Service Br Automation

7/31/2019 Service Br Automation

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SERVICE BRANCH AUTOMATION(MUMBAI)Some Tips and Tricks

K.RAJAGOPAL MSc(Ag)., DCH., DCBA.,Mnet.,DNIA., DIIS., DCyL

Senior Manager- Systems, Service Branch Mumbai

4


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Foreword

This write up is prepared at a short time, as it necessitated to prepared at

available shortest time. Very few persons handle the Service Branch

Automation Package (run on Gupta SQL) and it is used right now only in two

service branches namely, Mumbai and New Delhi. It was observed that a

particular Department/ Module in the Computer is handled by many persons at

different point of time and the exact operation done by X is not clear to Y

though they work in the same Department. Similarly the modules in Service

Brach Automation though very simple and self-explanatory, since all does not

handle all the modules there is a fear in handling the same. Moreover, the

second line development was much lacking in Computer Section and all these

have made the undersigned to prepare a broad outline and concept of various

operations in the computer section immediately.

The Seventy Months of Service as System Manager at Service Branch

Chennai and also the guidelines given by Mr G.D.Iyer, Senior Manager who

has good exposure of handling Service Branch package at Mumbai Service

Branch for Fifty Five months, has helped the undersigned to bring this write

up to a shape. Several programmes /modules are operational only at Service

Branch Mumbai.

The last portion includes certain guidelines pertaining to the CBS like DDupload The encouragement given by Mr Sonawane, Chief Manager, Service

Branch Mumbai is highly regarded.

Experience, after all is the Best Instructor

Mumbai K.Rajagopal


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Table of Contents

1)Introduc t ion . .. 4

2)Broad out l i ne of Modules/Dat abases 4

3)Upload of DDs and

Author i t y Cheques 5

4)COA merger pack age 26

5)ECS/ Credit -Debit ret urn .27

pack age (WEB Based )

6)ECS upload of Custom er Credit 32

7) Navy salary Pack age 35

8) Contac t Num bers( Vendor / SBI/ RBI) 37

9) Tips on SBA Module( some f requen t ly used SQLs) 38

10) Correc t ion/ Creati on of m ast ers in Bi l lp ay/ EFT 51


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1) Introduction

Service Branch Automation- Mumbai

547387

The SERVICE BRANCH AUTOMAION package run Gupta SQL is very user friendly

and menu driven. Since the package is used only in Service Branches and now used only

in two service branches( Delhi and Mumbai) many persons may not be familiar with themenus and options. The operation/use does not warrant any well-trained user and it is a

simple package. Only few SQL commands are to be used for some updating of database

and the peculiarity at Mumbai service branch is the existence of several databases due tovolume of work/ volume of vouchers. Each database in merged and finally the day book

is arrived at by consolidation of manual vouchers emanated from

Several patch programmes are devised by DIT, Central office which is just a floor abovethe Branch. The undersigned has attempted to present a broad out line of the patch

programmes/ and other activities enabling the users to work without any inhibition or fear

The undersigned has collected the information from various users and own working and

it cane be modified/ altered by the user to his requirement .

2) Broad outline of Modules/DatabasesThe database of Service branch Mumbai is spread in two LANs namely ubidata6 and

another service; The structure of database are as under:

SBAold DW DDS NEWDDP BCC DDI 1

to 7( DDs on

service Br) Branches

( GL/ Day Book/ ( POB Div Warrants) (DD Cancelled ) ( DDP/ DPWA ) ( Outward

Inward Authority Ch ) Authority Cheque )

Local Branch )

UBI

SERVER

UBI I

SERVER

lb


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The patch Programmes/ in house programme developed by DIT for the exclusive use atService Branch Mumbai include the following:

1. Upload of DDs Authority Cheques2. Co Daily Statement Merger3.

ECS Upload thro WEB4. ECS- Customer Credit upload

5. Navy salary

3)UPLOAD OF DDS/ AUTHORITY CHEQUES

From the external agency we get two files one for DDs( Debits) and another for

Authority Cheques( Credit Advices)

Advices File Name ADVddmm.txt

DDs File Name DDddmm.txt

Copy these files to the following directory/sub directory

A; copy ADVddmm.txt c:\upload\advCopy DDddmm.txt c:\upload\dds

( these files can be dragged and dropped using window package instead of DOS

commands- The floppy will contains Zipped files of report and data The R.Zip willcontain reports and the BUP .zip will contain the date files )

UPLOAD OF DDs

Change the file names for DD change the name as DDS.dat and do the editing

Save the file in the same directory( C:\upload\dds)The file structure will be as under forDPWA:

* 00012000675801

153003403960007136140306 00000166410001

153003403980007147170306 00000077100001

153008505080840816170206 00000005000001

153008505410841200090306 00000099650001

153008505430841202090306 00000099650001

153009302380842968080306 00000991275801153011507990968635270206 00000254000001

153011508110968801090306 00000135730001

153011508230654003200306 00000162650001

153015805320051875180306 00000324790001

153015805350051884200306 00000370000001

153015805360051883200306 00000370000001

153015805370051885200306 00000370000001

153015805380051880200306 00000370000001


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Contains branch code sr number/ printed number and date of the DD and after a gap thedd amount and batch number is given

Go to c:\prg\source and in the prompt type gupta

( c:\prg\source>gupta)

Give the date in the requires field ddmmyy format

Press enter to proceed and verify the number of DDs and DD amount

Go to G prompt at G:\upload delete the files with extension *.old ( DDDATA.OLD/

RBI.OLD and RDS.OLD)

Login to newddp database

This process willcreate two files

rbi.dat and rds.dat

in G;\upload

Then go for RBIdata and Reader

sorter

Uploads in that

order


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1. Clearing------- Inward-MICR Operations DDP MICR File Creation

2. Click on Open Source- G:\upload\dddata.dat --- OK Import3. Clearing------- Inward-MICR Operations Inward upload of RBIdata4. Inward upload G;\upload\rbi.dat - OK5. Clearing------- Inward-MICR- Inward upload of Reader Sorter6. Inward upload G;\upload\rds.dat - OK7. Clearing- Inward -Matching inward Normal Matching8. Click Zone (1) and import ( Bank 26 Branch 1 )


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All records will get matched automatically. If there is any unmatched

instrument it has to be deleted from invalid RBIclg


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Then go to DDP Module


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1. DDP- DDP Import - DDP Import from Clearing ( it will tally with No ofinstruments imported)

2. Go to DDP DDP Import - Import from external Agency3. Go to G:\upload\dddata.old This will segregate Valid and Invalid records

Take report of Invalid DDs


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4 Go to DDP DDP Data Entry DDP Invalid Corrections of DDs

