ANDHRA PRAGATHI GRAMEENA BANK HEAD OFFICE: KADAPA. Cir.No: BC-ITD Date:

Transcription

1 ANDHRA PRAGATHI GRAMEENA BANK HEAD OFFICE: KADAPA Cir.No: BC-ITD Date: Procedure for Collection of Outward Bills (OBC) and Un-Cleared Bills operations in TBM Attention of the branches/ecs is invited to the captioned subject. Hitherto, the branches/ecs are manually maintaining the OBC (Outward Bills for Collection) module. There is a provision in TBM software to transact the bills module through system. The procedure to implement the OBC module through system is given in the Annexures. In live transactions the system will automatically generate contra vouchers while booking and realising the instruments. Since there is no information related to outstanding items in the system, the system will not allow live realisation for these items. Hence, these items shall be initially brought into live. Before proceeding for live transactions of OBC module, the branches/ecs should tally the outstanding items under the OBC module with General Ledger balance and nullify the balances outstanding under OBC contra heads (17001 & 17201) by passing relevant vouchers before modifying the module type of the Products in Product Master. Later modify the module type of the Products, create all required Masters and make data entry as in case of live transactions and pass relevant contra Vouchers as per Annexure IV. Since the software has no provision to record the earlier date as the date of bill lodged for collection and the system automatically takes the date of entry as the date of bill lodged for collection and calculates the delay period from the date of entry into the system. Hence, while submitting system generated Long pending items report to Regional Office, branches/ecs should identify the pending items of existing items basing on manually maintained register and add those items in system generated report till all the outstanding items as on live date are realised. Further, branches/ecs are advised to vigorously pursue for realisation of long pending items. Branches/ECs should maintain calendar year wise serial numbers to instruments lodged for collection to identify year-wise pendency and turnover under the module. For this the branches/ ECs should create an Internal account with year number as account number at the beginning of every calendar year, before day-begin, and create Customer Level Parameter for newly created account to allow transactions under the account number. The procedure for modification of existing parameters of OBC & UCB modules for live operations is given in Annexure I. This is one time process only. The procedure to create Internal Account and Customer Level Parameters is given in Annexure II. Branches/ ECs should create the Internal Account and Customer Level Parameters for new account on first working day of every calendar year before daybegin. Cont...2

2 -2- Cir.No: BC-ITD, Date: The procedure for creation of Collection Charges Master and Service Tax Parameters is given in Annexure III. Branches/ECs should create a new Collection Charges Master as and when the Charges rates are revised with relevant Effective Date and should create new Service Tax Parameters as and when the tax rates are revised. The procedure for lodging of bills for outward collection, realisation, dishonor, recording of Instruments lost in transit, verification of status and generation long pending items report is given in Annexure IV. Branches/ECs are advised to go through the same and adopt the procedure without any deviation. All the branches/ecs should note that the OBC module should invariably be run in live only with immediate effect. Clarifications required, if any, in this regard may be sought from Head Office, IT department through their respective Regional Offices. (M.JAI PRAKASH) CHAIRMAN

3 Annexure I to Cir.No: BC-ITD, Date: Annexure I Procedure for modification of existing parameters of OBC module for live operations Hitherto, the branches/ecs are running the OBC module manually and are punching vouchers directly to General Ledger balance. To undertake item-wise transactions, branches/ecs should modify the Product Code, Module parameters and Bill Instrument Type parameters and create two lookup codes as follows. 1) Modification of Product Masters: The OBC module has three Product Masters namely (1) OBC (to undertake item-wise transactions like bills lodging, realisation, dishonor etc.,), (2) (OUTWARD BILLS FOR COLLECTION-Contra Head) and (3) (OUTWARD BILLS LODGED FOR COLLECTION-Contra Head). Branches/ECs should modify the parameters of all the three Product Codes as shown below and get authorise the modification. The sequence in the menu to modify the Product Masters is Params Product Maintenance Product Administration Product Master Modify The OBC Code Parameters shall be modified as follows. Branch Code <<BIC Code>> Product OBC OUTWARD BILLS FOR COLLECTION Currency Code INR INDIAN RUPEES Customer/Internal I INTERNAL Voucher entry level S SUB ACCOUNT Acct.Open Level S SUB ACCOUNT Module type 60 CHEQUE PURCHASE MODULE Type of Deposit Auto Generate Acct No N NO Auto Generate Sub Acct Y YES Min bal-check book Asset/Liability L LIABILITY Min bal-noncheck book Fin/Non Fin F FINANCIAL Conditional Asset GL Conditional Liability GL Reconciliation Type N NONE Implementation Date << Current Date>> Product Status 1 NORMAL/OPERATIV Accrued Y/N N NO Cash Dr/Cr Transfer Dr/Cr Clearing Dr/Cr N N Y Y N N The remaining fields shall be blank. Cont...2

