques received from SOs and other HOs will be sent to Clearing House alongwith cheques lodged at HO (received at HO counter).

Ø On receipt of cheque clearance scroll from Clearing house, HO will Release the Outward Clearing Zone to shadow balance with Value Date as Cheque Clearance Date

Ø HO will regularize the Shadow Balance.

Ø Once regularized, funds will be credited to

1. Respective SB account of customer and would appear in SB Consolidation of HO.

2. Office Account 0017 of SO for cheques presented by MPKBY Agents at SO for subsequent deposit in RD.

3. Office Account 0017 of HO for HO cheques of RD Deposits.

4. Office Account 0017 of HO for Sub Office cheques – For subsequent deposits (RD, PPF)

5. 0382 of HO for HO cheques presented for opening new Accounts/certificates.

6. 0382 of Sub Office for cheques received from sub offices – For New account opening.

· Amount of cheques received from SOs for RD Deposit of MPKBY Agents and for Opening of New Accounts/Certificates will be shown as Remittance Received in advance from SO concerned and intimation will be sent to Sub Offices via E Mail as well as entry in SO Slip.

· Amount of subsequent deposit into Savings Accounts, RD and PPF of SOs and HO received through clearing will be accounted for at HO. In case of Savings Accounts, credit will happen directly on release of shadow balance and amount will be reflected in LOT as well as Consolidation. In respect of RD and PPF, HO has to credit the amount of each cheque in respective account after looking from Pay-In-Slip from HOSOLID0017 office account. This amount will also appear in HO LOT and consolidation.

· For new Accounts/Certificates, HO will open new accounts/certificates and fund these accounts by debiting HOSLOID0382 office account.