Make corrections Apply and Enter Three times

5. Go to DDP- DDReturns Press F10 and apply ( Yes)


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6.Go to DDP - DDP Reports- Suppl. DDs Entered Copy the report and it should

tally with the total DDP

Local Hard disk Server

Day end reports

Invalid Reports

DD Supplementy Advice Reports/ Cancellation

reports

DDS>DAT

C:\upload\dds G:\upload\dddata.dat

Rbi.dat

Rds.datEDIT LISTCorrected


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UPLOAD OF AUTHORITY CHEQUES

Copy the file from the external Agency and the same is to be renamed as DDSddmm.datDo the editing and the format will be as under

The first No 1 represents authority cheque( ACHQ), No 2 represents the ADVICE and

Number 3 represents details of advice ( COADVDET)

153006923518032006000000000020000O008573%%%

2530069000000000000180320060000000000200003 0412@@@35300690000000000000000000000338000063876300000000000000000020000000000

153043320211032006000000006744700O008660%%%

2530433000000000000110320060000000067447003 0412@@@ (DDP)

3530433000000000000000000000024900001479190000000000000000435070000000035304330000000000000000000000250000014792000000000000000002394000000000

153043320313032006000000000137000O008688%%%

2530433000000000000130320060000000001370003 0412@@@35304330000000000000000000000251000014792900000000000000000137000000000

153031018313032006000000004000000O008916%%%

253031000000000000013032006000000004000000600380 ( MIS ADVICE)

35303100000000000000000000000000000000000000000000000000004000000000000

153032819313032006000000001000000O000124%%%

2530328000000000000130320060000000010000003 0412@@@

35303280000000000000000000000240000044823500000000000000001000000000000

03 0412 : DDP and 060380 is Sundry Deposit

1. Go to Newddp database- COA-Upload of Inward Authority ChequesGive path name c:\upload\adv\ddsddmm.dat

Click OK ( It will go upto 46 Percent only) and then message will be displayed Error inrenaming the file and will indicate number of authority cheques uploaded

2.

Go to COA-

Date entry-

Correction of Inward Authority Cheques3. Check for duplicates/ untallied authority cheques etc.4. Go to COA>>> Reports>>> IWAC Control register>>> Rectify/verify

Duplicates

5. Go to COA>>> Reports>>> Other Reports>>> IWAC Summary ReportsTally system total and summary with break ups like DDP/ BCC/ Sundry etc

6.Authorize all the authority cheques( AuthorizeMark all auth)


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7. Verify in query that all are authorized( Query Unauthorized-IWAC)

8. Go to DDP- Import from COA- All records imported successfully)

( Problem: Duplicate Printed No: Note down the duplicate No/ Branch Code/Amount and correct in the SQL PRNCOR.SQL)

If any direct entry is made ( Ms Indira) in direct entry of advices release them andthen include in total advice and take report( DDP from Authority Cheque import

and direct entry of advices )

Do a normal match ( DDP>>>> Match>>>>> Normal match)Statements Generation

Take DD Cancellation report/ IWAC Report/ COA statement and do the day end.

IWAC Summary

COA Daily Statements

Reports:

DD.0date

IWAC.0date

Advic.0dateCOA.0date

DDCAN.0date TWO Copies

Dayen.0date THREE Copies ( tally with DD summary and Advice Summary)

Data FileDdsddmm.dat

C:\upload\adv

EDIT LIST

Server/ COA


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Please note that the file is in LOCAL Hard Disk and not in SERVER (

The file for DD upload will be in G:\upload)

Give path asc:\upload\adv

And the file

name

DDSddmm.dat


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This will contain Duplicate authority Cheques, Authority Cheques with

two digit serial Numbers and also where advice date is missing or a

future date or advice of DDs without the Printed Number/ Serial

Number; Necessary corrections are to be made


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All authority cheques will get authorized and authority cheques with

difference and also where we have manually altered will have to be

authorized separately and can not be done in MASS authorization

You have to mark all

and authorize all


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Sometimes this may show an error message stating that there is

duplication and the same is to be corrected using the PRNCOR.SQL

given at the end. This script is saved and it has to be executed


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The above view gives all reports that can be generated in DPWA

module


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In DDP module the following reports are to be generated: DD

Supplementary, Supplementary of Advices entered, DDP cancelled/

Returned and Day end Reports. The Day end report can not be

regenerated after day begin is made The reminder letters are to begenerated on a monthly basis and quarterly reports are also to be

generated on monthly basis


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Do the processing in the same

order except last one. Before doinglast one take print of inward/

outward authority Cheques and also

exceptional report printing and

then only the last option can be

executed


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All the above three reports are to be printed simply by entering in the

module and not by actual printing.

Complete inward/

outward and then

exceptionalrintin


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Generate on daily basis

Daily this has to be

taken otherwise system

will give error message


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DDs Payable with code 777777 ( No such branch)

In service branch Mumbai a branch Code 777777 ( No such Branch ) is created

The data entry of DDs and Authority Cheques are done by out sourcing in our branch andas they may not be knowing full details of Branches/ Branch Name Not legible in theprimary document ( DDS and Authority Cheques) we have made a new name in the Master

with branch code 777777 No Such Branch. This should be a temporary one and upon

verification of the Edit lists the supervisory staff concerned should correct the same

immediately and inform the computer section for correction. The edit list of advicessupplementary is to be verified on a daily basis and the actual Authority Cheques be

verified and corrected on an on going basis. However in reality entries dating back to 2000

are present and while sending back the old advices the credit is sent to Branches accountDepartment in 777777 code only.Similary several DDs exist with Branch code 547387 (

Service Branch Mumbai) and they need to matched on an ongoing basis. Shortly we may

be migrating to CBS system and our worthy MD has also commented as to why there isdelay in migration The CBS System which will not support the 777777 No such branch

Code and at the migration time we may face problem with this

REPORTS TAKEN IN DDP DEPARMENT:

Daily: DDs Supplementary, Advices Supplementary, Advices Cancelled/ Returned

Day endMonthly: Quarterly Reports( each months figure), Unmatched Reports, Reminder Letter

Needed for vouching

of CO/ DDP/ Sundryetc


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4)CO DAILY STATEMENT MERGER

As our Service branch is having two modules separately each for Outward ( BCC2005 )

and another module for inward ( NEWDDP) we require a separate programme for mergerof both. The entries of Corrections ( Direct Debits and credits ) are also to be accounted for

and this is a package developed by DIT for the specific use of Service Branch Mumbai(refer to Ms Shrimathi, DIT for any problem No: 2207)

Go to the SBA Module and generate supplementary for the Central Office Code (1602 for the dates desired to be included in Merger/ generation

Generate the CO Daily Statement from Newddp for inward and BCC2005 forOutward. Copy the soft copies as Oddmm.dat and I ddmm.dat in the hard disk in

the following directory:

C:\Remit\Indata

Go to desktop and click the COA Remit menu in the computer

The Following Menu will appear

Go to Option (2) (Main Menu)

(UNION)

(UNION) in Capital Letters

(99)

Type in caps (UNION)

The menu is

01 Parameter 31 Day Begin

02 Branch master 32 Single File Upload (only when there in outward)03 Terminal Master 33 Two File Upload (when there are both Out/ In)

04 Password 34 Kolkata Service Upload (Not used)35 Outward Authority Cheques36 Inward Authority Cheques

37 CO daily Statement

38 Day end

Upload thro WAN the output DAT files periodically to Branches A/c

Department and the print outs to Mr Sabawallah, Asst Manager.