4 -2- Annexure I to Cir.No: BC-ITD, Date: The Code Parameters shall be modified as follows. Branch Code <<BIC Code>> Product OUTWARD BILLS FOR COLLECTION Currency Code INR INDIAN RUPEES Customer/Internal I INTERNAL Voucher entry level P PRODUCT Acct.Open Level P PRODUCT Module type 980 CONTRA HEADS Type of Deposit Auto Generate Acct No N NO Auto Generate Sub Acct N NO Min bal-check book Asset/Liability L LIABILITY Min bal-noncheck book Fin/Non Fin F FINANCIAL Conditional Asset GL Conditional Liability GL Reconciliation Type B BOTH Implementation Date << Current Date>> Product Status 1 NORMAL/OPERATIV Accrued Y/N N NO Cash Dr/Cr Transfer Dr/Cr Clearing Dr/Cr N N N N Y Y The remaining fields shall be blank. The Code Parameters shall be modified as follows. Branch Code <<BIC Code>> Product OUTWARD BILLS LODGED FOR COLLECTION Currency Code INR INDIAN RUPEES Customer/Internal I INTERNAL Voucher entry level P PRODUCT Acct.Open Level P PRODUCT Module type 980 CONTRA HEADS Type of Deposit Auto Generate Acct No N NO Auto Generate Sub Acct N NO Min bal-check book Asset/Liability A ASSETS Min bal-noncheck book Fin/Non Fin F FINANCIAL Conditional Asset GL Conditional Liability GL Reconciliation Type B BOTH Implementation Date << Current Date>> Product Status 1 NORMAL/OPERATIV Accrued Y/N N NO Cash Dr/Cr Transfer Dr/Cr Clearing Dr/Cr N N N N N N The remaining fields shall be blank. Branch Code <<BIC Code>> Product UNCLEARED BILLS Currency Code INR INDIAN RUPEES Customer/Internal I INTERNAL Voucher entry level P PRODUCT Acct.Open Level P PRODUCT Module type 942 NOMINAL/SUNDRY HEADS Type of Deposit Auto Generate Acct No 2 N NO Auto Generate Sub Acct N NO Min bal-check book Asset/Liability A ASSETS Cont...3

5 -3- Annexure I to Cir.No: BC-ITD, Date: Min bal-noncheck book Fin/Non Fin F FINANCIAL Conditional Asset GL Conditional Liability GL Reconciliation Type C CREDIT Implementation Date << Current Date>> Product Status 1 NORMAL/OPERATIV Accrued Y/N N NO Cash Dr/Cr Transfer Dr/Cr Clearing Dr/Cr N Y Y Y N N After ensuring that the Product Master parameters for all the three Products are as shown above, branches should modify the Module Parameter as shown below. 2) Modification of Module Parameter The sequence in the menu to modify the Module Parameter is Params Product Maintenance Bills Collection Outward Bills Module Parameter Modify Outward Bills Module Level Parameters screen will be displayed. The screen contains two pages. The values in the first screen shall be modified as follows. Branch Cd <<BIC Code>> Product Code OBC OUTWARD BILLS FOR COLLECTION Accounting Type 2 BACK Collection Contras YN Y YES Mandatory Margin Acct N Excess Margin Account Id Purchase Real Int. Income Acct Discount Int. Income Account Negotiation Int. Interest Account Int. Income Acct. for Collection Bill Collection Acct Bill AcctId Liability Acct Realisation Sundry Account Id Uncleared Checks/Bills Account Out of Pocket Charges PL Acct Commission Charges PL Account Crystalisation Product Code OBC OUTWARD BILLS FOR COLLECTION Interest Receivable in Advance Interest Receivable Account Interest Reserve Account After ensuring that the values in the first screen are as above move to second page of the screen by clicking NEXT button. The values in the second screen shall be modified as follows. Interest Amount YN N NO Apply Interest on Round off Interest application frequency Commission Type 2 Back End Apply Commission on B BILL AMOUNT Cont...4

