CBS-CTS Integration & Outward Cheque Clearing Centralisation (HO/SO)

CBS-CTS Integration &  Outward Cheque Clearing  Centralisation (HO/SO)

• Cheques that belong to Other Banks presented in POSB and   other SB Account types in are dealt in Outward clearing.

• These cheques are presented for Opening of new account   (MIS/TD/KVP/NSC/SCSS/RD) or for credit into POSA account   or for subsequent deposits in RD/SSA/PPF accounts.

• Cheques presented for Non POSB operations are also dealt in   Outward clearing

• Currently these cheques are scanned in CTS (Origin)   application and POSB Operation cheques lodged in Finacle   outward zone.

• Other branch cheques are dealt directly in Treasury branch   after completion of CTS Process.

• Cheques collected for POSB operations and other branch   cheques in SO are sent to concerned HO.

• These cheques are scanned in CTS application at HO

• POSB branch cheques are lodged in Finacle in Outward   clearing zone

• On receipt of clearance intimation from Grid, the zone is   regularised and the credits are made available in 0382 or   SB account.• Other Branch cheques are accounted in Treasury Branch

Outward Clearing Centralisation -Advantages

• Outward cheque regularisation is done by   Nodal Office (Chennai GPO).

• Credits in POSB account /0382 will be in T+1 in   case of HOs and T+2 in case of SOs.

• Remittance Adjustments – OHO adjustments   are not required as entire credits and debits   are done at Nodal Office.

Revised Process

•   Cheques that belong to other banks collected in HO for POSB operations alone to   be scanned in CTS application on same day.

•   In case of non availability of scanners, the HO should ensure that the cheques are   scanned using their login ID and MICR. Cheques should not be sent from one   branch to other branch for scanning which causes delay in Crediting.

•   Post CBS-CTS Integration, CTS url will be accessible on SIFY network only .

•   Only CBS Post Offices (Sub Office/BO) cheques are to be scanned on day of receipt at HO by the Concerned HO.

•   Cheques collected for Non POSB operations viz PLI, Mails, Stamps, BPC, SGB etc  and Non CBS Post Office cheques are to be cleared through their HO’s associated bank Account. These cheques are not to be scanned in CTS application .

•   Data entry to be done in CTS application for the POSB cheques which are scanned.

•   Cheques are not to be lodged in Finacle. Outward clearing zone could not be  opened in Finacle.

• Validations have been built in CTS application to validate SB   account number and office account in which the cheque amount   is to be credited.

• Closed/frozen/dormant account numbers could not be entered  in CTS application.

• Post Offices will not be able to complete data entry, if error is   thrown in Account Number and the respective cheque has to be   deleted.

• Allowed office accounts – 0382/0322/BDPVT/0410

• HOs to ensure that appropriate (HO or SO) sol id is entered for office account (0382).

• In case of office account (0410) only HO sol id is to be used. Sub   office 0410 office should not be used.

• In case of PPF/SSA, if the account stands in same sol, cheques can   be lodged in 0382 of concerned sol even if the amount is greater   than Rs.50,000/-.

• In case if the account stands in other sol, cheque to be lodged in   0382 of HO ONLY.

• Post cut off time (17:00 hrs), CTS application will generate gridwise  outward file for uploading in CTS application.

• Nodal Office (Chennai GPO) will upload these outward files against   respective grid sol id i.e. Chennai GPO, Mumbai GPO and New Delhi   GPO as settlement will happen against respective Grids.

• Release to shadow balance will be done on same day of lodging   outward cheques

 • Nodal office will regularise the outward clearing zone post  receipt of outward rejections on next day.

 • On regularisation of outward zones, credits will be available either in POSB account or in office account    (0382/0322/BDPVT) of concerned HO or SO and 0410 of    HO.

 • Hos can login to CTS application and check outward    clearing status on next working day.

 • All POs to check the credits in 0382 office account daily. If    credits are available for the cheques sent for clearing.

 • Post offices to ensure that new accounts re opened on    same day of credit availability in 0382 office account

• Post offices can download PO Clearing   (Detailed/Summary) reports in Finacle by   entering zone date and zone sol id (60000100   /40000100 / 11000000) and obtain the details   of the cheque by searching the Cheque   number in the report

• Nodal Office will account Remittance to Bank figures in CSI-SAP in respective account heads.
Refined Process – Outward

Role of SOs

• CBS Sub Post offices will send only Banking Cheques collected in  Savings Bank counter to their concerned Head Post Office invoicing   in List of Documents on same day of collection.

• Non POSB branch cheques will be sent to HO separately which will   not be included in CTS Clearing.

• SOs will maintain register as detailed in SOP for cheques received   for POSB operations.

• Sub Post Offices to check ledger of concerned office account  (0382/0322/0410/BDPVT) on T+2 days using menu HACLINQ to   check whether the cheque sent out for clearing has been cleared.

• Alternatively they can check the status of the cheque by   downloading PO Clearing report in Finacle.

• If credits are available, sub post offices can open new accounts or   complete subsequent deposit transactions in Finacle.