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5)ECS Credit/ Debit Return Package

(Our in house package developed by DIT)

ECS Server at Service Branch should be switched on( It is located at The Clearing wing)

Login as Administrator Password (ashu ) in small letters

URL Address : http://172.31.0.31/ecs

Login ID : 547387u1

Password : test

SUBMIT


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Day end and Day Begin to be done: Switch over of Date is not automatic and correct dateis to be given in the system

Upload RBI file option the credit and Debit files received from the RBS site is to beuploaded by giving clear path of the file

(RBI site: 026 abc go to ECS Debit/ ECS Credit and save them in RBI directory at Cdrive of the machine )

Files can be uploaded only once to (Same files can not be uploaded twice)

The Cut off time is 3.30 pm and reports up to 3.30 will be considered for uploading and wehave instructed Branches vide our letter by SER/7114 dated 17.01.2006 in this regard

Go to Report- Check Return Status > Credit wise Go to Summary Report Go to Home Report Debit wise


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Give password as MDJ and MDJ

The following menu will appear

OPTION SUB OPTION

01 Maintenance 01 Password

02 Processing 02 Programme

03 Miscellaneous 03 Parameter

04 Branch Master

Go to 02 Option ( Processing)

There will be FIVE sub options 01 upload ECS date

02 Split ECS data

03 Dest Ledger Report04 : Day begin

05 Old upload

First do Day begin Option 04

Eg YYYYMMDD ( it will be the next day as we are uploading tomorrows data today)

Enter advice No: DDMM000 ( conventionally date followed by 000)

Then go to Option 1( upload of ECS Data)

Enter file name and full path eg C:\ecssett\ECSC~!.dat

The go to option 2

Enter date: DDMMYYYY

Enter narration ECS CR/DR for the date XX. XX. XXXX

Go to C;\ecs\reports

There will be two reports and they are adv.rpt and advlist.rpt

Do the same process once again for the DEBIT,

These reports will be over written by the next process namely Debit


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The go to option 2

Enter Month : MMYYYY

Go to C;\src\reports

There will be following reports and they are1 adv.rpt Two Copies

2 advlist.rpt One Copy

3 filelist.rpt Two Copies

4 tran.rpt One Copy

to copy the data c:\navy\src\nvybr (branch code six digits with one space)

For navy nagar c:\navy\src\navy-psi ( and the branch code the exe files get executed)

The no navy report will contain invalid branches or the branches not in master

Copy the report in floppy c:\src\ nvybr( six digit branch code )

From tran.dat you may get the print outs of the miscellaneous credits at a later data alsofor the latest month

Copy tran.rpt in floppies and send to the following branches:

MS Marg 531791

Malad (West) 531804

Managamarapet 547425Navy Nagar 536628 ( for navy nagar use the nvybr- psi )

The out put file will be salary.dat

Mangamarpet data is to be forwarded to RCC Visakapatnam

Take print outs and handover to the official at ECS Department

8) Contact Numbers and Contact personsService Branch Mumbai ( Various Departments)

Sl No Department Name Name Phone No

1 Branch in charge Mr Sonawane 2289 2100

2 Outward Mr MK Patel 2289 2102

3 Returns Mr Chari 2289 2112

4 Inward Mr Karkanis Mr Pakhre 2289 2112

5 DPWA Mr DL Doshi 2289 2104


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6 Local Branch Mr Karande Mr Telang 2289 2105

7 BCC Mr Shirshat 2289 2103

8 EFT Mr Gadkar Mr Dhuri 2289 2103

9 CMS Mr Nandanwar Mr Bhatwadekkar 2289 2106

10 NCLG Mr MK Patel Mr Gawde 2289 2103

2289 210211 ECS

Returns/Authority

Cheques

Mr Sabawala Mr Wagmare 2289 2111

12 Bill Pay Mr Gadkar Mr BO Shah 2289 2103

13 Staff

Matters/AMC/

Con Audit

Mr

Dharuwallah

Ms Rashmi 2289 2113

14 DDP Mr RC Ahire 2289 2116

Important Phone Numbers/ Contact persons

RBI ECS TRAN 22812064

ECS DOWNLOADING 22883511

22883524

22883525

22022994

22815579

22821965

22844172

EFT 22882197

RBIFAX 22817327 22882726

DIT Compliant Intercom 2217

UPS 28769133PARAMO 98210421

28521512

LIPI 22882960 28522495

22873314

MR.NEEL 9820167811

NELITO 24970335 336/337/338 9324048122

WIPRO 26938365

PMS ( dataEntry 22666811 9820502736

STATIONARY PINAKIN 2240451322410178

9820324152

LUXER FORM 225774911

225784858

SBA package Ex Sr Mgr Prakash Iyer 022-28481956 93240305

PCS Rana 9820294795

Sujit More 9819026104


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Siva Kumar 09223401655Now atBangalore MEP Pro

PV Visvanathan ZCC 9223401655

Now promotedasChief Manager

GD Iyer 9820463821

BILL DESK LEENA 66920005

SANJAY [email protected]

KELKAR COURIER 9892657274

[email protected]

9)Some tips for use of service Branch Automation

Package

When control Figure is not noted down>>>>>>

Normally we note down the day end control Number after doing day end and do the day

opening immediately. Assuming we have not noted down/ the number noted is not correctwe will not be able to do the day beginning properly. To get the correct day end control

figure do the following:

Go to GL>>>>> Masters>>>>> Parameter >>>>> Fetch

1001>>>>> GL the P_amt1 will give the control figure of GL Similarly for each

module the P_code is

GL>>>>> 1001

CLG>>>> 4001COA>>>> 7001

BCC>>>> 2001

DDP>>>> 5001POB>>>> 3111

LBR>>>> 6001

You have to do this in the database where modules are controlled( Whether

SBA/BCC2005 or NEWDDP )

SEQUENCE OF DAY END OF MODULES IN NEWDDP>>>>>>>>

First do the day end of DDP>>>> Clearing>>>>> COA and the same sequence is to befollowed

Frequently used SQLs for queries>>>>


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For finding out the Ddcancel Authority Cheques Number

Set server service; (use Global access)

Connect bcc2005;

Select *from coadvdet where advbr_cd=123456 and ins_amt=XXXXX;

(Note the date)Select *from achq where br_cd=123456 and achq_dt=( date)

( you will get details of A/c No, SR No: Amount etc

Disconnect all;

Exit;

Correction of INVALID DDS.