6 -4- Annexure I to Cir.No: BC-ITD, Date: Default Transfer Batch SYSTRFR SYSTEM TRANSFER No. of Authorisation needed for Exception 1 Change Amount YN Y YES Penal Rate Out Of Pock. Exp YN Y YES Check Acct Limit YN N NO Check Drawee Limit YN N NO Check Acct/Drawee Limit YN N NO Check Collection Bank Limit N NO The remaining fields shall be blank. Click OK button and get authorise the modification. After ensuring that the Module parameters are as shown above, branches should modify the Bill Instruments Type Parameters as shown below. 3) Modification of Bill Instruments Type Parameters The sequence in the menu to modify the Bill Instrument Type Parameters is Params Product Maintenance Bills Collection Outward Bills Bill Instruments Type Modify Outward Bills Bill Type Parameters screen will be displayed. The values in the screen shall be modified as follows. Branch Code Bill Type OBC Description OTHER BANK CHEQUES Demand or Usance D DEMAND Delivery Against P PAYMENT Secured YN N Bill Action C COLLECTION Check And Draft Type YN Y Skip Instructions YN Y Documentary Details YN Y Due Notice : From Booking Date 10 Fate Card : From Due Date 15 Premature realisation days before Due date 5 Interest Type 1 Min. Days for Bill Type 10 Max. Days for Bill Type 15 Minimum Bill Amount 0.01 Maximum Bill Amount Round off Option A NEAREST 0.01 Cont...5

7 -5- Annexure I to Cir.No: BC-ITD, Date: ) Lookup Codes Branches should create four new lookup codes in Lookup Directory as shown below. The sequence in the menu to create the Lookup Codes is Admin Lookup Code Lookup Directory Create Lookup Directory screen will be displayed. Enter values in the table as follows. Code Type 6005 COLLECTING BANK CHARGES Data Type 1 NUMBER Len 8 Secured N Code 3 Description PAYEE Secured Y/N N NO Code Type 6005 COLLECTING BANK CHARGES Data Type 1 NUMBER Len 8 Secured N Code 9 Description BENIFICIARY Secured Y/N N NO Code Type 6051 STATUS Data Type 1 NUMBER Len 8 Secured N Code 91 Description MISSING INSTRUMENT Secured Y/N N NO Code Type SERVICE CHARGES Data Type 1 NUMBER Len 8 Secured N Code 26 Description Secured Y/N N NO COLLECTION CHARGES Branches/ECs should modify Lookup code 4 in Lookup Type 6051 in the following sequence as follows. Admin Lookup Code Lookup Directory Modify Cont...6

8 -6- Annexure I to Cir.No: BC-ITD, Date: Code Type 6051 STATUS Data Type 1 NUMBER Len 8 Secured N Code 4 Description LODGED FOR COLLECTION Secured Y/N N NO The above process is one time measure. Branches should not modify the parameters at their own at any instance. -ooooo

9 Annexure I I to Cir.No: BC-ITD, Date: Annexure II Procedure for Creation of Internal account and Customer Level Parameters To identify the year-wise pendency and turnover under the module, branches/ecs should create an Internal account with year number as account number at the beginning of every calendar year, before day-begin, and create Customer Level Parameter for newly created account to allow transactions under the account number. The procedure for creation of the Internal Account is same as explained in Annexure III of Cir.No. 270-BC-ITD dated The Values in the first cell of Account shall be OBC and the Account Name shall be OBC FOR <<YEAR NUMBER>>. The sequence in the menu to create the Internal account is Masters Account Master Internal Account Create The model screen of the first page of the screen shall be as follows. Account : OBC 2009 Customer No : Account Name : A/C OBC FOR 2009 Acct.Type : 1 NORMAL Mode of Operation : 1 SELF Account Status : 2 NEW Minor Type : Currency Code : INR Ledger : Offset Rate Normal : % Penal : % Interest Tax: % Freeze Type : 1 NO FREEZE Reason : User / Date Open ; <<Date>> Closed : Member Type : Member No : Special 1 : Insructions 2 : Date of Establishment / Date of Birth : Paying Account : Drawing Power N / D / M : N Keep the default values in the second page of the screen as it is and click OK button. The Internal account creation shall be get authorised. After creation of the Internal Account, branches/ecs should create Customer Level Parameter for the account so created. The sequence in the menu to create the Customer Level Parameter is Masters Bills Collection OBC/CDD Customers Level Customer Level Parameter Create Cont...2

