In order to account the sale of philately
stamps separately and to project the same as part of BD revenue, Postal
directorate has modified the procedure of accounting of sale of philately
stamps. CEPT, Mysore has done modification in the Meghdoot package
according to the new procedure and implemented same through Meghdoot 7.9.2
update. Following are the new procedures.
1. Till now there is no separate
provision (either in Point of Sale OR in Treasury) for sale of Philately
Stamps. The consolidated stamps balance available with Treasurer includes
postage stamps and philately stamps. Similarly, the stamps
sale of both postage and philately stamps (all kinds of stamps) is taken
together to raise the cash balance of the Treasurer and there is no separate
category/head of account for showing in Summary/Cash Book etc.,
2. Now, a Separate
Account head 'Philatelystamps' is created for
the purpose of incorporating the sale proceeds
of Philately Stamps at Post Offices
in their Daily account/ HO Summary/Cash Book etc.,
3. This new head of account will be used
by Point of Sale, Sub Accounts and Treasury modules in order to account for the
sale proceeds of Philately Stamps into proper head of account.
4. The modifications have been done in
Point of Sale and Treasury modules. The following procedure in Point of Sale
and Treasury modules has to be strictly adopted in order to account for the
sale proceeds of Philately Stamps:
Modifications in Point of Sale
5. In Point of Sale
module, Sale of Philately stamps can be done through the
option: Operator - Financial - Unclassified Receipt – General. When this option
is selected, UCR purpose ‘Philately Stamps - Sale’ will be available to the
Operator. The operator can select this option and account for the
sale proceeds of Philately Stamps. Screen shot of the option is as under
6. In order to facilitate
segregation of different categories of philately stamps, provision has been
made available to the Point of Sale supervisor to configure different
categories such as Stamps on Gandhi, Sachin Tendulkar etc.,
The categories of Philately stamps can be configured by the Supervisor of the
Point of Sale module. All the categories configured by the
Supervisor will be available to the operator (as shown in the screen shot at
point no.3), while making sale of Philately stamps.
7. Detailed Philately Stamps sale report
(category wise) is available in Point of Sale application through the
option: Operator - Reports - Other Reports -Detailed
UCR Reports.
If the Licenced Stamp Vendor/Point of Sale
counter PA is making regular sales of Philately stamps by the way of recoup/
replenishing from Treasurer handing over the Cash, then the amount of Philately
stamps sales will be accounted for in the Daily account/ HO Summary directly
from treasury itself. Therefore, in such cases, there is no need for entering
the amount of Philately Stamps sold at Counter again through POS application.
Modifications in Treasury module
8. Till now there is no separate
provision for sale of Philately Stamps. The consolidated stamps
balance available with Treasurer includes postage stamps and philately
stamps. Similarly, the stamps sales of both postage and philately stamps
(all kinds of stamps) is taken together to raise the Cash/Cheque
balance of the Treasurer and there is no separate category/head of account for
showing amount of Sales in HO Summary/Cash Book etc.
9. Now, a Separate Account head
'Philatelystamps' under General Receipts is created for the purpose of
incorporating the sale proceeds of Philately Stamps at Post Offices in their
Daily account/ HO Summary/Cash Book etc., New Stamp Category
‘PHILSTAMPS’ is created for the purpose of uniqueness of the philately Stamps
category to segregate the sale proceeds.
10. As there will be already some stock of
Philately Stamps which might have been mixed up in Treasury module with either
Postage Stamps category/custom created stamps category, entire existing stock
has to be first migrated to the newly created Stamps Category.
11. Treasury Supervisor has to configure the
existing denominations of Philately Stamps at the PO through the Option
Masters—Stamps Denomination as shown below:
12. Afterwards, Treasurer/ Stamps Treasurer
who is having the stock of Philately Stamps has to exchange all the existing
philately stamps (mixed with Postage stamps OR available in another user
defined category like philately etc.,) through the Option Treasurer –
Payments—Exchange as a onetime measurer. First Receipts--select Stamps Option
with New category of PHILSTAMPS and afterwards Issues with Stamps Option again
of existing philately stamps.
13. With the above process, all the existing
philately stamps of the PO (mixed with Postage stamps OR available in another
user defined category like philately etc.,) will come under the New Stamp
Category PHILSTAMPS. There will not be any change in the Total Stamp Balance
amount of the Treasurer concerned.
14. Now, Bulk sales of Philately stamps done
by Treasurer can be made through the existing option Treasurer –Tools—Stamps
Sales with mode of Receipts as Cash/Cheque and Issues as Philately
Stamps of available denomination. Configuration of Bulk
Customers/Stamp Vendors to be done by the supervisor through the existing
option Masters—Stamp Vendors.
15. Sale proceeds of Philately stamps will
be reflected in the Stamp Balance Report, Stamps
16. In the TCB Report, the amount of Sale of
Philately Stamps through Cash/Cheque will be included in the Closing
Cash/Cheque balances of the concerned treasurer as per the existing provisions
of the application
17. In the daily account / HO Summary, the
amount Philately Stamps Sold will be reflected under Receipt Side against the
new head of account 'Philatelystamps'. Since, there is no additional
revenue to the Balance of the PO, (As Stamp balance only is converted to
Cash/Cheque balance) an additional entry under payment side will be reflected
in the HO Summary/ Daily account against the Head of account ‘PhilStampsAdjmt’.
18. The amount of Stamps Sales of other
regular Postage Stamps/Revenue/CRF Stamps will continue to be part of
Cash/Cheque balance without any adjustment.
19. The procedure prescribed above is only
for separate accounting of Philately Stamps sold in Bulk through Treasury
application. There is no change in other options of Sales/ supply of stamps to
SOs/BOs.