The DDP Module will not allow to transfer the DDs with SEVEN digits and the same has

to be deleted with an SQL

Connect Newddp;

Select *from inv_ddctrl;

Delete from inv_ddctrl;

Commit;

Disconnect all;

Exit; ( Then make entry with six digit printed Number )DD Already paid in return Table( The credit or the advice must have been force matched

with some other DD )

Go to DDPReturns>>>> Return with remark returned in NMICR Zone

The press F12>>>> ( or ICON )The DD will be returned

It has to be entered once again

To correct a duplicate printed No in advice while uploading( this error will occur whenyou are importing the COA in the DDP module ) TO CHANGE PRINTED NUMBER

Set server service; ( prncor.sql)

Connect newddp;

Select *from coadvdet where advbr_cd=123456 and ins_amt=ABCD

and ddpr_no=XXXX;

( it will drop down two rows)

update coadvdet set ddpr_no=99xxxx where advbr_cd=123456 andins_amt=ABCD and tran_no=( give one transaction number among the

two listed above)

( one row updated message will appear)

commit;

( Transaction committed message will appear)

Disconnect all;

Exit;


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To delete unwanted Authority Cheques which are invalid due to wrong branchcode not properly corrected at DDP Department or upload of data of a wrong date

Set server service; ( achqinv.sql)

Connect database newddp;

Select *from coadvdet_inv;Select *from coadv_inv;

Selecet *from achq_inv;

( Note down the details)

delete coadvdet_inv;

delete coadv_inv;

delete achq_inv;

commit;

Disconnect all;

Exit:Adding a DD Advice in caution:

Normally the DD Department officials give the Caution details in a format locallydesigned contains the branch Code, S l No , Printed No. Amount and date of DD. If the

printed Number is not available caution can not be marked as this is a unique field in

marking caution.

First Go to DDp>>>> DDP query find out whether the Advice is outstanding( General

Advice/ select Branch code/ amount/ date of DD and filter out)

The go to DDP>>>> DDP Masters>>>>> DD Caution

Click on NEW and enter all the available particulars and finally click OK The details areaccepted in the Data Base with a Message the record inserted into database successfully.

ALSO VERIFY IF THE DD IS ALREADY PAID OR NOT


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Give the From date preferably from start of Financial year

01.04.yyyy and the current date

To get a print out of the Direct entries of advices made in DDP Module

DDP>>>> DDPREPORTS>>>> SUMMARY FULL D E OF ADVICES

GiveFrom

date


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When the authority Cheque generated for printing is not copied properly.The authority Cheques can be printed only once and when problem occurs do the

following corrections:

Go to GL>>> GLMaster>>> Parameter Master>>> fetch P_code=7002

( Module covering the Day end Confirmations-( BECAREFUL WHILE

HANDLING THESE PARAMETER MODULES )

P_AMT2 will be 0 before printing of Authority Cheques and it will get changed to 1

after printing. Change the P_Amt2 to 0 and save the same once again it will allowprinting of the Authority Cheques and save the same

Other parameter controlled in P_CODE= 7002 ( Always 0 on day begin and 1 after

processing)P_AMT1. Local Branch Advice generation

P_AMT2 OWAC PrintingP_AMT3. Confirmation of Exceptional Reports

P_AMT4 Confirmation of POB Matching

Give user

as all and

specify th

date andfull repor

batch wis

will be

available


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Data Checking/ maintenance

The Check data base and reorganization are essential to have a quality data and error free

data. The following SQLs are to be run periodically ( CPPD: 2124 dated 18.08.1998) asper DIT guidelines

A BACK UP HAS TO BE TAKEN BEFORE THESE OPERATIONS AND IN CASE

OF ANY PROBLEM HAS TO BE RESTORED FROM TAPE

CHECKDATABASE Once in TEN days

Connect XXXX ( Data base name)

Check data Base;

Disconnect all;

Exit;

UPDATE STATISTICS Once in TEN days

Connect XXXX ( Data base name);

Update statistics on Database;

Commit;

Disconnect all;

Exit;

REORGANIZE Once in a month

Connect XXXX (database name)

Set timeout 5;

Reorganize;

Update statistics on database;

Commit;

Disconnect all;

Exit;

Important Tables in Each Module (OFTEN USED ONLY)

COA DDP CLG/ NCLG BCC

ACHQ DDCTRL RBI_INWCLG BCRCLGCOADV DDIMPORT INWCLG BCRHIST

COADVDET DDNORMAL INV_INWCLG BCR

COSTMT DDFORCE RBI_INWCLG

ACHQ_INV INV_DDCTRL

NCLGHISTDTL

NCLGHISTHDR


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BCC MODULES and BCC DATABASE

The BCC2005 is the live database where the details of BCC and also the outward authorityCheques are held and there are two more temporary databases where the data entry is

made and then the BCRCLG and BCRSCHED are copied (

The SBA database which contains the GL/ LBR and NCLG is the one with all basic dataA sample database is created every day by the date name eg January 1 will be JAN1 and

JAN1A containing JAN1 with clearing and JAN1A with transfer vouchers posted. JAN1A

will be merged with JAN1 and JAN1 finally to SBA and day end is done in SBA

I: SQLBASE6\SAM

Make directory in dates name separately for clearing and transfer eg JAN1 and JAN1a in

Sqlbase6 in I drive in each directory copy sam as JAN1 and JAN1 a separately

I:cd sqlbase6

I :sqlbase6>md JAN1


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10) Correction /addition in Bill Pay, The branch masterGo to C:\ program files\bill deskOpen micr.mdb ( Access file)

Update all the details

Save the details

Close

Regenerate the file and the masters get updated

Correction In EFT file

Go to eft\inward\error

Open error. log in word pad

See the error message (Unable to encrypt/ Wrong encryption Key etc)

Go to Masters>>> Branch Master>>> add City code\brcode\bnkcode\name

Delete the old file and download once again and process the same (decryption) and the

error message will not be thrown by the system

CBS upload of DDs

Uploading Clearing Floppy in Finacle( Only DDs and Pay Orders )

1. Get the floppy from Clearing Department ( Mr Koli, Mr Hoddiwala or MrShirshat)

2. Note the file Name ( normally it is 1.txt or ser.txt)3. Go to Finacle and MICZ4. go to M option ( Modify)5. Fill the code I a/c as 8245000 and then press F 4 and F 10


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Give file name

Mark as YGive date and

MICRMUM


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UNION BANK OF INDIA

DEPARTMENT OF INFORMATION TECHNOLOGY

DIT/CBS/651/2006 Date: 29th

April 2006

TO ALL CBS BRANCHES, STAFF COLLEGE & STCs

Sub: Reconciliation of BP account DD Payable account in CBS

1. It has been observed that CBS branches quite often seek guidance from the

CBS Central Help Desk regarding reconciliation of BP a/c DDs Payable account. For

the guidance of CBS branches we have issued circular letter DIT/CBS/262/2004 dated

15.12.2004 wherein the procedure related to issuance, cancellation and payment of

Demand Drafts in CBS environment has been clearly explained. A list of Dos and

Donts for proper accounting was also enclosed with the circular letter. Despite the

guidelines issued by our Department it has been observed that in many CBS branches

reconciliation of Demand Drafts payable account is in arrears. In order, therefore, to

Give file name 1.txt or

11.txt

Mark as YGive date and

MICRMUM


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help the branches keep the DD Payable account reconciled, we give below the

common reasons for non-reconciliation of Demand Draft payable account and also the

procedure for the rectifications of the errors.