10 -2- Annexure I I to Cir.No: BC-ITD, Date: Customer Level Parameter Maintenance screen will be displayed. The values in the screen shall be as shown below. Br Code Account ID OBC 2009 A/C OBC FOR 2009 Customer Category A EXECUTIVE Priority Sector N NO Check Account Limit N Drawee Limit YN N Account Drawee Limit YN N Check Coll Bank Limit Default CR Account Default DR Account N Instrument Type/ Description Margin % OBC OTHER BANK CHEQUES The data shall be get authorised. -ooooo-

11 Annexure III to Cir.No: BC-ITD, Date: Annexure III Procedure for creation of Collection Charges Master and Service Tax Parameters Branches should collect collection charges along with Service Tax as per prescribed rates. For deducting the collection charges and Service Tax amount automatically, branches should create Collection Charges Master and Service and Cess Tax Parameters as shown below. 1) Creation of Collection Charges Master The sequence in the menu to create the Collection Charges Master is Charges Masters Collection Charges Create Collection & Negotiation Charges Parameter Maintenance screen will be displayed. System will calculate the charges amount basing on the parameter value defined in Coll Rate Type field of the screen. For slab rates (irrespective of the bill amount in between the defined slabs) the parameter value in Coll Rate Type field shall be F (FLAT). In case the charges rates vary basing on the multiples of certain specified amount i.e., Per Value, the parameter value in Coll Rate Type field shall be V (PER VALUE) and the specified amount shall be entered in Coll. Charge Percent field. Branches/ECs should enter A in Category field, date of effect in Effective Date field and T in Transaction Type field. The collection charges tables rows has scroll down property and always display two rows only even though it contains data in more than two rows ( For the benefit of the branches three rows are shown in the below furnished model screen). Branches should skip the table using Down Arrow key after entering relevant values in the table. A model screen of the Collection Charges Master for latest revision of charges rates as per Cir.No BC-ACCTS dated is given below. Branch Code Product Code OBC OUTWARD BILLS FOR COLLECTION Category : A Effective Date: <<DATE>> Transaction Type: T Transfer COLLECTION CHARGES Coll. Slab Amount Upto Coll. Rate Type Coll. Charge Amount F F F NEGOTIATION CHARGES Nego. Slab Amount Upto Nego. Rate Type Nego. Charge Amount Coll. Charge Percent Nego. Charge Percent Coll.min Charge Nego. min Charge Coll.max Charge Nego. Charge max Cont...2

12 -2- Annexure III to Cir.No: BC-ITD, Date: The Collection Charges Master shall be get authorised after creation. 2) Creation of Service and Cess Tax Parameters The sequence in the menu to create the Collection Charges Master is Charges Masters Service/Cess Tax Parameter Create Service & Cess Tax Parameter screen will be displayed. The Charge Type for collection charges shall be 26 and the system will automatically take the current date as Effective Date. A model screen for existing Service Tax rate shall be as follows. Charge Type 26 Collection Charges Effective Date <<Current Date>> Service Tax Rate Cess Rate Service Tax A/C A/C MISCELLENIOUS INCOME Cess A/C Ser. Tax Round Off F NEAREST 1.00 Cess Tax Round Off Include in Tot. Tax Y YES Charge Y/N Y YES The Service & Cess Tax Parameter shall be get authorised after creation. Whenever the collection charge rates alone are revised, branches should create a new Collection Charges Master and need not create Service & Cess Tax Parameter with same Service Tax rate. If the Service Tax rate alone is revised, branches should create a new Service & Cess Tax Parameter and need not create Collection Charges Master with same collection charge rates. -ooooo-

