Procedure for Offices Unable to Perform Previous Day’s Day End in Post Offices

India Post – APT: Procedure for Offices Unable to Perform Previous Day’s Day End

When a Post Office is unable to complete Day End for the previous day in the APT system, specific corrective steps must be taken the next day before starting current-day operations. This guide explains the complete process for resuming normal operations, handling pending counters, cash mismatches, and delivery module adjustments.

Download Procedure for Offices Unable to Perform Previous Day’s Day End in Post Offices in PDF

Step-by-Step Procedure

1. Day Begin with Pending Day End

1. Login to the APT Portal → Navigate to Treasury Module.

2. The system will prompt for:

   • Day Begin for the current day

   • Day End for the previous day

3. Initiating Day Begin will automatically complete the pending Day End for the previous day.

2. Check Counter Status

1. Go to Booking Solutions → Counter Operations → View Counter Status.

2. Enter:

   • From Date = Previous Day

   • To Date = Current Day

3. Fetch details to see counters allotted for the selected dates.

4. Identify users with pending Submit Account or Shift End from the previous day.

Actions Based on Counter Status

Case 1 – Submit Account Difference = 0, but Not Completed

(i) Submit Account

• Click under Submit and Verify for the concerned user.

• In Verify Accounts window:

  1. Generate account → Confirm.

  2. Wait until status changes from Running to Complete (use refresh).

  3. Fetch account → Verify.

  4. Status updates to Done.

(ii) Forcible Shift End

• After submission, if Shift End is still pending:

  1. Use Forcible Shift End.

  2. Enter remarks → Submit.

  3. System confirms Shift End completion.

Case 2 – Submit Account Not Tallying (Difference Amount Exists)

(i) Submit Account

• Follow the same generation and verification steps as Case 1.

• If Verify is inactive:

  1. Ensure cash transfer to Treasurer is done and acknowledged.

  2. If already transferred, verify acknowledgment.

• Once acknowledged, regenerate and verify the account.

Special Scenarios – Wallet / Submit Account Not Tallied

Refer to “Booking-SOP-1_Resolution to Common Issues” if mismatches persist.

Scenario 1 – Pending Cash Transfer (Counter → Treasury)

• If transfer is done but acknowledgment not reflected in Treasury:

  • Perform Wallet Adjustment Payment in Booking Solution to enable submit account.

  • This will cause a cash difference in the Treasury Cash Book (TCB) for that amount.

  • Once acknowledgment is received, make wallet adjustment receipt entry to tally current-day submit account.

Scenario 2 – Pending Cash Transfer (Treasury → Counter)

• Follow the same wallet adjustment process and transfer cash to Treasury for acknowledgment.

Note: SPM/Supervisors must verify all adjustments before Submit Account verification and Day End in Treasury, recording necessary entries in the Error Book.

Treasury Module Final Checks

1. Generate Treasury Cash Book (TCB) and Daily Transaction Report (DTR) for the previous day.

2. Verify that Closing Balances match physical cash available after all entries.

Only after these steps should counters be allocated for the current day.

Delivery Module Actions

1. Process Shift Begin for the current date → System will prompt Force Shift End.

2. Complete Force Shift End → Again process Shift Begin for current date.

3. Previous day pending articles/EMOs:

   • Take returns first (Do NOT submit beat account for previous date – no revoke option exists).

4. Invoice articles/EMOs for the current date and take returns as needed.

5. Day End submit account for beats will include both days’ transactions.

Branch Office (BO) Actions

1. Force Shift End can be done next day.

2. Transactions will reflect in wallet and then in BODA.

3. Mismatches between BODA and CBR can be corrected through mismatch entry.

4. Wallet/physical cash differences can be adjusted via wallet adjustment in Misc entry.

5. Unprocessed articles can be invoiced next day using To be Invoiced.

6. For already invoiced articles:

   • Acknowledged → Process delivery next day.

   • Not Acknowledged → Acknowledge and proceed for delivery.

Key Notes

• Always complete previous day’s corrections before starting any operations for the current day.

• Supervisors are responsible for ensuring correctness of all financial adjustments.

• Maintain accurate entries in the Error Book for audit compliance

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