2. In CBS, the Bills Payable DD payable as well as DPWA are controlled in a

single account i.e BP Account DD payable (2211000). To get the bifurcation ofoutstanding DD Payable and the DPWA entries following reports have been made

available to the branches.

DPWA This report reflects theoutstanding entries under DPWA with Ex-advice flag Y

CBSDDPRP- This report list all entries of DDs issued by CBS branches priorto migration of a branch, and paid as DPWA after of the branch migrates to

CBS. DDEXADVN This report shows the outstanding DPWA entries where the

ex-advice flag is incorrectly shown as N in the system.

Total of these reports will represent the totaloutstanding under DPWA.

DDSP (DDs Payable Report)- This report contains the DD Payable entriespertaining to DDs issued by both CBS as well as Non-CBS branches. The

status of the DD as shown in the report reflects whether it is from a CBS

branch or a Non-CBS branch. Status T represents CBS and U representsNon-CBS.

3. The difference between the total DPWA and DDSP should be equal to the

balance in the account 2211000. It is important to note that to get the correct figure

these reports should be generated every day morning before putting any

transactions in DD Payable account.

4. In case the balance in account 2211000 is not equal to the difference between

the DPWA and DD Payable amount, as stated above, then there is a need for

reconciliation. The common error leading to non-reconciliation of DD payable head,

the procedure to identify these entries and the rectifications for these errors are

enumerated below.

Error:

DD has been paid through DD issued account or Pay order account.


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Tran status D(deleted)

System will reflect all those entries, which have been deleted after beinggenerated through TMDDADV. Out of these entries ascertain the system

generated entries where the transaction particulars are shown as DD Num. Onexploding the transactions one can check the DD particulars in Additional details

option. Branch has to verify from the physical records to ascertain the reason for deletion

of transaction. Now check the DD status through DDSM menu. In case the DD

status is Uor P and the DD record is not deleted it represent the error entries.

Rectification:

After ascertaining the DD status branch has to modify the DDSM record as under: 9 If the DD status is U modify it to X9 If the DD status is P create another record in DDSM with the same

particulars but prefixing the serial number with 0 (zero). Branches will

need to be careful while responding the authority cheque for theseentries as they will need to respond the said DD with 0(Zero) prefix

Otherwise system will not accept the same record.

Error:

Amount or status of DD has been wrongly changed

The above modifications can be checked through AFI menu by giving the following

inputs:

Field Name Values to be given

Reference number Blank

Table short name DST

A/C No Blank

Function code M

All the remaining fields should be kept blank.

This will list out the records, which are modified through DDSM. By explodingeach record, one will know the nature of modification done in the DDSM record.

Rectification:

If the amount is modified then check what is the actual transaction amount for thisrecord and whether the required adjustment transaction was passed.

If the DD Status or ex-advice flag is changed then check why it was changed. Ifthe change was made for matching of common entries then the corresponding

Paid record has to be marked with advice received date.

Error:


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DDSM record deleted but the transaction has not been deleted.

These records can be checked through AFI menu by giving the following inputs.


Reference number BlankTable short name DST

A/C No Blank

Function code D (Delete)

All the remaining fields should be kept blank.

This will list out the DD records which are DeletedRectification:

If the DDSM record is deleted then check what is the actual transaction done forthis record and whether the adjustment transaction was passed. If not, then passthe adjustment transaction through DDT.

Error:

DDT transaction made for DD Payable account without any updation of the

relevant DD record.

Such transaction can be located through FTI menu by giving the following inputs.


Todays tran Only Blank

Account number 2211000(DD Payable)

Start date and end date Difference should not be more than onemonth

Tran type T

Sub Type BI

Part tran type C (For credit) or D for debit

System will reflect all transactions (Debit/Credit) made in DD Payable account.All those records, where the transaction particulars are either blank oradditional details are not available, are DDT transactions.

Rectification:

Check out these records with physical instruments or the supporting vouchers andin case of discrepancy reverse the same through DDT.

Error:


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DD cancelled by the CBS branches may be reversed twice or not reversed at all

due to malfunctioning of the DDXFER menu.

This can be located by generating DDCANCEL report. The report will list out allDDs issued on your branch that have been cancelled. In this report two types of

cancelled records are available. DD cancelled by the issuing CBS branch which willappear as Issue branch and DD issued by Non-CBS branch and cancelled by yourbranch which will appear as Payee Branch. On the basis of this through FTI

branch has to check whether the fund was reversed correctly. To ascertain this error,

the following inputs are to be given in the FTI menu.


Set id All


Account number 2211000(DD payable)

Start date and end date Difference not more than one month

Tran type TSub Type BI

Part tran type D for debit

Tran status D(deleted)

Intersol tran only Y

System will reflect all those entries, which were reversed by the system as a part of

DDXFER for cancelled DDs. Some times it may not reverse and some times it mayreverse more than once.

Rectification:

Inform the issuing branch to run the DDXFER once again for that day so that theentry will get reversed automatically. If despite running the DDXFER for that

date the funds are not reversed then debit the DD payable account and credit

Central office account towards the DD cancelled amount.

In case where the fund was reversed more than once debit the POB account andraise the claim with the issuing branch and credit the DD payable account through

DDT by giving proper narration.

Error:

During cancellation of DDs or Pay order the default account number is

changed to DD payable account.

Such transaction can be located through FTI menu by giving the following inputs.



Account number 2211000( DD payable)


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Start date and end date Difference should not be more than onemonth

Tran type T

Sub Type BI


Tran status BlankIntersol tran only Blank

Rectification:

After locating the entries where the default account number has been wronglymodified, reverse the same using DDT menu by Debiting DD issued account and

Crediting DD payable account.

Error:

DD issued by a CBS branch on another branch prior to its migration to CBS and

is cancelled after the payee branch becomes CBS, but before the authority

cheque could be responded.