13 Annexure IV to Cir.No: BC-ITD, Date: Annexure IV Procedure for lodging of Bills for Outward Collection, Realisation, Dishonor, Recording Instruments Lost in Transit, Verification of status and Generation OBC Long Pending Items Report. 1) Procedure for lodging of Bills for Outward Collection A) Booking the Instrument: Whenever an Instrument is received for collection, branches/ecs should enter the bill details and tenor of the instrument and collecting bank particulars in OBC/CDD Master screen. The sequence in the menu for OBC/CDD Master is Masters Bills Collection OBC/CDD OBC/CDD Master Create Outward Bills Primary Details screen will be displayed. Branches/ECs should enter values in the screen as shown below. Branch Code Account Id OBC <<YEAR>> Bill Ref.No A/C OBC FOR <<YEAR>> Bill Type OBC OTHER BANK CHEQUES Action C COLLECTION Instrument No. <<BILL NUMBER>> Instrument Date <<BILL DATE>> Booking Date <<CURREN T DATE>> Tenor Days Due Date <<10 days over Current Days>> Curr INR Bank Name <<Select Payee Bank name with F2 option in first Cell. If the Payee Bank name is not available in the Lookup, keep the first Cell blank, press Enter key, move to second Cell and manually enter the Payee Bank name>> Branch Name <<Select Payee Bank Branch name with F2 option in first Cell. If the Payee Bank branch name is not available in the Lookup, keep the first Cell blank, press Enter key, move to second Cell and manually enter the Dr. Acct. Payee Bank branch name>> The field is to debit Collection Charges/ Commission Collected by the Collecting Bank etc,. <<Enter Customer Collection Account number>> which is Savings Bank/ Current Account/Over Draft. If the Instrument pertains loan recovery, branch should initially credit the proceeds to Savings/Current account of the Customer and later manually transfer to Loan account. Dr. Cust No <<CUSTOMER NAME>> will be automatically displayed <<Customer Number>> will be automatically displayed Cont...2

14 -2- Annexure IV to Cir.No: BC-ITD, Date: Cr. Acct. The field is to credit Collection proceeds. <<Enter Customer Collection Account number>> which is same number entered above in Dr.Acct. field. Cr. Cust No <<Customer Number>> will be automatically displayed <<CUSTOMER NAME>> will be automatically displayed Benef. Name <<CUSTOMER NAME>> will be automatically displayed Drawee/ Drawer Keep the field blank and press Enter key. Create New Drawee Cd? YN message will be displayed. Click No button. The message will be disappeared. Limit Type N NORMAL LIMIT Bill Amount <<BILL AMOUNT>> Narration for CR/DR BY OBC Br. Desc/Remks Keep the field blank Our Chgs from 9 BENIFICIARY Colln. Bnk Chgs 9 BENIFICIARY Interest Rate incase of Delay Keep the field blank PL Acct Keep the field blank. After entering the values in the screen as shown above move the Cursor on to Collecting Bank Details button and press Spacebar. Collecting Bank Details Master will be displayed. System will pick the collecting Bank address from this screen for generation of Collection Invoice, fate enquiry etc,. Hence branches/ecs should ensure that the Bank & Branch names and other address particulars are available in full form in the screen. Branches/ECs should enter values in the screen as shown below. PrdAcctId OBC <<YEAR>> Coll Bank Code Select Collecting Bank Code with F2 option in first Cell. If the Bank Code is not available in the Lookup, keep the Cell value blank and press Enter key. Create New Collecting Bank Code?YN message will be displayed. Click No button. The message will be disappeared and Cursor moves to Second Cell. Press F2 key and select Collecting Bank Code. If the Bank Code is not available in the Lookup press Enter key. Create New Collecting Bank Code?YN message will be displayed. Click NO button. The message will be disappeared and Cursor moves to Third Cell. Branch should enter the Bank name in full (not abbreviations) and move to next field. Coll Branch Code Same as above. Ensure that the branch name is in full form Colle Branch Address1 Colle Branch Address2 The fields are self explanatory and branch should enter the Branch Pin Code particulars in each field is in full form. Branch Telephone No # Branch City Code Cont...3

15 -3- Annexure IV to Cir.No: BC-ITD, Date: After entering the Collection Bank details, press Prev button. The Collecting Bank Details Master screen will be disappeared. Click OK button of Outward Bills Primary Details screen. System will generate a bill identification number (which is a sub account number). Note down the number and enter the same followed by year number on the instrument, collection form and vouchers. For all future references, branches/ecs should use the number as OBC number of the instrument. After booking the instrument as above, branches/ecs should get authorise the Outward Bills Primary Details screen. B) Voucher Entry: After getting authorise the Outward Bills Primary Details screen branches/ecs should punch relevant contra vouchers in Transfer batch. While punching the vouchers The Acct. Id shall be OBC <<Year Number>> <<OBC Number>>. The Activity shall be OBCOLL i.e., OBC Collection. Branches/ECs should ensure that Bill amount is displayed correctly and click OK button. System will generate contra vouchers debiting bill amount to (Outward Bills Lodged for Collection) and crediting the amount to (Outward Bills for Collection). Branches should prepare contra vouchers for the transaction and place on record. C) Generation of OBC Instrument Covering letter: After punching relevant contra vouchers, branches should sent the Instrument to the Collecting Bank along with a covering letter which contains directions of remittance mode of realisation proceeds to the Collecting Bank. At present the branches/ecs are manually writing the Covering letter. Branches/ECs should use the Covering letters till the stock is exhausted and later use system generated Covering letters. The sequence in the menu to generate the Covering Letter is Print/Scan OBC Covering Lr. If in any branch/ec the option is not found in above referred sequence, such branches should generate the Covering Letter in the following sequence. Reports O/W Bills Reports FSCM Printing for Other Banks : The program shall be executed with A (ALL) option in All/Spec/Range field. Cont...4