Role of HOs

• HOs shall use CTS application only for scanning of cheques

• User Name for CTS application  

(M- MICR ) for maker
                                   &

C-MICR for Checker

 with their given password which is already provided to all Hos.

• Ensure cables in Cheque scanners are connected. Error“UNABLE TO CONNECT TO THE SORTER. SORTER IS DEAD”  will be thrown if not connected properly.

• Hos to ensure that Scanning/MICR Repair/Account Entry   and Verification process for outward cheques to be done     before 1700 hrs. Post offices will not be allowed to perform  any of the above said CBS-CTS operations  after the cut off time.

Account Entry – Validations

• Necessary validations have been built in CTS application to validate      SB account number and office account in which the cheque amount  is to be credited.

• Closed account/Dormant accounts/Frozen/Non CBS /Invalid  account number could not be entered in Account entry. Appropriate error message will be thrown if above accounts are entered.

• Non CBS cheques should not be scanned. These cheques should be      sent for clearing in their associated banks. (Postmaster’s Account)

• Existing procedure of scanning remains the same.

• Post scanning, MICR Repair to be done for ALL the cheques.      Currently MICR repair is done only for those MICRs which are      incorrect.

• Once MICR repair is completed, all cheques will be available In      Account Entry

• In “Account Entry” module – either Savings Account Number or Office      Account (Sol ID + 0382/0322/BDPVT/0410) to be entered.

• Once account number is entered, if account number is valid, a message      “This is valid CBS account. Please save the amount and account name”      will be displayed.

• Scheme code and Mode of Operation of the account will be displayed     on the right side.

• Name of primary account holder in the Payee name field. User to cross     check whether name matches with payee name written in the cheque  for Savings account.

• If the cheque is issued for joint holder, payee name should be changed.

• Users should enter the payee name as in cheque to avoid return of      cheque for payee name incorrect reasons.

• In case of office account, “Postmaster followed by concerned PO name     i.e. Postmaster Anna Road  will be  displayed as Payee Name

Account Entry - Screen

Office accounts

• Once amount is entered, “Save” icon should be clicked.

• PAs / Supervisors should ensure that amount in the cheque   is encoded in the application. In case of any encoding   errors, the Scanning Post office will be held responsible to   clear the same.

• When we save the details of an Office Account a text box   will be prompted to enter the reference number. Ref   Number is mandatory for PPF/SSA subsequent deposits.   PPF or SSA account number is to be entered as reference   number. In case of new account, MIS/TD/KVP/NSC New   account to be entered

Text Column – Account Entry

•   A cheque can be deleted if anything found wrong in “Account Entry” module by     clicking “Delete Cheque” Icon.

•   A batch can be submitted only when all the cheques are either saved or deleted.

•   After account entry is done, the verification has to be done by supervisor for  each and every cheque.

•   The Supervisor should login with the given Credentials (C-MICR). The  Dashboard   indicates the cheques available in each and every module of a PA.

•   Supervisor to check the account number /office account to be deposited, date  of the cheque, amount of the cheque. The PA/Supervisor should ensure that    post dated / stale cheques are not uploaded and should also ensure that the   office account cheques are entered correctly.

•   The supervisor should ensure that the number of cheques scanned and amount tallies.

•   Supervisor should ensure that all the batches are submitted before the cut off  time.

CTS Reports

•   Outward Presentment Clearing Detailed Report – Total Outward     cheques scanned by HOs. This report is accessible to restricted class  of users. All HOs can download the report after the cheque is scanned. The status of the cheque will be updated every now and  then once the same is moved from one module to another. Finally, on  the next day the HO can find out whether all cheques are cleared. In  case of extensions, the credit will not be given to those accounts by GPO

•    Outward Item Summary Report - This report consists of summary of    cheques received date-wise.

• CHI Rejection and Deleted Report – This report consists of CHI  Rejections by NPCI and Deletions made by Vendor due to various   reasons. The HOs should check this report daily and ensure that the      cheques are either rescanned after making necessary alterations or returned to the customer with reason mentioned.

•   Return Memo: This is a valid return memo given by the banker. These    cheques are cheques that are returned by the banker and hence will     be returned by Chennai GPO in the Inward Zone maintained. The  copy of the return memo, duly attested by the Supervisor should be   handed over the customer. Collection of charges for accounts other  than SB may be done as per the existing procedure.

•   Returned Item Detailed Report – This report con sists of Cheques     returned in the presentation Session of the previous day. HO can     download this report and confirm whether the cheque is marked as     rejected in finacle.

•   Inward Reject Summary Report - This report consists summary of     cheques returned date-wise.

•   Batch Summary Report – This report is the report of cheques     scanned in Batches.

Finacle Reports

•   Finacle (HFINRPT):-

•   Post office clearing Detailed Report:

•   This report will be available in HFINRPT and provides us the list of all     cheques that are received for clearing or sent for clearing on the   particular Day. Either Inward or Outward can be selected.

•Respective Grid Sol ID (Chennai GPO (6000010)/Mumbai     GPO(40000100)/New Delhi GPO (11000000) should be entered for    generating this report
Post office Clearing Detailed Report

• PO Clearing Summary Report

• This report will provide the summary of   cheques received and cleared w/r/t both   inward and outward cheques.

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