In such cases, on running DDXFER the system debits the DD payable a/c of thepayee branch although the payee branch has not received/responded the

corresponding credit. Thus resulting in excess debit in the DD payable account of

payee branch. For example Mahalaxmi branch issues a DD on Gorakhpur branchon 10th February 2006 when Gorakhpur branch was non-CBS. The system would

thus generate Authority Cheque. On 13th February 2006 Gorakhpur branch gets

migrated to CBS. Mahalaxmi cancels the DD on 15th

February. While Gorakhpurhas not received or responded the Authority Cheque, its DD Payable account will

be debited when DDXFER is run by Mahalaxmi branch.

DDCANCEL report shows these type of records where the DD advice receiveddate is 31.12.2099 and the DD cancellation date is after migration date of the

branch. To check these transaction give the following inputs in FTI menu.


Set id All


Account number 2211000(DD payable)

Start date and end date Difference not more than one month


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Tran type T

Sub Type BI


Tran status Blank

Intersol tran only Y

Rectification:

In this case branch has to debit the POB account and credit the DD payableaccount through DDT menu and claim the funds from the issuing branch. Onreceiving the Authority Cheque branch has to adjust the POB entry.

Error:

System has generated two transactions for one record in TMDDADV. This

will happen in very rare cases.

Using supplementary report DDPBAL check the records with the DD advices on

record. Or through FTI menu find the DD records with identical amountsappearing in sequence. By exploding these transactions the DD number and issue

branch name can be traced to find out the duplicate entries.

Rectification:

After ascertaining the duplicate entries Branch has to debit the DD Payableaccount and credit the BP Account Authority Cheque Responded through menu

option DDT.

We are sure that the branches will take proper note of the common errors

listed above and ensure that they do not repeat these errors. Further, in

case inadvertently some mistakes are committed they should follow the

procedure explained above to rectify the mistakes and maintain the BP

a/c DDs Payable account duly reconciled.

Deputy General Manager


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Give the Set ID created for the respective service branch e.g., HYD forHyderabad, BNG for Bangalore. The SET ID for the Service Branch can be

ascertained from the Datacentre.

Zone code should be MICR suffixed with the set id e.g., for service branchBanglore MICRBNG is the Zone code.

Modify the zone through menu option MICZ by changing the default accountnumber of local branch to clearing house account. (8245000).

Inward Clearing upload:

Download the data from the RBI site or the floppy received from the Clearinghouse.

Separate the data of service branch and other local branches that are under CBS. For the Instruments in clearing flat file where the last digit of sort code appears as

000change it to001

Use menu option RMI to upload inward clearing giving the following values:


Zone Code MICR suffixed with the set id.Example MICRBNG for Bangalore

Zone date BOD Date

SORT CODE Null (IT SHOULD BE LEFT

BLANK)

Respective SOLS Y

Press F10 and generate the report in the background.

Menu option PICS to be used for generating the report of clearing Cheques

Uploaded, branch wise, by giving the following inputs:


Zone Set Id Set id (Example BNG for Bangalore)

Instr. Set Id Set id (same as above)

Report to Manager

Zone Date / Zone Code BOD date/MICR suffixed with the setid. Example- MICRBNG for

Bangalore

The report generated will show the number of Cheques uploaded and total amount solwise, which should be used for tallying with the clearing-house report.

Menu option ICTM should be used to modify or add the instrument in the clearing.

When the Inward clearing instruments are uploaded in the system through RMImenu, the system will check for existing DDSM records, on the basis of the

printed number. Where such records exist, the system will select and populate theDD serial Number in the instrument number field. Other details like issue branch


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code, Payee Name, issue date, issue bank code, Extension counter code will alsoget populated automatically.

Where no DDSM record exist, i.e., in the case of DDPWA entries, the system willpopulate the instrument number field as 99999999. This field will have to bemanually modified by entering the serial number of the DD suffixed with first 4

characters of the home sol id ( e.g., DD with serial number 101 on service branchBanglore sol id 47300 to be entered as 1014730). Other details like date of issue,issue branch code etc for the instrument should also be entered.

The following values are to be given in Menu option ICTM


Function M (Modify)

Zone MICR suffixed with the set id.

Example MICRBNG for Bangalore

Date It is by default BOD date

Press F4, it will display selection criteria

Give 99999999(Eight times nine) in the Instrument Num field.Press F4 again, it will list all the records where the DD number is

99999999

Account number 2211000

Instrument No. To be changed to actual serial numberof DD

Amount Amount of dd

Payee name As mentioned on the DD

Inst. Date Date of DD issuance

Report code Null

Bank code 026

Branch code Issue branch code

After entering each record press down arrow key, it will save the record and

the next record will be displayed for Modification.

For dividend warrants received in inward clearing the account number will beblank which has to be modified to POB a/c drawings (803/6000).

Normally the PAY ORDERS will not be uploaded as 99999999. However, ifin some case this happens, branch has to check the DDSM record and give theactual instrument number in place of 99999999.

At centers where instruments are not received in flat file from clearing houseRMI upload is not possible. In such cases the service branch has to Add the

instruments manually in the menu ICTM by giving the following details.


Function A ( ADD)

Zone MICR suffixed with the set id.

Example MICRBNG for Bangalore



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Press F4

Account number 2211000 ( DD payable account) ForDividend warrants a/c no is 803/6000

Instrument No. To be changed to actual serial numberof DD suffixed by first four digit of

home sold id

Amount Amount of dd

Payee name As mentioned on the DD

Inst. Date Date of DD issuance

Report code Null

Bank code 026

Branch code Issue branch code

Press F6 it will take to the second page where give the following values,

Ref. Num Printed number of DD

Press F6 and come to the first page then press F10 to commit.

After carrying out the aforesaid activities

Use menu option MICZ and Suspend the Zone Take validation report by selecting iclg_val02.mrt as Template file Verify the same especially for HOT items (caution DDs) If any instruments are to be returned, do it through ICTM menu after revoking

suspension.

On completion of Modification of all instruments or filling up the all details,verify the lodged instruments

Post Run (P) in MICZ menu The system will check whether any DDSM record exists for the lodged DDs. If a

DDSM record already exists, the transaction will be posted as part of the zone

posting process with ex-advice flag as N. If no DDSM record exists, the

concerned part Tran will remain in the entered status. The users will have to postthese transactions through TM menu after visiting additional details. On visiting

additional details the system will auto-populate the ex-advice flag as Y.

In certain cases transactions will remain in entered stage and not get posted.Note down the tran id of such transactions.

Additional details to be visited for these transaction, which are in entered stage.These transactions are to be posted only after verifying the details.

DDs of CBS branch should not be paid as EX-advice Y.DD issued by CBS branches can be identified based on their serial number. The last

four digits of the serial number of such DDs will be the first four digit of your sol id.


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While issuing the DD system automatically creates the DDSM record which is

available in the system. While paying such DDs system matches the existing record

with the uploaded/entered data and pays the DD by making the ex-advice flag as N,

If, in exceptional cases, any input does not match with the record available in the

system like the DD number, branch code, extension counter code ( this should be 00,

Double zero) or the DD date then the system will mark these DDs as Ex-advice Y.