16 -4- Annexure IV to Cir.No: BC-ITD, Date: After generating the covering letter, branches/ecs should ensure that the contents of the Covering letter are in full. If any branch needs modification addresses details, such branch should contact the Regional Office for guidance. 2) Procedure for Realisation, Dishonor, Recording Instruments Lost in Transit and status verification of a Bill lodged for Collection A) OBC REALISATION: a) If the branch received realisation proceeds: On receipt of realisation proceeds of the bill sent for collection, Branches/ECs should invoke the realisation option through Voucher Entry program in Transfer batch with OBREAL (OBC realization) activity. Transfer Vouchers screen will be displayed. The values in the screen shall be as follows. Advice From a) If the realisation proceeds are credited to Bank Account, enter Product Code of relevant Bank Account. Example: for Syndicate Bank Account. Realized Date Amt To Realize Remarks Other Bank Charge Amt Dishonour Amt Oup Exp Amt Commission Amt Current Int Service Tax Bill Amount Collection Amt Margin Amt b) If the proceeds received through Cr. IBA, Keep the field blank <<Date of Credit to Bank A/C>> or Advice No << Cr IBA No>> <<Cr IBA date>> or <<Amount realised i.e, Cr. IBA amount or Amt. credited in Bank A/C>> Remarks if any like Example: Transfer to UCB etc., Difference between the Bill Amt & Int Amt Realised Amt, if any. System will allow any value where as branch should enter the difference only. System will skip the field Keep the field blank <<System will pick applicable Charges amount from Collection Charges Master and allow modification. Branches should modify the value basing on Collecting Bank charges and collect amount as per guidelines. Keep the field blank Will pick the value automatically Cess Tax basing on rates defined in Service / Cess Tax Parameter System will skip all the remaining Purchase fields by displaying relevant values in Amt some fields and move to Bill Details button. Cont...5

17 -5- Annexure IV to Cir.No: BC-ITD, Date: Net Purchased Amt Total Interest Dr/Cr Acct Id Realised Amt Int Receivable If the branch wish to view the details of the lodged for collection click Bill Details button view the details and press Escape key to come back to voucher entry program and move on to Charges button. As per Cir.No BC-ACCTS dated , branches should not collect out of pocket expenses. Hence skip the option and click OK button [In future, if the bank opts to collect out of Pocket expenses, if any, branches should initially create relevant Master in the sequence Charges Masters Misc Expenses and utilize the above furnished option]. The system will punch the following vouchers. If the Proceeds Credited to Bank Account If the Proceeds received through Cr.IBA Product Code Amount Flag Product Code Amount Flag <<BILL AMT>> Dr <<BILL AMT>> Dr <<BILL AMT>> Cr <<BILL AMT>> Cr Customer A/C ID <<BILL AMT>> Cr Customer A/C ID <<BILL AMT>> Cr Customer A/C ID <<Difference Dr Customer A/C ID <<Difference Dr between Bill Amt & Amt. Realised, if any>> between Bill Amt & Amt. Realised, if any >> Bank A/C ID << Amt. Realised >> Dr Customer A/C ID <<Coll. Charges>> Dr Customer A/C ID <<Coll. Charges>> Dr <<Coll. Charges>> Cr <<Coll. Charges>> Cr Customer A/C ID <<Service Tax>> Dr Customer A/C ID <<Service Tax>> Dr <<Service Tax>> Cr <<Service Tax>> Cr The set will not be get Tallied. Cr The set will be get Tallied. Branch should manually debit with ADD option to relevant Account (Head Office 10003) for realised amount i.e., Cr.IBA amount in the same Set. b) If the branch received realisation advice and proceeds not received: In case of genuine Customers, whenever the branches/ecs received realisation advice from the Collecting Bank branch and proceeds of the bill are in transit or proceeds credited to the Bank account and Pass Book not updated, the branch should allow payment to the Customer by debiting Un-cleared Bills (14701) Account. In such cases, branches/ecs should initially realise the Bill as per above procedure by debiting the amount to Un-cleared Bills (14701) Account instead of Head Office account/bank account. While debiting to Un-cleared Bills account branches/ecs should furnish the Cont...6

