Philately accounting procedure

1. Philately accounting procedure

2. Accounting Procedure for sale ofPhilately Ancillaries • In Head Post offices – Sale at the counter • Ancillaries include FDC, Brochure, Presentation packs, Albums etc • Philately ancillaries will be received at Philatelic bureau/counter/ Authorised office /e-post office • Operator will enter the items received in the stock register. • A cash transfer register is maintained showing remittance of cash to the PO to which the bureau/counter is attached. The register will also show the amount of commission paid. • The cash is to be transferred once in a month along with a memo

3. Accounting procedures..contd • The figures of sales is entered in HO summary, SO summary, TCB and HO cash book. • The required columns will be added in these records. Receipt side: Philatelic Ancillaries Sale Payment side: Commission Paid to Outsourcing agent/institutions • The HO cash book comprising the information of SO summary and HO summary is sent to DA(P) in cash account, every month • A separate schedule showing the sale of philatelic ancillaries and commission paid thereon is sent along with cash account

4. Accounting Procedure for sale of Philately Ancillaries • The philatelic ancillaries will be sold for a period of 6 months from the date of release of FDC and brochure. • Once the 6 months period is over, unsold FDC will be returned by the bureaus/counters to the Head Post office • The HO can use the unsold FDC for interdepartmental correspondence and brochures can be distributed among school children for promoting philately.

5. Accounting Procedure for sale of Philately Ancillaries • Sub Post Offices –Sale at the counter • Philatelic bureau/counter/Authorised office/e-post office attached to a S.O. will maintain a separate stock register for philatelic ancillaries. • Operator will enter the items received in the stock register. • A cash transfer register is maintained showing remittance of cash to the PO to which the bureau/counter is attached. • The register will also show the amount of commission paid. • The cash is to be transferred once in a month along with a memo. • The figures of sales is entered in SO daily account, SO account. • The disposal of unsold FDC and brochures are same as that of HO

6. Accounting Procedure for sale of Philately Ancillaries • New heads of accounts to be included on the receipt side and payment side in SO daily account • In SO account also new heads to be included to reflect the sale of philatelic ancillaries and commission paid. Receipt side: Philatelic Ancillaries Sale Payment side: Commission Paid to Outsourcing agent/institutions

7. Accounting Procedure for sale ofPostage Stamps • Head post offices –Sale at the counter • Commemorative Postage Stamps (CPS) received from the security press at the Post office will be part of treasury. • The philatelic bureau/counter authorised office attached to HO will receive CPS as advance from the treasury of the PO • Operator of the bureau/counter will enter the CPS received in the stock register. The register will show the sale and balance of CPS • A cash transfer register is maintained showing the cash transferred and commission paid • Cash transfer memo duly signed by the supervisor/counter PA is submitted to the treasurer.

8. Accounting Procedure for sale ofPostage Stamps • The figures of sale of CPS/commission paid is entered in HO summary, SO summary, TCB and HO cash book. • Required columns should be added in these records as sale of CPS and commission paid. • The HO cash book is prepared by adding the total of SO summary and HO summary, and sent to DA(P) at the end of the month for booking CPS revenue and commission figures. • HO is also required to send separate CPS schedule on account of sale of CPSs and commission paid along with the cash account to the DA(P)

9. Accounting Procedure for sale ofPostage Stamps • Sub Post offices –sale at the counter • The SO will receive the CPSs from HO as part of cash and it will be shown as HO receipt in SO daily account and SO account. • The philatelic bureau/counter authorised office attached to SO will receive CPS as advance from the treasury of the PO • Operator of the bureau/counter will enter the CPS received in the stock register. The register will show the sale and balance of CPS • A cash transfer register is maintained showing the cash transferred and commission paid • Cash transfer memo duly signed by the supervisor/counter PA is submitted to the treasurer. • The figures of sale of CPSs/commission paid is entered in SO daily account and SO account book of the S.O after creating the heads as Sale of CPSs and Commission paid in the S.O account and Daily account

10. Accounting Procedure in HO and SO for sale ofPostage Stamps supply to PD account holders • The amount deposited by PD account holders is credited by the HO under the head UCR for stamps and ancillaries • The philately bureau/counter is supplied with a list of PD account holders and the details of the amount deposited by them as and when the deposits are made. • The philately bureau/counter should inform the amount received from PD a/c holders to the Postmaster/Treasurer through cash transfer register . • The HO/SO will, in turn, transfer the said amount from UCR head to the relevant Philatelic stamp head of account 1201-00-101-16-03 • New heads should be included on the receipt side and payment side in the daily account and columns in SO account to reflect the figure of sale of CPS and commission paid • Receipt side: CPS sale • Payment side : Commission paid to outsourcing Agent/institutions

11. Thank you