In such cases particular as shown in the system should be

modified based on the particulars as available on the

instruments before payment. This should be done prior to

posting the transactions.

After completion of posting of all the transaction Zone should be closedusing Z function in MICZ.

2) Payment of Demand drafts

For the payment of DDs through transfer mode TM menu should be used and the

following values be given:


Function A ( ADD)Type T(transfer)

Subtype BI (Bank induced)

Press F4

Account number 2211000 (DD payable account)

Amount Amount of DD

Narration Particular of DD

INST. Type DDS

Inst.No DD serial number followed by thefirst 4 characters of the home sol id.

(DD serial 101 is presented at

Bhopal Main Branch (sol id 32520),instrument number to be entered as

1013252. Please do not enter the

printed number of the DD in this

field. )

Inst.Date Date of DD

Ref.No DD Printed number

Press F4 and visit the additional

details


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Bank code 026

Branch code Issue branch code (IBR Code)

Extension counter By default this field will have 00. Thishas to be changed if the DD to be paid

is issued by any extension counter or

Gramin bank. If the issuing branch

has multiple extension counters, the

users must use extension counter

codes as 01, 02, etc.

.

Enter the payee account number for DD paid through transfer.

Please do not change the default value in the field ex-advice. The system

will check whether any DDSM record exists for this DD and populate this

field accordingly. The value will be Y if no DDSM record exists and N if

the record already exists.

Press F4 and F10.

3) OUTWARD CLEARING

Service branches send outward clearing for realization of the BCC (Branches

Cheques for collection). The activities involved are:

Opening of outward clearing zone Lodgment of instruments Verification of instruments Release to shadow balance Marking returns in the Inward clearing Regularize the zone Posting of the transaction.Menu option MCLZOH is to be used for opening of the outward clearing zone by

giving the following values:


Function O (Open)

Zone code BCCMICRZone date Date of lodgment to clearing house

Press F4

Cr Account number 3412000(BCC)

Dr Account number 8245000(Clearing house account)

Value date2 Date on which zone will be regularizedas per the local clearing house rules

Commit the same using F10


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Menu option OCTM to be used for lodging of outward Clearing.


Function A ( ADD)

Zone code BCCMICR

Zone date Date of lodgment to clearing housePress F4

Account number Central office account (CO)

Amt Amount of Covering schedule

Tran type O (originating)

Press Ctrl+E for entering additional details of Central Office account as

described below.


Category code BCC

Create contra NPress F4

Bank code 026

Branch code Forwarding branch code

Particulars CC no and other details of the schedule

Press F4, This takes back to the OCTM screen.

Press F6 to give the following cheque details

Sort code Sort code (MICR code)

Tran code 10,11,13, or14 (This is available in theMICR band of the instrument)

Inst date Date of instrument

Drawee name Name of the payee

Press Ctrl +D for entering details of each cheque received under a single coveringschedule

Press F10 after all the instruments in one set has been entered. After lodging of all the instruments verify the same through OCTM menu. After verification of all outward clearing sets suspend the zone through Menu

MCLZOH

Next step after suspension of a zone is to realize the zone. Use menu MCLZOH option R (release) for realization of zone. On realization system generate the following transaction

Debit account 8245000 (Suspense A/c Clearing house account) and

Credit account 3412000 (BCC account)

Please note that the ZONE Regularization should not be done beforemarking all the returns.

On regularization of zone system will debit the account 3412000(BCC) and creditthe Central Office account.


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Return of BCC Cheques.

Open new inward clearing zone through MICZ Menu Zone code should be MICRRETURN

Change the account number of local branch to clearing house account (8245000).

Enter the instruments to be returned through Menu ICTM by giving the followinginputs


Function A ( ADD)

Zone MICRRETURN


Press F4

Account number CO (central office)

Instrument No. Printed number of chequeAmount Amount of Instrument

Payee name Payee name

Tran code 10,11,13 or 14 (same as whilelodgment)

Reject type O Outward

Press F4 The screen will display the related record of outward cheque lodged. Enter the

reason code by selecting the appropriate reason from the list and then press F4 . Verify the same as mentioned above in the inward clearing module. Next step is to suspend the zone and carry out the post run of the zone.

On posting the zone system will generate the following transactions,a) Dr 3412000 a/c Cr to 8245000 (This will be posted by the system)

b) Dr C.O a/c Cr C.O a/c transaction. (These Transactions will remain

in entered stage .These transactions should be proxy posted and not posted

as regular transaction.) Go to Menu SPTM to reverse the transaction. Reversal account to be changed to

22112000(BP Account others). It should be ensured that Accounts 22112000 ( BP account others) ,8245000

(Clearing house account),3412000 (Branches cheque for collection account)

should be made zero at the end of the day.

4) Authority Cheque Issuance (for DDs issued on non-CBS Service

branch)


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The system provides for the service branch to generate DD advices for the DDs

issued by the local branches on Non-CBS Service branches .As such they should

generate the DD advices for all the local branches through menu option DDADVC.

It should be ensured that the total of Local branch debit advice received from the

local branches is equal to the total of DD Advices generated.

Menu option TM to be used for sending funds to Non-CBS services

branch through authority cheque.

Debit respective local branch as responding entry and credit CO and give respective

details in additional screen.

For debit part of the transaction, following inputs to be given


Function A ( ADD)

Type/subtype T (transfer)/BI(Bank induced)

Press F4

Account number LB

Amount Amount of LB advice

Narration Narration

INST. Type Blank

Inst.No Blank

Visit screen R (Responding)

Press F4 it will take to additional detail page where user has to give the

following details

Category code 9

Create contra N

Bank code 026

Branch code Local branch code which has issuedthe DD

Advice Number LB Advice number

Duplicate advice N

Press F4

For credit to the Central Office account enter the following details in TM

menu for each service branch separately.


Function A ( ADD)

Type/subtype T(transfer)/BI(Bank induced)

Press F4


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Account number CO (central office)

Amount Amount of DD advice

Narration Number of DD advices along withbranch name

INST. Type Blank

Inst.No Blank

Visit screen O (Originating)

Press F4, it will take to additional detail page where the following inputs

are to be given

Category code MISC

Create contra N

Press F4

Bank code 026

Branch code Payee branch codeParticulars DD advices

5) Authority cheque responding

Menu option TM to be used for responding all the Authority Cheques

received. The Central Office account will be debited and BP a/c

Authority Cheque responded account (2243000) will be credited for

the purpose.Verify the entry as soon as the same is posted.

Note:BP Account authority cheque (2243000) is an intermediary account forresponding DD advices and other credits received through the Authority Cheque. It

should be ensured that this account is zeroed every day before day end. This

account should be used for authority cheque responding only and not for othercredits.