18 -6- Annexure IV to Cir.No: BC-ITD, Date: particulars as OBC <<NUMBER>>/<<YEAR>> in Details field. After receiving the proceeds, branches/ecs should square off the entry by crediting the amount to Uncleared Bills (14701) account and debiting to Head Office account/bank account. Further branches/ecs should periodically review the pending items under Un-cleared Bills account and pursue for early realisation. The sequence in the menu to review the Pendency is Statements Reference Reports Pending Items under UCB B) OBC DISHONOUR: Some Instruments lodged for collection may be dishonored and returned by the Collecting Bank due to various reasons. In such cases branches/ecs should reverse the lodged entry and collect the Collection Charges. Before proceeding for reversal of the entry, branches/ecs should ensure with F9 S option that the Customer Account has sufficient balance to debit the Charges amount. If sufficient balance is available in the account, system will automatically debit the charges and punch contra reverse entries. If sufficient balance is not available system will punch contra reverse vouchers only and record the Charges amount as Pending Outstanding Charges for the account and prompt message as and when the debit is allowed in the account. Since there is a possibility to skip collection of pending charges at a later date, branches/ecs shall not reverse the lodged entries if sufficient balance is not available in Customer account and pursue with the Customer, collect charges amount to the credit of Customer account and reverse the lodged entries. The lodged entries shall be reversed through Voucher Entry in Transfer batch with OBDISHR (OBC Dishonor) activity. The fields in the voucher entry are self explanatory. Branch should select reason informed by the Collecting Bank for return in Return Reason field with F2 option and opt applicable Charges amount including Collecting Bank charges in Commission Amt field and punch vouchers. Branches/ECs should obtain acknowledgement while returning the Instrument to the Customer. C) Recording Instruments Lost in Transit: Whenever the instruments lodged for collection are reported as lost in transit, branches should immediately mark the instrument as lost and proceed for appropriate action. The sequence in the menu to mark the instrument as lost is Masters Bills Collection Bill Status Status Modification Enter relevant account number of the Instrument in Acct.Id field and 91 (Missing) in Status 7 filed and click OK button. The Instrument will be marked as missing. Branches should note that the program will allow the marking even for realised instruments. Cont...7

19 -7- Annexure IV to Cir.No: BC-ITD, Date: Hence, branches should be cautious while entering account number for marking as lost. After marking the instrument as missing, whenever the branch opts transactions in the OBC account, system will display message as Status of OBC is Missing. Do you want to continue?yn. Branches/ECs should select appropriate option i.e., Yes or No. D) Verification of Status of Bill lodged for Collection The sequence in the menu to verify the status of a bill is Masters Bills Collection Bill Status Status View The fields in the screen are self explanatory. The status of the bill will be displayed Status 1, Status 2, Status 3, Status 4, Status 5, Status 6 fields. The codes of the statuses are as follows. S.No Bill Status Status Code & Description Field Name Code Description 1 OBC Master created 1 Entered Status 1 2 Contra Vouchers Punched 4 31 Lodged for Collection Outstanding Status 1 Status 3 3 Instrument Lost Lodged for Collection Outstanding Missing Instrument Status 1 Status 3 Status 7 4 Dishonor /43 5 After Realisation ) Generation OBC Long Pending Items Report Lodged for Collection Dishonor Realised Before/After Due Lodged for Collection Fully Realised Status 1 Status 3 Status 4 Status 1 Status 4 Branches should periodically submit OBC long pending items report to respective Regional Office. The sequence in the menu to generate the report is Statements Quarterly Reports OBC/IBC Pending The report will be generated basing on the value given in Pending Since Months filed. Branch should manually note the Action Initiated by the Branch in the report before submitting to the Regional Office. Generation UCB (Un-Cleared Bills) Outstanding Items Report Branches should periodically review the pending UCB through the following menu sequence and take appropriate action to square off the entry. Statements Reference Reports UCB Pending items ===@@@===