APT 2.0 Treasury and IMA App Account Settlement in Post Office - Standard Operating Procedure (SOP)

This document outlines the necessary procedures to be followed by Head Offices (HOs), Sub Offices (SOs), and Branch Offices (BOs) to ensure proper day-end and day-begin activities in the APT 2.0 application and IMA App. It includes critical steps for account settlement, cash/stamp handling, and resolving discrepancies.

Download APT 2.0 Treasury and IMA App Account Settlement in Post Office - Standard Operating Procedure (SOP) in PDF

🔷 Part 1: APT 2.0 – Treasury Operations and Submit Account Workflow

✅ 1. Initial Login and Day Begin

1. Login to APT 2.0.

2. Click on the Treasury card.

3. If the Day Begin is not done for the current date (e.g., 06/08/2025), the system will prompt for it.

4. Click "Yes" – the system will automatically perform the Day End of the previous day (e.g., 05/08/2025).

✅ 2. Supervisor Actions – Submit Account for Counters

1. Login as Supervisor.

2. Navigate to Counter Operations → View Counter Status.

3. Perform Submit Account steps for all counters pending for shift end.

📌 Steps to Forcibly End Counter Shifts:

a. Go to Booking Solution → Counter Operations → View Counter Status

b. Select the counter and shift with pending submit account.

c. Click on Generate Account.

d. Click Check Status → Refresh until status shows Completed.

e. Click Fetch to view account details.

f. If cash transfer is required, continue. Otherwise, skip to step (j).

g. Supervisor transfers pending cash from counter to treasury (on behalf of operator).

h. Treasury acknowledges receipt. Retry after some time if it doesn’t update immediately.

i. Re-generate Submit Account (steps b to e).

j. Confirm entries — ensure Receipts = Payments.

k. Perform Forcible Shift End, entering suitable remarks.

✅ 3. Final Treasury Checks

• Ensure all booking figures reflect in DTR.

• If entries are missing, wait briefly or perform Mismatch Entry for missing accounting data.

• Ensure cash balance and DTR balance tally.

• After confirming all balances and entries, proceed with business transactions for the current day and follow regular Day End routine.

🔷 Part 2: IMA App – BO Account Settlement Procedure

✅ 1. Login and Preliminary Checks

• On login, if previous Day End is not done, a warning will appear:
  "Previous Day End not done".

✅ 2. Step-by-Step BO Settlement

1. Perform Account Closure if not already done.

2. Review previous day's transactions shown on screen.

3. If discrepancies exist, perform:

   • Wallet Adjustments

   • Mismatch Data Entry (as per procedures).

4. Ensure COD/MO articles are booked (if missed).

5. Execute Day End by selecting the Day End card.

6. Initiate Current Day Begin.

7. If IPPB Amount is not fetched for the previous day, fetch it via:

   • "IPPB" option under Cash & Stamps dashboard.

8. Check closing balance using the Cash Balance report.

9. If mismatch exists between physical cash and closing balance:

   • Perform Wallet Adjustment Receipt/Payment via Miscellaneous Entry.

10. After Current Day End, perform Mismatch Entry for discrepancies between cash balance and BODA closing balance.

🛑 Important Notes

• Ensure all counters complete shift end before proceeding with Day Begin for the next day.

• Cash and DTR balances must always be in sync.

• Inactive slots or delay in shift ends may lead to data accumulation and resource exhaustion, impacting performance.

• Always monitor status of submit accounts, and re-initiate actions in case of delays or failures.

📎 Summary

Role	Action
Operator	Submit account generation, initiate shift closure.
Supervisor	Forcible shift end, cash handling, treasury sync.
Treasury	Day end, day begin, DTR reconciliation.
BO User	Wallet adjustment, Day End/Begin in IMA App.

Please circulate this SOP to all relevant users to ensure timely and accurate financial closure processes.

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