Procedure to control DD advices

As explained above for responding Authority Cheques debit Central Office

account and credit the entire proceeds to Bills Payable Authority ChequesResponded account. To enter the details of the DD advices received TMDDADV menu should be used giving the following values:


Issue branch code Branch code from where the DD

issued.

EC code Extension counter code by default willbe00 Enter 01,02 etc.as the ECcode depending on the number of


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Extension counters attached to the

main branch, if the DD has been

issued by an extension counter. Do

not use any prefix to the DD

number ( 8 or 9 or 0), for the DDs

issued by the Extension counters.Issue date Date on which the DD was issued

DD number DD serial number followed by the first4 numbers of the branch SOL id. (e.g.

1013789 for DDs issued by MMO

branch)

Printed serial number DD printed number

Payee name Name of the payee as appearing in theadvice.

DD Amount Amount of DD

Payee branch code The payee branch code will be

default populated as the users homesol branch code. Please do not

change this.

Scheme code The scheme code will be default

populated as DDCEN. Please do

not change this.

On pressing F10 for committing the entries, the system does the following:

The system checks whether the DD has already been paid. If paid, it updates theadvice-received date and generates a transaction to the debit of BP a/c Authority

Cheque Responded account and credit to DD Payable account. If the DD has not been paid, a new DDSM record is created and the systemgenerates a transaction to the debit of BP a/c Authority Cheque Responded

account and credit to DD Payable account. The user need not create DDSM

record nor generate transactions in DDT menu.

The transaction generated as described above will be in the entered state and needto be posted. Before posting, however, the details of data entered must be checked

by invoking for additional details using A option in TM menu.

Rectification of errors

The common errors committed by the service branch users and the procedure forrectification are explained hereunder:

A. Data entry errorsThese errors primarily are

The issue branch code entered is incorrect. Issue date entered is wrong DD number entered is wrong


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Rectification

If the system-generated transaction is in entered state delete the transaction

through TM menu. Simultaneously the DD status in DDSM record must bemarked as X using function M. Verify the modification and re-enter the

correct details in TMDDADV menu.

If the original transaction with wrong input has been posted, reverse the DD

as if making a payment through TM by credit to BP a/c Authority Cheque

Responded giving the details as per original input given (the error). Then enter the

correct DD details through TMDDADV menu.

B. DD amount entered is wrong

Rectification

If the system-generated transaction is in entered state delete the transactionthrough TM menu. Simultaneously the DD status in DDSM record must be

marked as X using function M. Verify the modification and re-enter the

correct details in TMDDADV menu.

.

If the original transaction with wrong DD mount has been posted, reverse the

DD as if making a payment through TM by credit to BP a/c Authority Cheque

Responded giving the details as per original input given. Now enter the DDdetails with correct amount in TMDDADV menu. Since the system will not

accept a second record with same issue date, issue branch code and DD number,prefix the DD Serial number with a 0(zero) while entering the DD number.

Please note that while making payment of this DD, the user must be careful

to enter the same DD number as entered in TMDDADV i.e. prefixing zero to

the actual DD number.

Note: Prefixing of Zero to the DD Numbers should be used only as a

workaround for the error rectification.

C. Printed number entered is wrong

Modify the DDSM record and change the printed number. Verify the modification.

No transactions need to be created for this modification.

6) Responding POB Claims received towards cancelled Demand Drafts

a) Issued by non-CBS branches which are not under service branch.

On receipt of the POB claims, check through DDSM menu whether the advice hasbeen received and is outstanding as unpaid in DD Payable Report.

Invoke menu option SBCDDADV. Enter the DD details as per the POB advice and press F4.


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The system will generate a transaction debiting DD Payable account and creditingCentral Office account.

The system will also mark the DDSM records as cancelled by changing the statusfrom U to X.

b) Issued by non-CBS branches which are under service branch.

Modify the DDSM record and mark the DD as cancelled by changing the statusfrom U to X.

Through menu option DDT debit the DD payable account and credit Centraloffice account. System will generate the tran id.

Modify the transaction in TM menu by giving the particulars of DD in narrationfield of transactions

In additional details of Central Office, along with other details, branch codeshould be given as service branch code from where the POB advice has been

received.

After the modification Post the transaction.7) Matching of entries in DD Payable and DPWA

In certain cases common entries are controlled in both DD Payable and DPWA. This

happens when the user while paying DD or while responding DD advices commits a

mistakes in entering any of the fields i.e., the DD number, issue branch code, issue

date or extension counter code. This results in the increase of number of outstanding

entries in both DD Payable and DPWA over a period of time.

Since Finacle does not support forced matching of entries by the system itself, such

common entries will need to be identified procedurally and wiped off as explained

below:

Use DDSP1 and DPWA1 reports to find out the common entries based on filterssuch as DD date, DD amount, DD issue branch code, etc.

Physically check the instruments and advices to verify that the records pertain tothe same DD.

It should be ensured that only the genuinely common entries are squared off bycomparing the DD Payable and DPWA amount and any one or more of the Issuebr code, DD number, Issue date of the DPWA and the DDSP records are same.

Use menu Option DDMATCH to clear the common entriesEnter the following details in the various fields.

DPWA Issue branch code Issue branch code of DPWA Record

DPWA-Issue EC code Issue extension counter code of DPWA Record

DPWA-Issue date DD Issue date of DPWA record


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DPWA-DD number DD number of DPWA Record

DPWA-DD amount DD amount of DPWA Record

DDSP- Issue branch code Issue branch code of DDSP record

DDSP- Issue EC code Issue extension counter code of DDSP Record

DDSP- Issue date DD Issue date of DDSP record

DDSP-DD number DD number of DDSP RecordDDSP-DD amount DD amount of DDSP Record

Press F4 (Accept)

System will check whether both DPWA and DD payable record exists .If not,system will flash the message Record does not exists.

System will generate the transaction Dr. 2211000 account (Bills Payable DDpayable) and Cr. 2211000 account (Bills payable DD payable) in the same tran id.

Debit Part tran of transaction will have the complete record of DDSP which hasbeen matched.

Credit Part tran of transaction will have the complete record of DPWA which hasbeen matched. The Tran id for the entry will also be available in the cautioned reason field of

DDSM Menu.

The records, which have been match in a particular day through this menu, can beviewed through the report DDMATCHRPT.

It is pertinent to note for the records where the DD caution status is Lost,Stopped or Caution the DDMATCH menu will show appropriate message on

pressing F4. For such records branch has to verify the DD cautious status

and wipe off the entries as explained hereunder:

To wipe off DD Payable entry: Pay the DD through TM by credit to BPAuthority Cheque responded account

To wipe off the DPWA entry: Invoke TMDDADV menu and enter all relevantdetails. The system will mark the advice received date and create a transaction to

debit of BP Authority Cheque responded account and credit of DD Payableaccount.

Please note that both the actions are done immediately one after the other to

ensure that such credit/debits to BP a/c Authority Cheque responded account

are reversed on the same day.

Service Br Automation

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